HomeMy WebLinkAbout21- Finance CITY-,OF SAN BERNARDINO REQUEST FOR COUNCIL ACTION
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From: BARBARA PACHON, DIRECTOR OF FINANCE Subject: AGREEMENT WITH ADAPTIVE INFO SYSTEMS
Dept: FINANCE
FOR DOCUMENT IMAGING
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Date: JANUARY 8, 1996
Synopsis of Previous Council action:
AN E1` 8 fit+ M1.3.'.tL4
Recommended motion:
Adopt Resolution
Signature
Contact person: Barbara Pachon, Director of Finance Phone:
Supporting data attached: Ward:
FUNDING REQUIREMENTS: Amount: $60,228.00
Source: (Acct. No.)
Acct. Description) /
Finance:Council Notes:Notes:
75-0262 Agenda Item No.d
CITY-OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
STAFF REPORT
One of the projects included in the FY 1995-96 budget for the
Finance Department was the purchase of a scanning system. A
scanning system would allow financial data from forms to be
electronically entered into the computer system rather than
manually by staff. The intent is to initially have the scanning
system set up and used by Finance for electronic payroll entry and
journal entry. This would free up a significant amount of a Clerks
time now being spent on data entry. Once the system is set up and
Finance Staff trained, uses for the scanner would be expanded into
other City Departments.
In researching scanning options available, both MIS and Finance
determined that expanding the agreement with Adaptive Information
Systems would be the best long term solution. Adaptive Information
Systems is the vendor who was awarded the contract to provide an
optical document imaging system for the Police Department and City
Clerk in August 1995. Purchasing the system from Adaptive
Information Systems will provide Finance with forms scanning
capabilities plus imaging. In addition, expanding the same imaging
system into the Finance Department eliminates compatibility and
integration issues with the existing systems. A single system also
saves the City money on maintenance.
The Finance Department's imaging station will have the same
capabilities as the Police Department's and City Clerk's stations
plus have the added ability of Optical Character Recognition (OCR)
for forms processing. OCR for forms is a full-featured Windows-
based software that only reads the data--not the lines, boxes, or
preprinted type on the forms that usually create recognition
errors. Once a form is scanned into the system, the OCR for forms
software allows the data to be easily reviewed, verified, and
corrected. The data is then automatically converted into plain
ASCII text for use in the financial application (payroll system,
general ledger, etc. ) .
An additional feature to getting this system is that the data is
then indexed and stored on optical discs. This feature will save
another $3, 000 per year in micro fiche costs for payroll
timesheets.
Initially Adaptive Information Systems quoted a price of $76, 807
for the Finance Department system. After negotiations they were
able to lower the price to $60, 228, taxes included. Since the cost
of this project is higher than what was anticipated in the budget,
funds will need to be rebudgeted to pay for this project.
Approved in the FY 1995-96 Non-Department budget is $100, 000
originally identified for upgrading the balance of the City
financial system (payroll, accounts receivable, fixed assets) .
Since it now appears that upgrading the balance of the financial
system will extend over two fiscal years, it is requested that
$501000 in the FY 1995-96 budget be approved to be expended on an
imaging system with OCR scanning. The remaining balance ($10, 300)
needed for the imaging system with OCR scanning will be funded from
budgeted monies in the MIS and Finance Department.
Preliminary discussions with CCS indicate that the balance of the
financial system upgrade will cost approximately $80, 000. If the
above rebudgeting is approved, there will be $50, 000 available in
the FY 1995-96 budget for this project. Approximately $30, 000 will
need to be budgeted in the FY 1996-97 budget to complete the
financial system upgrade.
It is recommended that the Mayor and Council approve the purchase
of an imaging system with OCR scanning for the Finance Department.