HomeMy WebLinkAboutResolutions - 1991.12.12 - 18431General Fund
Expenditures
4-10100-909-01-00-9920
4-10100-511-01-00-6360
4-10100-511-01-00-8615
Computer Services Fund
Revenue
3-63600-181-01-00-2037
3-63600-181-01-00-8101
Depreciation $ 4,668 $ 4,668
Revenue Over (Under)
Expenditures
TOTAL
Expenditures
4-63600-184-01-00-3304
1-63600-455-001
$ 12,330 0
$ -0- $ -0-
I:\LAUR\COMPSERV\REQ12101.RES
MISCELLANEOUS RESOLUTION 91275
BY: FINANCE COMMITTEE, DR. G. WILLIAM CADDELL, CHAIRPERSON
IN RE: DEPARTMENT OF COMPUTER SERVICES - BOARD OF COMMISSIONERS OFFICE
AUTOMATION
TO THE OAKLAND COUNTY BOARD OF COMMISSIONERS
Mr. Chairperson, Ladies and Gentlemen:
WHEREAS Computer Services is recommending an Advanced Office System for the
Board of Commissioners; and
WHEREAS installation of this system will enable future electronic communication
between the Board of Commissioners, County Clerk's Office, and Department of
Management and Budget; and
WHEREAS funds are available in the 1992/1993 Reserve for Office Automation
Account for the initial hardware and software cost of $12,330 and increase in annual
operating costs of $4,668; and
WHEREAS the request has been approved by the Computer Users Advisory Committee.
NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners
amends the 1992/1993 Biennial Budget as follows:
1992 1993
Reserve for Office Automation $(16,998) $(4,668)
Computer Services Operations 4,668 4,668
Transfer to Computer Services 12,330 0
TOTAL $ -0- $ -0-
Governmental Operating $ 4,668 $ 4,668
Transfer from General Fund 12,330 0
Subtotal $ 16,998 $ 4,668
Mr. Chairperson, on behalf of the Finance Committee, I move the adoption of the
foregoing resolution.
FINANCE COMMITTEE
Hardware & Software
Training
TOTAL
$5,448
0
$5,448
$12,330
995
$13,325
FINANCIAL ANALYSIS
BOARD OF COMMISSIONERS OFFICE AUTOMATION REQUEST
ANNUAL
INITIAL OPERATING
COSTS COST
Funding Sources:
Reserve for Office Automation
Provided by Computer Services Staff 999
Computer Equipment Replaced 0
TOTAL $13,325
$4ME
780
$5,448
The shaded amounts correspond to the budget amendments requested.
Prepared by
Budget Division - LV
12/10/91
AUTOMATION REQUEST
TO: SHAN TOPIWALLA
FROM: JOE MALETTA
SUBJECT: OAKLAND COUNTY BOARD OF COMMISSIONERS
OFFICE AUTOMATION REQUIREMENTS ANALYSIS
EXECUTIVE SUMMARY
DATE: DECEMBER 1, 1991
INTRODUCTION:
The Oakland County Computer Services Department responded to a request
presented by the Oakland County Board of Commissioners to conduct an Office
Automation Requirements Analysis. The analysis was conducted during the period
from May 16, through June 28, 1991.
This Executive Summary reports the objectives, findings, and recommendations of
the analysis. It assumes the readers are familiar with the Board, its functions, and
operations.
OBJECTIVES:
The objectives of this analysis are to
- Improve the level or timeliness of service to the Board
- Provide the Board with improved capabilities to effectively conduct County
business.
FINDINGS:
In pursuing these objectives, the analysis follows a structured approach and
methodology of personal observation, interviews with key individuals, and statistical
data analysis.
bOarO 01 uommissioners
Office Automation Requirements Analysis
Executive Summary
December 1, 1991
Page 2
Presently, the Administration Group of the Board is using a personal computer with
WordPerfect word processing software and four memory typewriters for document
processing.
The statistical analysis indicates 20% of productive time is for typing and
proofreading, 5% for research, and 5% for scheduling meetings. Although there is
presently an acceptable level of automation in the form of memory typewriters and
a personal computer, there are some benefits to be gained by replacing the
memory typewriters with computer work stations. The primary benefit would be a
reduction in the duplication of work resulting from either equipment incompatibility
or incapabilities. Additional benefits, such as scheduling, spell checking, graphics
capabilities, high quality laser printing, and indexing on key words, could be
realized through the use of computer—based word processing.
Key word searching or indexing of documents would be possible with a special
indexing software package. However, this issue is complicated by the fact that
some of the documents, such as resolutions and meeting minutes, are created by
Management and Budget and the County Clerk's Office. Electronic data
communication between these departments and the Board could facilitate the
creation of an archive of documents to be indexed. This could save many hours
of manually searching for information on a specific topic.
RECOMMENDATION:
As a result of the findings of this study, the following recommendations are
presented:
Develop a county standard for submitting resolutions and minutes utilizing
WordPerfect software.
• Ensure that all personnel involved in this effort are properly trained.
Implement this solution using the Advanced Office System. •
Board of GornmisEiDners
Ofax, Automation Requirements Analysis
Executive Summary
December 1, 1991
Pa.ge
• Implement this solOtion using the Advanced Office System.
Estimated Costs
Hardware
Computerilvt:h six work stations, UPS, rnodim and
networking s.,:lt-t\ivare
Laser Printers with envelope feed
Software
WordPerfect. Software (six users)
• Indexing Software
Training
Ten classes
InlUal Annual
Cost Cost
' 6,66S'.00 . 4,788.00
1,471.00 _ 660.00
1,69100
2,500.00
995.00
Total $13,:325.00 I $5,4443.00
EENEFITS:
While. this recammendation could improve -efficiencies and provide a higher quality work
product, it will mit save or reduce costs for the County. There may bia pers.onnel time
savings; however, I would not anticipate a reduction in staffing. The benefits to be gained
. froth further automation are intangible,
Resolution # 91275 December 12, 1991
Moved by Caddell supported by Gosling the resolution be adotped.
AYES: Aaron, Caddell, Crake, Ferrens, Gosling, Huntoon, Jensen, Johnson, Krause, Law,
McConnell, McCulloch, McPherson, Millard, Oaks, Olsen, Palmer, Pappageorge, Pernick, Price, Schmid,
Serra, Skarritt, Wolf. (24)
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, do hereby certify that the foregoing
resolution is a true and accurate copy of a resolution adopted by the Oakland County
.Board of Commissioners on December 12, 1991
with the original record thereof now F:emaining in my office.
In Testimony Whereof, I have hereunto set my hand and affixed the seal of the County
of Oakland at Pontiac, Michigan this 12th day of—) December .,A 1991
int.--- ,, 6.,T..,.•:-- ___
Lynni0. Allen, Countif