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HomeMy WebLinkAboutSeptember 2, 2009 Agenda AGENDA CITY OF DENTON CITY COUNCIL September 2, 2009 After determining that a quorum is present, the City Council of the City of Denton, Texas will 3:00 p.m. convene in a Special Called Work Session on Wednesday, September 2, 2009 at in the Council Work Session Room at City Hall, 215 E. McKinney Street, Denton, Texas at which the following items will be considered: 1.Receive a report, hold a discussion, and give staff direction on the 2009-10 City Manager’s Proposed Budget, Capital Improvement Program, and Five-year Financial Forecast. Following the completion of the Work Session, the City Council will convene in a Closed Meeting to consider the following. 1.Closed Meeting: A. Deliberations Regarding Certain Public Power Utilities: Competitive Matters – Under Texas Government Code Section 551.086. 1. Receive competitive public power information from staff in the form of a proposed operating budget for Denton Municipal Electric (“DME”) for the upcoming fiscal year, including without limitation, revenues, expenses, commodity volumes, and commitments, and the direction of DME; and discuss, deliberate, consider adoption of the budget and other matters, and provide staff with direction regarding such matters. NOTE: The City Council reserves the right to adjourn into a Closed Meeting on any item on its Open Meeting agenda consistent with Chapter 551 of the Texas Government Code, as amended, including without limitation, Sections 551.071-551.086 of the Texas Open Meetings Act. CERTIFICATE I certify that the above notice of meeting was posted on the bulletin board at the City Hall of the City of Denton, Texas, on the ________day of ___________________, 2009 at ________o'clock (a.m.) (p.m.) __________________________________________ CITYSECRETARY NOTE: THECITYOFDENTONCITYCOUNCILCHAMBERSISACCESSIBLEIN ACCORDANCEWITHTHEAMERICANSWITHDISABILITIESACT.THECITYWILL PROVIDESIGNLANGUAGEINTERPRETERSFORTHEHEARINGIMPAIREDIF REQUESTEDATLEAST48HOURSINADVANCEOFTHESCHEDULEDMEETING. PLEASECALLTHECITYSECRETARY'SOFFICEAT349-8309ORUSE TELECOMMUNICATIONSDEVICESFORTHEDEAF(TDD)BYCALLING1-800-RELAY- TXSOTHATASIGNLANGUAGEINTERPRETERCANBESCHEDULEDTHROUGHTHE CITYSECRETARY’SOFFICE. AGENDA INFORMATION SHEET AGENDA DATE: September 2, 2009 DEPARTMENT: Finance ACM: Jon Fortune ______________________________________________________________________________ SUBJECT Receive a report, hold a discussion, and give staff direction on the 2009-10 Proposed Budget, Capital Improvement Program, and Five-Year Financial Forecast. BACKGROUND st The FY 2009-10 City Manager’s Proposed Budget was submitted to the Council on July 31. Staff provided the City Council with a comprehensive overview of the proposed budget at a Budget Work Session on August 6, 2009. We discussed the proposed budget again during our th work session on August 18. During these discussions, the City Council has asked a number of questions and requested a variety of information concerning the budget proposal. On August 18th, we provided the City Council with a memorandum that summarized the questions and answers that we had been able to compile. Due to time constraints, however, staff was not able to fully discuss the materials on thth August 18. As such, the August 18 memorandum is included again as an attachment for this item. Since August 18th, we have also received additional questions from the City Council related to nd the proposed budget. The attached memorandum, dated September 2, summarizes all of the questions and answers that we have been able to compile since our initial budget discussion on thth August 6. The remaining responses related to the August 18 memorandum and some bold additional questions are presented in a font for your reference. The purpose of this agenda item is to provide the City Council with the above described information concerning the proposed budget and allow an additional opportunity for questions and dialogue. Below is the schedule we will follow to adopt the budget and tax rate: September 15 Budget Work Session September 22 City Council Adopts Budget and Tax rate Agenda Information Sheet September 2, 2009 Page 2 I look forward to discussing the budget materials in detail with you. If you have any questions, or need additional information, please let me know. EXHIBITS nd 1.September 2 Question and Answer Memorandum th 2.August 18 Question and Answer Memorandum Respectfully Submitted By: Bryan Langley Director of Finance Finance Department * 215 E. McKinney * Denton, TX 76201 (940) 349-8224 * DFW Metro (972) 434-2259 * Fax (940) 349-7206 MEMORANDUM ÜßÌÛæ Í»°¬»³¾»® îô îððç ÌÑæ ر²±®¿¾´» Ó¿§±® ¿²¼ Ó»³¾»®­ ±º ¬¸» Ý·¬§ ݱ«²½·´ ÚÎÑÓæ Þ®§¿² Ô¿²¹´»§ô Ü·®»½¬±® ±º Ú·²¿²½» ÍËÞÖÛÝÌ Ý·¬§ ݱ«²½·´ Þ«¼¹»¬ ɱ®µ­¸±° Ï«»­¬·±²­ ¿²¼ λ­°±²­»­ : ײº±®³¿¬·±² ®»¹¿®¼·²¹ ¬¸» îððçóïð Þ«¼¹»¬ ¿²¼ Ú·ª» Ç»¿® Ú±®»½¿­¬ ©¿­ °®»­»²¬»¼ ¬± ¬¸» Ý·¬§ ݱ«²½·´ ±² ¬¸ ß«¹«­¬ êò Ѳ ß«¹«­¬ ïèô × º±®©¿®¼»¼ ¬± §±« ¿ ­«³³¿®§ ±º ¬¸» Ý·¬§ ݱ«²½·´ ¯«»­¬·±²­ ¿²¼ ¿²­©»®­ ¬¸¿¬ ¬¸ ©» ©»®» ¿¾´» ¬± ½±³°·´»ò ̸» ®»³¿·²·²¹ ®»­°±²­»­ ®»´¿¬»¼ ¬± ¬¸» ß«¹«­¬ ïè ³»³±®¿²¼«³ ¿²¼ ­±³» ¿¼¼·¬·±²¿´ ¯«»­¬·±²­ ¬¸¿¬ ©» ®»½»·ª»¼ ¿®» °®»­»²¬»¼ ·² ¿ ¾±´¼ º±²¬ º±® §±«® ®»ª·»©ò Ú±® ®»º»®»²½»ô °®·±® ¿²­©»®»¼ ¯«»­¬·±²­ ¸¿ª» ¾»»² ·²½´«¼»¼ ·² ¬¸·­ ³»³±ò Ïïæ É¿­ ¬¸»®» ¿²§ ­¬·°«´¿¬·±² ·² ¿² »½±²±³·½ ·²½»²¬·ª» ¿¹®»»³»²¬ ©·¬¸ Ю»­¾§¬»®·¿² ر­°·¬¿´ ¬¸¿¬ ©±«´¼ ¾» ¿ºº»½¬»¼ ¾§ ¬¸»·® ®»½»²¬ ½¸¿²¹» ¬± ¬¿¨ »¨»³°¬ ­¬¿¬«­á ¬¸ ßæ ̸·­ ¯«»­¬·±² ©¿­ ¿²­©»®»¼ ·² ¬¸» ß«¹«­¬ ïè ³»³±®¿²¼«³ò Ïîæ ɸ¿¬ ©»®» ¬¸» ½¸¿²¹»­ °»® ½¿¬»¹±®§ 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REVISED FIRE DEPARTMENT BUDGET REDUCTIONS SUBJECT: Our previously submitted budget was intended to include $150,000 “savings” in Fire Department overtime achieved primarily through modifications to staffing of two engine companies and assignment of Battalion Chiefs. It was my intention to offset the expected gap (overspending) between budgeted overtime and actual overtime expended each year rather than reduce the budgeted amount from the previous year. Actually reducing previously budgeted amounts will only exacerbate the overtime funding shortfall. Therefore, the $150,000 should not be removed from the budget as originally recommended to council. The following graph and chart show the previous five year history of the Operations Division annual overtime with an average of $314,156 budgeted and $560,763 actually spent for overtime resulting in an average annual gap of $246,607. üèððôðððòðð üéððôðððòðð üêððôðððòðð üëððôðððòðð ÑÌß½¬«¿´ üìððôðððòðð ÑÌÞ«¼¹»¬ üíððôðððòðð üîððôðððòðð üïððôðððòðð üðòðð îððìðëîððëðêîððêðéððéðèîððèðç 5-Year History Denton Fire Department Overtime Budget & Actual Cost 1 Denton Fire Department Overtime – 5-Year History of Budget & Actual Cost Fiscal Year Budgeted OT Actual OT Difference 2004-2005 $165,458.00$432,873.00($267,415) 2005-2006 $365,503.00$628,073.00($262,570) 2006-2007 $322,837.00$454,999.00($132,162) 2007-2008 $344,564.00$687,871.00($343,307) * 2008-2009$372,419.00$600,000.00($227,581) *Actual OT estimated at $600,000 based on current $472,673 Based on previous internal audits and reviews of our overtime, the Fire Department is making every effort to reduce the annual gap between annual budgeted and actual spending on overtime and still maintain the existing service delivery level of fire and emergency medical services. Our goal is to accomplish this by being more effective in the management and oversight of Fire Department overtime as well as adjusting normal daily staffing in situations when sick leave and other unscheduled leaves exceed our ability to maintain normal staffing without overtime. Based on those changes, I believe we can efficiently reduce the gap by a substantial amount. Currently only two out of the seven engine companies (Engine 7 and Engine 6) are regularly staffed at the level of four firefighters per engine. As I’ve stated previously, any periodic reduction in the staffing of an engine company from four to three will not put the community or our customers or our firefighters at risk. However, in an effort to reduce the City Manager’s proposed budget as directed rather than my original proposal to save on actual expected expenditures, we have found other cuts of $54,150 we can manage in the FY2009/2010 budget in discretionary spending from our three Fire Department divisions. In summary, it is my recommendation that the Fire Department budget be modified as follows: 1. Restore the $150,000 to the overtime budget account to bring that line item total to: $398,644. 2. Implement the staffing reallocation policies as recommended in the City Manager’s original proposal to help reduce the annual gap between budget and actual overtime costs. 3. Reduce the following budget accounts in the total amount of $54,150. 320001 Administration Division (reduction of $46,150) a. Includes a reduction in small tools, $40,000 in reduced costs due to a contract amendment and a reduced estimation of consultant fees. 320100 Operations Division (reduction of $2,000) b. Reduced estimation of consultant costs. 2 320200 Prevention Division (reduction of $6,000) c. Areas of reduction include film equipment, public education, dues and consultant fees. If you have any questions, please give me (8830) or Laura Behrens (8844) a call. ROSS CHADWICK Fire Chief 3 ßÌÌßÝØÓÛÒÌì City of Denton y Planning Department Imaging Project VP Imaging Laserfiche Solutions Laserfiche Imaging Planning Building Inspections 1 Desired Results Consistent filing of documents into one Consistent filing of documents into one location Easy to use system Streamline processes Reports to help manageprocesses ppgp Improve records management Help fill open records requests Recommended Solutions Scanning and digital achieves Scanning and digital achieves Sharing and security of documents Approvals and document tracking Retention and destruction periods Integration needs Integration needs Establish integration with the automated on-line applications and document access 2 Recommended Solutions (continued) Stli d tt dt reamneanauomaeocumen Stlidtt dt processes Track and report progress Reorganize the City Ordinances Break apart the existing ordinances Categorize the ordinances Use a search link to tie the ordinance to GIS/ESRI zoning layers Create a 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²«³¾»®±ºª»¸·½´»­¿½½»­­·²¹¬¸»ß·®°±®¬¬¸®±«¹¸¬¸»³¿·²»²¬®§òÍ»½«®·¬§·³°®±ª»³»²¬­¿¬¬¸» ß·®°±®¬©·´´½¸¿²²»´»ª»²³±®»¬®¿ºº·½¬¸®±«¹¸¬¸·­»²¬®§·²¬¸»½±³·²¹§»¿®òß²«°¼¿¬»¼ Þ«­·²»­­Ð´¿²¬±¾»·³°´»³»²¬»¼·²îððçñîðïð©·´´¸·¹¸´·¹¸¬¬¸»²»»¼º±®ß·®°±®¬Â”ªêÐÁ¿²¼ ·²½®»¿­»¼³¿®µ»¬·²¹±ºß·®°±®¬­»®ª·½»­ò̸»­»¿½¬·ª·¬·»­©·´´º«®¬¸»®º±½«­°«¾´·½¿²¼½«­¬±³»® ¿¬¬»²¬·±²±²¬¸»ß·®°±®¬»²¬®¿²½»¿²¼½®»¿¬»¬¸»²»»¼º±®·³°®±ª»¼¿½½»­­·²º®¿­¬®«½¬«®»ò ×ÍÍËÛÍ Ì¸»½«®®»²¬ß·®°±®¬»²¬®¿²½»®±¿¼ô­·¹²¿¹»¿²¼ÚÞÑ°«¾´·½°¿®µ·²¹¿®»¿©»®»²±¬«°¹®¿¼»¼ ©¸»²¬¸»²»©ß·®°±®¬¬»®³·²¿´©¿­½±²­¬®«½¬»¼ ײ½®»¿­»¼«­»¾§½«®®»²¬¬»²¿²¬­¿²¼¬¸»°«¾´·½¸¿­½®»¿¬»¼¿²»»¼¬±·³°®±ª»¬¸»ß·®°±®¬ »²¬®¿²½»®±¿¼¿²¼­·¹²¿¹» Ü®¿·²¿¹»·³°®±ª»³»²¬­¿®»²»»¼»¼º±®¬¸»¿®»¿¿¼¶¿½»²¬¬±¬¸»²»©¬»®³·²¿´°¿®µ·²¹¿®»¿ ÝËÎÎÛÒÌÐÎßÝÌ×ÝÛÍ Ì¸»ß·®°±®¬»²¬®¿²½»®±¿¼¿²¼°¿®µ·²¹¿®»¿¬¸¿¬»¨¬»²¼­º®±³·¬¿®»«­»¼·²¬¸»½±²¼·¬·±²¬¸»§ »¨·­¬»¼°®·±®¬±½±²­¬®«½¬·±²±º¬¸»²»©ß·®°±®¬¬»®³·²¿´òײ½®»¿­»¼¬»²¿²¬¿²¼°«¾´·½¿½½»­­¬± ¬¸»ß·®°±®¬·­½¸¿²²»´»¼¬¸®±«¹¸¿²»²¬®¿²½»®±¿¼¬¸¿¬·­·²²»»¼±º·³°®±ª»³»²¬òßÞ«­·²»­­ д¿²¿²¼·²½®»¿­»¼³¿®µ»¬·²¹¿½¬·ª·¬§¬±¿¬¬®¿½¬¿ª·¿¬·±²·²¼«­¬®§·²ª»­¬³»²¬¿²¼¶±¾½®»¿¬·±² ¾»¹·²²·²¹·²îðï𩱫´¼¾»­·¹²·º·½¿²¬´§»²¸¿²½»¼¾§·³°®±ª»³»²¬­¬±¬¸»ß·®°±®¬»²¬®¿²½»®±¿¼ ¿²¼­·¹²¿¹»ò Ú×ÍÝßÔ×ÓÐßÝÌßÒÜÐÑÔ×ÝÇÎÛÝÑÓÓÛÒÜßÌ×ÑÒÍ The estimated cost of needed Airport entrance improvements is $910,000. A TxDOT Aviation grant will be sought to fund 50% of the improvement cost. The cost to the City for this improvement would be $455,000. ßÌÌßÝØÓÛÒÌè ßÌÌßÝØÓÛÒÌç MINUTES AUDIT COMMITTEE June 16, 2006 After determining that a quorum is present, the Audit Committee of the City of Denton, Texas convened in a regular meeting, Friday, June 16, 2006, at 10:02 a.m. in the City Council Work Session room, at City Hall, 215 E. McKinney Street, Denton, Texas. PRESENT: Perry R. McNeil, Joe Mulroy, and Guy McElroy EX OFFICIO MEMBERS: Howard Martin, City Manager Jon Fortune, Assistant City Manager Andrea Gage, Internal Auditor Susan Croff, Utility Process/Quality Control Auditor Joe Mulroy called the meeting to order at 10:02 AM Prior to commencing with agenda items Joe requested that minutes from the previous meeting be distributed in the following weeks agenda. 1.Receive a report, hold a discussion, and give staff direction on the Internal Audit Department’s quarterly activities. On the completed list of Internal Audit Department quarterly activities an item for the Visual Greater Denton Arts Council Arts Center with has not been completed yet. This item will appear before Council at a later meeting. Vacation Village Water System project Susan is currently working on the , which will be paid for externally, in terms of gathering data (overview, type of property, etc.) Motor Pool Fund Review Joe stated the may be duplicating review on Fleet Services. Sarbanes-Oxley (SOX) Internal Audit suggested the City begin to think in the direction of the , which has to do with risk analysis, since it is probable that it will trickle into municipal government at some point. Joe stated that the direction that has been established by the City is to have an external audit firm complete an assessment of the direction the City’s Internal Audit program, and this is where the City should be focused rather than a possible future change. ACTION ITEM: Develop a plan to extend an Audit Schedule going forward. 1 of 4 2. Receive a report, hold a discussion, and give staff direction on a City contract renewal with the Greater Denton Arts Council (GDAC) for the use of the Center for Visual Arts building and related City funding. The Greater Denton Arts Council (GDAC) is at then end of a 25-year contract with the City for the City to maintain their facilities, janitorial services, and pay the utilities. The City is responsible for Capital Improvements, but GDAC would pay for facilities maintenance. The City’s utility bill will decrease by about $4000 since the GDAC is moving out of the cottage near the Visual Arts Center. Joe stated the City should offer GDAC to outline acceptable terms where GDAC will begin to either pay a percentage of the utilities once the bill exceeds a certain amount, or where GDAC will pay a percentage each year and their percentage will increase in consecutive years. ACTION ITEM: Create a benchmark for utility usage for the Greater Denton Art Council by utilizing the last 3 years of usage and with input from the GDAC. ACTION ITEM: Draft language for the new contract with Greater Denton Art Council. 3. Receive a report, hold a discussion and give staff direction on the City Five-Year Plan. Reprographics reduced costs by replacing one large copier machine and 2 small black and white copiers with 2 small color copiers and 2 high-speed black and white copiers. Tonya stated the cost per copy includes all expenses with no allocation and jobs are paid for by budget transfers. These costs are lower than commercial copy centers. Switchboard and web services are charged to departments by division based on volume. Joe Reprographics questioned why switchboard, web services and check disbursements are under . Perry stated that when the budget of Reprographics is reviewed the numbers seem bloated for the price of copies due to the inclusion of switchboard and web services in that number. ACTION ITEM/DIRECTIVE: Check disbursement should be handled in Accounting. ACTION ITEM: Create a policy for large print jobs, creating limits on desktop printing volumes, those exceeding a predetermined volume would have to set the job out. ACTION ITEM: Review printing and mailing checks/utility bills internally compare to outside vendors. ACTION ITEM: Review the creation of the Reprographics department as if it was being rebuilt. Fines assessed through the Library should be turned back to the general fund, then those funds Fines assessed through the Library should be turned back to the general fund, then those funds Fines assessed through the Library should be turned back to the general fund, then those funds earmarked for use by the Library to avoid subset accounts like the Emily Fowler Fund. A non- earmarked for use by the Library to avoid subset accounts like the Emily Fowler Fund. A non- earmarked for use by the Library to avoid subset accounts like the Emily Fowler Fund. A non- profit fund should be set up for the Library that could also handle donations to the library. The profit fund should be set up for the Library that could also handle donations to the library. The profit fund should be set up for the Library that could also handle donations to the library. The Emily Fowler Fund should not be used for operating expenses, those should be covered in the Emily Fowler Fund should not be used for operating expenses, those should be covered in the Emily Fowler Fund should not be used for operating expenses, those should be covered in the base budget. The Emily Fowler Fund was set up by ordinance and will require research and base budget. The Emily Fowler Fund was set up by ordinance and will require research and base budget. The Emily Fowler Fund was set up by ordinance and will require research and another ordinance created to bring it back to general fund. another ordinance created to bring it back to general fund. 2 of 4 ACTION ITEM: Create an ordinance to move the Emily Fowler Fund into the General Fund Create an ordinance to move the Emily Fowler Fund into the General Fund ACTION ITEM: Create an ordinance to move the Emily Fowler Fund into the General Fund and submit to the Library board and then back to Audit Committee before going to Council. and submit to the Library board and then back and submit to the Library board and then back to Audit Committee before going to Council. Asset Forfeiture Fund monies are structured by state law that states they must be a separate fund. Approximately 1/3 of the monies obtained from seizure auctions goes to the district attorney for administrative costs of filing for right to the property being seized. All costs associated with seizures (time, overhead, storage, etc.) are deducted before the 1/3 is paid to the district attorney. The remaining 2/3 is held in reserve for the next fiscal year and must be used for law enforcement purposes. The City holds an ending fund balance, which is equivalent to one years expenditures for seizure funds. Gas Well Revenues are based on 3 in operation gas wells with a current $1.5 million dollar balance that should increase to $2 million by the end of the fiscal year. These figures are net and have a designated line item in the 5-year performa. Guy questioned the area available by the airport available for an additional gas well. There will be an additional 33 acres are coming to Council and 500 acres of available land. The City is planning having 4 operational gas wells on the property. The gas wells have an estimated life of 20 years. Some of the purchase of the land for the gas wells was purchased with bond fund, any revenue from that well must go to pay back that bond. Annex Planning Fund Planning and Zoning is requesting an additional $100,000 for to pay for external sources to assist in creating an Annex Plan as requested by Council. Kelly stated the turn around time for the plan would be 6 to 12 months. Legal advised to hold off on the Annex Plan until after the settlement of Craver Ranch. The only annex policy is and Ad Hoc policy with guidelines and an ordinance. ACTION ITEM: Develop an annexation policy to work in tandem with an Annexation Plan. ACTION ITEM: Legal advice on the annexation policy should go to Council in Closed Session. public Internet service The offered at the North Branch Library would be added to expansion and installed in new construction of Library. The installation would come out of Tech Services budget and then billed back to the Library budget in the amount of approximately $400,000. Community Development is requesting an increase in funds to assist in funding the Downtown Development Code Committee in association with the Denton Chamber of Commerce. Linda stated that in the past the funds to support the Committee came from Community Development and the short fall in the budget were requested from the City Manager’s Fund at the end of the year. Litter A new ordinance will be submitted for the creation of a graffiti removal and for a Removal Package . The graffiti removal would be only for City property. The Litter Removal Package would pay for the removal of trash from the areas surrounding the square and 3 time a week trash pickup. Center for Visual Arts The brought some maintenance items to the City’s attention. Two items are work order related items that will be taken care of by the City. 3 of 4 ACTION ITEM: Determine the level of responsibility the leasee has for the operational maintenance of the Visual Arts Center. The Fire Department is requesting additional funds to cover the required 20% match of a bond that the Fire Department applied for to finance a physical fitness and wellness plan. This would cover physicals and immunizations that are contingent upon employment that Risk Management will not be able to continue to fund. Additional funds were also requested to update 2 ambulances to the same level as the other 2 ambulances with more up to date equipment and technology. 4. Management Report - A.Audit Committee Action Item Matrix 5. New Business – This item provides an opportunity for the Committee members to suggest items for future agendas or to request information for future meetings. 6. Subsequent Meeting Schedule – Discuss subsequent meeting needs and schedules – DATE TIME LOCATION June 23, 2006 10:00 AM to 12:00 PM Council Work Session Room June 30, 2006 10:00 AM to 12:00 PM Council Work Session Room July 7, 2006 10:00 AM to 12:00 PM Council Work Session Room July 14, 2006 10:00 AM to 12:00 PM Council Work Session Room The meeting adjourned at 12:18 PM. 4 of 4 ðÜÏÜÖØËiÊðØÊÊÜÖØ Í»°¬»³¾»® îêô îððê ̸» Ó±¬±® б±´ º«²¼ ©·´´ ²± ´±²¹»® ­»®ª» ¿­ ¿ ¾«¼¹»¬»¼ ·²¬»®²¿´ ­»®ª·½» º«²¼ ¾»¹·²²·²¹ ·² îððêóðéò ̸» ±°»®¿¬·±²­ ±º ¬¸¿¬ º«²¼ ¿®» ²±© ®»½±®¼»¼ ·² ¬¸» Ú´»»¬ Ó¿²¿¹»³»²¬ Ú«²¼ò ̸·­ ½¸¿²¹» ·­ ¾»·²¹ ³¿¼» ¬± ®»º´»½¬ ¿ ­¸·º¬ ·² ¬¸» °±´·½§ ¾§ ©¸·½¸ ª»¸·½´»­ ©·´´ ¾» °«®½¸¿­»¼ ·² ¬¸» º«¬«®»ò Ý·¬§ ¼»°¿®¬³»²¬­ ¸¿ª» ¾»»² ¬®»²¼·²¹ ¬±©¿®¼ ¬¸» «­» ±º ¬¸·®¼ °¿®¬§ º·²¿²½·²¹ ±® ­¸±®¬ó¬»®³ ¼»¾¬ ¿­ ¿ ©¿§ ¬± ³»»¬ ¬¸»·® ª»¸·½´» ®»¯«·®»³»²¬­ô »´·³·²¿¬·²¹ ¬¸» ²»»¼ ¬± ³¿·²¬¿·² ®»°´¿½»³»²¬ ®»­»®ª»­ ·² ¿ ­»°¿®¿¬» º«²¼ò ðüóîëôêêèøênëøúëøüéôîï÷èïù ̸» λ½®»¿¬·±² Ú«²¼ ·²½´«¼»­ º»»ó¾¿­»¼ ®»½®»¿¬·±² °®±¹®¿³­ ¿²¼ 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Ì·³¾»®­ п®µ ¿²¼ Ò±®¬¸ б·²¬» п®µò ̸» ½«®®»²¬ ¾¿´¿²½» º±® ¬¸» п®µ Ü»ª»´±°³»²¬ Ú«²¼ çïê ·­ üïôèìêôìëìòïéò Ïïêæ Ю±ª·¼» ¿ ­«³³¿®§ ±º ¬¸» É¿¬»® п®µ ¿²¼ Ò¿¬¿¬±®·«³ º·²¿²½·¿´­ò ßæ д»¿­» ®»º»® ¬± ¬¸» ½¸¿®¬ ±² ¬¸» º±´´±©·²¹ °¿¹» º±® ¿ ¬¸®»»ó§»¿® ¸·­¬±®§ ±² ®»ª»²«»­ ¿²¼ »¨°»²¼·¬«®»­æ 못²«»­ îððêóðé îððéóðè îððèóðçöö Ò¿¬¿¬±®·«³ö üéìïôîîë üêçîôëíî üêêðôëèë É¿¬»® п®µ üêíðôïíï üéïêôêèí üëïîôçèê ̱¬¿´ üïôíéïôíëê üïôîëéôèðî üïôïéíôëéï Û¨°»²¼·¬«®»­ îððêóðé îððéóðè îððèóðç Ò¿¬¿¬±®·«³ üïôïîðôëíï üïôïêëôìëð üïôðïèôèíè É¿¬»® п®µ üëêéôíêé üêðìôíîð üëðíôîçð ̱¬¿´ üïôêèéôèçè üïôéêçôééð üïôëîîôïîè öײ½´«¼»­ Ü×ÍÜ Î»·³¾«®­»³»²¬ öö̸®±«¹¸ Ö«´§ íïô îððç ê Ïïéæ Ю±ª·¼» ¼»¬¿·´­ ±² ®»ª»²«» ¹»²»®¿¬»¼ º®±³ ­±º¬¾¿´´ ¿²¼ ¾¿­»¾¿´´ º·»´¼­ò ßæ ͬ¿ºº ·­ ½±²¬·²«·²¹ ¬± ®»­»¿®½¸ ¬¸·­ ®»¯«»­¬ò ß¼¼·¬·±²¿´ ·²º±®³¿¬·±² ©·´´ ¾» º±®©¿®¼»¼ ¬± ¬¸» Ý·¬§ ݱ«²½·´ ·² ¬¸» ²»¿® º«¬«®»ò Ïïèæ Ю±ª·¼» ÌÓÎÍ ½·¬§ ½±³°¿®·­±² ±º ¾»²»º·¬ ±°¬·±²­ ­»´»½¬»¼ ¾§ ±¬¸»® ½·¬·»­ò ßæ д»¿­» ®»º»® ¬± ¿¬¬¿½¸³»²¬ ìò Ïïçæ ر© ©·´´ ¬¸» ´«³° ­«³ ­¿´¿®§ °®±°±­¿´ ·³°¿½¬ ݱ«²½·´ ¿°°±·²¬»¼ °±­·¬·±²­á ßæ ͬ¿ºº ·­ ½±²¬·²«·²¹ ¬± ®»­»¿®½¸ ¬¸·­ ®»¯«»­¬ò ß¼¼·¬·±²¿´ ·²º±®³¿¬·±² ©·´´ ¾» º±®©¿®¼»¼ ¬± ¬¸» Ý·¬§ ݱ«²½·´ ·² ¬¸» ²»¿® º«¬«®»ò Ïîðæ Ю±ª·¼» »³°·®·½¿´ ¼¿¬¿ °®»ª·±«­´§ °®±ª·¼»¼ ¬± ¬¸» Ý·¬§ ݱ«²½·´ ¬± ½±³°¿®» ¬¸» ´»ª»´ ±º °¿®µ ´¿²¼ °»® ½¿°·¬¿ô ´·¾®¿®§ ¾±±µ­ °»® ½¿°·¬¿ô °±´·½» ±ºº·½»®­ ¿²¼ º·®»º·¹¸¬»®­ °»® ½¿°·¬¿ò ßæ ͬ¿ºº ·­ ½±²¬·²«·²¹ ¬± ®»­»¿®½¸ ¬¸·­ ®»¯«»­¬ò ß¼¼·¬·±²¿´ ·²º±®³¿¬·±² ©·´´ ¾» º±®©¿®¼»¼ ¬± ¬¸» Ý·¬§ ݱ«²½·´ ·² ¬¸» ²»¿® º«¬«®»ò Ïîïæ Ю±ª·¼» ¼»¬¿·´­ ±º ¬¸» ÚÇ îððèóðç »­¬·³¿¬»¼ »¨°»²¼·¬«®»­ º±® ¬¸» η­µ 묻²¬·±² Ú«²¼ò ɸ¿¬ ¿®» ¬¸» ³·­½»´´¿²»±«­ »¨°»²­»­á ßæ ̸» ³·­½»´´¿²»±«­ »¨°»²¼·¬«®»­ ·² ¬¸» η­µ 묻²¬·±² Ú«²¼ ¿®» ¿¬¬®·¾«¬»¼ °®·³¿®·´§ ¬± ´·¬·¹¿¬·±² ½±­¬­ò ̸» ±®·¹·²¿´ ¾«¼¹»¬»¼ »¨°»²¼·¬«®»­ º±® ¬¸» ³·­½»´´¿²»±«­ ½¿¬»¹±®§ ©»®» üïëðôðððò ̸» Ý·¬§ ¸¿­ ½«®®»²¬´§ ­°»²¬ üíîêôïéíò ß ¾«¼¹»¬ ¿³»²¼³»²¬ ©·´´ ¾» °®»­»²¬»¼ ¬± ¬¸» Ý·¬§ ݱ«²½·´ ¼«®·²¹ ¬¸» Í»°¬»³¾»® ïô îððç ³»»¬·²¹ ¬± ·²½®»¿­» ¬¸» »¨°»²¼·¬«®» ¿«¬¸±®·¬§ ·² ¬¸» η­µ 묻²¬·±² Ú«²¼ò é ßÌÌßÝØÓÛÒÌï ßÌÌßÝØÓÛÒÌî ÍËÐÐÔÛÓÛÒÌßÔÎßÒÕ×ÒÙÁÁÁÁÁÁÁÁÁ ÌÑÌßÔÚËÒÜ×ÒÙÎÛÏËÛÍÌüÁÁÁÁÁÁÁÁÁÁÁ Ü×Ê×Í×ÑÒÐÎÑÙÎßÓÐßÝÕßÙÛ ÔÛÙßÔ ÐÎÑÙÎßÓÐßÝÕßÙÛÌ×ÌÔÛ   ÜÛÍÝÎ×ÐÌ×ÑÒ Add two full time attorney positions to the City Attorney’s office; one full time in municipal court and one full time in the central office. Add one clerical in the municipal court. ×ÍÍËÛÍÚ×ÍÝßÔ×ÓÐßÝÌßÒÜÐÑÔ×ÝÇÎÛÝÑÓÓÛÒÜßÌ×ÑÒÍ With regard to Municipal Court, one full-time prosecutor has tried all Municipal Court cases since her arrival in 1993. The number of cases has quadrupled, the number of assistant judges has increased, but no additional prosecutors have been added. The prosecutor has only had contract prosecutors to help cover dockets in her absence and to assist on some of our multiple attorney, code enforcement, and arraignment dockets. The prosecutor has no clerical assistance, provides legal advice to the Police Department, Animal Control, and Code Enforcement officers. She is on call 24/7. She also works many weekends. This accretion of duties creates a very tenuous situation for the City in the event the prosecutor should leave, as the tickets continue to be issued and the docket stalls. It would be prudent to hire an entry-level attorney and create a career ladder progression. This would address the workload accretion, as well as the lack of any succession planning in this critical area. The addition of a clerical person in municipal court to handle phones, scheduling appointments, typing, subpoenas, and other duties is also essential for support of the prosecutor and efficiency of the office. The cost of the additional personnel can be funded in part by deleting the part-time contract prosecutors. In 2007-2008, this expense totaled $45,650. In 2008-2009 to date, we have expended $16,540. I recommend adding one full time attorney in the mid range to the City Attorney’s Office. The cost of outside counsel has proven quite high in recent years, and performing additional work in-house is more cost effective. The current tempo of operations and workload justifies the additional full time attorney and will allow the delivery of more timely legal services. Denton is poised to grow exponentially, and the City, including the Legal staff, must be adequate to deliver the needed services. ÍËÐÐÔÛÓÛÒÌßÔÎßÒÕ×ÒÙÁÁÁÁÁÁÁÁÁ ÌÑÌßÔÚËÒÜ×ÒÙÎÛÏËÛÍÌüÁÁÁÁÁÁÁÁÁÁÁ ÌÎÛÒÜßÒßÔÇÍ×Í É±ª£†¦£k«k††Ã±±††ÆÂÂk——±«ª†±É”£Ð”«úkªêÐÆ•k†Áø£”«†£†ÆÐ _ÆÆ——”£k†±ÃªÃªÐ±ÃªÆ«†ñ£øY£k”økªêД•k†È ßÌÌßÝØÓÛÒÌí 221 N. Elm * Denton, TX 76201 * Telephone (940) 349-8360 * FAX (940) 349-7208 Building Inspection / Consumer Health Divisions Memorandum To: Bryan Langley, Director of Finance From: Rodney Patterson, Plans Examiner Supervisor Date: August 12, 2009 Subject: ProjectDox Software The Building Inspections division has been exploring the possibilities of implementing a digital plan review process for the past several years. These efforts have recently been intensified as the City looks for ways to “green up” our processes. In the past, there has always been a reluctance to switch to a digital plan review process due to several hurdles which have seemed insurmountable. The greatest hurdle has always been the difficulties associated with performing highly technical reviews of large commercial projects on a computer screen using cumbersome PDF documents. Some of the toughest issues our examiners have expressed with reviewing plans digitally have always been: 1) the limited ability to switch back and forth between sheets easily and expediently in order to compare items between sheets such as wall and door designations and locations on floor plan sheets to the ratings and construction types on door and wall schedules; 2) The ability to adequately track changes made to plans between submittals; and 3) The ability to verify that final plan sets submitted for construction contain all of the revisions which were required as a part of the review and approval process. These issues are difficult and time consuming with paper copies of the plans and with digital plan review from a CD it would be even more time consuming. In the past, we had been unable to find a solution which would allow us to overcome these obstacles. However, after viewing a presentation of the ProjectDox software, and conducting research on-line as to the features and capabilities of the software, I am convinced that this tool will be invaluable to our department, the development community, and the City as a whole in streamlining our development review process. Not only will this software allow us to go to an almost totally paperless permitting system, (we are recommending that applicants continue to be given the option of submitting plans and applications via the traditional paper methods with proper digital back up during a phase in period for those do-it- yourself and small “mom and pop” applicants), it will save time, money, and other valuable resources for applicants by allowing them the opportunity to submit plans and applications from the comforts of their own office. There are several unique features of the ProjectDox software which have helped to alleviate some of the past concerns with digital plan review. A transition to digital plan review using ProjectDox software will provide reviewers with the tools they need to more effectively and efficiently track plans through the process. These tools include: 1) automated notification to both project managers and applicants, when plan reviews are complete; 2) routing tools which allow permit techs to route plans with the push of a button; 3) layering tools in which layers are created for each reviewer so that plan sheets can be “redlined’ by each individual reviewer and viewed individually byapplicants; and 4) overlay tools which allow reviewers to verify the changes made between versions by overlaying each plan sheet onto previous versions and the software will track changes between versions by showing them in green and red as opposed to black for areas that have remained the same. As to how this software will assist in “greening up” the process, the current process for building permit submittal requires that the applicant submit ten (10) complete sets of plans with their application. These plans are parceled out to various different departments for review. The plans include both civil and architectural plans, landscape drawings etc. For most projects, these plan sets include between 50 and 150 sheets and for larger projects they may contain several hundred sheets. Taking into account the revisions that are required before the plans are approved, even smaller projects can easily generate between 2,000 and 5,000 sheets of paper. These sheets range in size from 24” x 36” to 36” x 48”. The sad truth is that the majority of this paper ends up in the recycle bin. In transitioning to digital plan review, the majority of this paper will be eliminated. Additionally, allowing applicants to submit electronically will reduce vehicle trips by applicants/couriers who currently must deliver paper plans to our office for processing. It will also eliminate internal trips between city facilities by reviewers from other departments who currently visit our office to pick up plans for review. The implementation of PrjectDox software will not be limited to building permits alone. It will also be used by Planning and DRC Engineering to streamline submittals through the DRC process as well. As a part of our research in determining the feasibility of transitioning to a digital plan review process, a brief presentation was made to the development community at the developer’s quarterly luncheon on February 25, 2009. The information was well received by members of the development community. Also, subsequent discussions with the developer’s committee which is currently reviewing the DRC process, indicated that not only were most members in favor of a transition to digital plan review, they would also be willing to entertain an additional submittal fee in order to help defray the cost of the software. The reasoning behind their willingness to pay the additional fee was the fact that their printing costs would be significantly reduced by the transition to a digital plan review process. Included below is a list of the benefits, both tangible and intangible, that based on the assessment of the software’s capabilities we believe will be realized with a transition to digital plan review using the ProjectDox software. Tangible Increases staff efficiency in performing plan review. Speeds up the plan review process. Allows concurrent reviews by all divisions. Reduces routing errors and/or delays. Provides real-time access to permit status and progress for applicants and City staff. Improves workflow reporting for staff to help manage projects. Decreases costs for external archival and retrieval of paper plans. Provides immediate retrieval of approved plans. Reduces paper storage; eliminates clutter; frees office space. Consolidates separate departmental plan storage areas into a centralized computer access point. Plans available on-line 24/7 to reviewers, inspectors and first responders. Saves costs for office supplies. Reduce printing and courier costs for developers. Reduces the potential for lost plans. Intangible The City is viewed as a leader in electronic plan review technology. The City’s reputation as a leader in “Green Innovation” is enhanced. The City is viewed by developers in a favorable light since we would be saving applicants, owners, designers and contractor’s time and money, making it easier to do business with the City of Denton. Improved employee morale. Improved internal and external customer service and customer satisfaction. Major Objectives Eliminate submission of paper plans. Decrease vehicular trips to City facilities and on City streets. Improve efficiency in plan review. Improve the customer experience for issues related to development services. Decrease customer costs for printing, couriers and gas. Speed up the plan submittal process; decrease turnaround time for applicant. Conclusion In conclusion, staff has long realized that there are far reaching benefits which can be achieved with the transition to a digital plan review process. The consensus among staff is that with the ProjectDox software, we have finally found a product that provides us with the tools necessary to make the transition to a digital plan review process a reality. _________________________ Rodney Patterson Plans Examiner Cc: Mark Cunningham, Planning and Development Department Director Kurt Hansen, Building Official Brian Lockley, Development Review Committee Administrator Chuck Russell, Interim Planning Manager ßÌÌßÝØÓÛÒÌì ݱ³°¿®·­±²±ºÝ·¬§Ð´¿²Ð®±ª·­·±²­ £ªñªø£”«†Ã£ªø”£«¼ÜÆ Â Ð¿®¬·½·°¿¬·²¹Û³°´±§»»Ó«²·½·°¿´Ë°¼¿¬»¼Ë°¼¿¬»¼ß²²«·¬§ß²²«·¬§Í»®ª·½»Í«°°´»³»²¬¿´Í«°°´»³»²¬¿´Ð±°«´¿¬·±²Ý±²¬®·¾«¬·²¹ Ó«²·½·°¿´·¬§Ü»°±­·¬Ý«®®»²¬Í»®ª·½»Í»®ª·½»×²½®»¿­»×²½®»¿­»Î»¬·®»³»²¬Ü»¿¬¸Ü»¿¬¸Ó»³¾»®­ ο¬»Ó¿¬½¸·²¹Ý®»¼·¬Ý®»¼·¬øû÷Ç»¿®Û´·¹·¾·´·¬·»­Þ»²»º·¬­Þ»²»º·¬­ ο¬·±øû÷Ç»¿®Ûºº»½¬·ª»Û³°´±§»»­Î»¬·®»»­ Ûºº»½¬·ª» ëÇ®­ñß¹»êðô ß´´»² éûîæïïððÌïççéÎéðïççéÎîðÇ®­ñß²§ß¹»Ç»­Ç»­èïôéèíêîð ëÇ®­ñß¹»êðô ß®´·²¹¬±² éûîæïïððÌïççèÎéðïççèÎîðÇ®­ñß²§ß¹»Ç»­Ç»­íêçôïëðîôëðé ëÇ®­ñß¹»êðô Ý¿®®±´´¬±² éûîæïéëîððçÎéðîððçÎîðÇ®­ñß²§ß¹»Ò±Ò±ïîïôêðìèíè ëÇ®­ñß¹»êðô Ü»²¬±² éûîæïïððÌîðððÎéðîðððÎîðÇ®­ñß²§ß¹»Ç»­Ç»­ïðçôëêïïôðïç ëÇ®­ñß¹»êðô Ú¿®³»®­Þ®¿²½¸éûîæïïððÌïççêÎéðïççêÎîëÇ®­ñß²§ß¹»Ç»­Ò±îèôéëðìíë ëÇ®­ñß¹»êðô Ú®·­½±éûîæïïððÌîðððÎéðîðððÎîðÇ®­ñß²§ß¹»Ç»­Ç»­ïððôðððèðè ëÇ®­ñß¹»êðô Ù¿®´¿²¼éûîæïïððÌïçççÎéðîððèîðÇ®­ñß²§ß¹»Ç»­Ç»­îîèôìëðîôðïç ëÇ®­ñß¹»êðô Ù®¿²¼Ð®¿·®·»éûîæïïððÌïççíÎéðïççíÎîëÇ®­ñß²§ß¹»Ç»­Ç»­ïêéôçðîïôïéì ëÇ®­ñß¹»êðô Ù®¿°»ª·²»éûîæïïððÌïççèÎéðïççèÎîðÇ®­ñß²§ß¹»Ò±Ò±ìçôêíëëëí ëÇ®­ñß¹»êðô Ø«®­¬éûîæïïððîððçÎéðîððçÎîðÇ®­ñß²§ß¹»Ò±Ò±íèôëððííð ëÇ®­ñß¹»êðô ×®ª·²¹ éûîæïïððÌïççîÎéðîððèîðÇ®­ñß²§ß¹»Ç»­Ç»­îïðôïëðïôìèí ëÇ®­ñß¹»êðô Ô»©·­ª·´´»éûîæïïððÌïççéÎéðïççéÎîðÇ®­ñß²§ß¹»Ò±Ò±çìôëèçêéì ëÇ®­ñß¹»êðô Ó¿²­º·»´¼éûîæïïððÌïççîÎéðïççîÎîðÇ®­ñß²§ß¹»Ç»­Ç»­ ëÇ®­ñß¹»êðô Ó½Õ·²²»§éûîæïïððÌïççêÎéðîððíÎîðÇ®­ñß²§ß¹»Ç»­Ç»­ïïèôîððéèë ëÇ®­ñß¹»êðô Ó»­¯«·¬»éûîæïïððÌïççîÎéðïççîÎîðÇ®­ñß²§ß¹»Ò±Ò±ïíéôëëðïôðëð ëÇ®­ñß¹»êðô ß²§ß¹»Ò±Ò±îêðôîððîôîðë д¿²±éûîæïïððÌïççìÎéðïççìÎîðÇ®­ñ ëÇ®­ñß¹»êðô η½¸¿®¼­±² éûîæïïððÌïççîÎéðïççîÎîëÇ®­ñß²§ß¹»Ò±Ò±ççôèîîççð ßÌÌßÝØÓÛÒÌë   îîï Òò Û´³ ö Ü»²¬±²ô ÌÈ éêîðï ö Ì»´»°¸±²» øçìð÷ íìçóèëìï ö ÚßÈ øçìð÷ íìçóééðé Planning and Development Department MEMORANDUM To: Bryan Langley From: Chuck Russell Date: August 12, 2009 Subject: Supplemental Laserfiche Information Bryan, I have been asked to provide back-up material that will support request to fund the Laserfiche Imaging Project. Planning staff previously provided an overview proposed 09-10 budget (see Attachment 1). I have attached several additional documents that provide more detail of the benefits of purchasing this system and its role as a critical tool to enhance and improve the development processes in the City. As stated in the Supplemental Package, the Laserfiche system will provide consistent filing of documents into one repository, a streamlined project approval process, management reports for projects, improved records management, and a reduction in the amount of staff time spent on responding to requests for information. oal is to provide on-line applications and document access to applicants. Planning would like automated notifications to go to applicants by email and to be able to streamline, track, and report progress on the approval process across the entire Department. Attachment 2 contains the updated comprehensive report prepared by Technology Services that includes the scope of work for each of the line items in the project. Attachment 3 contains a helpful presentation that summarizes the key points of the project. Attachments 4, 5 and 6 contain examples of two cities and a county that benefitted from implementation of Laserfiche systems. www.cityofdenton.com Supplemental Laserfiche Information August 14, 2009 Page 2 of 2 Some of the specific benefits that Laserfiche can provide include: Significant time savings for staff with a corresponding time savings for the public in everything from report writing to front counter customer service (e.g. responding to daily requests for information) Ability for staff to locate all information for a site or project in one place Allows for more comprehensive reviews of projects Multiple people are able to review the same information at the same time Lessens any potential impact of an institutional knowledge drain due to staff turnover All electronic system reduces the need for and cost of paper copies Builds a historical database for all City staff to access Reduces demand for storage space in City Hall West Please let me know if I can provide any additional information or clarification. Chuck Russell, AICP Planning Supervisor Planning Department City of Denton 221 N. Elm Street Denton TX 76201 (940) 349-7705 (office) (940) 390-3430 (mobile) (940) 349-7707 (fax) Email: chuck.russell@cityofdenton.com ÍËÐÐÔÛÓÛÒÌßÔÎßÒÕ×ÒÙÁÁÁÁïÁÁÁÁÁ ÌÑÌßÔÚËÒÜ×ÒÙÎÛÏËÛÍÌüÁÁïçêôêëðÁÁÁÁÁ Ü×Ê×Í×ÑÒÐÎÑÙÎßÓÐßÝÕßÙÛ Ð´¿²²·²¹Ü»°¿®¬³»²¬ ñÜÊØË×ÔÚÕØôÐÜÖÔÏÖíËÎÓØÚÉ   ÜÛÍÝÎ×ÐÌ×ÑÒ Ì¸»½¿°¬«®»¿²¼³¿²¿¹»³»²¬±º¼±½«³»²¬­©·¬¸·²¬¸»Ý·¬§±ºÜ»²¬±²·­½®·¬·½¿´¬±»ª»®§ ¿­°»½¬±º¸±©¬¸»Ý·¬§º«²½¬·±²­ôº®±³½«­¬±³»®­»®ª·½»¬±´»¹¿´®»¯«·®»³»²¬­ò̸»Ý·¬§±º Ü»²¬±²«¬·´·¦»­¿²Û²¬»®°®·­»Ü±½«³»²¬Ó¿²¿¹»³»²¬Í±´«¬·±²øÛÜÓÍ÷±º©¸·½¸Ô¿­»®º·½¸» ­±º¬©¿®»·­¬¸»¾¿½µ¾±²»òܱ½«Ò¿ªÍ±´«¬·±²­©¿­®»¬¿·²»¼¾§¬¸»Ý·¬§±ºÜ»²¬±²¬±³¿µ» ­«¹¹»­¬·±²­¿­¬±¸±©¬¸»ÆYŐÛÜÓÍ°®±¶»½¬½±«´¼¾»·³°®±ª»¼¿²¼·³°´»³»²¬»¼¿²¼ »­¬·³¿¬»­©»®»°®±ª·¼»¼º±®»¿½¸­¬¿¹»±º¬¸»°®±¶»½¬ò ̸»Ð´¿²²·²¹—”†«ª†Å¼»­·®»¼®»­«´¬­º±®¬¸»ÛÜÓÍ°®±¶»½¬·²½´«¼»­±´«¬·±²­º±®æ ½±²­·­¬»²¬º·´·²¹·²¬±±²»®»°±­·¬±®§ô­¬®»¿³´·²»¬¸»°®±¶»½¬¿°°®±ª¿´°®±½»­­ô°®±ª·¼» ³¿²¿¹»³»²¬®»°±®¬­º±®°®±¶»½¬­ô·³°®±ª»¼®»½±®¼­³¿²¿¹»³»²¬ô¿²¼®»¼«½»¬¸»¿³±«²¬ ±º­¬¿ºº¬·³»­°»²¬±²®»­°±²¼·²¹¬±±°»²®»½±®¼­®»¯«»­¬­ò ÌÎÛÒÜßÒßÔÇÍ×Í 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·³°´»³»²¬¿¬·±²°¸¿­»­±º¿´´¬¸»°®±¶»½¬­ô¬¸»¼»°¿®¬³»²¬­©·´´²»»¼¬±º«®²·­¸­¬¿ººº±® ÍËÐÐÔÛÓÛÒÌßÔÎßÒÕ×ÒÙÁÁÁÁïÁÁÁÁÁ ÌÑÌßÔÚËÒÜ×ÒÙÎÛÏËÛÍÌüÁÁïçêôêëðÁÁÁÁÁ ¬®¿·²·²¹¿²¼º±®¼»½·­·±²­¼«®·²¹½±²º·¹«®¿¬·±²­òѲ½»½±³°´»¬»¼ô¬¸»»ºº·½·»²½·»­±º¬¸» ¼»°¿®¬³»²¬­©±«´¼¾»¹®»¿¬´§·²½®»¿­»¼·²¿´³±­¬»ª»®§°±­·¬·±²òÓ¿²¿¹»³»²¬©·´´¾»¿¾´» ¬±½±²¬®±´¬¸»¿°°®±ª¿´°®±½»­­»­¿²¼·³°®±ª»¼»º·½·»²½·»­ò Completion Quote1st2nd Projects TimeNumberCostYearYear Planning: Archive/Retrieval 6 weeks 31594 $8,000 $8,000 TRAKiT Migration: Integration 4 weeks 31592 8,0008,000 Planning /City Secretary: Ordinance Reconfiguration 8 weeks 31595 16,30016,300 ESRI Search to Ordinances: Integration 2 weeks 31596 11,15011,150 Planning Project Files: Workflow 8 weeks 31590 19,00019,000 Planning Project Files: Back Scanning (Phase I & II) 52 weeks 31601 83,20041,600 41,600 Digital Light Box Software: Integration 10 weeks 31597 6,0006,000 Web Interface: Public Portal 12 weeks 31593 27,00027,000 Scanners (2 x $2,000 each) 4,0004,000 City of Denton Disk - Space Storage Needs 14,00014,000 Planning Total $196,650 $103,050 $ 93,600 ɱª£†¦£k«k††Ã±±††ÆÂÂk——±«ª†±É”£Ð”«úkªêÐÆ•k†Áø£”«†£†ÆÐ_ÆÆ ——”£k†±ÃªÃªÐ±ÃªÆ«†ñ£øY£k”økªêД•k†È PlanningDivision PlanningDivision Laserfiche Project Plan and Quotes Table of Contents Section Project Overview & Presentation -1- Quotes and Statements of Work 2- -- Planning –Archive & Retrieval -- 3 - TRAKiTImages –MovedtoLaserfiche TRAKiTImagesMovedtoLaserfiche 3 -4- - City Zoning Ordinances–Reorganization & -4- - ESRI Search to Ordinances –Integration -5- - Planning –Workflow 6- -- Planning Project Files –Back Scanning -- 7 - ResidentialorCommercialAlt.–Workflow ResidentialorCommercialAlt.Workflow 7 -8- - Commercial Building Permits –Workflow -9- - Commercial Build Plans –Back Scanning -- 10 - Digital Light Box –Integration 10 -11- - Web Interface –Public Portal -12- - Building Inspections –Archive & Retrieval -13- - Bldg. Insp. Address Files –Back Scanning 14- -- Code Enforcement –Archive & Retrieval -- 15 - CitDommunyev. –Ahi&Rtilrcveereva CitDAhi&Rtil 15 City of Denton Planning Division Imaging Project Overview Project Scope: Needs Review - The City of Denton hired DocuNav Solutions/VP Imaging to review the Planning Division’s departmental needs for: Scanning and digital archive Sharing and security of documents Approval processes Document tracking Document retention and destruction periods Integration Cody Bettis of DocuNav met with representatives from Planning, Building Inspections, Code Enforcement, and Community Development to determine the imaging needs of each area. The City of Denton has an Enterprise Document Management Solution (EDMS) using Laserfiche software as the backbone. DocuNav Solutions was asked to make suggestions as to how the EDMS project could be implemented and provide estimates for each stage of the project. Where appropriate, the recommended Planning Division’s solutions should fit within the City’s current EDMS. After reviewing the Division’s current business processes, it became very clear that a properly implemented EDMS would provide: Greatly improved customer service Staff efficiencies Departmental management for document and plan driven approval processes Reduction in storage needs Improved records management Improved code enforcement process Desired Results - The Planning Division’s key desired results where that the solutions provide: Consistent filing into one repository Streamline approval processes Provide management reports for projects Improved records management Help filling open records requests Goals - The Planning Division’s ultimate goal would be to provide on-line applications and document access to applicants. Planning would like automated notifications to go to applicants by email and to be able to streamline, track, and report progress on the approval process across the entire Division. The process should include approvals and document tracking all the way through code enforcement and the case files for courts. City of Denton - Planning Division Imaging Project Overview Page 2 Recommended Solutions and Implementation Order: Project Categories - It was determined that the project can be broken down into five categories and fifteen separate projects. Archive/Retrieval Planning o Building Inspections o Code Enforcement o Community Development o Ordinance Reconfiguration o Workflow Residential or Commercial Alterations o Planning Projects o Commercial Construction o Back Scanning Planning Project Files o Building Inspections Address Files o Commercial Building Plans o Integration TRAKiT Migration o ESRI Search o Digital Light Box Software (Plans Overlay) o Public Portal Web Interface o The Archive and Retrieval Projects will allow the Division to have one central repository with all the documents filed following established protocol. This category must be completed before any other category can begin because the documents must reside in the EDMS to accomplish the additional goals of the projects. This phase includes using AutoFile software to automate the filing of all the documents and allows for index integration with the existing TRAKiT application. Once completed any of the Back Scanning or Integration Projects could begin. However, the TRAKiT Migration Project should be the next priority. Over the last several years, many documents have been attached to records in the TRAKiT database. To eliminate the need for users to look in multiple locations for the documents, all images would be migrated into Laserfiche. The TRAKiT migration would also be required before Back Scanning Planning Project Files could begin. The Workflow Projects could roll-out in any order. However, Cody recommended that the Residential or Commercial Alterations Project be the first workflow project. This project is much more contained than the other two workflow projects and would be a good learning ground before starting the more complicated workflow projects. All Back Scanning Projects and Integration Projects could run concurrently. Archive/Retrieval, Integration, TRAKiT Migration and Workflow should be completed before beginning the Public Portal Projects. Archive/Retrieval and Workflow projects should be started consecutively. City of Denton - Planning Division Imaging Project Overview Page 3 Department Requirements - The project cost estimates are listed below by Department. Planning Projects – Contact: Brian Lockley Completion Quote Projects TimeNumberCost Planning: Archive/Retrieval 6 weeks 31594 $ 8,000 TRAKiT Migration: Integration 4 weeks 31592 8,000 Planning & City Secretary: Ordinance Reconfiguration 8 weeks 31595 16,300 ESRI Search to Ordinances: Integration 2 weeks 31596 11,150 Planning Project Files: Workflow 8 weeks 31590 19,000 Planning Project Files: Back Scanning 52 weeks 31601 83,200 Digital Light Box Software: Integration 10 weeks 31597 6,000 Web Interface: Public Portal 12 weeks 31593 27,000 Scanners (2 x $2,000 each) 4,000 City of Denton Disk - Space Storage Needs 14,000 Planning Total$196,650 Building Inspections – Project Contact: Kurt Hanson Completion Quote Projects TimeNumberCost Building Inspections: Archive/Retrieval 4 weeks 31600 $ 5,000 Building Inspections Address Files: Back Scanning 20 weeks 31603 30,000 Residential or Commercial Alterations Permits: Workflow 6 weeks 31589 9,000 Commercial Construction: Workflow 8 weeks 31591 19,000 Commercial Building Plans: Back Scanning 75 weeks 31602 120,000 Scanners (2 x $2,000 each) 4,000 City of Denton Disk - Space Storage Needs 14,000 Building Inspections Total$201,000 Code Enforcement – Project Contact: Lancine Bentley Completion Quote Projects TimeNumberCost Code Enforcement: Archive/Retrieval 2 weeks 31599 $ 3,500 Scanners (1 x $2,000 each) 2,000 Code Enforcement Total$ 5,500 Community Development – Project Contact: Barbara Ross Completion Quote Projects TimeNumberCost Community Development: Archive/Retrieval 1 week 31598 $ 2,000 Scanners (1 x $2,000 each) 2,000 Code Enforcement Total$ 4,000 Estimated Cost of the Planning Division’s Imaging Projects = $407,150 City of Denton - Planning Division Imaging Project Overview Page 4 Departmental Resources: The Division has determined that any scanning needed to implement these projects, in a date forward mode, could be performed by staff at the current staffing levels. During the implementation phases of all the projects, the departments will need to furnish staff for training and for decisions during configurations. Once completed, the efficiencies of the departments would be greatly increased in almost every position. Management will be able to control the approval processes and improve deficiencies. NOTE: If the ProjectDox solution is implemented, the development review workflow projects included in this Laserfiche proposal may not be needed. A comparison of features will be necessary to identify any overlapping functionality. City of Denton Scope of Work - Planning Division DocuNav Solutions Configuration for Planning Division Archive and Retrieval/Quote 31594 The goal for this project is to improve the storage and retrieval of documents for the Planning Division. Currently the documents are stored as paper files, on cds, in TRAKiT, and in shared folders. Centralized storage in the Laserfiche server and quick retrieval will provide improved business processes and increase staff efficiencies. DocuNav Solutions will review, configure, train, and document the implementation of Laserfiche and DocuNav Solutions software for this division. Scope of Work: . DocuNav Solutions will work with the Planning Division to determine the proper configuration of the Laserfiche template and folder structure for the Project Files folders and documents. DocuNav Solutions will create the Laserfiche templates and folders. DocuNav Solutions will configure the initial AutoFile rules to retrieve index data from TRAKiT and files documents into Address Folders. DocuNav Solutions will review the structure with the appropriate Denton staff and make any additional changes as needed to receive confirmation. DocuNav Solutions will work with Denton IT staff to properly configure and install the QuickLink tool for search links from TRAKiT. DocuNav Solutions will work with Denton IT for the security configuration for Build Inspections Laserfiche security. DocuNav Solutions will provide (3 days) of training for Denton staff involved with scanning, indexing, importing and searching documents in the system. DocuNav Solutions will provide documentation for the configurations of new Laserfiche process for the Planning Division. ® QUOTE S O L U T I O N S VP Imaging, Inc. 5048Tennyson Parkway, Suite 110 Dallas, Texas 75024 uote: Q 31594 800-353-2320 Date:9/29/2008 VID# 1752738222400 DocuNav Contact: ANadine Bettis Customer ID: Denton To: Planning Division -Archive & Ret Mary Collins City of Denton Note: All quotes expire 30 days from above 215 E. McKinney Street date. Please call your VPI contact for any Denton, Texas 76201 940-349-7888 changes. QtyItemDescriptionsUnit PrTotal DocuNav Support Agreement, DSA Priority one year, support via email, phone, fax, M-F, 8am-5pm, CST, excluding holidays. 1DocuNav Solution project to work with and provide services for $ 8,000.00 $ 8,000.00 LS PRJ Permits for residential permits. See scope for details. Prelimary meeting, Configuration and setup of AutoFile with rules. Post configuration meeting and testing. Training and rollout, 3 days onsite included. Documentation of processes for Planning dept to be written and provided to the department File No. 4062 $ - $ - $ - $ - $ - $ - $ - ATTENTION: $ - IncludesCISV pricing. VP Imaging, Inc. vendor # ïéëîéíèîîîìðð Please sign, date, attach PO and fax back to DocuNav Solutions and we will process your order. Kindly call us @ 800-353-2320 with any questions. We look forward to working with you! Subtotal $ 8,000.00 Thank you, Nadine Tax EXEMPT _____________________________________________ SIGN & DATE HERE Freight Total $ 8,000.00 City of Denton Scope of Work - Planning Division DocuNav Solutions TRAKiT Project/Quote 31592 The goal for this project is to move all existing documents from the TRAKiT application and store them in the Laserfiche server. Currently documents are stored in multiple locations without structure and moving all files into a central repository will allow for the document management and retrieval options the department desires. Documents stored in Laserfiche are accessible from ESRI, TRAKiT, Laserfiche and any other method desired. Scope of Work: . After the Archive/Retrieval configuration of all the division Laserfiche folders and templates. DocuNav Solutions will configure our export utility tool to export all the documents currently stored in TRAKiT and import the same into the Laserfiche server. Documents will remain in their existing file formats, no file format changes will be provided during this project. The AutoFile configuration will be updated if needed to support the exported documents. The documents will not be deleted from TRAKiT during this project only copied. ® QUOTE S O L U T I O N S VP Imaging, Inc. 5048Tennyson Parkway, Suite 110 Dallas, Texas 75024 uote: Q 31592 800-353-2320 Date:9/29/2008 VID# 1752738222400 DocuNav Contact: ANadine Bettis Customer ID: Denton To: Planning Division -TRAKiT Mary Collins City of Denton Note: All quotes expire 30 days from above 215 E. McKinney Street date. Please call your VPI contact for any Denton, Texas 76201 940-349-7888 changes. QtyItemDescriptionsUnit PrTotal DocuNav Support Agreement, DSA Priority one year, support via email, phone, fax, M-F, 8am-5pm, CST, excluding holidays. 1DocuNav Solution project to work with and provide services for $ 8,000.00 $ 8,000.00 LS PRJ Planning Division for TRAKiT project. See scope for details. File No. 4062 $ - $ - $ - $ - $ - $ - $ - $ - ATTENTION: IncludesCISV pricing. VP Imaging, Inc. vendor # ïéëîéíèîîîìðð Please sign, date, attach PO and fax back to DocuNav Solutions and we will process Subtotal $ 8,000.00 your order. Kindly call us @ 800-353-2320 with any questions. We look forward to working with you! Tax EXEMPT Thank you, Nadine _____________________________________________ Freight SIGN & DATE HERE Total $ 8,000.00 City of Denton Scope of Work - Planning Division DocuNav Solutions City Ordinances Reorganized/Quote 31595 The goal for this project is to simplify searching through the existing City Ordinances. Currently the Ordinances are scanned by the City Secretary’s office and indexed by the year with approximately 50 Ordinances per document. Several departmental users currently struggle to quickly fine the appropriate Ordinance. Scope of Work: . DocuNav Solutions will work with the Planning Division to determine the proper reconfiguration of the Laserfiche template and folder structure for the Ordinance documents. DocuNav Solutions will edit the Laserfiche templates and folders. DocuNav Solutions will review the revised structure with the appropriate Denton staff and make any additional changes as needed to receive confirmation. DocuNav Solutions will work with Denton IT for the security configuration for Ordinance documents. DocuNav Solutions will provide the labor required to reprocess all the existing Ordinance documents so each ordinance is a separate document and has the Ordinance Number on the document template. Denton staff will review the documents in a timely manner for proper indexing. DocuNav Solutions will provide an ESRI search tool to allow user to search the properly configured documents to be retrieved from a Zoning Layer. DocuNav Solutions will configure the system to provide work queues for the date forward indexing by Denton staff. DocuNav Solutions will provide (1 day) of training for Denton staff involved with the new Ordinance indexing process. DocuNav Solutions will provide documentation for the configurations of new Laserfiche process for the journal entry documents. ® QUOTE S O L U T I O N S VP Imaging, Inc. 5048Tennyson Parkway, Suite 110 Dallas, Texas 75024 uote: Q 31595 800-353-2320 Date:9/29/2008 VID# 1752738222400 DocuNav Contact: ANadine Bettis Customer ID: Denton To: Planning/City Sec Ordinances Mary Collins City of Denton Note: All quotes expire 30 days from above 215 E. McKinney Street date. Please call your VPI contact for any Denton, Texas 76201 940-349-7888 changes. QtyItemDescriptionsUnit PrTotal DocuNav Support Agreement, DSA Priority one year, support via email, phone, fax, M-F, 8am-5pm, CST, excluding holidays. 1DocuNav Solution project to work with and provide services for $ 3,500.00 $ 3,500.00 LS PRJ the Planning Division to work with the City Secretary to get Ordinances reorganized. See scope for details. Prelimary pre- config meeting, Re-configuration and setup. Review Meeting. Training 1 day onsite included. Documentation of processes for Planning Division to be written and provided. 1ReindxReindex all Ordinances. 8hrs per year/at $40.00/hr=$320/yr $ 12,800.00 $ 12,800.00 OrdinEstimate a total of 40 years that need to be completed * ESRI Search Tool Enterprise License, needed for this project $ 11,150.00 $ - see additional Quote #31596. This software is listed on the Planning ESRI quoted project. File No. 4062 $ - $ - $ - $ - $ - ATTENTION: IncludesCISV pricing. VP Imaging, Inc. vendor # ïéëîéíèîîîìðð Please sign, date, attach PO and fax back to DocuNav Solutions and we will process Subtotal $ 16,300.00 your order. Kindly call us @ 800-353-2320 with any questions. We look forward to working with you! Thank you, Nadine Tax EXEMPT _____________________________________________ Freight SIGN & DATE HERE Total $ 16,300.00 City of Denton Scope of Work - Planning Division DocuNav Solutions ESRI Integration/Quote 31596 The goal for this project is provide an Enterprise search tool for ESRI to retrieve documents stored in the Laserfiche repository. Currently documents are stored in multiple locations with copies of files being attached to the ESRI features. The search tool will allow simple configuration to retrieve the desired documents from the ESRI interface. Scope of Work: . DocuNav Solutions will install the DocuNav Solutions Enterprise Search Tool for ESRI. DocuNav Solutions will work with Denton staff to configure the search tool to work for Zoning Ordinances and Project Files. DocuNav Solutions will train Denton IT (ESRI) staff on the functions and configuration on the Enterprise Search Tool. ® QUOTE S O L U T I O N S VP Imaging, Inc. 5048Tennyson Parkway, Suite 110 Dallas, Texas 75024 uote: Q 31596 800-353-2320 Date:9/29/2008 VID# 1752738222400 DocuNav Contact: ANadine Bettis Customer ID: Denton To: Planning ESRI Integration Mary Collins City of Denton Note: All quotes expire 30 days from above 215 E. McKinney Street date. Please call your VPI contact for any Denton, Texas 76201 940-349-7888 changes. QtyItemDescriptionsUnit PrTotal DocuNav Support Agreement, DSA Priority one year, support via email, phone, fax, M-F, 8am-5pm, CST, excluding holidays. 1Install $ 1,150.00 1DocuNav Solution project to work with and provide services for $ 10,000.00 $ 10,000.00 LS PRJ Planning Division for Enterprise Search Tool software for ESRI. See scope for details. Installation, Configuration and setup. Training 1 day onsite included with IT. File No. 4062 $ - $ - $ - $ - $ - $ - $ - $ - ATTENTION: IncludesCISV pricing. VP Imaging, Inc. vendor # ïéëîéíèîîîìðð Please sign, date, attach PO and fax back to DocuNav Solutions and we will process your order. Kindly call us @ 800-353-2320 with any questions. Subtotal $ 11,150.00 We look forward to working with you! Thank you, Nadine Tax EXEMPT _____________________________________________ Freight SIGN & DATE HERE Total $ 11,150.00 City of Denton Scope of Work - Planning Division DocuNav Solutions Workflow for Planning Division/Quote 31590 The goal for this project is to improve the business processes for review and approval of applications submitted to the Planning Division. Currently, the processes are manual and paper based with tracking information keyed into TRAKiT. Digitizing the business and approval processes will greatly improve the department efficiency and lead to better customer service. DocuNav Solutions will review, configure, train and document the implementation of Workflow processes using TRAKiT, Laserfiche and DocuNav Solutions software for this division. Scope of Work: . DocuNav Solutions will work with the Planning Division to determine the proper configuration of the Laserfiche workflow engine and any needed interfaces with TRAKiT. DocuNav Solutions will create the Laserfiche workflow configurations. DocuNav Solutions will review the new digital processes with the appropriate Denton staff and make any additional changes as needed to receive confirmation. DocuNav Solutions will work with the division to determine the needed reports to track the progress of projects. DocuNav Solutions will build up to 6 different reports using the City’s reporting tools application. DocuNav Solutions will provide (5 days) of training for Denton staff involved with approvals, importing, scanning, plan reviews and archive. DocuNav Solutions will provide documentation for the configurations of new Laserfiche processes for the Planning Division. ® QUOTE S O L U T I O N S VP Imaging, Inc. 5048Tennyson Parkway, Suite 110 Dallas, Texas 75024 uote: 31590 Q 800-353-2320 Date:9/29/2008 VID# 1752738222400 DocuNav Contact: ANadine Bettis Customer ID: Denton To: Planning Workflow Mary Collins City of Denton Note: All quotes expire 30 days from above 215 E. McKinney Street date. Please call your VPI contact for any Denton, Texas 76201 940-349-7888 changes. QtyItemDescriptionsUnit PrTotal DocuNav Support Agreement, DSA Priority one year, support via email, phone, fax, M-F, 8am-5pm, CST, excluding holidays. 1DocuNav Solution project to work with and provide services for $ 19,000.00 $ 19,000.00 LS PRJ Planning Division. See scope for details. Prelimary configuration meeting, Configuration and setup of Workflow on server. Post configuration meeting and testing. Training and rollout, 5 days onsite included. Setup of 6 (six) different reports. Documentation of processes for Planning Division to be written and provided to the division. File No. 4062 $ - $ - $ - $ - $ - $ - ATTENTION: $ - IncludesCISV pricing. VP Imaging, Inc. vendor # ïéëîéíèîîîìðð Please sign, date, attach PO and fax back to DocuNav Solutions and we will process your order. Kindly call us @ 800-353-2320 with any questions. Subtotal $ 19,000.00 We look forward to working with you! Thank you, Nadine Tax EXEMPT _____________________________________________ Freight SIGN & DATE HERE Total $ 19,000.00 City of Denton Scope of Work - Planning Division DocuNav Solutions On-Site Assistance with Back Scanning Project Files/Quote 31601 The goal for this project is to improve the availability of documents, organize the project files and locate all required documents. Currently, the documents are stored as paper files, on cds, in TRAKiT and in shared folders with many duplicate documents because the required 15 copies provided with the application. Scanning of all paper documents would not be practical or necessary. We are quoting a project file based approach. Scope of Work: . After the configurations projects are completed. DocuNav Solutions will work with the Planning Division to determine the required documents for each project. DocuNav Solutions will furnish on-site help to complete the project file folders. DocuNav Solutions will index all the assembled digital copies of document for the project files that where imported from TRAKiT, CDs and the shared folders. DocuNav Solutions will then determine the required files that are missing. Denton staff will assist in locating the missing files. As needed DocuNav Solutions will prep, scan and index additional files to complete the project folders. Denton staff will review all work in a timely manner. DocuNav Solutions will work from the current year backwards. DocuNav Solutions will tag paper documents for destruction but will not do any destruction of the documents. Denton will help direct the on-site staff toward the most productive outcome. DocuNav Solutions will bill for hours used. Denton will furnish location and equipment for the project. ® QUOTE S O L U T I O N S VP Imaging, Inc. 5048Tennyson Parkway, Suite 110 Dallas, Texas 75024 uote: Q 31601 800-353-2320 Date:9/29/2008 VID# 1752738222400 DocuNav Contact: ANadine Bettis Customer ID: Denton To: Planning Project Files Backscan Mary Collins City of Denton Note: All quotes expire 30 days from above 215 E. McKinney Street date. Please call your VPI contact for any Denton, Texas 76201 940-349-7888 changes. QtyItemDescriptionsUnit PrTotal DocuNav Support Agreement, DSA Priority one year, support via email, phone, fax, M-F, 8am-5pm, CST, excluding holidays. 2080DocuNav Solution project to work with and provide services for $ 40.00 $ 83,200.00 LS PRJ Planning Division for backscanning of Project Files. See scope for details. Estimated 2080 hours. File No. 4062 $ - $ - $ - $ - $ - $ - $ - $ - ATTENTION: IncludesCISV pricing. VP Imaging, Inc. vendor # ïéëîéíèîîîìðð Please sign, date, attach PO and fax back to DocuNav Solutions and we will process Subtotal $ 83,200.00 your order. Kindly call us @ 800-353-2320 with any questions. We look forward to working with you! Thank you, Nadine Tax EXEMPT _____________________________________________ Freight SIGN & DATE HERE Total $ 83,200.00 City of Denton Scope of Work - Planning Division DocuNav Solutions Workflow for Residential and Commercial Alterations/Quote 31589 The goal for this project is to improve the business processes for review and approval of Residential and Commercial Alterations permits. Currently the processes are manual and paper based with tracking information keyed into TRAKiT. Digitizing the business and approval processes will greatly improve the department efficiency and lead to better customer service. DocuNav Solutions will review, configure, train and document the implementation of Workflow processes using TRAKiT, Laserfiche and DocuNav Solutions software for this division. Scope of Work: . DocuNav Solutions will work with the Residential and Commercial Alterations Permit Department to determine the proper configuration of the Laserfiche workflow engine and any needed interfaces with TRAKiT. DocuNav Solutions will create the Laserfiche workflow configurations. DocuNav Solutions will review the new digital processes with the appropriate Denton staff and make any additional changes as needed to receive confirmation. DocuNav Solutions will provide (3 days) of training for Denton staff involved with approvals, importing, scanning, plan reviews and archive. DocuNav Solutions will provide documentation for the configurations of new Laserfiche processes for Residential and Commercial Alterations. ® QUOTE S O L U T I O N S VP Imaging, Inc. 5048Tennyson Parkway, Suite 110 Dallas, Texas 75024 uote: Q 31589 800-353-2320 Date:9/29/2008 VID# 1752738222400 DocuNav Contact: ANadine Bettis Customer ID: Denton To: Resident. & Commer Permits WF Mary Collins City of Denton Note: All quotes expire 30 days from above 215 E. McKinney Street date. Please call your VPI contact for any Denton, Texas 76201 940-349-7888 changes. QtyItemDescriptionsUnit PrTotal DocuNav Support Agreement, DSA Priority one year, support via email, phone, fax, M-F, 8am-5pm, CST, excluding holidays. 1DocuNav Solution project to work with and provide services for $ 9,000.00 $ 9,000.00 LS PRJ Permit Dept. for residential permits. See scope for details. Prelimary meeting, Configuration and setup of Workflow on server. Post configuration meeting and testing. Training and rollout, 3 days onsite included. Documentation of processes for Permit dept to be written and provided to the division. File No. 4062 $ - $ - $ - $ - $ - $ - $ - ATTENTION: $ - IncludesCISV pricing. VP Imaging, Inc. vendor # ïéëîéíèîîîìðð Please sign, date, attach PO and fax back to DocuNav Solutions and we will process your order. Kindly call us @ 800-353-2320 with any questions. Subtotal $ 9,000.00 We look forward to working with you! Thank you, Nadine Tax EXEMPT _____________________________________________ SIGN & DATE HERE Freight Total $ 9,000.00 City of Denton Scope of Work - Planning Division DocuNav Solutions Workflow for Commercial Building Permits/Quote 31591 The goal for this project is to improve the business processes for review and approval of applications submitted to the Commercial Building Permits. Currently the processes are manual and paper based with tracking information keyed into TRAKiT. Digitizing the business and approval processes will greatly improve the department efficiency and lead to better customer service. DocuNav Solutions will review, configure, train, and document the implementation of Workflow processes using TRAKiT, Laserfiche and DocuNav Solutions software for this division. Scope of Work: . DocuNav Solutions will work with the Commercial Building Permits division to determine the proper configuration of the Laserfiche workflow engine and any needed interfaces with TRAKiT. DocuNav Solutions will create the Laserfiche workflow configurations. DocuNav Solutions will review the new digital processes with the appropriate Denton staff and make any additional changes as needed to receive confirmation. DocuNav Solutions will work with the division to determine the needed reports to track the progress of projects. DocuNav Solutions will build up to 6 different reports using the City’s reporting tools application. DocuNav Solutions will provide (5 days) of training for Denton staff involved with approvals, importing, scanning, plan reviews and archive. DocuNav Solutions will provide documentation for the configurations of new Laserfiche processes for the Commercial Building Permits division. ® QUOTE S O L U T I O N S VP Imaging, Inc. 5048Tennyson Parkway, Suite 110 Dallas, Texas 75024 uote: Q 31591 800-353-2320 Date:9/29/2008 VID# 1752738222400 DocuNav Contact: ANadine Bettis Customer ID: Denton To: Commercial Bldg Workflow Mary Collins City of Denton Note: All quotes expire 30 days from above 215 E. McKinney Street date. Please call your VPI contact for any Denton, Texas 76201 940-349-7888 changes. QtyItemDescriptionsUnit PrTotal DocuNav Support Agreement, DSA Priority one year, support via email, phone, fax, M-F, 8am-5pm, CST, excluding holidays. 1DocuNav Solution project to work with and provide services for $ 19,000.00 $ 19,000.00 LS PRJ Planning Dept. for Workflow for Commercial Building Permits. See scope for details. Prelimary meeting, Configuration and setup of Workflow on server. Post configuration meeting and testing. Training and rollout, 5 days onsite included. Reports to be made. Documentation of processes for Planning Division to be written and provided to the Division. File No. 4062 $ - $ - $ - $ - $ - $ - ATTENTION: $ - IncludesCISV pricing. VP Imaging, Inc. vendor # ïéëîéíèîîîìðð Please sign, date, attach PO and fax back to DocuNav Solutions and we will process your order. Kindly call us @ 800-353-2320 with any questions. Subtotal $ 19,000.00 We look forward to working with you! Thank you, Nadine Tax EXEMPT _____________________________________________ Freight SIGN & DATE HERE Total $ 19,000.00 City of Denton Scope of Work - Planning Division DocuNav Solutions On-Site Assistance with Backscanning Commercial Building Plans/Quote 31602 The goal for this project is to improve the availability of documents and reduce the need for file cabinet storage. Commercial Building Plans have a permanent retention and need long term storage. Scope of Work: . After the configurations projects are completed. DocuNav Solutions will furnish on-site help to scan the Commercial Building Plans. All documents scanned as one multiple page file. One index per set of plans (property address). As needed DocuNav Solutions will prep, scan and index the documents. Denton staff will review all work in a timely manner. DocuNav Solutions will tag paper documents for destruction but will not do any destruction of the documents. Denton will help direct the on-site staff toward the most productive outcome DocuNav Solutions will bill for on-site hours. Denton will furnish both the location and equipment needed. Hours needed are estimates only. Estimated number of images 40,000 – 1,000 sets of plans, 40 images each. Estimated hours 3,000. ® QUOTE S O L U T I O N S VP Imaging, Inc. 5048Tennyson Parkway, Suite 110 Dallas, Texas 75024 uote: Q 31602 800-353-2320 Date:9/29/2008 VID# 1752738222400 DocuNav Contact: ANadine Bettis Customer ID: Denton To: Planning Commercial Blg Backscan Mary Collins City of Denton Note: All quotes expire 30 days from above 215 E. McKinney Street date. Please call your VPI contact for any Denton, Texas 76201 940-349-7888 changes. QtyItemDescriptionsUnit PrTotal DocuNav Support Agreement, DSA Priority one year, support via email, phone, fax, M-F, 8am-5pm, CST, excluding holidays. 3000DocuNav Solution project to work with and provide services for $ 40.00 $ 120,000.00 LS PRJ Planning Division for backscanning of Project Files. See scope for details. Approx 40,000 images. Estimated 3,000 hours. File No. 4062 $ - $ - $ - $ - $ - $ - $ - $ - ATTENTION: IncludesCISV pricing. VP Imaging, Inc. vendor # ïéëîéíèîîîìðð Please sign, date, attach PO and fax back to DocuNav Solutions and we will process Subtotal $ 120,000.00 your order. Kindly call us @ 800-353-2320 with any questions. We look forward to working with you! Thank you, Nadine Tax EXEMPT _____________________________________________ Freight SIGN & DATE HERE Total $ 120,000.00 City of Denton Scope of Work - Planning Division DocuNav Solutions Digital Light Box Software/Quote 31597 While reviewing plans, some staff desires the ability to match a red line copy to a newly submitted version of the plan. DocuNav Solutions will develop an add-on application that will allow the users to compare the plans digitally. Scope of Work: . DocuNav Solutions will work with the Division to determine the functionality of the add-on tool. DocuNav Solutions will design the tool to plug into the Laserfiche application. DocuNav Solutions will review with Denton staff the application while it is in the Beta stage of development. DocuNav Solutions will make revisions as needed to provide the basic functionality. DocuNav Solutions will work with Denton Staff to install the application. DocuNav Solutions will provide documentation for the new application. DocuNav Solutions will provide (1/2 day) of training for users and administrators of the new application. ® QUOTE S O L U T I O N S VP Imaging, Inc. 5048Tennyson Parkway, Suite 110 Dallas, Texas 75024 uote: Q 31597 800-353-2320 Date:9/29/2008 VID# 1752738222400 DocuNav Contact: ANadine Bettis Customer ID: Denton To: Planning Division Digital Light Mary Collins City of Denton Note: All quotes expire 30 days from above 215 E. McKinney Street date. Please call your VPI contact for any Denton, Texas 76201 940-349-7888 changes. QtyItemDescriptionsUnit PrTotal DocuNav Support Agreement, DSA Priority one year, support via email, phone, fax, M-F, 8am-5pm, CST, excluding holidays. DLB EDigital Light Box Software Enterprise license $ 5,000.00 $ 5,000.00 DLB or Option: Digital Light Box Software per each station $ 500.00 $ - (Note: Let us know the quantity of stations needed) 1DocuNav Solution project to work with and provide services for $ 1,000.00 $ 1,000.00 LS PRJ Planning Division for Digital Light Box project. See scope for details. Installation, Configuration and setup. Training needed 1/2 day onsite included. File No. 4062 $ - $ - $ - $ - $ - $ - ATTENTION: $ - IncludesCISV pricing. VP Imaging, Inc. vendor # ïéëîéíèîîîìðð Please sign, date, attach PO and fax back to DocuNav Solutions and we will process your order. Kindly call us @ 800-353-2320 with any questions. $ - We look forward to working with you! Thank you, Nadine Subtotal $ 6,000.00 _____________________________________________ SIGN & DATE HERE Tax EXEMPT Freight Total $ 6,000.00 City of Denton Scope of Work - Planning Division DocuNav Solutions Public Portal/Quote 31593 The goal for this project is to improve customer service for applicants and streamline notifications and the review processes. Currently applicants provide 15 copies for projects and the paper documents are distributed to multiple reviewers. This project would allow applications and documents to be uploaded via the web and notifications to be sent via email. Applicants would also be able to view documents on-line during the review process. Scope of Work: . DocuNav Solutions will work with the Planning Division to determine the proper configuration and design of a custom web portal. DocuNav Solutions will create the custom web portal to be used by applicants. DocuNav Solutions will build 50 web forms for use on the portal. DocuNav Solutions will configure the routing and workflow of the documents and forms loaded into the portal. DocuNav Solutions will review the new digital processes with the appropriate Denton staff and make any additional changes as needed to receive confirmation. DocuNav Solutions will provide (2 days) of training for Denton staff involved with approvals, importing, scanning, plan reviews and archive. DocuNav Solutions will provide documentation for the configurations of new Laserfiche processes for the Planning Division’s Public Portal. ® QUOTE S O L U T I O N S VP Imaging, Inc. 5048Tennyson Parkway, Suite 110 Dallas, Texas 75024 uote: Q 31593 800-353-2320 Date:9/29/2008 VID# 1752738222400 DocuNav Contact: ANadine Bettis Customer ID: Denton To: Planning Division Public Portal Mary Collins City of Denton Note: All quotes expire 30 days from above 215 E. McKinney Street date. Please call your VPI contact for any Denton, Texas 76201 940-349-7888 changes. QtyItemDescriptionsUnit PrTotal DocuNav Support Agreement, DSA Priority one year, support via email, phone, fax, M-F, 8am-5pm, CST, excluding holidays. 1DocuNav Solution project to work with and provide services for $ 27,000.00 $ 27,000.00 LS PRJ Planning Division for Public Portal. See scope for details. Prelimary meeting, Custom Web page interface. Design web forms. Configuration and setup of Workflow on server. Post configuration meeting. Training, 2 days onsite included. File No. 4062 $ - $ - $ - $ - $ - $ - $ - ATTENTION: $ - IncludesCISV pricing. VP Imaging, Inc. vendor # ïéëîéíèîîîìðð Please sign, date, attach PO and fax back to DocuNav Solutions and we will process your order. Kindly call us @ 800-353-2320 with any questions. Subtotal $ 27,000.00 We look forward to working with you! Thank you, Nadine Tax EXEMPT _____________________________________________ SIGN & DATE HERE Freight Total $ 27,000.00 City of Denton Scope of Work - Building Inspections DocuNav Solutions Configuration for Building Inspections Archive and Retrieval/Quote 31600 The goal for this project is to improve the storage and retrieval of documents for the Building Inspections division. Currently the documents are stored as paper files, on cds, in TRAKiT, and in shared folders. Centralized storage in the Laserfiche server and quick retrieval will provide improved business processes and increase staff efficiencies. DocuNav Solutions will review, configure, train, and document the implementation of Laserfiche and DocuNav Solutions software for this division. Scope of Work: . DocuNav Solutions will work with Building Inspections to determine the proper configuration of the Laserfiche template and folder structure for the Address folders and documents. DocuNav Solutions will create the Laserfiche templates and folders. DocuNav Solutions will configure the initial AutoFile rules to retrieve index data from TRAKiT and files documents into Address Folders. DocuNav Solutions will review the structure with the appropriate Denton staff and make any additional changes as needed to receive confirmation. DocuNav Solutions will work with Denton IT staff to properly configure and install the QuickLink tool for search links from TRAKiT. DocuNav Solutions will work with Denton IT for the security configuration for Build Inspections Laserfiche security. DocuNav Solutions will provide (2 days) of training for Denton staff involved with scanning, indexing, importing and searching documents in the system. DocuNav Solutions will provide documentation for the configurations of new Laserfiche process for Building Inspections. ® QUOTE S O L U T I O N S VP Imaging, Inc. 5048Tennyson Parkway, Suite 110 Dallas, Texas 75024 uote: Q 31600 800-353-2320 Date:9/29/2008 VID# 1752738222400 DocuNav Contact: ANadine Bettis Customer ID: Denton To: Building Insp Archive & Retreival Mary Collins City of Denton Note: All quotes expire 30 days from above 215 E. McKinney Street date. Please call your VPI contact for any Denton, Texas 76201 940-349-7888 changes. QtyItemDescriptionsUnit PrTotal DocuNav Support Agreement, DSA Priority one year, support via email, phone, fax, M-F, 8am-5pm, CST, excluding holidays. 1DocuNav Solution project to work with and provide services for $ 5,000.00 $ 5,000.00 LS PRJ Planning Division for Building Inspections. See scope for details. Prelimary meeting, Configuration and setup of AutoFile. Post configuration meeting. Training 2 days onsite included. Documentation of processes for Planning Division to be written and provided to the department File No. 4062 $ - $ - $ - $ - $ - $ - $ - ATTENTION: $ - IncludesCISV pricing. VP Imaging, Inc. vendor # ïéëîéíèîîîìðð Please sign, date, attach PO and fax back to DocuNav Solutions and we will process your order. Kindly call us @ 800-353-2320 with any questions. Subtotal $ 5,000.00 We look forward to working with you! Thank you, Nadine Tax EXEMPT _____________________________________________ SIGN & DATE HERE Freight Total $ 5,000.00 City of Denton Scope of Work - Planning Division DocuNav Solutions On-Site Assistance with Back Scanning BI Address Files/Quote 31603 The goal for this project is to improve the availability of documents and reduce the need for file cabinet storage. Currently, the address files are stored in 15 (4 drawer) lateral file cabinets. Scope of Work: . After the configurations projects are completed. DocuNav Solutions will furnish on-site help to scan the address files. All documents scanned as one multiple page file. One index per folder (property address). As needed DocuNav Solutions will prep, scan and index the documents in the address file folder. Denton staff will review all work in a timely manner. DocuNav Solutions will tag paper documents for destruction but will not do any destruction of the documents. Denton will help direct the on-site staff toward the most productive outcome. DocuNav Solutions will bill for on-site hours. Denton will furnish both the location and equipment needed. Hours needed are estimates only. Estimated number of images 60 drawers, 4,000 images per drawer, 240,000 images. Estimated hours 750. ® QUOTE S O L U T I O N S VP Imaging, Inc. 5048Tennyson Parkway, Suite 110 Dallas, Texas 75024 uote: Q 31603 800-353-2320 Date:9/29/2008 VID# 1752738222400 DocuNav Contact: ANadine Bettis Customer ID: Denton To: Planning BI Address Files scan Mary Collins City of Denton Note: All quotes expire 30 days from above 215 E. McKinney Street date. Please call your VPI contact for any Denton, Texas 76201 940-349-7888 changes. QtyItemDescriptionsUnit PrTotal DocuNav Support Agreement, DSA Priority one year, support via email, phone, fax, M-F, 8am-5pm, CST, excluding holidays. 750DocuNav Solution project to work with and provide services for $ 40.00 $ 30,000.00 LS PRJ Planning Divsions for backscanning of Project Files. See scope for details. Approx 240,000 Estimated 750 hours. File No. 4062 $ - $ - $ - $ - $ - $ - $ - $ - ATTENTION: IncludesCISV pricing. VP Imaging, Inc. vendor # ïéëîéíèîîîìðð Please sign, date, attach PO and fax back to DocuNav Solutions and we will process Subtotal $ 30,000.00 your order. Kindly call us @ 800-353-2320 with any questions. We look forward to working with you! Thank you, Nadine Tax EXEMPT _____________________________________________ Freight SIGN & DATE HERE Total $ 30,000.00 Collin County, TX, shows the power of pre-planning April 6th, 2009 by Hobey EchlinComment on this article Since implementing Laserfiche in 2007, Collin County, TX, home to the Dallas/Fort Worth area’s fastest-growing northeast suburbs, has enjoyed enterprise-wide success automating and integrating its business processes. But as Records Manager Margaret Anderson points out, it’s been as a direct result of equally enterprise-wide pre-planning working with the county’s myriad departments. The County saw its population increase nearly 50%—from nearly 500,000 in 2000 to 725,000 by 2007—straining the county’s infrastructure. As Anderson puts it, “The exponential growth rate of our county is reflected in the increased demand for essential county services.” The governing body of the county, the Commissioners Court, then issued a strategic direction to improve efficiency and customer service. “This caused us to look at an enterprise solution to managing our records with emphasis on migrating to electronic records,” she explains. “We had to reduce our paper and microfilm records volume.” Collin County by the Numbers 27: towns and cities in the county 50%: population growth in just seven years 15,000: reels of microfilm 18,450: boxes of paper stored in multiple locations 2 million : archived images in the District Clerk’s system 4.3 million: images added by the Sheriff’s Office annually 10: days (per payment) saved by eliminating paper payment processing in the Tax Assessor/Collector’s Office 400 : records storage boxes eliminated just in the Tax Assessor’s Office 300: staff hours saved in the Auditor’s Accounts Payable office The county published its RFP in December 2006, and soon after a committeedrawn from several county offices (District Clerk, County Clerk, Auditor, Sheriff, Tax Office, Juvenile Probation, Adult Probation, Purchasing, IT and Records) determined that Laserfiche (as bid by reseller MCCi) was the best fit for Collin County. Anderson notes that she had had county-wide support from the start. “Thesuccess of the project is directly attributable to getting these larger user departments involved in both identifying the requirements for the RFP and making the selection,” she says. Anderson had visited the Laserfiche booth at past ARMA conferences (an active ARMA member, she was a presenter at last year’s conference and is scheduled to present again at this year’s conference, October 15-18 in Orlando, FL). Anderson looked to Laserfiche for three things: its scalability and extensibility; the Laserfiche Toolkit, for integrating Laserfiche with existing and planned software applications; and the Records Management Edition (RME), in order to manage retention for electronic documents. “RME provides a standard methodology for administering the state mandated retention requirements for all records as well as providing an audit trail for disposition,” Anderson says. “And all of this occurs in the background, so it’s transparent to the user.” Collin County installed Laserfiche in mid-2007, followed by its first production implementation that November, starting with 100 user licenses and 500 WebLink retrieval licenses just to accommodate cross-departmental use. The first offices to deploy were the District Clerk, County Clerk (whichhandles vital records, land recording, and county court at law records), District Attorney, Auditor and Records Department. Because the county was migrating from a legacy system dating from the ‘80s, a massive backlogconversion to Laserfiche was first priority. “Records was actually already scanning for the DA and Auditor, so we switched this to Laserfiche first,” Anderson says. In the District Clerk’s office, a massive backlog conversion of documents from 1846-2000 into two million images added to the county’s Laserfiche system. “While we eliminated some paper files, we did keep the 1800s paper files for their historical value,” Anderson notes. When it came to the auditor’s office, the County focused on integration to optimize business processes. “We added a property tax receipts interface with our RT Lawrence receipt processing system,” explains Anderson. Because the tax assessor/collector relied on paper documents, the 10 days it took to processmail resulted in over $1 million lost each day in interest. The county was able to get the assessor’s office up and running by the end of the year to coincide with the heaviest period of property tax receipts. “Now we process payments much more quickly—up to 10 days faster,” Anderson says. “In fact, we eliminated almost 400 records storage boxes just with this one Laserfiche implementation.” The County Clerk’s Office also uses RME as the back end for the court’s case management system, where it provides records retention for closed and inactive case files. Collin County’s Best Practices at a Glance 1.Get customers involved very early in the decision making process. 2.Learn to manage change and project scope creep. 3.Distributing roadmaps and project plans is as essential as communication with departmental users. “We use an internal SharePoint site to share information about the project, planning and implementation documents, and training materials,” Anderson says. 4.Ask business process questions to help departments understand their current processes and how they can take advantage of Laserfiche functionality to enhance them. 5.Plan to respond to demand. “You have to learn to say no nicely.” 6.Design a plan to manage your electronic records. 7.Think about your budget cycle. 8.Work with your IT department. “Support from your IT Developer is critical.” Finally, the Justice of the Peace, which manages traffic, truancy, small claims and evictions records, came onboard in June 2008. With an implementation this extensive, there were understandably some hiccups along the way. “One of the mistakes we made was only purchasing one license each for Quick Fields, Zone OCR and Real-Time Lookup,” Anderson says. But with the approval of the FY2009 budget, the County will be adding Workflow, to be installed when the county upgrades to Laserfiche 8 by the end of the year, as well as additional licenses for ScanConnect, Quick Fields, Zone OCR, and Real-Time Lookup. The biggest hurdle, however, hasn’t been what modules to use. “I’d say one of our biggest initial challenges was helping departments understand their business processes so we could develop a records series plan tied to record management and retention,” Anderson says. “It’s really an educational process.” Anderson and her team of what she calls “Customer Department Advocates“ employ business plan questionnaires, user guides and demos of successful intra-county implementations, and even help departments choose the right scanners. These Advocates identify training needs, review business processes, records series structure and templates, and scan sample boxes of files into Laserfiche so departmental staff can see how their records series and template structures will work in the new environment. As more departments successfully use Laserfiche, even more want to get on board. The Commissioners Court has a planned deployment through September 2009, which includes implementations in IT, the Auditor’s Department, Development Services (permitting and animal control), Human Resources, Sheriff’s Office records, Tax, Motor Vehicle and Purchasing. “We based our 2009 deployment plan on several factors, including percentage of permanent records maintained for the department, volume of records, distributed accessibility requirements, and overall reduction in paper storage space in the new administration building for the departments moving their this year,” Anderson explains. The County’s still quantifying ROI from using Laserfiche, but Anderson can point to a windfall of newfound efficiency. “By using Laserfiche and changing the internal process to take advantage of the system’s new capabilities, the Auditor’s accounts payable office has already identified 300 hours of staff time saved, and reduction in volume of file folders and labels formerly used to place each paper copy of a check and the backup into a separate folder on their departmental shelving,” Anderson says. “The internal audit staff is able to review case files and receipts as part of their auditing process —freeing Auditor-, departmental-, and records staff from pulling paper files for auditors to review.” Then there’s the peace of mind knowing that Collin County’s doing its part to provide better and more sustainable customer service now and in the future. “We’re finally getting a handle on our electronic records, even though it’s going to take three to five years to fully implement,” Anderson says. “And we’ve definitely enjoyed faster response time when a customer or citizen requests a file. Even better, multiple users can access the same record from different locations simultaneously.” Speaking of simultaneous, Anderson says that her biggest obstacle is handling the requests from remaining departments to implement Laserfiche. “The hardest thing I have to do is tell someone, ‘Not yet –can I work with you to make sure your needs are included in next year’s budget?’” But as Collin County is proving department by department, the results areworth the wait—and the planning time. Ropin’ Runaway Records Texas City Corralls a Century’s Worth of Paper Using Document Management February 12th, 2007 Comment on this article Residents of the 186-year-old City of Bryan, Texas experience “The Good Life, Texas Style.” This trademarked motto motivates members of Bryan City Government to cultivate an active relationship with its 70,000 fellow citizens. To this end, Bryan kicked-off the new millennium with a groundbreaking document management solution that would eventually ® lead to the development of the first integration module to connect Laserfiche with its management software, SunGard HTE. Mary Lynne Strata ® “Laserfiche was by far the most user-friendly, and the search and retrieval function was head and shoulders above the rest.” —Mary Lynne Strata City Secretary Bryan is extremely dedicated to preserving its history, rooted in the westward railroad expansion of the mid-nineteenth century -including city records dating back to 1889. A hundred years later, reflecting a century’s changes in local government, Bryan established a citywide records management system to retain, store and destroy records in compliance with state and federal law. But as the city grew, so did the piles of paper and storage space needed to maintain the system. When two records storage facilities reached maximum capacity, the city sought records management alternatives. In this issue, City Secretary Mary Lynne Stratta, Records Management Coordinator Jodi Chaney and Network Specialist Chris Martin share their experiences with a groundbreaking document management solution. On the initiative of City Secretary Mary Lynne Stratta, Bryan began exploring digital solutions in 1999, forming a committee to consider various options. The goals were to reduce the costs of document storage and retrieval, transfer and store data from the city’s computer systems, provide online access to city documents and apply retention schedules to electronic records. In July of 2000, the city issued an RFP. After reviewing four document management systems, the committee decided on Laserfiche because of its ease of use and rapid search and retrieval capabilities. The city soon found out for itself why Laserfiche had such a great reputation among other municipalities as a feature-rich, easy-to-use solution. In just a couple of years after implementation, Bryan would garner media praise with an innovative and award-winning approach to software integration. Bryan had a detailed paper-records management system before it began using Laserfiche. However, the city wanted to boost efficiency and free up space by eliminating reliance on paper. To follow city charter mandates, the city secretary needs to be the records management officer with a records management system that meets statewide criteria. Stratta took this responsibility very seriously. Preserving the history of the city , even in unforeseen circumstances, was one of her topconcerns. “If a disaster struck,” says Stratta, “we needed to recreate our vital records to get our business going again. I thought that an imaging system was the way to go.” Offering a way to access records online was equally important to Stratta. She saw the Web as a way to further democratize city government. “I wanted residents to be able to access ordinances, minutes and records that were clearly public that show the history of the city and the actions of their elected officials.” The search committee looked at four different imaging systems and met with each company as well as officials from other Texas cities.”Laserfiche was the unanimous choice of the team,” says Stratta. From the end user perspective, Laserfiche was the overwhelming choice. Says Stratta, “It was by far the most user friendly. And the search and retrieval function was head and shoulders above the rest. I also wanted to make sure that whatever system we chose was from a company that was reputable and was going to be around for a long time. Again, Laserfiche beat out the competition-by far. We were making a long-term commitment, and we knew that Laserfiche would be around for a long time.” City Secretary Stratta has come a long way from her early days on the job. For her entire first year, over 17 years ago, she actually had to bring in her own computer because the city didn’t have one. At that time, Bryan stored paper records in enormous boxes in the basement of the former city hall building, and the only disaster recovery plan was to store birth and death records on microfilm. Chris Martin We continually achieve great return on our investment with Laserfiche.” —Chris Martin Network Specialist Having led the path from sorting through volumes of paper stored in thebasement of another building to instant access of electronic records from a desktop, Stratta has a unique perspective on the evolution of records management. Under her stewardship, the city became the first anywhere to deploy an integration module that connected Laserfiche to HTE-the software Bryan uses in all city departments to handle accounting, risk management, HR, permits and other city functions. Bryan installed Laserfiche in seven city departments beginning with a pilotprogram in 2001. From the start, Bryan made city ordinances, city council meeting minutes, resolutions and agendas available to the public. Gradually upgrading and expanding the system, so by the end of 2005, Bryan had the latest version of Laserfiche installed in fifteen city departments. Stratta adds, “That was a huge accomplishment. Previously, in order to access records, people used to have to go downstairs, get a key, go across the parking lot, walk down into the basement, dig for the record, and come back. And when they were finished with the records, they had to go through the same process toput them back. Now we can go into Laserfiche, call up a record, and email it directly. It really saved us a lot of time as well as space.” The results also dramatically reduced paper and freed up a lot of office space. “We were able to do away with a complete storage center-about 1500 square feet,” says Records Management Coordinator Jodi Chaney. Management Coordinator Chaney also notes that Laserfiche greatly simplifies disaster preparedness. “When Hurricane Katrina and Hurricane Rita were headed our way, we were able to copy all our ordinances, minutes, and other critical documents onto CDs and put them in a safe deposit box.” Perhaps, the greatest impact of Laserfiche has been the streamlining of the city worker’s day-to-day workload and the increased access to records by Bryan’s citizens. Customizing the system to work with HTE, the city’s accounting and management software, has been essential to Bryan’s success. In 2006, building on its already cutting-edge solution, Bryan pioneered an HTE integration module that eliminated scripting and automated the process of pulling information from HTE to Laserfiche. The first of its kind, the installation allows users to open either program to access the other. “It really freed up our IT department,” says Stratta. “And the users love it.” The city installed the integration module over a weekend with no interruption of service to the users. “We then moved onto training and installation on the client side,” says Martin. “Now that we have a process in place, we bring departments aboard quickly and smoothly. We continually achieve great returns on our investment in both applications, HTE and Laserfiche.” In other government offices, the integration has likewise increased efficiency and streamlined workflow. “Integration has made the work a lot easier for departments like finance and HR,” says Martin. “It blended well with what they already do. Rather than waiting to scan checks or invoices into Laserfiche, they can do it right when they’re entering them into HTE. They don’t have to wait for scripts to run. The uptime and availability of the system is much greater.” Overall the Laserfiche solution saves work, time and builds more transparency into city government. Chaney remembers the days before Laserfiche: “We recently had an open-records request that involved a lot of information. Before Laserfiche, it would have taken at least a month to actually research the minutes and find out all the names of the contracts, easements and documents associated with this project. With Laserfiche, we were able to get a print-out of all the documents the first day. Even taking time to pull the documents that had not been scanned into Laserfiche, we were able to gather all the documents within six business days.” Martin adds, “Another example is our Finance department. This was the firstyear that they had Laserfiche, and it made a real difference when the auditors were here. Instead of having the auditors go to physical file cabinets, theysaved a lot of time with index searches, going directly through HTE. They actually finished a few days early.” Network Specialist Martin’s job involves training new users to use Laserfiche. “The training is straightforward and simple,” he says. “People have an easy time understanding the product and how to use it-it’s very intuitive. It looks like the Microsoft Windows File System they already know. I usually train ten people at a time, and each session lasts about ® an hour. ” Perhaps the greatest measure of success has been the satisfaction of Bryan residents. “The positive feedback we’ve had from citizens has just been incredible. For example, the other day I talked to a real estate agent who had been digging at the courthouse for days to find a document from 1922. I called it up using Laserfiche and emailed it to him in minutes. He was very impressed.” Stratta is committed to providing great service to Bryan’s citizens and city departments. She thinks back to the days of rooting through boxes to find records. “We’ve come along way to get here.” Alexandria, Virginia, hits one out of the park with Laserfiche October 12th, 2007 Comment on this article Among city staff in Alexandria, Virginia, the Laserfiche® imaging team is the most popular crew in town. Says Applications Division Chief Judy Milligan: “Departments are standing in line to come onboard with Laserfiche. We asked Laserfiche to send us some shirts with their logo, so everyone would know we’re on the imaging team. And they sent them to us, too.” Before installing Laserfiche, Alexandria archived its documents on paper andmicrofiche. With a rich history dating back to the eighteenth century, the city could ill afford to trust the aging system. Says Milligan, “We have all kinds of documentation dating back to the early 1900s. Our paper copies and microfiche were beginning to deteriorate. We didn’t want to update that technology—we needed an imaging system.” With the goal of quickly responding to document requests from citizens, city councilors and staff, Milligan set out to implement an electronic document management system. She’d already heard a lot about document imaging from her colleagues, and she believed it was important to get a city-wide system in place that would enable all city departments to share documents. Milligan already had a good idea of what was important to her in a document management system: “Good support and easy maintenance. I also wanted to ensure we could access the system over the Web and that it could support a Microsoft® .NET™ programming environment. Because we were going to import personnel files to conform to state- mandated retention dates, I knew we had to have security as tight as we could get it—down to the file level.” Laserfiche security features made the product stand out over the others the committee considered. The ability to redact sensitive information such as Social Security numbers was a big plus for Milligan. “I also liked it because it took different media— paper, microfiche, aperture cards—in different sizes,” she recalls. “And Workflow™ was so easy to set up because it’s so familiar—it’s just like Windows® Explorer.” Located just eight miles south of Old Town Alexandria, Mount Vernon was native Alexandrian George Washington’s home for 40 years. Alexandria first installed Laserfiche in the fire and code departments, and it wasn’t long before other departments wanted Laserfiche for themselves. Says Milligan, “When the staff got a taste of it, they loved it. As with anything city-wide, it took a while to get them started, but once we did, we couldn’t stop them. It sells itself.” Currently, both the accounting and treasury divisions of the finance department, as well as the planning and zoning, police personnel, city attorney, environmental services, transportation and IT departments use Laserfiche. Getting the support of the city was easy once staff noticed the improved work environment and saved storage space. Milligan estimates that it took a few weeks to get each initial installation up and running smoothly. And the results have been dramatic. “We get a lot of Freedom of Information Act (FOIA) requests from citizens,” Milligan continues. “Instead of making all these copies,you can hit one button and print the documents, or e-mail them to citizens.” “FOIA requests have short turnaround times,” says Supervisory Administrative Officer Virginia Clarke. “They usually require some action within 24 hours—at least to respond with the cost of reproduction. If we don’t meet the deadline,the city is subject to monetary penalties. When we had to go off-site to find the document, the 24 hours were gone. With Laserfiche, we can see how many documents we have and calculate the cost without leaving our desks.” City Hall overlooks the Alexandria Farmer’s Market. Searching through files was tough enough when things were properly filed, but misfiled documents were particularly aggravating. “Previously,” recalls Clarke, “if something was misfiled, it was a nightmare trying to find it. But Laserfiche corrected that problem. If something’s been misfiled, we can search for it in any number of ways, get the information we need and file it properly without missing a beat.” Accounting Clerk Jan Pettey notes the boost in efficiency: “I scan all the AP and payroll documents,” she says. “We were looking for something that would make it easy to search for paid invoices —and we found it in Laserfiche. Now staff can go directly into Laserfiche instead of asking accounting to pull the originals and send copies. They have so many ways to search: by payment voucher, invoice, vendor number or document number. They really like it—we rarely get calls any more.” Laserfiche has greatly improved efficiency for the IT fiscal analyst by eliminating backlog-related errors due to the huge volume of invoices. “We set up Workflow so that the second the invoices come in, they’re scanned and e-mailed directly to the person who has to approve them,” says Milligan. “Invoices get paid much faster, and they don’t get lost. And I can refer back to them easily to calculate how much I spent on a specific project.” As Alexandria expands its system, Milligan is overseeing an increasing number of integrations with other applications. Alexandria has already integrated Laserfiche with the city’s real estate receivables software, and will soon do the same with its GIS and permitting programs. The city is also upgrading its treasury department’s collection system to automatically file checks upon scanning. Milligan largely relies on Quick Fields™ to streamline operations for departments using these integrations. “Because it automatically populates the data fields, it greatly reduces errors by filing documents in the right places,” she says. “When the staff got a taste of it, they loved it. As with anything city-wide, it took a little while to get them started, but once we did, we couldn’t stop them. It sells itself.” —Judy Milligan Applications Division Chief Milligan is about to roll out Laserfiche to the city clerk’s office, which has long posted past agenda packets and city council meeting minutes to the city’s Website as TIFF files. However, citizen demand to access them in PDFformat led Milligan to try a couple of conversion methods, both of which were painfully slow. She was pleased to learn that a simple tweak with the Integrator’s Toolkit™ would enable Laserfiche to import TIFFs and export them out as PDFs all at once. Alexandria currently has 387 licenses, and is gearing up to add more.Milligan is in the process of installing Laserfiche in the sheriff’s office, with plans to add the real estate asessment, housing and finance revenue departments. “We had to start with baby steps,” she says. “But soon we’ll be city-wide. I hope to get a site license soon to expand access even further. It’s just a great product.” Milligan’s advice to other cities just starting implementation? Be prepared. “I suggest getting a technical team ready, because it could take off overnight. And when it does take off, you’re absolutely bombarded—I could keep six programmers busy right now.” But she’s sure next year will be bigger and better, and she’ll have even more valuable advice. Meanwhile, Virginia Clarke sums up the sentiments of Alexandria’s staff: “It’s wonderful to be able to access our documents this way. It’s fantastic.” ßÌÌßÝØÓÛÒÌê WATER UTILITIES 901-A Texas Street Denton, TX 76209 (940) 349-8452 Fax (940) 349-8951 Memo To: Bryan Langley From: Jim Coulter Date: 8-13-09 Re: Street Maintenance Funding The question was asked at the rec pavement assessment program conducted by ERES, the estimated street maintenance funding needs to prevent the continued decline in the overall condition index (OCI) of our streets was 18 million dollars per year, Exhibit 1. The model indicates that we should have spent 90 million dollars over the last 5 year period. One thing to keep in mind is that since the 2003 study asphalt prices have risen approximately 135 percent. We estimate that overall street maintenance costs have risen approximately 70 percent during this period. In theory that would increase the level of expenditures necessary to prevent the continued decline of our street system by approximately 70 percent (or 30 million per year). Over the past 5 years through various funding avenues; CIP, ELAP and O&M funding the streets department has expended a total of 26 million dollars on OCI street maintenance issues, Exhibit 2. overall effect of the 26 million expenditure. The street department will be conducting another pavement assessment study this fall. At the conclusion of this study we will have a much better idea about our budgetary needs for the street maintenance program. We will factor in the 26 million dollars expenditure to determine if we are making progress on the Overall Condition Index or if our road system is deteriorating. Once we have completed this study we will bring the information to the Mobility Committee and City Council. ßÌÌßÝØÓÛÒÌé ßÌÌßÝØÓÛÒÌè N N O e-L N ri t0 ri O 01 -0 M c l) Q) ri I~ l0 y;, Ol N M C 't ~ t0 l0 U C le LMn O O d N 0 l+ ri 01 I~ Q. m d' Ln E N n w a M M X M rt N W O N ri 0) J in AA R* M (n Ln P, r-I Ln N N O 00 rl% ~ M M O O rj ri O H 0 ~ tD M Ln ri N P. i^ in- 4^ Ln N M 00 N ri c o o M l:T 0) 0^ r-I n 00~ M N N Ln O M O N N N In 4^ -t4 N ~ rO-I ~ Ln ct 01 O 0 n 0 ~ N 0 to a o Ln Lri .v ~ e^-I N r♦ s. ri r-I O N 00 LO 00 M O co 00 cn V-4 Li w N w Ln 00 N rf co rl 5 L1Y lC ri n rn r~ co Ln 00 N N M Ln LL r- Ln r.-bOA M Ct 0 M M N .tA Vk V*, L W 00 O O r- x N N H