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HomeMy WebLinkAboutResolutions - 2015.12.09 - 22149MISCELLANEOUS RESOLUTION #15321 December 9, 2015 BY: Public Services Committee, William Dwyer, Chairperson IN RE: ANIMAL CONTROL AND PET ADOPTION CENTER — ACQUISTION OF A SHELTER MANAGEMENT SYSTEM (SHELTER BUDDY) To the Oakland County Board of Commissioners Chairperson, Ladies and Gentlemen: WHEREAS the Oakland County Animal Control and Pet Adoption Center has been using their current shelter management system since its acquisition in 2008; and WHEREAS the current shelter management system fosters poor customer service, ineffectively utilizes staff, does not offer customized reporting tools and does not communicate with nationwide adoption websites such as Petfindercom; and WHEREAS the Oakland County Animal Control and Pet Adoption Center, working with Information Technology, produced a Project Scope and Approach seeking the following benefits of purchasing a new shelter management system: 1. Improved Customer Service 2. Increased Adoptions 3. Effective Use of Staff 4. Increased Efficiency 5. Improved Reporting Tools 6. Communication with Other Software 7. Increased Revenue — Dog Licenses 8. Improved Health and Well-Being of the Animals WHEREAS Shelter Buddy met all the criteria the Oakland County Animal Control and Pet Adoption Center were looking for in a shelter management system when answering the RFP and during a demo put on for key Animal Control and Pet Adoption Center and Information Technology employees; and WHEREAS the acquisition of Shelter Buddy would be a one-time cost of $30,920.00 and a monthly system support and maintenance fee of $1,033.00; and WHEREAS funding of the one-time cost of $30,920.00 would come from the Oakland County Animal Control and Pet Adoption Center's Legacy Fund and the on-going monthly charges of $1,033.00 would be added to the Oakland County Animal Control and Pet Adoption Center's Information Technology budget line item. NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners approves the shelter management purchase. Chairperson, on behalf of the Public Services Committee, I move the adoption of the foregoing resolution. PUBLIC SERVICES cf5117IMITTEE PUBLIC SERVICES COMMITTEE Motion carried unanimously on a roll call vote with Dwyer absent. Animal Control Shelter Management Replacement Project Acquisition of Shelter Buddy October 22, 2015 Proiect Description Replace the current Animal Control Shelter Management System (ACPlus), which was purchased in 2008; with a system that has the following capabilities: • Improve Customer Service • Increase Adoptions • Effectively Utilize Staff • Increase Efficiency • Improve Reporting/Statistics • Communication with Other Software Systems • Increase License Revenue Through Direct Marketing • Improve the Health and Well-Being of the Animals Current System Description ACPlus was purchased by the Oakland County Animal Control and Pet Adoption Center in 2008. At the time of purchase the Division was going from manually filling out forms and paperwork to computerizing records and files. After the acquisition of the software the Division noticed that some tasks were made longer and/or could not be performed at all. Listed below are some of the pitfalls of the current system. • Poor customer service. On average an adoption transaction can take up to an hour, with paperwork, signatures, scanning and working with two different financial systems. • Ineffective use of staff. Because of all the paperwork for certain transactions, employees are pulled from other tasks that would increase adoptions or improve the health of the animals. • Non-customized reports. Not having this feature ineffectively utilizes staff because they have to put their efforts toward tracking down statistical information that would be of a benefit to Shelter. • Does not communicate with nation-wide adoption websites such as Petfinder.com . This again takes employees away from other tasks because information must be pulled from ACPlus and manually entered into an adoption website. Acquisition of New System Shelter Buddy meets all the criteria set forth in the RFP sent out by Oakland County Animal Control and Pet Adoption Center and Information Technology; which are also listed in the Project Description section. Key staff from Animal Control and Information Technology was present for a demo and all agreed that Shelter Buddy would meet t h e n e e d s o f t h e O a k l a n d County Animal Control and Pet Adoption Center. Pr.jagi One-Time Cost (Legacy Fund) On-Going Monthly Cost—System Support, Maintenance, Cloud Hosted (Added to Animal Control Budget) Tangible Benefits. $ 30,920.00 $ 1,033.00/Month a increased adoptions through direct marketing and utilizing software co m m u n i c a t i o n with nation-wide adoption websites. • Increased sale of dog licenses through direct marketing. Instead of ut i l i z i n g t h e U S M a i l , text messaging or e-mail can be utilized to remind dog owners to pur c h a s e t h e i r d o g ' s license. Cost Avoidance • Yearly maintenance and Information Technology fixes. With ACPl u s , I n f o r m a t i o n Technology is utilized several times a month due to the system failures. • Customer transaction time would be decreased, redirecting employ e e s t o o t h e r beneficial task but improving customer service and satisfaction. • Utilization of adhoc reports to pull beneficial statistics and trends. • Improved animal health and well-being from employees being redirec t e d t o o t h e r t a s k s such as cleaning, updating vaccinations and helping customers with a d o p t i o n s . • Correction of animal files by employees would be cut to a minimum, a g a i n r e d i r e c t i n g employees to more important and beneficial tasks. • Improved communication with software such as Petfinder.com and Oakland County's financial system; this redirects employees to other tasks. !ran fit • Improved customer service. • Smoother running system. • Division image. • Accuracy. • Greater follow through with customers, Resolution #15321 December 9, 2015 The Chairperson referred the resolution to the Finance Committee. There were no objections.