HomeMy WebLinkAboutTR-86-91 ,w," TOWN OF NEWCASTLE
REPORT File
Res. #
By-Law #
(STING: GENERAL PURPOSE & ADMINISTRATION COMMITTEE
DATE: September 23, 19 91
REPORT #: TR-86-91 FILE #:
&J&ECT:
COMPUTER SERVICES IMPROVEMENTS
RECOMMENDATIONS:
It is respectfully recommended that the General Purpose and
Administration Committee recommend to Council the following:
1. THAT report TR-86-91 be received;
2 . THAT Staff be authorized to initiate the change from the
current MAI computer System to a Unix Operating System, at an
approximate cost of $15,000 for hardware
3 . THAT the funding for the purchase of the Unix system be
provided from remainder of funds available from the
the 1991 approved Computer Services capital budget for
computer hardware and the contingency account
(A/C #7009-X-505, 7007-X-298 respectively)
4. THAT Staff be authorized to substitute a 486 microcomputer
as part of the approved 1991 capital budget hardware (as
identified on page 13 of the 1991 capital budget) , with no
additional funding requirements for this substitution.
5 . THAT the procedures set out in the Purchasing By-law #82-2,
Section 5, Paragraph 6, be waived for this particular
transaction.
6 . THAT Staff be authorized to dispose of any surplus MAI
equipment in the most economical manner, either by request-
ing bids from other MAI users or through public tender.
(with the Regional Auction being the final alternative)
. . .2
TR-86-91 Page 2
BACKGROUND & COMMENT:
1. The current MAI computer system houses all the data, such
as the tax history, and the general ledger with all related
accounts receivable and payable information. This system was
purchased in 1986 and is nearing the end of it's useful life.
It is at capacity now in terms of memory space available for
future data requirements. In 1990 major rework of programs,
including some deletions, was required in order to provide
adequate capacity to extend the useful life into 1992 .
2 . In 1989 the Town purchased a networked computer system which
serves all the non-data requirements such as word processing
lotus, paradox, registrations and many other applications .
2 . 1 The network system does not connect to the information stored
on the MAI system and therefore many of the computer software
applications that are available cannot be efficiently applied
to the data.
2 .2 The few existing MAI terminals will continue to be used after
conversion with the Unix system. Any additional needs will
be addressed through the normal budget process as in the
past.
3.0 The long range planning for the computer needs of the Town
included the introduction of the Unix system through the
1992 Capital Budget process . The existing system expansion
would be much more costly and would not provide any increased
level of service. The Unix system would be capable
of incorporating the data and would unify the existing
network.
3. 1 The 1991 approved software and consulting budgets included
allocations to assess and initiate the process. This
involves software development which will allow conversion
of the existing data onto the new system once the hardware
requirements were put in place.
4 . 0 However, the Auditors have suggested that the process
would be much cleaner from an audit standpoint if the cut off
period were adjusted to coincide with the Corporation's
year end of December 31st.
4 . 1 In addition the maintenance cost of the MAI system is
approximately $15,000 which is almost one-half the cost
of an entirely new system (hardware and software combined)
The maintenance cost is so high because the MAI system is
outdated and therefore replacement parts and servicing are
. . . 3
f °
TR-86-91 Page 3
expensive. The maintenance cost for 1992 would not be
expended if the system were installed before December 31,
1991. Maintenance on the Unix system is provided at no cost
for the first two years .
5 .0 Staff feel it economically prudent to adjust the timing of
the computer system such that it would be in place by
December 31, 1991.
6 .0 Funding of the conversion to the Unix hardware is suggested
to be accommodated by the realignment of some computer
hardware to better fit the actual departmental requirements
and other economies of scale realized through the 1991
purchases (estimated to be $5,000 of the $15,000 identified
in recommendation #2 ) and the contingency account for
any remainder.
6 . 1 It is necessary to waive the by-law regarding tendering of
this project. The total value is estimated to be on the
border between requesting tender or bids . It is suggested
that due to the specialization of the equipment, written
quotations would be the preferred route to obtaining the
equipment.
7 . 0 The assessment of computer requirements by the new
systems manager reveals that the Public Works requirements
could better be served by substituting a 486 microcomputer
(estimated to be approximately $7,800) for one lan server
and connection identified through the 1991 Capital
Budget at the approximate equivalent cost. The
centralization which was put in place this year
now allows processing that was to be accommodated through
this equipment. This change would also allow better use of
existing software such as automated drafting, road and sewer
design, and the capability of accepting computer disk input
from the Region and Engineering Consultants .
7 . 1 The 486 microcomputer will also facilitate the phasing in of
the geographic information system with the Public Works
Department. The G. I .S. technology is rapidly becoming
essential in order to keep pace with industry standards and
Provincial requirements in the area of mapping, digitizing
and fixed asset recognition.
7 .2 The 486 microcomputer will also act as a backup to the main
network system in the event of a system failure and therefore
further adds to the integrity and security of the data stored
in the network.
. . .4
TR-86-91 Page 4
7 .3 There is no additional funding requirement associated with
this substitution.
Respectfully submitted, Recommended for presentation
to the Committee
Mari A. Marano, H.BSc . , AMCT Lawrence /E Kotseff
Treasurer Chief A i ,istrative Officer
MAM/PP
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