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HomeMy WebLinkAboutNB 1 WORD PROC EQUIP 09-02-80I)ATE: August 26, 1980 NEW BUSINESS ° nter- eom Honorable Mayor and City Council FROM: Dan Blankenship, City Administrator SUBJECT: Word Processing Equipment Recommendation. Attached is a final report.on word processing prepared by Gary Napper in cooperation with the department heads planning to use the equipment. In brief, the recommendations are: 1. Council approve the selection of the MICOM equipment as recommended by the staff committee. 2. Council approve the purchase of seven units at a cost of $121,122.00. 3. Council approve a supplemental appropriation of $67,544 or authorize a lease purchase plan of financing so as to supplement or stretch the $53,578 budgeted in this year's budget. Originally, I planned to recommend the purchase of a first year increment of only four units (which would have still required approximately $21,300 in additional funds) although I concurred in the committee's three year needs projection of seven units. However, I believe the cost savings in the seven units ( which in essence provides the seventh machine free and then some) makes the full seven units the best approach for the city. As to recommendation number 3 above, I recommend that the City Council authorize a temporary loan from the City's equipment fund for the $67,544 balance to be paid off next year,-or earlier if General Fund moneys become available. The current price offer of MICOM expires only two days after the Council meeting so a decision is critically needed in order to avoid the increased cost. Respectfully submitted, wan BlanKensnip City Administrator DB/jlb DATE: August 22, 1980 Inter-Corn TO: Honorable Mayor and City Council FROM: Administration Department SUBJECT: WORD PROCESSING BACKGROUND After reviewing seven different ~rd processing systems, a cc~bined departmental task force team unanimously recu,,,~nds the MICOM 2001 WORD PROCESSOR as the most desirable system offering long-term productivity and cost benefits to the City. The MICOM system is soft- ware based, which permits a totally expandable and upgradable system via software ( not hardware ), and assures the purchaser that the investment will remain state-of-the-art MICOM DATA SYSTSMS is a Montreal-based subsidiary of PHILIPS OF HOLTAND, INC., a 33 billion dollar corporation. MICOM revenues last year were $65 million, and the ~prd processing division bas access to the results of PHILIPS' research and development program totalling around $ 1 billion annually. M_ICOM is number one in sales in Canada, and number t~o in Europe; they recently entered the United States market in early 1979 ( headquarters in Dallas, Texas ). Locally, MICOM DATA SYSTEMS will provide support, training, and maintenance service frem their Orange County office located at 505 N. TustinAvenue in Santa Ana. Theyguarantee in writing a 4-hour response time for service. JUSTIFICATIONS Attached are the individual departn~nt's User justifications for implem~ntingword processing, or at least having access to word Honorable Mayor and City Council Word Processing August 22, 1980 Page 2 processing capabilities near their department. Since each department has unique applications based upon their separate functions, it is impractical to c~3rehensively s~Lu~rize all of the intended uses in this report. Specific utilization detail is available in the attachments and is an essential review tc~ards justifying the number of syst~ns purchased. However, there appear several' universal word processing applications that may be addressed in terms of time and cost savings: A. Typing: Routine cu~'~'~nication MICf~ studies indicate the system can increase productivity by 50% over conventional equi~x~ent due to electronic keyboard and automatic carriage return functions. This benefit will assist in turn-around time, and delay the growing need for additional clerical ~31oyees B. Revisions: Text editing Through functions of inserting, deleting, and re- locating ~nall and large blocks of text, MICOM research reveals that productivity can increase by 200% on first-time drafts, and as much as 300% on previously recorded and stored documents. C. Printing: All original copies By printing documents at 540 ~rds per minute, word processing generates 'a faster and more professional appearance to mass mailings and form letters, while reducing high maintenance costs on expensive copy machines. D. Mini-ccmputer: Math, sort, and records processing 300% increases in productivity are cu,x,Dn due to the flexibility of the MICC~ syst~ to function as a sm~l 1 data processor as well as a ~rd processor. Autc~atic decimal alignment, sorting Honorable Mayor and City Council Word Processing August 22, 1980 Page 3 by variables, shifting col~L~s of data, and the ability to perform basic math problems will aid departments that deal with statistical material. E, StOrage: Small but po%~rful Frequently used dooanents and correspondence can be stored on the syst~'s 8 inch disks (each disk stores 128 pages of text), to be amended and generated without retyping the entire text (e.g. - City Code of 1,200 pages). In essence, word processing conforms to a wide variety of application for every depart~nent, and the cost savings suPPOrts the value of the equit~L~-nt within a short period of time. ~SYST[94 CONFIGURATION Contingent upon the departmental justifications, the task force team proposes that seven (7) systems can ultimatelybe justified within 3 years, producing at highcapacity. The locations of the proposed configuration ~ould be as follows: 1. Enginccring- widetrack printer 2. Legislation - available to CuLu,0nity Services too 3. Police ~cords 4. Police Administration - widetrack printer 5. Cc~nunityDevelot~nent.. 6. City B~]ministrator - available to Finance and Personnel 7. Police Chief's Office - available to Crime Prevention A second option is to purchase our minimumneed now and acquire additional word processors at budget times within the next 3 years. The minimum s~artup configuration wouldbeginwith four (4) systems, located in the first four deapartments listed above. Honorable Mayor and City Council Word Processing August 22, 1980 Page 4 COST One of the more critical factors in selecting a word processor was its capability in conjunction with its cost. The MICOM 2001 is the lowest priced system~ out of the seven reviewed. The Company also gives price breaks when buying in quantity, and will allow %he City to purchase its math, sort, and records processing packages at a savings of $ 901 per unit until September 4tho There are three (3) cost estimates available, depending upon the number of systems purchased. The three cost options are s~lmarized below ( price includes tax and accessories ): Four (4) systems only. MICOM 2001 $ 67,640 Installation/freight 1,000 1 Year Mtn. 5,252 1 Year Supplies 900 Total $ 74,792 Cost per station $ 18,698 Four (4) systems in 1980-81 One (1) system in 1981-82 Two (2) systems in 1982-83 7 Systems Total *Note: Price below indicates cc~bined costs when purchasing over 3 years, plus 10% inflation factor each year. MICOM2001 Installation/freight 1 Year Mtn. 1 Year Supplies Total Cost per station $ 20,721 $ 131,920 1,875 9,727 1,523 $ 145,045 Honorable Mayorand City Council Word Processing August 22, 1980 Page 5 3. Seven (7) systems now. MICOM 2001 $ 108,867 Installation/freight 1,750 1 Year Mtn. 9,090 1 Year Supplies 1,415 Total $ 121,122 Cost per station $ 17,303 OPTIONS FOR FINANCING Recognizing that any of thealternatives described require funding above the $50,000 originally appropriated for ~Drd processing, there are several options for financing that can be acceptable within Gann Limitations: 1. Purchase direct from the General Fund Reserve Supplies and the first year of maintenance could become supplemental appropriations this year and regularly budgeted items in preceding years. Although the exact amount of unobligated reserves is yet to be determined pending final audit, staff believes funds %~ill be available to cover the $70,000 plus needed ( $50,000 budgeted in 1980-81 ). Lease-Purchase Agreement Arranged with a 3rd financing party, extended over a 3-year period. Example: Asstm~ purchase of seven systems... $ 121,122 price 13,500 interest estimate $ 134,622 Estimate Total This equates to approximately $44,874 per year for 3 years, which is less than the $50,000 originally budgeted for word processing, and workable within the GannLimitations. Honorable Mayor and City Council Word Processing August 22, 1980 Page 6 DISCUSSION As evidenced by the department's user justifications, there is no doubt that word processing offers tr~nendous advantages in terms of both time and money. The essential question is how many syst~ should be purchased. After review of the intended applications, both immediate and future needs, the task force team believes that seven (7) MICOM units can be utilized now and fully maximized within the next three years. The hard facts of purchasing in quantity to reduce costs in the long-run are as equally evident in MICOM's proposal. The C~¥Lpany offers price breaks at 3-6 systems, and then 7-9 units; by purchasing our 3-year need of 7 systems ngw, the City realizes a cost savings of $23,923 (or $10,423 if the lease-purchase option is preferred) over buying four systems and acquiring three~re at a later date (see Alternative 2 under the Cost Section). Integrated into the pricing consideration is the fact that word processing pays for itself within a relatively short timeframe due to enormous production increases. The Police Department alone estimates the savings in the first year will more than justify the cost of their three systems ($57,000 savings versus $51,909 for three MICOM's). Similar expectations will occur in CityHall with the installation of four MICOM systems. The City Adminstratcr's Office calculates the point of investment return to be 3.6 years for that departmental use alone; in actuality, that particular w~rd processor will delay the hiring of a second clerical position and will be available to Finance and Personnel for additional cost savings as well. The City Clerk's system will be supported by the C~,~unity Services Depa~hLent, and the PublicWorks/Engineeringand C~,~,unityDevelopment Departments both have growing nc~s that require word processing due to Honorable Mayor and City Council Word Processing August 22, 1980 Page 7 the increasing demands of a Water Cutt~tny and annexations/constructions. ~Furthermore, the MICOM 2001 has a c~%tt~nications option that allows it to tie into our PADS cut~uter and the City Attorney's word processor. Although this option is not recc~mended at this time, it indicates the expansion .capabilities available to widen t_he data base. An invesh-,-~nt in capital equit]nent such as word processing can immediately be substantiated by the resultant savings in labor dollars. R~-YRV~ENDED ACTION It is recc~nended that the City Council approve the purchase of seven (7) M_ICOM 2001 WORD PROCESSORS immediately in the amount of $ 121,122.00. The preferred method of financing is a 3-year lease-purchase agreement. Note: $53,578 is already budgeted in the 1980-81 Budget, leaving a net balance required of $67,544. Respectfully suhnitted, Administrative Assistant Attachments: Department Justifications Police City Administrator' s Office C~tt~unity Development Engineering Cutu~unity Services Legislation B. Cost Detail Breakdown C. MICOM 2001 WORD PROCESSOR DATE: TO: FROM: SUBJECT: AUGUST 20, 1980 Attachments "A" Inter-Corn GARY NAPPER, ADMINISTRATIVE ASSISTANT C. R. THAYER, CHIEF OF POLICE WORD PROCESSING SYSTEM I have reviewed the needs of the Police Department in reference to the word processing system and as indicated before, there is a need for a minimum of three units in the Police Department. Originally, we had anticipated purchasing two units and expanding at a future date, however, the need is clearly three. The third unit which was to be an automatic typewriter with memory capabilities was listed for my office and approved by Council in the recent budget however, the word processing system far exceeds the memory typewriter system and would have greater long range benefits to the City. The unit placed in my office would also be used as a back up unit for the Records Division in the processing of reports and statistical data. This particular unit would be placed either on casters or on a dolly with casters so that the unit can be rolled from one location to the other with ease. The following items by location would be used in the word processing system. CHIEF'S OFFICE: We are involved in many actions in reference to legislation, where we are required to process multiple letters to Assembly and Senate of the State of California and on a national level in reference to laws pertaining to law enforcement and the good health and safety of the City of Tustin. Our input has been greatly appreciated by the local legislators and we have received many letters of thanks in reference to our efforts to analyze and give them assistance in their debates and ultimate voting. 2o I sit on many committee's both for State Associations, County Associations and I am Chairman of the Advisory Committee of Golden West College. These functions due require a considerable amount of correspondence, again which is in multiple distribution which could be handled very adequately on this system. This office is directly involved in the updating of the Department Manual'~ this office does have control over that particular system and it is imperative that we have immediate access for UPdates and correlation of the manual. The manual that was issued in July, 1979, to date has already had approximately 15 additions and/or deletions from the date of issue. Continued on page two Gary Napper August 20, 1980 Page two The majority of the research and development, specifically, the Public Safety Program, budget preparation has originated from this office. This type of information is absolutely necessary and again, the type of information that requires considerable amount of editing and updating. Statistical data that is presently being kept in the area of crime prevention is of an imperative nature. We are frequently dealing with citizens groups and the use of this particular system would save many hundreds of man hours in manually searching out crime patterns, past crime experience and preparing that type of data for the community watch programs. This type of information would be utilized by the crime prevention office, thereby utilizing the' word processing system on wheels to be rolled into their office to process that type of information. The crime analysis for distribution to the patrol section for directed patrol is performed by the crime prevention office. It would be a definite asset to be able to pull the information automatically rather than hand search as we now have to do and analyzing it from that standpoint. Both the records keeping and math functions of the word processing system will definitely enhance our capabilities to direct patrol. The word processing system applied to my office would save approximately one- half clerical time which is now utilized in manually, hand searching and processing information that is ngqessary for the citizen involvement and community watch and directed patrol by police officers. This additional one-half time could be spent in further enhancing the community contacts in the crime prevention area, further research and development for the continued upgrading and identifications of future problems within the Police Department. ADMINISTRATIVE AREA: The secretary at this location serves a multi function in addition to being the secretary directly responsible to two Captains, she also handles the following which could be utilized in the area of the processing capabilities of this system. If we do not include the system in this area we are going to have to increase staffing in the clerical area in next year's budget. It is anticipated that the word processing system at this location will save at least one-half of a clerical position per year. 1. Payroll. All of payroll could be handled automatically through this system. It is now manually done for each person, for each day working in the police department. This system could be adapted to the present forms utilized by finance and personnel with a large seventeen inch carriage printer. It can handle computerized forms which presently come from PADS. Ail form letters used in investigation, checks, notification of victims and witnesses in these cases. It is interesting to note that presently we are handling approximately 200 such cases per month and the volume of paperwork is quite large. Continued on page three Gary Napper August 20, 1980 Page three Ail monthly statistical manipulations for both the services and investigation division and also the patrol division in reference to response times, specific crime areas and case management to insure that proper follow up is handled on the various cases. Ail administrative reports, particularily those of confidential nature which frequently require considerable text editing to insure that all information is pertinent and correct. Personnel and training bulletins. We issue approximately two to three such bulletins per month. Again, a considerable amount of editing is involved because of the review process that we have to insure that our officers receive the most up-to-date and accurate information possible. Background investigation letters. At the present time we process approximately one hundred to one hundred & fifty people per year on background investigations. Each background investigation requires approximately ten letters which could be handled through this system. 7o Employee rosters are up-dated on a quarterly basis and to have them in this system would definitely reduce clerical time in re-typing an entire document rather than making the necessary changes. Inventory control of supplies for the technical services area would be of great enhancement to the department for our semi-annual inventory. To insure that all property is present, that property which needs to be surveyed can be, and that property which needs to be repaired and up-dated can also be accomplished. 9o There is considerable processing of individual expenses and department wide expenses that could be handled on this machine at the end of the month would produce a monthly report to give us an accurate accounting of what funds have been expended, funds incumbered and funds yet to spent and items that have not been purchased in the budget in this particular budget by quarter. 10. The training matrix to insure that all officers receive up-to-date State required training and training relative to their various functions should be placed on this system. It will save many man hours in hand logging and hand tracking each individual employee. It is estimated that a machine in this area will save a bare minimum of one-half clerical position and definitely will not require any additional personnel in this area for sometime. However, if we do not accomplish the word processing, we will seek additional personnel in the future. RECORDS DIVISION: This was the initial division in which we began the investigation on the word processing system, in which to transcribe reports. At that time we estimated a savings of approximately $29,000 per year in officer and clerical time with the implementation of the word processing system. That amount should be inflated at this time because the $29,000 figure was estimated in early 1979. We believe continued on page four Gary Napper August 20, 1980 Page four in addition to this savings there will be approximately one-half of a clerical position saved as a result of incorporating statistical information that is now state required on a monthly basis into the word processing system also. Writing department reports. We have a cassette recording system that is ready to be implemented in the police department and all we need is the word processing system. The officers will dictate the reports in the field thereby, leaving them available for calls and emergency response. Having their reports transcribed onto the machine by a typist, all editing can be accomplished after review by the Watch Commander, and for those reports that have to be corrected, only that area that has to be corrected will be utilized in the text editing portion of the system and the report will then be typed very rapidly. All pre-printed forms that are utilized by the officers will be programed into the system in order to reduce the amount of typing time. Form Letters. At present we have approximately 20 form letters being used daily in the general area of records. Along with these forms there are letters used for warrants, alarm permits, billings, traffic accident investigations, and several others. These items could be placed on the machine, thereby saving a considerable amount of time in hand doing each individual letter that ne now do. Alarm permits and billings. The police department is responsible for the tracking of all false alarms that occur within the City. We have approximately 300 alarm permits issued thrgughout the City and we average approximately one to· two hundred alarm calls per month. We must track these as required by Ordinance and after the third alarm send information to Finance to ensure that the parties are billed appropriately for the false alarms that occurred at their business during the month. The word processing system would be able to keep a tickler file on this particular area of concern which is all manually done by clerical personnel at this time. Manuals and Bulletins. The records area is a very detailed area and with the average time of clerical personnel being 18 months to 2 years within the police department, it is imperative that we maintain an accurate manual for all processing of the reports submitted and maintained by the records division these records are required bv State law and must be handled in a very meticulous manner. The word processor would d~finisely enhance our capabilities to maintain our manual in a logical sequence and..up-~at~ the changes as required by the State. We generally~have any where from three t~ five chan§es on an annual basis~which c~uld include the changing cf a single line in a paragraph to multiple pages being added to the manual. 5.. Statistics. The records area is required to keep all statistics for State repqrting. This means keeping track of all crimes that have occurred within the City of Tustin, their various classification~ and then tracking those cases to determine what type of closure or non-closure of the case has occurred on a monthly basis. PreseDtly we have one clerk doing this, it takes one- half of her time per month to process this statistical data that is necessary for State reporting. The implementation of the word processing system would Continued on page five Gary Napper August 20, 1980 Page five reduce that time from one-half of a clerk to approximately one-eighth of a clerk per month. Back-up record security. This system will provide us a back-up records security in the records area so as to be able to locate reports that ocassionally lost due to mishandling or misfiling of the report. We will be able to call up the report on the word processor within a reasonable amount of time, of course, and have another original report reprinted without having to hand search thousands of reports in the event of misfiling. Although this is an infrequent occurrence, when it does occur, it takes anywhere from one to two man days in the search process in an attempt to locate the report. If the report is not located then we must spend additional time and re-write the entire report to the best of the'officer's memory. As can be seen the word processing system is definitely an asset to the police department. In all the areas concerned, we will be able to reduce the amount of filing, cabinet space which is a highly critical issue at this point within the police department. Our space needs are fairly well maximized. We have no further place to go, any additional space that we can obtain by eliminating file cabinets is definitely going to be an asset. In each area of concern, we will be able to eliminate approximately one file cabinet in those areas. In essence, this entire system will enhance the police department's ability to handle the present and future workload of the department. Should this department implement a Public Safety Program, it will be necessary to have a satellite position for that particular division of the department. That division must have that satellite position within six months after implementation of the program. They will be responsible for an extensive amount of manual and procedure preparation, up-dating present fire codes, coordinating with building officials, plus all the correspondence that I'm sure we'll be having'once we implement such a system. Within two years we will have to add a satellite system to the investigations secretary position. At that time the workload in the records area for processing of reports will be maximized by patrol officers and the reports that have to be completed by the investigations clerk can be put on the word processing system by her. It will also save a tremendous amount of time in case management and tracking of those cases that are handled by that division. She will also be able to assume some of the responsibilities that have been placed on the administrative clerk at that time, thereby saving additional personnel. CONCLUSIONS: The implementation of the word processing system in these three areas is imperative, Again, I must stress the need for three units in the police department and the one in my area again, would be a portable unit on casters which would assist any down time for any other unit. We would have ready accessability at 24 hours a day for the additional unit and the portability would definitely enhance its use aS a back-bp unit and also for the crime prevention people who would be using it extensively. Continued on page six Gary Napper August 20, 1980 Page six As can be seen the cost savings in patrol is over $29,000 per year, one- half clerk in the Chief's Office, one-half clerk in the administrative area and at least 5/8's' clerk in the records area. Although we will not actually eliminate any positions it will cause a reduction ~n personnel requests in the next budget period in clerical staffing. This savings will also assist in reducing the backlog of work to be performed. ESTIMATED SAVINGS PER YEAR Patrol $29,000 Administration 10,500 Chief's Office 10,000 Records 7,500 $ 57,000 Micom word processing system (includes programs, hardware, software, installation, and maintenance) 3 @ $17,285 = $ 51,855' As can be seen, the three positions will pay for themselves in personnel costs during the first year of operation. Continued annual savings occur after that. This report in itself is a perfect example of the need for word processing. RECOmmeNDATION: Implement word processing system of three Micom Word Processing units in the Police Department immediately. C. R. THAYER, Chief of Police CRT:sa * Price based upon purchase of seven units. DATE: AUGUST 21, 1980 ! nter - C om TO: GARY NAPPER, ADMINISTRATIVE ASSISTANT ~ FROM: DAN BLANKENSHIP, CITY ADMINISTRATOR SUBJ£CT: WORD PROCESSING NEEDS OF CITY ADMINISTRATORS'OFFICE I envision that our present need is to have access to one machine (share) with several City Hall departments such as Personnel, Finance, Legislation and Community Services. However, our usage should increase rapidly to the need for a full usage of one machin~ within two years. The areas of usage are outlined below and represent the clerical needs of the City Council, City Administrator, Administrative Assistant, Administrative Aide, 'and the Administrative Secretary (who will generate work on her own being a secretary with administrative responsibilities). The clerical work of the department will probably require a second clerical position in the three to five year outlook. The word processing capability will delay the hiring of a second clerical position for several years and solve the excessive amount of typing required of the present Administrative Secretary which reaches as high as 80% of her time at peaks. In addition much of the typing is extremely time critical and must represent high quality. Word processing will reduce retyping time, provide faster turn around, improve quality, reduce proof reading, and encourage dictation machine usage. Function Hr$/Year BEFORE AFTER City Code 120 60 Budget 300 100 Administrative Manuals 120 60 Reports 180 90 Letters to Legislators 60 20 Monthly Calendar 12 6 Monthly Projects Status Reports 36 10 828 hrs 346 4O% 15% Hours saved X $10 cost per hour = Dollars Saved Per Year (828 - 346 hfs) = 482 hrs X $10 per hour = $ 4,820 per year Point of Investment Return = 17,427 per unit = 3.6 years $ 4,820 per year Life Expectancy of Equipment = 8 to 10 years Inter-Com Page Two Although Personnel is not scheduled for a unit, I expect they could benefit from the proposed machines for: Monthly or quarterly reports Telephone lists and rosters Letters to applicants and oral boards Preparation of tests Recruitment mailing lists Recruitment st.atistics Preparation of job flyers and performance reviews. Community Services (Recreation) could make periodic use of the systems for preparing copy for Tustin Today and flyers, and preparing mailings. The Finance Department would have additional work such as quarterly reports, bid proposals, agenda reports on bid items, burglary false alarm billings, etc. One of these departments could be hooked to an Administration machine (for input only) to expand the system at very low cost. Please let me know if you need additional information. DATE: August 25, 1980 Inter-Corn TO: FROH: SUBJECT: Honorable Mayor and City Council Members Community Development Department Word Processing System As part of fha 1980-81 fiscal budget, fha Community Development Department sub- miffed a proposal for a word progessing system. Essenfially~ the request af that time was fo expand on fha proposed system the Police Department had requested. In order fo fully meet the short range and long range goals of fha Department, an indepth analysis of several word processing systems was carried out. In evaluating how fha system could best serve fha Community Development Department, the features of fha word processor were applied fo various departmental functions fo illustrate how the system could reduce typing time, provide for faster turn- around, while increasing the productivity of existing staff. Short range goals include: 1. Staff reports for Council and Planning Agency 2. Resolutions and Ordinances · 3. Notices of Public Hearings 4. Negative Declarations, Notice of Preparation, Notice o~ Determination 5. Agendas 6. Plan check reports 7. Site plan review reports 8. Monthly Building status reports 9. Zoning and Building violation notices 10. Temporary use permits 11. Addressing envelopes to notify property owners of public hearings 12. Correspondence of each staff member Long range goals include: Building, Zoning, and Sign Code revisions 2. General Plan revisions 3. Building and Census data 4. Redevelopment Agency updates 5. Statistical data 6raphs and matrixes can also be generated by fha word processor. Substantial savings [n secretary and staff time can be realized in three areas of report preparation: power typing, revisions, and automatic typing. Honorable Mayor and City Council Members August 25, 1980 page 2. Power typing. In nearly all cases, the secretary will type an original re- port in rough draft form. The secretary types af maximum speed, disregarding punctuation and spelling errors. This first draft is proof-read by the author and revised as a finished product. Industry studies indicate fhaf producing a rough draft on the first typing is 20% faster with fewer errors than using conventional typing methods. 154 hours per month spent typing x 20% = 30.8 hours x $6.82 = $210.06 savings per month. Revisions. Since the word processor is capable of storing documents, re- v.isions require only changes fo those affected portions. Studies indicate that a conservative 50% savings in typist time is realized ~n revision time. 77 hours per month spent retyping x 50% savings = 30.5 hours x $6.82 = $262.57 savings per month in revisions. A time savings is not restricted fo the secretary alone, but can also be seen in projects done by staff members. One small example is the monthly building status reports. The Building Aide is required fo update the status of all buildings under construction in the city per month. Af the present time this requires updating and retyping the entire report, a procedure which requires up to three days. With the word processor, revisions and any addi- tions can be quickly updated on the s~reen, with the new report typed auto- matically. Instead of the usual three days, the update should require only a few hours. Automatic Typing. This aspect of word processing involves storing standard or repetitive documenfs~ phrases, or paragraphs in storage, and referencing them to form letters, reports, efc. A conservative 80% savings in lypisf time can be realized. The secretary spends approximately 38.5 hours per month in repetitious typing. 38.5 hours x 80% = 30.4 hours per month saved x $6.82 = $207.33 saved in repetitive typing per month. With the storage and retrieval feature of word processing, an additional time savings is realized for staff and turn-around time for plan review. Major portions of City resolutions are repetitiou~ outlining building and fire requirements, CEQA status, and zoning code information. These requirements must be written by the staff member and typed for each resolution. The same is true for plan check reports and site plan review. Since the secretary can assemble bits and pieces of a letter to form a finished product~ the staff member will only have to indicate which phrase, without having fo write out the entire phrase. The letter can be assembled by the typist and reviewed by staff. A staff member can spend more time on review of a project, while expediting project review. S UtC~&~R Y Utilizing the word processor, the typist alone will save approximately 98 hours Honorable Mayor and City Council Members August 25, 1980 page 3. per month. This translates into $679.96 per month in cost savings for a total of $8,159.52 per year. This total does not represent the additional savings in staff time, and reduction in turn-around time. If you review fhls savings in a dlfferenf perspective, the word processor will permit a more efficient utilization of existing personnel and will remove the need to hire additional clerical help. The workload in the Comunify Development Department has reached a point where an additional clerk-typist will be needed next Fiscal year, The increased efficiency resulting from the word processor will eliminate this need. E/~K: mm D~TE: August 25, 1980 Inter-Corn TO: GARY NAPPER, ADMINISTRATIVE ASSISTANT FROM: BOB LEDENDECKER, DIRECTOR OF PUBLIC WORKS/CITY ENGINEER SUBJECT: WORD PROCESSING'SYSTEMS The Public Works department has reviewed various Word Processing Systems along with yourself and the other city departments. In order to evaluate the work processing systems as to how they would best benefit the Public Works department, each feature was applied to departmental needs or functions. It is felt that this type of system would help reduce the required typing time for prepartation of the following items: 1. Contract bid documents. These documents consist of 40- 50 pages. 2. Resolutions. 3. Bid tabulations and project cost estimates. 4. Routine transmittal letters and correspondence. 5. Addressing of envelopes for mulitiple mailings for hearing notices, questionnaires, etc. The required typing time for these items should be reduced by 30% with a word processing system. A residual benefit would be a more uniform, precise and professional looking document. Other areas in which the word processor could be utilized is within the records m~nagement area. It is proposed that this system could be applied, but not limited to the following areas: 1. Vehicle maintenance records. 2. Street sign inventories and maintenance records. 3. Traffic accident and count data. There are undoubtedly other departmental uses of this system which will certianly be expanded once the system is in use and its ultimate capabilities are known by staff. It is difficult and probably not accurate to approximate an actual hard dollar amount that will be saved by the department. However, it will provide staff the opportunity to become more efficient and increase their work loads and will decrease a need for expanding any secretarial staff within the department. August 25, 1980 Word Processing Systems (cont'd) Public Works could share a word processor unit with the Community Development Department for the first 1-2 years. This is based upon our present day and short range forcast of workload. However, it is felt that after this time the departmental needs would require a unit for full time use. The systems which were reviewed by' the city are of the stand alone type and would certinaly fit into this type of phasing, but it is my understanding that fragmented purchasing of units may result in higher pricin§ of units. If there is any additional information you may require, please let me know. BOB LEDENDECKER DIRECTOR OF PUBLIC WORKS/ CITY ENGINEER BL:dph DATE: Inter-Corn August~20, 1980 TO: Gary Napper, Administrative Assistant FROM: Royleen A. White, Director of Community Services SUBJECT: WORD PROCESSOR ~('~ The availability of a word processor and printer in the City Clerk's office would greatly assist this Department's operations. There'are many things we handle which lend themselves to the capabilities of a word processor with MICOM's features. I. Routine Communications Memorandums Letters Reports II. Communications Utilizing Sort, Memory, and Edit All Tustin Today Copy League Packets Instructor and Leader Manuals Policies Special Reports Instructor Contracts Form Letters Building Rental Communications Specialized Mailing Lists III. Graphics Capabilities Forms Tickets Flyers Other Promotional Materials IV. Math Package Communications Internal Accounting of Classes Program 'Analyses The items listed under II, III, and IV will be especially productive. For example, often the basic classes and informational copy in Tustin Today is not changed from issue to issue, just the dates and times. To be able to have this on the memory and only have to retype affected sections would be a tremendous time savings. The same principle applies to many of the items we produce such as league packets, promotional material, manuals, contracts, letters regarding rentals, and instructor agreements. To be able to keep special-interest mailing lists up to date WORD PROCESSOR Page Two August 20, 1980 would be terrific! Likewise, form letters would be done in a fraction of time it now takes. As we must keep accurate records of each person enrolled in each class, fee paid, and whether the patron is a resident or non-resident, the math package would be extremely beneficial. This information is essential to pay contract people, so having it on the mini-computer would be invaluable. (And again, the basic format is standard, while the data input changes each quarter.) If I understand the capabilities of the math package correctly, its computations capacity would save this Department a good number of person hours per year. I anticipate this feature would free one of the Recreation Supervisors from.wasteful hours now spent in a bookkeeping function. The Graphics capabilities would greatly enhance many of our forms and promotional items, saving set-up time that is now done manually. Often our materials must be redone because they jest didn't look right on the page; an automatic set-up would be terrific! RAW:ss DATE: THRU: T0: FROM: SUBJECT: August 15, 1980 City Administrator Inter-eom Honorable Mayor and City Council Mary E. Wynn, City Clerk Justification for a Word Processor A Word Processor would enable the City Clerk's office to produce written communication at a higher speed and lower cost, with more accuracy and less work. The first and most important application of a Word Processor would be for Council proceedings. For each Council meeting it would be used for the following: 1. Agendas 2. Action Agendas 3. Minutes of Council meetings 4. Certifications for Resolutions and Ordinances 5. Minute Orders 6. Action form for the meetings Other uses would be for the following: 1. Updating the schedule of Committees whenever someone is appointed to one of the many committees. 2. Form letters for Claims and Summons and Complaints. 3. Work at election time for 6 months every two years and more often if a special election is called. 4. Master list of filing guide, containing headings and sub-headings and numerical designations, which is updated periodically. 5. Statistical and informational hand-out sheets which are updated about every 6 months. 6. Updating the City Code. The complete Code could be put on the Word Processor and then changed everytime an Ordinance is passed amending the Code. 7. Form letters for recordation of deeds, release of bonds, annexations and correspondence. 8. Correspondence in general. in addition to saving much time in retyping all of the above, proofreading will be at least cut in half. The addition of this machine to our office would be well worth the expenditure. Mary E. Wynn City Clerk Attachments "B" Date: August 22, 1980 .4 'SYST5~ INSTBLTATION $ 23,800 25,800 49,600 4,600 125 3,384 4,504 .860 738 $ 63,811 3,829 $ 67,640 2 Micc~ units 2 M_icon units with widetrack printer Sub-total 4 Software packages (math, sort, rec. proc.) 1 Startup Kit 2 Single sheet feeders 2 Dual sheet feeders 2 Widetrack acoustical covers 2 Dual acoustical covers Sales Tax Total $ 7,152 $ 74,792 Installation $ 900 Freight 100 1 Year Mtn. 5,252 Supplies 900 60 disks $468 5 doz. ribbons $200 18 printwheels $153 Total GRAND TOTAL * Cost per station $ 18,698 $ 7,152 Page 1 of 2 Date: August 22, 1980 4 Sysi.k~v~ IN 1980 23,800 25,800 4,600 125 3,384 4,504 860 738 63,811 3,829 67,640 7,152 $ 74,792 2Micc~units 2 Micc~unitswithwidetrackprinter 4 Software packages (math, sort, rec. proc.) 1 StartupKit 2 Single sheet feeders 2 Dual sheet feeders 2 Widetrack acoustical covers 2 Dual acoustical covers Sales Tax Total GRAND TOTAL Installation $ 900 Freight 100 1 Year Mtn. 5,252 Supplies 900 60 disks $468 5 doz. ribbons $200 18 printwheels $153 $ 7,152 II. 13,500 2,000 2,252 369 18,121 1,088 19,209 1,744 20,953 2,095 1 SYST~/~IN 1981 1Micomunit 1 Software package 1 Dual sheet feeder 1Acoustical cover Sales Tax To~al Sub-total 10% inflation GRAND TOTAL Installation $ 225 Freight 25 1 Year MLn. 1,310 Supplies 184 10 disks $83 1 doz. ribbons $40 5 Printwheels $50 $ 1,744 Page 2 of 2 III. 2 SYSTEMS IN 1982 $ 25,800 4,000 3,384 738 $ 33,922 2,036 $ 35,958 $ 3,379 $ 39,337 7,868 $ 47,205 2 Micom units 2 Software packages 2 Single sheet fcc~ders 2 Acoustical covers Sub-total Sales Tax Installation Freight 1 Year Mtn. Supplies 20 disks $166 2 doz. ribbons $80 10 printwheels $85 20% inflation GRAND TOTAL $ 45O 50 2,528 351 $ 3,379 I. $ 74,792 II. 23,048 III. 47,205 $ 145,045 3 YEAR GRkND TOTAL * Cost per station $ 20,721 Date: August 22, 1980 7 SYST~I~_ INSTATJATION $ 54,500 23,800 78,300 8,050 125 6,768 6,756 86O 1,845 $ 102,704 6,163 $ 108,867 5Micc~units 2Micomunits with widetrack printer Sub-total 7 Software packages (math, sort, rec~ proc.) 1 Startup Kit 4 Single sheet feeders 3 Dual sheet feeders 2 Widetrack acoustical covers 5 Regular acoustical covers Sales Tax Total $ 12,255 $ 121,122 Installation $ 1,575 Freight 175 1 Year Mtn. 9,090 Supplies 1,415 100 disks $ 735 8 doz. ribbons $ 320 23 printwheels $ 280 Total $ 12,255 GRAND TOTAL * Cost per station $ 17,303 configurations The MICOM 2001 word processing sys- tem has been designed to fit conveniently into exisling office environments. The MICO,'V12001 includes three anractive units that may be built into a desk or used free-standing. These units are: 1. The operating console wi~h keyboard and CRT unit: 2. Th.e high-quality electronic character printer: and. 3. TheconS°le containing the electronics of the system, a power supply and floppy disc drives. Operating console The keyboard contains conventional lypewriter keys and a number of special function keys. These have been oplimized for maximum versatility without demand- ing too much from the operator. The screen displays 31 lines of 80 characters. 3 of which are control lines. The system is capable of extending to 2.50 characters wide. 94 lines long. or a combination lhereof. Using the scrolling feature, the screen can be made to display any part of such width and length. Electronic character printer The quiet, high speed electronic printer is capable of printing information from the screen, the floppy disc or keyboard. Character and line spacing are adjustable and a wide range of typeslyles may be used simply by changing the "daisy" prinlwheel. With only seven mo,,ing parts. the printer is very reliable. Console The console contain5 the central proces- sing unit. the system's po,.,.er supply and one or ~.vo floppy disc dri,.e units, which can be used together or independently. Each floppy disc can store up to 300.000 characters. Access to anv recorded item is virtually instantaneous. Attachments "C" lnpul Input information is derived from: 1. The keyboard, with the operator key- lng commands and lyping subsequent information, from either dictation or hand-written documents. 2. Information stored on floppy discs. SimUltaneous input/output While information from the floppy disc is being printed, all keyboard and floppy disc functions can be resumed for other tasks. This enables the operator to pre- pare. for instance, a new text during printer output. MICOM TEXT EDITOR APPLICATIONS - STANDAILD: STAND.~RD cont'd: Routine Correspondence Text Editing Fol-m Letters Legal Continuous Printed Financial Report Accounting Ledgers Lists (alphabetical and/or numerical) Draft Manuscripts Reports Manuals, Catalogues Data Storage and Retrieval Patient Records Billing Information Contributors' History Personnel Profiles Document Storage & Retrieval Legal Papers Wills Real Estate Corporate Litigation Domestic Relations Engineering Specifications Reports Flow Charts Nine-Column Format Graphics (organizational charts/graphs) Wide Documents Technical Typing Statistical Typing Document Sort - Field of Information to Nine Levels OPTIONS: Micom to Computer Communications Desk-to-Desk Communications Mathmatic Capabilities Computer Input Terminal MAJOR FEATURES OF MICOM 2001 SYSTEM Distributed Word Processing Concept Modular System Design (Satelites).. Excellent Price/Value Relationship Full Range of Standard Text Editing Capabilities including: Decimal Alignment Automatic Centering Auto Indenting Justification Underlining Insert/Delete Running Headers and Footers Library Character String Search & Duplicate Global Search & Replace Glossary Vertical Column Movement Alpha/Numeric Sort (up to nine categories) Repagination Footnoting Paragraph Assembly Multiprogramming Allows Simultaneous Input/Output Reproduction, Distrib~ti6~, Storage and Retrieval' Superscripts & Subscripts graphics mode Flexible Formatting Capabilities Multiple Column Word - (Multi-Lingual) Word Wrap-Around & Hyphenation Routine Scrolling - Horizontally & Vertically Variable Horizontal & Vertical Spacing Capitalize Mode Bold Printing Indexing Forms Mode Live Keyboard - Simultaneous Input & Printing Conversion Procedures Simplified Training Hardware: Bi-directional Qume Printer CRT - 31 lines - 28 lines for Text 64,000 Bytes of Internal Memory in Microcomputer Options: Photocomposing Interface OCR Interface Communication Mode Wide carriage Printer (28~) Automatic Single Sheet Feeding Continuous Forms Math Program Full Disk Sort