City Council Minutes 12-01-1989 SpecialMINUTES
SPECIAL MEETING - MONTICELLO CITY COUNCIL
DECEMBER 1, 1989
2:00 PM
Assistant Administrator O'Neill outlined the status of the computer system
implementation process at City Hall. During his presentation he focused
his remarks on the following areas:
1. What went right with the existing system.
2. System developed mistakes and inherent ongoing problems.
3. If we could do it all over again.
4. Where do we go from here?
O'Neill noted that the original concept for development of this system was
positive and that it established a vision for where the City would like to
go with computer application development. The original goals associated
with the development of the computer system were noteworthy, which
included placing manual processes with more efficient electronic
processes, creating interrelated applications to eliminate duplication of
efforts, development of common data bases which reduce multiple entry,
increasing accuracy, an attempt to improve decision making by providing
better information, and finally, the development process attempted to
integrate systems and achieve coordinated computer application development
process.
In his presentation, O'Neill went on to outline system development
mistakes and inherent ongoing problems, which included a discussion
regarding flaws in the system design and development process, problems
with system implementation, vendor support, software design, user
documentation, and a review of the cost and benefits received via the DMDI
software.
O'Neill also suggested that if the City had the chance to do it all over
again, he would recommend that the applications purchased be done on a
phased basis. Systems installed as part of Phase 1 would be those that
are proven to improve productivity and those systems that improve decision
making by providing better or more timely information. Phase 1 systems
would include fund accounting, utility billing, payroll, word processing,
spread sheet development, and deputy registrar. Phase 2 applications
would include -those systems that provide a less obvious benefit and should
be installed only after the Phase 1 applications are in and running. Such
applications include fixed assets, data base system for property related
applications, fleet maintenance. O'Neill also noted that the system
design should identify the human resource requirements necessary to
properly operate the system, which would include an identification of
management personnel and roles, and also outline which individuals are
responsible for application operation. O'Neill also went on to describe
strategies that would be put in place to assure the proper development of
the system which included a management plan governing implementation,
vendor support, hardware, software, and cost benefits.
Assistant Administrator O'Neill and Cathy Shuman then outlined the
potential for utilizing a micro computer or mini computers for future
application development, and they also outlined the cost to continue to
operate with DMDI versus moving to the micro computer or to the mini
computer. O'Neill noted that due to the high cost associated with
Special Minutes - 12/1/89
operation of the DMDI software and because software and hardware prices
have dropped for micro and mini computer applications, the 3 year cost to
stay with DMDI appears to be even or slightly higher than the cost would
be to convert to the micro computer or mini computer option. O'Neill went
on to outline a suggested staff organization necessary to implement and
operate the computer system. He noted an individual within the
organization must be responsible for completing all the tasks associated
with operating a network or micro computer system. He went on to note
that Cathy Shuman is well trained in the field, and capable of completing
all such tasks.
At this point in the meeting, Council discussed the possibility of taking
legal action against the vendor and against the consultant charged with
assisting the City in developing its computer applications.
Warren Smith noted his frustration over the problems associated with this
system, and suggested that the City move ahead with system application
development.
Dan Blonigen strongly suggested that the City take action to recover some
of the City costs associated with the system purchased.
O'Neill informed Council that the City Attorney has indicated that the
City may be limited in its ability to recover costs due to the contractual
agreement between the City and DMDI.
After discussion, motion was made by Warren Smith and seconded by
Shirley Anderson to direct staff to move forward by refining the proposal
for development of Phase 1 computer applications and present
recommendations at the first Council meeting scheduled in January. A
decision regarding legal action against vendor or consultant to be made at
that time. Motion carried unanimously.
Respectfully submitted:
P`
II
Jeff O'Neill
Assistant Administrator
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