One of the difficulties that governments face when a decision has been made to consider automating is "HOW DO WE CHOOSE THE RIGHT COMPUTER."

The first question to answer is: do we need a computerized system. To answer that question we suggest the following should be evaluated. Meet with staff personnel to determine:

A. Which functions to automate. Examples of commonly computerized functions are:

• FUND ACCOUNTING • UTILITY BILLING • WARRANTS PROCESSING • WORD PROCESSING • SPREAD SHEETS • PAYROLL.

Ask the staff to prepare a wish list, i.e., if they could do anything they wished, what would they use a computer for.

B. Determine if good manual procedures are in place. A computer implementation will be much smoother if good manual systems and disciplines are in place. Ask the following kinds of questions:

• ARE TASKS COMPLETED ON TIME • DO WE HAVE REASONABLE AUDIT TRAILS • MANAGEMENT INFORMATION AVAILABLE AND TIMELY • CAN WE ACCOMMODATE EMERGENCY JOBS

Make note of any specific problems for review with your vendor.

C. Identify benefits that would accrue:

• GREATER ACCESS TO INFORMATION • MORE TIMELY REPORTING • FASTER COLLECTION OF REVENUES • IMPROVED SERVICES FOR CITIZENS

• EMPLOYEES ARE ENTHUSIASTIC • FUNDS HAVE BEEN BUDGETED • MANAGEMENT IS SUPPORTIVE • A TARGET DATE HAS BEEN SET FOR PURCHASE

E. Identify volumes of transactions processed:

• NUMBER OF ACCOUNTS IN CHART• NUMBER OF VENDORS • NUMBER OF EMPLOYEES ANNUALLY • NUMBER OF CHECKS ISSUED ANNUALLY • NUMBER OF UTILITY CUSTOMERS

F. Extremely important elements to consider are:

• WHO WILL USE THE SYSTEM • HOW MANY PEOPLE WILL USE THE SYSTEM • HOW WILL INFORMATION BE ACCESSED

The answers to these questions will determine your system requirements.

If only one or two people will need to use the system and they will be able to schedule their work so that they will not need the computer at the same time and the volume of data to be processed is small; then a PC (personal computer) should be considered.

If you determine that you should proceed, the selection of a vendor is the next step. We suggest the following criteria be used.

A. Does the vendor have government expertise.

B. Do they offer a full line of services:

• Hardware—Both PC's and Mini systems • Software-Standard systems; Office automation; Custom development • Consulting—Assist in hardware and software identification; System integration; Needs analysis; Feasibility analysis • Training-on-site and classroom • Ongoing support-Enhancement; Remote problem solving; Acquisition assistance.

When a vendor or group of vendors have been chosen, a needs analysis should be conducted to identify your requirements. Those listed below are the minimum information required:

• VOLUMES • NUMBER OF WORKSTATIONS • MASS STORAGE • PRINTING REQUIREMENTS • PHYSICAL LAYOUT OF THE SYSTEM.

Obtain detailed proposals and proceed with the evaluation process, considering the following:

• DOES THE HARDWARE AND SOFTWARE FULFILL THE ELEMENTS OF THE NEEDS ANALYSIS • ARE THE FOLLOWING ANCILLARY SERVICES AVAILABLE—Implementation and scheduling and assistance; Forms design; Ongoing enhancement; Forum for user input to vendor for system enhancement or modification • EQUIPMENT EXPANSION • UPGRADE PATH • VIABILITY OF VENDOR • TOTAL SYSTEM COST • CONVERSION ASSISTANCE • DO YOU LIKE AND FEEL CONFIDENT IN THE ABILITY OF VENDOR PERSONNEL

We believe that during the vendor selection process the following levels of commitment will be attained:

• AWARENESS • KNOWLEDGE • LIKING • PREFERENCE • CONVICTION • PURCHASE

In conclusion knowing how to choose a system can save time, effort, frustration, and money. The best hardware in the world is likely to collect dust rather than data if the software it runs doesn't fulfill your needs.

The Illinois Municipal League, through LOCIS (the Local Government Computer and Information Service), has a program that we believe should be investigated by any municipality considering initial purchase, expansion or replacement of a computer system.

Page 18 / Illinois Municipal Review / October 1988