The Buyer’s Guide to Selecting a New CIS for Municipal Utilities

When comparing cloud versus legacy utility billing systems, the benefits of upgrading to cloud solutions are undeniable — efficiency, convenience and safety. The risks of an outdated system are also too concerning to ignore. But selecting a new customer information system (CIS) can feel like a challenge with data migration, staff retraining and potential disruptions. Fortunately, with the right solution, it’s possible to make the change once and implement a cloud-based CIS that future-proofs your operations. 

Essential Utility Billing System Requirements

Here is a utility billing software request for proposal (RFP) guide to help you select the ideal solution. The best CIS software for municipalities meets the following essential criteria:

True Cloud, Not Hosted

When conducting your software research, explore each solution’s architectural specifics to find a true cloud option. A cloud-native utility billing system is built for the cloud environment, offering inherent scalability, accessibility and security. It’s also multi-tenant, meaning all clients run on the same codebase, ensuring everyone benefits from instant updates and innovations. 

Hosted solutions are often legacy systems placed on a remote server. They lack the fundamental architecture of a cloud system, making them less secure, harder to update and prone to performance issues. For municipal utilities handling sensitive customer data, opting for a hosted solution introduces unnecessary security risks. 

Integration With Existing Systems

Your utility relies on specific infrastructure for meter reading, smart grid management and data collection, so your water utility billing software comparison should test integration capabilities. Does your prospective CIS seamlessly connect with your existing meter infrastructure from providers like Neptune, Sensus and Badger?

Many utilities face the challenge of disparate systems that don’t communicate effectively, leading to manual data entry, errors and inefficiencies. An effective CIS should integrate with all major automatic meter reading (AMR) and advanced metering infrastructure (AMI) systems. These solutions support timely billing and a holistic view of consumption data without expensive custom development or workarounds.

Free Updates

Beyond the initial purchase price, the long-term total cost of ownership (TCO) of your utility billing software depends on the vendor’s customer support model and update policy. Some vendors charge for every update, new feature and bug fix. Look for a partner whose support model includes free, regular updates as part of your service agreement. This setup ensures your utility billing system remains current with the latest technology, security patches and regulatory changes without unexpected expenses. 

Data Security

The final criterion on our utility billing system requirements checklist is data security. For municipal utilities, safeguarding sensitive customer and financial information is essential. When evaluating a new CIS software, scrutinize its security protocols for:

• FedRAMP compliance: While not always mandatory for municipal entities, a vendor with Federal Risk and Authorization Management Program (FedRAMP) authorization demonstrates the highest levels of cloud security and compliance with stringent government standards. 
• Encryption: Ensure all data, in transit and at rest, is encrypted using industry-standard protocols.
• Regular backups and disaster recovery: Inquire about their backup strategy, frequency and disaster recovery plan. How quickly can they restore your data and system in an emergency?

Partner With Muni-Link for Peace of Mind

Don’t just buy software — invest in a CIS partner. See why Muni-Link is the premium choice by scheduling a free demo.