04-10-1995 Council Packet - Laserfiche WebLink

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Request for Council Action continued page 2 of 2 April 7, 1995 Financial Reporting and Information Systems Recommendation substantial. Subsequently, due partially to a new cost allocation formula and partially to an effort to be more cost competitive, LOGIS proposed a 40% cost reduction. This substantially narrowed the cost differential. However, even with the LOGIS cost reduction, the payback period for the initial purchase of the hardware and software is five years; at which time the annual savings with the in-house system versus LOGIS is projected to be $13,000. Costs The transition to an in-house system would bring a number of responsibilities and activities in- house that are currently handled by LOGIS. The key area of responsibility is the administration of the Local Area Network and managing the in-house software systems. These new responsibilities will be added to the duties of several current staff. The in-house option cost projection includes costs related to estimated pay level increases for three staff whose duties would change significantly with the change to an in-house system. The actual pay levels would be determined through both internal and external comparisons. The internal comparison would compare the level of responsibility and level of knowledge required of these positions with other positions in the city. The external comparison would involve an analysis of the pay levels of similar positions in other cities. Although significant further analysis is needed to determine the extent of the pay level increases, a "not to e.xceed" pay level increase was included in the analysis to ensure an accurate cost comparison with the LOGIS system. Staff Recommendation It is staffs recommendation that an in-house information system be installed to replace the LOGIS system for all information processing needs except those of the Police Department. The Police Department has a police records system through LOGIS. The current analysis and recommendation do not address options for the police records system. COUNCIL ACTION REQUESTED Options for Council action. A. Motion to approve/disapprove the staff recommendation. If approve, authorize staff to move ahead to implement the recommendation. B. If there are questions or concerns that cannot be addressed at this meeting. Council may wish to schedule another opportunity for additional discussion prior to making a decision.