HomeMy WebLinkAboutTR-103-81 CORPORATION OF THE TOWN OF N EWCASTLE
40 TEMPERANCE STREET
BOWMANVILLE, ONTARIO
LIC 3A6 TELEPHONE 623-3379
Report to the Mayor and Members of Council for the meeting held on December 14th,
1981.
Report Number: TR-103-81
Subject: Updating of the Computer Service
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Recommendati on:
It is respectfully recommended that:
1. The Treasurer be authorized to negotiate an agreement with Real
Time Data Pro Limited for the updating of the Town' s computer service
with the institution of an on-line computer service; and
2. The costs for such a change in the computer service be included in the
1982 budget as follows: Capital Purchases and Installation $33,060.00
and 1982 Estimated Operating Costs $50,800.00.
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Background and Comment:
In 1979 the Town of Newcastle made its first step into the use of computer
technology for the processing of its accounting records. This system enabled the
administration to handle the growing volumne of financial transactions.
Since that time computer technology has made great advances and the Town
should now take the next step in its logical progression towards a modern financial
information system.
The system which we recommend to Council can meet the present information
needs of the Town on a more timely basis. Unlike, the present system, the on-line
system willprovide monthly financial statements of the position of the Town. In
addition it is a system which has the capability to provide future management systems
for the Town ie: Maintenance Management System and Recreation Registration System.
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TR-103-81
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The biggest step forward will be the on-line availability of financial
information which would be as up to date as the latest postings to the accounts.
This would provide much better information for decision making and analysis of
the Town's financial status. In the area of taxes receivable, this system would
provide current information to the taxpayers on a much more timely basis than is
presently available. The information on the taxes can be accessed by roll number,
name, address , part of a name or by account number and be readily available on a
screen for review in moments. If desired, the information can be transferred to hard
copy on our premises through the Matrix printer.
The use of the video display units should reduce the need for the large
volumne of paper which we presently process monthly. Through a system of security
codes , the information available for viewing by any one person may not necessarily
be able to be accessed by that person for updating. All accounting entries would
be processed through Treasury, which would have the highest security clearances.
Eventually, all departments could be hooked up by telephone lines to the Treasury
department and through their video display terminals have access to the most up to
date information on their accounts.
In selecting this particular computer system, we reviewed several options
including two basic 4 systems, and I .B.M. system and another outside data service.
The greatest flexibility can be found in the in-house mini-computer systems. This
option would require a temperature-humidity controlled atomosphere to operate properly,
also, most probably an addtional staff person who was moderately well versed in
computer programming. We feel it would be foolhardy to go into an in-house system
without the aforementioned assets in place. These systems would require an outlay of
approximately $120,000.00 for the software and hardware plus the necessary facilities
and manning.
TR-103-81
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Since the Town is unable to provide the necessary facilities and staffing
at this time, the on-line system which has the ability to meet both present and
future needs for at least a three to five year time horizon is the best option.
Recent discussions with Real Time Data Pro Limited indicate that
implementation and testing could commence in early January 1982 with full implementatior
in February 1982.
Respectfully submitted,
Kathryn . Campbell , C.A. , B.Com. ,
Treasurer.
14 12 81
R81-DP-1
December 14, 1981
Schedule "A"
On-Line Computer Costs
1982 Capital Costs
Equipment Purchase
1 Communication Controller $8090.
3 Video display units 6420.
1 Matrix Printer 4550.
2 Modem 4000.
2 Video display units & Lookup 5000.
(if required)
$28060.
Installation costs
(wiring) 1000.
Software costs 4000.
33060.
1982 Operating Costs
Telephone Communication costs $7800.
Processing Costs
Taxes/Tax Billing 23500.
General Ledger 12000.
Equipment Maintenance 4500.
Purchase new forms 3000.
$50800.
Schedule "B" December 14, 1981
1982 Operating Costs
Telephone Communication Costs
$650./month $7800.
Processing Costs
Taxes - m line changes 11000.
- software charges 2400 1.�'
- report printing 4500.
- billing 5600. 23500.
General Ledger
- software charges 3000.
- accounts payable 16001r
- general ledger processing 3900.
- report printing 3500. 12000.
Equipment Maintenance
- monthly charges 4500.
Purchase New Formes
- receipts, tax
certificates etc. 3000.
$50800.
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