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Application and Software report: Citizens' Commission on Lewiston and Auburn Cooperation

Application and Software report: Citizens' Commission on Lewiston and Auburn Cooperation

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Published by Scott Taylor

One of the reports published on Oct. 23, 2008 by group evaluation ways to combine services or have cities of Lewiston and Auburn, Maine cooperate. This report discusses what software program can be consolidated between the two cities.

One of the reports published on Oct. 23, 2008 by group evaluation ways to combine services or have cities of Lewiston and Auburn, Maine cooperate. This report discusses what software program can be consolidated between the two cities.

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Published by: Scott Taylor on Feb 06, 2013
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Cities of Lewiston and Auburn
Citizens' Commission on Lewiston and AuburnCooperation
 
Report of Application Consolidation Recommendations
(Analysis and Development for Common Applications in the IT Infrastructure)
 
October 23, 2008
 
Report prepared by:
Berry, Dunn, McNeil & Parker
Certified Public Accountants
Management Consultants
©2008 Berry, Dunn, McNeil & Parker. All rights reserved.
 
Berry, Dunn, McNeil and Parker | Executive Summary1
Report of Application Consolidation Recommendations
 
Table of Contents
 
Berry, Dunn, McNeil and Parker | Executive Summary2
Executive Summary
Berry Dunn McNeil & Parker (BDMP) was retained by the Joint Services Commission to conduct an
independent and objective review of the Cities’ current business applications and information
technology (IT) infrastructure and identify recommendations related to the design of a futureconsolidated IT environment. We worked with City leaders and stakeholders to clearly define the scopeof this project and its primary purpose as evaluating key business applications and recommending whichof these the Cities should consolidate into a shared IT environment. This analysis was conducted basedon the a
ssumption that the City’s of Lewiston and Auburn (the Cities) will merge some or all of their IT
functions. Therefore our analysis, and this report, does not recommend whether the Cities should mergetheir IT functions, but rather identifies recommended alternatives and priorities for each businessapplication area and IT service should the Cities move ahead with IT function consolidation.While it was necessary for us to consider the potential costs and benefits of each alternative, the scopeof our work did not include a formal cost-benefit analysis for each recommendation. The following tableprovides a summary of the recommendations made in this report:
Table 1: Summary of Recommendations
FinalRanking FunctionBDMPRecommendation Summary of Reason1 HelpdeskIssue an RFP for a newsoftware applicationNeither City is currently using a helpdesk application. Thisapplication will be critical to enable effective collaboration andsupport of a diverse group of stakeholders/customers supported bya combined IT department.2 GISContinue existingcollaboration activitiesBoth Cities currently use ESRI GIS software and are already engagedin consolidating efforts to leverage work being done by each CityDepartment, and minimize costs (for example, housing data forboth Cities on one centralized data server).3Email andCalendaring
Consolidate to Auburn’s
Application(MS Exchange)The City of Lewiston is planning to migrate from Novell GroupWiseto Microsoft Exchange/Outlook.4OfficeProductivityConsol
idate to Auburn’s
Application(Office 2007)Lewiston has made a strategic decision to support Microsoft OfficeProductivity Software (Excel, Word, PowerPoint, etc.).5Permitting andInspectionsIssue an RFP for a newsoftware applicationNeither City is satisfied with its current Permitting and Inspectionapplication. The City of Auburn is utilizing an unsupported customdeveloped Microsoft Access database that has created supportchallenges for the Auburn IT Department.6ERP (AR, AP,Budgeting, GL,HR, Purchasing,RevenueCollection - tax)
Consolidate to Auburn’s
Application(MUNIS)Lewiston is using multiple, non-integrated systems and will benefitin the future from consolidating to a fully integrated ERPapplication. This is a major effort and should only be pursued atsome point in the future when Lewiston must either update orreplace its current ERP applications (Pentamation and Keystone).7Work Orders,FacilityMaintenance,FleetManagement,
Consolidate to Auburn’s
Application(gbaMS)Lewiston has multiple, non-integrated systems that support thesefour functional areas and would benefit from implementing a newintegrated system. Auburn has recently implemented gbaMS and issatisfied with the level of integration between each of the fourapplications as well as with the Cities financial system (MUNIS).

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