HomeMy WebLinkAbout33-City Administrator
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CITY OF SAN BERt(""' RDINO/~LREQUEST r )R COUNCIL ACTION
From:
James Robbins
Deputy City Administrator
City Administrator
Subject:
Authorize final payment for
services rendered by Peat
Marwick Main & Co.
Dept:
D~e: January 24, 1990
Synopsis of Previous Council action:
Resolution No. 88-400 adopted 10/24/88.
Recommended motion:
That the Mayor and Common Council accep~ the Comprehensive Study of
the City's Data Processing Needs and Five-Year Master Plan, and
authorize final payment for services rendered.
,'t
Signature
Contact person: James Robbins
Phone: 5122
Supporting data attached:
Yes
Ward:
FUNDING REQUIREMENTS:
Amount: $6,615.00
Source: (Acct. No.) 049-000-20125
(Acct. Description)
Contractual Retention Payable
Finance: ~ t) ~
Council Notes:
An"nti;! Itf!m No 33
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CITY OF SAN BERN RDINO - REQUEST r "R COUNCIL ACTION
STAFF REPORT
In October of 1988, the City entered into agreement with Peat
Marwick Main & Co. to complete a study of Data Processing
needs over the next five years. The project was a year long
effort. The resulting action plan would be used as a guide
for meeting needs. As the project was being completed, staff
had moved to respond to several items in the action plan.
The agreement called for Peat Marwick to assist in preparing
and completing a request for proposals on new hardware or
software. Additionally, staffing needs were to be analyzed
and the cost of implementing the plan. Immediate staffing
needs have been approved, increasing staff from four to
eight. However, as needs are now being met, the demand for
service will require additional staff as set forth in the
report.
As you will note, the chart regarding personnel needs project
an Information Department which would include not only Data
Processing but Telecommunications and Emergency operations.
This recommendation is similar to current conditions in that
the Deputy City Administrator directs the activities of Data
Processing, Telecommunications, and Emergency Services. The
recommendation calls for an additional person as Chief
Information Officer who would have oversight. Implementation
of this recommendation is a long range goal.
However, staffing, as noted above, continues to be an issue.
In the 1989-90 Budget, the Director had proposed 14
positions. In the final analysis staffing went from five to
four. As a result of staff changes and the report, needs
were reassessed. A revised staffing report was put forth and
as noted approved. When fully implemented in April, staffing
will be three programmers, two operators, one coordinator,
one clerical and one manager.
with new leadership, Data Processing staff are working
harder, accomplishing more and getting further behind in the
departmental demands for service. Departmental staff are
being trained to do reports at their locations to reduce
backlog. Twenty four hour operations need attention all of
the time, so Operators are called in during those times that
one is not on duty. The Mapping Computer needs minimally
full-time programming and backup to programmers for the City
and public safety systems. So, of the twelve positions
recommended in the proposed Data Processing portion of chart,
eight will be on-line in April and four additional will be
proposed in the 1990-91 budget cycle.
You will note 12 first priority items. Five were combined
into a Finance-Purchasing-Personnel Package. This became the
request for proposals Peat Marwick was to assist the City in
completing. As noted, the Fire item was taken care of prior
to receiving the plan. Funds for the Police item were
encumbered with the expectation of having that resolved
75-0264
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before June. Th~ Word Processing and Telem~_.agement items
were identified as needing assistance by Peat Marwick. The
Telemanagement proposal should be up for approval within the
next month and the Word Processing by April. The GIS - GDS
Program is being input to the equipment and is functional in
the Norton project area. The Permit Tracking System is in
development. Data Processing Staff is analyzing the needs
and preparing the software. It is anticipated some level of
service will be available when the departments are relocated
in the adjacent city building.
The primary action item is the financial system. A request
for proposals has been sent out with seven responses. Per
the agreement Peat Marwick has been the contact on this
project. Further information on this specific project will
be in a separate report.
The Hardware and Software Cost Estimates reflect
implementation of Phase 1 of the Action Plan. As noted, some
of those items have been acted upon. The Hazardous Materials
item (Cameo) has been purchased and is being used. The
Telecommunications item was budgeted into this year's budget.
The award of contract should be on your agenda within the
month. Police Word Processing funds have been encumbered
from last year and an award of contract should be in your
agenda within the next 60 days. Both Word Processing and
Financial should also be before you within the next 30 to 90
days. The funding for Word Processing and Financial
applications is proposed to be bond proceeds.
Staff is of the opinion that the initial project is now
completed.
It is requested that the Mayor and Common Council accept the
Comprehensive Study of the City's Data Processing Needs
and Five-Year Master Plan, and authorize final payment for
services rendered.
Filed: PEAT. AGREE
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_ Peat Marwick
Ce"ified Public Accountants
Peet Marwick Main" Co.
725 South Figueroa Street
Los Angeles. CA 90017
Telephone 213 972 4000
Telex 6831572 PMMLA
Cable Address VERIT A TEM
Telecopier 213 622 1217
November 28,1989.'"
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Mr. James E. Robbins
Deputy City Administrator
Administrative Services
City of San Bernardino
300 North "0" Street
San Bernardino. California 92418
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Dear James:
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This letter confIrms our completion of the original systems project to assist the City of San
Bernardino update its Computer Systems Master PIan. We helped the City and
specifIcally, the Data Processing Committee evaluate your present computer systems,
detennine and prioritize your information systems needs, analyze alternatives and develop
detailed specifications for the financial system replacement
We worked closely with you and the departmental representatives in interviews. data
gathering and in establishing a prioritization of your system needs. We are now working
with the City on the evaluation and selection of a new fInancial system and in the
specification. selection and implementation of both a telemanagement and word processing
system.
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Enclosed are copies of the deliverables from the completed project. We look forward to
further assisting the City of San Bernardino with its information systems requirements. If
you have any questions. please feel free to call me on (213) 955-8924 or Ken Benson on
(213) 955-8944.
Very truly yours. Q. /'
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KLB:rbc
cc: Thomas Snow
Kenneth Benson
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PHASE 1 ACTION PLAN ITEMS
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Hardware and Software Cost EstiDates
June 20. 1989
Application
Word processing/Office Automation
Accounting - General ledger, Accounts
payable, Accounts receivable, budget,
Payroll
Police Word processing
Hazardous Materials
Telecommunications
Total Estimated Cost for Phase 1
Estimated Cost
$250,000 -' $260,000
$440,000 - $550,000
$ 80,000 - $100,000
$ 15,000 - $ 20,000
$ 24,000 - $ 40,000
$809,000 - $970,000
Note - costs assume new hardware will be required; also, costs do not
include implementation costs.
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City of San Bernardino
Synopsis of Alt.rnativ. Solutiona
Th. attach.d ar. alt.rnativ. solutions to the City of San Bernardino syse..
requir...nes. A bri.f d.scripeion of .ach follows:
Altarnat:iv_ l'
This is a loos.ly d.c.ntraliz.d approach to the City's data proc.ssing n.eds.
In this alt.rnativ., different proc.ssors (minico~ut.rs) will b. able to
communicat. with the host computer (.ainfr...) .nd with ..ch oth.r. Each
proc.ssor will h.v. its own dat. .nd it. own n.ework. E.ch will b. linked to
the ..inframe .nd oth.r minicomput.rs vi. a Wide Ar.. N.ework (WAN) .nd have
the .bility to int.r.ct with dat. on th... .cc....d proc...or.. Acc.ss fro.
the .inicomputer. to the n.ework will b. provided throulh .y.t.m ..curity
sofew.re .nd/or oth.r periph.r.l device..
Alternative 2:
Thi. hybrid n.ework .ppro.ch incorpor.t.. minicomput.r., . ..infr... .nd
.icrocomputer. (PC) .. .n int.gr.ted .It.rnativ. to the City'. dat.
proce.sing n..ds. Sp.cific dep.rtment.l .pplic.tiona will b. .cc....d on
d.p.rtm.nt.l microcomputer.. Th... microproc...or. vill b. link.d tog.th.r
within the dep.rtment on .n .. n.ed.d b..i. vi. . .t.ndardiz.d Loc.l Are.
N.twork (LAN). E.ch microcomputer will h.v. the c.p.bility of communicating
with the mainfr... and/or oth.r applic.bl. minicomput.r. throulh a Wide Area
Neework (WAN). To provide additional ..curity .nd comp.tibility, .ccess to
.nd fro. the n.ework will b. provid.d by . bridg. (bl.ck box). Additionally.
acc... in and out of this hybrid n.ework will b. controll.d by a mod..
pooling d.vice tied to the ..infr.... To .void r.dundancy of dat., c.rtain
comaon dat.b.... .nd .pplic.tion. will b. int.gr.t.d .nd .cc....d fro. the
..infr... .nd/or minicomputer.. Sp.cific ..naitiv. .nd r..trict.d Fire and
Polic. .pplic.tiona and dat. vill b. .cc....d by tho.. dep.rtment. vi. a
s.p.r.t. microcomput.r LAN or minicomput.r .nvironaent.
Al t.rn.ti ve 3:
In .lternative thr.., ~.t .pplic.tions would op.r.te c.ntr.liz.d .nd/or
st.ndalone. Mlcrocomputers will b. u..d for sp.ci.liz.d .pplic.tions in each
d.p.rtm.nt. Co.-unlc.tion. b.tw..n syst.m. will conai.t of b.cking up files
on . m.dl. (floppy dl.k, t.p., .tc.) .nd th.n uplo.ding to the .ppropriate
.icrocomput.r. Two .inl-computers ti.d tog.th.r vill provide speci.l
.pplic.tions to the polic. .nd fir. d.p.rtment. .nd continu. .s . st.ndalone
syst.m. T.rminal. ti.d dir.ctly to the ..infr... vill service .11 other
applic.tions. A mini-computer with the Ceob... .y.te. will b. ti.d to the
..infr... .nd .cc....d vi. the ..infr....
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City of Sau Bernardino
Alternatiye CoDllpratioDs
AdYalltaps ud DisadYallta'e5
Below are summarized the primary advantages and disadvantages posed by the alternative
computer system configurations.
Alternative 1
This configuration implies the development of many applications on several mini computers
communicating with a mainframe computer. Given the sometimes limited availability of
integrated software that could run in this environment, it is likely that many applications
would have to be custom developed to meet the specific information processing
requirements of the City. The general advantages and disadvantages to this configuration
would be:
Advantaves - Alternative 1
Significant processing power may be made available to the users on high
capacity equipment
Integration among system applications would be made available through the
wide area network.
Disadvantaies - Alternative 1
In order to accomplish an integrated system network, many applications
would have to be custom developed.
Greater costs for programming of custom developed software than would be
incurred if implementing a package software system.
Greater costs for maintaining and upgrading custom developed software than
would be incurred if maintaining a package software system (where vendors
are devoted to improving programs and providing that continuing
maintenance ).
Tools for performing ad hoc reponing or data base manipulation tend to be
more complex for users to learn in order to prepare specialized reports or
analyses. Mini computer system database management tools typically require
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extensive training and knowledge of computer systems and programs in order ]
to develop specialized reports.
Lack of flexIbility in providing the many data processing services that. are 1
available in the personal computer world. Data processing capabilities are
limited to only those applications that run on these mini or mainframe 1
computer platforms.
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Alternative 2
This configuration provides the greatest variety of system applications within an integrated
network. Unique user applications can be ~ccommodated on personal computers and
networked to provide access to applications on other systems. The benefits and
disadvantages to this configuration are:
Advantag:es . Alternative 2
The local area networks provide efficient processing of localized applications.
The wide area networks provide effective integration of numerous
applications providing information a~ss to a wide variety of users.
Processing power is segregated among various applications, providing the
users greater control to allocate the utilization of the computer system
resource.
Users can seize the benefits of many applications provided on the personal
computer platforms.
Network configurations provide for system security control and backup.
Police and Fire applications are provided with a dedicated and secure
processing environment with links to suppon highly specialized word
processing and repon development applications.
Personal computers can be used as local processors for specialized operations
and also used as peripherals to other systems utilizing the local and wide
area networks.
Personal computers are provided to allow a~ss to public and private
database services.
The mapping system, a resource intensive processing application, IS
maintained on a dedicated processor.
Disadvantaies . Alternative 2
Complex networking equipment and trained staff are required to support the
ongoing operation of the system network.
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Alternative 3
This coDfiguratioa provides primary data processing applications through a centralized
system, augmented by various standalone mini and penonal computers for standalone, non-
integrated applications. The advantages and disadvantages to this configuration are:
Advantaies . Alternative 3
Specialized applications can be obtained for users in package solutions.
Main computer applications are provided through a centralized system.
Disadvanta~es . Alternative 3
In addition to many of the disadvantages cited in Alternative 1, the disadvantages
in this alternative are:
Many applications are not integrated, thereby resulting in a lack of access to
impanant information processing applications.
Penonal computers are provided on a standalone basis, whereby no network
suppan can be provided 'to ensure system security, backup, and suppan.
Standalone systems cannot seize the benefits of electronic mail and other
valuable network capabilities.
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