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Town dumps DOS system, moves to MS Windows

Town staff will be upgrading to a Windows-based financial and administrative information system in the coming year.

“We’re still on a DOS-based program in 2008. So what we decided to do was get all our departments integrated into one software package,” Town Recorder Allison Myers said.

In the new Tyler Technologies system, “everybody can see everything else, all the general ledger information is there.

“When we’re all integrated into one system … we’re all on the same page and we’ll have a little leverage,” she added.

“This also includes H-R [human resources], codes compliance, and it also is going to interface with our G-I-S,” Myers said, adding the new system particularly will help the Town’s complaint system.

“So in our complaint system, let’s say ‘here are all our complaints over the last six months.’ We can map them and say ‘We have a concentration of drainage problems in this location,’” Myers said.

“We can pinpoint where we’re having problems or issues and have a better idea of whether we do have a big problem or a small problem,” she added.

The system also interfaces with Town’s laser fiche.

“We’ll be able to scan a document in and it goes directly to laser fiche … that project is all in one category,” Myers said.

She added the program does this for building permits and plans as well as accounting and payroll.

“It will eliminate us having to keep hard copies of invoices and checks in the vault, which will free up a ton of space,” she added.

According to Myers, the three departments that would immediately be using the system unanimously agreed on Tyler Technologies. The software has an unlimited number of users.

The package will be built up in modules; the first module will be up and running in three to four months.

“We’re going to start with the complaints system,” Myers said, followed by general ledger, payroll and accounts payable. Building codes will be added “a few years down the road,” she added.

Alderman Tom Rosseel asked how information was backed up.

Myers said the Town planned to keep its contract with Claris in downtown Knoxville, where the Town has servers rented to store information.

“We don’t do backup here. It all goes down to Claris so they can check it every day, so if there is an error, they know right then,” Myers said.

“I would like to commend Allison for all your work in looking into this and providing us with the best information you have,” Alderman Dorothy “Dot” LaMarche said.

“You’re looking out for the betterment of the Town,” she added.

Total cost of the software is $98,076, with an $11,761 annual fee to begin in fiscal year 2010.


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