2B, Permit Software Work Plan - Laserfiche WebLink

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When URSA was purchased, it was a "pre-order" since it was still in the development stage. Software development delays are not uncommon, and we have since learned that a primary reason for URSA's delay was a delay in Microsoft's newest 2008 SQL database software. This database program is used "behind the scenes" by many software products. The SQL database software was scheduled to be shipped by the end of 2007 but was not released until August 2008, which impacted completing and refining all of the functions in URSA. Additionally, based on user comments at the September 2008 training session, further modifications were made to streamline the program before it was released. Although they seemed confident of their December 31, 2008, release date, the final tweaks were not completed. Nevertheless, we understand that the City and staff cannot wait indefinitely for this program as new release dates come and go. Of the more than 800 cities using PTWIN, approximately 200 pre-ordered the software. Since we pre-ordered the software, we did receive a $1200 discount. If the Council prefers that we obtain the full refund from URSA, we will immediately move forward with reviewing and recommending an alternative software package. URSA will give a full refund, which is $2,395. Due to our expressed frustration to Black Bear Systems, they have already agreed to void the $1,125 charge for the September 2008 training sessions and to give us a free round of training if we decide to wait for the final release. Proposed Work Plan Instead of focusing on the software release date, we propose setting an implementation deadline of June 30, 2009. By this date, we propose to have one of the software options fully installed and operational. If URSA is not available in time to be fully implemented and operational by June 30, an alternative software package will be chosen that can be implemented by that date. In the meantime, we will continue our process of re-evaluating Permit Works, Local Government Manager, and other software options that may have become available or updated in the last year. While we can continue to pursue Springbrook's permit software as an option, the upfront and ongoing maintenance costs appear to be prohibitive. We further propose to have a recommendation for an alternative software package no later than February 27, 2009. Page 3 of3