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w <br /> <br /> OFFICE COMPUTERIZATION <br />By: Jessie L. Hart, Finance Officer <br /> <br />C ,SE # / C <br /> <br />BACKGROUND: <br /> <br />A number of years ago the City's computerized financial system went from one that operated on a TI990 <br />mainframe, with programs that were no longer supported by the vendor, to the current system that <br />operates on a mini-computer with programs supported by ComputoService. The TI990 was utilized by <br />the Police Department as their connection to the State of Minnesota utilizing ENFORS. The programs <br />currently operating on the financial system are rapidly becoming outdated, are extremely limited in <br />usability, and are in dire need of upgrades. This puts the City in a precarious situation. If we need to <br />upgrade the programs, then the hardware too will need upgraded as we are currently very close to <br />maximum capacity. This situation becomes more touchy every time we add new utility services to the <br />billing system. <br /> <br />Recently, the Police Department sent out requests for proposals on a computer system for their <br />Department. The proposal covered several different areas including dealing with the TI990 that is now <br />the interface for the State of Minnesota. The Police Department received only two bids and neither on <br />addressed the TI990 situation. These two proposals were brought to the Finance Committee, and at my <br />request, the award was tabled. <br /> <br />With the needs of the Police Department in terms of computerization and the condition of the City's <br />financial system, I am recommending that we look at the entire City*s computerization and at the <br />possibilities of obtaining a wider realm of coverage and services by approaching it from a city wide <br />standpoint. This does not mean that a total overhaul or change in hardware is necessary because there are <br />now many types of systems that can be served by and through a variety of hardware. <br /> <br />Currently, most departments are utilizing the MACINTOSH "modified" local area network for <br />wordprocessing and spreadsheet needs. This system is very workable and will most likely not see any <br />recommendations for change. Any changes would be for updates in the programs as they become <br />available and the replacement of equipment when needed. <br /> <br />Thc Police Department currently has no wordprocessing capabilities and utilizes hand-typing for <br />preparation of information. The results of their proposals were basically to bring them into the "office <br />automation age" which is probably long overdue, and deal with the State connection when it is absolutely <br />necessary. <br /> <br />While it is not possible to establish an exact time line, I would like to begin the process of analyzing the <br />needs and desires of all departments for computerization immediately and have requests for proposals <br />ready to be distributed by late I993 or early 1994. This would give us ample time to review what we <br />have and what is available in order to write the neces~ specifications. This time line would most likely <br />be moved up in the event that we were to maintain the utility billing function in-house. <br /> <br />COMMITTEE ACTION: <br /> <br />Per discussion - direct staff to develop a needs assessment of the City's computerization and begin to <br />develop specifications for the preparation of requests for proposals. <br /> <br />Review Checklist: <br /> <br /> City Administrator <br /> F'mance Officex <br /> <br /> <br />