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11/20/1995 CONF MTG - 4889� ` CffY OF FRIDLEY CITY COUNCIL CONFERENCE MEETING NOVEMBER 20, 1995 - 7:30 P.M. CONFERENCE ROOM A (UPPER LEVEL) 1. Southwest Quadrant. 2. 1995 Information Systems Plan. 3. Proposal for Property Ordinance Amendments. � _ � Community Development Department PLANNING DIVISION City of Fridley DATE: November 16, 1995 �/�. I� TO: William Burns, City Manager � FROM: SUBJECT: Barbara Dacy, Community Development Director Southwest Quadrant Rottlund has been asked to develop an alternative site presented at Monday's City Council Conference meeting. of reevaluation of the site plan came after talking to Councilmembers Jorgenson and Bolkcom to identify their if the senior condominiums were not constructed. plan to be The idea concerns Abandoning the senior condominium element seemed to equate to not providing affordable owner-occupied housing for seniors in the community. Therefore, Rottlund has been asked to develop another alternative which would substitute one-story attached or detached moderately priced townhomes {$90,000 -$120,000) for the two- story detached townhomes. Secondly, the plan would be revised on the east side of 3rd Street near University Avenue to reflect one of the two following options: 1. Adding more eight-story units in the location of where the senior condominiums were to be located in the northeast part of the site; or 2. Reserving the northeast part of the site for senior rental units. After receiving Rottlund's site plan, an economic analysis will be conducted to determine the surplus/deficit of the project. Another concern which was identified is the lack of public input if the senior condominium element is abandoned. If the plan is revised significantly, it should be reviewed once more by the Planning Commission, a public hearing conducted, and then resubmitted to the City Council. These meetings could easily occur during the Winter months, and the developer could complete its plan preparation in time for Spring construction. > Southwest Quadrant November 16, 1995 Page 2 Summarv Rottlund will be submitting the revised site plan on Friday, November 17th. Todd Stutz will be present Monday evening to answer detailed questions about the plan. In the meantime, I will coordinate the economic analysis and provide any additional feedback about site plan issues prior to Monday's meeting. BD/dw. M-95-581 cc: Housing & Redevelopment Authority Members ' Cf1Y dF FRIDLEY 1995 lnformation Systems Plan • • F� e i o Z y Information S stems Y Five Year Plan Summary � x-,:,,b � ^'i S c� � �' ��i., � . �x �; ; 13: �t: � �� : f t � �: � ` ,,.;? ��:;�; �_==�� 4�.. � � x; � ,t � �,�,: .: ... , • - - he sed ln t nc to e U 1 ::::: Co e ts b _ p _ , , , ::::.:� �::::::::::�..�:.:.:.:.�::..:..:. :�:{}��:::��r��::.�: ex anslon o o u� in o�mation 1 -:��.:�::�r.::�:. .� .f .f ::„:;za;z�i?:. . .`;��. �; ^�:2. :::�#:::::::� �k � ; ::� :::.:::::::::��: n etwo lnternet � .. : ��,,,��,i��r�" - • - - : illlll�iiliilill� � s � �% #H819 i13169i19t,,,:: r !��11��!l�7�1 �3;; t��; ��;s;H��,: ; /�%�,-,,::,,�� ;�„ff� � • .;. {�;: ,��______ Office Software Package , �, ■ City Wide GlS ■ City Wide Document Imaging ■ City Wide Desktop Publishing ■ Public Access through the use of both the internet and telephone technologies ■ Financia! Software 1 1 es o va�ious conce �s � Use of the Internet The internet wou/d al/ow for a communication link that wou/d greatly expand our e-mail capabilities and provide access to the World Wide Web. Information from businesses, universities and all units of government can be accessed through telecommunications. Our connection to the internet would be through the County. lt would provide access to a number of other data sources such as regional police records and property data. ■ Wide Area Network ■ This concept would allow communications between /ocal area networks. ■ Connections would be to the various locations listed below using modems and telecommunications — Municipa/ garage — Springbrook Nature Center — Senior Center — Liquor Operations — Satellite Fire Stations — Professional Service Providers Uses of various concepts(con't.) P.C. IVetwork The P. C... network would allow the sharing of modems, printers and databases on P. C.'s and mini-computers. All P. C.'s would be operating as a local area network at the following locations: � Municipal Center • Municipal Garage • Springbrook Nature Center • Liquor Store ■ Office Software ■ This product would allow the use of word processing, spreadsheeting, presentation and database software to be acquired as one package and shared through the network. This practice would help in keeping down the cost of this type of software. Fifty licenses are projected to be acquired and loaded to a file server for simultaneous use by any PC that is running in a windows environment. ■ CAD ■ Computer aided drafting and design( CAD) is used to prepare contract documents, plans and speci�cations that are used in many of the Citys improvement projects. The system greatiy improves the accuracy and e�ciency with which pians are prepared. This form of mapping provides easy archiving of the information and accessibility for the public in the future. Use of va�ious concepts(con't.) ------------------------------------------------------------------------ Telephone / Integrated �Voice Response This technology would include iwo types of equipment. First we would allow customers to call a prerecorded message to gain information about various city services 24 hours a day. It would a/so allow a controlled access to various data bases in the PC network. This type of service would allow customers to inquire about information that is determined to be Public Data. Citizens would be ab/e to search their own special assessments or utility billing informaiion, enter utility billing readings, read public reports such as Council Minutes, or it would be possibie to have a City Web page on the Internet. ■ Financial Software ■ The �nancial package that is currently instal/ed, is on the Mini Computer and provides access to all departments. This allows many work functions to be decentralized providing more information to departments on a timely basis. !n the future more work will be done to decentralize even more of these functions to make financial information even more assessab/e. �i , ' _ i:4.: • • �:�:•,l:u:•:4:•ii��;: 'c't<: S � at`Z o n 9 i � � no 1 1 ! 1 C � �ste�s P an The Fo�lowin Detail o the g Ci t o Fridle 's 1995 y � I n o�a tion S s tems Plan y rovides detailed in or�nation b p y De artrnen t. A surnma a e p �J p g o the cost b de artment and y p ear is rovided o a e 45. y p pg �,: �:<;.�; � r r � �; � . � � '� ,�: .s �� s' » �.�;�.:: �`,,.....,. � _ � � �:xs , �� : .' s ' < ��.`>: � 3 � ;�;;�>:;.;:. � �,� � � _�� : .. .., �w� � � 3 a?. .. `'' � ,t � � ' IS Plan Technology Benefit Matriz TECHNOLOGY INTERNAL BENEFTTS EXTERNAL BENEFTTS PC Network - shares modems, printers, and - locai networks at each off-site databases location - windows environment, user friendly - more fax capabilities Wide Area - connects off-site PC networks - provides opportunity to Network sharellink to internal pertinent data Internet - electronic mail and - information is obtained from a communication world-wide wide selection of external sources, - connect with outside consultants i.e. other cities, NLC, LMC for memos, resolutions, - information may be accessed by spreadsheets, etc. general public with proper security - streamline many research - connection with other police, processes planning, engineering, and finance departments - saves time calling and playing "phone tag° Imaging - documents will be scanned and - residents may view and download stored electronically documents from home - seazch and retrieval speed will be - public can obtain copies of greatly increased documents faster - storage and viewing of City - public can view plans at an"info documents, i.e. codes, Charter, kiosk" agendas, packet info - link with GIS plotter to print - data can be accessed to mesh requested documents (documents with GIS applications must cunently leave the building - building plans will be preserved for duplication) forever - customers have immediate access to information requested Office Software - combines word processing, - public meeting presentations spreadsheets, database, and more coherent and interesting presentations - better presentations means more - loaded on the network, less streamlined meetings licenses needed - more cross-training of employees - integration of calendaring for scheduling meetings - increased employee productivity , ' Telephone/IVR - saves stafftime answering calls - 24 hour access to information, - provides means of providing voice mail, and entry of citizen consistent information data - used heavily for recreation and utility billing - post job openings and requirements Public Access - improves customer service image - can be gained from any number of the City of sources - broadens access to City Hall Personnel System - linked to finance and payroll - provides applicant tracking, job classification and descriptions, administrative functions, employee evaluation information Wireless - access police record system, - officers on the street would be Communication other agencies, and the GIS system able to provide more and better from the squad cars information to the citizens - reduce time to and from the - officers can spend more time on station for paperwork and filing the street and less time in the office Financial Software - disseminates financial and budget data. to departments SCADA - fast, accurate notification of - faster resumption of services water or sewer system breakdown after water or sewer system - centralized and accurate water breakdown and sewer system data collection - lower utility bills, lowers and analysis operating costs - efficient water system operation CADD - easy and fast preparation of - fast access to record drawings (Computer aided construction documents from - better presentation materials drafting and design) existing data and collected field data - allows for efficient changes to plans and exhibits - enhanced accuracy - easy manipulation of plans and data - easy, long-lasting archiving of record drawings - information easy to share with other governments agencies or consultants GIS - storage of information by parcel - public access of information via - analysis of information by parcel dedicated terminals and Internet and other means: - faster analysis of information and - Housing condition by unit type, response to citizen requests, less value, and age person hours are required to do - Park service areas; numbers of analysis children - track citizen survey responses - Number of parcels affected by - tracks progress of housing new shoreland ordinance condition and neighborhood - Number of multiple and single improvement or decline family units serviced in each - saves money producing color recycling district maps in house - Location of civil defense sirens - better understanding of the in relationship with buildings to be demographic impacts to City evacuated - improves ability to develop - Age, race, income analysis of the programs to respond to City neighborhood issues - Analysis of housing condition - graphically presents information and code enforcement complaints for ea.sier comprehension - Number of large lots to be - tracking of hazardous material affected by potential accessory spills to determine community structure ordinance impact - Location of hazardous material - improved road improvement generators planning - Display of City by potitical - identification of parcels inctuded district in various local and federal - Location of building permit programs activity - Increases efficiency with analyzing delivery routes, snowplow routes, etc. - Storage and analysis of road information - Storage of and analysis of utility information - Provides broad range of data as customer service information to residents, developers, and the City Council - allows graphic display of analysis - generation of mailing lists - storage of business information by type of business Desktop Publishing - allows publication of newsletters, - information is presented in a promotional materials, program clear, concise, and interesting brochures, etc. manner -cost savings doing work "in house" CITY OF FRIDLEY 1995 INFORMATION SYSTEMS PLAN January 1, 1995 TABLE OF CONTENTS SECTION �� ' PAGE ! INTRODUCTION AND OBJECI'IVES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 IS Committee Mission Statement . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 IS Policies and Procedures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 INFORMATION SYSTEMS PLANNING PHILOSOPHIES . . . . . . . . . . . . . . . . . . . . . . 4 ISSUES AND ASSUMPTIONS ........................................... Administrative System Hardware Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . Of�ce Automation Tools . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . System Connectiviry ............................................... DataUsage ..................................................... Data Communications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . PCs as Workstations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Wiring........................................................ Parcel Databases . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . File Storage on the Administrative System . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Optical Disk Storage . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Role of the MIS Staff . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Maintenance on PCs and Related Hardware . . . . . . . . . . . . . . . . . . . . . . . . . . . . CIJRRENT STATUS AND FU'1'(JRE NEEDS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Hardware Profile . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . SoftwarePro�le ................................................. CITY COUNCIL ............................................... CTTY MANAGEMENT . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . COMMIJNITY DEVELOPMENT . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . FINANCE ..................................................... FIRE........................................................ POLICE...................................................... PUBLIC WORKS ............................................... RECREATION-AND NATUR.AL RESOURCE . . . . . . . . . . . . . . . . . . . . . . . . 6 6 6 6 7 9 9 10 10 11 11 11 11 12 13 15 18 20 22 24 31 33 35 39 SUMMARY OF THE INFORMA'ITON SYS'TEMS FLAN . . . . . . . . . . . . . . . . . . . . . . 42 SUMMARY OF THE COST ESTIMATES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44 APPENDIX A. INFORMATION SYSTEMS PLAN DETAIL . . . . . . . . . . . . . . . . . . A-1 APPENDIX B. DETAIL COST ESTIMA'TES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . B-1 � � I. INTRODUCTION AND OBJECTIVES � In 1990, Chapel Consulting was engaged to assist the City of Fridley in planning for, acquiring , and implementing new information processing systems. The 1990 Information Systems Plan is one of the outcomes of that engagement. In 1994, the City formed an Information Systems Committee and gave this Committee the task of updating the Information Systems Plan. This � plan was prepared to guide the City in continuing its ongoing efforts to upgrade its information systems. It contains a long-range plan for information systems at the City and is based on the City's 1988 and 1990 systems plans but it has been updated to reflect the computer , irnprovements the City has made since 1988, the changes in the data processing marketplace and City Management's changing perceptions towards computers. ' The objectives of information systems at the City are to: o Provide better and faster information to improve the decision-making process at the City. o Meet the information needs of property owners and residents in the City. o Improve the efficiency and productivity of City employees. o Operate efficient and cost effective information systems. These goals are very broad in nature and, by themselves, do not give the City a specific action plan for data processing. However, they do seive as a guide in formulating a specific information systems plan. The plan presented in this report lays out an evolutionary path to be followed by the City. lfiis approach will allow the City to react to changes in computer technology and the changing requirements within the City government. This process of defining broad, long- range goals and specific short and intermediate term plans allows the City to stage enhancements to the information systems as technology proves effective. The plan presented in this report covers the years 1995 through 1999. Each year, the � Information Systems Committee should-update.this plan by reviewing its progress against the plan, reassessing its needs and surveying the marketplace for new and effective uses of computer technology. � The Information Systems Committee mission statement is stated on the next page. Following is a list of policies and procedures compiled by the Information Systems Committee and adopted ' in 1995. � � ■_J ' � � 5. When PC software training is required, it will be acquired through the department, tutorials or classroom instruction. Each department is responsible for the funding of this training unless there is a City-wide upgrade of software, in which case the IS fund will budget for the training. � 6. Each department is responsible for their own PC backups. One backup should be performed weekly on tape. Another should be performed monthly to diskettes. A master backup of important documents should be performed annually and stored offsite. The MIS � Division is responsible for mini-computer backups, computer hardware repairs, disk preventive maintenance and secondary software support. 7. The City buys software from outside vendors whenever possible. Softwaze should only be written in-house for simple programs or when nothing is available on the market or is cost prohibitive. Purchased software -is easier to maintain and support than software written in- house. 8. The City uses licensed copies of all software, according to the licensing agreement of the software manufacturer. The Ciry does not allow use of software employees bring in from home nor the use of City purchased software for use at home. Each department is responsible for policing its own use of licensed software. 9. Diskettes that are brought to the City after being used in any outside computer must be checked in with the MIS Division. The media will be scanned for viruses that can destroy networked data. If a virus is detected, the media will not be used. 10. The City allows the use of portable PC hardware to be checked out of the MIS Division by ernployees for use at home. Any other use of City computer hardware at horne is prohibited. 3 II. INFORMATION SYSTEMS PLAN�IING PHILOSOPHIES The objective of any information systems planning process is to ensure that the most cost- effective information handling tools are in the hands of computer users when they need them. This means: 1) anticipating the tools that will be needed and when they will be needed and 2) anticipating the timing of the delivery of these tools by the information processing industry. These overall philosophies break down into general strategies that were used to develop the specific action steps in this plan. These strategies are: ' � � � o Wherever possible, place the data and the information processing tools in the hands of , and under the control of those who will use them to serve the citizens. This approach: - Eliminates the errors and delays caused by handling data in multiple departments. - Usuaily provides greater responsiveness to the citizens. - Allows individuat departments to go at their own pace in applying computers to their operations. - Distributes knowledge and confidence in information systems across a greater number of people rather than concentrating it. ' - Makes departments more accountable for data processing expenditures. o Concentrate data and share infvrmation processing resources only when two or more departments need access to the same data. o Use systems which are relatively easy to operate and manage. This is especially true with regard to local area networks and data communications in general. o Acquire predeveloped software to meet most requirements. Avoid modifying this software, unless absolutely necessary. This approach aimost always results in higher quality, better documented software more quickly and at a lower cost. o Develop software in-house only for those applications which are unique and/or very simple. Use database management software and fourth generation languages to create portable, user-friendly software. o Choose technolagy that is in the mainstream of technological development or which is likely to become part of the technological mainstream. o If a purchase of computer technology can be postponed without adversely affecring a department's ability to perform its function, do so because the technology will be cheaper and more powerful in the future. n � � '� ' o When purchasing preprogrammed software, acquire only widely used, proven packages supplied and supported by financially stable vendors. o Use the same version of software whenever possible. Standardization simplifies sharing of information within and between departments and also simplies internal support. o Acquire software upgrades when beneficial to the majority of nsers or when support for a version is no longer available. o Provide access to adequate training for all departments using new software. Training is vital to the successful implementation of software, but is often inadequate due to budget constraints. o Develop a contingency plan to protect the City in the event a software or hardware , supplier discontinues support or goes out of business. In the case of a software vendor, one strategy is to acquire software only when the vendor is willing to provide access to source code. � These strategies were used to develop the specifics of the City of Fridley Information Systems Plan. Additional assumptions include: � o The plan addresses every need presented by the departments. The importance of any specific need and its eventual inclusion or exclusion in the actual plan should and will � be tested in the budgeting process just as any other need is tested there. o No department is favored over another. o The planning time frame is five years. l_J � 5 III. I5SUES AND ASSUMPTIONS Administrative System Hardware Con� urg ation The Administrative System is based on an IBM AS/400 multi-user computer. The City's need for sophisticated software dictated that a multi-user computer be acquired. The most powerful, flexible and easy to use software is designed to run on multi-user computers. The IBM AS/400 is a mini-computer that can be upgraded easily from one model of CPU to another without changing the operating system. IBM is also expanding its hardware compatibility to the future of client/server computing and network PC �le serving. With these types of upward growth paths available with the IBM AS/400, the City doesn't envision replacement of the hardware in the next five years. There are hardware and software upgrades planned and budgeted for within the next five years as new techonologies emerge on the AS/400 platform. Office Automation Tools 'The City currently makes moderate use of the office automation tools residing on the AS/400. These tools include electronic mail, calendaring and to sorne extend word prQCessing. The City also uses office automation tools residing on PCs including word processing, spreadsheeting, and to some extent presentations software. The City needs to assess the feasibility of making more efficient use of these tools and plan to incorporate and entire office product that includes all of these tools. Svstem Connectivitv Where practical, the City should link individual systems in use. This includes most of the PCs, the Administrative System, the GIS and the POS system. By linking this hardware together, the City can share peripheral devices - printers, plotters, disk and tape drives. More significantly, by connecting these individual computers and workstations, the Ciry can implement applications which share data among departments and across hardware platforms. The City has accomplished this using the AS400 token ring network and should continue to connect other systems in the future. The Administrative System plays a major role in achieving this connectivity. It serves as the network controller, managing> communications between all of the PCs, printers and dedicated workstations attached to the system. The data usage table on the next two pages shows the level of sharing of data between departments. The City's information systems will be more efficient and effective if this data sharing is accomplished automatically and in a method transparent to users. C� � DATA USAGE � a � � � 0 o � � � a� � � � � o � Q °' .� c� �s � e°�o ,�, � U � "� � � � a � � � � O � 3 � � � � `� a a a °�' � � ' Data Base U U Cg !� G�. �: �; [i. a° a w Budgetary Accounting Data ,/ ,/ ,/ ,/ ,/ ,/ ,/ ,/ ✓ ,/ Payroll Accounting Data �/ �/ Cash Accounting Data �/ Vendor Data �/ ./ �/ ,/ �/ ./ ./ ./ ./ ✓ Ut�ity Customer Data �/ ./ Licensing Data �/ ./ ./ Asset Data ,/ ,/ Citizen Services Data ,/ ,/ �/ ./ ./ ,/ ,/ ,/ IIectronic Ma� �/ �/ ./ ./ ./ ./ ./ �/ ✓ ,/ ,/ Document Indexes �/ �/ �/ Land Management Data ./ �/ ./ ./ ./ �/ ./ ✓ Special Assessments Data �/ ./ Tax Assessing Data ✓ ✓ ✓ Ma�ling Lists ✓ ✓ ✓ ✓ ✓ Personnel Data �/ �/ Pemut Inspection Data ,/ �/ Rental Inspedion Data �/ ./ Fire Incident Data �/ Equipment Management Data �/ �/ ./ Fire Training Data �/ Hazardous Material Data �/ �/ Liquor Store Cash Aocounting Data ./ ./ Liquor Store Sales Analysis Data ./ ./ DATA USAGE � a � � '�'o a � � ° a i � a a�i > �v � o a � � � ��j ;-, � A N � a' C � � � � U ►� ''� � � � � � , � � o V �i ^�7 � � c��S' � y U "'� U .�i j�.+' Fa .= .� Data Base U U � c� G�, c� c£ !_, a° a tz Liquor Store Inventory Data � � Police Incident Data � Police Contact Data � Police Case Management Data � � GIS Data � � � � � � Warehouse Parts Data � Gas Usage Data � Storm Water Run Off Data � Work Order Data � � StreetJInfrastrudure Data � Project Management Data � Water Well Data � Class Registration Data � Team and League Data � 7 � � The City currently does not require a PC LAN to link its PCs together. However, all software , currently is required to run on the AS/400 mini-computer. 1fie Recreation Department's new class registration software budgeted in 1995 may require that a PC LAN be installed or an upgrade to the AS/400 hardware to allow PC files to be retrieved efficiently. This will require ' the MIS staff to learn to operate and administer an additional operating environment. A separate network may be required at the City Public Works Garage and the City Nature Center in the future. Data Communications The City has a significant requirement for data communications between computers at City Hall and systems located elsewhere. Whenever possible, the City uses the Administrative System as the data communications controller. This system is equipped with data communications software and a medium speed modem for communications over a voice grade dial up telephone line. This capability is used by the Recreation Department to link the PC at the Nature Center with City Hall. The link between the Senior Citizen Center and City Hall has not been completed yet. The Councilmembers, city attorneys and liquor store use data communication for messaging. The City Manager will use it to access remote databases at the Metropolitan Council and other organizations. The Public Safety System will also run on the Administrative System's hardware and will be equipped with a data communications link to the State CJIS. The Fire Department has added a line for a terminal from the County 911 dispatching center. Both the Police and Fire Departments plan to add laptop computers to emergency vehicles that will have the ability to interface with the City's information systems and Anoka County Dispatch. The City is participating in the Minnesota STARS project along with Anoka County. They currently have plans to connect with Anoka County via high speed communication lines to obtain parcel information. The City will be using the County connection to the Internet and has included hardware needed for this connecrion in this plan. Other plans currently being worked on include the T�vin Cities Free-Net. This is a project where all governments in the metropolitan area would consolidate their data for public access through one telephone number. The Committee will evaluate public access to City databases to minimize opportunities for abuse. Release of information will be dictated by the Minnesota Data Practices Act. In the future, the Committee will evaluate usage of ISDN services offered by the telephone company. PCs as Workstations Many of the PCs are ' Administrative System. Administrative System. ' ' equipped with terminal emulation software and attached to the This allows them to be used to run applications designed for the E The workstation is designed to run in background so the user can "hot key" between their PC application and the Administrative System. With the Administrative System being used as the server for printing, it is necessary to have the network software running in background. This is causing speed and memory problems in the 80286 PCs with 640k memory. The City is in the process of replacing these PCs with a con�guration with more memory to allow "hot keying" between PC applications and the Administrative System. The City should configure its future PCs planning to take advantage of client-server technolo�y. Within the next five years, the City will move from DOS based PC software applications to Windows based PC software applications. Wirin The existing wiring-installed as a part.of the telephone system was used to connect workstations and printers to the Administrative System.. This wiring is unshielded twisted pair and the network is running about four times slower than it would if the wiring were shielded twisted pair. If the City were to replace this wiring, it should be with shielded wire. This is not within the next five years. Parcel Databases Several departments at the City use land related data. The parcel databases in use today or planned for the future are: - Street address / polling place cross reference - Appraisal database - Property sales tracking - Special assessments - Permit histoty - Fire management - Police recordkeeping/incident analysis - GIS base maps - Storm water runoff - Streets/infrastructure management The major advantage of a consolidated.parcel database is the elimination of confusion caused by contradictions in redundant versions of the same basic data. Multiple databases also require extra clerical time to maintain the redundant data. More computer storage and power is required to maintain multiple databases. Sometimes, it is easier to study land related issues when atl parcel data is stored in a single database. There are both technical and organization problems related to a consolidated parcel database. System design, hardware performance and system compatibi�ity are all difficult issues. The City has already experienced one of the more perple�ng organizational issues - how to motivate a department to maintain data which they do not use. It would be easy for a single, consolidated parcet database to quickly become obsolete because various departments in the City are not keeping the data current. 10 The Ciry has a link to the County of Anoka for on-line access to parcel information. The Assessing Division is planning on yearly data updates from the County on diskette. The City should continue to use separate parcel databases in each department. These databases will reside on a variety of hardware platforms - the Administrative System, PCs and the GIS. The City should take care to ensure that all of these parcel databases include the parcel identification number as a common reference. By doing this, the City will be able to use the GIS as a tool to perform ad hoc analyses and display data from one or more parcel databases. File Storage on the Administrative System The City should use the Administrative System to store important data now being stored on PCs. This practice will make it much faster and easier to create backup copies of this data. The City may automate backups of PCs even further by either purchasing a PC file server or upgrading the AS/400 file server. Optical Disk Storage ' Opticai disk technology is a new form of computer storage medium. It can store very large amounts of data and provide fairly rapid access to that data. It has the potential for use at the City to store historical data that is currently not be retained (for example, building permit history). It could also be used to store police incident history data. It may be possible to use ' it to store images of archived documents, eliminating the need to retain the original hard copies of the documents (this use is still being evaluated by the State Archivist). ' Optical disk devices will be available for m�t computers in the future. Today, use of these devices is limited because of a lack of software and high cost. In the future, optical disl�s will be common as these problems aze resolved. The City is planning for the use of optical disk � , , . technology in 1995. Role of the MIS Staff The MIS staff will continue its role as support staff and system managers. Over the next five years, several small applications will be developed by the City NIIS staff as needed. These will usually be developed using a database management system or COBOL. In the future, a new fourth generation programming language may be considered for purchase. The staff will continue to manage the Administrative S�stem, performing system backups and other "housekeeping" activides. The staff will play a lead role in implementing new systems as they are acquired or developed. Maintenance on PCs and Related Hardware The City forgos hardware maintenance contracts on any new PC equipment it acquires. Instead, '' it budgets an amount each year for repair of these PCs. Some years, the City will not spend all of the money budgeted; other years, it will spend more. This amount will be reviewed as historical experience dictates. Over the long run, the City w711 come out ahead by paying for the '' repair of PCs as they need it. The City could save even more by training an MIS sta.ff person to perform some simple repairs without outside assistance. � 11 ' IV. CURRENT STATUS AND FUTURE NEEDS , ❑ This section presents the current status of automation in each department. The requirements , for new hardware and software are also described here. The tables on the next �ve pages summarize this information. They show a high level summary � of the current and projected 1999 status of information systems. This is an update of the original 1990 plan. A detailed description of each department follows the tables. �, 12 ' u ' ' , , ' ' , ' � ' L� , �I , ' 4� I ' �_J � ' � v � -n ?i -n ?i � ii ?� mv � vm C� n n � � � m m D D D D D < � < � � � � � m � m m m m m 000 � O � 7D � � i i t i i mmm � n � � � — �� n D � z z m,= z � �, _ �, � .� � o -� � -� � � i � o n N � i i "' v, 7 N 3 Z N _ � � j � � � �. � � 3 � O � � (Q y � � � � � W A W W W A O i� � * N y fn �� Z � Op �T�f I\ � N I 1 I I I w i I I I I I D D C� � �-�� ze� � m � z � � W � � N N N W W I s'� � * N � � N N!�► J V.J J J w J N J� J J N! J J S. � A N °�.�� °�� .��. � ��.�.�.�� s. � � p � � y � A „3y � � t�j � � 'd ��p 7 � N fD � � O il� � {Il � y C• � t�A (�O j�j t�A 7 O/ a. 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(� x O � (Q .. 7 �� Tl �� N � �� <o 3 m� 3 � fi? � � � � O � co to � � O 0 0 -" o � � <o � � O � m � O � r m ' � ' ' , ' , ' V �� i ' '' 0 � � _ a N C 'D 'D � � � � � C'. � ; � � � �v � � � � D C� � � � � �� Z Z z �� (D !v ' p' � A�i 1 (p � j � � � � ' c/�� cn�(� �(�� cn� L�fllp�� O � O �*• � � pi � O � � ��p O � fl- � fl- N j� �Q a � AQ7 �- Q ��}'y � � �p � ? CnSp � (�jD 5�� `� � � �. � �� •� C� N. . � (Q 7 (a 7 dl C(Q 3 �� Q 7� r �Q tQ j (fl .* r► (Q U (Q i11 � N� W N � �� D �- � v �� . ��. ��. ��.�z N� N� N� 7� —I� .. r. � " � �� 0 o cfl o � -� c� � � 3 �C m� � m �z c� �� n � � � � � �� o �� o �� o �� o � a fl. � a a �� ai�s� `3� $'��i � o $ � s C � ��. ��. ��, �� c�� c�� c�aoc�� N fl' y � � � � �. � �. �� . � �-�'zm < � �� 5�� y 3.D:�. o � m m c� m 0 0 "" � o � � p > > > C m� �o <o � � `° � O o � g � � � O � � m v O � � m A. CITY COUNCIL At their request, Councilmembers will be supplied with computer hardware and software by the City. Some Councilmembers are using their own computers while conducting City business. These Councilmembers use their PCs primarily for word processing. The City will supply each Councilmember with word processing software and data communications capability and communication software to view and send data on the Administrative System. Electronic Mail The Council, City Manager, the Assistant to the City Manager, all department managers and staff inembers are using PC Support Messaging to send short messages to any user on the Administrative System. This is in place of using Electronic Mail at this time because of hardware constraints. It requires data communication capabilities from the Councilmembers' PCs. The City will make available to each Councilmember the software and hardware needed to use PC Support Messaging. It is the opinion of this department that the current messaging system is sufficient, however the city should change to a Windows environment. 2. Word Processin� City Councilmembers have the ability to create memorandums and other correspondence to staff people and Fridiey residents. They can sign onto the Administrative System to store and retrieve word processing documents related to City matters. The City will make available to Councilmembers the current word processing software being used by City staff to enable Council to prepare memorandums and other correspondence. 3. Citizen Seroices Trackin� The data processing staff has developed a citizen seivices tracking module used to record calls for service by Fridley residents. The software is also used to track the action taken by City staff in relation to the request. On a regular basis, the Public Information Specialist collects calls for service data from the various departments within the City and prepares a report for review by City Council. The software is meeting the.cunent -needs of the City. The citizen services tracking should be accomplished using the Code Enforcement module on the Administrative System. This will make it easier to share its use arnong Councilmembers and all departments within the City. 4. Mailing List Mana e� ment It is the opinion of this department that the amount of requests for mailing list contacts for the City Council are not of the magnitude to warrant development of an automated system at this time. In addition to the mailing lists that can be created by using the word processing program, the Administrative System and the GIS system could be ased to . generate needed mailing lists. F�'� � ' I' S. Document Archivin� �' The Council has the ability to .identify and retrieve specific dacuments which reference a particular subject. Tfiis can be accomplished through the City Manager's office or by the clerk's index software in use by the Ciry Clerk. Optical imaging technology planned �� for use by the City Clerk beginning in 1995 will replace the Clerk's Index software. �' I' ' ' ' � 19 B. CITY MANAGEMENT This department coordinates the activities of other departments, does program analysis, supports the City Council and administers the City's personnel and public access television functions. They use word processing, spreadsheeting, comparable worth, and desk top publishing software, as well as the HTE personnel module on the Administrative System. 1. Personnel This department uses the HTE personnel module to manage personnel data. This software works in combination with the payroll module to provide a complete payrolUpersonnel systern. The personnel software runs on the Administrative System. Due to the confidential nature of the material stored on the payroll/personnel system, only certain staff inembers• have access-to certain components of this system. It is not anticipated that any�changes�or additions will>be made to the current payroll/personnel system. 2. Electronic Mail The Council, City Manager, the Assistant to the City Manager and all department managers are using PC Support Messaging to send short messages to any user on the Administrative System. This is in place of using Electronic Mail at this time because of hardware constraints. It requires data communication capabilities from the Councilmembers' PCs. Some staff inembers within the department do use electronic mail in addition to PC Support Messaging. It is the opinion of this department that the current messaging system is sufficient, however, the City should change to a Windows environment. 3. Word ProcessinQ The department uses WordPerfect extensively. This software is a vety effective word processing tool. The City should continue to use this software, changing to a Windows environment. 4. Citizen�Services-Trackin� �° The City Manager's office makes limited use of the citizen services tracking module described in the City Council requirements. Calls for service generated within the City Manager's office are either transferred to another department within the City for action, or the information or material requested is provided at the tirne the request is made. Tfie City should use the HTE Code Enforcement module to enter this information and generate reports. 5. Mailin��List Mana ement It is the opinion of this department that the amount of requests for mailing list contacts are not of the magnitude to warrant development of an automated system. It is thought that word processing software in combination with access to files on the Administrative 20 � � System and the GIS System are sufficient tools to prepare any mailing lists that may be needed. 6. Financial Analysis � It is necessary for the City Manager to have the means to prepare a variety of reports analyzing fund and budgetary accounting data. The fund and budgetary accounting system has the capability to organize the data for easy extraction and analysis. The City '� Manager and the Finance Department have the ability to perform analyses using the reporting capabilities built into the new system. Staff also is able to use the report generator and spreadsheeting to prepare reports. � Staff uses the HTE GMBA module to prepare departmental budgets. 7. Access to Remote Databases The City Manager would like the ability to access data stored on other computers ��' outside the City. This includes economic and demographic data stored at the Metropolitan Council, the University of Minnesota and other locations. This can be met by using the communications capability in the Finance Department which would also enable City Councilmembers and other City staff to have access. Optionally, a modem � can be purchased for the City Manager with an additional telephone line. In the future, a connection to the Internet will be acquired. 8. SQreadsheeting ,� The department uses Lotus 1-2-3 for a variety of analyses. This is an effective spreadsheeting tool and the City should continue to use it, changing to a Windows environment. 9. Desktop Publishin�(DTP� � The City is using .PageMaker DTP software. This software is adequate and no changes are needed except to update the program as necessary. It is important that the software and hardware<-keep up with � technology changes to ensure the effectiveness of this tool. ' One possible upgrade �would - be the inclusion of CD Rom technology for reference materials, etc. 10. Of�ce Automation There are many features of the AS\400--Office Vision that are not currently used by this ' department. Staff would like to work with the NIIS staff to determine possible beneficial uses of this system. ' ' 21 G COMMUNITY DEVELOPMENT This department is responsible for land use planning, building permit issuance and inspection, code enforcement, and housing programs administered by the HRA. It uses the hardware and software to run contractor Iicensing, permitting, word processing, and spreadsheeting. 1. Contractor Licensin� This department uses the HTE Building Permit module to monitor licenses to contractors doing business in the City. However, the licenses are issued by the Licen�e Clerk by hand because the software does not issue through Building Permits to Occupational Licenses. This amounts to about 3001icenses per year. 2. Zonin� History The department desires to store and report on all land use and development permits affecting each parcel, including variances, rezonings, lot splits, plats, vacations and special use permits. The land use history will be cataloged using data base software and using the PIN number to link the information to the Land file in HTE. This information will be stored at the GIS Workstation for cross-referencing use. This information will be updated when new applications are received and processed. The HTE Building Permit module also has the capability to store building permit history on each parcel. However, the Inspection Division is not fully utilizing these capabilities because of staffing constraints. Another concern is the amount of history required for efficient use. It is the feeling of the Inspection Secretary that all history back to 1949 should be stored on optical imaging for effective use. T1�e City should include this department in its city-wide implementation of imaging technology. 3. Permit Inspection Tracking I Permit History HTE Building Permit module has the capabitiry to track permits and inspection activities. When a permit is issued, it is set up in the system. Inspections can be scheduled in the system. As inspections are performed, they can be logged to the computer. After final inspection and approval;.. the system_�can°.print. a certificate of occupancy. The system is capable of generating�a•>variety of° reports=summarizing permit and inspection activity. It can be used to track inspections for many types of permits issued by the City, including electrical, heating, plumbing, sign, moving, etc. 4. Code Enforcement The Department is interested in purchasing a Code Enforcement module to assist in tracking code violations and nuisance abatement cases. This will streamline the inspection and notification process. This process is currently completed manually. The module should have the capability of storing history associated with code enforcement and linking the HTE Land Management module. 22 � � 5. Spreadsheeting The Housing Coordinator uses Lotus 1-2-3 to develop amortization schedules for loan programs. In addition, Lotus would also be used to develop pro formas for the Scattered Site Acquisition Program. The City should continue to use this software, changing to a Windows environment. 6. Housi� and Redevelopment A modification to the HTE Land Management module was installed to track liens for the Housing Program. Special studies may require the use of Query or dBase. 7. GIS / ArcView This department will �be establishing a GIS workstation in 1994. ArcView software will be used extensively for data analysis. 8. Electronic Mail 'This department uses PC Support Messaging to send short messages to any user on the Administrative System. This is in place of using Electronic Mail at this time because of hardware constraints. The department is able to save word processing documents on the Administrative System for others to use. The City should change to a Windows environment. 9. Bud�eting The Community Development Director uses the HTE GMBA �inodule to prepare department budgets. 10. Citizen Services Trackin� The Community Development Department makes limited use of the citizen services �' , tracking module described in the City.Council requirements. The City should use the � HTE Code E�forcement�.module-to�enter this.information and generate reports. 11. Word Processin� The department uses WordPerfect extensively. This software is a very effective word processing tool. The City should continue to use it changing to a Windows environment. �� ' 23 D. FINANCE This department consists of several function areas - Accounting, Assessing, City Clerk, Liquor and MIS. Computer hardware is used to run a variery of software - fund/budgetary accounting and reporting, payroll, cash disbursements, utility billing, asset accounting, word processing, spreadsheeting, graphics, clerk's indexing, records retention, residential sales, tax assessing, land management and special assessments. ACCOUNTTNG 1. Fund/Budget Accounting; and Reporting H'TE GMBA is used to store account balances, appropriations and transaction detail for the current year: - It also stores .prior: years . account balances. It provides fund and encumbrance �accounting� capabilities:and �through its budgeting capabilities allows each department can enter and maintain its budget requests during the budget process. This module accepts automatic posting from Utility Billing, Payroll, Misceilaneous Receivables and Cash Receipting. It may soon accept automatic posting from the Recreation Registradon module. A wide variety of financial and budget comparison reports are available. A report generator is included, however is cumbersome to use due to the layout of the data files. It allows for separate accounting for the HRA. This module interacts with Lotus 1-2-3, passing data to and accepting data from the spreadsheet software. The Budget module allows security for each department, causing the module to be somewhat complicated. 2. Payroll HTE Payroll generates pay checks and stubs and maintains month-to-date and year-to- date pay and withholding data from each employee. It also generates a direct deposit file that is transferred to diskette and delivered to the bank. It allows for a wide variety of pay and withholding categories. The module automatically generates a batch for GMBA with each payroll allocating all personnel expenses based on the distribution of wages to departments. :_ The module. is capable. of calculating and reporting accrued vacation, annual-and wellness leave time and.converting these accounts to dollars at year end. The mo�dule,tracks Medicaresand�FTCA_income and properly reports these amounts on W2 form� at year end:: Periodic�reports: for:PERA, unemployment, and year end IRS reporting are prepared on magnetic media. The module also budgets all personnel costs based on current employees, their characteristics and future hiring plans. There is separate payroll library for the HRA. 3. Cash Disbursement This portion of HTE GMBA is used to generate checks to vendors. It stores information on payments due to vendors and the history of payments made to each vendor. .As invoices are entered, verification is made that the invoice is not a duplicate. The capability of matching the invoice with an open purchase order exists, but is not used at this time. Checks and remittance advises for invoices are printed as they become 24 due or on demand. Invoices entered are automatically posted to project costing when appropriate. 4. Cash Recei� HTE Cash Receipts module allows for on-line entry of cash receipts at the customer secvice counter and in the accounting office. Cash receipts are for utility bills, recreation activities, permits, fines, etc. Receipts are printed by the system when required. A terminal is attached to a cash box to provide for automated cash control. As each cash receipt is entered, the amount, receipt type code, general ledger number, utility customer number, and operator id are entered. The module verifies the data and creates a cash receipts transaction file for subsequent updating of Utility Billing and fund/budget accounting modules. The cash receipt terminal is equipped with an OCR scanner to speed entry of utility cash receipts:= This module updates in batch mode rather than on- line, making inquiries more difficult. . 5. Accounts Receivable The HTE Miscellaneous Receivable module is used to prepare invoices, statements and maintain an accounts receivable ledger. It will track deposits collected and create a disbursement batch for deposits being refunded. It will generate past due statements on demand. It is integrated with the cash receipts and fund/budgetary accounting modules for cash accounting. 6. Utility Billing HTE Utility Billing calculates and bills for utility services: water, sewer, storm water and recycling. Utility customer data is entered for new customers and automatically updated as usage data is entered. Usage history will be stored for verification of new meter read "reasonableness" and for customer usage analysis. Utility bills are printed with OCR codes to speed entry of utility cash receipts. Interfaces with Land Management module for address and location information. The City should investigate using voice response (VRU) technolo� with Utility Billing.: 7. Asset Accountin� = HTE Asset Accounting was purchased but has not been implemented ye� lfiis module will be used to track the location, cost, insured value and acquisition history of each major asset owned by the city. It would be capable of calculating depreciation expense amounts for assets held in enterprise funds. Currently, the City is using dBase III to account for assets and a LOTtJS 1-2-3 spreadsheet to calculate depreciation. 8. Project Costin� ' Several departments use the fund/budgetary accounting software to maintain project job cost information. The accounting staff and individuals coding invoices are responsible for maintaining the integrity of this information. The HTE fund/budgetary accounting � � 25 module has this project costing component. Project costing is achieved using a general ledger chart of accounts and the project portion of HTE GMBA. 9. Financial Reporting This department is responsible for the preparation of the annual City financial statement. They currently rely heavily on manual entry of financial numbers into spreadsheet software. It needs a tool to automate the transfer of numbers from the financial system into a presentable document. 10. Bud eg t Preparation This department is responsible for the preparation of the annual City budget. Staff uses the H'I'E GMBA module to-prepare _its�division budget. 11. Electronic Mail This department uses PC Support Messaging to send short messages to any user on the Administrative System. This is in place of using Electronic Mail at this time because of hardware constraints. The department is able to save word processing documents on the Administrative System for others to use. The City should continue to use this software, changing to a Windows environment. 12. Word Processin� The department uses WordPerfect extensively. This software is a very effective word processing tool. The City should continue to use it, changing to a Windows environment:� 13. Spreadsheeting The department uses Lotus 1-2-3 e�ctensively. This is an effective spreadsheeting tool and the City should continue to use it, changing to a Windows environment. 14. Graphics The department uses�I3acvard Graphics;�software occasionally. Tfiis software meets the department's need and should not be changed. 15. Citizen Services Trackin� This department rarely uses the Citizen Services S�stem. This software was written in Paradox and runs on personal computers. The City should use the HTE Code Enforcement module. 'r•T� [� 1 16. Print Shop�Calendaring,� , This department uses Print Shop software to create department calendars. This software is meeting the department's needs, but using the Calendaring function on the Administrative System might better meet the department needs. � 17. Investments ' This department uses TRACS investment software, which is communication software linking to a database of securities and yields for investments. An interface with the HTE GMBA module for automatic �ournal entnes for investment amount exists but is not ' used at this time. This system replaces the manual system of relying on brokers for investment information. It is currently meeting the needs of the department and should not be changed. , � � ' ASSESSING 1. A�praisal Database The City has direct on-line access to the County appraisal database. Assessing can enter property changes and generate reports directly. The City should work with the County to modify the City's eldsting database to receive automatic updates from the County. Other departments will use this property data as well. 2. Residential Sales � Assessing uses the Residential Sales System to store and analyLe real property sales data. The data is used primarily to appraise property using the. comparable sales method. It is wntten in Paradox and the database is stored on the AS400. 3. Word Processing The department uses WordPerfect extensively. This software is a very effective word processing tool. The City should continue to use it, changing to a Windows environment. 4. Spreadsheeting The department uses Lotus 1-2-3 extensively. Tfiis is an effective spreadsheeting tool and the City should continue to use it, changing to a Windows environment. S. Electronic Mail This department uses PC Support Messaging to send short messages to any user on the Administrative System. This is in place of using Electronic Mail at this time because of hardware constraints. The department is able to save word processing documents on the Administrative System for others to use: The City should continue to use this software, changing to a Windows environment. 27 6. Ta�c Assessin� This system will be used in conjunction with GIS and a VRU. It duplicates the County information, but needs to be maintained separately to keep the data as current as possible. 7. Land Management The Assessing Division is responsible for maintaining any address changes received from the County in HTE Land Management module. They will also maintain any PIN splits in the same module. 'This way, there will be only one department maintaining the changes for all departments. The Land Management module interfaces with Utitiry Billing, Building Permits, Occupational Licensing and Miscellaneous Receivables in regards to tocation=identification�numbers, zip codes files etc. 8. �cial Assessments A Special Assessments module was written by the data processing staff in COBOL. Currently, Special Assessments is being run on the Police System. It meets the City's needs but is will need to be either written for the AS400 hardware or a package will need to be purchased from a vendor when the police acquire their new system. The Accounting staff receives a number af requests for assessment searches. The public car� access this information themselves for a nominai charge. 9. Budgeting Staff uses the HTE GMBA module to prepare its division budget. CITY CLERK Business Licensine The HTE business licensing system generates licenses on demand and maintains a file of licenses issued... The system uses an. "alI-in-one" license form. It creates new licenses in response��to operator:entry.�of data.x It>is capable of printing lists of licenses due for renewal. These: capabilities- enhances the- ability of staff to monitor business license activity in the City. Licenses due for renewal are still being processed manually because the existing paper applications keep more information which is required by the Police Department. 2. Electronic Mail This department uses PC Support Messaging to send short messages to any user on the Administrative System. T'�is is in place of using Eiectronic Mail at this time because of hardware constraints. The department is able to save word processing documents on the Administrative System for others �xo use. The City should continue to use this software, changing to a Windows environment. � �� ' � 3. Word Processing The department uses WordPerfect extensively. This software is a very effective word processing tool. The City should continue to use it, changing to a Windows emrironment. 4. Spreadsheetine The department uses Lotus 1-2-3 extensively. This is an effective spreadsheering tool and the City should continue to use it, changing to a Windows environment. 5. Clerk's Index ' The City Clerk uses Clerk's Index software for indexing the minutes of City meetings and other documents.�� It works in-combination with the word processing software already in , use. It allows anyone � to quickly : search minutes of Council meetings to find all references to specific topics or individuals. This software runs on the Clerk's PC. It may be possible to run it on the Administrative System in the future for all department's ' access. In the future, the optical imaging technology may be able to replace this software. � 6. Document Archivine The Records Coordinator uses two databases to index the City central document files. i' These databases were developed using dBase III Plus. This combination of software is adequate for indexing the document files.. The ability of bar coding the documents for -- location tracking would be desirable, however, the department feels the City is too small � to take full advantage of this feature. The City may be able to justify using an automated document archiving system. The City has been investigating automated document archiving system for some time. These systems consist of a storage device (usually optical disk), a scanner for digitizing images of documents, a monitor for viewing archived documents, a printer for reproducing archived documents and a PC with software for indexing and managing the archived documents. The.City should investigate-its options. 7. Stre�t Address-/_Polling Place Gross Reference The Ciry Clerk is responsible for identifying the precinct number, ward number and all other political districts for each parcel in the Ciry. In addition, the City Clerk must be able to identify the polling place for each parcel. This is being accomplished using the Land Management Module of HTE software on the Administrative System. 8. Budgeting Staff uses the �-TTE GMBA module to prepare its division budget. � � 29 LI UOR 1. POS System The Point of Sale System, purchased through RDS and Tomax, consists of PCs, counter scanners, cash registers, printers and software at each liquor store. They are linked together for consolidated reporting. The software is capable of providing full inventory control, purchasing, sales analysis, profitability analysis and point-of-sale transaction processing capabiiities. There also is a modem connection to the City for reporting capabilities. This system needs to be analyzed for space requirements in the future and possible replacement of software and hardware, including printers. This software has not been upgraded since it was purchased and the City shouid keep it upgraded for efficiency. 2. Word Processin� The departrnent uses WordPerfect occasionatly. This software is a very effective word processing tool. The City should continue to use it, changing to a windows enviranment. 3. Spreadsheeting The department uses Lotus 1-2-3 occasionally. This is an effective spreadsheeting tool and the City should continue to use it, changing to a Windows environment. 4. Electronic Mail This department uses PC Support Messaging to send short messages to any user on the � f Administrative System. This is in piace of using Electronic Mail at this time because of hardware constraints. The department is able to save word processiiig"documents on the Administrative System for others to use. The City should continue to use this software, changing to a Windows environment. 5. Desk Top Publishin� This department�uses�Express �.Publisher�desk top publishing software to make liquor store advertisements: -�This �sofiware:is mee.ting the department's needs and should not be changed. 6. Print Shop This department uses Print Shop software to make simple liquor store advertisements. This software is meeting the departmenYs needs and shouid not be changed. 7. Bud eting Staff uses the HTE GMBA module to prepare its division budget. 30 � ' E. FIRE � The department uses software called Proberchief running on a personal computer to perform several functions. It stores and reports data on incidents, fire�ghter activity and training records. It prepares a variety of incident and personnel reports, some of which ' are used to prepare MFIRS reports. This system is also used for MFIRS reporting on diskette to the State. ' � ' � � 1. Fire Reporting Proberchief is meeting the department's needs at this time, but the system slows down as more data is entered. Records should be left on-line and not stored on tape for research and property. history. purposes. The department is in the process of evaluating new software with the:Police,Department as:part of the Public Safety software the City is scheduled to purchase in �1995. 2. Inspections Currently inspections are handled manually and with the City Request for Secvice software. 1fie department will process inspections with Proberchief until HTE Code Enforcement module is operational in early 1995. This madule will also be used for the rental housing inspections. The Deputy Fire Chief should have access to this information from a PC on his desk. 3. 911 Data Communications Interface ' Currently, the County 911 dispatcher radios or telephones emergency calls to the Fridley Fire Department along with an automatic printout to a county terminal that resides in the Fire Department. This link to the County also allows hmited inquiry into the County '' database and reporting for entry of some information into Proberchief. The city should continue to use this interface, attempting to link with the new Public Safety System. � � ' , 4. Equipment Mana ement Proberchief�has•�a�.module-�ta:maintain equipment and maintenance records on the equipment-�he=�iepartment�uses: -This -module of Proberchief will be used on the 286 located in the full-time firefighters' office. S. Personnel Training Recordkeeping Proberchief includes a module that allows tracking of fire personnel training. It currentiy meets the needs of the department, however as new data is added regularly, the system does slow down considerably. These records will be included in the new Public Safety System. � 31 6. Hazardous Materials Database The department uses an Apple Macintosh to run hazardous materiats database software called CAMEO. A new computer is scheduled to replace the Macintosh for running CAMEO, changing to a DOS Windows environment. 7. Satellite Fire Station Communications The department needs to communicate with its satellite fire stations and share data. Currently, there is no computer equipment located at either of the two satellite stations. The city should place PCs and printers at each station with modem communications to the main station. 8. Word Processin� The department uses WordPerfect, which is a very effective word processing tool for their needs. The City should continue to use it, changing to a Windows environment. 9. �readsheeting The department uses Lotus 1-2-3 occasionally. This is an effective spreadsheeting tool and the City should continue to use it, changing to a Windows environment. 10. Electronic Mail This department uses PC Support Messaging to send short messages to any user on the Administrative System. Tfiis is in place of using Electronic Mail at this time because of - hardware constraints. The department is able to save word processing documents on the Administrative System for others to use. The City should continue to use this software, changing to a Windows environment. 11. Bud�g Staff uses the HTE GMBA module to prepare its department budget. 12. Citizen Services Trackin�-: : The Fire Department uses the citizen services tracking module described in the City Council requirements. The City should use the HTE Code Enforcement module to enter this information and generate reports. K�� ' , F. � � POLICE The department is currently using the ENFORS system to provide incident and other recordkeeping and reporting. This system is also used to communicate with and update the State CJIS. It operates as a stand-alone public safety system. This system includes a TI 990/12 minicomputer and dedicated workstations. The editor is being used as a word processor for investigation reports. The PC hardware is used for word processing, spreadsheeting, building securiry and activity analysis. The City is replacing this system in 1995. 1. Police Recordkeeping and Reportin�/State Crime Computer Network Data Communications Interface The new Public • Safety- system-: will include modules for recordkeeping, reporting, ' property, personnel and.training; case management and scheduling. It will have data communications to the State of Minnesota for CJIS and Anoka County for CAD. The Computer Aided Dispatch connection will be able to transfer data directly to the records '' module along with the ability to display this information in the squad cars on mobile data terminals (NIDTs), migrating to laptops. The system will also include facsimile and interface with the City's GIS for crime analysis, accident data, etc. 2. Ima 'n Currently, all police reports are hand-written by police officers and retyped by office technicians. This procedure should be automated by� entering the data from reports on a computer system with retrieval using imaging. 1fie city wide plans for imaging include the Police Department. 3. Business Contacts Commercial properties in the City should be indexed on a system which contains names and phone numbers of key individuals to be contacted in case of emergencies outside of normal working hours. Special instruction may need to be added to this file. The department performs this task using Word Perfect. Further automation of this file will increase the efficiency of � the staff :by making it easier to maintain. 4. Mailing List Mana e�ment This department uses WordPerfect to handle its large database of Block Captains in its crime watch program. This procedure should be further automated by acquiring this information using the city's GIS. This department will be a major user of the Geographical Information System. S. uipment Management The Police Department will participate in a Ciry wide equipment management system. 1fie system should contain only basic maintenance and usage information. ��j 6. Multi-Jurisdiction Access The department may be able to access the records of other jurisdictions who plan to cooperate in the development of such a program. This effort is in the broad planning stages at this time and the estimates of cost are very imprecise. This capability is still being discussed at meetings. 7. Word ProcessinQ The department uses WordPerfect. This software is a very effective word processing tool. The City should continue to use it, changing to a Windows environment. 8. Spreadsheetin� The department�uses Lotns:l-2-3-occasionally. This is an effective spreadsheeting tool and the City should continue to use it, changing to a Windows environment. 9. Electronic Mail This department uses PC Support Messaging to send short messages to any user on the Administrative System. This is in place of using Electronic Mail at this time because of hardware constraints. The department is able to save word processing documents on the Administrative System for others to use. With the acquisition of a new Public Safery System, upgraded hardware will allow full electronic mail capabilities. 10. Building Securitv This PC based system is used to monitor and control the automated building security system. This system is adequate however occasional upgrades are planned for additional doors. 11. Desktop Publishing The use of desktop publishing has grown.in the City and there is the need for easier access to another;.station:� .; Gurrently,-. there -is one station in City Management and one in Recreation:::;:This department:would=make-good use of the software and will print to the printer located in City Management. 12. Budgetin� Staff uses the HTE GMBA module to prepare its department budget. 34 � , G. PUBLIC WORKS '' This department is responsible for several functions - engineering, streets, lighting, water, sanitary and storm sewer, parks, fleet maintenance and Ciry Hall maintenance. ' The department is using PCs, printers, a digitizer, a plotter and a UNIX based workstation to run word processing, spreadsheeting, computer aid design (CAD), survey data capture, streets inventory and geographic information system (GIS) applications. 1. Geo�raphic Information System ,GIS� ' The GIS operations are configured around a Gateway 2000 PC to run FSRI PC ArcInfo and ArcView applications and an IBM RS6000 to run Unix based GIS applications. The Gateway, IBM RS6000,,_and ��he:�Gity: computer system, AS400, have been networked , together to provide a�eamless. link� of information sharing. A City basemap has been completed. Tfie basemap consists of a11 parcels, right-of-way, Parcel Identification Numbers (PINs), addresses and street names. Additional coverages and databases are ' being created to map and categorize critical City functions and activities. A 1 year GIS intern position was created in 1994 to assist in the completion of the basemap and begin project (coverage) development. As basemap overlays are prepared, the GIS will become a valuable tool for a11 departments. The Finance, Assessing, Community Development, Recreation, Fire and Police departments will use the GIS along with Public Works. As the demand for GIS information has grown, the City hired a GIS support specialist who is knowledgeable in the use of various operating systems and the multiple software programs used to operate the GIS system. It is not practical for each department to develop its own GIS specialist: � It is important to anticipate the potential use of GIS with the land related data the City accumulates. It will not be necessary (or desirable) for all of this data to be organized into a single database. We attempted this in the past and it did not work well. Instead, the City should plan on developing smaller data bases, each used by a single department (or combination of departments). Each of these-databases�will=use}the�.parcel:�.ID number or address as the key to identify the data to��a. specific parcel- on the GIS�:basemap. The databases will need to be accessible in a format compatible with ArcInfo such as dBase, ASCII, etc. Various software packages and possibly some programming will be necessary to achieve this compatibility. These databases could be loaded on the GIS system for analysis and presentation. The databases could be overlaid using the GIS to perform analyses combining data. 35 2. Fleet Maintenance A. Warehouse Parts Inventory Control The Streetwise parts inventory system has not been implemented due to software problems which do not allow ready use of the system. Re-programming of the software has been attempted with no positive results. Different software packages will be evaluated to identify a system capable of performing this activity and compatible to our other systems. B. Equipment Mana ement The Streetwise:software:-package has proven:incapable of maintaining maintenance and cost data on� equipment :items, -�Different software packages will be evaluated to find one which is capable of effectively tracking and monitoring this information. C. Work Order Management The department will use the Equipment Management/Inventory Central system to track the status of work orders for street repair, vehicle maintenance, parks maintenance and other activities. Tfiis software will run on the Administrative System. 3. Gasoline Pump Mana eg ment The department has implemented PetroVend software to control and monitor the use of gasoline at the garage: This required computer controlled pumps and software to run on our PC. It has been attempted to integrate this system with the equipment management module to pass fuel usage information. The integration has not been successful due to inherent problems with the Streetwise equipment management software. We will be evaluating different software packages in order to achieve this integration of systems and sharing of data. 4. Project Costin� The department.�uses =Lotus.l-2 3::to. perform some project cost analysis. This tool has proved useful, but specialized project costing software would be more effective. In the future, the department wilt use the project costing capabilities of the HTE fund/budgetary accounting module on the Administrative System. Currently, the numbers must be manually re-entered from the HTE report into Lotus 1-2-3. The City should investigate the automatic transfer of data from HTE to Lotus. S. Streets/Infrastructure Man ement The department is using a system to inventory street segments. The system stores descriptive location, maintenance. history and other. data about each segment. It can generate reports detailing this information. The system could be improved by enhancing 3b � � � ' ' ' ' , � , E. , , , , , � , , ' its inquiring and reporting capabilities. However, this system was written several years ago by AmeriData and the City has the source code for these programs. The department is cunently investigating alternative systems and will implement a new system in 1995. The new system will run on a PC and be compatible with ArcInfo GIS software. The Minnesota Department of Transportation State Aid Office is currently evaluating the possibility of providing funding to the cities for the implementation of a Pavement Management System. Implementation of a new system will need to be compatible with the State and funding from the State may be possible. 6. Project Man ement T'he department could use a tool to better manage ongoing projects. Community Development�has� a project:�management�;�package, however it is vety out of date. This seems to be=.a lower:priority for �the department at this time. 7. Sewer Utility SCADA System The Sewer Urility SCADA system will parallel the SCADA software provided for the City water utility operations. The system will monitor the various lift stations for malfunctions or operational problems and provide feedback via the PC and telephone system for quick response. It will also provide a repository for service actions and historical files. S. Water Utility SCADA System ' The City has received a supervisory control and data acyuisition system (SCADA) in conjunction with the TCAAP agreement. The system is PC based and is cunently operating the City water distribution system and is tied to the City of New Brighton 1 water system for distribution of TCAAP processed water. The system is currently being set up for use. 9. Computer Aided Desi�n In order =to maintain�= cunent-:software�� and increase productivity, we are currently integrating ourdata-collectiom:system-to� provide a direct transfer of survey information to the design system. Software upgrades are necessary in order to provide a design system capable of providing an efficient and effective means of downloading data and increase our current design capabilities. 10. Buildin� Securitv This PC based system will be used to monitor and control the automated building security system for the Public Works Garage. Occasional upgrades are planned. 37 11. Ima�in� The City GIS system will be able to incorporate the optical disk technology into its database creation. ArcViewing of maps, memos, inspection reports, etc., and retrieval through the GIS will allow easy access to these data sources. This department will participate in the imaging project with the City Clerk. 12. Electronic Mail This department uses PC Support Messaging to send short messages to any user on the Administrative System. This is in place of using Electronic Mail at this time because of hardware constraints. The department is able to save word processing documents on the Administrative.System for others ta_use. The City should continue to use this software, � changing to:�a� Windows environment: � - -. 13. Word Processin� The department uses WordPerfect extensively. This software is a very effective word processing tool. The City should continue to use it, changing to a Windows environment. 14. Spreadsheeting The department uses Lotus 1-2-3 extensively. This is an effective spreadsheeting tool and the City should continue to use it, changing to a Windows environment. 15. Bud�eting Staff uses the HTE GMBA module to prepare its department budget. 16. Citizen Services Trackin� The Public Works Department uses the citizen seivices tracking module described in the Ciry Council requirements. The City should use the HTE Code Enforcement module to enter this information and generate reports. � RECREATION AND NATURAL RESOURCE This department operates the nature center, the senior citizen center and coordinates all recreation activities. It is using the Administrative System, PCs and printers to run registration, word processing, spreadsheeting, desktop publishing and calendaring. All of the software listed will enhance the ability of the department to seive the public. 1. Activity Reg�istration Personal identi�cation information is retained for each participant. Several databases linked together are maintained to keep track of participants, instructors, activity data, and accounting information. From this data reports are generated for instructors, supenrisory, and school personnel.;as well as generating daily, seasonally and annual reports. The software runs on the Administrative System and is used by staff at City Hall. The Nature Center and the Senior Center will use the registration system as soon as telephone lines for data communication are installed. The department needs to measure the financial and participation success of its programs ' more closely. An accounting system that records revenues and expenses by program will be helpful through the registration system. Summarizing all the programs in one area of service will aLso be helpful to measure the overall success of that area These ',' requirements will be met using the fund/budgetary accounting software and the project accounting software running on the Administrative System. ' The City will be adding telephone registration capabilities through the use of -a voice response unit (VRIJ) which will include credit card acceptance. ' There is a need for off-site registration when one of the staff goes to a school. This could be accomplished by a lap top computer with a modem in the future. The City , should investigate and purchase this technology. ' lJ ' ' �' 2. Facility Scheduling Fields, courts,. gyms ° and: �:classrooms,�could -° be inventoried and scheduled using the computer. Information on facilities out of service (those not available because of maintenance) will be entered and classified as unavailable during periods of maintenance by the Public Works Department. Use permits issued could be recorded. A copy of the schedule and facilities preparation work orders (for example, field challdng requirements) could be generated for the Public Works Department. The department feels there is no need at this time for facilities scheduling software. 3. Team and League Mana e� ment Team managers, league schedules and:standings, and fee payment requirements are all - kept on a PC based system. The league scheduler also uses a facilities scheduler to match the league's needs with available facilities. The schedules are then printed out on 39 the token ring network. This system is meeting the department's needs at this time. We would like this system accessible from 3 work stations (Recreation Supervisor, Department Secretary, Office Assistant). 4. Inventory/Asset Management The department has a small inventory of equipment that could be better controlled if there were an appropriate recordkeeping system. The department feels that the problem lies with the staff at this time. It could, however, use the asset management software when the Finance Department brings it on-line on the Administrative System. 5. Mailing List Mana e� ment The depar.tment: ��:: maintains; : extensive:=: mailing lists and sends correspondence, announcements ::and : other. mailings : to .individuals on a regular basis. They use WordPerfect and class registration for these mailings. 6. Word Processin� The department uses WordPerfect extensively. This software is a very effective word processing tool. The City should continue to use it, changing to a Windows environment. 7. Spreadsheeting The department uses Lotus 1-2-3 regularly. lfiis is an effective spreadsheeting tool and the Ciry should continue to use it, changing to a Windows environment. 8. Messa� This department uses PC Support Messaging to send short messages to any user on the Administrative System. This is in place of using Electronic Mail at this time because of hardware constraints. The department is able to save word processing documents on the Administrative System for others to use. 9. Deskton Publishing._ This department uses a Macintosh PC to prepare newsletters, recreation program mailings and flyers using Pagemaker. This system works well for the department and no changes are necessary. 10. Calendars This department uses a PC based calendar to schedule warming house hours, lifeguard staff schedules, after school activities, etc. This software meets the department's needs at this time and no changes are necessary. ,� ' ' 11. Bud eting ' The Department Director and Secretary can currently access the department budget utilizing the Administrative System. ' 12. Citizen Services Trackin� The Recreation Department uses the citizen services tracking module described in the ' City Council requirements. The City should use the HTE Code Enforcement module to enter this information and generate reports. ' ' � ' ' � 41 V, SUMMARY OF THE INFORMATION SYSTEMS PLAN Information systems at the City of Fridley will consist of four major components. They are: - An administrative system (including public safety) - A point-of-sale system at the liquor stores (POS) - A geographic information system (GIS) - Numerous personal computers (PCs). Administrative Svstem The Administrative System consists of a multi-user computer, accounting, parcel database and administrative support -software:=; =It � is �used :by all : departments. Workstations consists of PCs equipped with terminal�emularion.softwar�_and dedicated workstations. There is one high speed line printer and several�PC laser printers: These� printers are attached to PC workstations and are accessible for printing reports generated on the Administrative System. The Administrative System will also serve as the network controller for the PCs at the City. Almost all of the PCs and printers wiil be attached to the Administrative System so that data programs and hardware resources can be shared. This may change if there is a need for networked PC-based software. The Public Safety System will be replaced with software that is expected to operate on the City's Administrative System hardware. POS System The Liquor POS system consists of PCs, scanners, cash registers and POS/merchandising software at each liquor store. It is linked together for consolidated printing. There is also a link with City Hall for the staff here to run reports. GIS The GIS system consists= of- three GIS .workstations (two GateWay 2000 PCs and an IBM RS6000 Unix based system), a plotter;.a digitizer and GIS software. These workstations will be networked to share data and peripheral devices. The GIS will have the ability ta be tinked to the Administrative System to access the various parcel related databases which wili be maintained there. In the future, each department will have a GIS workstation networked to the GIS system. PCs Every department at the City is using PCs now. Most of these are used for workstation emulation, word processing, database management and spreadsheeting. PCs will conNnue to play a major role in the City's information systems capability. Several significant new applications will be designed to run on PCs in the future. 42 ''� ` 1 ' Most of these PCs are connected to . the Administrative System, which serves as a network controller. This makes it easier for PC users to share printers and other hardware peripherals. ' It also makes it possible to share data and electronic mail. Several PC users have terminal emulation capabilities so that they can run Administrative ' System applications from their PCs. PC users are able to use the data communications capabilities of the Administrative System to talk to computers outside City Hall and access remote databases. The Recreation Department will use this capability to link the Nature Center � and the Senior Citizen Center with City Hall. � � I' ' � � ' � C r 0 ' 43 VI. SUMMARY OF THE COST ESTIMATES � ' This section shows the cost of implementing the Information Systems Plan using acquisition and ' operating costs by year. The Information System Fund, which was established in 1994, will acquire alI equipment contained in this p1an. It will then charge the using department the cost , of the equipment over the estimated useful life of the equipment. This depreciation charge is to be included in each departmenYs annual budget. The amortization charges by department for each year of the plan are also shown in this section. � The cost detail supporting this summary is shown in Appendix B. .�i � � � � ' � 1 , � , � � , � ' � ' ' � ' � � � ' ' ' , ' � ' � � 7� '� 'b � z � � � � � n � n �� a � � oz a a z a � � � � ° � � z �Z z z �Z z � � n� � m � rnn rnn t�nn tn rnn � � ° � , , , , ,.. � z � p � �? ��„ � � �? � � � � � 'C � m � � r' �: d � � n � C m i. � � � � t� �. a �m � � � o � � � � � b z: � `� y a � � c� r � � r� � ::�: ;::;:.�: �� >::>:�; W 69 N 69 b9 6N9 b9 � � � U N O N N N W>` O O O O O O O O O O::': >:>::/��(y: �?i�i��it4i` ::>::C\-: b9 69 � ��-�+ N �-�+ V~i 69 ��-+ � r�+ 69 69 ;: - � �1 W bq N �O �D A �D O �O 00 ::: �-` C� C N �O C C C � W � OC '> O O O O O C O O O O O O i O O O O O O O O O O O O:: :�:3:4ti�: ';':;ap;: >:<:: tC; vs »::>:'�sl> � bs � O�o J N r�-� O�o � W O O O O O O O >:?>:;i�: »;�:: >:>:_�D:; ;"�?:;OQ�: J Gri 65 N 69 r�+ (ss 6�s 69 69 6ff r 1 � N OG N � � O� N N O� O� Oo 00 O O O C O C O C O O O O O O O O O O O O O O O O O O O O O O ;:;; �;> i::c: � : «: i:�G: �. 69 69 69 O�i A ►�-+ A O~0 O J N �O Wo O C� O C Co � O O O O O O O O � ► l _'__ � 11-� � -_� • \ • : � _ ._�_►-__1t \ 1995 1996 1997 1998 1999 Tota( City Council 431.25 1,962.50 3,062.50 3,062.50 2,631.25 11,150.00 City Manager 3,071.37 3,747.62 4,677.90 5,727.18 5,637.50 22,861.57 Personnel 424.40 424.40 247.57 0.00 0.00 1,096.37 Finance 12,352.14 14,496.55 16,871.55 15,539.98 10,896.46 70,156.68 Assessing 3,225.20 7,316.80 8,625.00 8,625.00 6,062.50 33,854.50 MIS 17,539.05 29,449.00 45,903.17 52,680.58 52,910.56 198,482.36 City Clerk 1,282.38 1,282.38 695.56 1,445.56 2,038.40 6,744.28 Police 22,580.27 37,900.47 36,550.71 38,966.56 41,750.00 177,748.01 Fire 2,990.31 5,007.88 6,489.25 5,877.17 5,868.75 26,233.36 Engineering 12,636:02 16,010:39 11,874.46 9,460.59 7,375.00 57,356.46 Parks 0.00 0.00 0.00 0.00 0.00 0.00 Streets 2,437.37 4,050.00 4,275.00 4,725.00 3,550.00 19,037.37 Recreation 7,298.55 7,923.32 9,336.60 10,233.68 8,762.50 43,554.65 Nature Center 157.00 0.00 0:00 0.00 0.00 157.00 Inspections 1,992.34 2,085.59 2,085.59 2,085.59 1,476.38 9,725.49 Planning 3,019.42 4,588.29 7,807.06 9;609.55 9,200.00 34,224.32 Total General Fund 91,437.07 136,245.19 158,501.92 168,038.94 158,159.30 712,382.42 Water Sewer Liquor-Warehouse Liqour-Annex _ 5,338.37 5,338.37 5,338.37 7, 868. 83 13, 918. 83 16, 418. 83 0.00 562.50 1,125.00 0.00 562.50 1,125.00 5,338.37 3,773.08 25,126.56 18, 918. 83 20, 395. 88 77, 521.20 ' 1,437.50 1, 750.00 4, 875.00 1,437.50 1.750.00 . 4.875.00 104,644.27 156,627.39 182,509.12 195,171.14 185 828.26 824,780.18 ,� � � � �n � : d � � � � � � �, � . � � �" �- c�o o- ., ` � °O a�a 5' � ►d ° �': (D p p � r °r° � o o � •-• p � • � � ,,� : � .�+ �' v�i A� � : �' w �� ' ;::0;. c• p ::: 6' ao � � � w-x' � ' �; � � o. rr �' o <: �' �; ,-..; � �:: a�� a� oa �ga �� n`� �'�'� �� p., a �• � � �� o � �� p� Q" W p n� p�� b �'' � � n : � � � � K A � A� i:.>:V:: N• O �. cD �. � � p : Cn � V7 � � N v� ¢. :; C y fyA C�/J (D 1►f-� � O � �' � �• � � A n � � � � l / N Ci � Ci <?: M Is' tD OQ OQ �" p O w w �d �Orp � CD cu Ci'C � O c ;: <' ';`"": o ;:.;:.;>:=�: e �• � g ::::�: � ��Q �; � :::':: `< "'• y y �..'. >:::�; >::::� >:'>:�:: ::::;::>�: ;::::::�o:: ; :�> :»::� >::':;�: :::�: ::::>:�, >:::::�:: �y �C O � z A � r � I N d � da � �� b c� n� � �• v y '+ ^' �p � � � v�i G �� 7�C' N O. rn' O O A- � a' � 04 U�o �j• p �O CS 'Lf tn .-. py' (�Dy 'b p �: rd CD u�i � O t"'i �� Q A. 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(� :::;;;i:;;?::"::>;: b � wp � (D <:< i1z "O `:E;;�: �� '.;<:tQ: (~D `t 69 ;:: 69 N >: F"� tJ� C :? O O O : O bD I F-� � a POLICE DEPARTMENT City of Fridley MEMORANDIIM Minnesota To: William W. Burns �� FROM: Dave Sallman � SIIBJECT: Five Year IS Plan DATE: November 17, 1995 Attached is the revised Five Year Informational Services (IS) Plan. The first enclosure is a memo from yourself hiqhliqhtinq the each department�s IS qoals. The actual plan is intended to support those qoals. The second document is your memo articulatinq the issues raised durinq our meetinq aith Councilmembers Billinqs and Schneider. There is a memo from myself which briefly addresses the issues raised. It was noted on several occasions that the Five Year Plan was too technical with no real vision statement. We have added an IS Plan Summary which includes flow charts illustratinq the qoals of the plan. There is also a matrix which notes the technoloqy (productj and identifies the internal and external benefits/uses of each. The IS Committee is lookinq forward to discussinq the revised plan with the City Council on November 20th. � _ CITYOF FRIDLEY TO: �i� DATE: MEMORANDUM Municipal Center 6431 University Avenue N.E. Office of the City Manager Fridley, MN 55432 William W. Burns (612) 571-3450 Department Managers William C. Hunt, Assistant to the City Manager William W. Burns, City Manager November 13, 1995 SUBJECT: IS Goals I thought I would take a few minutes to try to recapture my interpreta.tion of our five year IS goals. A. Communitv Development (�arbara Dacx),_ 1. Barbara indicated that she would like to be able to instantly retrieve parcel related data--zoning history and building permit history, and a wide vaziety of other items. She would like residents to be able to retrieve similar data through telephone access or way of our kiosks. 2. She would like a GIS work station no more than five years from now. She would like everyone in her department irained to use the GIS work station. She would use the work station for creating mailing lists for public hearings and for preparing maps and other drawings. 3. She would like access to a wide variety of outside governmental agencies (i.e. American Planning Association, League of Minnesota Cities and the Met Council). 4. She would like notebook computers for a number of her employees for field work. - � B. Public Works�John Flora� John would like to improve the GIS capabilities. 2. He would like to scan in all the utilities, including water, sewer, natural gas, and storm sewer. 3. He would like to scan in street information, including the location of stop signs, bus stops, streets lights, etc. 4. He would also like an improved CAD system. He would like to improve drafting and drawing preparation capabilities. He would then like to input the drawings into the GIS system to update the GIS data. 5. He would like a pavement management program for both the CAD and GIS systems. 6. He would like to be connected with the County so that data can be sent back and forth. 7. He would like improvements in inventory and preventative maintenance. He would like to be able to tie information supplied by the maintenance employees to the GIS system. 8. He would. like laptop computers for his maintenance employees--he did not say how many--I am assuming one or two will do. C. Recreation (Jack �irkj: 1. Jack would like the computer system to have GIS capabilities. 2. He would like to input the ages of children by school district for each of the different park service areas. He would then use the age-related data. to upgrade park facilities and for program and scheduling needs. 3. His department needs a more efficient activity registration system that will link all of the Recreation staf�s PCs, including those at the Nature Center and the Senior Center. 2 4. The registration soflware should also allow us to gather geographic information and financial information. The software should produce class lists and mailing lists and could be accessed by touch tone telephone. 5. He would like to use computers to schedule facilities, including fields, gyms, parks, picnic shelters, and garden plots. 6. He would like enhanced Desktop Publishing software. He would like to upgrade and expand their e�cisting system. He would like to have units at the Nature Center and the Senior Center as well as at the Municipal Center. The two outlying locations could be served by soflwaze available in the Recreation Department. Both areas, however, would need 486 computers that could handle the PageMaker soflware. 7. He is also seeking better access to outside data bases such as those provided by the National Parks and Recreation Association and other municipalities. 8. He would like to provide public access to programs and facilities. 9. He would like laptop computers for on-site registration. D. Finance (Rick Pribyll: 1. Rick would like to have an improved computer system for the liquor stores for e-mail and point of sale cash register purposes. 2. With respect to the City's financial system, he would like to see more use of the financial information by the departments, as well as by members of his own department. He thinks we could make it more user friendly by changing the soflware to a Windows environment (from a field entry environment). He would like to enable department managers to see where they are vis-a-vis the budget, and in general, enable decentralized fmancial con�rol. 3. He would like to be able to send assessing data back and forth to the County and put the assessing information into our GIS system. 4. He would like to establish public access to a file server that will enable people to retrieve and FAX information from home within a secure environment. 3 5. With respect to imaging, he would like to provide access to all departments for various City azchives, including the City Charter, ordinances, minutes, union contracts, etc. He said they would like to start from day one, but in a few instances, they would plan to image documents historically. 6. He would like to link every site location we have and create the capability for the use of e-mail, data base software and Desktop Publishing. 7. He would like to achieve access to our local area network in three ways: through a router, where four or five people are on the line simultaneously; through the telephone system, including the information system and a telephone IVR; provide outside access to our data by way of the Internet (this would include property and voter information). 8. He would like to have the capability to download the garage inventory maintenance system for depreciation purposes. E. � Fire (Chuck McKusickl: 1. Chuck would like GIS enhancement. He said he is currently using the County to do street mapping. He would make use of storm, sanitary sewer, water, natural gas and other utility information if he had it. He would also use GIS to locate hazardous materials, hazardous waste and hazardous substance information about properties. He would use the GIS mapping to map various aspects of the rental property program. 2. He would like to use the enhanced computer system to provide a better inter- connect with the County and the State. 3. He would like access through the computer to NFPA codes--both current and proposed and to 1vIOSH and ANSI standards. He would like the ability to report and retrieve information from the Minnesota Public Safety Department by way of computer. 4. He would like to work with Anoka County to send and receive emergency data. 5. He would like continuous PC training for his personnel. 4 6. He would like to network all of the Fire Department PC stations. 7. Would like to establish a computer at the radio desk that would allow immediate data input for service calls. He said this would be a major labor- _ saving device. F. Police (Dave Sallman): l. He would like to work with other agencies in Anoka County to improve networking with the agencies and share information. 2. He would like to connect to the State for reporting purposes. 3. Would like access to anything that other City departments have, including GIS and Office soflware. 4. He would use GIS for mapping neighborhood meetings to invite visual presentations. 5. Externally, he would like access to Safe Net, which is a data. base provided by the International Association of Chiefs of Police through the Internet. 6 He would like to see a public access terminal and would like to enable people to access certain Police Department data through personal computers. He would like them to be able to determine how many burglaries have occurred in a particulaz neighborhood, but he would not allow access to cases in progress. 7. He would like to be able to provide data for apartment managers regarding police calls to the Police Department. 8. He would also allow limited access to tra�c accident reports. 9. Long-term, he would like to put laptop computers in the squad cars, giving police officers access to all internal and e�ernal information. Particularly, he would let them gain access to State vehicle registrations and warrants. 10. He also suggested that in the future, the officers would fill out their reports through laptop computers and through formatted reporting forms. He said it would save a lot of report writing. 5 11. He would like to acquire softwaze and hardware that would allow Police officers to identify people by their finger prints at the scene of the incident/crime. 12. Would like the Police officers to have access to various information through connection to various CD Rom drives. This information would include: State laws, ordinances and other regulations. G. Personnel (Bill Hunt)^ 1. Bill indicated that he would like to protect our system. He said that as a general rule, the information we put on the computer should be user friendly. He would like the "user friendly" report generation capability for staff and the public. He also suggested that we establish a user friendly home page on the Internet. 2. He said we should establish a means of evaluating data. before it is entered into the system and we should be cognizant of a constant effort to simplify data and not necessarily put evetything on the computer. 3. He would monitor the inclusion of non-public and unwanted data. (i.e. addresses that involve businesses in the City). 4. For the City Manager's of�ice, he would like to have a strong human resources information system linked to both Finance and payroll. The system would provide applicant tracking, classification and description; administration; employee evaluation information; etc. 5. He would like better presentation soflware for cable television. He would like to upgrade the ScanDo system that we recently purchased. He would like to acquire Desktop Video that would enable us to merge text and video footage. 6. He would like to establish the capacity for closed captioning for the deaf. Under this new technology, the voices that are being generated at meetings would be transformed to captions on the bottom of the television screen. 7. He would like access to the Internet. � 8. He would like us to purchase portable projector video equipment for outside presentations. 9. He thought the utilities should have scanning technology for utility billing purposes. If you would like to make any changes andlor corrections to the above, please let me know. Thank you for your input and cooperation. I thought the meeting went very well, and was very informative. WWB:rsc 7 � _ CITYOF F�R! DLEY M E M O R A N D U M Municipal Center 6431 U�ive�sity Avenue N.E. Fridley, MN 55432 (512) 571-3450 TO: David Sallman, Public Safety Director �, n FROM: William W. Burns, City Manager !� � � DATE: October 25, 1995 SUBJECT: Meeting.on October 24, 1995 Office of the City Manager Wiliiam W. Burns The following are some notes I took from our meetin� with Councilmembers Steven Billings and Dennis Schneider: 1 2. �� Councilmember Schneider would like to be able to send mail back and forth through the Internet. I indicated that if we wanted to get something going right away, we could get a modem for Roberta and have her establish a mailbox on America On- Line. They seemed to think that was a good idea. They both would tike to put the City Code and the City Charter on CD Rom. They said it wou�d eventually be nice to have Council minutes on there also. They would not expect us to go back in history, but to start from the present. � ey so suggested that we put the Councii matrix and code enforcement matrix on there also. 3. Councilmember Schneider indicated he would like to be able to record citizen complaints on a spreadsheet He would like to be able to get a summary of all of the things he has pending. 4. Councilmember Schneider said the materials we put on the CD Rom should for review only, and there should not be any ability to change what is there. 5. Councilmember Schneider indicated that he would like to be able to send a documeat around for feedback--he called it a"teamwork" feature. A master copy would be available and after circulation there would be five feedback copies &om the other Council members. He said we would need to track who is making the changes and what they are. 6. The comment was made that without the capability of mailing list mana�ement, there is no demand for it. 7. They also indicated that we should be able to use standazd communication with no special configurations and we should be able to communicate in the Windows environment. 8. They suggested that meetings, calendars, and schedules of key meetings could be included in the data banks to which Council had access. 9. Councilmember Dennis Schneider indicated that in the long-term future, we consider replacing the Council monitors with PCs that act as monitors and PCs. 10. Councilmember Dennis Schneider indicated that he thought that any new computer system should have great customer service response capability. Any customer who called in should be able to develop an understanding on the status of any applications he has filed (i.e. for a Recreation program, buiidirtg permit, and a land use permit). All information for that person should be available in one spot. 11. They also indicated that better e-mait systems have a return receipt. It will enable you -_ to tell whether the individual you sent something to has accessed it. I2. They suggested that we consider the possibility of hiring a high power IS person jointly with other cities. It may be that this person could be a part-time consultant or a full-time employee. We agreed that we would combine our notes and prepare one memorandum for distribution to CounciL � . � � TO: WILLIAM W. BURNS, CITY MANAGER FROM: DAVID SALLMAN, 1995 IS COMMiTTEE CHAIR SUBJECT: RESPONSE TO COUNCILMEMBERS IS REQUESTS DATE: NOVEMBER 17, 1995 The following are responses the IS Commiltee has to the IS requests of Councilmembers: 1. The subscriptions to services providing Roberta with a mailbox on the Irrternet have been investigated. This may be implemerrted immediately upon your approval. 2. The ability to place the City Code, Charter and Minutes as read-only on CDRom, is being researched as part of the tmaging Project that will be implemerrted from 1996-1999. 3. Citizen complairrts will be tracked using HTE Code Enforcement software. Summary reports can be prirrted or placed on the �ile server or the Irrternet for access. 4. Electronic mail is scheduled to be updated in 1996. This will allow the teamwork feature of a master copy being mailed and feedback copies being returned, with receipt. 5. Mailing List Managemerrt will be reviewed for next year's update. 6. A file server is scheduled to be purchased in 1995. This will allow communication with no special configurations. Also, access will be available thro�.igh the lr�te�net when Anoka Courrty allows us a connection to their server. 7. Meetings, calendars and schedules wilt corrtinue to be available to Councilmembers either through the file-server or the Irrternet. 8. Replacing the Council monitors will be placed in the 5-Year Information Systems Plan when it is reviewed for the next year's update. 9. The Plan envisions consolidated databases whenever possible for easy retrieval of citizen information, available in one spot.