1d Laserfiche Agenda ManagerCITYOF
CH HASgEN
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MEMORANDUM
TO:
FROM:
DATE:
SUB J:
Todd Gerhardt, City Manager
Richard Rice, Information Systems Coordinator
July 1, 2004
Approval of Laserfiche Agenda Manager and Additional Client
Licenses
Action Required
Staff recommends approval for the purchase of Laserfiche Agenda Manager and
5 access licenses to be integrated with the existing City imaging system, at a
cost of $17,750. Approval requires a simple majority vote of those City Council
members present.
Summary
As part of the efforts to deliver electronic agenda packets to Council Members,
staff is recommending the purchase of Agenda Manager, an add-on software
module to the Laserfiche Document Imaging system already in place in City
Hall. This software automates the workflow process for the creation, approval
and publication of meeting information packets, from the staff level to the City
Council and Chanhassen residents. It provides an efficient means for distributing
full or partial meeting packets to City Council and residents using internet
technology.
Background
The City purchased the Laserfiche document imaging system in 2002 for the
purposes of converting its paper-based documents into digital formats for
preservation and quick retrieval purposes. Weblink, an add-on software module,
was also purchased for making scanned images within the Laserfiche system
available over the internet to Council and residents. The Council and
Commission agendas are online today; however; some limitations exist, such as
the inability to download an entire council packet in one process.
JUSTIFICATION FOR PURCHASE
Communication Improvements
The Agenda Manager application significantly enhances the ability to make City
Council and other Commission meeting information available to Council,
The City of Chanhassen · .
Mr. ToddGerhardt
Ju¢ ~ 2004
Page 2
Commission members, and their constituents. The product includes a web-based
calendar of events and an e-mail list service that allows a user to be notified
when the agenda or various parts of the agenda are available for viewing or
downloading. Subscribers are automatically emailed when the information they
are interested in is published.
Labor Savings
The current process for assembling and copying an average Council Agenda
packet takes between 10 to 12 hours involving the labor of two staff members.
This same process is repeated for each commission agenda; however, these
typically take less time. The process using Agenda Manager is expected to
reduce the labor for staff to approximately 4 hours to both assemble and
distribute the council packets electronically. Any paper versions of the
completed agenda packet can be printed to the City's high volume copier/
printer.
Labor Expense Savings
Employee 1 5 Hours at $ 37.00 / Hour = $185
Employee 2 2 Hours at $18.00 / Hour = $ 36
$ 22 I/packet
30 Packets / Year at $ 221 / Packet = $ 6,630
Printing/Copying Savings
The average Council Agenda contains between 250 and 350 pages, excluding
any large format drawings. Packets are currently reproduced using a high
volume copier at a rate of .008 per page, with a paper cost of .006 per page,
resulting in a printing cost of approximately $4.00 per packet. Electronic
distribution of the council packet is projected to save 80 to 100 reams of paper
over the course of the year. Additional savings will be realized if the process can
be duplicated for other Commission agendas.
Printing Expense Savings
30 Council Packets x 6 copies / Meeting = 180 Total Packets
180 Packets at $ 4.00 / Packet = $ 720
Associated Software Costs
Qty
(1)
(5)
Agenda Manager Module
Full Access Clients, (@ $ 550.00 Ea.)
Capital Annual
Expenditure Maintenance
$15,000.00 $ 3,000.00
$ 2,750.00 $ 550.00
$17,750.00 $ 3,550.00
C:'qgocuments and Setting,¢xKaren'~Local Settings\Temporary lntentet Files\OLK2MM_Stc~_Report Rev5. doc
Mr. Todd Gerhardt
July 7, 2004
Page 3
Other Related Costs
These costs are not part of the Agenda Manger purchase proposal, but are
associated with the electronic council packet project.
Capital
Qty Expenditure
(4) Data Tablet, Acer C300 $12,000.00
(With MS Office, Accessories)
Adobe Acrobat
(4) $ 220.00
$12,200.00
(4 Yr Replacement Cycle)
(One data tablet unit has alread~v been purchased.)
Cost/Benefit Analysis (including related hardware costs)
Total Expenditures Total Savings
Software $17,750 Labor $ 6,630
Hardware $12,200 Printing $ 720
Maintenance $ 3,550
$ 33,500 $ 7,350
Payback
$33,500/$7,350 = 4.6 yrs.
Funding Source
If approved, the application software would be purchased with funds in account
400-4117-4703, currently allocated for the purchase of Office 2003 upgrades
city-wide. Part of the Office 2003 purchase would be delayed until 2005.
RECOMMENDATION
Staff recommends approval of the Laserfiche Agenda Manager and additional
Client Access licenses in the amount of $17,750.
C:\Documents and Settings'xKarenV~ocal Settin&sXTemporary lnternet Files\OLK2XAM_Stqff_Report_Rev5.doc
Mr. Todd Gerhardt
Jtl~ ~ 2004
Page 4
Sample Screen Shot of Public Calendar
File Ed)t View Favorites Tools Help
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Agenda Manager
JUNE 2004
1 2 ~ 8 4
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8:00 pm
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5:00 am
20 21 22 ~ 23 24
800 pm
27 28 29 30
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C:\Documents and Settings\KarenXLocal Settings\Temporary lnternet Filex\OLK2XAM_StqlT_Report_Rev5.doc
Mr. Todd Gerhardt
July 7, 2004
Page 5
Sample Screen Shot - Subscription
A~enda M an a.qer
5ubmn
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Mr. Todd Gerhardt
Ju~ ~ 2004
Page 6
Sample Screen Shot
Agenda View with Hyperlinks and Downloads
~l~ East V~ew F~vontes To~
[/LAsERF
Agenda Mana~[er
Click on Ill, to dO¢¢rllL 361 a PDF of
the ,~genda, Reports and L1inutes
Complete Packet
Umutes ~
;' Download Reports ang ]
Supporting documents I
[] Cemm~ttee Summary Repo~t I
> .
City Clerk
Delads Agemla Minutes
Roll Call Su hvan Coerper, Hard;, Green Boardman Cook Houchen
Present (Coerper arrived 5:05 p,m.)
Pursuant to the Brown (Open Meetings) .Act the City Clerk Announces Late Commumcatlens Received by Her Othce Which
C*b Councllmernbers or CIt,, Departments are to be made a',iallaele to the oublic at the Cih Coundl meeting (2i Late
Cit:, Clerks O~ce following dlstRbutlon of tee agenda pad':et }
Study Session - rewsion of commur, cation submilted in the agenda packeL
Public Comrnents Regarding 5:00 P.M. Portion of Council Mee~Jng (See Next Page for Study Session a~-J Closed Session
Agenda items} rlone
(City Cour,,cd/Redevelopment Agency) Study Session - Presentation by the Public Works Department of a Water Ouality
Update by the Huntington Harbour Commitlee 820 30) Public ;*/ob<s Director Robed F. Beardsle? to make a presentation
Hunt~ng~on Harbour WateP, vays Committee Summary Report March 2004 Communication of a 13 page rep;rttltled
Summah Reood! Supporfin¢ Documents ~;,ddeRdLIm~
C.'\Documents attd Settings\Karen\Local Settings\Temporary lnternet File,~5OLK2MM_Stq~-Report_RevS.doc