3-Information Technology2011-12
Information Technology
Information Technology
No increases in Personnel
3 Fulltime IT Staff Members
No Major Changes in Operating Expenses
One Large Capital Item: Increase of $50,000 to replace
Enterprise Application Server
Define Enterprise System
Background
Elephant in the Room: Staff has been evaluating the
enterprise software for many years
Identified deficiencies many of which are very visible to the
public
Staff has recognized that the existing system is outdated,
inefficient, cumbersome, and expensive
Historically, finding a reliable competitor who has converted
the data into the new system has been a deal-killer
Work Group
In 2011-12, it was anticipated that we would need to
purchase a new server: Approximately $50,000
A group was formed to research the best options and make
recommendations
Finance Director Nelson Van Liere, Deputy Finance Director
Jeri Benjamin, IT Manager Keith Randich, Building Official
Mike Griffin, and Asst. City Manager David Thompson
Current Enterprise System
Software: HTE/SunGard installed 20 years ago
Hardware: IBM i-series Server: Purchase by the City,
Maintained by IT Staff
Deficiencies/Inefficiencies that can be corrected with a new
enterprise system
Issues
1. Customer/Citizen Service
No Online Bill Pay: All manual processing
Utility bills are still mailed instead of emailed… email is less
expensive
Sign-Up for City services requires presence at City Hall
Building Permit Applications require presence at City Hall
Issues
Job Applications forms are available, but there is no database
management system
Business Tax Receipts are not automated online
Code Enforcement complaints are not accessible for tracking
online
Access to data and reports for the public is very limited
“Overwhelming” phone lines on due dates
Issues
2. Inefficiencies
Not Windows-Based System: Cumbersome, not user
friendly
Manual Processes require repetition and staff time: Example
Code Enforcement: Present Processes: Upgrade Expensive
plus maintenance
Cashiers
Finance Staff
Issues
3. Incomplete: Lacks Community Development and Code
Enforcement Modules
4. Extraction of information for decision making is
difficult
5. Disaster Preparedness: Explain
6. Sustainability/Conservation: Paper intensive
processes, printed forms, purchase orders, checks, AP
Checks, AP Invoices, etc.
7. Future training for new employees, and obtaining the
expertise for servicing equipment will be difficult
Why not stay with current vendor?
They are currently writing software for a Windows-based system,
but much of the software is under development and unavailable
The upgrade to the new software will not be free... It will still
require substantial funding
Lack of Staff Confidence
Clarification on Impact: This is not being recommended to “make
our work easier.” Changing this system will dramatically increase
the workload on the work group and staff for 2 years.
We unanimously agree that this is the best course of action for the
City and its citizens
Why Tyler Technologies
The only company that has met all Work Group criteria
Successful data conversions from HTE/SunGard Systems
Large enough to provide reliable solution
Demonstrations on the software show that its user friendly
and it addresses inefficiencies
Staff confidence
Negotiation of costs: Current government contract with
Sanibel that we can piggyback off of
Why now?
1. Decision Point: To buy or not to buy a new server (which
would probably lock us into the existing system for another
5-6 years… and
2. People are leaving the existing company for more
features.. and the competition is offering packages well
below their list prices to establish their client bases.
Example: Tyler list pricing for AB was $1.148 million… and
they are offering to match a previous contract with another
local government: Lowering the price by $470,000
Budget 2011-12
To maintain the present system: $105,000 is budgeted in
2011-12 plus staff time to purchase, program, transfer data,
troubleshoot, and upgrade to new server
Present system: $69,285 per year average
Proposed system: $43,231 per year increase
To move to Tyler Technologies
2011-12 Need a total of $157,000 which includes some one-
time costs and training
Current 2011-12 Budget $105,000
Need to increase 2011-12 budget by $52,000
Options
If the City Commission authorizes staff to proceed with this
project (to replace the existing enterprise software), then
staff will bring back specific purchasing details,
recommendations, and contracts for consideration
Questions/Comments