HomeMy WebLinkAboutResolution No. 94-43 RESOLUTION NU. R94-43
A RESOLUTION OF TI� CITY OF FRIENDSWOOD,
TEXAS, ADOPTING THE MANAG$MENT INFORMATION
SYSTSMS PLAN.
� * * * * * * * * * *
WHEREAS, the City Council of the City of Friendswood, adopts
the Management Information Systems Plan for the City of
Friendswood; and
WHERFAS, the Management Information Systems Plan is hereby
recognized by the City Council of the City of Friendswood
and the management of the City of Friendswood as the
official plan for future management information systems
development in the City of Friendswood; and
WHEREAS, the City Council of the City of Friendswood
recognizes the need for management information systems in
the City and will systematically plan for the current and
future needs of the City as indicated by the Management
Information Systems Plan.
NOW THEREFOR$, BE IT RESOLVED, that the City of Friendswood
supports the continued development of management information
systems in Friendswood; and
F'URTHER BE IT RESOLVED, that the City of Friendswood adopt
the Management Information Systems Plan for the City of
Friendswood attached hereto as Exhibit "A" , to be used as
the official plan for future management information systems
development in the City of Friendswood, Texas.
PASSED, APPROVED, AND ADOPTED by the City Council of the
City of Friendswood this 17th day of Octaber, 1994.
�'G�� ' �_�r��
Mayor elyn B. Newman
City of Friendswood
ATT T:
�
. �
Deloris McKenz e, RMC
City Secretary
EXHIBIT " A "
;<
, ; C�T�°Q;�' �RIE�ID�VC?qQT� ; °
>:::>:.. ,: ,
; :.
;::::::>:::::;
,. :.:::;:: NIANA�EME�IT INFt)RNiAT101�1 SYSTEII�IS PLAN ;
;. .::::::.>:;:::::::....;:::.;:.,:::: ..:: ;::.:::>:::::::::..::.:.::.;::::: ..
:5e °femuer
;;::;;:,;; :::..:;;:.;:.;:.. ..:.:::::..
,
;::,::;:.: ...;:.;:.;:.;:.;:...:::;:::::> >:.>::;::>:::::>::::::>::::>::: ly.9..4:. . '..
;:.
, . >::>::::>:::::. ..::>::>::>::>::;: :.:.;.:.P �
��
; The ACCOItU��t€)UP
TABLE OF CONTENTS
Paee
I. EXECUTIVE SUMMARY...................................................................................................................... 1
II. FINDINGS & NEEDS............................................................................................................................. 7
Iti. MANAGEMENT INFORMATION PRIORITIES.............................................................................25
IV. RECOMMENDATIONS........................................................................................................................29
GLOSSARY.............................................................................................................................................................60
APPENDIX A: System Alternatives
APPENDIX B: Position Descriptions
APPENDIX C: Sample Request Form
SECTION I: EXECUTIVE SUMMARY
-1-
CITY OF ERIENDSWOOD
MANAGEMENT INFORMATION SYSTEMS PLAN
The Accord Group was engaged during the Spring of 1994 to provide consulting services for the
development of a data processing plan. The results of the Study were to provide an objective basis for
Friendswood's use in resolving future activities relating to data processing. This report presents the
findings and recommendations of the Study.
The ACCORD GROUP believes that any long range Management Information System's Plan should
consist of three areas:
■ Specific recommendations regarding computer hardware,software,and staffing
■ Management methodology for the Plan's maintenance and update as technology and the
needs of the City change
■ Implementation recommendations.
A MIS Plan should be fle�cible. It should allow for changes dictated by technology, as well as new or
different information needs and priorities of the City.
:::::::>::::::>::I :>:'E�:::<:>::::< ::::::::::::::::::::::.::>::;.<;>:<:>:<:>:>:;::<.:::>::;.'::::''>; :::>:<:::::::'>::::>::::;:; :;;::::>::>:::::::>:::<:: :::::::!:::::<:::::::::::::::«:::::::::::>::;:::;:::::�:
;:.;::..;::;:::::.::::::.:.;:.;:.;:.;:.;:.;:.;::.;:.;:.:::..;.>.:;.;:.:>:..:::..
<::>:::::: ::>::;.>:.>�>:>::;;:>::::>::>::::>::::>::::::::::>::::::::::.::::::>::::;:;::>:::
;:::>>::::::;:;::>:;::::::>::::>::>::>:;>::>::::::>:::::>:>.:.:;::.::.:..:.;:::.;> ��!�L�T . . . . 11?�AR. .....................
..........................................::.:::::::>::>:::::::::.::�...................:....::.�:.I�.:�aT��.:::::........�..........................:.::.::..::.::::::::::::::::>;>;:.>:.:;:.;:.;:.:;.::>:.>
The purpose of the Executive Summary is to provide a brief overview of the study methodology, findings,
and recommendations.
!BACKGROUND
Currently,the City's information systems are based upon three(3) IBM computers. These are:
■ City Adminis[ration (Initially installed: 1979 -- IBM System 32; 1985 -- IBM System 36
with U.S.T.I.software;upgraded: 1991)
- Computer: IBM AS/400 Model B35
- Application Software Vendor: U.S.T.I.
-2-
■ Police Department
- Computer: IBM AS/400 Model F35
- Application Software Vendor: "CHIEFS"/HTE Public Safety Systems
■ Library(Installed: 1990)
- Computer: IBM RT-125
- Application Software Vendor: DYNIX
Recently, the Police Department upgraded to the AS/400, Model F35 from an IBM System 36.
Administrative Services supports the "Administration"AS/400 and provides technical advice to the Library
and Police. Each Department operates their computers. Installed applications include:
■ Financial accounting and reporting
■ Budget
■ Payroll
■ Utility Billing
■ Police Records and Computer Aided Dispatch
■ Library card catalog and"stacks"/book inventory
■ Miscellaneous systems(PC based):
- Municipal Court(Local Area Network)
- Engineering.
Numerous microcomputers(PC's) are installed throughout ihe City.
-3-
STUDY OBJECTIVES'
The objectives for this Study were to:
, ■ Plan for data processing resource requirements.
■ Identify high priority in[ormation needs within the City operations.
■ Provide guidance to City personnel regarding their various departments' status for data
processing.
■ Plan for structured/controlled growth of the City's data processing systems, including the
use of microcomputers and office automation.
STUDY APPROACH
During the study,The Accord Group's consultants accomplished a variety of tasks. These tasks included:
■ Assisting the City with organizing a Study Team.
■ Conducting introductory meetings with Cit}�s Study Team where the study approach was
reviewed and specially prepared questionnaires for the City staff to complete were
presented.
■ The completed questionnaires were reviewed and interviews conducted with key City
management and staff. During these interviews the general information needs of the City
were identiGed and the current status of implemented systems discussed.
■ Workshops were conducted with the Study Team to present preliminary findings and to
assign priorities to the identified information needs.
■ Practical data processing alternatives and recommendations were developed. These
recommendations were presen[ed and discussed with the City's Study Team.
■ The accepted recommendations were developed into a Management Information Systems
Plan and a final report was prepared. The plan was reviewed and discussed with the City's
Study Team.
-4-
SUMMARY OF FINDINGS
Based upon a review of the City staff completed questionnaires, The Accord Group's observations, and
interviews with key City staff,the following were key findings of the study.
■ The U.S.T.I. software is not achieving [he information needs of the City. Support from
U.S.T.I.continues to be unacceptable. All applications from U.S.T.I. have been modified.
This is affected by:
- Current release versions of U.S.T.I, software have not been installed at the City
(U.S.T.I. claim) -- City staff believes they have installed all releases given to the
City by U.S.T.I.
- Data processing support within the City depends upon two (2) people-- one has
another primary function at the City.
■ The upgraded Police System has the potential of achieving the public safety needs of the
City. HTE, the parent firm of CHIEF's is devoting substantial resources to modernizing
the product.
■ General observations include:
- Most areas of the City,including Data Processing are"lean"operations
- No consistent[o PC standards
- Training in the use of most systems has been inadequate
- Most PC software has not been acquired through a formal process. Normally,
standards for PC software and the acquisition process have been established and
accepted by City Council (based upon the recommendations of City staf�. The
lack of approved standards results in numerous, different software packages of
the same application (i.e.word processing) existing within the City.
■ No comprehensive enforced data processing pian for the City exists.
■ No effective Data Processing Steering or User Requirements Committee exists.
-5-
SUMMARY OF RECOMMENDATIONS
This subsection presents a summary of the Study's recommendations. A more in-depth presentation is
contained in Section IV. The key recommendations are:
■ The City formally recognize that data processing is the management of information.
Therefore, Data Processing be officially changed to Management Information Systems
(MIS).
■ U.S.T.I.application software be replaced in Fiscal 1995 by software [hat achieves more of
the City's information needs and is better supported.
■ MIS directly manage the operation of the administrative system and City LAN's (Local
Area Networks), provide technical support for Library and Police systems, and serve as
the technical advisors to City Management.
■ MIS report to Administrative Services.
■ A User Requirements Committee be created to increase the effectiveness of the
communications between MIS,city management,and other City offices.
■ The staff level of MIS be increased in Fiscal 1996 by one position: Microcomputer
Specialist.
■ A planned city-wide Local Area Network (LAN) for data communication and office
automation be incrementally implemented over two years--starting in Fiscal 1996.
■ Formal microcomputer hardware and software standards be adopted and managed.
■ Implementation of the recommenda[ions should start in Fiscal 1995.
■ Library's RT-125 minicomputer should be replaced in Fiscal 1996 with an IBM RS/6000
or similar UNIX computer.
■ The MIS concept and plan should be presented/communicated to City Staff.
The remaining sections of this report present the Study's detailed findings, information needs, and
recommendations.
-6-
SECTION II: FINDINGS & NEEDS
-7-
`:::>;::.:�I . 1.. ;
� 1�U�l�t.
&:�i� ::>::::>:::>;::><>:;; ::::<'::;::::::::<:::>::::::<:..::::>:::<;::<::::::::::>::::::::::::::::>::<::::::::::>:::::<:>::»:':.::
;:;<:::::::> :<>::.<:;::>::>:::<; � »::>:<;:.;::>;>::;:: ::::::>>:<:.
::>:::::::.>:<;>:;::::>::::::::>:::<::::<:::::::`:<:::::>::::::::>::::::::>::::::;::::::>:::::>:<::::::::`.................. ED ........... ...................... .
G�r.::.::.: . �'�.:::::.:: .::::::::::::::.::::::::::<::::::::::::::::::.::::::::::.:;;;:;.::.
This section, "Findings & Needs" will discuss The ACCORD GROUP's findings and observations
associated with data processing and electronic office systems within the City of Friendswood. The
comments are structured to address the issues associated with automated management information systems
(e.g., financial, word processing, etc.), and not produc[ion con[rol systems (e.g., monitoring, flow control,
etc.). Each finding and observation is identified with a functional area within the City(e.g.,Administrative
Services,Police,City Secretary,etc.) and are based upon:
■ Questionnaires prepared by The ACCORD GROUP and distributed to key personnel
within the City.
■ Reviews of the completed questionnaires.
■ Interviews with City management and key users and potential users of automated systems
among City staff.
■ Workshops conducted with key City management personnel.
CITY MANAGER'S OFFICE
Currently,the City Manager's office utilizes several PC's and a CRT to access and manipulate data,interact
with the AS/41)0 for Office Vision (IBM's of6ce automation product for the AS/400) and Accounts
Payable, complaint management/status, and communication with City staff. PC's include two (2) 486's (a
SOMhz and a 33Mhz] and a 38fiSX, 16Mhz portable for the City Manager's use. Main memory ranges from
2MB to 8MB;disk storage ranges from 80MB to 200MB.
General goals,objectives,and needs relating to information systems are,that it be:
■ Fast
■ Easy to use(user friendly)
■ Reliable
■ Flexible.
■ System should have a long life span--minimize the effect of obsolescence.
-8-
■ City should implement a City-wide office automation system with standardized word
processing,E-Mail,and Calendaring.
■ Users should receive adequate and timely support from Information Systems.
■ Managers should have on-line and timely access to budget/financial data and report.
. Project accounting software is needed.
CITY SECRETARY ,
■ Office has access to three (3) computer systems. Compatibility is a major problem. One
secretary uses Displaywrite 4, the other uses AS j400 Office. They have no manual and
limited training. The City Secretary uses a XT microcomputer.
■ Office still makes e�ensive use of typewriters.
. Secretary's staff believes that the AS/4Q0 has lots of downtime [periods when they do not
have access to the AS/400]; plus at times it's response time is slow -- up to five (5)
minutes.
■ Use a Near Letter Quality printer versus a laser--this affects print quality.
■ Needs include:
- Records management system
- Imaging
- Electronic scheduling and calendaring
- Inde�cing software
- Standardized word processing and ease of data[ransfer.
-9-
ADMINISTRATIVE SERVICES
Municipal Court
■ Uses a PC LAN (ArcNet)with software from MSI of Ft.Smith, Arkansas-- MSI keeps it
' current with Texas law.
■ System is not interfaced to the Police System.
■ Fine tables are maintained by the City. This has proven difficult to do--results in most of
the fines being calcu(ated and distributed manually.
■ System does not have an"ad hoc"report writer.
■ Needs include:
- Ad Hoc report writer
- Summons issue and tracking
- Label and mail merge for warran[ letters -- over 221 letters per year and 2,600
jackets per year
- Jury selection system.
Data Processing
■ Support from U.S.T.I. has signiGcantly declined during the past five - six years. Fewer
people seem to know the Friendswood sys[em.
■ City upgraded their application software from U.S.T.I. when the AS/400 was acquired
(January, 1992). The upgrade was to "native" versions. The City did the conversion
without assistance from U.S.T.I.--to save money.
■ Two LAN's exist within the City: Court and Engineering(not implemented).
■ Based upon discussions with Staff, the information systems staff has received a minimum
amount of training on the AS/400.
-10-
■ No contract for PC hardware,software, or support exists.
■ A number of applications that were processed on the System 36 have not been reactivated
on the AS/400:
- Vehicle maintenance (developed by City data processing with System 36
development tools--this resulted in an incompatibility problem with the AS/400)
- Capital Projects (developed by City data processing with System 36 development
tools--this resulted in an incompatibility problem with the AS/41)0)
- Agenda Indexing(never implemented,but installed)
- Miscellaneous Accounts Receivable (never implemented,but installed).
■ Third party programmer, Les Turner, curren[ly provides programming support -- as
needed.
■ Additional communication lines are needed for the Library and others.
■ No real PC hardware and software standards.
■ Five (5) major computer systems are installed at the City:
- AS/400 B35 at City Hall-- U.S.T.I.software
- AS/400 F35 at Police--CHIEFS software
- Two(2)System 36's at Police(will go away when F35 is completely installed)
- RT-125(UNIX) System at the Library--DYNIX Software.
■ Staff numbers are inadequate to support the computer environment that exist at the City.
Finance:
■ The City has financial software from MUNIS (now U.S.T.I.) running on an IBM AS/400
-11-
Model B35.
- There are about 40 terminals (and PC's) city-wide connected to this machine
which is also used e�ctensively for E-Mail and word processing.
- Modules exist for General L,edger (G/L), Budget Preparation, Miscellaneous
Accounts Receivable (A/R), Accounts Payable (A/P), Fixed Assets Tracking
(F/A), Payroll (P/R), Vehicle Maintenance, Building Permits, and Capital
Projects.
. Fixed Asset Tracking module is only partially implemented -- this is not
U.S.T.I.'s primary fixed asset system
. Misc.A/R, Vehicle Maintenance, Building Permits, and Capital Projects
are not implemented.
. "Information Indexing"tha[is intended to index the City Council agendas
and other actions,is not fully implemented.
. Ad Valorem Tax, including billing and collections, is not done by the
City, but rather by an independent "Tax Office" shared with the ISD.
(Friendswood is partially in both Galveston and Harris counties.)
■ Other applications in Finance are:
- DisplayWrite on the AS/400
- Lotus 1-2-3 (various releases - mostly Rel 2.1), with four (4) or 6ve (5) copies of
Lotus for Windows)
Finance Systems:
General Observation: Based on interviews and the "MIS Worksheets," it appears the major problem is
declining vendor support for the software which has been heavily modified to fit Friendswood. U.S.T.I. has
dropped support for Friendswood's version of their Fixed Asset Tracking module,but has orally promised
to substitute for it a new Central Cash Receipts which will reduce or eliminate the need to hand-write cash
receipts to customers. User documentation of U.S.T.I.'s modules ranges from good to very poor,but seems
to be worse with later releases.
-12-
(Budget)
■ The Budget Prep module is either incomplete or not easy to use when there are many
budget revisions.
(General Ledger)
■ Friendswood has so far not been able to get the U.S.T.I. G/L system at year-end to hold
open both the old and new years, althovgh they have discussed ways to work around this.
The result is that they hold the old year open until late December, and do not post the
new year's data until the old year is closed. This, in turn, delays reporting on activities in
the new year. Thus,they did not produce 1994 expenditure reports until the first week in
February.
■ Because of doubts about the accuracy and timeliness of expenditure reports, most City
departments (it is suspected) keep extensive manual records and spend a lot of time
reconciling them to the of6cial reports when they are distributed.
■ The chart of accounts probably includes too many object codes and may be awkward for
departments to work with.
(Accounts Payable)
■ Although the A/P and Payroll modules provide for automatic payment of payroll
deductions from A/P, this is not fully implemented with respect to some miscellaneous
deductions. Apparently Fixed Assets cannot be procured directly though the A/P module.
(Purchasing)
■ There is no formal requisitioning or purchasing system. Buying decisions are basically
made at the departmental level, under informal guidelines concerning bidding and
authorization. Purchase order numbers are often issued and recorded after-the-fact in the
finance of�ice. Formal receiving reports are not generally used.
■ No commodity information is recorded, and formal Price Agreements are not generally
used for city-wide purchasing of common commodities.
-13-
■ Purchase Order numerical control may be compromised in certain situations by some
departments.
(Payroll/Personnel)
■ The biweekly payroll for about 170 employees is prepared with the U.S.T.I. Payroll
application. The system was designed to keep employee pay in steps, but does not fit very
well into Friendswood's Low-Mid-Top grade system. This resulis in keeping manual
history records for employee pay and much work in reconciling the computer's pay rates
to the manual system.
■ There has been a recent procedural change whereby biweekly Data Sheets for each
employee are forwarded by the departments together with a Control Sheet to Personnel.
There they are audited and data is manually recorded pertaining to Vacation, Sick Time,
and Compensatory Time. Then they are forwarded to the Accounting Clerk (Tara) who
actually does the payroll data entry. The Data Sheets are then returned to the
Departments for filing.
■ The payroll is not prepared on an exception basis, but rather all employee time is key
entered each payroll period.
■ There is no computer system for recording labor costs to projects or work orders.
■ Martha recently acquired (for $50) from Webster some "pirateware" (photocopied
documentation, etc.) to run on Vicki's PC for handling Applicant Tracking and EEO
reporting. She believes it is written in dBASE.
■ There is not any provision for maintaining city-wide skills inventories for personnel, or for
keeping any data on terminated employees (who are deleted from the payroll system at
year end).
-14-
(Fixed Assets)
. The City's fixed assets were tagged and logged several years ago in a partial
implementation of[he U.S.T.I. Fixed Assets Tracking module. The tags were bar-coded
and intended to be readable by a Norand Hand-Held device. However, the tags were not
very permanent, and the system did not work. U.S.T.I. later decided to stop support of
the system. It has been replaced in U.S.T.I.'s product line with a fixed asset management
system that does not use bar-codes. City does use a version of U.S.T.I.'s system for
maintaining a fixed asset file.
(Utility Billing)
■ Friendswood's population is about 26,800. The City has approximately 350 commercial
and multi-family water billing accounts and a total of about 7,940 accounts. Billing is bi-
monthly. Meters are read using Norand Hand-held devices. The system has been
installed since 1985 on a S/36 which was converted to the AS/400 in 1991.
■ The U/B application has been highly customized for Friendswood and it is poorly
documented.
■ U.S.T.I. has a more modern utility billing system called System 2001, but no one at
Friendswood has seen it or is familiar with it. The City is planning on having centralized
cashiering at the new City Hall to be built in a year or so. The current U/B system
interfaces with NCR cash registers,but requires U.S.T.I.support.
■ Although meters are read with Norand Hand-Helds,the meter readers have a preference
to return to reading from the old books because they claim they can go faster on their
routes.
■ Friendswood had a problem two years ago when they instituted penalties in their U/B
system. The system could not calculate deposit refunds on accounts that had penalties,
and this was a major problem (in-house staff resolved problem).
■ Clerks cannot scroll backwards through customer transactions displayed on their screens.
Instead they have to e�t and re-enter at the top of the list.
■ There is no screen fieid so they can see the dates on penalties and they are listed in
reverse order on reports.
-15-
■ The system cannot generate a printed receipt,so they must hand-write receipts when they
are requested.
O[her Comments
■ There is no central computerized work order system for recording, tracking, and costing
work orders.
■ Recently the City has been investigating a standardized approach to office automation
software, based upon Lotus SmartSuite (Lotus 1-2-3, AmiPro, Freelance, Organizer,
Approach)
■ Capital Projects are kep[by hand although they have the U.S.T.I.application module.
■ Friendswood has a dial-in modem on the AS/400 but U.S.T.I. does not use it for on-line
maintenance or support.
■ The City Council likes to see a summarized city-wide budget performance report, but this
is very difficult to prepare. Now it requires manually keying data into a Lotus spreadsheet
from the G/L and doing the roll-ups in Lotus. It is very difficult to match up G/L and
Budget accounting.
■ There was once a local area U.S.T.I. user's group,but it has disbanded.
>' FIRE MARSHAL and FIRE DEPARTMENT
■ City's Fire Department is volunteer. Volunteers are based at three(3) fire stations.
■ Fire Department has a number of PC's and the Fire Marshal would prefer to be
networked with their systems. Currently, there is limited exchange of data between Fire
and Fire Marshal.
■ Implementation of an EMS inventory system is planned.
■ Operates three(3) ambulances and four(4) EMS cars.
■ Police Department does dispatching.
■ Fire Marshal has three(3) PC's,which have the following uses:
-16-
- Track EMS runs
- FireSoft to track fire calls and prepare fire reports
- Word Perfect 5.1
- Professional File for scheduling and tracking inspections -- being phased out as
the Department increases the use of FireSoft
- Form Design(Formtool)
- Harvard Graphics for statistics
- Starting to use DesignCAD for floor layouts
- Crealive Calendar Plus for calendaring.
■ Used to be connected to the System at City Hall, have not been for over two (2) years --
some type of line problem.
■ Additional training on the AS/400 and PC is needed.
LIBRARY
The Library installed the automated library system by DYNIX on an IBM RT-125 in April, 1990 (sixteen
user license). The RT-125 is a product no longer manufactured or sold by IBM. It has been replaced by
the RS 6000. DYNIX is offering public access software called "Kids Catalog". Also, the Library is moving
to a new building in July, 1994. Based upon interviews and questionnaires, the Library staff is happy with
the DYTIIX system, but dissatisfied with the RT-125. Three (3) PC's are installed for staff use. They are
used for LaserQuest(cateloging), children's library, and the secretary's for office applications and access to
as{aoo.
-17-
Service Orien[ed Needs include:
■ DYNIX's "Community Resource Module" -- which would allow access to community
events and activities
■ Access to various other Library LAN's
■ Public Access Catalog linked to the DYNIX system -- which would be geared to children
called"Kid's Catalog"
. Access to "Information System Super Highway" -- interacts with library catalogs of both
academic and public libraries
■ Improved audio-visual catalog and access by lhe public
■ Acquisition of an RS 6000 to replace the RT-125
■ CD-ROM network for reference materials(installed with the opening of the new Library,
Summer, 1994).
; PLANNING AND BUILDING INSPECTiON
Existing Equipment and Application Software:
■ 486 PC, 8MB RAM, 40MB hard drive. Application software available includes Kentucky
Pipe,Hydro,ACAD11,Microstation.
■ Two (2) terminals [ied to the AS/400 which are only being used currently for word
processing.
■ One (1) printer which works part of the time -- printer purchased in 1985 and has been
discontinued.
■ This Department currently sells new water meters, collects impact fees, and can set-up
deposits for new building accounts. They are currently tracking all this revenue manually
and report it manually to the Administrative Services Department which then automates
this data. It is a problem presently to access curren[data from the system.
-18-
Information Needs:
r PC program for building codes and inspection from SBCCI.
w PC for Director's assistant with the above program and windows. Should also include a
color printer. Should be emulated into AS/400.
■ PC's for the three inspectors for the above application with a color printer.
■ Cash Receipting interface with Administrative Services.
■ Interface on-line input capability for impac[fees and utility information.
■ Capability to do publishing application on the windows PC and spreadsheet capability
such as Quattro Pro.
■ 2 PC's for Development coordinator with windows and spreadsheet capability.
■ The common theme was for additional AS j400 training and application training.
■ A work order system.
■ The Planning Department will eventually want to get into GIS technology and have most
of the requirements, since they currently have Autocad and Microstation both. The only
missing component is a database such as DBASE or Oracle to implement a low end GIS
system.
■ Engineering Depariment currently has Microstation version 4.0 operating on two 486
PC's. They have ordered the upgrade to Microstation 5.0 but should have training to
effectively implement this application upgrade. Their future needs include:
- AS/400 access for budgeting.
- Translation program for Autocad and Microstation called CATS from DGI. It is
a PC program from DGI which allows format conversion for smooth interface to
the Autocad users in Public Works.
- A coardinate geometry package running inside microstation.
- A database for integration of GIS.
-19-
POLICE DEPARTMENT'
The Police Department is in the process of upgrading their systems, which are based upon CHIEFS
software, to an IBM AS/400. This system will replace two (2) System 36's and offer improved software
capabilities. Primary among the capabilities is the new system will utilize a relational data base. Also,
CHIEFS was purchased by HTE of Orlando,Florida,during 1993.
■ Applications include police records and Police,Fire,and EMS computer aided dispatch.
■ Department is receiving additional training on the new version of CHIEFS.
■ Internal support is provided by three(3) dispatchers and one police officer.
■ Department has attempted to train and develop several strong users in each areas.
■ Department gets budget information 30 - 40 days after the end of a month. Therefore
they keep a separate set of manual books.
■ Expressed a high level of frustration with support from Information Systems.
■ Believe eactensive AS/400 and PC training is needed.
■ Some Department staff want to develop data entry clerks for report entry versus police
officers.
■ Department wants imaging capability.
■ MDT's run on UNIX and not the AS/400 -- capability to check NCIC/TCIC/SETCIC
needed.
■ AFIS terminal and printer needed.
■ Direct entry of payroll data is wanted.
Observation:
HTE is doing significant enhancement to the CHIEFS system,including a substantial re-write of the CAD.
The potential affect on the Department's AS/400 and operations is unknown.
-20-
PUBLIC WORKS DEPARTMENT
Existing Equipment and Application software:
■ 386sx PC with 4MB ram and a 80MB hard drive.
■ 48fi PC with 8MB ram and a 120MB hard drive.
■ Three (3)AS/400 terminals.
■ XT PC with 400 emulation and Lotus 123
■ 486 has Autocad version 12.
Information Needs:
■ A program to track capital projects from their inception to completion.
■ Perpetual Inventory application.
■ A Fixed Asset program--that works.
■ A vehicle/equipment maintenance application to track repairs and material bought for
city owned equipment.
■ They would like to be able to build a system that tracks material,job type, and date work
was performed. This would be accomplished with a database application tied to Autocad
12 or a simple GIS system.
■ Work Order generation program.
■ AS/400 training and documentation for the 400.
■ Conversion of 36 data iato the new system.
■ Purchase order system.
■ Payroll/Timesheet entry system.
■ Two (2) new 486 PC's with 16mb ram and 345mb hard disks.
-21-
■ One (1) new HP XL300 color printer with 11x17 output capability.
■ Public Works Dcpartment also has a Scada system (flow monitoring from well) currently
running on a 386 PC under a UNIX operating system. They have discontinued software
maintenance and should cross train someone on the use of this product as well as improve
their backup procedures for disastrous situations.
< PARKS& RECREATION:DEPARTMENT
Existing Equipment and Application Software:
■ One(1)AS/400 terminal for secretary.
■ Park's Director
- One XT with monochrome monitor emulated to AS/400.
. This terminal is in [he director's office and runs Lotus 1.2.3 and
DisplayWrite;plus Office Vision.
■ Senior Citizen Center
- One 386 PC. Has two floppy drives and one color monitor with color printer.
■ Pool uses the PC"Clone"in the Director's office--physically picks it up and moves it.
. They presently use the AS/4()0 for word processing and budget preparation. They are
having difGculty tracking current funds due to the non-current encumbrance information
in the Department.
Information Needs:
■ Recreation Facility Scheduling package with the capability to perform class registration,
cash receipting, class scheduling at different facilities, tournament capability, and
participation analysis on a daily,weekly,and monthly basis.
■ Work Order sys[em for the Parks and Building Operations.
■ AS/400 CRT is needed by Building Supervisor.
-22-
■ An application to track equipment maintenance used by this Department.
■ A Fixed Asset System to track all equipment for the Department.
■ Fitness program which provides testing of current fitness and a program recommendation
with fitness retesting capability.
■ Capability of the Director's secretary to run Windows with spreadsheet capability and
printer output.
■ Perpetual inventory system is needed to track supplies by the maintenance Department.
Notes:
■ The Department believes more training is required for all personnel in the use of the
existing AS/400 software and system to allow them to perform at their maximum
productivity.
>CITY WIDE SUMMARY
■ A major problem with Friendswood's MIS situation is [he lack of vendor support for the
Financial systems software. This may be accentuated by the fact that only two people
(Lynn and Todd) are available in-house for technical support. The matter of internal MIS
support and staffing needs to be addressed no matter what alternative is chosen for
overcoming the lack of outside vendor support. The major indications of understaffing in
MIS are:
- There are several U.S.T.I. applications which although installed on the present
computer have never been implemented.
- Other Departments(Police,etc.) have taken steps to acquire their own resources.
- Users complain it takes much longer than it should to get anything accomplished.
It might even be possible, with addilional internal resources to substaniially reduce the
City's dependency on outsiders. In any event, the current internal support staff(Lynn and
Todd) seems inadequate.
-23-
■ The second major problem is that current versions of U.S.T.I.software are not installed at
the City. [City data processing staff believes that every version provided to the City by
U.S.T.I.has been installed.] Even if they were support could still be an issue.
■ Users are interested in more timely access to depar[mental budget information.
Departmental budget information is maintained by each Department in order to provide
more current/real-time budget information.
■ Some microcomputer applications being used are being used without proper
documentation.
■ Many users have received inadequate training concerning the System 36 & AS/4()0,
application software,and microcomputers.
■ Users are not uploading or downloading information from the AS/400 to
microcomputers.
■ GeneralObservations
- Most areas are"lean" operations.
- Lack of consistency in following PC standard software.
- Need for training and support on PC hardware and software.
- Need to expand PC support capability:
. Possible intern to do PC install/support
. Expanded training program,consider using the ISD under contract
. Acquire proper number of licenses for software
. Expand PC software range with data base for mailing lists, possibly
"groupware°such as Word Perfect Office (for calendars)
. Establish City PC User group, meetings at brown bag lunches. Invite
vendors[o present
. Create "Key Users" in each Department as first-responders to support
needs. Get these people extra training, and get the duties included in
their position description. These people already e�cist due to the
timeliness of Dala Processing support.
-24-
SECTION III: MANAGEMENT INFORMATION PRIORITIES
-25-
;::::::.:::<:::::::>�:>::::>:::::::>.:.. . ;:::>:::::::::>:::>:::>:::>:::>::::>: :.
;>::>:Y�T: :�il'�1"A E��NT.��T�
��'TI `: .�'� �tITI
;:: :�:::>:::>::>:::::>::::::>::::>::::;::::::::
>:.::::::.:::.:::.::.:.::.::::>:;.::..:...�:
;:.;::...;:.::.::.:::.::.::«<::<.:.:::::.::.........................................�..... �....................+()� 4 � ......:::::::::»:::::'::::;::':`:::.:::::::::<::::;>:`:::.:
..::1�1�:::..::.:: 5::::::::::::::::::.:::::.::::::::::::::..
In this section the results concerning management information needs identified and prioritized with the
assistance of the City staff will be presented. A listing of major information systems and capabilities that
should achieve the City's needs,and what level of importance the systems have to City management will be
shown.
Since a primary objective of the study was to develop a plan for allocating information processing resources
during the ne�five years,a workshop was conducted with lhe City's Study Team to assign priorities to the
potential systems. During the workshop various factors impacting priorities were presented and discussed.
The factors discussed were:
■ Information Needs of City's Management Team and Department Heads
■ Impact upon City Operations
■ Political Relationships and Advantages
■ Comple�ty
■ Perceived Costs
■ Actual and Perceived Benefits
■ Availability of Developed Software
■ Timing/Deadlines
■ Current Automated Systems
Once the discussion was completed, the Study Team assigned a priority to the systems and capabilities
based upon a perceived importance to the City. Each system and capabitity was identified based upon
survey responses, interviews, and the experience of The ACCORD GROUP's consultants. The results of
the effort were compiled by The ACCORD GROUP and presented in Exhibi[ I. The most important
systems are listed first (a score of thiry-six was a unanimous, maximum priority). (Note should be made
that each year the City should conduct a new exercise to assign priorities.]
Based upon the assigned priorities the recommendations in Section IV were prepared.
-26-
Exhibit I
CITY OF FRIENDSWOOD
PRIORITIZED SYSTEMS
''S s�jMajor Gapabitity Sco Pri ri
Payroll 36 1
Budget 33 2
Connectivity/Networks 27 3
Utility Billing 27 3
Building Permits 26 5
General Ledger/Fin.Mgmt. 26 5
PC"Tools" 26 5
Computer Aided Dispatch 25 8
Capital Project Management 24 9
Library 24 9
Police Records/Info/Analysis 23 11
Purchase Orders Management 23 11
Geographical Information 22 13
Municipal Court 22 13
Project Management 22 13
Accounts Payable 21 16
Personnel 21 16
Preventive Maintenance 21 16
Work Order Management 21 16
Cash Receipts 2p 2p
Computer Aided Design 20 20
-27-
'SystemjMajor Capability Score Prioritv
Desktop Publishing 20 2p
Inventory Control 20 20
Records& File Management 20 20
Vehicle Mgmt. (Fleet) 20 20
Cash/Investment Mgmt. 19 26
Fire Information Mgmt. 19 2b
Class Scheduling 18 28
Complaint Management 18 28
Misc.Accounts Receivable 18 28
Fixed Assets 17 31
Risk Management 17 31
Facilities Scheduling 16 33
Note: Since the priorities were assigned, [he need for a Fixed Asset Management System has been
reassessed and assigned a much higher priority.
-28-
SECTION IV: RECOMMENDATIONS
-29-
`.:.:�'�...
.....�. �1VI�1�T�?ATI. 1!!r :::: `::.: ;:::::>::»::::>::::::::::,>::::::>::::;::::::::':':::'::;;..```; ::'';:
. :....::.::>;;;:.;;;;;;>;;;:.:<>:>;>;;:;::.;:.::..:::;..:..
<:::::>::::::::<<:::<:'::_:;::::>::>:::::::::::::::::>::::::::>::::'::;::>`'`::;:>;::>` ;;'
..........................................::::::::::::::::::::::::::::::��:::::::::::::.:::::::::::.:::::::�.::::�,�:::::;::.::::.::::._::._;:.:;>;;;;>;;;;;;::.;>;>;;;;;;;;;:.;;;:.:;:.;.;:::::::::
The City of Friendswood should view data processing as an internal, city wide resource with an emphasis
for information processing for management purposes, not [he processing of data. This resource should be
dedicated to providing information to city employees and elected officials. The City must formally adopt
the policy of using vendor supported and maintained application software (packages). This means that the
City will adapt rather than modify or develop. The recommendations contained within this Section are
structured to enable this to occur. When speci(ic application software or systems are not currently
available, the recommendations emphasize the use of informa[ion processing "tools" (e.g. microcomputer
based spreadsheets and data bases). The Recommendations are divided into three(3) subsections:
■ Management Information Systems' (MIS) Organization
■ Computer Hardware,Application Software,and Staffing
■ Implementation Methodology.
The remainder of this Section presents and discusses the recommendations.
' MANAGEMENT INFORMATION SYSTEMS' (MIS) ORGANIZATION
The concept of processing data as the main function of a computer system is no longer valid. Computers
are for producing informa[ion that management can effectively use and apply. The City should formally
adapt a similar viewpoint. The formal title of Management Information Systems (MIS) Division should be
recognized. The role of MIS should be an internal service function. MIS should provide traditional
information processing functions and internal technical support(i.e.expertise). Specifically,the City should
implement the following organizational recommendations.
■ MIS should continue to report directly to the Director of Administrative Services. The
Finance Officer should continue to have daily management responsibility. Traditionally,
MIS has reported to a City's chief financial officer and most department managers
believed "Finance" received most of the assistance. Today, MIS has to be viewed by
department managers as"city-wide"and not dedicated to one area.
-30-
■ Create a "User Rcquirements Committee". To increase the effectiveness of the
communications between MIS, city management, and other City oftices, a User
Requirements Committee (URC) comprised of four-six senior directors should be
established. This committee should meet on a scheduled basis; initially, perhaps monthly
to inform the Computer Systems Coordinator and the Director of Administrative Services
of any problems or needs. This time would also permit the Computer Systems
Coordinator the opportunity to discuss the plans and requirements from MIS which are
projected to be necessary in order to provide the level of support desired and/or required
by the City of Friendswood. In addition, the Computer Systems Coordinator should
provide a detailed status of the activities, priorities, and tasks which are currently being
pursued by MIS. T6is status report should also include any problems, concerns, or
recommendations appropriate for the particular reporting period. Also, the URC should
communicate to the Computer Systems Coordinator what current or future projects would
require/need MIS resources.
■ Formalize the role within the MIS for responsibility of microcomputer system technical
support and leadership. This requires commitment of senior City management to support
and provide proper emphasis to microcomputer systems -- including physical facilities and
technical systems. This broadened role will make MIS responsible for
microcomputer/LAN planning and needs analysis, training, specialized software
acquisition or development, hardware acquisition,and coordination of maintenance.
■ The Police and Library should continue to opera[e their sysiems. Specific technical
support can be provided by MIS. The Police Department should continue to develop
knowledgeable users and to emphasize training.
■ The development of "user groups" and user involvement should be encouraged. The
groups should function by:
- Sharing experiences using microcomputers.
- Developing champions and/or pilot projects. Champions are staff personnel who
champion the use of a system, become expert on it, and teach others about the
system.
-31-
- Assisting with the establishment of software evaluation methods and standards.
Strong and casual users need to communicate [o the User Requirements
Committee changes and needs for different or updated standards for computer
hardware and software. These groups must be encouraged and supported by city
management. Periodically, time must be made available during normal working
hours for the groups to meet. The groups should be organized along topics of
interest (i.e. use of spreadsheets, AS/400 Query, etc.). These should have a
chairperson and secretary. The members are both "strong" and "casual" users.
The "strong" or "power" users must take the lead in organizing and sharing
information with the members.
E�chibit II illustrates the proposed MIS organization.
-32-
,. � �.��..��.
EXHIB[T I[
PROPOSED
M1S ORGANIZATION
City Maniger
User Reqn'ts Comaittee
Dir of Adnin Services Director of library Chief of Police
Finance Officer RT-125 Operations/DYNIX AS/400 f35 Operations
Co�puter Systems Coord.
PC 3 LAN Support
-33-
COMPUTER EQUIPMENT,APPLICAT[ON SOF'i'WARE AND STAFFING RECOMMENDAT[ONS ''
In developing the recommendations for computer equipment(hardware), application software, and staffing
several equipment and application software alternatives were considered. Appendix A contains additional
information relating to each Alternative.
All the Alternatives continue the process of replacing the System 36's at the Police Department with the
AS\400 and updated CHIEF's software.
I. "Status Quo": No Change -- Keep Administrative Services AS\400 and the RT at the
Library;all with the existing application software
II. "Status Quo" with Networking: Keeping all existing systems and implementing City-wide
LAN
III. Replace U.S.T.I.Applications
IV. Replace U.S.T.I.Applications, Implement City-wide LAN, and Acquire IBM RS 6000 for
Library.
V. Replace Administrative Services AS\400 with"Open Systems/UNIX"Solutions.
Based upon our findings and workshops with the City's Study Team Alternative IV is recommended. The
findings in Section II showed that the current 6nancial accounting, utility billing, and payroll software from
U.S.T.I.is unacceptable to the users. Our opinion is that the current administrative software can never be
effective because of its historical deficiencies, the lack of confidence by the users, and U.S.T.I.'s history of
poor support. Therefore, it needs to be replaced. Also, findings showed that the application software for
the Police and Library is operating successfully and should not be replaced. These systems should achieve
most of the Cit}�s needs in public safety and public service from the Library during the next five (5) years.
Finally, for the City of Friendswood to take advantage of it's information systems, all systems should be
allowed to effectively communicate. This will require the installation of a "city-wide" local area network
(LAN).
-34-
Specific system recommendations are:
■ The Administrative Services'AS/400 Model B35 should be upgraded to an AS/400 Model
300. This should be accomplished prior to October 30, 1994.
[Note: IBM witl no longer allow AS/400 Model B35's to be upgraded to a current modet after
November 1,1994.]
■ The City will adopt a formal policy of using "packaged", vendor supported application
software. It will not modify or "customize" the software but will adapt to it's capabilities.
The City will pay yearly maintenance to the software vendor and install all new releases in
a timely manner.
■ A request for proposals(RFP) should be prepared for the following applications:
- Financial Accounting and Reporting
- Budget Preparation
- Accounts Payable
- Purchase Management
- Fixed Assets
- Payroll& Personnel
- Utility Billing
- Work Order Management
- Vehicle Maintenance
- Building Permits& Inspection
- Code Enforcement
- Capital Projects Management
- Miscellaneous Accounts Receivable
-35-
_ , --- -
- Obtain on-going training and updates regarding City software.
-37-
- Agenda Indexing
- Hand held meter reading devices.
- Memory Management: The potential need for memory management software
has been recognized. We believe implementation timing may actually eliminate
the need for this utility software. A specific recommendation has not been
provided for this reason. If necessary minimal use of inemory management
boards should be made. Either a QEM 486 or board appropriate for the CPU
should be used.
■ Develop standard microcomputer workstation configuration. Each microcomputer should
include:
- Standardized Menu
- Surge suppression protection.
- Standardized directory and sub-directory naming conventions.
■ Develop Microcomputer & LAN component Request For Proposal (RFP). It is
recommended the City acquire microcomputer and LAI�T systems semiannually with an
RFP. This will eliminate the current "on-going" process, and allow the City to take
advantage of volume discounts based on a year's estimated needs. Acquisition of products
on the State Contract should be also considered. The RFP should contain the City
standards and each vendor should be asked to propose exact dol(ar amounts for each
component or a fixed percentage discount. The City can then analyze each proposal and
select the most cost effective vendor. This should allow the City to avoid having to issue
bid requests each time someone is buying a microcomputer.
■ Only "Mission critical" LAN components such as tile servers, tape drives, and laser
printers should be considered for maintenance. The annual microcomputer maintenance
expenses can be greater then the cost of replacement or discard of inoperative equipment.
Main[enance should be contracted on a"Time and Materials"basis(when required).
■ Inventory current microcomputer hardware and software. This should be done to identify
any systems that are not "standard". It is [he ini[ial step to identify user microcomputer
requirements. The City may wish to utilize ihe Software Publishers' Association's "Self
Audit Kit".
-40-
��
f����.
i;,
�,
!''
i�,'
''I;
;�;
,;;!;
,;,,
�,�{
I;��
('�'
,��.
.�,�
�;
�,,
�,
,,
�;�
��'
;�,�.
�.
��
_;;
�{;
��'
: �,,
���
�
i�,
;�'
,.II
�I���i��
!...,t1,�.
'��I
i
��.
;!I'
i�������
[ �
...,�II�I.
t�
i�',
I',
���
�t,l�Jl
�?��9
�II
����.;a I��'����
!,i'�'
I I��:�:��,.
s;�,
j�i�l.
;'il,
;�I
!�''
'�'I
Iit�.
4 i,
' I
����
f�'I
�'
li
[,{'
�y
`-'',
�
�i.
s,
ti�
I I
JI
��'
����.
�i'
}��
I��
(�
�I
�;7
„i l,�'
,,,�
;�,
`II
`,
(!'
;,;.
;i,
�;,
i I'',
"'II!
,1
��I�,
�u���
I,�,
�
��,.
��,
I:,�,
����
i�l',.
��I
,�
:;;;�.
��!.
��.�`,til!�,
'.;.i:il;.
��.i��.il�'�.
yll;�l
��,
i�,,
,�
�
�',
iII
�,
�!
���,
,��
�������
,,i
;�
�
,��1��
'!;',�;
' ;,,
;.
.,;;;�
�,�
�I'
?k�,
��,
i,l1a
, '
,I,
;
;ii;
i��,
��,��)
�I.
�i�,�
���
i I il
_�.I'
±�i�l
���
,'i,
' �!I�
�;u
)j��
�I
�.
i�
r��)
+��,
�{II'�i.
�i'
i,;i�
i�''��;y''
:i,
�'t�II
;�;�,;.
i':rs
;!i�
?ji
i'j'
��I�I
i
`'I�,
��
,
�,,I
�
,,i�l
,��I��.�I��
t6i
}f I I
Ii
3��
j,��
�4
i 1l�
�I
!,i,
,''
!4i
I�,i.�.��.
�1�
;I.'i
i
�;�
iI
����..�.��'i��..
I�'
,y
�,�i
�i�'
rtil'I
'�i
�hl
f�
(;)
;�
r;l',
;li'''
��I
(�J
',I I
�I�I'
'j;
,}�,
t:����
��I''
,;�
,,:,,
j'I
i,,
;iil
't';
`i l
,,..:k:�.,
ki j
����
�a,
I��I,,
����,�
;iii
iil�
'��j�i�
i�i'
u��
I
�r�'�I''
i�;
;j'
! ;,�',;'
��i
�,
i;�t
�i
i';
�„'
iI
;ill�
��I�
4;��
�;
'I�
_��'
�I;.
f�j.
i,
r�i
��
�.�:t���'..
i�I.
i I;,
C7i�
��;,
�,iia.
!�;'
{�''.
�i
u�
(�,
�;��I��
����
�
,��.
a
;,,,
;;,;,I.
;�i��'i��
}!����
�,.
,,
�
�
��
'11,
,,;
,,
;�I
�;�.
��a
1�;���
,,�I
���
,,i
;��I
��.
'�!
�
_���
�
���
,�;��
;�;
�,
:��'
,,i
, .
;,i
';��;
, �
i�
,,�'
;i�.
,(,,
;;;;�,
;l
,��
■ The current microcomputers that cannot meet the City standards should be reallocated in
such a way that they are in an isolated location or environment. This should be done in
order to simplify support for"non standard"hardware.
■ Acquire non-IBM or "clone" microcomputers. This will improve the "price /
performance" ratio for microcomputer acquisitions. The City can acquire "clone" or non
"name brand" systems for appro�cimately 25%less for the same or bet[er performance and
compatibility.
■ "Microcomputer Standards and Purchasing Guidelines" and "User Guide to
Microcomputers°booklets should be developed and maintained by the MIS Department.
This should be available for microcomputer users throughout the City.
IMPLEMENTATION METHODOLOGY
An Implementation Methodology is necessary to:
■ Guide the implementation of the general MIS plan.
. Adjust priorities/activities as required.
■ Ensure the mission is achieved over the long term.
■ Roles musi be de6ned,for example:
- Clarify MIS and user departments'roles.
- Senior Management is responsible for approving MIS plan and adjustments, as
well as providing a high-level of support for the overall effort.
- User Requirements Committee
. Delegated the responsibility to provide input to the implementation of
the plan from a senior management perspective
. Advise city management of any projects or plans that would require MIS
resources
. Communicate to MIS any system problems
. Allows a formal method by which managers and MIS can formal(y
discuss priorities and system status.
-41-
- City Finance Officer and Computer Systems Coordinator has responsibility for
carrying out the plan, recommending policies and standards, and ensuring that
approved policies,standards and procedures are followed.
These positions require user oriented individuals that can effectively
communicate with data processing personnel and the City staff. These
individuals must see MIS as a City-wide service and not as an area unique to
itself.
These positions advise the User Requirements Committee.
The Computer Systems Coordinator will be responsible for:
. Correcting problems to exis[ing systems
. Changes and moditications
. Technical documentation
. User documentation
. Input from other MIS personnel
. Monitoring the implementation of new systems.
Once the Management Information Systems recommendations are finalized and approved:
■ Conduct a series of workshops with potential users(1-2 hours)
- Department managers
- Division managers
- Key support personnel
■ Present the Management Information Systems(MIS) concept and structure
- Purpose and members of User Requirements Committee
- Organization of MIS
. Information(Main Sysiems) Processing
. Microcomputer Systems
-42-
- Formalized method of effeclively communicating with MIS (several routes):
. Request Forms for needs and problems turned in to the Computer
Systems Coordinator
. Direct to the Computer Systems Coordinator
. City management for final problem resolution,if MIS is not responding
■ Review what is going to occur with computer systems
- Equipment
- Staffing and responsibilities
- Applications and priorities
■ Provide AS/400 Query training to appropriate departments. MIS management should
monitor the use of Query to keep system overhead at a minimum.
■ Present and discuss microcomputer systems
- How they will be used
- Methodology for implementation
- Monitoring
- Microcomputer support.
Administrative S�tem and Library Implementation
First,the current AS/400 Model B35 must be replaced with the Mode1300 by the end of October, 1994, or
(as eaplained earlier) IBM will no longer offer upgrades. The U.S.T.I. software should be loaded onto the
Mode1300. Replacement of[he Administrative Service's software will require most of the effort during the
1994-95 time frame. The new software should be selected in and implemented in 1994-95. The other
recommendations, with the exception of staffing requirements, should be scheduled as time becomes
available. The selection of the new sof[ware will require the preparation of a Request for Proposals(RFP),
analysis of vendor proposals, and development of a detailed implementation plan.
-43-
Specifically,the following should be done:
■ A detailed statement of needs and capabilities for finance, utility billing, and payroll
should be prepared. This should be included within the RFP.
. The RFP should specifically state evaluation criteria,historical processing volumes, future
growth expectations,and sample contract terms.
■ The RFP should be mailed to vendors with an established track record with fmancial
accounting and utility billing systems.
■ Vendors should be given a maximum of six(6)weeks to prepare their proposals.
■ Proposals should be analyzed and two (2) to four (4) selected to make presentations.
References should be checked prior to the selection of presenters.
■ Visits should be made to similar cities using the proposed systems. Selected individuals
from each area should go on these visits.
■ A detailed implementation plan should be developed with the vendor's assistance and
incorporated into the negotiated contract. The contract should allow the City to be in
control of the implementation and a substantial amount of money due the vendor should
not be due until the City is satisfied.
The Library's RT-125 will be replaced in late 1996.
Exhibits III presents the estimated five (5) year costs of the recommendations -- both with an outright
purchase and a lease/purchase. Additional disk storage is estimated in years two (2) and four (4).
Assumptions associated with the Mode1300 solution are:
■ Configuration�f the 300:
- 48MB CPU
- 8GB (Mode14652)
- 7GB 8mm Tape
- Minimum of 7 Communication Lines.
-44-
■ All current CRT's and printers used by the Model B35 system would be utilized and
compatible with the new system
■ All microcomputers (PC's) in Administrative Services would be compatible to the new
system
■ Conversion of existing data wouid be within three (3) months of the implementation
beginning. This would minimize the amount of disk space necessary to support two (2)
systems(U.S.T.I.and new)
■ A PC/LAN support person would be added to staff in year two (2) at a yearly cost of
$35,000.
■ In years two (2) and four (4) an addi[ional 1.7GB of disk storage would be added for
$25,000
■ Police Department would implement ten (10) Mobile Data Computers (MDC's) in year
two(2)
■ Application software and hardware estimations are based upon HTE software.
■ Maintenance is based upon incremental increases for computer hardware and application
software at fifteen(15%) percent of retail price.
-45-
EXHIBIT III
>ESTIMATED'COSTS OF RECOMMENDED ALTERNATIVE(Purchase)
Item Year 1 Year 2 Year 3 Year 4 Year 5 Total
Replace
U.S.T.I. 376,250 74,000 34,000 59,000 34,000 577,250
Impl.
LAN 308,000 61,200 64,500 68,200 501,900
RS 6000 60,000 60,000
Police MDC's 50,000 50,000
Proposed Fiscal 1995 Budeet
Personnel 55,250 56,900 58,600 60,400 62,200 293,350
Supplies 19,050 20,000 21,000 22,100 23,200 105,350
Maintenance 58,250 64,100 70,500 77,500 85,300 355,650
Services 54,800 54,800 54,800 54,800 54,800 274,000
Capital
Outlay 25,200 25,200
(Less$127,800)
Total: $588,800 $687,800 $300,100 $338,300 $327,700 $2,242,700
! ESTIMATED COSTS OF'RECOMMENDED ALTERNATIVE i(Lease)
Item Year 1 Year 2 Year 3 Year 4 Year 5 Total
Lease
Items 127,800 283,700 290,200 297,500 298,500 1,297,700
Proposed Fiscal 1995 Budeet
Personnel 55,250 56,900 58,600 60,400 62,200 293,350
Supplies 19,050 20,000 21,000 22,100 23,?AO 105,350
Maintenance 58,250 64,100 70,500 7'7,500 85,300 355,650
Services 54,800 54,800 54,800 54,800 54,800 274,000
Capital
Outlay 25,200 25.200
(Less$127,800)
Total: $340,350 $479,500 $495,100 $512,300 $524,000 $2,351,250
Notes: a. Above is based upon proposed Fiscal 1995 budget. Alternatives in Appendix were based upon
Fiscal 1994 budget.
b. GIS estimated costs are not included in the above. These costs are presented on page 60 by Phases
which are not related to yearly timelines. GIS should be viewed as a"stand-alone" project.
-4fi-
Microcomputer and Local Area Networks (LANs) Implementation
These recommendations will allow the main locations within city operations to be connected via lease lines
and an extensive local area network. This approach focuses implementation of LAN's by location. The
ultimate goal of this approach is to "Bridge° all the LAN's into a "City Wide LAN" with the two IBM
AS/400's and Library computer as nodes. Exhibit IV presents a sample illustration of this configuration.
Specifc products and, or components may change or may not be required as technology evolves through
the life of this plan. As "new" products become available configurations proposed should be modified and
software versions upgraded. We recommend the City should maintain current technology in implementing
LAN systems. We have provided a a conceptual framework for the City's LAN.
We are recommending Novell Advanced Netware as [he City standard LAN operating system software.
We believe it provides the LAN features and capabilities currently required by the City.
We are recommending the City implement LAN(s) using the Token Passing Ring topology with several file
servers versus one large file server to simplify network management and provide maximum LAN
performance. A single file server approach requires more complex tuning and management of Token Ring
sizes and additional LAN components (Bridges and Routers) that complicate the LAN installation and
support without providing signi6cant benefit.
Step 1
■ Inventory current microcomputer and LAN hardware and software.
The inventory of microcomputer systems should be performed at the board and serial
number level. The inventory should identify all hardware and software that does not
adhere to the City standards. The inventory should identify "boot leg" software (illegal
copies) being used by City employees. The hardware and software inventory should be
maintained by MIS. This information should be used to develop the Microcomputer and
LAN System Component RFP.
■ Develop Request For Proposal (RFP) for microcomputer and LAN hardware and
software.
-47-
EXHIBIT IV
PROPOSED LOCAL AREA NE'Iti'VORK (LAN)
CITY EiAL(,
(AS/aoo)
PUBLIC WORKS
(SERVER) ��L'n�
[,casc Line Dic+cct Conncct
FI RE
(SERVER)
LIBRARY
NM�
Tl Line
POLICE
(�/�)
Direct Connect
SERVER
-48-
■ The Microcomputer and LAN RFP should contain the projected hardware and software
requirements for the upcoming year(s). Included in the initial RFP should be the
hardware and software necessary to implement LAN's at:
- City Hall(Current) and Police, inclusive of Administrative Services
- Public Works
- Fire Depar[ment
- New City Hall.
This should allow the City to take advantage of volume discounts based on the years'
needs. Acquisition of products on the State Contract may be considered.
■ MIS should be trained on the installation and support of Token Ring LANs including
MAUs,bridges, and routers prior to implementing of the LANs in this Step.
■ Implement individual LAN's.
Each LAN should include:
- One File Server(Novell certified)with:
. 80486 CPU(66Mhz or faster)
. Approximately 450 Mb DASD (12ms or faster)
. 16 Mb RAM
. One (1) 16/4M6 Token Passing Ring (TPR) Network Interface Card
(NIC).
. Monochrome Monitor
. Two(2)Serial ports
. One(1) Parallel port
- LAN Operating System (Novell Advanced Netware)
- An Uninterruptable Power Supply(UPS) for tile server.
- Tape Backup (for installation in one workstation). This device should have the
capacity to backup an entire file server volume on one (1) tape.
-49-
- Multiple Access Units (MAUs), as required. MAUs are required with Token
Ring wiring. A MAU provides for connec[ion of up to eight (8) TPR network
workstations (including file server). MAUs can be connected together if more
than (8) TPR connec[ions are required. [Note: There are also AC powered
MAUs available that increase the wiring distances and MAUs that provide more
than eight (8) connections. We recommend the City select "industry standard"
Token Ring components only.
- Printers(as required).
- Each Workstation should be equipped with:
. A 16/4Mb Token Ring NIC (for the appropriate microcomputer
interface channel i.e.MCA versus ISA).
. Sufficien[ cabling to connect the workstation to the MAU (Multiple
Access Unit).
■ File servers should be located in a secure environment that is accessible to MIS during
implementation.
■ MAUs should be strategically located within each area for optimum access to LAN users.
■ The Token Passing Ring LAN facility should be installed on the AS/400 during this step.
This provides AS/400 access for microcomputer/LAN users via lBM PC Support. [Note:
Users that need access to the AS/400 on a continuous basis should have an 5250
emulation board for direct connection to the AS/400.]
■ The MIS Department should develop "Microcomputer Standards and Purchasing
Guidelines"during this step of the plan. The guidelines should describe:
- The review, approval and acquisition process for microcomputer hardware and
software.
- The threshold (minimum dollar cost) required for acquisition review and
approval.
- City standard hardware configurations.
- City software standards.
-50-
■ The MIS Department should also develop a "User Guidc to Microcomputers'. These
should be available for LAN and microcomputer users throughout the City. The guide
should describe:
- An overview of microcomputer hardware including:
. The CPU
. The display monitor
. The keyboard (and mouse)
. Floppy disks and disket[es
. Hard disks
. Printers
. Other Peripherals
- An overview of the operating system (DOS)
- Basic DOS commands
- Basic hard disk management and standard naming conventions
- Disk backup and restore procedures
- Local Area Network procedures including basic LAN commands and operation
- Error report procedures
■ The MIS Depar[ment should begin conducting formal user training classes or
coordinating classes during Step 1. Training classes should be conducted immediately
prior to users receiving computer equipment. Training courses should be conducted so
that no more than two (2) users share a microcomputer. The initial training courses
conducted should be:
- Basic microcomputer operation
- Basic Word Processing(Word Perfect)
- Advanced Word Processing(Word Perfect)
- Basic LAN operation
-51-
Step 2
■ Additional classes should be added based on user needs and equipment acquisitions
schedules.
■ Individual workstations should be acquired and upgraded during this step based on the
prioritized needs of users.
■ Users should be provided access from LAN resources via modem and telecommunications
software. A workstation should be dedicated to be for "dial in" access from remote LAN
users. This workstation should be equipped with a X00 baud modem and PC Anywhere
or Carbon Copy telecommunication software(The City should standardize on one). Each
remote workstation needing access to LAN resources should also be equipped in this
manner.)
■ Acquisition and implementation of Remote LAN Bridge hardware and software should be
done during this step. This should allow the LAN's to be bridged to each other.
Exhibit V presents the detail costs associated with the LAN recommendations.
-52-
EXHIBiT V
ESTIMATED COSTS OF LAN INSTALLATION
Item Year 1 Year 2 Year 3 Year 4 Year 5 Total
Hardware
File Ser $12,000 $12,000
City Hall
Police
P.W.
Fire
MAU's 16,500 16,500
City Hall(4)
Police(4)
P.W.(2)
Fire(1)
Micro's(14) 32,200 32,200
Cabling 25,000 25�000
Network
Cards(40) 24,000 24,000
Modems f
Mux's 20,000 ���
LAN
Routers(4) 14,000 14,000
Remote
Bridges(3) 10,500 10,500
File Ser.
UPS (4) 6,000 6��
Network
Laser
Ptrs. (4) 8,000 g��
Total Hdwr: $167,700 167,700
Software
LAN: 2Q,OOQ 20,000
E-Mail
Utilities
Remote Bridges
Of6ce Systems
-53-
EXHIBIT V- Continued
ESTIMATED COSTS OF LAN INSTALLATION=page 2
Item Year 1 Year 2 Year 3 Year 4 Year 5 Total
Applications: 41,600 41,600
Word Perfect (40)
W.P.Office(40)
Lotus 1-2-3(20)
Misc.
Upgrades
Soft.Total 61.600 61,600
Training:
Users 10,000 10,000
MIS 7,500 7,500
Train Tot. 17,500 17,500
LAN Total: 246,800 246,800
Lease
Lines: 15,000 12,000 13,200 14,500 54,700
Tl (1)
19.2(3)
Maintenance 10,000 11,000 12,100 13,300 46,400
Personnel
or Third
Party Support 31,200 37,200 39.200 40,400 148.000
Grand Total
LAN 308 000 61200 64 500 68 00 501900
-54-
Geographical Information System Implementation
Our approach recommends the following implemen[ation Phases:
I. Purchase additional PC workstations with capability to run Engineering programs for the
Engineering.
II. Purchase additional copies of Autocad, version 12 for Engineering Department. Also
purchase a pen plotter with the capability to plot up to a size E drawing.
III. Purchase new ARC jINFO ARCCAD product to go with Autocad system.
IV. Acquire GIS server workstations with ARC/INFO full GIS software.
These stages provide time for personnel training and integration of the automation process into the day-to-
day operational structure.
It will also provide a cost effective sharing of the data across the proposed network. The Engineering
Department will be able to update the new zoning changes more effectively and share this data with other
City departments.
Upgrade Existing PC'S
Prior to the start of Phase I,existing PC's in Engineering should be upgraded. It is also recommended that
the City acquire the recent Autocad, Version 12 update.
It is also recommended that the City acquire a pen plotter to attach to this workstation. This should enable
this Department to provide City management with important presentation materials for planned expansion
programs. The City may be able to find demonstration models of these plotters which are still covered
under manufacturer's maintenance programs and are therefore more cost effective.
Comments
■ The 286/16mhz machine could be upgraded but will make a good database and word
processing station once the network is in place.
■ Need to provide on-site training for engineering packages.
■ Estimated Upgrade of Current PC's
-55-
- Hardware
. 1MB RAM ($45-55)
. 40MB Disk($200-300)
. Pen Plotter(Demo) ($5,000-7,500)
- Software
. Upgrade Autocad Version 12($500- 1,000)
- Estimated Total: $6,500-9,500
GIS Implementation
Phase I
The first phase in implementing GIS is the purchase of additional PC workstations for the Engineering and
Community Development Departments for use in maintaining the City maps.
These additional machines should be, at a minimum 486/6fiMhz PC's with a minimum of 32MB RAM and
540MB of disk. They should be attached to the new network and also have an archive system arrangement
to manage the different versions of the maps.
Comments
■ Additional software training would be required to operate[he systems efFciently.
■ Estimated Cost for Phase 1
- Computer Hardware:
. 486/66mhz,540MB ($2,500-5,000 for each system)
. Additional Network Hardware ($200-500)
. Archive Tape System -8mm ($4,000-5,000)
, Digitizer($5,000-10,000)
- Additional Application Software:
. Autoead version 12($2,000-3,500 each)
. Plotter Management Software($2,000-3,000 each)
- Estimated Phase 1 Cost: $27,500-49,000
-56-
Phase II
A new product on the market today from ESRI allows the user utilizing Autocad version 12 to move into
GIS. This product allows you to use Autocad files and convert them into native ARC/INFO format. It
also allows access to dBase,DXF, ASCII,and IGES files. Adding [his product to the two PC workstations
will move the map files into the GIS world and allow the end user to begin building queries and reports for
City management.
Comments
. Further training will be required.
r File conversion will require significant time.
■ Data can be input from Engineers and other sources from Microstation terminals.
Estimated Cost for Phase II
■ Application Software($3,000-5,000 each)
■ Cost for each new PC: $3,000-5,000
Phase III
This phase involves the addition of a workstation File server with the ESRI workstation software. The
options in the workstation environment are many and diverse. The determining factor must be the issue of
connectivity for communication and data transfer. Networking allows any of the workstations to
communicate with the proposed IBM environment, however this would be a static solution. The IBM RS
6000 offers a dynamic solution to the City. The IBM "Viaduct" product or a third party equivalent is a
communication medium between the proprietary AS 400 platform and the UNIX environment. There is
also another third party product which may be used in an ethernet connection.
It is recommended that the file server be an IBM RS 6000 configured with a minimum of 32MB of RAM
and a minimum of 1GB of DASD. The IBM sys[em will communicate more directly wi[h the IBM system
being recommended for lhe other departments within the City making it the most cost effective solution.
Comments:
■ This phase of the project will require extensive training.
-57-
■ Database design is essential to assure a consistent GIS environmcnt ihroughout the City.
■ Additional peripherals are suggested to augment overall system performance.
Phase III Cost Estimations
■ Hardware
- IBM RS 6000 Server ($50,000-65,000)
. Min 32MB RAM, 1GB DASD
- Electrostatic Plotter (15,000-50,000)
- 400dpi(Mono or Color)
- Digitizer-E size ($10,000- 12,000)
- Tape Backup-8mm ($3,000- 5,000)
- Additional Network Misc($7,000- 9,000)
■ Software
- ARC/INFO-per workstation ($25,000-35,000)
- Database Design($15,000-25,000)
- Additional Training($15,000-25,000) (Both hardware and software)
An option to this step,would be to purchase a Sun Sparc II with the ARC/INFO software and postpone the
purchase of the File Server until Phase IV. The software cost above would still be applicable and the
database design cost would also need to be included if this option was considered. This workstation would
then be networked the following year with the recommended IBM RS 6000 file server.
It is imperative the City include the database design and training activities into Phase III. The database
design activity normalizes the da[abase avoiding expensive data duplication as well as improving the
accessibility of the data. This step uniquely builds the data for the City's information system requirements,
without it GIS will flounder costing the City time and manpower as many other City's have experienced.
GIS requires an understanding of information system practices, engineering, planning, and public sector
management practices as well as an understanding on how to utilize the application software to achieve and
-58-
manage a database of this nature. This requires extensive training and experience. These unique
requirements are usually a full[ime position with an average salary range of$40,000-50,000.
Phase IV
The final phase of the GIS implementation will be to bring the other City departments on-line who will
utilize the database. This phase will also have cost for completion of the database. Once the database
design is completed, the templates can be inpu[ and the data available from existing sources may be
integrated into the system.
The other major City departments that should be integrated are
■ Police
■ Fire
■ Finance
■ Management
The Police and Fire departments will require workstations similar to the IBM RS 6000 or the Sun Sparc II.
Finance and Management will be able to utilize the new product from ESRI, PC ArcVIEW. This product
will allow them to view and query the GIS database from their PC's on the existing network.
Comments
■ Purchasing should buy PC's capable of running ArcVIEW at time they purchase new
systems.
■ Requires 32MB RAM, network card for operation. Must also have windows 3.1 or higher
and some third netware software to run ArcVIEW.
■ Data input may require some programming to accomplish.
-59-
Phase IV Cost Estimations
■ Hardware
■ Workstation ($25,000-40,000)
Min 32MB RAM,540MB DASD (Each Departmen[)
Misc Network hardware($5,000-9,000)
■ Software
- ARC/INFO application($25,000- 40,000) for each workstation
- PC ArcVIEW&other ($2,000- 5,000) for each workstation
■ Training($10,000- 15,000)
GIS Estimated Costs
PURCHASE:
Phase I: $34,000-$58,500
Phase II: $9,000-$15,000
Phase III: $140,000-$226,000
LEASE:
Phase I: $8,000-$13,750 per year
Phase II: $2,100-$3,550 per year
Phase III: $33,000-$53,100 per year.
-60-
GENERAL ASSUMPTIONS FOR ALL RECOMMENDATIONS
Several assumptions and statements related to the recommenda[ions are:
. A formalized policy will be established that the City will adapt within reason to a system
rather than extensively modify the software.
■ MIS professional staff will be minimized.
■ All additional computer equipment will be new.
■ All new terminals will be intelligent workstations (microcomputers). Each workstation
will require a 5250 Emulation Card and the appropriate software. The estimated cost of
card and software: $600 each.
■ If PC Support is required or used then a memory management package should be
implemented on each microcomputer. Estimated cost will be: $250 each.
■ Applications will be the best,most practical systems available.
■ Approach will select computer equipment based strictly on application software selected.
■ Current microcomputers would be used as long as possible, but all non-standard
computers and/or word processors will be replaced.
■ MIS Staff base salaries should be given consideration for making these salaries
comparable to the private sec[or.
Experience with other municipal clients has illustrated that, if the implementation of
the plan is successful, then the original computer equipment estimates will rapidly
become inaccurate after the first twelve (12) to eighteen (18) months. The emphasis for
the implementation of this Plan should be on "management". Not oniy, will the
successful implementation of the Plan result in changes, but events and technology will
cause changes. The Plan positions the City to be responsive and flexible as these
changes occur.
-61-
GLOSSARY
-�2-
Glossary
AFIS Automated Fingerprint Identification System -- multimillion dollar fingerprint computer system.
AIX IBM's version of the UI�TIX operating system.
AS/400 IBM's proprietary mid-range computer system. Newest models are the Advanced System's Model
200,300,310, and 320.
CPS Characters per second printing speed.
CRT Cathode Ray Tube,or unintelligent terminal.
DASD Direct Assess Storage Device,disk storage on a computer system.
LAN Local Area Network of PC's or microcomputers. Usually involves a file server for data and
program storage. Most popular communication methods are Ethernet or Token Ring.
LPM Lines per minute printing speed.
MDC's Mobile Data Computers, used in various types of vehicles, normally, public safety oriented, and
connected to computer aided dispatch systems. Seen in movies as computer screens in police cars. MDC's
are intelligent terminals versus MDT's which are unintelligent.
MDT"s Mobile Data Terminals,used as MDC's, except they have no intelligence. Can only do direct input
or inquiry. Have no processing capability.
MAU's Multiple Access Units for allowing up to eight PC's to be attached to the A/S 400 on each MAU.
NCIC National Criminal Information Center is the national crime data base. All felonies are input into
this system for inquiry by all U.S.law enforcement agencies.
Open Systems Systems using the UNIX operating system that are not "tied" to any one vendor's
computer hardware.
PC's Personal computers/microcomputers
SETCIC Southeast Texas Criminal Information Center located in the Houston area and is a
regional crime data base which stores local crime information.
System 36 Older IBM minicomputer which was replaced by the AS/400.
UNIX Popular"universal operating system" for computers. System is not proprietary. Developed by Bell
Lab's to be vendor hardware independent. Keystone to"open systems".
-63-
APPENDIX A
SYSTEM ALTERNATIVES
-�-
[Note: All the Alternatives continue the process of replacing the System 36's at[he Police Department with
the AS\400 and updated CHIEF's software.]
■ "Status Quo": No Change -- Keep Administrative Services AS\4O0 and the RT at the
Library; all with the existing application software
■ "Status Quo" with Nctworking: Keeping all existing systems and implementing City-wide
LAN
■ Replace U.S.T.I.Applications
■ Replace U.S.T.I. Applications,Implement City-wide LAN, and Acquue IBM RS 6000 for
Library.
■ Replace Administrative Services AS\400 with"Open Systems/UNIX"Solutions.
Common Assumptions
1. Personnel costs increase three (3%) percent each year.
2. Supply costs increase five (5%) percent each year.
3. Maintenance expenses increase ten (10%) percent each year.
4. Lease figures are based upon a Cve(5) year lease purchase agreement. Rate is 6.5%for a
monthly factor of .02. Rate was provided by Consolidated Financial/Governmental
Finance.
-GS-
SYSTEM ALTERNATIVES
Alternative I: "Status Quo"
■ Comments
- This Alternative is based upon the City's 1994 budgeted Computer Services
Accounts.
- E�cisting computer equipment and application software do not change (Year one
contains$23,100 for new equipment. No other equipment will be acquired, other
than miscellaneous PC's.)
- "Services"is decreased between years one and two by fifty percent(50%).
- No additional computer equipment and software (licenses) are acquired or
implemented.
ESTIMATED COSTS OF ALTERNATIVE I
Item Year 1 Year 2 Year 3 Year 4 Year 5 Total
Admin.Services
Personnel 39,500 40,700 41,900 43,200 44,500 209,800
Office
Supplies 7,900 8,300 8,700 9,100 9,600 43,600
Hdwr Maint 15,400 16,900 18,600 20,500 22,600 94,000
Soft Maint 9,000 9,900 10,900 12,000 13,200 55,000
Services 45,700 22,900 22,900 22,900 22,900 137,300
Comp Hdwr 23,100 23,100
Soft Lic. 11,600 11,600
Capital R 8,600 8,600 8,600 8,600 8,600 43,000
Mun Ct. 6,800 7,100 7,500 7,900 8,300 37,600
Fire D. 5,000 5,250 5,500 5,800 6,100 27,650
Engin. 12,300 12,900 13,600 14,200 15,000 68,000
Library 31,800 33,400 35,100 36,800 38,700 175,800
Utility 16,100 16,900 17,800 18,600 19,600 89,000
Police 80,200 84,200 88,400 92,800 97,500 443,100
Total: 313 000 267 O50 279 500 292 400 306 600 1458 550
-66-
Alternative II: "Status Ouo"witl� Implementin�a City-wide LAN
■ Comments
- Implementation would allow retrofitting when new City Hall is built by Fire
Siation #1.
- Either fiber optic or lease lines will be used for connectivity among:
. City Hall&Police
. Administrative Services
. Library
. Public Works
. Fire S[ation #1.
- LAN would be based upon Novell& EtherNe[or Token Ring.
- File Servers at Administra[ive Service, City Hall, Public Works, and Fire Station;
minimum conGguration of 486, 66MHz with 8 MB main memory and 350 MB
DASD or greater.
- Site Licenses would be acquired for all software.
- A PC/LAN support position would be added and staffed.
- AS\400's and RT would be ❑odes on the LAN; all PC's would be attached as
workstations.
- Installation includes all hardware, software, training, and communications
equipment.
- L.ease lines inerease in cost five percent (5%) each year.
-67-
" ESTIMATED COSTS OF ALTERNATIVE II
Item Year 1 Year 2 Year 3 Year 4 Year 5 Total
LAN
Install 250,000 25p,ppp
Maint. 10,000 11,000 12,100 13,300 46,400
Personnel 35,000 36,100 37,100 38,300 146,500
Lease Lines 36,000 37,800 39,700 41,700 155,200
LAN Total 331,000 84,900 88,900 93,300 598,100
Status Quo 313.000 267.050 279.500 292,400 306.600 1,458.550
Total: 313 000 598 O50 364 400 381 00 399 900 2 056 650
-68-
Alternative III: Replace U.S.T.I.Applications
■ Comments
- Applications are replaced with HTE Software, that includes: Payroll, GMBA,
Utility Billing, Building Permits, Purchase Orders,Accounts Payable, Personnel,
Work Order Management, Cash Receipts, Fixed Assets, Miscellaneous Account
Receivables, and Code Enforcement.
- Hardware is upgraded to a Model 300 with 2GB additional DASD and HTE cash
collection system.
- Training is fifty days on site at$35,000.
- City will adapt to the software and not customize it.
- Handheld utility reading devices are based upon Itron(3 @$20,000).
- Year 2, the City would replace Municipal Court($35,000)with a package that was
integrated with finance and police.
- Year 4,the City would acquire additional DASD and main memory.
- Application software maintenance is purchased for five (5) years and paid in five
(5) equal installments.
- Application software maintenance would be paid on each application.
-69-
' ESTIMATED COSTS OF ALTERNATIVE III (Purchase)
Item Year 1 Year 2 Year 3 Year 4 Year 5 Total
Application
Software $192,250 $35,000 �227,250
Computer
Hardware 90,000 25,000 115,000
Additional
Supplies 10,000 10,000
Out of
Pocket 25,000 5,000 3p,ppp
Software
Maint. 34.000 34.000 34.000 34.000 34.000 170,000
New System
Total 351,250 74,000 34,000 59,000 34,000 552,250
Status Quo 313,000 267,050 279500 292.400 306,600 14__,58,550
Total: 664 50 341 O50 313 500 351 400 340 600 2 O10 800
' ESTIMATED COSTS OF ALTERNATIVE III'(Lease)'
Item Year 1 Year 2 Year 3 Year 4 Year 5 Total
L.ease $117,000 $125,950 $126,600 5132,600 $132,600 $634,750
Status Quo 313,000 267,050 279,500 292.400 306,600 14. S8,SS0
Total: 430 000 393 000 406100 425 000 439 00 2 093 00
-70-
Alternative IV: Replace U.S.T.I. Applications. Implement City-wide LAN and Acquire RS 6000 for
Librarv.
■ Comments:
- Library computer would be an IBM RS 6000, Model 570 with 64MB main
memory and 5.5 DASD or the equivalent model in 1995.
- All packaged software would be placed under maintenance.
ESTIMATED COSTS OF ALTERNATIVE IV(Purchase)
Item Year 1 Year 2 Year 3 Year 4 Year 5 Total
Replace
U.S.T.I. 351,250 74,000 34,000 59,000 34,000 552,250
Impl.
LAN 331,000 84,900 88,900 93,300 598,100
RS 6000 60,000 6p,ppp
"Status
Quo" 313.000 267.050 279.500 292,400 306,600 1,458.550
Total: 664 50 732 O50 398 400 440 00 433 900 2 668 900
ESTIMATED COSTS OF ALTERNATIVE IV(Lease} '
Item Year 1 Year 2 Year 3 Year 4 Year 5 Total
Lease
Items 117,000 283,200 286,100 295,000 298,200 1,279,500
"Status
Quo" 313,000 267.050 279.500 292,400 306,600 1,458,550
Total: 430 000 550 50 565 600 587 400 604 800 2 738 O50
-71-
Alternative V: Renlace Administrative Services AS\400 with"Open S stems"f UNIX Solution
■ Comments:
- Based upon rack mounted RS 6000 with 128MB main memory and 6GB DASD,
64 user license,and use of PC's as terminals.
- Maintenance on hardware would be same as AS\4()0.
- Application software for General Ledger, Budget, Payroll/Personnel, and Utility
Billing based upon David Johnson's yearly license fees.
- "Status Quo" reduced by software maintenance, computer equipment, and license
fees for Administrative Services.
- All packaged software would be placed under maintenance.
' ESTIMATED COSTS OF ALTERNATIVE V(Purchase)
Item Year 1 Year 2 Year 3 Year 4 Year 5 Total
Application
Software $48,000 $48,000 $48,000 $48,000 $48,000 $240,000
Computer
Hardware 160,000 160,000
Training
&Inst. 35,000 10,000 45,600
"Status
Qu0" 269,300 257,150 268,500 280.400 293.400 1,368,750
Total: 512 00 315150 316 500 328 400 341400 1813 750
ESTIMATED COSTS OF ALTERNATIVE V(Lease) '
Item Year i Year 2 Year 3 Year 4 Year 5 Total
Lease: $106,800 5106,800 5106,800 5106,800 $106,800 $534,000
"Status
QUO° 269,300 ?S7,1S0 2G8,S00 280,400 293.400 1,368,750
Total: 376 100 363 950 375 00 387 00 400 00 1 902 750
-72-
SUMMARY OF ESTIMATED COSTS FOR EACH ALTERNATIVE ' :
Altern. Year 1 Year 2 Year Year 4 Year 5 Total
I $313,000 $267,050 $279,500 $292,400 $306,600 $1,458,550
II 313,000 598,050 364,400 381,300 399,900 2,056,650
III(Pur) 664,250 341,050 313,500 351,400 340,600 2,010,800
III(Lse) 430,000 393,000 406,100 425,000 439,200 2,093,950
IV(Pur) 629,250 732,050 398,400 440,300 433,900 2,573,900
IV(Lse) 430,000 555,250 565,600 587,400 604,800 2,738,050
V(Pur) 512,300 315,150 316,500 328,400 341,400 1,813,750
V(I,se) 376,100 363,950 375,300 387,200 400,200 1,902,750
-73-
APPENDIX B
POSITION DESCRIPTIONS
-74-
FINANCE OFFICER'S M[S RESPONSIBILITIES '
Summary of Functions:
This position is responsible for the overall implementation of the MIS Plan and the day to day management
of MIS. A secondary function will be the review and design of any requested program changes and
development efforts. Also, the Computer System Coordinator will be the advisor to city management and
the User Requirements Committee--the position must be the City's internal information systems
consultant.
Experience Required:
This position must be filled with the following experience:
■ A four(4)year degree from a major college or university
■ Outstanding interpersonal skills. This position demands the ability to effectively
communicate with non technical users. This person must be a"people person".
Experience that would be beneficial,but not required:
■ AS/400 operations and management
■ Microcomputer and LAN experience
■ Graduate degree in computer science or information systems.
Duties and Job Description
■ This position r��ports to[he Director of Administrative Services
■ Managing the"day to day"operation of MIS.
■ Serving as the City's internal consultant and technical advisor for matters relating to
information systems
■ Reviewing any system development effort and monitoring documentation efforts
■ Designing and/or approving the design of any new programs or modifications
-75-
■ Ensuring effective communication and support is maintained between MIS and city staff
■ Backing up the Computer System Coordinator
■ Advising the User Rcquirements Committee.
■ Correcting problems to existing systems
■ Technical documen[ation
■ User documentation
■ Input from other MIS personnel
■ Monitoring the implementation of new systems.
-76-
COMPUTER SYSTEM COORDINATOR'
Summary of Functions
The Computer System Coordinator will be responsible for developing minor programs on the AS/400. The
minor programs could consist of screen changes, reports,and additional capabilities. The primary function
of this position would be the daily operation of the AS/400. The effort to operate and to maintain an
efficient AS/400 operating environment is not an eight (8) hour a day job. Therefore, this position must
have some programming expertise.
Expertise Required:
The following is required for this position:
■ One(1) to Two (2) years operator experience with the IBM ASJ400. This would include
the attendance at current IBM Operator classes.
■ Programming experience in RPG III or the use of a relational data base. Experience
should be one (1) year or more. Additional Computer System Coordinator experience
could be substituted,but the City would require training in programming the AS/400.
Duties/Job Description
This position must:
■ Be the prime/lead Computer System Coordinator of the AS/400
■ Schedule and process jobs
■ Maintain the AS/400 in optimum efficiency(i.e."tuned")
■ Provide output to the users
■ Control all forms and security of the documents
■ Develop an Computer System Coordinators manual and maintain a current version
■ Conduct timely backups and be responsible for remote storage oE key"backups"
-77-
■ Develop reports and screens when requested
■ Be the City's resident expert in AS/400 Query and conduct training classes for the
appropriate city staff on a regularly scheduled basis
■ Write simple programs when requested or directed by the Finance Officer
■ Reports to the Finance Officer.
-78-
M[CROCOMPUTER SPECIALIST
Summary Of Functions:
This position is to assist with the implementation of [he microcomputer portion of the
MIS plan. This posi[ion is responsible for administrating policies and standards, and
ensuring that approved policies, standards and procedures are followed for the use of
microcomputer systems. This individual must:
■ Coordinate the acquisition and implementation of microcomputer systems.
. Assist with the administration and coordination of the City microcomputer policy.
. Effectively communicate with end users.
■ Assist with the analysis of existing microcomputer systems to identify problem
areas and more efficient methods and procedures.
■ Provide end user support and training, microcomputer orientation and
installation for all departments, (as required), on standard equipment and
software.
. Be capable adjusting priorities/activities as required.
■ Serve as a "technical resource" for micracomputer systems to the User
Requirements Committee.
This position reports to the Computer Systems Coordinator.
E�erience Required:
■ Minimum of two(2)years microcomputer experience
■ Proficient with the following computer languages and environments:
- DOS (All versions)
■ Installation and support of the asynchronous equipment(includes software).
■ Knowledge of DOS microcomputers trouble shooting
-79-
■ Proficient with:
- DOS software programs
- Word Perfect
- Dbase
- Lotus 1-2-3
■ Experience using 5250 or 3270 emulation.
■ Experience using PC communications products
■ Experience trouble shooting microcomputer printers
■ Excellent Oral skills required
■ Working knowledge of AS/400
Duties/Job Description:
Specific duties performed by this individual are:
■ Proficient with the use of DOS microcomputers.
■ Capable of providing instruction to City employees(as required).
■ Assist with the review of end user needs in order to identify the most appropriate
software.
■ Assist end users with microcomputer hardware specification and acquisition
coordination.
■ Prepare activity and inventory reports as required.
■ Prepare hardware and software evaluations and reports(as required).
■ Be constantly aware of changes in microcomputer technology and other related
information.
-80-
. Provide training for:
- Basic microcomputer usage
- DOS
- Word Processing(Word Perfect)
- Spreadsheet (Lotus 1-2-3)
- Database(Dbase)
. Provide assistance to users for specialized software acquisition development (as
required).
■ Coordinate and conduct hardware and software evaluations.
■ Liaison between the City and vendors regarding microcomputers.
■ Assist user departments in troubleshooting equipment, and contacting the
appropria[e repair facility,if necessary.
■ Assist user departments in pricing computer hardware and software, writing
specifications for equipment,and selecting software and hardware.
■ Provide upgrades for all standard software within one (1) year of release for all
departments with registered software packages.
■ Develop and maintain a Microcomputer User's Guide.
-81-
APPENDIX C
SAMPLE REQUEST FORM
-s2-
CITY OF FRIENDSWOOD
MIS REQUEST FORM
Name of Person(Requestor): Date of Request:
Position: Phone Number:
Department&Division: Application:
Description of Request:
Note: If this request requires a new screen or report please design the layout or give a specific example. If
this re uest is to correct a roblem lease attach a detailed exam le.
When did the problem first occur?
How often has it occurred?
M[S Use
Received by: Estimated effort (in hours):
Date: Estimated detivery date:
Time:
Approved by: Date:
Resolution/Action: