85-809 WHITE - CITV CLERK
PINK - FINANCE G I TY O F SA I NT PA LT L Council /�' /�
CANARV - DEPARTMENT �/�/��/j� �(/
BLUE - MAVOR File NO. ` `� O •
C�ouncil Resolution
Presented By �' d����
Referred To Committee: Date
Out of Committee By Date
Wi�REAS, The Mayor, pursuant to Section 10.07.1 of the City Charter, does certify that there
are avaialable for appropriation revenues in excess of tY�ose estimated in the 1985 budget; and
W�IFREAS, The Mayor recomrends the following chanqes to the 1985 budget:
Current Amencled
Budget Changes Buclget
FII�INCING PLAN
001 General Fund
1/1/85 Fund Balance:
Unreserved, Designated 268,457 +550,000 818,457
Unreserved, Undesignated 306,363 +209,250 515,613
All Other Financing 105,155,220 0 105,155,220
105,730,040 +759,250 106,489,290
S�EI�ING PLAN
001 General Fund
Departm�nt of Finance & Mgmt Services
Citywide Information Systems Division
01115 Citywide Data Pro�essing
01115-856 Data Processing Software 13,000 +300,000 313,000
01115-85�7 Data Processing Hardware 238,750 +459,250 698,000
A11 Other General Fund Spencling 105,478,290 0 105,478,290
105,730,040 +759,250 106,489,290
� � +759,250
RE90LVE�, That tY� City Council adopts these changes to the 1985 budget;
F' ' g is Av e: roval Recom///'''����enc7ed:
-/ 7 r.
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Director of F ance '� � � Budget i tor
6-�_ '
COUNCILMEIV Requested by Department of:
Yeas p�PW Nays . I
�-7 Finance & Mgmt Serv'ce
Masanz � [n Favor
NICOSIB /y
SCheibe� v __ Against BY
Sonnen
Tedesco
W+tson JUN � 3 ��$� Form Approved it torn
Adopted by Council: Date
Certified PasseL�ounc�l Secretary . BY
sy �
t�pproved y avor: Date _ wu'v I � 1985 Approved by Mayo r S 'on to Council
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By _ BY
p��.��� ,1UN'2 � 198'S
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CITY Of SAINT PAUL
INTERDEPARTMENTAL MEMORANDUM
T0: City Council Members
FROM: James Snyder ��.�c.� ��`�
�
DATE: May 31 ���
RE: Proposed new finanee system
The process for a new finanee system began with two surveys whieh
were taken during the summer of 1984. There were several common
themes which were observed from the surveys and the main need was
for more timely information.
During July, August and September several demonstrations were
held by prospeetive vendors to inform us of the various tools
which are currently available. Fund and aetivity managers
were invited to a demonstration at Xerox Corporation in July,
for example. A pro3eet team was formed and demonstrations
were presented to that group from the followiqg:
1 . AMS Corporation
2. Peat, Marwiek and Mitchell
3 . Infocel Corporation
4 . KRM Corporation
5 . Paekaged Systems Corporation
In addition, a tour of the City of Minneapolis finance system was
held. Included in this tour was a review of the aceounting
system, whieh is approximately 3 years old, how decisions related
to it were made and how various departments have accepted the
system. Also included was a review of the process for
improving the system.
A request for proposal (RFP) writing team was then formed and,
with the help of fund and aetivity managers, a statement of the
City of Saint Paul needs specifications was developed. A
posi�ion paper wit3� a deseription of these needs, and a proposed
work program were then distributed for fund and activity
managers' review. Based on input an RFP was written and
distributed to approximately thirty prospective vendors on
December 3, 1984. Thirteen proposais were received on
January 23, 1985. An RFP evaluation committee was formed, and
the review proaess has proceeded smoothly.
The RFP Committee, with the assistance of Cit3� of Saint Paul
Citywide Information Services Division, has recommended a
computerized finanee system which ineludes Prime Hardware in the
amount of $550,000 and software whieh has been developed by Price
Waterhouse in the amount of $300 , 000 .
• Proposed new finanee system �4s 0� (
' May 31 , 1985 - Page 2
Presently the City of Saint Paul is using the Ramsey County Cyher
computer for our finanee system at a cost of $10,000 per month
or $120,000 per year. These costs, under the proposed system,
would be avoided. It is therefore anticipated the proposed
system would be financed over time by the savings .
In addition to cost savings, the proposed finance system is going
to provide more information on a timely basis, using a data base
teehnique which would be mueh more flexible than our present
finance system.
The evaluation committee requests your support for this funding
request. We are prepared to answer whatever questions you may
have.
JAS/ts
cc: RFP Evaluation Committee
Ed Warn
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CITY OF SAINT PAUL
INTERDEPARTMENTAL MEMORANDUM
TIIE, 28 MAY 1985
. � g1�
THRII. ED �IARA, Finance Director
� ¢�
T0: GREGORY BLEES, Bndget Directo ���)"
!,
FROM: GRBGURY HAIIPT, iianager CIS , �
�
RE: IMPLEMEATTIAG PRICE-WATERHOUSE FINAN SYSTEM
CC: Jim Snyder �
CIS Cabinet Members �
John Connelly
Tom Tro3ack
File Interdepartmental Projects: Finance System
F[TNDIRG REQIIEST FOR FINANCE SYSTEM: Software and Hardware
This memorandum is a request for a maximum of $850,000 from 1984 fuad balances
for implementation of the aew Finance System.
The request has two parts, one part for software and one part for hardware.
The software amo�nt is firm, of course, at $300,000. This amount is based upon
the Price-Waterhouse response to the Finance System Request for Proposal. The
P-W proposal has been selected by the Acconnting Improvements Committee as the
software of choice and is an escellent package from a data processing
standpoint as well as a Finance System standpoint.
HARDWARE ALTERNATIVES
The maaimum hardware anount is $550,000, but could be less depending upon a
number of decisions. The basic questions are, hov �uch capacity do we wish to
buy in "reserve" and how much risk do �e wish to take.
The balance of this meno outlines the nature of those decisions and offers my
advice.
Th� alternatives:
A. A second Px1�IE co�puter syatem (complete package) sized large enough to
provide capacity for two-to-three years, rather than sized only for the
Finance System. Cost = $550,000.
. � � �r� ��_��' �
Page -2-
This is the minimum risk alternative, therefore the alternative with which I am
most comfortable and the alternative I recommend, given the current rapid
development of departmental and interdepartmental systems on the CIS PB1ME.
The desire for eomfort is buttressed by developmeats either prospective, in
progress or set forth in CIS's 1986 budget objectives (not in particular
order):
- additional Finance System-related use of the PR1ME by the Water
IItility
- SPPD"s evaluation of increasing mobile digital terminal deployment to
sone 90 terminals
- the Automated Personnel Information Systen
- License Division sutomatian
- Purchasing Division automation
- continuing Valuation and Assessments Division automation of Sewer
Availability Charge/Credit processing and Pending Assess�ents
billing �
- continuing Fire Department automation
- Planning and Economic Development Department applications related
to income tax data and NSP data
- continuing automation of the budget proceas by the Budget Section
- autoaation of an integrated Certificate of Occupancy program
- capacity support for iffiplementation of Department of Community
Services department-�ide data processing/information systems
planning, initially in the Health Division
- redevelopnent of the City Workers' Compensation System, payroll
system, and leave reporting system
- automation of teh City Attorney's office and linkage with the Ramsey
County Courts Systems
I argue for continuing aggressive implementation of my electronic data
processing/information system plan. The plan is simple and has two
priorities. First, to automate the business aspects of City government.
(The business aspects of City government are management of people and
management of money and materials.)
.
. { . �� ��-d'�`�'
Page -4-
2. Connection of the current PR1ME computer to the PYRAMID would be
necessary so that staff and managers currently PR1ME customers would
have access to the Finance System. It is theoretically possible to
make the necessary connection throngh an %.25 Public Data Network
configuratioa with another piece of hardware froffi another vendor.
3. The PYRAMID may not have sufficient capacity in 1986 to handle the
Finance System and other CIS pro�ected systems, although that is
unknown to me.
4. Management of the Finance Systen were it on the PYRAMID. The
citywide Finance System probably should be managed under the same
accountabilities and suthorities as the other citywide management
information systems: Payroll, Personnel and Property, as examples.
Those accountabilities and authorities are not in place.
ACTION STEPS
It is necessarq to make a decision later than AUGUST 1, 1985 in order to have
hardware for the neW Finance System up on 12/31/85.
I recom�end moving ahead with Alternative A, the purchase of a PR1ME 9955, to
be installed at 101 E. lOth per agreement with Chief McCutcheon but operated
from 100 E. lOth (CIS).
�'inance & Mgmt Serv - � �0`���9
�- PART(,1ENT
Grect Haupt r.ONTACT .
298-5892 PHONE
5�;,�k� 6 5 85 DATE �v�� �� '
/ /
(Routing and fxplanation Sheet)
Assign Number for Routing Order (Clip All Locations for Mayoral Signature):
1 Department Di rector
T3 City Attorney
4 Director of Management/Mayor
5 Fi nance and Management Servi ces Di rector ;��-s=-'"�'�
6 City Clerk �UP� G i98�
2 Budget Director
f�iAiG� � GttiCt
What Wi11 be Achieved by Taking Action on the �4ttached Materials? (Purpose/Rationale):
The attached City Council resolution will result in funding for the
new Finance system, including a PR1ME 9750 computer package and the
system software.
Financial , Budgetary and Personnel Impacts Anticipated:
The Accounting Improvements Committee has recommended the proposed package
and believes that it will enhance the City' s data processing as well as
all other Financial system capabilities.
Funding Source and Fund Activity Nurr�er Charged or Credited:
Funding Sources: General Fund Fund Balance - Unreserved, Designated
General Fund Fund Balance - Unreserved, Undesignated
Attac�h ents��L�st an�'Nu�e'r8�1�1 Attachments) :
City Council resolution
Memorandum from Greg Haupt
Follow-up memorandum from Greg Haupt
Memorandum from James Snyder
D�RARTMEN� REVIEW CITY ATTORNEY REVIE�I
X Yes No Council Resolution Required? Resolution Required? Yes No
Yes X No Insurance Required? Insurance Sufficient? Yes No
Yes � No Insurance Attached?
Revision of October, 1982
(See Reverse Side for 'Instructions)
HOW TO USE THE GREEN SHEET �
The GREEN SHEET has several purpose's: �
1. To assist in routinq documents and in securinq
required siqnatures
2 . To brief the reviewers of documents on the i.mpacts
of approval '
3. To help ensure that necessary supportinq materials
are prepared and, if required, attached.
ROUTING ,
�ost GREEV SHE£T actions must be rev_e�ae�? Sy a De�art:�eat
�irec�or, �:�e Cit� 3t�orney, the �i�ecLOr o= irlanaqement, the
� Director of Finance and Management Services. Other possible
reviewers/signatures are listed.
BRIEFING �
Most of the GREEN SHEET headings are designed to assist in
developing a precis of the decision which the attachments
represent. The head nqs are offered to remind users of some
of the more critical elements of this brief. .
The Financial� Budgetarv and Personnel Impacts heading provides
a space to explain the cost/benefit aspects of the decision.
Costs and benefits relate both to City budget (General Fund and/or
Special Funds) and to broader financial impacts (cost to users,
'homeowners or other qroups affected by the action) . The personnel �
impact is a description of change or shift of Full-Time Equivalent
(FTE) positions. �
SJPPORTING MATERIALS
In the Attachments section, list all attachments. If the GREEN
SHEET is we 1 done, no letter of transmittal need be included
(unless signing such a letter is one of the requested actions) .
Note: Actions which require City Council resolutions include:
a. Contractual relationship with another qovernment unit.
� b. Collective bargaining.
c. Purchase or sale of land, or lease of land.
d. Issuance of bonds by City.
e. Eminent domain.
f. Assumption of liability by City, or granting �
by City of indemnification.
g. Agreements with State or Federal Government
under which they are providing funding.
Note also: If an agreement requires evidence of insurance/co-
insurance, a Certificate of Insurance should be one
" • of the attachments at time of routing.
.. . . . . , .. . . J ._ _ _.. . __. .
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'��;.�:� i: ':-�:;'=:;;.1 1�:�� ' , . . •.
�;:�.^:"-';: /�� . DQt2 ; June 6 , 1985
,�.�:^�'�-� . . . ' .
._.._ � O E�! I� f E�' E E 1� E P 0 � �"'
. i 4 = SQrnr ��ul Ci�f Cou �cil . � � � �
F N O ��fl = C C M.r1 I i i�� Q�? FINANCE, MAN.'�GEMENT & PERSONNEL •
' ' C��,I � JAMES SCHEIBEL _
1. AoRroval or minutes frcm me��ing held M��� 3Q, 1985. �
2. Ordinancs amending 5ec*'�ons 5e.�2 or the St. Paul Administrative Code
pertaining to the Su�ger c�lenaar for the City at= 5't. Paul ana deieting
certain publicazion requiresnents. � (City Clerk)
3. �rdinance amending the Civit Servic� Rules pertaining to six unclassiFied
positions in the De�ar-�►ent or Planning and Economic Oeve?opmenz De��r-�-
menz a stri ing in its entire�y Section d.C. (Personnel )
a;�� ��-�, / �r/.-ee�� _
4, Or n nce amending the Civi1 Service Ruies pertaining to the positlocr or
. Dire�or of Food Servic�=_ in the St. Paul Puolic Schools and �:iking in
- its entir?ry Se�ion 34.F. (persanne? ) .--
5. Ordinance es�.at�l isning the title ot= Attorney VIII in the Unc:assi�Fied
. Service. (Per�annel ) � �
6. Resolution amending the�ry Plan and Rates or" Compens�tion Resoiutfon
by es�ablishing the unctassi.fie_^. title or Att ney VIiI . .
7. Resolution approving !984-1985 Memorandum of Agre�nent betwesn the City
and the Tri-Council bargaining unit, rearesented y Locai 49, Loc�l 1Z�J
and Loca1 132. (Personnel ) '
8. Resolution approving 1984-1985 Memorandum ot Agre=_ment betwenn the City
anci AFSCME Lacal 1842 an� AFSCME Locai Z�QS. (Personnel )
9. Resolution as�proving 1985-1986 Memorandum oF Agrenme. rwe�n the City
. anci the Pipe�itters Local Na. 455. (Personne!
!0. ReSOlution amending the 198 � b dg�t by adding �9,8 to the Financing
P!an and to the Spending Ptan for C�e�eral Funa-?olic�-Technic�} ancs
SUpDOr� Sta�f Un i ts. (?01 i ce?C����, / �i�
11. Aaministrative Qrcter 0-7489 - Bucge* revision in the Community 5°T'�liC°_5-
Special ServiceG Enterprise. � /, ,/J� �� X /'�/s S
(/ fTCi /�/ �
c:T!HALL . ��-��FLOOr. . � .
. SAINT PAUL,JtItitiESaTt�55I0?
. � „
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�2. Resolution recommenCing �he Citizans' Commission on Bonai�g and Financirrg
. Prac��c�s include within its scope, the r�eview of Urban Developme. �
Ac ion �rants, along with the other fin ncing prac�*:ices_ _ -
� df� - � �Xe � � N��� ._
I 3. Re�ut i on to purc.►�'sse harc�w�re (i rty the amount qf,, ��`5Q,OOU) and sor�ware
( i n the �nounc af �3QQ.�fJO) for a �i�nce system.
���'� _
NOT ON PREPARED AGNEDA:
Resolution establishing a tax levy on General. Obligation
Improvement Bonds , Series 1985A $l, 375,000 and providing for
certification of t e tax levy� to the County Auditor.
����� .
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` GREO Ob/04/@� 11 : 45: 40 FINANCE SYSTEM MEMO �
#�tt�{� `t)�S�tf���'�< �.i;�5; �{} F I I�iiPti�t�E; SY�►7�M I�M�3 '; �
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T : MAY GE RGE LATIM R
ATTN: GREGORY BLEES, BUDGET DIRECTOR
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� 1��;` PR1�IE �QMP�#TER I�t C€�NJUNGTI�I WI1'!� `1��� :�'�N�k�4�� ��'�'��# %
CC: MEMBERS OF THE CITY COUNCIL
JOHN CONNELLY
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T�l�i "�'R��i��f�
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FILE PROJECTS: �'INANCE SYSTEM
� €R��EI�T' �1�l��tL�U�i �4t1THC�RELI B� JIM! SN'��ER ArNg i�l�&E1� t�i�F€��! �i�'GfRA'Ii�T��t 1�'fi�C�� t� '
1�!#1t �� ��t MI3t..E�I�Il�i43. ;'
MY REC�MMENDATION WAS FOR A MAXIMUM EXPENDITURE OF �850, 000: �300, 000
REPRESENTING THE PRICE-WATERHOUSE FM80 FINANCE SYSTEM SOFTWARE AND �550, 000
__
'�`f� M�.�..E�i�� ASF�!CT 'G1F Tl�� ME�'1�R�1htDUM WA� 't'#�� �#�����L� ��������
;
N SSA Y H WAR N E
FINANCE SYSTEM. IT IS NOT; RATHER, MY RECOMMENDATION ANTICIPATED
HARDWARE NEEDS FOR A TWO TO PERHAPS THREE YEAR FUTURE, INCLUDING
�I� �"�'��tr Q�#E� �L.���f EI� t+�1l�tNf �F�ClI�i l+�i���� ::�� ��"...��1f::: ��f� �� :
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MEETING IS TO REVISE THE HARDWARE RECOMMENDATION DOWNWARD TO INCLUDE
PURCHASE OF A PR1ME MACHINE WHICH WILL PROVIDE CAPACITY THROUGH 1996
_ _ __ __.
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THE UPSHOT OF THIS MODIFICATION IS TO REDUCE THE MAXIMUM DOLLAR
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t�f��#+'f� '��"�t� �i� ��Ct�TATEt� ��QtII'€�(�lEN'�', TAt..E...���. #�� �'C#w:L�C#W��
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FIXED-MEDIUM DISK DRYVE, 1 CONSOLE �241, 500
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' GREG Ob/04/95 11: 45: 40 FINANCE SYSTEM MEMO '
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13, 5�0
ICS I I BASIC STARTER PACKAGE, 16 ASYNCH LI�IES 9, 600 �
�# I�S I I!; L�hIE �D�PTE�t' CA�tD& ; a�.� <
_ , . _ .
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" 7, 5
2 PRfMENET NODE CCiNTROLLERS id, 000
� �IAX��4L Ct�illl�lL ��1�.L.E� ' �,�� . '
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2 PRIMENET FILE TRANSFER SERVICE LICENSES 4, 000
l�ER I�H�t� �,��I t1iE? �t S��? .. '
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SUBTOTAL �389, 250
'�'0 '�HI� T�TTT�. I �'t�� A R�#�11�3T FQR �����Qt�! F1'3R �4i�t #�I��M�'�F�l�Ul��'�'�L�
j�E,i�i��t �f'�PLY ' 4��t';��'Rt�'�`�`? t�T ��U�Q�t��' ' 't" �tt�� � f�"t'�{ t��. ,� F��Ctt�R : ?.;;
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QUALITY PROBLEMS TO THE CURRENT AND PROSPECTIVE PRiME COMPUTERS:
� :: , :
�CC1"t'1AL ����?,��.
THE DIFFERENCE BETWEEN THIS APPROACH AND MY ORIGINAL RECOMMENDED
; ! ; ; � ,;
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_;'�!�'�. ��T3,:� $'�''.��!. > . ` _ : , ; ; .
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A 9955 IS RATED BY PRiME AT 2. 25 TIMES THAT OF A 9750.
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W�L.L.' �E �1G�€�M���1TED BEYt�tD Tl� F�hi�ht�� �YS't`�M: �fl�i '�h� 1"�#p �(,�4,�'1"��t�' .
�t�I�' Tt�i���� T!� �'t,.�.QWIN#� (�I� I�i� P�4f��'���� �t��F� C�F ��tI�RI�'��: < .
-IVON-EXAM PORTIONS OF THE AVTOMATED PERSONNEL INFORMATION SYSTEM,
UNDER DEVELOPMENT.
;�,�,�k�k�}�TIQ�i.. �';R£t�fi8��,�� TF#�t��#�i�t ���'lP��'�R-l�TI3�� �T�P�Y�� l�� '�H� �l�i��#..�`
j�' �P�� �1�L�I'�'"���;�' �':UP �"t� �i� Ml���t�.� ��It��'�`�G,. "�'�R���A�.�t°.,; .`
-SPPD'S COMPLETIOht OF ITS STOLEN PROPERTY SYSTEM, CURRENTLY UNDER
DEVELOPMENT.
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' GREG O6/44/B5 11: 45: 40 FINANCE SYSTEM MEMO Q!
` -A�"T�A't'IC� QF '�N� L I�E��E BI t1I SI�1Nt Clfi#�f���IT�..�' €���ER�t�Y'�
-ENHANCEMENTS TO THE PENDING ASSESSMENTS SYS7EM AND SEWER AVAILABILTY
CHARGE/CREDIT SYSTEM.
; i-�RI�fiC�A"�'�l��►i �' '�H� PUR��iA;�I Nt� 'Ti I�T���t' ��PF"L�M�1'�T�� Tfl �`�;��#��3
:�R£#Pi����,.:
-PROCESSING OF WATER UTILITY SUBSYSTEMS SUPPLEMENTARY TO THE FM80
PROPOSAL.
� ''�A�,1TC�A�''�bAi 1�' �►i �l�i��'�Q�'t�k7'ED ��RTI�'I�l�7`E QF C�C�f�AN�Y.SV�r"#'�M #lI�+I�!
f�C�'�`£t+�TI�Al,. ��l�iL�E�S��#�t t3�' IT FREiP� �C#8U� 'F�f P�1F'f�"'� ��±th`"�t±'��T��lt�f
-PLANNING AND ECONOMIC DEVELOPMENT DEPARTMENT APPLICATIONS RELATED TO
INGOME TAX DATA.
' �Ct��+��'t''� �UP�'CiRT ��1R ��#�'L�M�MTA�IO�i C�� T}��"l�f�TME�I'�' QF ��"tl�l+FlTif '
�*,��i�UiC�B l�l��kRT�!'��`--44�I1�E `t?�1?A'P�tC�CESBT'i�it3ll[���EI�T�Clt� �'��"f�l�I� ��$�#ll�'�"
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TO DEVELOPMENT OF A DCS DEPARTMENT MIS PLAN.
I HOPE THAT THIS INFORMATION CLARIFIES THE HARDWARE SITVATION AND
<;T'H� �FE IC�^��1�►�'�t�F��U«�r� �IAt�R#�fi�E S1fS'�'EM �1fi' J��A►�� >�� 15►$�. ;''
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