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Mount Prospect Public Works Department <br />LL $/ INTEROFFICE MEMORANDUM <br />TO: VILLAGE MANAGER MICHAEL E. JANONIS <br />FROM: DEPUTY PUBLIC WORKS DIRECTOR <br />DATE: FEBRUARY 13, 2014 <br />SUBJECT: DEVELOPMENT OF COMPUTER INTERFACE BETWEEN HANSEN AND <br />LASERFICHE ($30,000) <br />Background <br />In recent years, the public works department has made a significant effort to develop effective <br />computerized management information systems. This effort has been a consequence of both an altruistic <br />intent to improve the management of Village assets as well as regulatory mandates, such as GASB 34 <br />(Government Accounting Standards Board Statement 34), NPDES (National Pollutant Discharge <br />Elimination System) Phase II. and CMOM (Capacity, Management, Operations, Maintenance) which <br />require the adoption of specific professional asset management practices. These practices include asset <br />inventorying, performance measurement, and standardized reporting. <br />The Public Works Department management information system features three (3) primary software <br />platforms: Infor Public Sector (Hansen), ESRI geographic information system (GIS) and LaserFiche <br />document management system (LaserFiche). Hansen is used to manage asset attributes, record work <br />orders, perform condition assessment, and manage resident service requests. GIS is utilized as an <br />intuitive tool to manage the geospatial attributes of an asset (where it is), analyze data (thematic <br />mapping, scenario iterations, etc.) and display the geographic relationships of assets (replace the water <br />main the year before the street is resurfaced). LaserFiche is used to manage all of the departments <br />documents related to the work performed by Public Works. Documents include memos, letters to <br />residents, as- builts, plan reviews, etc. Currently Hansen and GIS have a robust bilateral relationship that <br />allows the systems to "share" information. Changes made to assets in GIS automatically update the <br />corresponding record in Hansen and vice versa. Presently a relationship between Hansen and LaserFice <br />does not exist; meaning the data in LaserFiche is not accessible in Hansen. We have been using Hansen <br />since 1995, GIS since 1999 and LaserFiche since the early 2000s. <br />Currently, we maintain an inventory of over 140,000 assets including (but not limited to) streets, parcels, <br />water mains, sewer mains, streetlights, parkway trees, booster stations, water meters, backflow <br />preventers, hydrants, manholes, valves, pavement markings, street signage, street furniture, and <br />sidewalks. Associated with each of these assets are a wide range of attribute data sets detailing assets <br />features, work order histories (currently over 830,000 work orders), service request histories (currently <br />over 80,000 service request) and condition assessments. <br />More recently staff has embraced the benefits of LaserFiche and has made the decision to exclusively <br />use LaserFiche as the department's file management system. Over the last year we were able to <br />eliminate the department's file room by scanning more than 200,000 documents into Laserfiche. As we <br />move forward all documents are scanned or imported directly into Laserfiche and are immediately <br />accessible by the entire department. Examples of files that have been scanned or imported into <br />LaserFiche include plats, as- builts, plan reviews, memos, letters, video, etc. The ability of personnel to <br />access files from any computer and location at with relative ease has created greater efficiencies. <br />Problem Statement <br />A large majority of the documents that reside in LaserFiche relate to information that is stored in Hansen. <br />Examples include a letter that a resident submits that needs to be associated with a service request or <br />