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Home My WebLink About2B, Permit Software Work Plan ~ ~ILLS Request for Council Action Prepared By: Ron Moorse, City Administrator James Lehnhoff, Community Development Director Dave Scherbel, Building Official John Mennenga, Residential Building Inspector/Code Enforcement Officer Council Meeting Date: January 12, 2009 Permit Software Work Plan Budgeted Amount: N/A Actual Amount: N/A Funding Source: N/A Recommendation: Supporting Documents: 1. See the attached memo from Ron Moorse dated January 12, 2009 ~ ~~ILLS MEMORANDUM DATE: January 12, 2009 TO: Mayor & City Council FROM: Ron Moorse, City Administrator J ames Lehnhoff, Community Development Director Dave Scherbel, Building Official John Mennenga, Residential Building Inspector/Code Enforcement Officer SUBJECT: Permit Software Work Plan Back2:round In late 2007, the Community Development Department began researching options for new permitting and code enforcement software. The existing permitting and code enforcement software, PTWIN, was and still is adequately serving the City for daily permitting and code enforcement needs for issuing, storing, and tracking. However, the reporting functions are limited. While we are able to produce reports for most types of information requests, producing some reports is time and labor intensive. Although the primary purpose of researching new software was to address the reporting deficiencies, we also took this opportunity to determine if there could be other efficiencies in either adding custom programming to PTWIN for reporting or obtaining a new software package. We would like any new software to be able to handle business licensing, rental registration/licensing, and better track and report code enforcement issues. As part of this search, we had three demonstrations for new software packages here at City Hall and obtained a quote for adding custom programming to PTWIN to enhance the reporting functions. We have also since obtained a quote for an additional software program. x x x x x x x x potentially Additional Additional Additional x x x x Page lof3 First and second training sessions are now being $2,395 provided free, then $500/person for a 1.5 day (after $1,200 discount) u to 15 users session. $1,500 Price based on 4 users, $14,400 $300/user/month Trainin is included $14,400 $17,680 n/a $800/dail $3,580 $41,600 n/a $10,000 $4,938 o URSA - The most affordable and customizable option with a proven record of reliability with the existing software, PTWIN. o Local Government Manager (LGM) - a web-based program that would be immediately available off-site for use by staff. However, if the internet goes down or if they have technical issues, we would not have access to the software. The cost is based on the number of users and can be adjusted, though there is a yearly contract. The cost is a flat $300/user/month. o Permit Works - Created by a local company, TR Computer Sales, can be customized to meet our needs. It is notably missing a code enforcement module. It does have a mapping component that could be added, though the City already has access to the County's GIS mapping system. o Springbrook - Produced by a company that focuses on financial software. The financial software is being used by the City, and there could be some efficiency since the accounting functions would be immediately linked. They are currently in the process of updating their software, which is scheduled for release in the second quarter of 2009. Black Bear Systems, creators of URSA, provided us with a $4,000 quote in 2007 to custom program PTWIN to provide new reporting functions. Since they would no longer be supporting PTWIN after URSA is released, it did not seem prudent to explore this option further. URSA Permit Software - Black Bear Systems While the delay in releasing URSA has been disappointing, staff remains convinced that the URSA software will be the most efficient, functional, and cost-efficient option. At the September 2008 training session, we were able to use the pre-release version, which reinforced our recommendation for this software. Even if the software price was higher, this program would still be our first recommendation due to its code enforcement tracking, business licensing, and rental registration functions along with the ability to customize permits and reports in-house. Since the program is built on a SQL database and has financial exporting functions, we are also looking into connecting the permit software to the City's financial software, Springbrook, for accounting purposes. While it is technically possible to create such a link, we need to further explore the cost effectiveness and gains in efficiency of doing so. Page 2 of3 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