HomeMy WebLinkAboutAGENDA REPORT 1995 0517 CC REG ITEM 11BTO:
FROM:
DATE:
CITY OF MOORPARK
COUNCIL AGENDA REPORT
The Honorable City Council
Donald P. Reynolds Jr., Administrative Services Manag�
May 5, 1995 (CC Mtg. 5/17/95)
SUBJECT:Consider Upgrade of Central Computer System
Summary
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The current budget has an appropriation of $50,000 to purchase a new central computer system
to operate the City's financial software (split $7,500 to 01.116, $10,000 to 41.131, $10,000 to
01.170, $10,000 to 01.148, and $12,500 to 03.142). The computer and software upgrades are
estimated to cost $41,058.47, and staff will describe the need to use the balance of funds
($8,941.53 to be split the as the original appropriation) for upgrading current stand-alone personal
computers (PC's) to work with the new hardware. This report will summarize staffs research for
this purchase, and confirm the Council's intent to upgrade the City's current centralized system.
B ackground
On April 4, 1987, the City purchased an IBM System 36 for $16,600 for the financial software
package and for centralized word processing. The concept of centralized word processing was
abandoned in 1988, because of the increasing capabilities of PC technology. During the past five
years, use of the System 36 was restricted to the finance software because despite hardware
upgrades, the City's software (manufactured by Business Records Corporation, or "BRC")
required all of its available 260 mega-bytes of memory.
The System 36 can only accommodate the basic financial software applications, including general
ledger, budgeting, financial reporting, and accounts payable and receivable applications.
Additional modules which are needed include the purchase order module and related encumbrance
system. Recently, an upgrade of the existing financial software's primary systems caused the
System 36 to "crash" confirming that the system has reached its maximum capacity. Overall, the
Finance Department functions with limited software support, and very slow data processing. As
the Council may recall, changes to the draft 1994/95 budget required more than 12 hours for the
System 36 to process.
BRC is a licensed "IBM Partner" and writes software exclusively for the IBM products they are
authorized to sell, including the City's IBM System 36. The software used by the City currently
contains three years of historical data. Financial records older than three years are printed to hard1 ooo-a1·
system has 2 giga-bytes of memory, and will increase application speeds by four to eight times
that of the current system, after upgrading the software and installing the new applications. A
summary of the features comparing the AS 400 to the Advanced System 3 6 are provided in
Attachment II A. 11
The BRC system and AS 400 operating software will require less than one of the two giga-bytes
of memory available in the AS 400. Because of the open architecture of the AS 400, all of the
various PC's at the City could communicate with it, including four Apple and four Hewlett
Packard PC's after installation of the interface hardware. This allows these non-IBM PC's to
communicate with the financial software at between $400 and $600 each. Eventually, it is
proposed that networks be created within each department, and that each of these groups be
interconnected to the AS 400.
Software Potential
Upgrading the financial software and purchasing the new modules is a significant cost.
Attachment 11 B" summarizes the software upgrades, and also lists new software capabilities. New
modules will become available for use enabling the City to move into parking citation processing,
utility billing systems, and business license programs if or when the City chooses to move in this
direction. The cost of the software and the hardware is proposed to be $41,058.47 if the City
trades in the System 36 for a credit of$1,500, as described in Attachment "C."
Disposition of the System 36
The disposition of the System 36 is also a consideration at this time. Staff has confirmed with the
City's contract computer technician that there is no benefit to keeping the System 36. IBM is
offering a $1,500 trade-in allowance. On the open market, the System 36 is worth approximately
$500. The operating system on the System 36 is obsolete, and providing it to local non-profit
groups wouldn't move them into the current computer environment. Continued maintenance of
the System 36 will increase as the system gets older. In consideration of the AS 400's capability
to address numerous City needs in addition to the financial software, and given the fact that the
System 36 software is outdated, staff recommends that the trade-in be made and credited against
the cost of the AS 400.
Upgrading PC'sA key factor when considering the network features of the AS 400 is the standardization of the
existing PC's in each department. For example, a 486 PC operates in a Windows environment,
where the 286 does not. It is best to connect the PC's sharing a Windows environment, than to
have mixed applications. Staff is therefore asking that the estimated balance of $8,940 be applied
to computer upgrades of hardware and software to allow this standardization of software linking
them to the AS 400 and to each other, (per the original distribution-01-116-15%, 03-142-25%,
41-131-20%, 01-170-20%, 20% 01-148). Programs that are proposed to operate in the new
3
C AS/400 Advanced System S/36 applications with Increased function. OS/400
integrates a System/36 Environment designed to allow
many S/36 applications to run under OS/400 with
minimal change and the ability to utilize many AS/400
functions. With AS/400 Advanced System, you can run
existing S/36 application programs in the System/36
Environment and realize significant performance
improvements. This allows you to preserve applications,
data and skills from the System/36, and, at the same
time, get the extensive benefits of AS/400 Advanced
System-client/server capabilities, wireless LA.N,
integrated fax and versatile connectivity options.
Key reasons to clwos·e AS/400 Adi-anced
System u;ith System/36 en-i-ironment
•You can continue to use existing S/36 applications
with mini mum application changes and migration
effort and get grea1ly improved performance.
•You can add significant new capabilities and capacity
such as new AS/400 applications, client/server and
PC integration.
•You'll have extensive options for expanding your
system in the future.
•You'll have a rich and productive programming
environment.
l
Get even higher performance with OS/400 native
applications With help from IBM or IBM Business
Partner teams, most of your S/36 programs can be
converted to AS/400 Advanced System, or new
applications can be selected to run in OS/400 native.
Depending on the existing software inventory and your
business goals, there are clear advantages to native
applications. These include the ability to utilize AS/400
application development tools and 082/400 "' to enhance
and extend the capabilities of your business applications,
and make use of them in client/server LA.Ns and other
network environments. What's more, your new applica
tions will execute much faster and more efficiently
running in OS/400 native. You'll realize measurably
higher performance and shorter response times-even
as you add new function to your applications.
Ke_Y re(1so11s to choose ASli00 Adnmced System
1rith natiL-e _applications
•You can experience up to 6X programming productiv
ity improvefT),ent.
• }'ou can use both converted S/36 software and neiv
AS/400 applications in extended networks.
•}'ou'll get outstanding performance naming all
applications.
•You'll have extensive options for expanding your system
in the future.
•You'll be able to take advantage of allAS/400 features
like relational database, Wireless LAN, Integrated Fax
adapters, and LAN Server/400 for client/server appli
cations and PC integration.00091
AS/400 Advanced System
C
5364 -2,250
5363
5362
5360 Model B & C
5360 Model D
4,725
5,175
5,625
9,450
AS/400 Advanced 36 2100• 19,500 Th,s rate prov,aes suosecond respcnse ume w,t11 aoove 90% CPU �1,hzauon.
AS/400 Advanced System 9402 Model 200 S/36 software running In the Syatem/36 environment under OS/400 2030* ■■■■■■■■■■■112.375
u�-#2031• 18,675
2032*
AS/400 Advanced System 9402 Model 200 S/38 software modified to run under OS/400 In native mode
2030* ■■■■■■■■■■■■■■■■ 17,100 Cd1� v2031 •
2032*
29,250
28,350
, , I I 1 I I l I I , 5.000 10,000 ' I 115,000 I I I I I I I I I I I I I I I I I I I 20,000 25,000 30,000 35,000
·Model processor feature numbers.
Daia shown is based on the RAMP-C interactive commercial benct,mark, at 70% CPU utilization; which isnot representative of a specific customer environment. Results in other environments may vary significantly.
Environmental Costs
AS/400 Advanced 36
i: , � : ::. • I'":':,---�---I: ::}.·--_, � • . ""(,��1.:•;� �!ff'. -_,". :L'#.' ;.f.:Jm ·ir•/J.' � .. _ ·• ·_-· ______ • � • _ � _J�::,: .. :?:1·:;f.�:�t.)1::.:2���:,_.? '°
747 0.22 6 7
AS/400 Advanced System 1,180 0.35 10 12 9402 Model 200
5362·C04 3.400 1.3 29
5360-D28 8,800 2.5 59
5360-826 6,800 2.5 59
Details of calculations Air Conditioning Cost: BTU x 365 hrs/month x $.15/KWH x .75 KWH/KVA x .000293 KVNBTU Electrlclty Cost: KVA x 261 hrs/month x $.15/KWH x .85KWH/KVA
43
84
84
85
85
119
283
323
98
107
191
426
466
A3
41,580
I I I 40,000
00093
Your bottom line
C
C
l
YD.iriiPS.AS
Business Records Corporation Western Regional Office 2025 W.March Ln., Suite 5 Stockton Ca 95207 209-474-2900
Uer: 81.89271994
Local Gouerrment Solutions Financial and General 111iniPSAS Software
•Accts Payable *Accts Receiuable*Fund Accounting* Building Per111its•Business Licens� Cash Receipts*Encu�brances *Fixed Assets*Parking Citation• Payroll/Personnel•Purchase Order * utility Billing*Uehicle Stickers• Uoter Registration
Property Tax Applications
Public Safety Applications
Total Services for: City, County, & Special Districts
-----.__ .......... -___ .... -----. ---------_,_._ �����
82.1841'1995
00095
... BUSINESS RECORDS CORPORATION� P.O. BOX 1082, ST. CLOUD, MN 56302 • (612) 253-2170
c __ C_i_t-y�o _f_M_o_o_rp�a_r_k ___________ _ L 1 799 Moorpark Ave. E _____________________ _
Moorpark CA 93021
contact: _ __:_;W=a:...<.yn.=.=e:.......=Bo:..=..<y--=e==r:..::s,__ _________ _
P.O. Number_--�--�---------------
Softwar� Application Re1ieo-I1Se ·'.•· ·.•-
'·
-
GFS/Budget ---Designer
Accounts ----
-�
Reporting
P��?le ----
Purchase Order
-
--TOTAL ,, '
SOFTWARE/HARDWARE
CONTRACT
No. 1 0 5 61 e_ /
Date: May 3, 1995
s _____________________ _ H I
p __________________ __:__: __
T o _____________________ ...::.a__
Telephone: _..::.8 ..::...05-=----'5:...:2:...:9_-....:.6....:.8....:.6....:.4....:X:..::..._2....:1:...:8'---------'-
Sales Rep.·-
,
Jan Meyer
Purchase Price Training Training Price Annual i ;Days SSA Price
2,500.00
-.;---625.60
1,125.00
625.00
4,8 75.00
-
.. ---· -
. --
--
Hardware.15escripti6rl --:_ Purchase Price -�--Mo�e"ui=e;to_re-Quantity Source Annual -_-BRC IBM HSA Price . " -
CPU AS/400 -Model --200/2031
� 16 MB Memory 2GB DASD
Printers
Personal Computers
Operational Software
S/36 Trade-in
Misc.
Software/Hardware Total 28,74 8 .95
19,173.45
11,075.50
-1,500.00
Relicense -•· , , .! � 4,8 75.00 �
. --9402
Installati
5,000.00
; .
;
I
SUb tax 3 8 ,620.95
2,437.52
A1 f"\C:::O -----'""" A"? .
Commencement Date _______________ _ Termination Date ________________ _
Special lnstroc\ions: __ ._--___________________ _;_;__-,----,-....:.·��" _ _c_ _____________ _
Signed: Client: ___________________ _ BRC ___________________ _
Date: ___________________ _ Date: ___________________ _
1st White-BRC; 2nd White-Client; Canary-Client Book; Goldenrod-Hardware Dealer; Green-Sales Rep.; Pink-Intent to Purchase O O (} 9 6