HomeMy WebLinkAboutITEM IV-B-5~NF~AT~~ R1~~C~S .
~ISiC~I`~ sTAT~~~T
lnformafiion Services provides excellent technical services far all infiernal and external
customers.
DEPARTMENT ~VERV~>r1~U
The information Services Deparfiment oversees ail fiechnalagy far the City. This includes
computers, telephones, softv~rare applications, video canferencin systems, technology in our
police and field maintenance vehicles, geographic lnforrr~ation Systems ~15~,1~1eb services
and Cifiy communication systems The lnforrnafiion Services Director also coordinates grant
activities far the City,
~aa9 ~ aka ACC~MPIISHN~ETS
Increased fiber optic opportunities by ensuring that all open roads have conduit insfialied
for future use
■ expanded fiber optic network to further enhance the Intelligent Transporfiatian Sysfiem
~1TS} and ofiher city infrastructure needs Currently fihe Cifiy owns and maintains aver ~
miles of fiber,
Continued to work on regional projects fio expand braadba.nd infrastructure including
securing ~1a,aaD funding for the. broadband connection between the valley afi ~T7t~
Street and Valley Cornmunicatians ~ i Center
t ~ Continued fio use new and exisfiing fiber and wireless infrastructure fio provide more efficient operations and services including outfitting all maintenance crews with laptops
to be mare efficient in the field with maintenance documentation and mark orders
Through technology, enhanced cornrnunicafiionswlth Auburn Cifii~ens including new
websites far booking golf tee times, crime statistics, downloading project did documents
and pay far business licensing online, Implemented new email communications service
far citizens
1~1ork with Valley Cities and Valley Cor~~nunications to implement the first privata fiber
connection between a VCC agency and the VCC cenfier far secure communications.
l~larked vuifih valley Communications on the plan fiv implemenfi new computer aided
dispatch systerr~ including serving as fihe pilot agency for 1~A1~IC thigh availability
wireless~wired communications netwark~
Continued to enhance fihe city's geographic information system X15}
Supporfied NPDIS requirements and l~oward l~ansan Dam emergency planning
ll~aintained and upgraded City fiechr~aloy to maintain an efficient and productive wark
environment that enhances staffs ability to deliver excellent customer service This
included adding a new website confienfi management system for website maintenance
and Niicrosoffi Sharepoint far better internal can~rfaunicatians between project teams such
as the ~r~ergency ~lanager~ent Cornmifitee, Econan~ic Developmenfi Committee and grant 1~Iriting ornrnittee
Added technology far Public Safety including license Plate Recognition program that
scans firaffic for staler plates, surveillance cameras far various city properties, conversion
~o new false alarm monitoring and creation of crime analysis Coals
}
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renegotiated cable franchise ~ .
Provided all technical support for the design, implementation and move into the new
City k~aii Annex building .
- ' ~ DBE ~CT~V~
Continue to expand the Valley Cities Network as funding becomes available.
renew technology associated with Cable Television and Council Chambers rernodel~
1~1ork with the School district and other regional partners to increase partnerships on technology to benefit the cornrr~unity .
Continue to expand the Intelligent Transportation System and City 1~lireless systems.
Support technology irnproverr~ents in the downtown redesign
. ~ Continue to maintain, upgrade and enhance City technology to maintain an efficient and
productive work environment that improves staffs ability to deliver excellent custorr~er
SerV~Ce
Continue to look for Federal, State and Private funding solutions to enhance City
projects and programs ~~ther People's N~oney}
- ~ Support Auburn Public Safety systems to communicate-with Valley Communications
System conversion to nevu technology.
Support transition of Auburn ,fail to the SCARE facility including researching,
recommending and implementing data sharing between Auburn Courts and Public Safety
and the SC~~E facility, This includes processes such as paperless bookings, video
- arraignment, file sharing and other daisy operational issues
Continue to build the City f fiber network completing the north to south bacl~bone for the
t ~ city fiber network,
enhance security throughout the City by expanding video security systems.
iNi"~RN~A~'1C~N S~R1liCi*S ~~N~
~a~1-~Oi21~l~RiCiN ~AP1TAi. BUDGET
~aD8 2QD9 Oil X011
Item Actual Actual Adj 8ud~et Budget Budget
C~peratln~ Budget
~peratin Revenue 3~8~8oa lnterfund Operating Chaves ~ 2,528,i~~ ~ 3,12~,7i2 $ 2,~~7,b~o $ 3,28~,2~0 ~ ~,250,~~0
3~8~8~1 xnterfund Communications Chaves t,1i3,9~~ i,04~,00a 923,70 874,G~0 884,bDD
48~8i0 Interfund Equipment RepEacement 3~i,3~4 4bi,~7b ~~o,BD~ D ~ 38~t9~ intergovernmental Service Revenge 1Si,25~ 195,428 2~,3D~ 25,820 25,82
Total Operating Revenue 4,1b4,554 4,825,21b 3,92,4~~ 4,185,60 ~,iD,824
C~peratin~ I*xpense 518,0~O~lo Salaries and 1~la~es ~i,4i6,064} ~i,42i,165} ~~,294,4~~} X1,284,120} ~i,~o2,990}
5t8.0~o.2o Personr~ei ~er~efits ~477,D94} ~423,1~~} ~4~~,010} ~4G0,~70} (i2,f50}
5i8.0QOt3o Supplies ~407,b30} X101,319} X494,000} X482,330} ~392,3~0} ~~8~000.4o Services & Cl~ar~es ~i,~49,425} ~1,281,5D~} ~1,3~5,300J ~i,~48,700} {1,7T3,580~
Si8r00o.90 lnterfund ~aymen~s for Services {48,300} ~I95,00} ~~99,670} X319,800} ~294,30D~
5~8.00o~0 Depreciation & Amortization 477,010 498,93 310,000 498,OOD 498,004
Tata1 ~peratln~ expenses 4,2T5,523 3,921,371 4,114,380 4,~93~020 4,773,350 Operating lncvrne ~l.oss} X110,969} 9o3,S~5 ~~87,980~ X507,350} {bi2,~34}
Nan Operating Revenue ~~xp~ 361.~~Q lnvestmont Income 81,283 25,46G 22,540 11,OOD 1t,D00
369.940 Misce~~aneous Revenue ~l+xpense} 52~ 3,141 ~ o ~
Total Non Oiler. Rev {~xp~ 81,809 28,647 22,500 I1,oo0 11,400
Net income Lass} X29,160} 932,453 ~~b5,4S0} ~496,35D} ~64~,530}
Add~Deduct iternS Nod
Affecting 1~lorkin~ Capital ~V~l1C}
~18.801.OU De~reciatian & Amortization 477,010 498,973 io,o40 498.00 49S,OO0 Net 1~II I+rom C~perat~ons 447,850 1,431,42b ~~4,520 1,650 ~~t03,53D}
Other Resources and uses Budget Resources Other Than Operations
331,~~7 Direct i*ederal ~ran~ ~ 0 34,500 ~ ~
397100 Transfer In 273,900 0 0 75400 ~79,25~
399.000 Other Sources 69,888 19,212 ~ 0 0 Total Resanrces 343,788 X19,212} 34,500 75,44 ~ 179,250
~se~ Other Than Operations X90.100,05 Net Change in Restricted Assets ~ X64,584} 0 0 ~ ~
~97~100~55 O~eratin~Tran~fers but X8,000} {51,044} X45,200} X500,000} ~
590,100.64 mein fixed Assets-I~quipment X481,480} =189,545} ~452,000~ X1,07,364} X74,914}
590.t00.~5 inc 1n Fixed Assets}Construction 0 174,59T 34,500 0 U Total lases 554,4b4 445,442 53~,7a0 - 1,567,364 74,914
Net Char~~e in 1~1C 2 3.52 68 ~ 90 d6
~B+e~'yirrnin~ 1/~.1~~ lit 2,b94,910 2,932,485 3,899,257 3,/S~~ry+b,5h~7+7~ 2{#;0{y/~'~y5,8G
~ndin~ 1~~~~ ~tiV~~w~~ f iJ~~y~~~ ~,VJ~,U~J I,JV~y~~~ Net Change in WJC ~ 2 352 68 ~ 9D 7 ~
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~~-C~C~ 'lLOaoooo.o..j~~ a ~ ~uww~~c~~uivi~~vivi~~ ~ ~1
g~QF~dg~Rp# D~olsion ~actcage Budget Report
8~~ ~~~0~ 0 ~ ~:2~:~GAM City of Auburn .
. ~ ..:a~~iio~~.Pack~ge::.~~T~oOD~ - ~o~.~ c~~~~~r~o~ ~n~~E~.~~c~ ~ ~
date Budget Year Group Verson Priority Duratian Approval status
5~~4~ 0 ~0~~ ~fletch 0 ~ Cne-Time Pending
Tile
~R~ or~r~unications Interface
description of Improvement
The new youth corrections Entity ~OR~} is being designed as a state of the art, high tech, paperiess facitlity. Therefore,
same electronic ad~ustrnents hardware and software} are needed far the court to interface with C~R~. I estirr~ate the costs to be ~~5,~aa, although total requirements are not yet known.
This request will be funded by fund baiance in the Information ervics Fund and will have a zero net effect on the ,general
Fund.
Alternatives
Tf~ere appear to be few alternatives since the decision has been nude as to the CDRI~ configuration, Paperwork could be transported by vehicle thraught out the day from the Court to
SCARE, Faxing might be a cansdierat~en, but does nvt fit into
the high tech, paperless IT vision .
Advantages o~ Approval
1~Ilow far seamless transistian of caurtl~ail interaction upon opening of
Allow efficiency of court vperativnF
Allow a mare timely process.
Implications of ~eniai_ .
If this decision package i not approved the municipal court gill not be able to operate within the canfiguatian of the SCORE
IT plan
to
Narrative Nat defined
~~uip~nenf Make & ~IQde~
Narrative Nat defined
FiscAk. ~ETAII~s - ~0~ ~ ~ ~a~ ~
Capi~ai Expenditures -
5~~.ao,~8,8ao.~~ ~[AC~iINE~Y & EQUIPi~IENT ~~,agD.O~ a,aD
Total Capital Expenditures ~,OgO,D~ D,gD
Total Expenditures 25,a~D.O~ ~.~g Net Budget ~5,O~g.g~ g.~4
l
g1D~~dgfl~pt~ peclslon Package Budged Repast
81't~1~4~~ ~a~~fi,2~AN[ ~ City of Auburn
. . ,
~ ~ ~ ~ ~ ~ ~ ~ ~pci~on Package: ~NC~OD~3.~:~Aut~AD~iv~l..:3D .U pgra e : . .
Date budget Year group Version Priority puration Appravai tatt~s
OGI~3T~4~ a 2~~ i~aub a ~ ~ ~ne~Time ~ Pending
Tithe
AutoADlpivil 3D Upgrade
Descriptton_vf lmprv~~m_~nt
Upgrade the existing AutopAp and pivil D software to current versions in This software is used prirnarily by Public
works but is also used by Planning peveioprnent, Facilities, Parks H~ recreation, and Information Services departments in the cornpletion of capital projects design and mapping.
This request will be funded by fund balance in the Information Services Fund and will lave a aero net effect an the general
Fund. .
A~fernat~ve
~or~tinue with the current versions and upgrade at a later date. An upgrade after April wilt increase the cost of the
upgrade from ~~,OgO to appraxirnatelyg~,gD~.
Adv_fages of Approval
Upgrading the software in 0~~ takes advantage of a price discount that will not be available to the pity after April ~0~~.
Upgrading the software also allows staff to mare easily work with our consultants and other agencies s their software is
upgradedF
ln~plic~tions of Denial
Nat upgrading in 202 will increase the cast of a future upgrade to appraximatly g,00a. Each additional year the upgrade
is prolonged, the posts v~ill increase
ta, fflng
None
~quiprnent peke & MQde~, .
AutoAp ~g~2 and Civil p ~g~~ v~ill be the software versions available in
DETAILS ~ ~a~ ~ ~a~ ~
capital F~cpenditures
5~ 8,aa.~8,88a~4 ~AINERY & EQUIPMENT a,0a 45,aaa.aa
Tota# ~apitai Expenditures a.0a ~5,aaa,a0
Total Expenditures D.gg 45,Qa0.Do
Net Budget g.4g 45,Q~~.Dg
g1DPBdgtRpt peclslan Package budget Report
~11l~0~0 ~0:~~;27Allll City ot: Auburn
. . .
~ ec~ion~:.. ac age:.°. - ~ -
Date Budget Year group Version Priority Duration Approval ~atu
06~~~~~~~ ~ 20'i ~ igaub a 4 one-Time Pending
Title
Survey BPS equipment Replacement
Description. of lmprovement
The replacment of the existing Survey P equipment to protect against equipment failure and allow additional efficiencies
in work perforrnanoe and staff time. The BPS equipment is nearly 7 years old and is relied upon to provide survey grade positions for many types of survey control on multiple city pra~ects
each week. since the original purchase of the exisitng
equipment, BPS technology has continued to advance and now includes the ability to use additional satellites throught he
Russian lonass system in addition to the U Satellite system. The use cf the exisitng P equipment is hindered during
certain times of the gear and certain times of the day due to the lacy of a sufficient number of satellites to reference to. New
equipment will have the ability to access the lonass system prvvidir~g additional satellites reducing the times when the BPS equipment can not be used due to insufficent satellite infomration,
In addition} the City uses the Ul~ahington State
Reference Network operated by the City of Seattle who has recently completed upgrades to their system to incorporate the
lanass ir~forrnation, the City can not make use of this informaiton Frith the exiitng equipment.
This request wil! be funded by fund balance in the lnforrnation Services Fund and will have a zero net effect o~ the general
Fund,
Aiterna~ives
Continue with the existing equipment and run time consuming conventional terrestrial surveys when P equipment is not
available,
Advantages ~t Approval
increase in the duration of time that the PS equipment can be used reducing staff time needed to complete tasks in areas where existing survey control is non~existant, lrnproves realiability
of the equipment and allows the City to take advantage of
neVlr technology
irt~plications of Genial
If the GIBS equipr~ent is not replaced, the City will not realize the efficient' gain by having the BPS equipment more readily
available through out a normal work day, In addition, as the BPS equipment continues to age, equipment failure becomes
more likely,
to
None
Equipment ~lakp I~odpl
Mlle are currently evaluating ~ models, the Trimble R8 ~lSS RTI~C and the Topcon Sakkla ~R~~,
FECAL DETAILS Za9 ~ ~
Capital Expenditures
~ B.agF~~B,~D,~4 II~ACHINERY & EQUIPMENT 2,O~a.aO D.oO
Total Capital Expenditures ~ ~,~~~,p~ B.OD Total Expenditures ~5,aB0,o~ O.~B
Net Budget ~ ~~,OOO,Da D.~o
iDPB~g~Rp~ Decision Package budget Repar~ .
8~~ ~I~O~ ~ 9 ~:2;~6A1~ city of Auburn
u. oma e ~ ~ o is r~ ae ~c ~ n ~ r~ ion . : ~ ~ . cislon_ .c.. age . ~ ~ p , . 9
5 Date Budget Year GrQUp Version Priority Duration Ap~ro~al status
a~~~51~a~ ~ ~0~ ~ drnason ~ ~ One-Time Pending
Title
Tyler Ou#put Proceser{TOP} & Laserfiche Integration
Descri tion of im roveme~t•
TOP sof#ware provides are automated paperless distribution system that reduces printing and mailing casts of Aden financial
infarrr~ation. EdenlLaserfiche interface ~#lows for electronic archivallre#rieval of scanned docur~ents without adding to the Eden financial database,
Far example, batch processed forms such as paychecks can be sent off to rr~ultiple recipients in multiple fasl~ians, then
running checks, each individual err~ployee could have their delivery preference set to hardcopy printerandlar email. The
payroll clerk would still select "priht checks" in EDEN -but TOP will take each individual check and deliver it through the proper channel ~printerand~or email}F Oopies of payroll stubs
could automatically be stored in Laserfiche with easy electronic,
retrie~ral months later to provide copies per employee requests.
Purchase orders could be sent electronically to user areas ~and~or vendors} rather than printing cen#rally in Finance, sorting.
and interof#ice delivery to ~rarious user departments, . ~ .
Prn~arrent invoice and other record retention information far fixed assets could be stared electronically far the life of the
asset in I.aserfiche.
Information fror~ adjusting journal entries could be available in the current and future years with a click of a button rather
than going to find a manual copy in a fife cabinet or archive box.
lmmedidate availability of inforr~ation enhances financial analysis and promotes availabilit}~ of accurate, more extensive
infarrnatian. Time and money spent on manual boxing, filing, managing and disposing of archive i avoided.
This request will be funded by fund balance in the Information services fund and gill have a zero net effect on the General
Fund.
Alternatives
Oantinue current paper based distribution and filing processes and no purchase of any decision package components.
There are three components in this package which can be purchasedlappraved separately:
~ ~ Laserfiche'attachrr~ent ~dacuments stared ire Laserfiche! view in Edens integration
- 1 G, 5DD software
~,90g AnnuaC maintenance
TOP Laserfiche Ou#put {report archive copies stared automatically in Laserfiche}
2, X00 software . as Annual maintenance
, Tyler TOP Output Eden {reports such as purchase orders, direct deposit stubs, etc can be pre-het for distribution to
printers or e~maii}
~ , ~~o aftware ~,Da Training .
~,Di~ consulting
,~aa Annual maintenance
Advantages of Approval
have man hours as manual paper processes are transformed into faster and more efficient handling-thus enhancing how staff manages, generates, stores, and delivers forms and reports.
Actual paper handling is
reduced, thereby lowering overhead to print, fax, a-mail, fold, stuff, and physically mail documents,
A Laerfiche permanent archive report can be created automatically at the sane time a regular Eden processing report i
gID~BdgtRpt ecisrorr Package Budget Repo
81~ S#~~~ 0 ~ 4~~S;57AM i#y of Auburn
con#~nu~d
~ ~ ~::.::~:~D~c~tonPack~a ~e`F~N~~00~ R A~on~ate_F~e o~#,D~s~~i~lLas~rfich~::~n~egra~ion . .
Qate Budget Year group llersian Priari~y Qura#ion Aprava~ Status
061~51~a~0 dmasan a ~ One~Tir~e Pending
created.
Readily provide information for past gears ~rithout additional man hours far retrieving information from archives. if Laserfiche
becomes certified by the state Archivist than this purchase can reduce the amount of hard cagy archive storage space,
boxes, and man~haur required to maintain state mandated inforr~ation taragelretrieval. It can also assist in automation of
document retreival far public retard requests if docur~ent are electronically stared
Ir~medidate availability of information enhances financial analysis and prornates availability of accurate, more extensive information far decisin making. Tina and money spent on manual
boxing, filing, managing and disposing of archive retards
are availed.
- I~plica~ion of ae~tial
~ontirrue status qua use of pan-hours, storage space, rr}are time consuming access to historical infarrnatian.
~a~~+ng
Narrative Not defined -
Ea~uipn~ent ~la~e Modef .
Narrative Not ~efinel
I;l~AL DETAILS ~ ~ ~
~perating expenditures
5~ 8~Oa.~~8.88a.3~ SMALL T~QL AND EQIPNIFNT ~,~~D.O~ ~ ~.~D
5~8,0~,~~8,88a.4~ PR~FESSIDNAL SEI~1lICES ~ 2,~a0~Da ~.~0
~~8.00.~S.~~a.~S I~~PAiR & iI~AINTENAN~E ~,8aD,0a ~,S~D.aD - Total operating Expenditures ~ O,aa~aa B,B~D.aO
Capital Expenditures
5'i 8,D0,a~8.88~~~4 MACHINERY & E~~11PENT ~8,aaa.Da O~~a
Total Capital Expenditures 8,~p~.~0 Q,QO
Total Expenditures 48,~~a.0a ~,Saa.aD
Net Budget 48,5aa.aa ~,Saa.aD
glpPRdgt~pt Dec~~on Package Budge# t~eport
81~ 8~~0~ ~ ~ 0~~~;O~AI~ city of Auburn
~
~ Pa raft & HR ; ; ; ; Dec~s.~an .ack~ e.::F~~0D0~.: ~n..~~~~.... . Y
pate Budget Year group Version priority p~aral~on Approval Status
07I~4120~0 ~0~2 drnasan ~ ~ one-Tirn~ mending
Title
~n-line Payroll & Hl~
description of I~trovernent
Allow employee time entry via web data entry. Using a phased in approach, payroll tune entry can be shifted frarn a paper
tune sheet system with centralized tune entry data input to an electronic time entry system where each employee can enter their awn payroll activity. This system also allows access through
a web page for an employee to view their oven various
human resource ar~d payroll related information: The emp#oyee can view ar reprint tax withholding information, current and
past pay check stub information, employee leave usage, etc. S~rpervisors can view their empioyeei leave usage information
while access to the other employee personal information is blocked, '
This request will be funded by fend balance in the Information Services Fund and will have a zero net effect on the general
Fund.
Alternatives
Ier~ain with the current paper based system.
Advnt~g~~ of A~provaf
Provide easy self-service access for employees to view their persona! payroll and human resource information ~rhicb reduces work load in human resources and payroll by no longer needing
to provide copies of this information to meet
employee requests. Flectronic,timecheets changes duplicative entry ponce an paper and once for computer entry} to single
entry ponce far computer entry}. Time consuming batch balancing currently required by paper time sheets vuould also be
eliminated.
frnplicativns of ~enia~
Possible work load efficiencies will be foregone,
taffin
Narrative blot Defined
ui meat flake & Model '
Narrative Not pet fined
l=I~AL ~~rAl~ ~o~~ ~a~~
posting Expenditure
V~~.V~~~~~rVV#/, SMALL TOOL Alp pQUIPII~~NT ~,~oD+OV o~00 5~ 8.00.18.88D.4~ Pi~OFE''f~NAL SERVICES ~ 5,00,00 0A0
5~ 8~00,5~ 8880.4,! R~1 Ail • ~ I~IAINTENANC~ ~,80a.D~ f ~O.~a '
Total Operating expenditures 8,~0D,DQ ~,7~0.00
Capital Expenditures
5~ 800,5 8880,64 MACHINERY & EQUiI~I~~I~T ~ ~,2~D,a0 _ 0.00
Total C~p~tal expenditures ~ ~ ,~00,0g 0.00
Total ~~cpenditure ~9,40D.00 ~,T80.0o
Net Budget X9,400.00 x,780.00
gIDPBdgtRp# ~ectsion Package ~udgot deport
81~ #~0~ D ~ o:2T;~ SAM - City of Auburn -
.
. ~ . ~ ~ .ec~~ior~ ~..:ac age:..... ~ r~iga fan . : - ~ ~ .
date Budget Year group Version Priority Duraiion Approval status
~G~01~0~~ ~0~~ lcvan 0 2 One~Time Pending
Titie
Central Computer for the irrigation satellites
~escr€ption of l~~provement
A central computer that programs the sateil~te controllers for the irrigation system.
'his request will be funded Icy fund balance in the Information services Fund ar~d gill have a zero net effect the general
fund.
At#erna#ives
Continue to manually input weather data in each satellite {~}through-out the course as the weather changes
Advan#a es of A royal
1111111 save one to two hours of programing each time the weather changes.
111~i11 be able to change programs to proper settings with a push of a key.
V1lill be able to operate the irr~gatian system on site or remote during weather changes
lm~o~r~ of denial
Manual operations ~rili continue
~affi~~
no effect
~ ui ment Make & ~lodei
7`oro P~~~iD7 itePra central computer package,
premier computer wl year N~1 service package for network VP includes remote NiV training
~,7~3.Dg
Toro l'l~ F~eid interface unit w1 wireless ~,~5
~is~A~ ~Er~l~s zoo ~ ~o~ ~
operating Expendi#ures
~ S.UD.~~8.88~.~~ ~IACHfi~ERY & E~UIPi~ENT ~.ag ~,~0 Total Operating Expenditures ~.p0 ~~04
Capital Expenditures
~B7~gD~~9g.~D~.~4 f~ACHII~ERY & EQUIPMENT ~.Og ~,ogg.00
Total Capital Expenditures O,Og ~S,o~D.00
Total Expenditures O.Og ~8,o0D.Og
filet budget ~ O,Og S,~OO.Og
g1Dl~BdgtRp~ ~eciian Package Bude# Report S1~ 81~~~ ~ ~ D;~7~~~AM pity of Auburn
.
a s em ra es
Date Budget Year group Version Priority Duration Approval status
Ofi1~~10~ d 2a~ ~ cchmai 0 ~ One~Tir~e Pending
Tithe
I~hane System Upgrades
~~sriptor~_of lm~rovem~n#
Irr~plementatian of Cisco's Fn~ergency Responder and Unity Connection for vaicemaii services and ~ ~ location inforr~atian.
This request gill be funded by fund balance in the Information Services Fund and will have ~ zero not effect an the general
Fund.
Alternatives
~a nothing and stay on existing systems ,
Ava_nta~~s _~f Approval
The City cf Auburn is in the process of coverting all desk phones to Cisco's Vo~F soi€~tion. ~y end of ~~1o we will have
completed over ~~1~ of system upgrades city-wide. Uve wiil continue this process in ~0~ ~ and as part of this upgrade to
disco phones we will aiso need to implement the associated voicernaii system which includes other features that can
significantly enhance voice services and worker productivity such as one~nurnber reach ~a singly number for
ceflularlwifi~dekphanes~, voicemail integration in email, fax in~out of rr~ailbax, etc
In addition to Unity, we will need to upgrade to Emergency Responder far g~ ~ location services The current system,
Intrado} is nearing end of life Additionally, Emergency Responder which is required by Mate #aw for g'1 ~ location services,
uvill greatly improve system management thus reducing man~hours needed far maintenance and updates. I~rergency
Responder, in conjunction with Callll~anager and isco's network infrastructure, will allow us to build intelligence into the deskphane so they will recognize wren they've been moved
to a new zone and will automatically update 9~ ~ information.
This eliminates the need for staff to manually update 9~ ~i information with the current system lntrada.
lmplications oi` Benial .
Mate Law requires that we have a g~ ~ locator service associated with our inhause phone system, if use da not implement
this system ar spend equivalent funding to upgrade the existing system which has less flexibility, we will be out of compliance.
As phone systems become more tightly integrated with computer systems, we risk not being able to implement efficiencies
in communications and office productivity tools thatwill enhance our ability to support the Citizens of Auburn.
staff.
Narrative Nat Defined
Eau~ament Make 8~ l~ode~
Narrative Not Defined
i=1AL DETAILS ~0~ 1 ~ ~0~ ~
D~pital Expenditures
~ B.OO.~~8,880.~~ NiACHfNI~RY & I;QUIPI~E~lT ~a,~0a.0a ~.ga
To#al Capital 1=xper~dilures ~a,aaa,0a D.o4
Total ~xpendifures 50,O~D,aa ~,~0
Net Budget 5~,ODa,aa ~~~0
g~DPBdgtRpt Decision Pactcae budget deport 81~ 81~D~ 0 ~ O:Z7:~gANi ~ify of Auburn
~ . ~ ~ ~~e.c~ston ~ack~~.1400;-: ~lul~~m~ . ~a:R~. red : ~r::. aur~c.~ ~..am ~~s~
date Budget Year ro~p Version Priority C~uration Approval taus
oT~~~1~g1 ~ ~D~ ~ csc~~ai 0 ~ ~neRTime Pending
Title
~vluitim~dia refresh for Council Chambers
~escriptian of improvement
Move existing All equipment, and incorporate same equipment upgrades to support new floor plan during City Hall remodel project, In year two, we will work to expand systems to allow
far filming of committee and special meetings and events.
This request will be funded by a transfer out from the General Fund from the new Corncast franchise user fee per
customer per rnanth} to the Information Services Fund and will have a zero net effect on the general Fund.
Ai~ernatives
Move and reRuse e~istir~g equipment with na upgrades which gill result in lower quality government access cable teievisian
services to citi2ens, Do not expand broadcast capabilities.
Advanta es of A royal
The City 1-lali remodel project calls for~significant changes in the Council Chambers tv increase square footage, increased
audience seating, incorporate a Council recess roam} moves and increases the layout. of the Mayor 8~ Council bench and staff seating areas. This will require moving the All control roam
and equipment to accommodate the new space, liven the
significant increase in the sire of the roam; and the new seating arrangements, it will be important to upgrade Borne existing
AV equipment to support these changes. New cameras, projection equipment, sound eq€~ipment, and audiolvideo inputs will
need to be installed to ensure we have the capability to retard & broadcast meetings and e~rents in the Council Chambers
with the best passible sound and ir~age quality, The system upgrades will aiso allow us to integrate the T~12~ broadcasts into the contral equipment,
~~mplcations ofC~eniaC
If we do not upgrade the equipment as requested, we cannot provide the roam coverage and broadcast quality that presents
uburn's government and public functions in the hest passible light. The existing syster~s are now mare than seven years
old and have started to fail.
ta_ fling
~farrative Not defined
'i
~~u~pmerrt Fake & Model
Narrative blot defined
PICAL aETACL ~ ~0~ ~ ~
ap~tai Expenditures
5~8,ggF5~8,880.~4 MACHIN~iY& ~f~UIPM~NT ~~,Dgo.oO 7,oQg.oO
Total Capital ~xpenditu~res 7~,ggo.D~ 7~,OO0,ga
Total expenditures ~~,DOO,D~ 7,OOg.a~
Net Budget 75,OOO.O~ 7,OOD.o~
g{DPB~~t~pt ~ Dec~s~on Package budget Deport
81~810~0 ~OF~7~35AM city of Auburn
' ~
~ ~ ~CIS14~1.:::C.. ~ ~ :
Date Budget Year group Version Priority Duration Approval Status
a71~Gl~a~ a ~a~ ~ bgarhar o ~ one-~irne Pending
Tithe
GAD Replacement Project
Deseri~tion of Imp~ovem~r~
lla[leycorn is replacing their aging oad ~computer~aided dispatch system with one fram a different vendor called Tiburon
The city gill need an interface built to receive data from the new CAD system end populate into our RM ~Recards r~anager~ent System}. In addition, there will be AVL ~autamatic vehicle
lacator} systems installed in patrol cars that will help
to automate unit routing to enhance response times by sending the closest available vehicie to the incident.
This request will be funded by fund balance in the Information Services Pundiand will have a zero net effect on the General
Fund.
A~ternatir~es
The Records staff could go back to the procedures of the ~ g80's and hand enter each case r~anually but this would be very
time consuming and detail and accuracty would be last. GAD system enhancements such as autarnated muting could be
turned off for Auburn increasing our response times and our cost of service.
Advantages of Ap~rova~
The advantage of the interface is when an officer finishes the report in the field. the case data is automatically sent to our RM system from valieycan~ and there is no need to enter
tl~e data manually.
The officer ar Records personal can then look up and modify the case immediately without having to wait for r~anual data
entry. Paster more efficient response for pubiic safety .
Ir~fi~atio~s of p~niaf
if a do not do this it will slow down the time it takes to create and re ort on cases. it will require staff adds to hand enter the P case data from officers hand written notes. This
would require additional staff in the Police Records Management section to
enter data into the Spillrnar~ Police Records Management System which creates State and Federally mandated criminal
justice reporting and statistics:
~a~fin .
Narrative Not Defined
equipment Make & Model
Narrative Not Defined
PIcAL Di~TAiI~S ~ ~
~pit~i Expenditures
5~ a.ao.5~ 8.8~0.~4 MACHiNBRY ~~UiPMBNT ~~,ogD,~a 3a,ag~.aD
Total capital Bxper~diture 3~,~p~,gp ~~,DgO.OD
total Bxper~diture ~o,ooa.ao ~~,ooo.oo
Net Budget ~o,~oo.ao ~D,Oag.4a
giD~Bdgt~pt Decision Package Budget Report
~1~ 51~~~ 4 ~ 0:~~;~43A1~ City of Ar~burn
: . ~ . ~ is.oo~s ~:w: iii~~~~ ~rf~~r~s i~t~~fce:w~#h ~RE.~~~ ~ ~ ets~or~ ac_ .age., . _
Date Budget Year ~raup ~ Version Priority duration Approval Status
a71~~~a~ 0 ~ ~a~ ~ bgarbar D 2 ~ne~Time Pending
Title .
Spillman Superforms interface with S~DRE
Description ai: improvement
An interface between the S~RI~ Jail l~oaking system~and our Jail system which will automate the flow of data between the
Malley or~munications 9~ ~ center that takes the intial call, our Police Records system that tracks the offense and officer interaction and the jail booking system ~vhere the individual
will ultimately be held,
This request will be funded by fund balance in the Information Services Fund and will have a zeta net of€ect on the general
Fund,
Al~ern~tives
Manually enter the data three separate times FAQ, Spillman Records ll~anagement, S~I~~ Jail} to acGOr~odate all three systems that need to have the data for reporting and tracking purpaesF
-
Advaptage of Apprvvai
the booking information v~ouid be waiting for there at both the Jail and SERF facilities Pram a single electonic entry using
the king county eSuperform~ _
Implication of ~enia~
it would require additional staff an bath ends to hand enter in the boak~ng information for each facility.
tatting .
Narrative Not Q~fined
Equipment lake ~ IVleda~
Narrative Nat Qefined
it iAL DETAILS ~ 24~ ~
capital Expenditures
S.aD.~~S.88a.4 N~A~~IINERY & ~C~UIPMI;NT ~a,0a0,aD O.aD Total capital l~xpenditures ~D,aa~.aa D.00
Total lrxpenditure ~D,OOO,aO D~aO
Net Budget ~D,0~0,00 O.aD
gIDPB~gtRpt Decistan Package ~udge~ Report .
S1~ 81~4~ ~ ~ oa27:5~A1~ qty of Auburn
. . .
~ :::...:..Dec~s~on : ac a e~ .:;y:. ran rho. ~ . _ u ra .e ~ ~ ; . . . . . _ ..1~ 9 ~g
Date Budget Year group Ve~sian Priority Duration Approv~i status
o712G1~D~ ~ ~ 20~ ~ bgarbar ~ ~ Dne=Tire Pending
Ti#le
pringbraok,NET~pgrade ~ .
Descripfiion of ln~provement
Upgrade our current utility software to the latest version that eras reritten in rr~icrosuft .NAT tchno~ogies.
This request vuill be funded by fond balance in tf~e Information services Fund and will have a zero net effect on the general
Fund.
Alternatives
Stay on this version of software v~itl~eut support and service frorr~ our vendor,
Advantages of Aeproval
Use features of the system that have been enhanced by using new {IUlicrosoft ,NETS technology. This v~ii~ enhance
customer service arrd elf o~v r~ore flexibility in costumer care.
Implications of Denial
Do nothing. At same point the system u~ill cease to ~rork and vie v~ill net be able to bill far utility services.
tai.
Narrative Not Defined
l=qui~ment Make & Model
Narrative Nut Defined
FIDAL DETAIi_ ~0~ ~ 20~ ~
Capi#aI expenditures
~S~~o.~~8.880.~4 MA~HiNERYB~ EQUiP~BNT O~BO ~,00~.~0
Total capital ~xp~nditures ~,~p S5,o0~,~g
Total Expenditures a,00 5,00~.~~
Net Budget o.oo B~,OO~.~D
glgP~dgtRpt pecision package Budged effort
SIB 8124 ~ ~~~~7:~7'AM ~ pity of ~lubu~n
.
~ ~ .~:.:.De~sto~ Parka e. ~ D -A~d.~#E~,~a~ ~~~rap~ l~~c~nig~:~:~::~ . ~.~Y ~
Date Bualget Year group Version I~riority Duration Approval Status
~71~7~~~1 ~ X012 ariggs ~ ~ ongoing Pending .
Ti#ie
Additional Carte~raph ~.icensing
Descr~p#ion of Iprover~en#
every time a user goes into Carteraph Choy check out a license. The City o~rns 4~ Cartera~h licenses, meaning
people can be in the system at the same tune. As we bring additional staff online using Garteraph, integrate Carte~aph with other City applications and find more uses for the system,
we need additional licenses.
This re uest gill Cie funded h fund balance in the Inforrr~ation services Fund and veil! have a zero net effect on the general g y
Fund.
Alternatives
~o not add additional licenses, leaving our current license level at 4~ concurrent users at arse tune,
Advantages of A~prova[
dare users can be in the systems at the carne tune and eliminate the need to print workorders and other materials.
Implications of l]enial
Users may have to wait until a license is free when they need to get into the system, we will nat be able to expand the
system to include signs, lights,, etc
#affin~,
Narrative Not Defined
~ ui meet Make & Model ~ ~ .
Narrative Not Defined
~lcnl~ l~~T~l~.s ~ zo~~
capital Expendi#ures
~~B.DB,~~8~~8DaG4 II~ACHINERY & EQUIPII~~NT ~o,~0~a~a ~ g•~~
Total Capital expenditures 1 ~,~~~,pD ~,~0
Total expenditures ~ ~,4~O,~D Net Budget ~ 0,0~0.~D ~.~D
giDPBdgtR~t ~ecislon ~aokage Budget Repork
8~~ ~2~~ Q ~ 0.28~~ OAM City ~f Auburn
~ ~etsiar~ Aacka~~. Ll~,~~~. -::R~c~r s ..an~agemen ~ . rogram o . wee . ~ ~ ~ ~
Date budget Year Group Version Priority Duration Approval Status
a61~~4~2a~a ~g~2 ddaskarn D ~ One-Time Pending
Title
Retards Management ~ ll~#orkflow Program Software ~ .
Description of lmprov~men~
The decision package provides far the purchase and implen~entatian of electronic retard manager~ent software to meet
the standards set by the state of washingtan for electronic imaging systems that may leaily be used for recording, producing, reproducing,, maintaining, and storing public records and
alla~r the early destruction of source paper documents
after digitization.
The pity currently uses [_aerfithe software for electronic document imaging. l~aweverf tanversion to an Imaging system
does not automatically authorize the destruction of the source documents for which images have been created. The City
must apply to the 1ashington State Archives for approval of its document imaging system prior to destruction of the paper record, In order to receive 1111ashingtan state certification
of the City's electronic imaging system, the City vu~il need to
upgrade our current system with Laserfiche Records Management module and ~111orkflo~r. state certification gill allay
electronic images to serve as primary record copies. To obtain certification, the City must be able to perform the same
essential records management functions with the electronic images as are perfart~ed with paper records,
Rer UI~AC 434-~~3-7a5, the systerrr.used to stare and access the imaged records must allow classification by record series,
,ensure their proper retention and transfer ar disposal per approved schedules, and protect firorr~ unauthorized access to the
retards. Laserfithe Retards Management module includes an audit trail feature to ensure the continued authenticity of the
records, by keeping a record of the circumstances of their creation, alteration and dispositiana Laserfiche arkflaw enables
the abilities such as approvals or routing based on conditions retaining to the record series. UUorkfiaw transforms the static l_.aerfiche repository into a dynamic tantent management
solution that ensures the records processes are performed
consistently and efficientlyF once a retard series has been approved and certified by the State, the City can image the
documents and paper copies of that record series can be destrayed~
This request gill be funded by fund balance ire the Information Services Fund and will have a zero net eff~tt cn the general
Fund.
Aitern~tives
anttnue with existing practice of retaining paper retardsldocuments for the full ret~ntlon period per the UVashington State
~.atal avernment Retards Retention Schedule.
Advantaues of Approve[
The implementation of the document imaging system and electronic ,retards management system will provide improved access and better control over the retards. Currently, the City staff
must manually retrieve retards either from active
records storage or non~attive records in the archives Irnplementatian of the document imaging system and electronic
records management system will enable staff to conduct retard searches and retrieve retards from their desktops. The
project v~ill also improve the identification of retards that no longer have retention value and ensure their legal destruction in
a timely manner.
The projectwill provide:
decreased physical storage space. The City currently has over 3,OQ0 square feet of archive area with aver ~,~03 of the area
below street grade.
More efficient retrieval of recordsF Electronic recovery is much more cast effective and faster then recovering paper
documents.
Er~s~tre than the City is meeting the legal requirements far authenticity and retention of public records.
I rnprave access to recardslinformation far internal and external cust~rners increasing efficiencies.
Irnprvve use of current l.aserfiche Records Management system.
gt~PBdtRpt Decision Package budget deport
8f ~ 81~0~0 ~ 0;50:~6A pity Auburn
.
Dec~sian Paci~a ~t~~L~L~~O~ beards; Mana e.men Pro ~~m~:oft~ra~~~~:~:~::~~~::_::::~~~~~~~'~~~:~~~: n.nt~n~~.:
Date Budget Year group Version Priority Duration Approval Status
01~41~D10 ~0~2 ddaskam o ~ ~ne~Time Pending
In case of disaster such as the ongoing i"#ovua~d Hansen Darn situation, e[ectron~c storage ensures our records veil! be
protected.
illlinirnize discovery casts ~ai[ure to meet pu[~lic disclosure requirements and result in penalties of up to ~ 00 per document
per day,
Meets the require~ents of the U Mayors Ci~mate Protection Agreement as endorsed by the ~~rd annual U Conference of Mayors rr~eeting, Chicago X005 and ratified by City of Auburn Council.
-
im lica~ions of Beniai
More staff time ~~ri[i he spent retrieving records from aff~site records Iocati~ns. There is no ability to reduce facilities
expenses and the cast ofoff-site storage of paper records. There is an increased potential for ions of paper records during
disaster, such a flooding, Potential for increased discovery costs,
taffi, ng, .
Narrative Not Defined
E ul mend Make Model
Narrative Not Defined
i=ic~~ aET~I~ ~a~~ ~a~z
~perting Expenditures
S,~D.S~ 8F8o,48 ~EPAiR MAiNT~NANCE O,oO T,~o.~0
Total ~peratir~g E~cpenditures ~ p,pp T,~~o.~D
capital expenditures
~~00,5~ S,B~o.4 MACI~iiN~RY & EQI~iPMENT B3,o~~,00 ~F~~
Total Capital Expenditures ~3,pap.~D O,Oo Total expenditures 3,oD~,oO 7,~0~.40
Net Budget ~,oD~.oo 7,~0~.00
a
gl~P~dg~R~t sec##on Package budget deport
5~~4120~~ ~;2~;~DP~ `tty ~~Auburn
s v .Parka e, PLNa00~ ~letron~c an: ~~~~w~ .:~o rim.:~:~::~:~:::::::::_.:...:....:A e~. ~ n
Date Budget Year ~ gaup Version Pr~arity ~u~ation Approval status
061 7'I~D~ 0 0~ ~ dhanson o ~ one-Time Pending
Ti~ie
Electronic Plan Review Program
Dosrip#iyn of iprvvemen~
Electronic Plan Review. software to allow electronic submittal of plans for applications to the City and also allows
development review staff to review plans electranicaliy.
This re uet will be funded by fund balance in the Information services Fund and gill have a zero net effect on the general q
Fund.
At~ernatives
Continue current hard copy plan submittal and review process that is cumbersome ar~d costly end less of#icient for staff and clients.
Advanta es of ~ rava~
To provide an easy, efficient way to allow the public to .submit plans for review and corrections, whi[e maintaining short
turnaround times and improving efficiency of revisions and inter-departmental reviews
Reviewers are easily able to make notes or revision requests with the built-in lUlarl~up tools, then send notice to the ubmktter to come view their corrections online and upload their
own revised drawings
departmental Reviewers can also attach direct links to tf~eir corrections for the Project ~ The ubmitter gets this same farm
with direct links to the pages needing revision
Vllhen the Project is cc~npiete, the ubmitter is given access to download and print from the `Finals' folder
Fast, efficient way to provide plans submittals, reviews, and permit issuance
• 5~1~ Reduction in plan review time
Reduceleliminates paperaste ~l-~EEI~lI~
Ensures authenticity of altered documents
l~laintains consistent revision history .
• Customizable eF'orn~s & vl~orkflows
* Allows self serve access ~~I7 to ubrnitters' awn plans while securing everyone elseTs
Archiving .
• Economic Development tool to be marketed as an advantage over competing adjacent jurisdictions ~oniy Redmond offers
this service} ~ ~ .
• Eliminates time asocited with printing
Fewer trips to Permit Center for clients
• No waiting in line
Parallell reviews and immediate access far all reviewers
gi~P~dgtRp# ~eclsion Package Budged Report 51~4l~0~0 ~R~T~~aPM Ci#y o~Auburn
......:....t~:,. - - -
~ ~ : ~ ~ : ~ ~ Pi n Rev[ew Pia ram , ~ -o . _ Dec~~an.: Pa~Cagt L.N,00~~ :.:..elec. ~ron~~:.: a . g...... _
Date budget Year raup Version Priority duration ~pprovai status
061 71~D~ 0 ~0~ ~ dhanson 0 ~ Cne~Time Ponding
o far other jurisdication ~s~ch Mercer Island wA, Bend OR, Osceola County ~L} reported significant cost and
environmental savings including but not limited to:
45a pounds of hydrocarbons fror~ the air
• customers ~~,DgD in fuel costs .
over 3,00 pounds of Carbon Monoxide Pram being released
trees from being f~arvested far paper .
impii~atior~s oi~ Deniai
~conon~ic recovery and Fncreased business activity may increao plan submittals that with current staffing and resource I~vels ray lead to conger review times impacting customer casts
and tine.
5ta__ f f i_r~g -
lWane
,~~uipmen# Fake ~l~del
Vendor and p~ograr~ to be determined.
~~c~~ ~~r~~L ~o~ ~ ~o~ ~
Operating Ex~endi#ures
S~SFOO.5~S~88Q,49 MiCELLAN~OU ~0,040.D0 ~DrooD.00
Total Operating expenditures 4Q,000.00 ~O,OOD.D0
Capi#al ~xpendi#ures
OD~,~7.~~~.~D0.~0 MiCELLAN~OU 0.00 000 Total Capital expenditures O,pp 0.00
Total expenditures 40,ODa.DO 4oFOD0.00
feet Budget 44,OOa.DO ~o,Q00.o0
g1DPBdtRpt Decision Package Bu~ge~ ~epo~
81~ 81~0~ ~ ~ 0:9F~3All~ ~i~y of Auburn
. . ..*.t ~ ~~c~~~on:~ack~e:TR:O~.~ ~ Sign: Retr~re . ~~ct~~~~ ~ ~ ~
Date Budget Year rcup 1lersion Priority Dura#ian Approval Status
D61~41O~a 2g~~ cteteru 0 ~ one-Time Pending
r#"i#le
Sign i~etroreflectorneter
Description ~f lmproverner~t '
Handheld equipment that can be used to check retroreflectivity of traffic signs and inventory them into a database. `i+he
l1~UTCD has established minimum ievels of retrareflectivity that must be maintained fog signs. vVe have until ~ to
implement a sign assessment and management program to maintain signs at a~ above minimum specified levels.
l~etroreflectometers are capable of evaluating leveis of retroreflectivityond providing sign management capabilities that are
carnpatible with pity of Auburn software,
Alternatives
continue subjective visual inspections using control signs far comparisons and in~plernentin a program to inventory signs in
the field using other handheid equipment such as computer tablets. .
Advanta es of A royal
till get accurate infarrnation of levels of retroreflectivity in one reading, eliminating the subjectivity from visual inspections.
Inspections can be done during the day, eliminating the need for overtime to co~n~lete the right inspections. capable of P mapping far inventory management which can be done simultareausiy
with each reading and will put u in compliance
with natianai rquirernents,
t -
~rnplica#ivns ol~ Denial
continue to visually inspect signs which is the most subjective method and will require ovetime funding for night time
inspections, . 4
Narrative Nat Defined
~qu,~pment Make & Mod, el ~ -
Narrative Nat Defined
FISCAL DETAILS Z~~ ~ ~
Cpit~1 Expenditures
g0~,4~,~.30g.~4 l1~AHINERY ~ I;QUIPI~I~NT ~,0~ IFr,ooYfYV
Total capital Expenditures ~,p0 ~ ~,gO~,Do
Total Expenditures D,QQ ~y~yy,aD~.DO
Net Budget VfV~ ~F.,oYYfVV