County tables Banner/Oracle cancellation while staff clarifies notice, data-access costs
December 29, 2025 | Gregg County, Texas
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Gregg County Commissioners Court voted Dec. 22, 2025 to table action on canceling the county's Banner and Oracle software maintenance agreements while staff returns with details on required termination notices and any costs for continued read-only access.
The issue arose during a purchasing item to renew maintenance and support contracts. Purchasing staff said the renewal quotes represent a 6% increase from the prior year and noted the county is transitioning to Workday. A commissioner pressed staff on whether the county had sent the contract's required cancellation notice and questioned the county's potential liability for another year of service at about $76,950.
"In November the 30th of 2025, we knew at that time'we had a year at that time to give them notice that we were going to be on this contract that's going to cost us $76,950," a commissioner said during the exchange. The commissioner asked whether anyone had written the cancellation letter before the Nov. 30 deadline; staff replied no.
Purchasing staff (Aaron) and other staff (Erin) told the court they would contact the vendor to request a grace period and to clarify whether the county would owe fees for read-only access to historical data. Aaron told the court: "All of our data still belongs to us. We still have read access. We'll still have complete control of that data." County staff also noted that some processing (W-2s, 1099s, 1095s) must be completed out of Banner for one remaining pay period.
County counsel and staff told commissioners the contract requires a 12-month notice to terminate, which would have required a Nov. 30, 2025 notice for termination in Nov. 2026. Because staff had not yet provided a written termination letter, a commissioner moved to table the cancellation request until the court could place a formal agenda item and review a prepared notice for signature. The motion to table passed by voice vote.
What happens next: staff will prepare a formal agenda item that includes a draft termination letter and details on any costs for continued read-only access. The court requested that staff verify whether the vendor will allow a grace period and what fees, if any, will be charged for historical data access after migration to Workday.
Why it matters: The decision affects the county's transition from Banner to Workday, county access to historical payroll and benefits records needed for statutory reporting, and potential near-term costs of up to the contractor's annual maintenance amount if cancellation notice requirements were missed.
The issue arose during a purchasing item to renew maintenance and support contracts. Purchasing staff said the renewal quotes represent a 6% increase from the prior year and noted the county is transitioning to Workday. A commissioner pressed staff on whether the county had sent the contract's required cancellation notice and questioned the county's potential liability for another year of service at about $76,950.
"In November the 30th of 2025, we knew at that time'we had a year at that time to give them notice that we were going to be on this contract that's going to cost us $76,950," a commissioner said during the exchange. The commissioner asked whether anyone had written the cancellation letter before the Nov. 30 deadline; staff replied no.
Purchasing staff (Aaron) and other staff (Erin) told the court they would contact the vendor to request a grace period and to clarify whether the county would owe fees for read-only access to historical data. Aaron told the court: "All of our data still belongs to us. We still have read access. We'll still have complete control of that data." County staff also noted that some processing (W-2s, 1099s, 1095s) must be completed out of Banner for one remaining pay period.
County counsel and staff told commissioners the contract requires a 12-month notice to terminate, which would have required a Nov. 30, 2025 notice for termination in Nov. 2026. Because staff had not yet provided a written termination letter, a commissioner moved to table the cancellation request until the court could place a formal agenda item and review a prepared notice for signature. The motion to table passed by voice vote.
What happens next: staff will prepare a formal agenda item that includes a draft termination letter and details on any costs for continued read-only access. The court requested that staff verify whether the vendor will allow a grace period and what fees, if any, will be charged for historical data access after migration to Workday.
Why it matters: The decision affects the county's transition from Banner to Workday, county access to historical payroll and benefits records needed for statutory reporting, and potential near-term costs of up to the contractor's annual maintenance amount if cancellation notice requirements were missed.
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