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Home My WebLink About2011-03-21 PacketCITY OF UKIAH CITY COUNCIL AGENDA Special Meeting Ukiah Valley Conference Center Chenin Blanc Room 200 S. School Street Ukiah, CA 95482 March 21, 2011 5:00 P.M. Technology Workshop ROLL CALL 2. WORK STUDY SESSION Council Will Have the Opportunity to Discuss, Consider, and Provide Direction to Staff on the Following Items: • Discussion of Government 2.0 • Progress Report on the Replacement of the Enterprise Resource Planning (ERP) / Financial Software System (See Attached Memo) • The Granicus Minutes/Video Program • Technology Based Outreach Solutions Currently in Use Including ListServe and CrimeReports • The New City Website Currently Under Development • Use of Technology Based Outreach and Communication Tools Including CitySourced and Social Media Sites • Discussion Regarding the Use of Technology Based Products Including Various Tablets And Laptops to Increase Efficiency, Access to Information, and Communications 3. FUTURE SPECIAL MEETING DATES Verbal Report by the City Manager Regarding Future Special Meeting Dates 4. PUBLIC COMMENT 5. ADJOURNMENT Please be advised that the City needs to be notified 24 hours in advance of a meeting if any specific accommodations or interpreter services are needed in order for you to attend. The City complies with ADA requirements and will attempt to reasonably accommodate individuals with disabilities upon request. Materials related to an item on this Agenda submitted to the City Council after distribution of the agenda packet are available for public inspection at the front counter at the Ukiah Civic Center, 300 Seminary Avenue, Ukiah, CA 95482, during normal business hours, Monday through Friday, 8:00 am to 5:00 pm I hereby certify under penalty of perjury under the laws of the State of California that the foregoing agenda was posted on the bulletin board at the main entrance of the City of Ukiah City Hall, located at 300 Seminary Avenue, Ukiah, California, not less than 24 hours prior to the meeting set forth on this agenda. Dated this 18th day of March, 2011. JoAnne M. Currie, City Clerk Office of the Finance Director City of Ukiah 300 Seminary Ave Ukiah, CA 95482 707-463-6220; FAX 463-6204 DATE: March 17, 2011 To: Jane Chambers, City Manager From: Gordon Elton, Finance Director RE: SOFTWARE PROJECT UPDATE Attached is Steven's summary of activities to date related to the software replacement project. Some of the information has already been shared with the Council. I asked Steven to begin preparing a monthly progress report to more formally document the process and inform you and the Council of the activities undertaken and planned. Since the Technology Workshop is scheduled for Monday, I'm submitting this report mid-month with the idea that it can be distributed to the Council in advance of the workshop on the 21 sc New information in the update reports on staff's positive experience at the County today. Both payroll and Accounts Payable staff visited the County and were very impressed with what they saw. To: Gordon Elton From: Steven Carmichael_„_ Re: New City-wide software Progress Report #1 In December, the City issued a Request for Proposal (RFP) for new City-wide software solution. While waiting for the RFP responses, staff held over 30 hours of meetings that included participation from all City departments. Staff developed a demo script for each vendor to utilize so that the same information was presented by both vendors. On January 20, the City received four bids. After 15 staff reviewed the proposals, the vendors were ranked and the top two vendors were invited to demonstrate their software for two days. We scheduled each demonstration to be presented during February and early March. Unfortunately, after Munis/Tyler demonstration, New World Systems (vendor who ranked second in RFP review) notified us that they were removing themselves from competition. We believe this withdrawal is due to New World having lost the last four California city competitions it has competed against Tyler/Munis. Those cities are San Marcos, Chino, Encinitas, Covina, Staff is in the process of doing extensive due diligence on the Munis product. A third day of hand-on usage occurred on 2/24/11. During March, staff has spent 2 additional days reviewing the software via interactive Webinars. Staff is now planning visit(s) to the County, March 17th and trips to Richmond CA (March 20-21) for financials and Hillsboro OR May 3rd to see the software for Utility Billing in operation. The County system runs on an Oracle data base platform, so the Munis software is older and contains much less functionality than the windows-based version that the City is reviewing. After our trip to the County the Payroll staff is very excited with all the additional functions. They feel they don't need to go to Richmond to see the additional functions. Our visit to Richmond is to see the General Ledger and Human Resources in the windows version so we can see the additional functions we are interested in. Staff has also planned a Webinar to discuss design of a new City of Ukiah Charts of Accounts and a more intensive review of the Budget module. To date, staff has been very impressed with the Munis software. The sophisticated software design, ease of use and functionalities has brought rave reviews from staff. After today's exciting visit to the County to review Payroll and Accounts Payable modules, the first question staff asked is, how fast can we get the new system installed. One of the most exciting capabilities is the ability to eliminate over 90% of the paper we currently print and store. Technology Workshop March 12 st, 2011 Resources • City web site: www.cityofukiah.com • City of Ukiah Council Meetings (Granicus): www.cityofukiah.com/pageserver/?page=council_agendas_upcoming • Subscribe to the City's listserv: www.cityofukiah.com/phplist/?p=subscribe • Granicus Web Site: www.granicus.com • CitySourced Web Site www.citysourced.com • DeepBlue Web Site Development www.deepblue.com City of Ukiah Technology Workshop March 21St, 2011 5PM - 7PM Welcome Discussion of Government 2.0 [5 min] Beginnings ListServe [2 min] CrimeReports [5 min] Next step Topics Granicus - What do we use it for today? What more can we use it for? [ 10 min] Social Media - Why is it important? What are the risks? What are the benefits? [ 15 min] CitySourced [10 min] New web site - Why a new site? What are the benefits? [5 min] Paperless Agenda - What is/are the issue(s)? What is the proposed solution? Why is this the solution for The City? [20 min] Questions [20 min]