HomeMy WebLinkAbout1984-05-01; City Council; 7734; Purchase Computer Terminals and PrinterZ
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CIT , OF CARLSBAD --• AGENDti'BILL
AB# 77/ 3'V • r-. _
--r— -TIT! R-PURCHASE COMPUTER TERMINALS u�:ri. riv:� ram+
MTG. AND PRINTER CITY AM k) FA
DEPT. LIB CITY MGR. '
REc:OMMENDED ACTION:
Adopt Resolution No. 2,5- authorizing purchase of two CLSI Model 622 and
three Model 802 computer terminals, and one Model P2000 printer; and transfer j
of funds to Capital Outlay.
ITEM EXPLANATION:
To increase efficiency, productivity and service to the public it is desirable
to make the following changes with the CLSI circulation system computer:
MAIN LIBRARY
AUDIO VISUAL DESK: Install Model 622 computer terminal with keyboard,
screen and lightpen, and a CLSI printer Model P2000.
CIRCULATION: Trade in lightpen terminal on Model 622 computer terminal
with keyboard, screen and lightpen:
REFERENCE DESK: Trade in Digilog CRT on Model 802 computer terminal with
keyboard and screen.
TECHNICAL SERVICES: Install CLSI Model 802 computer terminal with k9y-
board and screen.
BRANCH LIBRARY
REFERENCE DESK: Install Model 802 computer terminal vith keyboard and
screen.
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FISCAL IMPACT:
Cost of -computers and printer for Main Library will be $23,002. Salary savings i
of $12,474. resulted from the position of Assistant Library Director being open
for approximately six months. $800. will be allowed as trade-in of existing
lightpen terminal and one Digilog terminal. The balance of $9,728. needed is
available in the Library's Adult and Technical Services budgets in the Depart-
mental Special Supplies accounts.
The computer for the Branch will cost $3,02). CLSA funds are available in
both the M and 0 and Capital Outlay portions of the Branch budget. Original
bL,dget calculations were based on a full year of operation. The Branch will
be open only four'months in FY 83-84.
EXHIBITS:
1. Memo to Library Director dated March 26, 1984.
2. Resolution No. �R authorizing the purchase of two CLSI Model 622
and three Model 02 computer terminals, and one Model P2000 printer; and
transfer of funds to Capital Outlay.
3. Letter dated April 16, 1984, certifying Computer Committee approval of
proposal.
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March 26, 1984
TO: Cliff Lange, Library Director
FROM: Bobbie I'oder, Administrative Assistant II
A study has been conducted as a direct result of the need to.improve and
speed up various processes in the library operation. The findings are as
follows:
BACKGROUND
Y
Recognizing a need to streamline the circulation function, and to eliminate
unnecessary paper files, the cities of Carlsbad and Oceanside jointly
purchased a computerized circulation system (CLSI) in 1978. When purchased
initially, the basic functions required for efficient check out/in of library
materials (specifically printed materials), and maintenance of patron data
were in place. New programs are continually being written which make it
possible to increase the number of library routines the computer is capable
of handling. These "updates" are automatically provided to customers through
-their maintenance service contract.
AUDIO VISUAL DIVISION
RECOMMENDATION
Install CLSI Model 622 terminal with keyboard,'screen, and lightpen,
and a CLSI Printer Model P-2000, at the earliest possible date.
ANALYSIS/DI`SCUSSION
Paper files are now maintained on the library's collection of over 530 films
and 630 video tapes. The following,statistics reflect the level of activity
in the Division. (These numbers do not include circulation of phonograph
records or audio cassettes, which are handled through the circulation desk.)
past 12 months monthly average
Total Bookings 41,058 3,421
Total Showings 60,276 5,023
Total Audience 521,006 43,417
Total Projectors/Equipment 907 75
The existing checkout process is slow -and cumbersome, with every phase of it
handled manually. Maintaining a paper file which grows at a rate of an 8-10
inch stack of booking slips per month is impractical.
In addition to the need to gather the above data, it is also necessary to main-
tain records and file reports on borrowing and lending films within the Serra
System and quarterly reporting to the State Library for CLSA reimbursement.
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The system currently in place requires that all of this data be manually
gathered and tallied. The person who is responsible for the end data has
done this multi -page report for approximately four years. He works rapidly
and efficiently, yet it requires a minimum of eight uninterrupted hours to
gather and compile the -data from individual booking slips and to translate
it into the required reporting format. This is eight hours spent away from
the Audio Visual desk, which is his routine work station, often requiring
the Head of the Division to fill in at the AV desk instead of being able
to carry on with his normal duties.
Recent advances in CLSI software are well suited to address the needs of
the Audio Visual. Division. The circulation of video cassettes and film is
a more complex process and does not lend itself well to the more traditional
book check out procedure.
With a computer terminal and printer at the AV desk, the check out/in process
would be speeded up considerably; paper files maintained on the library's
collection of film and video tapes could be eliminated; most of the required
statistical data would be generated automatically. The volume of business
transacted through the AV desk dictates that a greatly improved system of
dealing with the circulation of materials be implemented at the earliest
possible date. The present system is outmoded and inefficient.
CHILDREN'S DIVISION
RECOMMENDATION
A computer is not recommended at this time. The needs of the Children's
Division should be considered at a later date.
ANALYSIS/DISCUSSION
The circulation of all Children's library materials is handled outside of the
Division, at, the Circulation Desk in the main lobby. Reference questions
requiring in-depth search of the collection are done by the Reference Division.
The primary use of CLSI by Children's staff is in clearing overdue notices and
placing holds for children's materials. This can easily be scheduled at one
of the terminals in another Division. The present volume of use does not
warrant changing their system.
CIRCULATION
RECOMMENDATION
Install one additional CLSI Model 622 terminal with keyboard, screen and light
pen at the Circulation desk at the earliest possible time. Trade in small light
pen station (without screen), applying trade-in toward purchase of Model 622
terminal.
ANALYSIS/DISCUSSION
Circulation currently utilizes two computer terminals with keyboards, display
screens and light pen wands, (composite stations), and one light pen station --
without a keyboard or screen. With the volume of business transacted at
Circulation, it is important to have three stations up and running efficiently.
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3.
The basic problem at Circulation is with the light pen station. The only
functions which can be accomplished at this station are the very basic
check out/in of materials. This is possible only when the patron does, not
have overdue materials or owe fines. When trying to check out a patron
with a delinquency, the machine will not accept the transaction. The operator
then is required to go to a terminal with a keyboard and screen to determine
the problem and reach a resolution. This causes delays in serving the patron,
interrupts the operation of the second station, and is generally an inefficient
method of handling the transaction. With a third composite station the lines
of patrons waiting to be served should diminish somewhat and efficiency should
increase.
A computer station with a keyboard and screen is essential when dealing with
the public. Not only is it necessary in determining overdue materials and
fines, it is very important to query the patron database when registering a
patron for a library card. This has often times alerted the operator to the
fact that the patron wishing to obtain a new library card has a less -than
desirable past library history which was duly recorded and stored in the computer.
More often than not, the patron will pay for lost books or old fines so that
their library privileges may be restored. Without the accessibility of a
computer in registering new borrowers, this information would not surface and
revenues would reflect a decline over a period of time.
Over the preceeding twelve month period the activities at the Circulation desk
included:
past 12 months monthly average
Materials checked out 445,760 37,147
R of patrons registered 5,750 479
# of patrons re -registered 1,709 142
(replaced or lost card-;
moved/new address)
Bearing in mind that each item checked out is, in theory, checked back in, the
445,760 would double to 891,520 transactions. The volume of business warrants
three composite stations.
REFERENCE
RECOMMENDATION
Trace in existing Digilog CRT on new CLSI Model 802 terminal with keyboard and
screen (no light pen) at the earliest possible date.
ANALYSIS/DISCUSSION
The Reference desk currently has a computer terminal with a keyboard and screen.
Uses primarily are searching/verifying books in Vie collection, and placing
reserves on materials for patrons. With existing levels of staffing in Reference
It would not be practical to acid a second terminal, nor is the need there at this
time. The age of the existing terminal and the fact they are no longer being
manufactured, requires consideration of upgrading.
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TECHNICAL SERVICES
RECOM' _ 1DATI ON
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4.
Install CLSI Model 802 terminal with keyboard and screen (no light pen), to
serve as a sec,, d station in Technical Services.
ANALYSIS/DISCUSSION
One CLSI terminal with a keyboard and screen is in use in the Technical Services
Division. Technical Services uses it primarily for adding records to the data-
base, approximately four to five hours per day. The Collections Coordinator uses
the terminal extensively for bibliographic searching, and inter -library loan
activities are also=conducted at this terminal. With the heavy usage, a second
machine is warranted. Long delays in having access to a terminal are being
reflected in the overall efficiency of the operation.
BRANCH LIBRARY
RECOMMENDATION
Install CLSI Model 802 terminal with keyboard and screen (no light pen) at
Reference Desk at Branch at earliest possible date.
ANALYSIS/DISCUSSION
One CLSI Model 622 terminal with keyboard, screen and light pen is in operation
at the Circulation Desk at the Branch. The computer terminal is.capable of
accomplishing one task at a time. If it is being used to check out patrons, it
is not possible for a second operator to register a patron or search the data-
base for a book. Since this in the only link to the card catalog -- or holdings --
in the main library, it is vitally important to have a terminal available to
both determine that the book is in the collection and to place a h3ld oi: it for
the patron.
The Branch has been open for three weeks. The early statistics indicate that a
second terminal has been needed since the opening day.
Number of patrons entering library 2,387
Total circulation 4,082
Number of applications for cards 272.
FISCAL IMPACT
With the retireir=, nf the Assistant Library Director on January 6, 1984, and
I the unlikllhood of reH'llins that position before July 1, 1984, a salary savings
of $8,771.00 and an additional sum of $3,703.00 in salary overhead will be
realized. Total salary savings will be $12,474.00. (The fi;jres reflect the
salary of $541.•00 and vacation payoff of $4,259.97 paid to the former Assistant
Director in January 1984. Overhead savings were calculated with only a deduction
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made for salary paid -- not payoff for vacation.)
5.
The Model 6Z2 terminal recommended for use in the Audio Visual Division and at
°'irculation, with the necessary modems, including sales tax, would cost $5,936.
each, or $11,872. for the two. All software necessary to the operation is
already owned, The CLSI P 2000 printer costs $2,067., including sales tax.
The cost of three CLSI Model 802 terminals, including modems and sates tax
would be $9,063. Model-802 terminals normally cost $2,200. each, plus $1,200.
for the modem pair necessary to operate each terminal. The company is offering
existing customers the Model 802 at a reduced cost of $1,650. until mid -May. By
purchasing the equipment at this time, a savings of $550, would be realized on
each of the three Model 802's - a savings cf $1,650. plus tax.
A trade-in .of the existing lightpen terminal would realize a savings of $300.,
and the trade-in al.lpwance on the Digilog would be $500. The additional funds
needed are available from savings in Departmental Special Supplies Accounts.
I FISCAL IMPACT RECAP
EQUIPMENT (GENERAL FUND)
2 each CLSI Model 622 Terminals
$ 11,872
,; each CLSI Model 802 Terminals 9',063
1 each CLSI Model P 2000 Printer 2,067
$ 23,002
FUNDING (GENERAL FUND)
Salary savings $ 12.,474
Trade-in existing lightpen and.Digilog Terminal 800
Fund transfer from Departmental Special Supplies 9,728
$ 23,002
The Model 802 terminal recommended for the Branch, complete with modems
and sales tax would cost $3,021. CLSA funds are available in the Branch
budget in both the M and 0 section and capital outlay. The budget was
based on operation of the facility for a full year, and the Branch will be
open only slightly over four months in FY 83-84.
i Attached is information on the 600 and 800 series terminals.
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SUMMARY
To maintain the current level of service in the various Divisions of the
Library, it is imperative that the methodology used in performing the various
tasks utilize the available automation. Since 1978, when CLSI automation was
introduced into the Library operation, only one new piece of equipment has
been purchased for the Main Library. (The up -grade of the system in 1982 did
not provide any new terminals - it only improved the capabilities of the main-
frame, or central processing unit.) There is a need to begin a systematic
program of replacing the obsolete terminals with faster and more sophisticated
equipment. With funds available in the FY 83-84 budget to begin the replacement
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program, coupled with the discount on the Model 862 terminals, I strongly
urge purchase,of the recommended equipment in the current fiscal year.
Bobbie Hoder
ADMINISTRATIVE ASSISTANT 11
BH:.ch
Attachment
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SPECIFICATIONS FOR CLSI
COMPUTER TERMINALS
FEA URE
SCREED SIZE
MODEL 600
310DEL S00
CHARACTER FOtRNUTIUN
I5' diastonaI
7 x 9 clot matrix
12^ diauonai
; Nc a dor mar=
CHARA('TEP. SIZE
KEi BUARD - L
.US" :vide x .19" hash
t�S' ::irie x .1S ^ tu:t
DISPLAY
Detacneu
Tilt Swivel
Detached
Ht ,;Wlvpf
WORKSURFACE SPACE
TOTAL FUNCTION KEYS
1S" :vtdo x -15' (feet)
°U
IS.5' :vide x'_3" ieev
USER PROGPANBIABLE FUNCTION KEYS
14
to
DISPLAY MEtIURY
'' ;paces
i paue
PRINTER SUPPORT
1. Print screen
1. Print from noa
'. Print from host
1. Print from arreen ant) ho.Nt
tPTIO VAL 1fUDE11
Internativ mountea
External encimure
OPTIONAL LIGHTPEN SCANNER
Internat eiectronus
External electronau�
uPTIONAL LASER SCANNER
Externai electronics
Extertr t electronics
ant) enc•iosure
anu enclosure
Model 600 series is hest suited to circulation activities
because or capabilities of the machine and ease or chanainc
1 functions.
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} Model 800 series is best suited to other than circulation
activities, more soecifically Reference or Tecnnicai Services.
3/84
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COST BENEFIT ANALYSIS,
I. AUDIO-VISUAL DIVISION
A. ANNUAL BENEFIT OF SYSTEM
Current Annual
Tangible Costs
Staff time for checkout with manual system @ $ .14 per minute
X 4 minutes * X 41,058 transactions = $ 22,992.00
Staff time for statistics gathering @ $8.15 per hour
X 9b hours = 782.00
Supplies for current system = 420.00
Total annual cost - current system = $ 2 ,194.00
Projected Costs - First Year
Staff time for checkout with automated system @ $ .14 per
minute X 2 minutes X 41,058 transactions = $ 11,496.00
Staff time for data compilation @ $8.15 per hour X 48 hours = 391.00
Dataline charges ` 600.00
Potential annual tangible benefit = current costs -
Projected costs
Intangible
Improved service to the public
More effective use of existing automated system
More efficient use of staff time
B. ANNUAL OPERATING COSTS
Staff time for input @ $ .14 per minute X 3 minutes ` X
200 items
Annual maintenance on terminal
Annual maintenance on modems
Annual maintenance on printer
Supplies
Dataline charges
Total
C. PROJECT DEVELOPMENT COSTS
$ 1212 4877.00
= $ 11,707.00
_ $ 84.00
1,118.00
192,00
240.00
6.00
600.00
$ 2,270.00
Staff time for initial input @ $ .14 per minute X 3 minutes ;
X 1,202 items = $ 505.00
Terminal and modem purchase 5,936.00
Telephone dataline installation 200.00
Supplies 36.00
Total $ 6, 7�7. 000
D. ANNUAL SAVINGS AND PAYBACK PERIOD
$11,707 - $2,240
$ 9,467 / $6,677
$ 6,677 / $9,467
-;Staff Estimate
= $9,467 annual savings
= 14A% ROI
= .71 years payback
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II. CIRCULATION
A. ANNUAL BENEFIT OF SYSTEM
Tangible
Current Annual Costs
2.
Staff time for complex checkout @ $ .08 per minute X
7 minutes * X 222,880 transactions =
$124,813.00
Annual maintenance on terminal =
958.00
Annual maintenance on modems
160.00
Total annual cost current system
$125,931.00
Projected Costs = First Year
Staff time for complex checkout @ $ .08 per minute X
5 minutes * X 222,880 transactions =
$ 89,152.00
Annual maintenance in terminal
1,118.00
Annual maintenance on modems
192.00
Total projected costs - first year
$ 90�2.00
Potential annual tangible benefit =
Current annual costs - projected annual costs =
$ 35,469.00
Intangible
Improved service to the public
More effective use of automated system
More efficient use of staff time
B ANNUAL OPERATING COSTS
Annual maintenance on terminal =
$ 1,118.00
Annual maintenance on modems
192.00
Total
$ 1,310.00
C. PROJECT DEVELOPMENT COST
Terminal and modem purchase $ 5,936.00
Less trade-in value of lightpen terminal - 500.00
Total $ 3,436.00
D. ANNUAL SAVINGS AND PAYBACK PERIOD
$35,469 - $1,310
$34,159 / $5,436
$5,436 / $34,159
*Staff Estimate
$34,159 annual savings
= 628% ROI
- .16 years payback
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III. REFERENCE DIVISION
A. ANNUAL BENEFIT OF SYSTEM
Tangible
Current *Annual
Costs
Staff terminal inquiry @ $ .18 per minute
X 4 minutes
X 53,924 inquires
= $
38,825.00
Staff terminal hold placement @ $ .18 per
minute X
2 minutes * X 5,371 holds
=
1,934.00
Annual maintenance on terminal
=
639.00
Annual maintenance on modems
=
160.00
Total annual costs
current system
$
1,5+� 58-00
Projected Costs -
First Year
Staff terminal inquiry @ $ .18 per minute
X 2 minutes
X 53,924 inquires
= $
i9,413.00
Staff terminal hold placement @ $ .18 per
minute
X i minute * X 5,371 holds
=
967.00
Annual maintenance on terminal
=
588.00
Annual maintenance on modems
=
192.00
Total
$
2121 ,160.00'
Potential annual tangible benefit = Current annual
costs - projected annual costs
= $
20,398.00
Intangible
Improved service to the public
More efficient use of staff time
B. ANNUAL OPERATING COSTS
Annual maintenance on terminal
$
588.00
Annual maintenance on modems
192.00
Total
$
7790 00
C. PROJECT DEVELOPMENT COSTS
Terminal and modem purchase
$
3,021.00
Less trade-in value of Digilog Terminal
-
300.00
Total
$
2,721.00
D. ANNUAL SAVINGS AND PAYBACK
$20,398 - $780 = $19,618 annual savings
$19,618 / $2,721 = 721% ROI
i $2,721 / $19,618 = .14 years payback
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Staff Estimate
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-1V. TECHNFCAL SERVICES
A. ANNUAL BENEFIT OF SYSTEM
Tangible
Current Annual Costs
Staff use of existing terminal @ $8.40 per hour X 2,080 hours=
$
17,472.00
Lost productivity @ 4 hours * per day @ $8.40 per hour X
1,040 =
8,736.00
Annual maintenance on terminal
639.00
Annual maintenance on modems
160.00
Total annual cost current system
$
27,007.00
Projected Costs First Year
Staff use of terminal @ $8.40 per hour Y 2,080 =
$
17,472.00
Dataline charges =
600.00
Annual maintenance on terminal =
588.00
Annual maintenance on modems =
192.00
Total
$
1�$-$52.00
Potential annual tangible benefit =
Current costs - projected costs =
$
8,155.00
Intang i b'le
Reduction in staff frustration
More efficient use of staff and equipment
Improved control of collection and collection development
B. ANNUAL OPERATING COSTS
Dataline charges *
$
600.00
Annual maintenance on terminal
588.00
Annual maintenance on modems
192.00
Total
$
1,3 0.00
! C. PROJECT DEVELOPMENT COSTS
Telephone Dataline installation
Terminal purchase with modems
D. ANNUAL SAVINGS AND PAYBACK PERIOD
$8,155 — $1,380
$6,775 / $3,221
$3,221 / $6,775
* Staff Estimate
$ 200.00
3,021.00
Total $ 3,221.00
= $6,775 annual savings
= 210% R01
= .48 years payback
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V. BRANCH L'fYRARY
A. ANNUAL BENEFITS OF SYSTEM
Tangible
Current Annual
Costs
Staff terminal inquiry @ $ .17 per minute -X
6 minutes ',X $10,400 = $
10,608.00
Staff terminal hold placement @ $ .17 per minute
X 4 minutes
X 1,000
=
680.00
Staff terminal use for acquisition checking
@ $ .17 per minute
X 4 minutes ,; X 1,400 titles
=
952.00
Total
$
12,2 0.00
Projected Costs
- First Year
Staff terminal inquiry @ $ .17 per minute X
2 minutes * X 10,400
= $
3,536.00
Staff terminal hold placement @ $ .17 per minute
X 1 minute
X 1,000
=
170.00
Staff terminal use for acquisition checking
@ $ .17 per minute X
2 minutes * X 1,400 titles
--
476.00
Annual Dataline charges
600.00
Annual maintenance of terminal
588.00
Annual maintenance of modems
192.00
'
Total
$
5,562.00
Potential annual tangible benefit = current
costs -
projected costs
= $
6,678.00
Intan ibie
Lower sta f frustration
Improved service to public
More timely service to public
Better use of existing automated system
B. ANNUAL OPERATING COSTS
Annual maintenance on terminal
$
588.00
Annual maintenance on modems
192.00
Annual Dataline charges
600.00
Total
$
1,3 0.00
C. PROJECT DEVELOPMENT COSTS
Terminal purchase with modems $ 3,021.00
Telephone Dataline installation 200.00
Total 3,221.00
D. ANNUAL SAVINGS AND PAYBACK PERIOD
$6,678 - $1,380 = $5,298 annual savings
$5,298 / $3,221 = 164% Rot
$3,221 / $5,298 = .61 years payback
Staff Estimate
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COST BENEFIT ANALYSIS
A.
B.
Annual
C. Project
Payback
Annual
Operating
Development
Annual
R01
Period
Benefit
Cost
Cost
Savings
M
(years)
I. AUDIO-VISUAL DIVISION
11,707
$
2240
$ , 76 77
$�7
7i-2%
11. CIRCULATION
$ 35,469
$
1,310
$ 5,436
$34,159
628%
.16
111. REFERENCE
$ 20,398
$
780
$ 2,721
$19,618
721%
.14
IV. TECHNICAL SERVICES
$ 8,155
$
1,380
$ 3,221
$ 6,775
210%
.48
V. BRANCH
$ 6,678
$
1,380
$ 3,221
$ 5,298
164%
.61
TOTAL
$82,407
$
7,090
$21,276
$75,317
---
--
ANNUAL SAVINGS
$75,317
RETURN ON INVESTMENT
354%
! PAYBACK PERIOD
.28 years
4/16/84
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RESOLUTION NO. 7587
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD,
CALIFORNIA, AUTHORIZING PURCHASE OF COMPUTER TERMINALS,
AND A PRINTER AND APPROVING THE NECESSARY FUND TRANSFER.
WHEREAS, the City Council of the City of Carlsbad has determined that
it is desirable to trade in a lightpen terminal and a Digilog CRT and purchase
two CLSI Model 622 and three Model 802 computer terminals, and one CLSI Model
P2000 printer; and
WHEREAS, funds are available in the Library budget;
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of
Carlsbad, California, as follows:
1. That the above recitations are true and correct.
2. That Fund Transfer No. 71n referenced herein is approved. -
3. That the Purchasing Officer is hereby authorized and directed to
make a sole source purchase of five CLSI computer terminals and one CLSI
printer.
PASSED, APPROVED AND ADOPTED at a regular meeting of the Carlsbad
City Council, held on the 1st day of May , 1984, by the following
vote to wit:
AYES: Council Members Casler, LeAs, dick and Prescott
NOES: None
ABSENT: Council Member Kulchin
ATTEST:
&b&" W AZ'—tD��
ALE HA L. RAUTENKRANZ, City C er
(SEAL)
MARY H. CbSIER, Mayor
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April 16, 1984
TO: CITY
FROM: Finan
RECOMMENDATIONS OF COMPUTER ADVISORY COMMITTEE
The Computer Advisory Committee met on Thursday, April 12, 1984 to review and
take action on the following requests. We recommend that the City Manager
affirm the action of the Committee.
1) Request for computer equipment and software for Central Services:
Applications: Deed Index, Public Facilities Agreement Index, Future
Improvement Agreement Index, and several other index and tracking systems.
Hardware requested: Hewlette Packard 150 Micro Computer. 4
Software regbested: Data Base Manager.
I
r it: $5,565.
Funding: Funds are available within the Central Services budget for this
purpose.
Annual cost savings: $2,546
Payback period: 2.1 years
Committee action: The request was approved on the basis that as a stand
! alone application. The requested system has no substantial impact on the
long range plan we will be developing for computer systems. The files ,
propsoed do not require shared access with other departments. And, a manual
4 system presently in place has proven the need for the services described.
The return on investment and payback period are acceptable.
Z) Request for computer equipment and software from Library:
Applications: Upgrade of and addition to existing Library computer
a circulation system.
a
Hardware requested: Installation of three additional and two replacement
terminals and one printer at key locations in the Library.
Software requested: None.
Cost: $23,002
Funding: Thit purchase can be funded from savings in various Library budget
accounts.
Return on investment: 354% per year.
Payback period: .28 years
Committee action; The Library's request was approved by the committee
subject to Council approval of the necessary fund transfers. The Library
computer system is sufficient to absorb this growth without significant
impact on the existing computer hardware located in Oceanside. The return
on investment and payback periods are based on assumptions of the level of
activity and value of operator time which appear to be reasonable. The
requested increases are consistent with the purpose of the computerized
circulation system.
3) Request for computer equipment and software for Finance:
{ Applications: Computer graphics and access to computer spreadsheet residing
on the HP-3000.
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Hardware requested: Hewlette Packard 150 Micro Computer and graphics
plotter.
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f Software requested: Graphics software.
j Cost: $5,650.
Funding: Funds can be made available within the Finance Department budget.
Annual cost savings: $7,950
Payback period: .71 years
Committee action: The request was approved based on the general need for
computer graphics in many City departments and the continually increasing
need for Finance access to the computer spreadsheet model on the HP-3000
system. This request has little impact on the City's long range planning
process for computer usage. The addition of this micro computer increases
the availability of already existing tools and replaces the manual process
of preparing graphic presentations.
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4) Request for computer equipment and software for Purchasing:
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Applications: On line printing of purchase orders in the Purchasing
Department.
Hardware requested: Hewlette Packard Model 2932A printer.
Software requested: None.
Cost: $2,500.
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Funding: To be budgeted as part of the Purchasing Capital Outly requests
for 1984-85.
Return on Investment: 54%.
Payback period: 1.83 years.
Committee action: The Committee recommended that Purchasing include this
printer in the 1984-85 budget, but should defer purchasing until proper
software is in place. The software being installed for Finance can be
modified to inlcude the printing of purchase orders, but does not include
this capability as a standard feature. Before this request can be fully
approved, the cost of the associated software should be reviewed.
5) Request for approval of draft RFP for computer consulting services:
The Committee reviewed and approved the draft RFP for computer consulting
services. The Data Processing Manager will now distribute the RFP to
Interested parties. The Data Processing budget for 1984-85 will include
funding for this consultant. The cost of these services is unknown at this
time.
6) Request from'Data Processing for Committee approval of HP-3000 upgrade:
The Committee reviewed the Data Processing Manager's report on the condition
of the City's HP-3000 computer. The Committee agreed with the Data
Processing Manager's report and directed the DP manager to proceed with a
more detailed report and requst for system upgrade. The final report will
be submitted of the Committee and City Manager within two weeks.
7) Request for computer equipment and software for Fire Department:
Applications: Control and scheduling the fire inspection program,
maintenance of hose records and training records.
Hardware requested: Hewlette Packard 150 Micro Computer with printer and
modem.
Software requested: Data Base Manager and Spread Sheet.
Cost: $8,644.
Fundin : To be budgeted as part of the Fire Department Capital Outlay for
1984-85.
Return on Investment: 34% per year.
Payback period: 2.9 years.
Committee action: The request was approved on the basis that it is a stand
alone system which will control data which is of little interest to other
users. The implementation of this system has no impact on the HP-3000
computer system. The proposed system will replace manual systems presently
in existence for each proposed application. The return on investment and
payback period are a"eptable.
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