HomeMy WebLinkAbout931069.tiff RESOLUTION
RE: LEGISLATIVE ACTION TO APPROVE INFORMATION SERVICES PLAN
WHEREAS, the Board of County Commissioners of Weld County, Colorado,
pursuant to Colorado statute and the Weld County Home Rule Charter, is vested
with the authority of administering the affairs of Weld County, Colorado, and
WHEREAS, the Director of Finance and Administration has conducted a study
regarding the restructuring of the delivery of computer services in Weld County,
and
WHEREAS, proposals were solicited from vendors regarding the various
options to best deliver computer services in Weld County, and
WHEREAS, based upon the study, the following strategic objectives have been
recommended:
1. Reduce the cost of information systems development and maintenance
2. Eliminate interdependency of users' costs to each other, so cost
decisions can be made independently
3. Create the flexibility to migrate to new systems as the County's
service environment changes
4. Create an information technology environment that has:
A. open system architecture
B. relational data base management system
C. functionally enriched software applications
D. query management facility
E. improved user graphic presentation
F. more file transfer capabilities (upload/download)
G. automatic scheduling flexibility by users
H. large data volume processing and printing
I. client/server environment
J. access to wider assortment of software packages
5. Support network management
6. Empowerment of the users both functionally and in governance and
management of their information processing needs
7. Develop imaging strategy
8. Develop GIS strategy
9. Disaster Recovery Plan
931069
L'u : -5 -7-, /7
RE: APPROVE INFORMATION SERVICES PLAN
PAGE 2
WHEREAS, based upon the proposals received, the recommended course of
action is to contract with SCT Corporation to operate Weld County's information
services function for a specified contract period, since the approach is the most
cost effective both short-term and long-term and it transforms Weld County's
information service environment to the technology desired in the future, and
WHEREAS, the Board of County Commissioners agree that the above
recommendations (Attachment A) will save the taxpayers of Weld County substantial
funds of approximately $700, 000 per year and enhance services, and
WHEREAS, all staff members in the Weld County Information Services
Department have been notified of the Board of County Commissioners consideration
of the above recommendations, and
WHEREAS, all staff members of the Information Services Department have been
advised that, under the contract with SCT Corporation, they would cease to be
employees of Weld County and offered employment with SCT Corporation.
NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of Weld
County, Colorado, that the Board hereby takes legislative action to approve the
recommendations to adopt the recommended strategic approach and contract for
information services from SCT Corporation.
BE IT FURTHER RESOLVED by the Board that the following actions are hereby
directed and approved:
1. A formal contract be drafted to acquire computer services from SCT
Corporation for County Commissioners' approval on October 25, 1993.
2. County staff is directed to proceed with the necessary
administrative actions to transition the information services
function to SCT Corporation's contract management.
3. All positions of Weld County employees in the Information Services
Department will be eliminated November 8, 1993.
931069
RE: APPROVE INFORMATION SERVICES PLAN
PAGE 3
The above and foregoing Resolution was, on motion duly made and seconded,
adopted by the following vote on the 18th day of October, A.D. , 1993.
BOARD OF COUNTY COMMISSIONERS
ATTEST: ii) / // WEL COUNTY, COLORADO
/ /b'✓t i'
Weld Cou y Clerk to the Board
Constance L. H bert, Chairman
BY: �/ De 4.0_11/71-1/7._ttoteL G /,L��ster,'
Deputy Clerto the Boa` W. If We ster, PTem
APPROVED AS TO FORM: C., re . A /17-g
George Bax er
ounty Attorn y Da K. Hall
i
LZ
Barbara J. Kirkmeye
931069
ATTACHMENT "A"
WELD COUNTY
INFORMATION SERVICES
Prior to 1976, Weld County's information services were provided via a
service bureau out of Greeley National Bank (Bank One) . From 1976 - 1982, Weld
County operated a joint computer center serving both Weld and Boulder Counties
from the current Greeley location. In 1982, after a two-year planning process,
Boulder County began operating their own computer center in Boulder.
Weld County's information services agency has always been an IBM mainframe
center operated centrally. Currently, the center serves 38 users with 113
application systems supported with 11 local area networks. The mainframe is an
IBM 9121 Model 260 acquired in 1991.
In recent years there has been a steady erosion of the user base. The
state began, in the mid-1980's, to implement state systems in the area of human
resources, social services, and motor vehicle. In 1993, the decision was made
to pursue a joint effort with the City of Greeley to have an integrated criminal
justice information system, that included computer-aided dispatch, criminal
records management, jail management, and a prosecution system. Much of the
criminal justice system will be completed prior to the end of 1993, with final
installation of the prosecution system in early 1994. The criminal justice
system will operate independent of the Weld County Information Services Agency.
This equates to a loss of nearly one-third of the user base.
With the loss of the above one-third of the user base a cost dilemma is
created. Either the costs of operating the center need to be reduced by one-
third or all remaining users ' costs go up accordingly. Already many users are
concerned about their computer services costs, so the later option is not a
palatable one.
The nearly $2.0 million dollar budget for information services, as
currently operated, has not afforded Weld County the opportunity to acquire the
resources to move in the direction of some of the more cost-effective
technologies or technologies demanded by the users. In addition, there is
interdependence of costs among users, i.e. , if one user leaves other users' costs
go up accordingly.
In looking ahead 3 tc 5 years, Weld County' s information services function
needs to position itself to accomplish the following:
• Reduce the cost of information systems development and
maintenance
• Eliminate interdependency of users' costs to each other,
so cost decisions can be made independently
• Create the flexibility to migrate to new systems as the
County's service environment changes
• Create an information technology environment that has:
1 9: 1.069
A. open system architecture
B. relational data base management system
C. functionally enriched software applications
D. query management facility
E. improved user graphic presentation
F. more file transfer capabilities (upload/download)
G. automatic scheduling flexibility by users
H. large data volume processing and printing
I. client/server environment
J. access to wider assortment of software packages
• Support network management
• Empowerment of the user both functionally and in
governance and management of their information
processing needs
• Develop imaging strategy
• Develop GIS strategy
• Disaster Recovery Plan
The new environment should improve access to information for decision-
making, increase the quality and quantity of services, streamline operations, and
provide the opportunity for cost savings. The open system architecture offers
the technology to connect different types of equipment and vendors. The linking
of all components in one system improves access and sharing of data and
communication resources. Open systems architecture allows the county to retain
some equipment and software as changes are made. Open systems architecture and
client/server capabilities will better allow the distribution of computer
equipment to user areas. The relational data bases allow much more effective use
of information by the users and the data is more accessible, especially if
coupled with a query management system.
' The transformation from the current environment to the desired environment
in the next two to five years will require significant initial capital investment
in hardware, software, network, and staff time. The transformation cannot occur
under the current environment without a substantial infusion of funds, which are
not available in the Weld County budget. The solution then calls for a way to
reduce current costs, so all or a portion of the saved resources can be
reinvested in the future technologies. This eliminates the status quo operation
as a viable option. The solution calls for a radical departure from business as
usual. The transformation must be viewed over a multi-year time frame of 5 to
7 years. Financing of the transformation must come from current costs of
operation being reduced by implementing newer, most cost-effective information
systems, and phasing-out of the more costly mainframe system, thus reducing
operating costs to pay for the new technologies by reinvesting all or some of the
savings.
The approach calls for a two-phased solution: (1) reduce current cost, and
(2) development of a strategic plan to create the new information technology
environment described earlier.
2
The first phase of reducing costs focuses on elimination of the mainframe
and its associated higher costs of maintenance and software leases. These are
the options:
1. Convert in-house from the Model 260 to a Model 190 and
reinvest savings to move to new environment.
2. Outsource the mainframe processing and reinvest savings
to move to new environment.
3. Do a major conversion of all systems to an IBM AS400 or
RISC 6000 environment from the IBM mainframe systems.
4. Privatization to on-site services to accomplish the
transformation to the new technological environment.
The pros and cons of the above options are as follows:
1. Convert from Model 260 to a Model 190. Savings from
this approach is minimal ($130,000) , thus not providing
adequate resources to pay for the transformation to the
new technologies. Parallel systems would have to be
operated for some time. Current staff would have to be
retrained and most likely outside resources brought in
to make some of the technological transfers. Not
recommended. This is the least favorable option and
could not be done within existing resource allocated to
information services.
2. Outsource Mainframe. This option saves the County
$347,518 per year over a five year average to be
reinvested in the transformation. Without the
reinvestment, this option gets you no closer to the new
desired environment than you currently are.
Transformation issues raised in Option One remain the
same under this option. Only advantage is financial to
free up resources in existing expenditure base to make
the transformation.
3. Convert to an AS400/RISC 6000. This massive conversion
allows you to convert off the costly mainframe in 8 to
12 months to achieve savings. It does convert all
applications as is to the new AS400 environment.
Savings of nearly $500, 000 per year on the average over
a five year period is achieved. Then some of the
savings must be reinvested to get much of the new
environment. Contract for outside expertise would be
3
necessary to assist in the transformation. Up front
investment of $1.0 to $1.8 million is required, but new
technology is acquired the fastest.
4. Privatization to On-site Services. Under a
privatization agreement the county gets a long-term,
fixed price contract for the planning, implementation,
operation, and management of the information services
operations. The corporate-based expertise can be used
to facilitate the transition to the new systems and
technological environment. A disadvantage is some loss
of management control in the event the county wishes to
operate the function at the end of the contract.
Based upon the attached proposals, the recommended course of action is to
contract with SCT Corporation to operate Weld County's information services
function for a ten year contract period. The approach is the most cost effective
both short-term and long-term and transforms Weld County's information service
environment to the technology desired in the future.
The option gives all the characteristics desired in our technical
information services environment described earlier at an affordable cost. SCT
Corporation can take advantage of a number of economies to reduce our costs by
nearly $700, 000/year, but still give us the technology we will require. The
company's expertise should make the transformation of our information services
function less costly and less risky. The up-front capital requirement to
implement the technology is greatly reduced via an amortization of savings over
the life of the contract. SCT Corporation has experience in managing and
operating county computer facilities and expertise and experience in the
functional software applications, and future technology Weld County will require
in the next ten years. The approach offered should improve service delivery to
the public at a reduced cost. Users governance and empowerment is improved with
this approach.
Based upon research with other jurisdictions using SCT, satisfaction of
users is high and the contractual phase back plan satisfies the concern of loss
of management control. Therefore, the SCT Corporation proposal is recommended
without reservation. A target date of October 25, 1993 for contract approval is
recommended.
4
921969
STRATEGIC OBJECTIVES
• Reduce the cost of information systems development and
maintenance
• Eliminate interdependency of users ' costs to each other,
so cost decisions can be made independently
• Create the flexibility to migrate to new systems as the
County' s service environment changes
• Create an information technology environment that has :
A. open system architecture
B. relational data base management system
C . functionally enriched software applications
D. query management facility
E . improved user graphic presentation
F. more file transfer capabilities (upload/download)
G. automatic scheduling flexibility by users
H. large data volume processing and printing
I . client/server environment
J. access to wider assortment of software packages
• Support network management
• Empowerment of the user both functionally and in
governance and management of their information processing
needs
• Develop imaging strategy
• Develop GIS strategy
• Disaster Recovery Plan
971 061
OPTIONS
1 . Convert in-house from the Model 260 to a Model
190 and reinvest savings to move to new
environment.
2 . Outsource the mainframe processing and
reinvest savings to move to new environment.
3 . Do a major conversion of all systems to an IBM
AS400 or RISC 6000 environment- from the IBM
mainframe systems .
4 . Privatization to on-site services to
accomplish the transformation to the new
technological environment.
4 .1167
a) (.4 l v , CO co O m co r o i
R CD m R ao D o N a R CO CO
CO a) r- co a co cD cD co
m `° rn
>
N
O 0) 0) cD C co M a) a C CD COn
N- OD CD N CO N CO N N
N 0) a) M a) C I--- CO CO co O
c'it-• N Cr)co CD CO N N OD O O M N
r Cr) n N M n m m o?
tD N P) N N M N O O
I
cD co M C LC) 0 C C to co n 0)
N0 N co co c(D CCD COO CD 0 r
cop CO0
o c5 6 N a) a)
N ac O a) a) C C
o d O N 0 cc_ CD O 0 O cD 0 LID
N N N N N N a r r r r
lD n N 0 CD CD LID U) CD CD 0 0
IC) 0 CO C a) N- N- CD CD n N- N- N
Cr) 0 co O O a) a) at a) a) 0) n n
Q1 R 6 C Q) n n n n N cc)
Cr) O N O N COC C a) aD
T C) CO 0 CO OD CD CC a) cD cD 'Cr Cr_
EN N N — r - - - - - - r
0
L
w
o CM n n C C n n N n
lA L co CO N 0) C C N n C C C N
CZ C O) 0) V a) n N- N N N- N n ID
O IC CO" 6 n co cc) n n LL) co co o
J+ O) M a 0) M Lo cD cD CO LID LID N N
O > _ Q7 N a) o a) co lD co O If) cD C C
O (J a r a r a
L U
a \ a) M C 0) 0 0 CD CD 0 0 0 N
N ca d CD CO o co 0 0 a a CD 0) a) CD
✓ U C� a) u) C Or W 0) a0) CO0 a0) 00) a0) 00) N
I C rn r co 0 w c c_ N- N ce
^ C
r C a r a r , r r r
V/ N w
0 U w CO N co CD LO U) 0 0 LID U) co 0
+-' *a ((S C oz) r to n N- 0 0 n n N- 0
= a) r n n cD CO M C It CO M CO CO
a C C 0 cD O c N W M c0 o CD O O O
C O cD n co C co M N N M CO M N
E - CD N a) CD c c N- n c- c cc)
U• 0 r N
O N.
O N CO CO 0 0 CO CO M O
Q c cD cD O 0 cLID0 0 0 0 cD 0
co CO M r 0 0 0 0 0 Co 0 0
W 6 a0 0 M 0) O O M M M O
coa) r cD a) CD OD CD CD CO aD CO N
CI) 0) n o? N co r� co CD CO CO M N
n 0 NN CD C 0 N- n n 0
CD CD a) cD N CO 0 CD CD CO - 0
0 CO M r 0n 0 cD LID cn 0
rn m 6 co co (5 co v r- o T v c N
m 00) N co N N CO OD CO a) 0) OD
r r r r r M N N r N r r r
¢
C
C U
U LL o
E U cc d `o O a
3
a o C O It U — ._ ca J
m a 0 0 cc o_) o a o = Z
O cn O 0 2 ± J O 3 O Q
U U C C ) ). U 2 J J Li-
n 01 '0 rn U 2 2 ~ ~ 2 - - F-
(7 r E 2 m m N CO M M_ M cn
9777069
co M um). c4) m. --. C> O ui o vi (h m.
o) - (o, m' to r; Cr;; m'. v
.- m m m m n m' N m m
`m 0) n N "4".• _ m v c m
O n o co a n')
m L 0 O V O
(o m m 0 m n o 0 00 r (o `n m o m m v
0 m n m O m03 U)
F CO m m O m n n (0 N CO N
m m n r vi v n m v v of
n O N N 0 0 o co CO 0
In cm0 m 0 0 0 0 0 0 0
Oi O co b 0 Hl O O (1 m r
0 m m n m m 0 m m, o N
N r r r r r r r L-
.-
�- r
h. G N 0 0 O O O CO O
(O )6 CO LO u/ 0 0 LO U) O
co co (h O G O O 0 O O O
NO Q) 6 co (O C') co O o co cc; n
m v m m m CD N CO CO CO
O m !�, CO n ! C) 0 0 0 c l N
N r r r r r r r .- r r
N. O N CO CO O O c) 0 O
(O Q) m 0 U) O O 0 U) O
0 C) V) O O O O O O O
ma Q) m o) O) O r O 0) o) n
m - LO O) R) m (O Q) m m O)
N t-. m n co CO co co e) C7 N
r r r r r r r r r r
CliS
in C n a N CO M O O CO N O `
To-
m m r U) LO O O N U) O
N N m CO m c? 0 0 c) o 0 0
CO y m c.; w m m (h o o N (60
OD (O m CO m CO m m m m
Q. N N m m n CO CO m m N M N
O O d
a -c c
N n o N N (") O o m CO O
N O N M (9 r O O O O O O 1.0 O
U V = Q) m O m m c6 oi O O co c) r---
'5 1 ° N m N0) CO m m m m CO O)
L CO N n m n (0 in m (0 (h 0 N
• as
CO (/ c
L O O
CD V + n O N M 0 O o (h CO in
4•-' V l0 m CO .- N N 00 U) U) O
J CD CD N CO CO r O O O O O 00
a Cm m O m m co co O co (0 (0R
___•-• o) m u) O) m CO CO m CO m m
L m D) n m n CO m CO O. CO_ (O N
O Q r .- r r r .- r .- r r- r
U •-
cu
>,
n O N CO M O O 0 CO O
(mn m CO o 0 0 0 0 0 0
0 T rn m 0 m m m w 0 0 N m 0)
m !_ CO n CO CO N 0 m M N
m 0 m0 N COr LO N CD 0 O O )()0 0 0
N CO C0 O 0 0 O 0 0 O
CO m o co. m co ci O o ci (0 r
m o n m or
m M co 0 m m N
r. O (n0 m N (m() CO 0 0 N V)co a
•
LO m m 05 0 0 0 0 00 0
O m o m ro co CO- o o ci ci R
0) m n m n CO co m (O- cm)- CO N
U) (n0 m N (no CO m 0 COn (n0 0
N c) CO 0 N O )0 N O
O W O m COm `() C (° n ,- Q On
to m N N N N m m CO. r O) m
✓ r r r M a N r N r r
-o ¢ <
0
a
a>
a •o 0 0
< ; 0
• it o c E d3
= p n o ' cn o ri Oo = 3
- O
0 j U ` _ "� CJ 3 = c. c
3 3 m co CO CO m m ,Ci 061
N
NI a
V r t N-
ml
N
m co mo - m COm m 'n o'
03 .47 m O LO Lil
d m m o a n COo 0 e
QN r N r r r N
v m v o v a m
n i co+) CO n m a N. v 0 0 CO
m m N C _ r
N O O 6 T N W Ti O) W CO m
O 0 m m r' C m "1 a m 0 H N m N 6of rR r a
N
m V r mLC) O m
cl-
m n CO m m m CM CO
Nm m m O
CO N (Ni N N
O N V •y O m W N N COm
m CO
a n 01 N N N .- r
N N N N N r r N N r
N N O V O 0 V VC)
O cD
.-- n m O O O C V O N.
m o ui Ti Ti 66 'o
O m O LO N N m N Nm Nm r
N p N R CO r N N r r r
N N N N
I-0 m 0 a * 0 o CO
0 m 0 0 0)Q) Nv N Tr -cr
to0
o O V V o 0
T- r n a r r LO N o o N N a
E N N r m O r- N N r r m
N N N N r r
O
L. N CO N Tr orm•Cr in to Tr .0- LO Li) CI
tm W
y co N O N CD N m m O'
Co 0 0 0 r N N N T O) N CO CO r m m r
O - N 03 O or O CO O CO 'D O a O O V)
£D O n. N N N N N r r N N
o w U
a = -1:,' m n N O f0 m N m CO CO r
N y V O m a m r r m m n n o
N 0 m m o o m a m m CO rn m
U U p1 m 6 v m r R r
3 I C rn �Nn o N. m m 'o m m 'o m in
• E r N N N
L O co
U N-
V' r o a r n m
R1 m a) N n •o- n r e v v
a. C o m r ri o N. in ui N r vi 'n m
E 0 m CO ON O a � mm m N 0 O
A
O U N r N
U a)
o m Cr) V O' O O CO m 00 0
O- o m N u) 'n
m a 0 m m m c o rn m CO
to 0 N
cn 47) Tr
O m a
a N r a
C O
r c4 r 0.
0
T
0) N toin a
ID to to 0 0 n N. m
r n n to V) CO a o c0) co m
to O) m N co Coi O N N CO 0 V
co
mo {� CO m v e n N. NI' e CO
N
_ N. 0 01 N 0 0
m CO m N al 0 0 0 0 0 0 O
N In CO r
i0 m 6 m CO of m o 0 of of a
m m N N m m to m CO m m
m a n CO r CO CO. CO CO M CO. N
N 0 N N. CO V 0 N N 0
N m CO rr N r r 0 N N 0
m C) O m f0 m O m O V V 0
a CO CO N N N CO r m 0) m
T N CO N r N
r r r r r M N r .--
0. a
< <
C -CD 0 U a
E 01
a 6 0
o U
= o r E m _rn 3 n c 2 3 0
p o 3
o y o d r< = J O ; O O
D os D a
U ' I- ~ ' - U
N 3 r o 2 CO m co N m m :
.. 069
Hello