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HomeMy WebLinkAboutAugust 8, 1995 (2)p-73 p— La ' rmor Rroewsso' STAFF REPORT ADMINISTRATIVE SERVICES DEPARTMENT August 8, 1995 TO: Mayor and City Council FROM: James S. Dale, Administrative Services Director' SUBJECT: Recommendation To Enter Into A Contract With The Warner Group In The Amount Of 64,680 To Develop An Information Systems Master Plan SUMMARY: In order to appropriately plan for long range information system requirements, there is a need for a Master Plan to access our current system and develop a long term strategic plan for the future. To achieve this objective, staff is seeking the assistance of a highly qualified consulting firm. This consultant must possess a wide variety of experiences and interdisciplinary skills as well as objectivity to assist staff in successfully completing this task and provide a plan for achieving information technology now and into the future. Staff is recommending that the City Council authorize the City Manager to execute an agreement with the Warner Group to develop an Information Systems Master Plan and authorize the expenditure of up to $64,680 of budgeted monies in the�Equipment Fund to accomplish this task. BACKGROUND In 1984, the City of Arcadia acquired its own in -house computer system: This system was initially - purchased along with related software to provide basic financial and payroll processing capabilities. In- 1984, the City had two (2) personal computers (PCs), one in Finance and one at the Service Center (City Yard). Since that time the number of PCs has, proliferated, until today we have over 70 PCs in City Hall alone. In addition to the number of PCs; numerous printers, phone modems, file servers and other peripheral equipment has been added, as well as countless software packages to enable staff to perform a variety of job duties:- With few exceptions, PCs or Work Stations are located on nearly every employee's desk, until today PCs have become as common as the telephone in the office environment. 1 clo 4L Today, computers and the City's Information System have become an integral part of our service delivery capability. A well organized and realistic plan for future development of our information- system is essential if we are to keep abreast of technological advancements and improve efficiency and productivity. In terms of where we have directed the City's computing resources historically, we have acquired products and services with an eye toward the, three to five years time frame. This time frame is based on the reality that most technology is out -of date and obsolete within five years: Although we have planned for the future, we have shied away from being on the leading edge of information system technology. In large cities, with more capital and human resources to expend on technology, being an innovator may be the acceptable practice, however, given our size and financial limitations, we have preferred to allow others to test the waters. We believe this approach is conservative, but we also believe it has been the prudent approach to our needs. Recognizing the important role that information systems plays in today's business environment, properly and prudently, planning for the future is extremely important. The development of an Information System Master Plan at this time will provide the needed direction for future development. DISCUSSION The importance or need for an Information Systems Master Plan cannot be overstated. As more resources are allocated to information systems and technological advancements change the workplace environment,. the need for a well defined and achievable plan is essential. - A Master Plan will initially assess the current system environment. This would include an evaluation of our existing hardware including our minicomputers, PCs and networks. In addition, a review of our existing capabilities would include a review of our software, i.e., operating systems, database. management and productivity tools, our telecommunications equipment and networks; application program profiles. and transaction and file volume statistics.: Other areas the consultant would evaluate in developing a Master Plan include a needs assessment to, obtain a basic understanding of the City's information needs and requirements, a plan for the development and implementation of information and communication's systems improvements and a general design of the systems needed to support the City over the next five to six years would be developed. 2 This design. would consider various alternatives, including: Systems architecture options, including distributed, centralized and client/server - Operating System software, including UNIX, Windows NT and others Packaged in -house developed software. Integration with external systems.- - Re -use or replacement of existing. hardware. Alternative hardware platforms. Facility and Space Planning /Options Standards for Office automation, productivity tools, etc. System software options, including 4th GL Languages, RDBMs, Case tools and others. Additionally, specific analysis and recommendations would be prepared to address City Hall Records Management. This will be an in depth evaluation of alternative approaches to a departmental imaging system that could be expanded overtime to serve all of the City. In summary, the Master Plan will include an in depth analysis of our Information Systems capabilities, including defining needs and requirements, establishing priorities, assessing alternative approaches including main frame system development, analyzing costs and benefits and preparing detailed implementation plans. The Warner Group has prepare Information Systems Master Plans and other data processing related studies and reports for numerous cities, special districts and other governmental units and staff believes they are well suited to provide this plan for the City of Arcadia. Staff have reviewed the proposal submitted by the Warner Group and have verified a sampling of references provided and are now recommending the City employ the Warner Group to provide an Information Systems Master Plan for the City of Arcadia. FISCAL IMPACT Funds to employ a'consultant to provide Information Systems Master Plan are available and appropriated in the Equipment Fund. C RECOMMENDATION It is recommended that the City Council authorize the City Manager to execute a contract with the Warner Group to develop an Information Systems Master Plan and authorize the expenditure of up to $64,680 in the Equipment Fund to accomplish this task. Approved: '!V William R. Kelly City Manager JSD:mlp n