Item 9AInnovation ◊ Integrity ◊ Accountability ◊ Commitment to Excellence ◊ Teamwork
Item 9A
Authorize an agreement with Accela for the purchase of a license and maintenance agreement for land and asset management software applications in the amount of $599,995.
December 18, 2007
Agenda
Background
IT Alignment Study
Software Selection
Functionality & Benefits
Software Implementation
Approach
Timeline
Costs
Question & Answer
Background - IT Alignment Study
Financials/HR/UB
Public Service Ops
Public Safety Ops
Assessment Findings
Missing system functionality results in manual or inefficient business processes
Technology infrastructure is complicated and lacks critical integration between applications
Current applications make reporting and analysis difficult or even impossible in some cases
Current foundational applications are based on out of date technology & are hard to use
Strategy Recommendations
Implement
Foundational
Software
Implement
New
Systems
Expand
Existing
Systems
Implement
Immediate
Improvements
Online PO
IT Governance
DRC IT Enablement
Improved Reporting
Online Self Service
Online Records
The IT Alignment Study, completed in April 2006, identified improvement opportunities in four significant areas
Strategy Recommendations and a supporting IT Alignment Roadmap were developed to address the opportunity areas
The second major project in the IT Alignment Strategy Roadmap is the implementation of new software to support the land and asset management functions performed by the City
Note: Projects/initiatives outlined in red are associated with the land and asset management software implementation
Background – Software Selection
A software selection project was initiated in January 2007 in conjunction with the City of New Braunfels, TX to identify the best software package to support the City’s Land and Asset
Management functions
The selection process is summarized below
Over 600 business requirements were developed and validated by a cross section of City staff
An RFQ was distributed to identify vendors with the desired experience and vendor viability. 9 vendors responded, 7 vendors were deemed responsive.
An RFP covering the required business functionality was developed and distributed to the seven vendors separate municipal software providers
Six vendors responded
After detailed RFP analysis was completed, 3 of the 6 respondents were invited to demonstrate their software
Each vendor demonstration took 2 days to complete
1 vendor, Accela, was the clear overall best fit
City staff followed up with reference checks
City worked with the vendor to draft a contract
Background – Software Selection
Each vendor RFP response was evaluated using a balanced set of criteria that included cost, functionality, vendor viability, technology and implementation approach (see table)
The three highest scoring vendors across all categories were invited to demonstrate their software
Background – Software Selection
Each vendor who was selected to participate in demonstrations was evaluated for software functionality, technical fit, vendor viability, maintenance/support, cost and implementation
approach
The Accela product scored the highest overall in functional areas as shown in the graph below
Background – Software Selection
The Accela product was the final selection based on their high marks across all areas, user reviews of software demonstrations, and its integrated product solution.
Accela had the highest functionality out of all proposing vendors and highest staff rating within demonstrations
Primary focus is on public sector
Accela has been in business over 26 years and has acquired several software companies including KIVA and Sierra Computer Systems
2006 revenues exceed $23 million and increased 20% between 2005 and 2006 and 56% between 2004 and 2005
Accela has over 500 installs of their Land Management Software and 50 installs of their Asset Management software
Background – Functionality & Benefits
The Accela product is an integrated solution and therefore significantly addresses a key finding from the IT Alignment Strategy that the City’s existing applications lack critical integration
points
Planning
Permitting
Zoning
Parks
Facilities
Streets &
Drainage
Water &
Waste Water
Code
Enforcement
Land Management
Asset Management
Reporting
& BI
Workflow &
Imaging
GIS
Integration
Property &
Customer
Master
Self
Service
Accela Integrated Software
Base
Function
Shared
Services
Legend
Equipment
Vehicles
Background – Functionality & Benefits
Implementation of Accela will significantly address three of the four recommendations from the IT Alignment Strategy project
Background – Functionality & Benefits
Implementation of Accela will significantly address three of the four recommendations from the IT Alignment Strategy project
The following diagram depicts the implementation process broken down into six project stages. Implementation will begin in January 2008.
*Implementation - Costs
One time implementation costs = $1,089,995 (see table below)
Ongoing yearly software maintenance = $53.68K
One Time Costs
IT Alignment Study Implementation
Cost v Benefit
Land Management Software: typical current activities which will be completely or partially automated:
Development Review Committee process
Public notification, staff report preparation, and agenda preparation for meetings
Development application tracking
Permitting and inspections processes
Code enforcement processes
Development trends analysis and reporting for critical decision making
Land Management
IT Alignment Study Implementation
Cost v Benefit
Land Management Software
Annual savings in labor hours 13,520
(20% increase in efficiency)
Annual savings in FTE 6.5
Labor re-allocation $295,400
Cost avoidance $41,600
Total cost savings $337,000
*does not include savings from integration of multiple software packages, decreased technical complexity or increased usability for end users.
IT Alignment Study Implementation
Asset Management
Cost v Benefit
Asset Management Software – typical current activities which will be completely or partially automated:
Ability to use previous history to create proactive maintenance programs
Ability to track project progress
Evaluate effectiveness of maintenance programs
Improve customer service
Track Maintenance Bond Schedules
Vehicle and Equipment Maintenance Records
Generate Work Orders and Link to Required Resources
Annual inventory process for assets and access to site and/or facility information
Park Quality Review and Tracking
Employee Work Activities
Track all Resources Used in Park Maintenance
IT Alignment Study Implementation
Cost v Benefit
Asset Management Software
Annual savings in labor hours 3,744
Annual savings in FTE 1.8
Total cost savings $ 80,983
IT Alignment Study Implementation Total Cost v Benefit
Annual savings in labor hours 17,264
Annual savings in FTE 8.30
Labor re-allocation $ 376,383
Cost avoidance $ 41,600
Total cost savings $ 417,983
IT Alignment Study Implementation
Cost v. Benefits
Summary
Annual savings in labor hours 17,264
Annual savings in FTE 8.3
Labor re-allocation $ 376,383
Cost avoidance $ 41,600
Total expense savings $ 417,983
Total implementation costs $ 1,089,995
Implementation recovery 2.61 years
Questions?
Contact Jim C. Blagg
817.748.8601