How To Get Started With Microcomputers In Municipal Government

By JOHN L. GANN, JR., President Gann Associates, Roselle, Illinois

There is little reason not to use microcomputers in even the smallest municipal government today.

They can increase productivity and allow you to get more done without hiring more staff. They can help with accounting, record-keeping, and writing of letters, minutes, and reports in many different departments. They can keep you from making embarrassing mistakes in spelling when typing the minutes or disastrous mistakes in arithmetic when preparing the budget.

As examples, Gann Associates prepared a complete new zoning ordinance for the Village of Glendale Heights using a microcomputer. In connection with zoning revisions for the City of McHenry, our firm recently created a computerized data base of land uses that has helped make ordinance provisions more consistent and revisions easier.

We also used a computer in a market study for a municipal government to better identify economic development prospects. And we developed a program to handle the tedious financial computations necessary for a municipal tax increment financing redevelopment program.

Today's microcomputers have the power that just a few years ago you had to buy an expensive minicomputer to obtain. And their cost has fallen to a level that is within the budget of even the smallest Illinois city, village, or town.

This article offers some pointers for those who have not yet selected a system or need to buy additional or replacement microcomputers.

Your Most Important Decision

The most important decision you will make in buying your microcomputer is selecting an operating system.

The operating system is the general software that makes the computer go. A computer can't run any "applications" software — like word processing, data base management, or a spreadsheet — without an operating system.

Today there is one de facto standard operating system: MS-DOS. It became the standard because it was used on the IBM Personal Computer. The IBM PC was the first big-selling 16-bit microcomputer, and, with a variant called the IBM XT, is still the most popular business-oriented micro. Its popularity means more software is written for the IBM PC, and more hardware add-ons are available for it, than for any other microcomputer.

If you buy anything but an IBM or one of the many other MS-DOS computers (such as the Compaq, Epson Equity, Kaypro PC, Leading Edge Model D, or Tandy 1200), you can expect some problems in obtaining software.

Other Operating Systems

The well-known Apple computers have their own operating systems. Apple is the last significant holdout against the IBM MS-DOS standard. Apples have been big sellers from the early days, so there is a wealth of software available, particularly for the Apple II machines.

But Apples have been used largely in schools, as home computers, and by hobbyists and small business people. They have not yet sold as well for business or professional use generally. So most of the newer business or professional software is written for IBM and may or may not be available for Apple.

The CP/M operating system is almost extinct. There's a lot of older software still available for CP/M machines. But the newer software titles are rarely obtainable in CP/M form. And CP/M computers are 8-bit machines that cannot support as much memory as 16-bit MS-DOS computers, making it harder or impossible to work with large programs or lengthy documents.

MS-DOS Computers

So if you are concerned about availability of new software and compatibility of your computer with others in your municipal government or elsewhere, MS-DOS computers (also called "IBM-compatible" computers) are your best bet.

They are made not only by IBM but by almost every other major micro manufacturer today. The advantages of the IBM machines are the guarantee of complete IBM compatibility and the reputation and stability of the company. The advantages of IBM-compatibles made by other firms are that they are usually less expensive and sometimes run faster or incorporate other improvements.

A couple of cautions. First, non-IBM MS-DOS computers sometimes differ in how IBM-compatible they are. Some will run most but not all programs designed for the IBM. If you have particular software you want to use, make sure it will run on any IBM-compatible you are thinking of buying.

Second, MS-DOS has gone through several revised versions, identified by a number after the name (e.g., "MS-DOS 2.1"). Software written for one version will not always run properly under another. So make sure

May 1986 / Illinois Municipal Review / Page 21

the version number of your operating system is compatible with any software you buy.

What About Price?

There are wide variations in prices for microcomputer systems. So shop around.

The lowest price is not necessarily the best, however. A low-priced machine made by a lesser-known manufacturer may be extinct in a couple of years. A disturbing number of microcomputer manufacturers have gone out of business, leaving owners of their machines to fend for themselves when they need parts, service, or technical support.

While mail order sellers in other states offer attractive prices, you cannot always count on them for assistance after the sale. A good home town dealer will probably charge a higher price, but he or she will also probably be there to help you after the sale when you run into problems. And you will run into problems.

How Much To Buy and What It Will Cost

The "standard" configuration for a basic MS-DOS computer system at this writing is a machine with 256 K RAM (computer memory to hold programs and data being worked on), two double-sided double-density 5 1/4-inch floppy disk drives (for accessing and permanent recording of programs and data), a monochrome video monitor, the operating system software, and at least one serial port and one parallel port (plug outlets to hook up "peripherals," or accessories like a printer).

This is enough to run most software and to handle routine data storage. Prices for such machines currently start as low as $1,300.

For heavy-duty record keeping, you will probably need a hard disk drive. Hard disks usually store 10 or 20 megabytes (10 or 20 million characters like letters or numbers) or more of data. You can get a system with a hard disk for under $2,000 with careful shopping.

For some very large programs, you may need more than 256 K of memory. If you want to see anything you do on paper, you will need a printer, most of which cost between $200 and $1,000. And if you want extra computing power and speed, you may require a machine like a Compaq 286, IBM AT, or Tandy 3000.

A budget of $3,000 or less can get you a very good basic system today. If even that figure seems high, you could put together a used system for $1,500 or less.

Software

Add to the above figures the cost of whatever software you need for word processing, accounting, data base management, spreadsheet analysis, project management, or graphics. Good quality software isn't necessarily expensive. You don't always need costly programs custom designed for municipal use. You can use standard off-the-shelf business packages for many purposes. Such packages run from under $100 up to $1,000 or more for very sophisticated or specialized programs.

The most expensive software is not necessarily better. There are some excellent word processing, accounting, and other widely-used programs selling for $100 or less.

Select software even more carefully than you select your computer. Once you learn, say, a word processing program, you'll probably never want to switch to another, even if other programs are better. The purchase price is the smallest part of the investment you make in a software program.

Final Points

Some additional pointers:

1. Computers can save you loads of time, but only in the long run and for tasks you do repeatedly. When you first start to use your machine, everything you do will take longer than if you did it the old way. That's because you have to invest time in learning how to use the software.

2. Before you buy, read about the various hardware and software products. There are many computer magazines that evaluate what's on the market. Read them, or consult with someone who knows computers. A small investment of time and money could save you thousands later on.

3. There is something to be said for sticking with the big sellers. While even the makers of the most popular products can go under (it happened to Osborne Computer), an established brand is more likely to be around a couple of years from now in this volatile, competitive industry.

Finally, don't rush into a purchase. Time is on your side because costs keep going down and performance keeps getting better. In what other area of municipal government can that statement be made? •

Page 22 / Illinois Municipal Review / May 1986