Mon 22-May-2000

County's accounting softwre causing trouble By Kurt Rentmeester of The Press Staff

Frustrated by the ongoing errors in Sheboygan County's new accounting software, financial planners want to solve the problems now - before auditors review the books at the end of the month.

Consultants with J.D. Edwards Financial Accounting have been trying to fine tune the "One World" accounting software almost since it went live Dec. 1, Finance Director Tim Finch said Friday.

But representatives from a consulting firm, AMX, late last week addressed some of the problems with formatting, a process of taking a series of numbers and placing them into transactions, he said.

The J.D. Edwards system replaces one that was more than 20 years old that also was not Y2K compliant, Administrative Coordinator Adam Payne said. The system was purchased to scrutinize the budget and hold county employees more accountable.

In recent weeks, he and members of the Finance Committee have been growing increasingly concerned with the problems surrounding the operation of the system. The previous formatting was poorly done by consultants, for example.

Finch said finance department employees are planning to have 1999 records completed before auditors arrive. They could be here only a week after books are closed May 31.

Payne said that time frame has heightened some of his concerns because of the ongoing problems with the software.

"We don't have any confidence in the computer system right now. Hopefully after May 31, we will," Payne Thursday told the Finance Committee.

In recent weeks, three different consultants have been addressing formatting problems with the system, for example, as well as some of the other errors, Finch said.

The number of consultants addressing those problems have resulted in a lack of continuity. But the conversion is now being overseen by one consultant, said Connie Ziegelbauer, who heads the Finance Committee.

She recalled that the Health and Human Services Department encountered a financial entry that was double the actual figure due to a programming glitch, for example.

"The key problem is the system has not been reliable," Payne said. "It's been a little frustrating."

If the problems aren't addressed by J.D. Edwards, Payne said the county could "weigh in" with an attorney and pursue legal action.

"I hope that's not necessary," Payne said.

For now, employees are addressing the December transactions, for example.

"We're still trying to fine tune year-end entries," Finch said.

He said the new software program is "incredibly powerful." The more powerful a system is, the more difficult it is to install and configure.

"When we reach our potential, financial statements will be much more understandable for the supervisors and by the public," Ziegelbauer said.

The various levels of the program can provide more detail, for example. At one level, such as jail expenses, there may be limited detail. But more detail on that subject can be obtained at a higher level.

Through the new program, Finch said financial statements can be brought up and the lowest transaction that created that entry can be obtained, as well.

Eventually, Finch wants to integrate other systems into the new software system.

He wants to integrate billing for the health care centers and the county payroll into the J.D. Edwards system, for example. http://www.wisinfo.com/sheboyganpress/area/052200-1.html

-- Doris (number9@mindspring.com), May 26, 2000