5.8. SR 07-17-1995~ a~
qty of
lk~ River
**ITEM 5.8.**
MEMORANDUM
TO: Mayor & City Council
FROM: Lori Johnson, Assistant City Administrator
DATE: July 17,1995
SUBJECT: Software Purchase
The Building and Zoning Department is requesting authorization to purchase software
for computerizing numerous functions of their department and the Planning department.
The Building and Zoning department reviewed several software packages and is
recommending the FundWorks software package. I have reviewed the program selected
to ensure its compatibility with the city's current computer system. The FundWorks
program selected will function on our present equipment and appears to be a user friendly
• program that has the capability of providing a data base which contains information of
value to several departments.
If the Council concurs with the $12,000 expenditure for software, this is how the
expenditure is proposed to be paid: The 1995 Equipment Certificate budget included
$8,800 for this purchase. The remainder of the expenditure would be taken from the
Equipment Reserve Fund. In addition to the software cost, three or four personal
computers will be purchased at a cost of approximately $2,500 each. That expenditure
would also come from the Equipment Reserve fund.
council:comppurc
•
13065 Orono Parkway • P.O. Box 490 • Elk River, MN 55330 • (612) 441-7420 • Fax: (612) 441-7425
r ~~
~~
ity of ~~
lk •
River
MEMORANDUM
TO: Mayor and City Council
FROM: Stephen Rohlf, Building
and Zoning Administrator
Steven B. Ach, City Planner
DATE: July 10, 1995 s(~
SUBJECT: Planning, Building and Zoning,
Software
Both the Planning and Building and Zoning Department's are recommending
that the city purchase computer software for our departments from
• Fundworks Company, located in White Bear Lake. The cost for the software
for our departments is $12,000. The price includes annual software support
and upgrades, but does not include the initial conversion of information.
Staff hopes to use the county's tax information for the initial conversion. The
hardware costs were in the 1994 budget and have been carried over.
The programs we would be purchasing are called "Geo-Base" which would
store information on every parcel within the city and a program called
"Permits and Inspections." Attached are brochures from Fund Works that
describe what these programs can do. Geo-Base is a starting point for a
number of various programs. From Geo-Base you can retrieve a parcel by
owner, address, PID, lot and block, and importantly, a short metes and
bounds description. Geo-Base would also be of immediate value to the
Finance Department for breaking assessments down into smaller parcels
when property is platted.
The Permit and Inspections program will take care of the record keeping, do
state reports and calculate permits for the Building Department. This
program will also allow the Planning Department to store planning
information by parcel. These programs are compatible with "Arcview
Mapping," a future program that the city will want to get into when staff and
• money permits. There is also an assessing program that will track payments,
13065 Orono Parkway • P.O. Box 490 • Elk River, MN 55330 • (612) 441-7420 • Fax: (612) 441-7425
which is an off-shoot from Geo-Base, that the Finance Department may wish
to look at in the future.
• Staff has done a lot of research looking for the proper software for our
departments. We feel the programs offered by Fundworks will give us a good
central base to store information that can be added to as the city expands. At
this time, however, staff is not recommending we use Fundworks for the
initial data conversion. We feel it would be cheaper to hire a temporary
person with data entry knowledge for a short period of time (f 5,000 parcels
need to be entered) or possibly pay overtime to in-house staff. We look
forward to talking to you at Monday night's meeting regarding this issue.
•
casoft/bz/stever
07/12/95 14:32 $612 426 5004 TAUTGES, REDPATH 0 002/008
s T~
F'undWorks
Sof1w[tre Sotutdvns for Furt~t Mana,~earzPnr
SUMMARY
TR Systems, LLC has developed modules dealing with geographic information systems as well as
permits and inspections. A brief description of the modules is as follows:
GeoBase
~- GeoBase is a database application which stores a wealth of information on each City parcel. The
program maintains information such as property identification number {PIl~, assessor's market
value, year platted, short legal description, long legal description, notes regarding the parcel as well
as many other fields of information regarding the parcel's profile. (Please refer to the attached main
property record screen print.)
r The program allows for parcel splitting and combining. As lazger parcels in a City are platted and
prepazed for development, GeoBase has a process to create "Parent/Child" relationships between
pazcels. This relationship allows for lookups between such pazent and child parcels.
• ~- GeoBase integrates with a number of various software applications. GeoBase is the front-end
selector for the Permits and Inspections module by FundWorksrM. This integration allows the
operator to select a parcel while in the GeoBase module and then move to the Permits and
Inspections module to create and issue building permits. The GeoBase programming language is
FoxProrM by Microsoft. This language readily allows for the import and export of information.
ArcView by ESRI, Inc. is another application which readily shares informarion and cross indexes
with GeoBase.
Permits & Inspections
~+ Permits & Inspections calculates and prints City permits. The calcularions are based upon City-
definedparameters for each permit type (valuation, number of units, etc.) The City can define
standazd fee types and standard inspections associated with each step of the building permit. These
fee types and inspections are included upon permit generation. Overwrites and edits are allowed;
however, audit trails are maintained to determine which fees and inspections are modified.
~+ All permit information is stored for re-printing and to generate monthly, quarterly, and annual
reports. Inter-governmental fees and sur-charges reports are generated by the system, which
enhances the City's ability to efficiently prepare these required forms. The program also produces
daily cash receipts repomng to facilitate general ledger posting.
~- The inspections portion allows the Ciry to schedule inspections, track the status of each inspection,
and assign each inspection to specific inspectors. Permits and Inspections works closely with the
GeoBase module.
. nrt.:._ o._-, _r._ ~s:-.. ~.--._ ee~~ir ilee Onn e'fe 'tn2n . 67'T_A7l: _7Mli . L`e Ylra~19F _CMd
07/12/95 14:33 $612 426 5004 TAUTGES. REDPATH
•
GeoBase
PermitWorks=M
n
u
~ Sto2•ehouse of Information on each City Parcel!
• Allaws for Quick, Easy Parcel Look-Up!
• Facilitates Parcel Splitting & Combining!
• Retains Parcel Relationship History!
• ~ Integrates with Permits & Inspections!
• Tracks Customer Utility Billing Information!
• Flexible Reporting Features!
• Integrates with ArcVievv~M(GIS)!
[~0o3/oos
• Written in 1V,[icrosoft's FoxPro=M RDMS!
Call for more Information or a Demonstration.
500-426-7030
PermitWorks~ is a product of FundWorksT'~rlR Systems, LLC
4810 White Bear parkway, White Bear Lake, Minnesota 55110
.]
•
•
07/12/95
.~"
N
14:33 $612 426 5004 TAtiTGES, REDPATH
[~ 0o4/oos
f:.l
4
O
O
O
a
W
Q~
Ca
O
V
a
a
O
a
.,
d
[~
x
F
~.
r~
H
•
07/12/95 14:34
$612 426 5004
TAUTGES, REDPATH
Permits & Inspection
PermitWorksTM
L'
• Quickly Calculates & Prints City Permits!
• Stores Permits for Reprinting & Reporting!
• Generates Numerous Standard Reports!
• Fle~:ible Custom Report Writing Capabilities!
• Allows User Defined Fee Types & Inspections!
• Tracks Inspection Status, Inspector & Dates!
• Integrates with Permit'V'VorksTM GeoBase!
• Written in Microsoft's FoxPro~ RDMS!
f~ 005/008
• Designed for the Powerful Novell Network!
Call. for more Information or a Demonstration.
500-426-7030
PermitWorksT~ is a product of FundWCrks'~"rIR Systems, LLC
4810 White Bear Parkway, White Bear Lake, Minnesota 55110
07/12/95 14:34 $612 426 5004 TAUTGES, REDPATH
Standard Reports
~~w~by~s~~
PermitWorksTM
• Permits Issued Detail Report
• Permits Issued Summary Report
• Permits Issued Condensed Report
• 'Water Meter Detail Report
• Utility Billing New Accounts Report
• Sevier Area Charge Report
• Parr Dedication Report by Permit Number
• Parr Dedication Report by Subdivision
• Custom Reports using Microsoft's FoxProTM
~ 006!008
Call for more Information or a Demonstration.
800-426-7030
PermitWorksTM is a product of FundWorksTMrTR Systems, LLC
4810 White Bear Parkway, Whitc Bcar Lake, Minnesota SS 110
07/12/95 14:34 '8`612 426 5004
TAUTGES, REDPATH
. ~~
~ 0o7/oos
~,,
"r~ ~::
'..~~' ~. r.'i'.S?
~l~.f,~+Y~~~ ,~yd~i'il:~Ni~ti'-+•t~•~'.a~ ~ lid
07/12/95 14:35 $612 426 5004 TAUTGES, REDPATH
GENERAL LEDGER
^Up to 24-digit account numbers
^Up to 6 account segments
^Open period posting
OMultiple budget versions
DFund rnnsolidation
^t?n-Iine acxount inquiry
^"Drill down^ source audit
^Flexible report generation
ACCOUNTS PAYABLE
D Writes checks
^Tracks credits and discounts
^Tracks partial payments and recurring
obligations
^ Enters and tracks. credit card payments
O Cash management feawtcs
^ Maintains vendor history
BUDGET REPORTING /WORKSHEETS
^Maintains multiple budgets
^independent budgets for user-defined
groups of accounts
^Attows easy integration with MS Excel,
Lotus 123, Quatro Pro. and many other
spreadsheet and database packages, allowing
custom worksheets for preparing budgets
FIXED ASSETS
~Maintrtins information on individual assets,
including:
•Acquisition data and amount
•Additions and improvements t0 aSSers
•Asset componenu
^Allocates assets to multiple functions,
activities and funds
^Full line of reports available, including:
•CAFR repons
•Additions, deletions and transfers
•Depreciation
^Replacemenc reporting and capital
outlay planning
PERMTTS AND INSPECTION
^Calculates and prints city permits with
minimal effoR
^Stores permits for reprinting and reporting.
^Intergovernmental fee and surcharge reporte
DAllows user-defined fee types and inspections
^Tracks inspections status, inspectors and darts
^Balances daily cash receipts for G/L posting
ORequires Gcobase to be installed
O 1996 TR Syelarm, IJ.C
FWMWaka° 14 • avaortam of TR fl~awma, LLC
PURCHASE ORDERS
^Tracks goods and services
l3Automatic updating of vendor and inventory
account balances
^Extensive reponang capabilities
^Produces high•qualiry laser-printed purchase
orders for your vendors
UTILITY B1LLiNG / RECEIVABLES
^Maintains information on all utility billing
customers including aged accounts receivable
and billing history
^ Provides for user maintainable table loaded
rates and flexible rate savctures
^Automatically computes estimated
consumption
DProduces a utility bill
GEOBASE / (GIS)
DStores a wealth of information on each
city parcel
D Allows for parcel-splitting and combing
pRetains parcel relationship history
pIntegrstes with permits and inspections
l7Gcncratcs utility billing information
for new customers
O Flexible reporting on ail parcel information
~ oos/oo8
ACCOUNTS RECEIVABLE /CASH
RECEIPTING
^ Generates invoices for a variety of goods
and services
^ Allows non-accounting staff to receipt many
types of cash receipts, including:
•Licenses and permits
•Ptogtam registrations
•Taxes and assessments
•Utility payments
^ User defined general lodger coding templates
p Prints out a receipt if necessary
PAYROLL /HUMAN RESOURCES
^Unlimited deduction and earnings codes
^ Allocates individual's earnings and payroll taxes
to multiple deparunents and funds
^ Accounts for all withholding including
jurisdiction specific
DTracks personnel information, including:
•Vacation
•Personal and sick time
•Reviews and other personnel data
GOODS AND SERVICES INVENTORY
OUnlimited locations
^Sctial number control
^Lot tracking
OUnir of measure conversion
^Cycle coun[,c
CURRENTLY UNDER DEVELOPMENT
PARKS AND RI3CRlrATION
RECORDS MANAGEMENT
HUMAN RESOURCES
FundWorksT"' is Developed & Supported by TR Systems, LLC
4810 White Bear Parkway • White Bear Lake • Minnesota • 55110
Toll Free 800.426.7030 • Phone 612.426.7020 • Fax 612.426.5004