HomeMy WebLinkAbout1984-11-06; City Council; 7932; DEVELOPMENT OF LONG RANGE PLAN FOR INFORMATION SYSTEMS.
rT Lt > 0 3 '
2 o
..
6
8
a
=! C, 2 3
CI-OF CARLSBAD - AGEND7:BILL I9
AB# 793 a TITLE: DEPT. Hi
MTG. 11-6-84 DEVELOPMENT OF LONG-RANGE CITY ATl
DEPT. cs CITY MG
RECOMMENDED ACTION:
PLAN FOR INFORMATION SYSTEMS
Adopt Resolution No, 777 a , approving the agreement with Arthur Young anc
Company to assist the City in the development of a long-range information
systems plan.
ITEM EXPLANATION
The City owns a Hewlett Packard (HP) 3000 minicomputer which currently runs
primarily the water billing and financial applications. Additional computer
support is being provided to a few City departments using HP and IBM
microcomputers with a variety of software packages. Requests for computer
equipment are increasing rapidly.
In an effort to place some controls on the computer requests, a Computer
Advisory Committee was formed. Members are: Jim Elliott, Roger Greer, Clif
Lange, Vince 3imno, Ron Beckman and Lee Rautenkranz.
After several meetings, the committee established a procedure which departme must follow to request the purchase of a microcomputer or a terminal to the
It soon became apparent, however, that additional expertise was needed to as
the committee in its review and analysis of the individual requests,
In addition, rather than approaching the requests on a piecemeal basis, the
Computer Advisory Committee determined that a City-wide plan addressing the
coordination of all segments of information processing would be beneficial t
Council and management.
Therefore, the Committee requested proposals from seven firms in an effort t
find a consultant who could provide the technical expertise on the myriad of
equipment and applications existing in the industry, with the first major ta
being the development of a long-range plan. It was also determined that the
plan should not narrowly focus on data processing, but should encompass othe
related areas of information processing including word processing.
Six of the seven firms responded with a proposal.
the Committee, the firm of Arthur Young was selected.
will provide for the completion of a long-range information systems plan.
FISCAL IMPACT
The cost for the agreement will not exceed $17,100.
Data Processing budget.
E XHI BI TS
1. Resolution No. 179 & approving an agreement with Arthur Young.
2. Memorandum dated November 6, 1984,
Following an evaluation b
The attached agreemen
Funds are available in
W T
-mamuM
November 6, 1984
To:
FROM : Lee Rautenkranz, Central Services Director
LDNGRAEaGE INFORMATION SYSTEMS PLAN
F’rank Mannen, Assistant City Manager/Administration
Recommendation :
Applrove an agreement with Arthur Young to assist city staff in preparing a long-range information systems plan for the city.
Background
The City owns a Hewlett Packard (Hp) 3000 minicomputer to assist with data processing needs. In addition, there are six microcomputers in various departments to supplement data processing demands. processing machines located throughout four departments. There are also seven word
While some of the equipment are called computers and some are called word
Though the amount of equipment currently in place at the city is
processors, they share one definition -- they are part of information
processing. relatively minimal, the demand is increasing daily for additional equipment and /or additional applications on existing equipment.
department oriented, but some have much broader implications. Some information would benefit only one department and other information needs to be accessible
to my departments by means of a data base.
Many requests are single
Therefore, the issues to be analyzed when evaluating a request for
microcomputer, a terminal to the 3000, or a software package are my, and complex. addressed. However, the needs of the departments are real and need to be
In an effort to give some guidance and degree of control to the many requests for equipment or applications, the Coquter Advisory Cornittee was
created. The imembers are: Jim Elliott, Cliff Lange, Vince Jimno, Ron Beclrman,
Roger Greer and Lee Rautenkranz. The connnittee initially created a form and process whereby departmnts must conplete a cost-benefit analysis to justify their requests. The requests are then analyzed by the connnittee.
The conunittee has been effective in establishing a degree of order to a However, the committee feels there is a There needs to be a plan developed situation which could be chaotic. deeper problem which needs to be resolved. which will show where the City is going with their automation. importantly, though, the plan mst be responsive to management needs. More
W Y
The committee believes a long-range information systems plan will result in
a documented plan which will:
1.
2. Standardize equipment
3.
4. Identify all applications
5.
6.
7.
8.
9. Provide a microcoquter policy
10.
11.
Avoid duplication of equipment and information
Identify mul-tiple applications which should be shared
Prioritize applications which should be implemented and eliminate
those which should not
Present a five year plan for implementing those applications
deemed imporrtant
Identify msts for implementation of each application
Identify implementation affects on staffing levels
Provide a plan based on maximum utilization of existing equipment
Provide a plan based on amrdination of equipment needs
The benefits of a long-range information plan will provide the above listed
advantages which will result in savings to the city in the future. Without the
plan, it would be difficult to avoid piecemal efforts by the departments to avail themselves of the advantages which can be provided by technology.
Therefore, in order to proceed with information services in an orderly,
coordinated, planned mer, it is necessary to acquire the expertise to
develop the long-range plan.
service.
Arthur Young has been selected to provide that
8- R9;t-n---i LEE RAUTENKRAN'Z,
Central Services Director
LR:kk
+
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
25 24
26
27
28
m 7
RESOLUTION NO. 7792
A RESOLUTION OF THE CITY OF CARLSBAD AUTHORIZING
THE MYOR TO EXECUTE AN AGREEMENT BETWEEN THE
CITY OF CARLSBAD AND ARTHUR YOUNG FOR THE
DEVELOPMENT OF A LONG-RANGE INFORMATION SYSTEMS PLAN
WHEREAS, the City of Carlsbad requires assistance in the development
long-range information systems plan; and
WHEREAS, the City requested proposals from several qualified firms c
of providing said service; and
WHEREAS, THE City evaluated all proposals received and determined th
proposal presented by Arthur Young meets the specifications and is in th
best interest ;
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Ca
as follows:
1. That the above recitations are true and correct.
2. That the agreement with Arthur Young, on file in the City Clerk
Office is hereby approved and the Mayor is authorized to execute said
agreement.
PASSED, APPROVED AND ADOPTED at a regular meeting of the City Counci
City of Carlsbad on the 6th day of November , 1984, by the follc
i vote, to wit:
AYES:
NOES: None
ABSENT: None
Council Mmbers Casler, Lewis, Kulchin, Chick and Prescoi
zF@dTir &.A/-
ATTEST:
(SEAL)