Monday evening, two recommendations were approved by town councillors to spend $102,000 and $110,000, respectively, for a new information system and new IT infrastructure.
Town CAO John Enns-Wind explained the municipal information system is the database in which administration keeps track of everything from journal entries to pet licenses. The current system, Central Business Enterprise System, is dated and fragile, said Enns-Wind.
"It takes a lot of intensity to operate it, sometimes you have to make two entries," he said. "The system we want to go to is a lot more productive and efficient, a lot more stable, there's a lot more support to it. We'll have some productivity gains and some communication gains with that."
Recommended was a system from Vadim Software, a Canadian company that is a leading developer of integrated financial and asset management software for municipalities, local governments, and utility companies throughout Canada and the United States. Vadim is also used by more than 25 communities in Saskatchewan, including the City of North Battleford.
Councillor Susan McLean Tady, speaking on behalf of the administration committee that discussed the several options available, said she has used the software herself and described it as user friendly.
"It's going to cover all our bases and then more than we have now. It's very comprehensive," she said.
When asked by Mayor Derek Mahon if the current system could be considered "archaic," McLean Tady, a former Town Hall emplohyee, responded, "Well, it is well-suited to our image of the Town of Battleford – historic."
In his report, Enns-Wind stated the new system will increase productivity through automation of entries, no double entries, greater report generation and better resident experience through self-service access to scheduling of public space, tax certificates, tax accounts, utility accounts and more. Town Hall will also be able to email notifications and bills directly to residents.
Once it's up and running, said Enns-Wind, residents can sign up with email address and access and update information and many issues that currently involve numerous phone calls can be dealt with through the website.
"But that's not going to happen over night," he added.
The Town has asked to have work start June 1, but it will probably be July or August before the whole system is implemented, depending on how the conversion of data goes. There will also have to be staff training, said Enns-Wind.
Along with a new data system, the Town needs an infrastructure overhaul. Council approved a recommendation to enter into an agreement with Anchor Managed Solutions, with its office in Saskatoon and local resident Andrew Ouellette one of its three principals, to provide new IT infrastructure. Anchor Managed Solutions was one of nine respondents to the Town's RFP and was the best solution for Battleford's current situation, said Enns-Wind.
"Based on the flexibility of support offered by Anchor, its understanding of our needs and challenges, and its competitive pricing, Anchor is recommended as the preferred vendor," wrote Enns-Wind in his report.
The cost of implementing a new IT infrastructure will be approximately $110,000 with Internet fees and annual support costs of approximately $20,000 to $25,000 per year, reported Enns-Wind. The return, he said, is increased productivity with greater communication between its six locations, increased security reducing the Town’s exposure to unnecessary risk and greater capacity.
In his report, Enns-Wind stated the IT infrastructure of the Town is inadequate, obsolete and no longer under warrantee.
"Currently, should information be needed by the Parks and Rec office, as an example, the superintendent has to drive to the Town Hall, ask for the information, and then it is printed: this has happened a few times per day," Enns-Wind reported.
"There is no connectivity between the various Town offices resulting in less than expected productivity. Further, the security of the Town's IT infrastructure is not up to industry standards and could be exploited."
Mayor Derek Mahon said there has been discussion on upgrading the system for a number of years.
