HomeMy WebLinkAboutResolutions - 2016.01.20 - 22170REPORT (MISC. #15321) January 20, 2016
BY: Finance Committee, Thomas Middleton, 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:
The Finance Committee, having reviewed the above referenced resolution, recommends the
following amendment:
Change sixth WHEREAS paragraph:
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 $142-34}0 $345; and
Change last WHEREAS paragraph:
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 $1033.00 $345 would be added to the Oakland County Animal Control and Pet
Adoption Center's Information Technology budget line item.
Chairperson, on behalf of the Finance Committee, I move the acceptance of the foregoing report.
FINANCE COMMITTEE VOTE:
Motion carried unanimously on a roll call vote with Long and Quarles absent.
MISCELLANEOUS 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 Petfinder.com ; 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 COMMITTEE
Motion carried unanimously on a roll call vote with Dwyer absent.
Animal Control Shelter Management Replacement Project
Acquisition of Shelter Buddy
October 21., 2015
Project 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 the needs of the Oakland
County Animal Control and Pet Adoption Center.
Pricing
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
• Increased adoptions through direct marketing and utilizing software communication
with nation-wide adoption websites.
• Increased sale of dog licenses through direct marketing. Instead of utilizing the US Mail,
text messaging or e-mail can be utilized to remind dog owners to purchase their dog's
license.
Cost Avoidance
• Yearly maintenance and Information Technology fixes. With ACPlus, Information
Technology is utilized several times a month due to the system failures.
• Customer transaction time would be decreased, redirecting employees to other
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 redirected to other tasks
such as cleaning, updating vaccinations and helping customers with adoptions.
• Correction of animal files by employees would be cut to a minimum, again redirectin
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.
Intangible Benefit
• 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.
ANIMAL CONTROL LEGACY FUND (#21310)
Revenue
9010101-114000-665882 Planned use of balance
Total Revenue
FY 2016 FY 2017-18
$ 30,920
$ 30,920
Transfer In — Gen. Fund $ 30,920 $ -0-
OC Depts Operations 4,140 4,140
Total Revenue $ 35,060 $ 4,140
Software Purchases
Software Maintenance
Total Expenses
$ 30,920
4,140
$ 35,060
$ -0-
4,140
$ 4,140
FISCAL NOTE (MISC #15321) January 20, 2016
BY: Finance Committee, Tom Middleton, 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:
Pursuant to Rule XII-C of this Board, the Finance Committee has reviewed the above referenced
resolution and finds:
1. The Animal Control and Pet Adoption Center is requesting approval to purchase a new shelter
management system called Shelter Buddy. The current shelter management system has become
cumbersome and inefficient, not offering customized reporting tools or the ability to communicate
with nationwide adoption websites.
2. Shelter Buddy has a one-time cost of $30,920 which would be funded from the Oakland County
Animal Control and Pet Adoption Center's Legacy Fund.
3. Shelter Buddy has a monthly maintenance cost of $345 which would be funded from the Non-
Departmental Information Technology Development line item.
4. The FY 2016 — 2018 Budget is amended as follows:
Expenditures
9010101-114000-788001-10100 Transfer out — Gen. Fund
Total Expenditures
$ 30,920
$ 30,920
GENERAL FUND (#10100)
Revenue
1070801-114000-695500-21310
Expenditures
1070801-114000-788001-63600
9090101-114000-773630
1070801-114000-774636
Transfer In-AC Legacy Fund
Total Revenue
$ 30,920
$ 30,920
Transfer Out — IT Fund
Non-Dept Info Tech Dev
Info Tech Operations
Total Expenditures
$ 30,920
(4,140)
4 140
$ 311920.
($ 4,140)
4,140
0
INFORMATION TECHNOLOGY (#63600)
Revenue
1080101-152000-695500-10100
1080101-152000-631372
Expenses
1080201-152010-731773
1080201-152010-731780
FINANCE COMMITTEE VOTE:
Motion carried unanimously on a roll call vote with Long and Quarles absent.
Resolution #15321 January 16, 2016
Moved by Kochenderfer supported by Quarles the resolutions (with fiscal notes attached) on the
amended Consent Agenda be adopted (with accompanying reports being accepted).
AYES: Fleming, Gershenson, Gingell, Gosselin, Hoffman, Jackson, Kochenderfer, KowaU , Long,
McGillivray, Middleton, Quarles, Scott, Spisz, Taub, Weipert, Zack, Bowman, Crawford,
Dwyer, (20)
NAYS: None. (0)
A sufficient majority having voted in favor, the resolutions (with fiscal notes attached) on the amended
Consent Agenda were adopted (with accompanying reports being accepted).
01
I POESY APPROVE THIS RESOLUTION
CHIEF DEPUTY COUNTY EXECUTIVE
ACTING PURSUANT TO MCL 45,559A (7)
STATE OF MICHIGAN)
COUNTY OF OAKLAND)
I, Lisa Brown, 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 January 20,
2016, with the original record thereof now remaining 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 20 th day of January, 2016.
L.)
Lisa Brown, Oakland County