HomeMy WebLinkAboutIR 9050INFORMAL REPORT TO CITY COUNCIL MEMBERS
To the Mayor and Members of the City Council
No, 9050
May 19, 2009
Page 1 of 5
SUBJECT: Electronic Information Management System — Pilot Project
This is in response to Staff Action Tracking No. 143 regarding an update on the success of a pilot
project to test the concept of the Electronic Information Management System. The City has an
urgent need to automate the way it manages, retrieves, shares, stores, and disposes of
information across the organization. Using the procurement process, a cross - departmental
information management subcommittee of the City's Technology Advisory Group put together an
RFI and RFP to find the best solution to meet the requirements set forth by the project team. This
selection process also included vendor demos.
After tabulating the results, the subcommittee selected Hewlett Packard's (HP) TRIM —
Information Management Software as the product that met the requirements at the most
affordable cost. A lead project team was identified from the IT Department and the stakeholders.
The project team completed business process analyses, HP's system configuration workshops,
HP's technical architecture workshops, and HP's system and administration software training to
prepare for a 90 -day pilot project testing period. During the 90 -day pilot testing period, the project
team conducted system and user testing with real data from existing business processes used in
the City Secretary's Office.
The following business processes were improved, automated and tested in the system:
• Official Ordinances
• Resolutions
• Certification of Agendas
• Corporation Board Meeting Minutes
• Certification of Alcohol Beverage Permits
The 90 -day pilot testing period started on December 12, 2008. Adjustments were made during
this time to the system configuration to ensure that the software was working as intended. The
team successfully tested the following functions: regulatory compliance, data security, work effort
consolidation, intradepartmental workflow collaboration, business process improvements and
instantly searching for and retrieving documents.
What has been determined from the pilot project is that by using the TRIM software, the
managing and retrieval of information and documents more efficiently can resolve key issues in
the City. Successful results of the pilot are: Staff can quickly retrieve evidentiary documents to
prove that we have completed key milestones and minimize the risk of mandatory fines to the
City. Citizens can use the Internet to search for information that was once requested through
manual public information requests. Departments can work together to refine common business
processes to better serve our citizens. Record retention schedules can be utilized more
efficiently and effectively so that documents can be more uniformly disposed of when they are no
longer needed. While this system operates within one common database, each document can
have its own security settings so that appropriate levels of access are observed. Documents can
be easily shared across departmental lines or restricted to just certain access users. Each
ISSUED BY THE CITY MANAGER FORT WORTH, TEXAS
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No. 9050
May 19, 2000
Page 2 of
department can create their specific records classification categories that best fit their filing and
retrieval systems.
The City's knowledge -base be at our #° i always #
information '# in the database. be able to locate 'i document
that is being stored that away i
Ordinances The #Resolutions processes savings # '# wi
improved automation and updated business processes using the TRIM systel
From # to 2009, 1,937 ordinances processed through the City Secretary's Office. The
comparison, 'i in the Number of i « Comparison graph, shows
number quantitatively the # . years.
Number of Ordinances Annual Comparison
(with monthly average)
Using time estimates reveals that cycling a single City Ordinance takes approximately 8 to 12
work hours (I to I 1/2workdays) to complete using manual processing. The calculations in the
graph assume an average of 10 work hours for manual processing and 4.6 work hours for
automated processing (using HP's TRIM Software). The time savings are shown in yellow in the
following graphs.
ISSUED BY THE CITY MANAGER FORT WORTH, TEXAS,
N
No. 9050
May 19, 2009
Page 3 of 5
(Total Workhours Shown)
um
4000
0
2000
oil
2006 2007 2008 2009
m Wnual 1 5990 1 5970 4920 1 910
M
Auto ted 2755 2746 2263 419
10 Savings Wk 1-ts i 3235 3224 2657 491
IIII
(Total Workdays Shown)
ISSUED BY THE CITY MANAGER FORT WORTH, TEXAS
800
600
bt
400
200
2006
2007
2008
i 2009
C3 Manual
749
746
615
114
A Automated
344
343 i
283
52
0 Savings Wkdays
404
403
332
61
ISSUED BY THE CITY MANAGER FORT WORTH, TEXAS
INFORMAL REPORT TO CITY COUNCIL MEMBERS
s-
ICU,.
To the Mayor and Members of the City Council
No. 9050
May 19, 2009
Page 4 of 5
SUBJECT: Electronic Information Management System -- Pilot Project
In FY 2008, the City Secretary's Office processed 211 Resolutions (average savings of
approximately 45 minutes per Resolution using the TRIM software). Translating this number
using the method above results in approximately 1,187 saved work hours or a savings of 2
workdays per Resolution processed.
Savings per Resolution
(total workhours shown)
In FY 2008, the number of documents processed or acted on by the City Secretary's Office
(extracted from CSO FY 2008 Benchmarking document), potentially benefitting from inclusion into
an automated system, was approximately 20,241; not including ordinances and resolutions (509
and 211, respectively). This translates into increased time /cost savings and improved business
ISSUED BY THE CITY MANAGER FORT WORTH, TEXAS
!NFORMAL REPORT TO CITY COUNCIL MEMBERS No. 9050
Not included in the data are the intangible time/cost savings, such as- reduced manu
processing of hard copy records, coordination among departments, eliminating printouts a 0
manual signatures, collaboration through email reminders and escalation, reduction of effort a 6
o o o
resurces fr public infrmati o n request res po nses, g reater efficiencies in records mana geme
and destruction, etc. 11
The pilot project has ended and an improvement Package for the FY2010 Budget has been
submitted by City Secretary for this project to continue the implementation for the City Secretary's
Office. The projected cost is $359,888 for the first year, $418,992 for the secoind year and
$503, .754 for the third, including maintenance.
If you have any questions about this project, please contact Pete Anderson at 817-392-8781,
Marty Hendry at 817-392-6161 or Dan Allen at 817-392-6632,
IT
51-1
D , 1 e A, F i 'r P, E
City Manager
ISSUED BY THE CITY MANAGER FORT WORTH, TEXAS