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HomeMy WebLinkAbout02/18/2014 Development of Computer Interface Between Hansen & LaserficheMount Prospect Public Works Department LL $/ INTEROFFICE MEMORANDUM TO: VILLAGE MANAGER MICHAEL E. JANONIS FROM: DEPUTY PUBLIC WORKS DIRECTOR DATE: FEBRUARY 13, 2014 SUBJECT: DEVELOPMENT OF COMPUTER INTERFACE BETWEEN HANSEN AND LASERFICHE ($30,000) Background In recent years, the public works department has made a significant effort to develop effective computerized management information systems. This effort has been a consequence of both an altruistic intent to improve the management of Village assets as well as regulatory mandates, such as GASB 34 (Government Accounting Standards Board Statement 34), NPDES (National Pollutant Discharge Elimination System) Phase II. and CMOM (Capacity, Management, Operations, Maintenance) which require the adoption of specific professional asset management practices. These practices include asset inventorying, performance measurement, and standardized reporting. The Public Works Department management information system features three (3) primary software platforms: Infor Public Sector (Hansen), ESRI geographic information system (GIS) and LaserFiche document management system (LaserFiche). Hansen is used to manage asset attributes, record work orders, perform condition assessment, and manage resident service requests. GIS is utilized as an intuitive tool to manage the geospatial attributes of an asset (where it is), analyze data (thematic mapping, scenario iterations, etc.) and display the geographic relationships of assets (replace the water main the year before the street is resurfaced). LaserFiche is used to manage all of the departments documents related to the work performed by Public Works. Documents include memos, letters to residents, as- builts, plan reviews, etc. Currently Hansen and GIS have a robust bilateral relationship that allows the systems to "share" information. Changes made to assets in GIS automatically update the corresponding record in Hansen and vice versa. Presently a relationship between Hansen and LaserFice does not exist; meaning the data in LaserFiche is not accessible in Hansen. We have been using Hansen since 1995, GIS since 1999 and LaserFiche since the early 2000s. Currently, we maintain an inventory of over 140,000 assets including (but not limited to) streets, parcels, water mains, sewer mains, streetlights, parkway trees, booster stations, water meters, backflow preventers, hydrants, manholes, valves, pavement markings, street signage, street furniture, and sidewalks. Associated with each of these assets are a wide range of attribute data sets detailing assets features, work order histories (currently over 830,000 work orders), service request histories (currently over 80,000 service request) and condition assessments. More recently staff has embraced the benefits of LaserFiche and has made the decision to exclusively use LaserFiche as the department's file management system. Over the last year we were able to eliminate the department's file room by scanning more than 200,000 documents into Laserfiche. As we move forward all documents are scanned or imported directly into Laserfiche and are immediately accessible by the entire department. Examples of files that have been scanned or imported into LaserFiche include plats, as- builts, plan reviews, memos, letters, video, etc. The ability of personnel to access files from any computer and location at with relative ease has created greater efficiencies. Problem Statement A large majority of the documents that reside in LaserFiche relate to information that is stored in Hansen. Examples include a letter that a resident submits that needs to be associated with a service request or Development of Computer Interface Between Hansen and LaserFiche ($30,000) February 13, 2014 Page 2 of 2 original equipment manuals for an HVAC unit installed at Public Safety that needs to be associated with the HVAC inventory in Hansen. LaserFiche also hosts original source documentation, such as a scanned original as -built utility plan, that establishes ownership of a water main inventoried in Hansen. Unfortunately, the two systems currently do not interact and personnel are required to perform multiple searches in multiple applications to find related documentation. integrating the systems will allow users to access crucial information in a more timely manner and will make information more accessible to the user. Discussion Staff has asked Infor Global Solutions of New York, New York to propose a solution to this problem. Staff believes Infor is uniquely positioned to suggest a fix because they not only develop the Hansen software, but have also developed interfaces between Hansen and document management systems. Staff sought proposals from several other vendors that have provided development services to the Village; however, all firms declined to submit proposals sighting a lack of familiarity with Hansen and LaserFiche. Infor has submitted a proposal to develop a bilateral interface that will enable documents associated in Hansen to be accessible in LaserFice and documents in LaserFiche to be accessible in Hansen. In essence, Hansen and LaserFiche would appear seamless to public works department end - users. The proposed cost for this solution is $30,000. The proposed cost is in line with similar development work completed for the Village by Infor. The Village has previously worked with Infor to develop several interfaces the most recent being an interface between Hansen and the Village's fuel system software. The interface was developed on time and under budget. The interface has been used successfully the last three years with no issues and has worked flawlessly with multiple versions of Hansen. Hansen software has become an integral part of the way the Public Works Department operates. It has proven to be extremely reliable and yet flexible tool for managing assess and delivering services. It has become a fundamental component of the Public Works Department plans to improve the condition of Village assets, enrich the quality of services, measure performance, and improve efficiency. It is the opinion of staff the development of the interface between Hansen and LaserFiche will continue to strengthen Hansen creating greater efficiencies and increasing the quality of services provided by the Public Works Department. This proposed purchase has been included in the Village's Computer Vision planning document and Capital Improvements Plan (CIP) for several years. Additionally, it has been sanctioned by the Village Technology Advisory Group (VTAG) and the Information Technology Division. Recommendation I recommend accepting the proposal from Infor Global Solutions of New York, New York to provide the proposed interface between Hansen and LaserFiche at a cost not to exceed $30,000. Sufficient funds for this proposed expenditure exist in the current budget jJason H. Leib I concur. Sean P. Dorsey Public Works Director Cc: Sean P. Dorsey, Public Works Director