HomeMy WebLinkAboutResolutions - 1977.12.01 - 13099D). CHMENT Plan (ATTA
Hefiff r)Hoot, Chairman
/I
Miscellaneous Resolution 8269 December 1, 1977
BY : PUBLIC SERVICES COMMITTEE - Henry W. Hoot, Chairman
IN RE : Award of Data Processing Contract to MACRO Systems, Incorporated
TO THE OAKLAND COUNTY BOARD OF COMMISSIONERS:
Mr. Chairman, Ladies and Gentlemen:
WHEREAS, the Oakland County Board of Commissioners by Miscellaneous
Resolution #6546 applied for and was granted the designation as Prime Sponsor
by the U. S. Department of Labor to administer the provisions of the Comprehen -
sive Employment and Training Act of 1973; and
WHEREAS, overtime has continued to be necessary concerning the manual
production of Client Characteristics Reports required by the Department of Labor
and, furthermore, frequent changes have been required which necessitate
additional programming that is currently not available through our Data
Processing Department; and
WHEREAS, the public announcement requesting bids was published in
the Oakland Press on October 31, 1977 (ATTACHMMT A), consistent with the Federal
guidelines set forth in Federal Management Circular (FMC 74-7), Attachment "Om
(Procurement Standards) as published by the General Services Administration,
Office of Federal Policy, and four consultant agencies responded (NITACHMENT B);
and
WHEREAS, MACRO Systems, Inc. , has agreed to develop an automated
report and a Procedures Manual within thirteen weeks and a similar system was
developed last year for Montgomery County Maryland (AnACHMENT C-Letter of
Recommendation)
NOW THEREFORE BE IT RESOLVED that $81,850 be awarded to MACRO
Systems, Inc., for the purposes of developing an automated Client Characteristics
Report and Procedures manual, consistent with the attached Time-Phase-Work
NOW THEREFORE BE IT FURTHER RESOLVED that the Oakland County Data
Processing Department will provide twenty four hour turnover for keypunch
requests and a full time staff member, as described in Phase #1 of the
consulting project.
The Public Services Committee, by Henry W. Hoot, Chairman, moves
the adoption of the foregoing resolution.
PUBLIC SERVICES COMMITTEE
REQUEST FOR BIDS
DATA PROCESSING
During fiscal year 1978 the Oakland County Eaployment and Training Division
will contract for data processing services consistent with the provisions of
the • I•rehensiNie Employrrent and Training Act of 1973, as published ...in the
Federal Rester of Friday, June 25, 1976. All contracts will be reviewed
by the Oakland County Board of Cann's' sioners. Bids must be submd.L Led no
later than November 4, 1977. The services to be included in the bid are as
follows:
1. ' To produce a Client Characteristics Repos. L consistent with the
Department of Labor guidelines.
2. To produce a Procedures trann21 which would describe the Mlnagement
Information System used by the Employment and Training Division of
Oakland County.
The criteria for awarding the contract will include price, time -of implementation,
past experience with CETA Z.as systems and the ability to utilize existing Oakland
County Data Processing equipment and facilities.
For information concerning bidding procedures, please contact:
Mr. D. E. Vantine, Chief of Public aloyment
Oakland County Enployment & Training Division •
2370 Pontiac Lake Road
Pontiac, Mich. 48054
(858-1035)
The Oakland Press
Saturday, 10/29/77
TT 1
& TRAINING DIVISION i
PUBLIC SERVI (X)W11141TiTae, ATrA
$55,000 8 months
$81,850 . 13 weeks
(D) A. T. Kearney &Assoc. 3 weeks for needs analysis Developed MIS for the State of Illinois 500
SUMMARY OF BIDS RECE VED BY NON.% 1977
ORGANIZATION COST
(A) Technical Assistance & $63,750
Training Corporation
TIME
15 weeks (exclusive of
needs analysis which is
estimated at $22,500
PAST EXPERIENCE
Advocates similar packaged system for
all Prime Sponsors
(B) Analystic Systems, Inc. Phase #1 Phase #1
$15,000 2 months
Phase #2 Phase #2
—$40;000 6 Months
Extensive experience developing individual
management information systems (MIS) for
state and federal agencies.
(0) MACRO Systems, Inc. Developed NUS for Montgomery County, Md.
Identified all problem areas concerning
Prime Sponsors operation. Presented a
timetable for completion.
RECOMMENDATION: Staff recommendation includes the projects
chosen because of its past experience, its
and its immediate analysis of problems and
recommended by MA eto Systems, Inc. This organization uns
ability to complete the work within the given time period
the necessary actions to be taken to resolve the problems.
Office of Human Resources
Division of Labor Services
A1rk1CIEMT C
MON TGOMERY COUNTY, MARYLAND
8113-15 FENTON STREET, SILVER SPRING, MARYLAND 20910 301-279-8360
October 4, 1977
Mr. Harold McKay
Assistant Director
Manpower Division
Oakland County Services Center
2370 Pontiac Lake Road
Pontiac, Michigan 48053
Dear Mr. McKay:
Please allow this letter to introduce Mr. Barry C. Anderson of
MACRO SYSTEMS, INC. I have known Mr. Anderson and the firm he repre-
sents for approximately three years as a result of work performed in
the development and implementation of our CETA Management Information
System. This system has been operational for approximately two and
one-half years and, in spite of the many programmatic changes which
have taken place in CETA, remains an efficient and timely automated
system satisfying most of our information needs.
Three characteristics of MACRO SYSTEMS, INC., are of significance
since, I believe, they are the primary factors in the success we have
had with our system.
MACRO SYSTEMS does not believe in "canned systems." -
Our system was tailor made to our progrPn and has
enabled us to expand our program size and diversity
without adversely impacting our MIS.
MACRO SYSTEMS expends considerable time with the user
in developing the systems specifications. Our system
design is largely a product of "brainstorming" sessions
conducted between MACRO SYSTEMS and my staff. As a
result of this front-end work, the system meets our
specifications as to both system processes and manage-
ment reports. Equally important, by participating in
the system design, my staff became extremely familiar
with the capabilities and requirements of the system.
Sincerely,
b,
David W. Coehring, Chief
Division of Labor Services
Mr. Harold McKay
October 4, 1977
Page Two
MACRO SYSTEMS provides more than programming services.
On our system, services provided by MACRO SYSTEMS
were not limited to computer design, programming, and
installation. Instead, the firm took a comprehensive
approach to system development, including development
of user manuals, assistance in data base conversion,
and formal training of my staff. These additional
services enabled us to maintain the system on a timely
basis after contract expiration.
I can personally attest to the quality of the work performed by
Mr. Anderson and MACRO SYSTEMS, and believe they are well qualified for
consideration in conjunction with your proposed MIS activities.
DWG:ml
=ACT-Ea-NT D
EXHIBIT 11(1)
Oakland County, Michigan
TEME-PHASED WORK PLAN
Elapsed Time In Weeks
I. Identify, Test, and Implement Necessary
Changes to the Automated MIS
I. Review and Document Current Processing
Procedures
2. Review Task Liq With ADP Staff and
Develop Work Plan
3. Compare Preliminry Findings With Diag-
nostic List Prepared from CETA Staff
Interviews
4. Compare Program Listings Against Federal
Reporting Requirements
5. Identify Programming Changes Necessary
6. Modify Tables and Table Maintenance
Programs to Facilitate Ace-trate Report
Generation and Efficient System Processing
7. Identify Size and Definition of Revised
Master File and Write Programs to Effect
Master File Expansion/Redefinition.
B. Modify Edit and Update Programs to Reflect
Changes Necessary
9. Modify Report Pro-gams as Necessary
10. Develop Test Plan and Laranict CRU Staff .
In Procedures for Developing, Test Data
11. Test All Systerns Changes
12. Convert Existing Data Ease
13. Implement New System
14. Revise System Documentation
Implement Necessary- Changes to CRIB
Operations and Develop Required
Procedural Manuals and Training Guides
I. Review and Document Form Completion
Instructions and CRIB Operating Procedures
2. Identify and Isolate Problems Being Experi-
enced With Reports Orrently Generated
by the-Automated System °
Analyze Existing Document Flow Procedures
and Make Recommer.datiorn for Change
4. Develop Form Completion Guide for Ilse by
Subcontractors In Prep -Iing, and Submitting
MIS Source Docurne=
5. Develop Training Materials for Use in Train-
ing Subcotroactor Staff on Form Completion
Procedures
6. Prepare CRIB Procedures Manual
7. Train Manpower Division Staff
Elapsed Time In Weeks
Phase/Task
111. Assist In Reconciliation of Manual
and Automated Data Bases
1. Review Content of Manual Files and Pro-
cedures Currently Used In Compiling
Statistics for Federally Required Reports
2. Identify Active Participants for FY78 and
Generate a Data Base for Active Partici-
pants
3, Compare Manual and Automated Partici-
para Records and Make Necessary Changes
to the Automated Data Base
rv. Recruit Systems Analyst for
CETA Program Staff
I. Prepare Position Desciption
2. Recruit and Screen Applicants
3, Train Systems Analyst
EXIUBIT '42)
#8269 December 1, 1977
Moved by Hoot supported by Moxley the resolution be adopted.
AYES: Hoot, Kelly, Lanni, McConnell, McDonald, Montante, Moxley, Murphy,
Olson, Page, Patterson, Pernick, Peterson, Roth, Simson, Wilcox, Aaron, Daly,
DiGiovanni, Doyon, Fortino, Gabler, Gorsline. (23)
NAYS: None. (0)
A sufficient majority having voted therefor, the resolution was adopted.
STATE OF MICHIGAN)
COUNTY OF OAKLAND)
I, Lynn D. Allen, Clerk of the County of Oakland and
having a seal, do hereby certify that I have compared the annexed copy of
Miscellaneous Resolution #8269 adopted by the Oakland County Board of
Commissioners at their meeting held on December 1, 1977
with the original record thereof now remaining in my
office, and that it is a true and correct transcript
therefrom, and of the whole thereof.
In Testimony Whereof, I have hereunto set my hand and
affixed the seal of said County at Pontiac, Michigan
this day of....PTI.)9r....19..77
Lynn D. Allen......................Clerk
By.................................Deputy Clerk