HomeMy WebLinkAboutResolutions - 2000.07.20 - 26043MISCELLANEOUS USOLUTION 100183 July 20, 2000
BY: FINANCE COMMITTEE, SUE ANN DOUGLAS, CHAIRPERSON
IN RE: INFORMATION TECHNOLOGY - PURCHASE AND IMPLEMENTATION OF A NEW CHECK
PRINTING SYSTEM
To the Oakland County Board of Commissioners
Chairperson, Ladies and Gentlemen:
WHEREAS, the Oakland County Treasurer desires to utilize new technologies,
improve communications and payment efficiency to employees and vendors, by
replacing the current Laser Check Printing System with a new Windows based
system; and
WHEREAS, this new check printing system will reduce payment processing
time, and allow the Treasurer to meet increasing requests for electronic payment
processing; and
WHEREAS, also, this new system will reduce exposure to fraud, provide
improved, timely reporting of all payment information and will allow for faster
investment of liquid assets; and
WHEREAS, the Information Technology staff will be utilized to assist in
implementing this new system, which will integrate with the County's new
technological tools such as e-mail/Internet to better serve employees, customers
and vendors; and
WHEREAS, the one-time cost of the new check printing system is $167,787
consisting of software purchase cost of $98,095, professional services cost for
implementation, training and contingency of $69,692; and
WHEREAS funds are available in the FY 2000 non-departmental Office
Automation account, to transfer to Information Technology, to cover the initial
capital and implementation cost; and
WHEREAS annual software maintenance and support cost equals $19,619; and
WHEREAS Office Automation Funds are available to transfer to the
Treasurer's Office to cover this annual software maintenance and support charges
(internal invoicing from Information Technology), a budget amendment will be
recommended during the FY 2000 & FY 2001 Budget Hearings to cover the annual
operating cost.
NOW THEREFORE BE IT RESOLVED that the Oakland County Board of
Commissioners approves this acquisition for the new check printing system to be
funded out of current operations.
BE IT FURTHER RESOLVED that the FY 2000 budget be amended as follows:
General Fund FY 2000
2-90-290000-25000-9066 Office Automation
2-90-310000-40000-8001 Trans. Out to IT
$(167,787)
167,787
0
IT Fund 636
Revenue
3-18-636113-10000-1701 Trans. In General Fund $ 167,787
Expenditures
2-18-636122-15000-3596 Software Purchases
2-18-636122-10000-3348 Professional Services
$ 98,095
69,692
$ 167,787
0
Chairperson, on behalf of the Finance Committee, I move the adoption of
the foregoing resolution.
FINANCE COMMITTEE
FINANCE COMMITTEE VOTE:
Motion carried unanimously on a roll call vote with Friedman Appel absent.
Oakland County
Department of Information Technology
Project Scope and Approach
Project Name: Implement a new Check Printing System Project ID: DA0220TR
Leadership Group: Finance/Admin
Department: Treasurer Division: Disbursement
Project Sponsor: Art Halsey Date Requested: 04/03/2000 PM Customer No. 22102
Request Type: New Development
IT Team Name: Finance/Admin IT Team No:A
Project Manager/Leader: Chithra Chakrapani Account No: 44064
Grant Funded? No Mandate? No
Mandate Source:
Project Goal
To replace the current Laser Check Printing System with a new Windows based Laser Check
Printing System with advanced features. These features will ensure efficient and effective
delivery of payments to employees, retirees and vendors.
To utilize new technological tools (e.g. intranet/intemet) to improve communication and
efficiency between county and employees and vendor payments.
Business Objective
Major Deliverables
• Reduce the time to process payments — as the percentage of
electronically sent payments increases
• Reduce exposure to fraud — particularly by adopting positive pay for
checks
• Provide improved, timely reporting of information about all payments
by centralizing audit information on one server.
• Provide both centralized payments and decentralized payments for
one server which will allow more agencies within the county to
leverage this investment over time.
Project Rev. 04/03/2000 Form Rev. 4/3/2000 Page 1
Oakland County
Department of Information Technology
Project Scope and Approach
Project Name: Implement a new Check Printing System Project ID: DA0220TR
• Reduce the risk of errors by introducing a fully integrated payment
system
• Update the laser check printing system will send information by the
county e-mail system on payments to employees
• Be able to add new agencies (remote location using the existing
applications).
Approach
• Utilize I.T. staff to assist in implementing the new laser check printing
system.
• Utilize the county's new technological tools such as e-mail/internet to
better serve employees/customer (vendors).
Benefits
Intangible
Enhanced service to the public; employees & retirees
Improved Service
Product/Service
• Enhance Positive Pay on all county accounts
• Enhance the disaster recovery concern — will be able to
produce checks at either location if one was out of service for
any reason.
Impact
Number of Users
• Approximately 1,000 employees, 50 vendors, 50 retirees will
use the county e-mail or intemet to receive notice of payment.
• All of the county divisions will have persons using this system
Leadership Groups Finance/Admin
Divisions Divisions
Project Rev. 04/03/2000 Form Rev. 4/3/2000 Page 2
Oakland County
Department of Information Technology
Project Scope and Approach
Project Name: Implement a new Check Printing System Project ID: DA0220TR
Risk
Business Environment
Medium — project will require some changes to existing business
processes
Technical Environment Low - proven and previously implemented technologies
Assumptions
Staffing The resources will be available for the hours indicated per the attached project
plan. The following roles and % of the employees total project availability will be
as follows:
Name % Allocation Role:
Project Sponsor
Project Manager:
Source System Expert:
Technical Lead:
Programmer Analyst:
Technical
Funding
Priority
Constraints
Exclusions
I.
Existing standard IT development tools
None
Form Rev. 4/3/2000 Page 3 Project Rev. 04/03/2000
Cost Response Form
System Cost $98,095.00
Implementation Cost $52,492.00
Training Cost $ 8,276.00
Software Support $19,619.00
Total: $178,482.00
Contingency (5%) 8,924.00
Total Expense $187,406.00
Resolution #00183 July 20, 2000
Moved by Douglas supported by Buckley the resolution be adopted.
AYES: Buckley, Causey-Mitchell, Coleman, Dingeldey, Douglas, Garfield,
Gregory, Jensen, Law, McCulloch, McPherson, Melton, Millard, Moffitt, Obrecht,
Palmer, Schmid, Sever, Suarez, Taub, Amos, Appel. (22)
NAYS: None. (0)
A sufficient majority having voted therefor, the resolution was adopted.
I HEREBv " ROVE THE FOREGOING RESOLUTION
ga ft•...„ 712 WO 1)
L Brooke f o County Executive Date
STATE OF MICHIGAN)
COUNTY OF OAKLAND)
I, G. William Caddell, 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 July 20, 2000 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,Ah dayAf July, 2000.
G. William Caddell, County Clerk