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HomeMy WebLinkAboutComputer Advisory Committee 6/13/1977 - 11/26/1979MINUTES nV THE MEC �t� l TING � Computer Advisor:' Committee November 26, 1979 r KOsenperg _.r---• .— —.1 ',.r ...... vucu -un gv ... c now, Ulm YVa14 VA' naacaavl a 44 their December 5 meeting to discuss this recommendation and explain it in detail and answer any questions regarding the capabilities of the computer system. This motion was seconded by Herb Levine, and voted all in favor. Audit -sJoan Cutillo advised the Committee that the audit firm had submitted its final draft of the audit report and management letter, and told the Committee that any comments or exceptions should be given; prior to next week's meeting of the town manager, selectmen, and audit firm. Various ,points under the data processing section were discussed, and Herb Levine brought up the last item, Organization. This was discussed at length by the Committee, with the consensusbeing that this point should be emphasized, that there be given serious consideration to -1-` MINUTES OF THE MEETII Computer Adytsory co, November 26, 1979 Audit (continued) c " moved that and the Fi would like pointsdenL letter, wi by Ed Rose Printer - Ms. Dubuc IG imittee tralizing"the data processing function. Herb Levine letter be sent to the Board of Selectmen, Town Manager, om'informing them that the Computer Advisory Committee o sit down with them as soon as possible to discuss the rated in the data processing section of the management special emphasis on the Organization aspect. Seconded l erg, voted all in :favor. eviewed with the committee continuing Droblems with the problems experienced since its dissatisfaction with the perfc the LP2 model towards the pure as other departments come on the monthly maintenance charge SoftwarelSubscription Service (for Syst he has not been able to discus and Herb Levine asked what we Action will be tabled on this from DBS. Phase III - Discussion on request of DB Joan Cutillo discussed; the int and Accountant's functions, an will meet with Town Accountant list offunctions and output r by committee members, John Mar Town Manager that he send his and that by January 15 1980,; of output reports required; an discuss this, when the listing voted all in favor. Next Meeting - will be posted for Decem :gamy vur cump,rece ing for full credit on LPM,printer called for so ask for credit for wager uePL. - ms. uuouc reported that the water department has keyed in all but one half of a residential route and a commercial route. Meeting adjourned at 11:10 p.m.' Minutes approved' (date) -nt—, (Clerk) Copies to: Town Clerk TownlManager/Selectmen -2- ","W04"aw, . MINUTES OF THE MEETING Computer Advisory`Colmnittee November 12, 1979( Present: Diane Dubuc, W. Howard rHeaton, ,'Edward 'Rosenberg, and William Metropulos Meeting opened at 8:00 p.m. Since there was not a quorum of voting members, a workshop meeting was held. The following items were discussed: Printer - Ms. Dubuc reported that problems continue with the printer (Model bl P91 Ano Mrrnnanio of nini+ni Riicinace Cvc+omc (nRC1 onlvicaA tic to put together a report of problems that we have had with the printer since delivery, and then submit that to him with a cover letter expressing our 'dissatisfaction with the printer. As Ms. Dubuc understands him, it is his intention to replace our printer with a brand new one, however, it would still be an LP2. The committee mem- bers discussed receiving full credit for our LP2, and possibly up -grading the printer to the 300°LPM model, bid as an option for when the other departments started coming on line. Ms. Dubuc has prepared a report giving :a history of service calls and Pother problems we've had with the LP2.. The draft of the cover letter was discussed; and will be finalized at the next meeting.; Light Dept. Software - A final list has been submitted to DBS for any software bugs or revisions needed. DBS has indicated rewriting parts of the billing program for faster processing,' and will incorporate the re- visions when the re -write is done. Water Dept. Software - Approximately 70% of the data base is keyed in at this time. The programs are all loaded and awaiting completion of the data base. D. Dubuc and T. Wentzell from the Light Department have I been assisting C. Bregnard from the Water Department as time ;permits. This should be finished soon. System Software Subscription Service - In a letter dated November 6, Joe McGona- gle from DBS is requesting that we indicate whether we wish to subscribe E to a system software subscription service, which would provide for the corrections and enhancements to ROOS from Data General via DBS at a cost of $250 per 6 mos. There was discussion on this, and Howard Heaton will check into this further. Phase III;- Joe McGonagle has requested in a letter dated November 5, 1979, official authorization to perform Phase: III, as well as implementation guidelines describing the sequence of departmental implementation and within each department the areas or functions to be performed. This will be dis- cussed at the next meeting with a quorum present. Phase II - Another item in Mr. McGonagle's November 5 letter was a request that the originally -agreed upon $4,000 price reduction for concurrent Water Department design and implementation be changed to $2,000, based on the :fact that only 20% of the Water Department's data base had been keyed in. There was discussion on this by members. Ms. Dubuc pointed out that the Water Dept. data base was now 70% keyed in, and it was expected that it would be finished shortly. Also noted was the fact that DBS's most re- cent bill did not reflect this increase. No further action taken at this time. ��� MINUTES OF THE MEETING ComputerAdvisory Meeting November '12, 1979 Page 2 Revaluation Specifications - The specs drawn up by the Board of, Assessors for revaluation were discussed. A copy had been sent to DBS for comments; Joe McGonagle was confused as to the wording.; He suggested that the ;specs include a phrase calling; for data to be 'provided in "machine readable format". Committee member Ed Rosenberg will draft up some wording which might be recommended to the Assessors (this could be sent as an addendum). Christmas' Party - Since the town 'did not include money in the budget this year for a Board and Committee dinner, these members may attend the town employees' party on Dec. 6 atGHeather 'Hill Country Hill (at their own expense). The next meeting 'date was set for November 26 at 8 p.m. Minutes Approved '`�J, o?(,L /q7j(date) (clerk) Copies to; Town Clerk Town Manager/Selectmen MEMORANDUM June 8, 1979 T0: Board of Light Commissioners' FROM:: Light; Department Office Manager SUBJECT: Status Report The following is a report of our activity from Friday, June l to date:' June t - The system was down.most of the day (until'4 p.m.) while the programmers tried to pin down the problem with rebuilding ,the Accounts Receivable index file. We used the ti -me to work on our delinquent accounts, something we had not been able to do while we were were putting the time into the billing and;post- ing programs. When DBS notified us at 4 p.m. that the system was back upi e' did` start posting the May 29 cash. Also, I ran final registers for 6 routes previously billed. June 4 - We started posting cash on )three terminals (the remainder of May 29's receipts, May 30 and May 31). There was 'another "end of file" message, and 'DBS worked on this for us. Bills were printed and mailed, Ju n rach thrnii als June i6 - The end -of -mc was the smoot out of balanc justed, and t new version c index files, DBS recommenc 1 the end: of May, we ran ''.ATB's for ainst the control book. Bil)s were J.' s completed about mid-morning, and only one account in the computer was voiding 'bug. This account was ad - nth clearing was done. DBS used a It .was a new vc,:aivn, �uia.. wao uviic, unu awc tvuiiu -.,u vi..IIH.o. June 7 - The books proved for May 31, so we proceeded with posting cash on all four terminals for June 1, ;4, 5, and 6. For these four days, there were about 1200 receipts. When the cash was posted, billing was started on available terminals`. Bills mailed. June 8 - A new program was used for the first time: File Optimization. Previously,'' we had been doing this manually when an "end of file was reached. Now, this will be run each evening after the day's ; work, and should eliminate the delays of having to rebuild the working file indices (which fill up quite quickly at our catchup pace). Also, an automated "End of-month"'clearing program is now in place which will enable us to clear our own files at the end of each billing cycle.': This should speed things up, as DBS will not ;have to rdo this for us each time, The June 7's ,cash was posted, and as of 3:30 we had billed about 20 more routes and 'run the preliminar registers on them. Bills mailed.' We will be working Saturday on billing also. Copies to Town Manager Computer Advisory (Committee COMPUTER ADVISORY COMMITTEE Minutes of the Meeting August 28, 1978 Present: James Blake, John Maragnano, Howard Heaton, and Diane Dubuc Diane Dubuc reviewed progress (or lack thereof) of loading customer data base. She reported that the 'machine had gone down August 21, that, DBS felt it was a`telephone com- pany problem, and it was being worked on. it was noted that Mr. McGonagle was on vacation during this time. Committee member John Maragnano,'suggested a test to deter- mine that it was in fact not the CRT to eliminate that pos- sibility before looking further. This will be done 'tomorrow. Next meeting set for September '11 at 8:00 p.m. Minutes Approved Clerk COMPUTER ADVISORY COMMITTEE Minutes of the Meeting F" August 28, 1978 Present: James Blake, ,John Maragnano, Howard Heaton, and Diane Dubuc Diane Dubuc reviewed progress (or lack thereof) of loading customer data base.She reported that the machine had gone down August 21, that DBS felt it was a telephone com- pany problem, and it was being worked on. It was noted that Mr. McGonagle was on vacation during this time. Committee member John Maragnano suggested a test to deter- mine that it was in fact not the CRT to eliminate that,pos- sibility before looking further. This will be done tomorrow. Next meeting set for September 11 at 8:00 p.m. ;E Minutes Approved o�� w o oCz i Clerk COMPUTER ADVISORY COMMITTEE Minutes of the Meeting rt July 10 1978' Present: Diane Dubuc, Howard Heaton, Herbert Levine, and John Maragnano. Meeting opened at 8:10 p.m. Committee members discussed Phase 3 ownership for software. Memberspresent agreed that the contract provision relating to this should be left as originally submitted by DBS. Diane Dubuc updated committee members on the ;present situa- tion in the Light Department. The mechanical' billing machine is permanently down i(as of 6-29-78). The gear box is worn beyond repair; replacement' cost is about $2,000. Town Manager William>Metropulos had said that he felt this cost too much to repair when the machine would only be used for a'couple more months, so billing is now being done by hand. Ms. Dubuc noted that it 'takes three girls all day, to do; by hand what was done on the machine by one;girl.in a day. Joe McGonagle of Digital Business Systems has been in contact with committee member Howard Heaton and the Light Department office to expedite implementation of the computer system. l He reported the following: the telephone cline between-MMED and DBS's Reading 'office has been ordered, and should be installed in Mansfield the week of July 17' A terminal will be installed at Mansfield so that bills may be keyed in to Reading for pro- cessing '(once ;program is.written) to alleviate the ;immediate situation. In order to build the data base (set up customer files) it was 'determined by DBS that 4500 accounts would take approximately 3k - 5 minutes each, totalling 262 - 375 hours of keying. This could be started around July, 13 in Reading, working from the meter books, with Mansfield personnel proof- reading to insure accuracy. Mr. McGonagle said the ;charge for this would be $9 per hour.' (Howard Heaton is to contact DBS to see if this rate can be lowered.) Once the terminal is in- stalled at Mansfield, keying in of the customer accounts can be done from both locations. Mr. McGonagle also suggested' there may be a possibility; of putting a printer in Mansfield so that the bills may be run off here. 'Until that time,.meter books could be picked up and bills dropped off every 3 days, checked for accuracy and mailed from Mansfield. He 'expected if all went smoothly that a test billing program could be run in Reading around July 31 or August 1, and that billing could be started on the computer 'r around August 7 or 14. Forms and various rate ;questions will be worked out with the Light De- partment. i This committee will task to be on the Light Commissioners' (; agenda July 17 at 8:15 to bring the Board up to date on the situation and answer any questions. Meeting adjourned at 9:15 P.M. Minutes Approved / 19-2d4- J Clerk f1 �y It COMPUTER ADVISORY COMMITTEE Minutes of the Meeting July 10, 1978 Present: Diane Dubuc, Howard Heaton, Herbert Levine, and John Maragnano. Meeting', opened at 8:10 p.m. Committee members discussed Phase 3 ownership for software. Memberspresent agreed that the contract provision relating to this should be left as originally submitted by DBS. Diane Dubuc updated' committee members on the present situa- tion in the Light Department. The mechanical billing machine is permanently down (as of 6-29-78). The gear box is worn beyond repair; replacement cost is about $2,000. Town Manager William Metropulos had said that he felt this cost itoo much to repair when the machine would, only be used for a couple more months, so billing is now being done by hand. IMs. Dubuc noted that it takes three girls all day to do by hand what was done on the machine by one; girl in a day. Joe McGonagle of Digital Business Systems has been in contact with committee member Howard Heaton and the Light Department office to expedite implementation of the computer system.` He l reported the following: the telephone 'line between'MMED and DBS's Reading office has been ordered, and should be installed in Mansfield the week of July 17 A terminal will be installed` at Mansfield so that bills may be keyed in to Reading for pro- cessing !(once ;program is.written) to alleviate the immediate situation. In order to build the data base (set up customer files) it was determined by DBS that 4500 accounts would take approximately 3k - 5 minutes each, totalling ,262 - 375 hours of keying. This could be 'started around July; 13 in Reading, working, from the meter books, with Mansfield personnel proof- reading to insure accuracy. Mr. McGonagle said the charge for this would be $9 per hour. (Howard Heaton is to contact DBS to see if this rate can be lowered.) Once the terminal is in- stalled at Mansfield, keying in of the customer accounts can be done from both locations. Mr'. McGonagle also suggested there may be a possibility of putting a printer in Mansfield so that the bills may be run off here. Until that time, meter books could be picked up and bills dropped off every 3 days, checked for accuracy and mailed from Mansfield. He expected if all went smoothly that a test billing program could be 'tun in Reading around July 31 or August 1, :and that billing could be started on the computer around August 7 or 14. Forms and various' rate questions will be worked out with the Light De- partment. This committee will ask to be on the Light Commissioners' agenda July 17 at 8:15 to bring the Board up to date on the situation and answer any ;questions. Meeting adjourned at 9:15 P.M. Minutes Approved Clerk ho COMPUTER ADVISORY COMMITTEE Minutes of the Meeting .lune 19, 1978 Present: All members, Joe McGonagle and John Miller of DBS Meeting called to order at 8 p.m. Joe McGonaglereported that he has had two meetings on system design ;so far. The last one on June 14 had been with. John Miller and MMED personnel regarding rate struc— ture and meters. He noted that there are few deviances from his PUBS system, and that the design on the electric billing system will be finished in about two weeks. Mr. McGonagle said that he would finish work on the electric before: starting on the water and sewer billing. The hard- ware has been ordered (no ''installation 'date from Data General yet) and so has the telephone line. When the line is installed, in about 4 5 weeks, a terminal will be in- stalled at Mansfield,'and>:the information can begin to be "loaded" from Mansfield to Reading. Mr. McGonagle gave the committee the preliminary schedule. He noted that there were no; provisions for va— cations, There was further discussion about thetelephone line. Committee members discussed a request from the Selectmen to meet with them and the FinCom to discuss an audit that the FinCom proposes be done before computerization.' The type of audit was discussed, and it was noted that `la "ma— nagement" audit could hold up Phase 3.' A meeting has been set for June 28 to discuss this with the Selectmen and Fin - Com. I The following items were discussed regarding the DBS con— tract agreement submitted to the Town for review: Page. �� 1 2 - 10th line down - delete "Data General" ..:... Page 2: c. - discussion regarding the sole ownership of Phase 3 by the Town of Mansfield. Members of the committee said that it was their un— derstanding that nderstanding'that Phase 3 would be the sole' property of the Town of Mansfield, not to be jointly owned by DBS. Mr, McGonagle said that ;the only parts of Phase 3 that would be designed from scratch for Mansfield would be the census and tax billing programs, There was discussion of the town receiving royalties for Phase 3 from future 'sales.' However, Mr. McGonagle indicated be had not intended sole ownership by the 'town, and was not receptive to the idea of paying royalties to the town. -1 COMPUTER ADVISORY COMMITTEE Minutes of the Meeting June 19, 1978 Page 2 Mr. McGonagle said that he would consider breaking down "ownership" by components, Wand again stated that the only two parts he would be developing from scratch is tax billing and census. Page 2 d. - 5th line down, after "persons".';.except those 'customer auditors or committees who have a need to know that information to properly perform their functions for the Town of Mansfield". Also on the 5th line, after"program code" add..."Except those already in the public domain".' Page 2 'f. - question about how this section related to performance bond. herb Levine discussed putting in final dates (mutually agreed upon), and that these dates be tied into Schedules A and B at the end of the agreement. Requirement of performance bond discussed. Mrs. Cutillo:noted that the Town Bylaws required a performance bond in the entire amount of the contract. Page 3 jg. 2nd line, change "DBS Distribution System" to PUBS. Page 4 h. - add "and Town of Mansfield" at end of Item h. Page 4 3. - again,change "DBS' Distribution System" to PUBS.- Page 4 :3a.- 'beginning of third line, add "Town of Mansfield" Schedule A - last item, Software Implementation" - add "and acceptance and/or ,production use by Town of Mansfield." Jim Blake discussed the hardware''configuration. The line print- er has been changed to a 180 cps: one from the 165 cps. Mr. McGonagle will change Schedule C to reflect the changes from the original bid and what has actually; been ordered. The bid summary page will be taken out of the agreement. Schedule B - Phases 1 and 2 - take out inventory management items - Water Dept. does not need at all, and Electric will not `need 'for about a year. COMPUTER ADVISORY COMMITTEE Minutes of the Meeting June 19 1978 Page 3 The performance bond amount was again discussed. Town Counsel will be consulted :to see if the bond must be for all three phases. Mr. McGonagle said that he would change his figures accordingly for Schedule A. Jim Blake discussed the section relating to cancellation charges and operational upgrades. Herb Levine discussed system design approval and setting a time limit on both DBS and the 'town. Mr. McGonagle said that he 'would prefer if this were to be done,; the town should set the performance criteria. Next meeting set for June 28, 1978, at 7:30 before meeting with Selectmen and FinCom. Mr. McGonagle said that he would work some more on the agree- ment and submit this again. Meeting; adjourned at 10:10 p.m. i Minutes Approved Clerk 49C , o COMPUTER ADVISORY COMMITTEE May 8, 1978 Minutes of the Meeting Present: Chairman James Blake, Clerk Diane Hunt Dubuc, Members Joan Cutillo, Herbert Levine, W. Howard Heaton, John Maragnano. Meeting opened at 7:58 p.m. Minutes of March 31 approved, To be sent to Joseph McGonagle, President, Digital Business Systems:' Copy of the April 5 memo from C.A.C. to Selectmen, copy of town charter, and a copy of the Committee's report to Selectmen. Joan Cutillo moved to return the bid deposit to Burroughs Corporation. Seconded by Howard Heaton, voted all in favor.' Discussion about approval of proposed system by state ;Bureau of Accounts. The Committee will meet every Monday evening at 8:00 p.m. Committee attendance was discussed. ' Committee members discussed creation of a vice chairmanship. ,After discussion, Herbert Levine moved to create such a position. Seconded by Howard Heaton. Voted all in favor. After further discussion, Herbert Levine moved that W. Howard Heaton be nominated to be 'vice chairman. r Se- conded by Joan Cutillo,; voted all in favor. Minutes of the March 23 2 4, and 31 meetings were approved on the motion of Herb Levine, seconded by Joan Cutillo, voted all in favor. Joseph McGonagle met with the Committee to discuss implementation. He discussed the chain of command for the lvarious 'departments and the per- sonnnel involved'in each department. He said that hejplanned 'to have a rough draft of the implementation schedule in about two weeks, and that the design ;of the system would take about 6 - 8 weeks. The Committee meeting adjourned at 9:55 p.m. so that Mr. McGonagle could inspect the business machine room where the computer will be located. Minutes Approved i Clerk i COMPUTER ADVISORY COMMITTEE Minutes Of the Meeting March 31, 1978 Present: Chairman James Blake, Clerk Mane Hunt, Members Joan Cutillo, Herbert Levine, W. Howard Heaton, John Maragnano, Light De- partment Director James Hall', and Town Manager William Metro- pulos. Meeting opened at 8:08 p.m. Minutes of March 23 were accepted with corrections - motion by Herbert Levine, seconded by W. Howard Heaton, voted all in favor. Chairman Blake read a copy of a letter from Member Arthur Remillard, copy herewith attached'. Mr. Blake opened the discussion regarding checking of references for bidders. He said that he'had talked to'two people in Chicopee, where Digital Business Systems is in the process of installing a system. He noted that they were dissatisfied that the billing system was not up yet. Diane Hunt also relayed comments from the Acting Data Proceesing Manager at Chicopee (provided as a reference by D.B.S.). It was noted that; the bidder had provided another contact at Chicopee, and that the person we spoke to was not the contact named. Robert Terling at Chicopee said that at this point of the installation he was very "discouraged and disgusted". He said that the contract was signed with D.B.S. in January of 1977, and then he proceeded to give an outline of the installation and the problems <'encountered. The system was to have been running in November of 1977, and as of this date, Chicopee still had not been able to run a billing cycle. Mr. Terling commented that his biggest "gripe" was the response of the vendor'- when there was a problem, the call would be; placed, and it would be days or sometimes weeks before a certain thing was resolved. Ms. Hunt said that after talking with Mr. Terling, she asked Committee Member Howard Heaton ;to talk also to Mr. Terling, because she felt that since she; was not qualified to make a determination on the technical aspects of the equipment and software installation problems, she did not know if the problems en- countered by Chicopee were to be expected in every installation, or if there were more problems than usual. Mr. Heaton reported that he talked to Mr. Terling, and that there were some problems. He said that the representative was taking a couple of days to get out there in response to a problem, then 'would make the; repair or change and leave before the system was tested - it could work, or it could not. Chicopee has been trying to go parallel since August of 1977, and has yet to get through;a billing cycle. It was noted that this could not yet be accomplished because of a problem in the data base that so far has not been able to be straightened out. Mr. Blake said that he also spoke to Mr. Terling, and to his superior, a Mr. Dulard He said that he felt that the only thing directly attributable to the company was the slow response. He said that he feels Chicopee is partly to blame in the way the installation was handled. -1-_ COMPUTER ADVISORY COMMITTEE Minutes of the Meeting March 31, 1978 Page 2 Mr. Levine asked how long the North Attleboro system has been running. Jim Blake noted that the North Attleboro software is not compatible with the system that Mansfield would have. Mr. Levine questioned why the North Attleboro system would be up and running without problems', and why Chicopee would have the problems it is having with response. Mr. Blake replied that D.B.S. does not seem to have the quantity of support required - there would sometimes be a 2 -�3 week response to certain things. ;He said that he felt Mr. McGonagle (president of D.B.S.) was doing the very best he could, that it was basically a one-man company. Also noted was .that D.B.S. proposed a language change during the middle of the installation, which further delayed things. John Maragnano asked if Mr. Blake got any feeling from Chicopee if they had it to do again.... Mr. Blake said the general feeling was that they felt D.B.S. was doing the best they could, but they were dissatisfied. Committee Member Joan Cutillo said that she had talked to the City Of Fall River (supplied asda reference by Burroughs) regarding their Water Utility Billing Program. General comments were that Fall River had en- countered some problems in conversion, as does every installation, but ` that Burroughs has "been right there" as far as support goes.If the local office did not have the answers, the programmers from Pennsylvania would be on the ',phone suggesting possible remedies until the "bug" was worked out. Fall River is very satisfied with Burroughs' service. Mrs. Cutillo asked how it could be justified going with the higher bid. Mr. Blake said that depending on how you looked at it, Digital Business Systems could be considered low. Also discussed was the type of contract to be drawn up. Mrs. Cutillo moved to release all the 'bid bonds with the exception of Burroughs and Digital Business Systems, and ask those two bidders to ex- tend the award date 30 days. Seconded by Diane Hunt, voted 5-1 (James Blake opposed). After further discussion, Mrs. Cutillo moved to recommend the award of Phases I - III to Burroughs Corporation for the data processing system. Seconded by Diane Hunt.' Motion defeated: 2 in favor (Cutillo and Hunt) 3 opposed (Heaton, Maragnano, and Levine). Herbert Levine moved that the Committee recommend that the bid for the system be awarded to Digital Business Systems with the recommendation that the town not accept any hardware or pay for the ,majority of the software until Phase I, has been tested to the satisfaction and the bench- marks of the town of Mansfield were met; and further that software and hardware for Phases 2'and 3 not be paid for by the Town of Mansfield until such benchmarks for those two phases are approved by the Town of Mansfield.' -2- COMPUTER ADVISORY COMMITTEE Minutes of the Meeting March 31, 1978 Page 3 Motion seconded by W. Howard Heaton. Vote: 4-1(Hunt'opposed)*- 0 (Blake abstained as chairman). (*changed by subsequent vote) The Committee discussed setting benchmarks. Mr. Blake noted that the sup- port of the Committee was more important now to insure the success of the project. The total costs Phases 1 - 3 were reviewed: ;$131,485 total for Burroughs, and $144,110 for Digital Business Systems (according to spread sheet prepared by Mr. Blake). Also discussed was the committee's justification for its recommendation: 1. Ownership of Phase 3 software 2. Burroughs' file backup not as specified. 3. Nearest backup when machine is down: DigitalBusiness Systems- North Attleboro; for Burroughs - Fall River 4. Dedicated telephone line - for program adjustments made from D.B.S. office over the phone to Mansfield 5. Load Management - prices included in D.B.S. bid, not in Burroughs 6. Source code - with Digital Business Systems bid 7. Intergrated files - D.B.S. - yes; Burroughs questionable 8. 'Conversational 'ability ;- D.B.S. yes, more so than Burroughs 9. Education of personnel (formal classroom training in'Connecti- cut for Burroughs); on-the-site training with DB.S. less cost It was noted that the committee is making a "conditional" recommendation. The Town Manager; asked that the costs for Phases 2 and 3 be broken out. It was noted that it would be about $40,000. Mr. Blake said that he would entertain a motion to make the Committee's vote on the recommendation a unanimous vote. Motion by Joan Cutillo, seconded by Diane Hunt, that the vote ,be recorded as unanimous. Voted all in favor. There being no further business, the meeting adjourned at 10:30 p.m.` Minutes Approved Diane Dubuc, Clerk -3- THE COMMONWEALTH OF MASSACHUSETTS MANSF,F TOWN OF MANSFIELD pQ .�o ucri;, MASSACEMS=S iy,, c" r• � o Y OFFICE OF TOWN CLERK AND ACCOUNTANT V 9 *9Sy 0 A$ A A roWN ARTHUR A. REMILLARD March 31, 1978 MEMORANDUM TO: Mr. James Blake, Chairman, and Members of the Computer Advisory Committee FROM: Arthur A. Remillard Because of a'previous commitment, I will be unable to attend the meeting scheduled for Friday evening. � E However, I am requesting that this letter be read into the record [I of tonight's meeting,rescinding my vote of last week to designate Digital Business Systems as the bidder of preference. I am also requesting that the committee reconsider its vote of last week, and that information obtained from references of Digital Business Systems be considered before 'a final vote is taken regarding the Committee's recommendation to the Board of Selectmen and Town Manager. �t hr A. Remi F R F 61 COMPUTER ADVISORY COMMITTEE Minutes of the Meeting March 27, 1978 Present: Chairman James Blake, Clerk Diane Hunt, Members Herbert ` Levine, Joan Cutillo, Arthur Remillard, John Maragnano, and W. Howard Heaton. Meeting opened at 8:40 p.m. This was the third of the interviews with the three low bidders on the data processing system bid received on March 6, 1978. Digital`Business Systems, Inc..- Present were Joseph 'McGonagle, Jr., president, -and John Miller. Chairman James 'Blake gave Mr. McGonagle the background on the town ' meeting procedure, and informed him that the other two low bidders are Burroughs and Business Systems Research. Mr. McGonagle gave some background on'D.B.S. - he is the president,: it is a Massachusetts corporation, the company is 31-, years old. He said that 90% of his customers are first-time users of data pro- cessing. He discussed the PUBS (Public 'Utility ,Billing System) now in use in North Attleboro (7,500customers) and Chicopee (22,500 customers) for the light departments. It was _noted _that the hardware is Data General's Nova model. Question 1. - For Phases 2 and 3 - "None". Mr. McGonagle said that he has never been involved in any programs with encumbered funding or tax questions. However, he has spent the last year and a%half looking into this ;and has'a good idea what is required. He has no "on -order" clients for Phases 2 and 3 at this time. He said that his area of expertise is designing and installing a system. Question 2. - There would be some modifications to the electric billing program, such as rate structure, bill format. However, 80 - 85% of it has been previously designed for Chicopee, which he 'designed from 'scratch.` Mr. McGonagle commented that his company's philosophy was to have the customer operating independently, being self-sufficient. Herbert Levine asked if the system were conversational. Mr. McGonagle said yes, it is totally interactive. Mr. Levine also noted that Phases I and II were similar and asked about the possibility of integrating them. Mr. McGonagle told the committee that under the PUBS programs, both electric and water could share the same files. It was noted that there ;would be about a $4,000 savings if both were installed at the same time. E -1- E 1 COMPUTER ADVISORY COMMITTEE Minutes of the Meeting March 27, 1978 Digital Business Systems Interview Page 2 Mr. McGonagle reviewed his implementation schedule, as attached. He noted that a dedicated telephone line would link the town's computer' to his office so that program changes could be made directly from there. This would be left connected for 3 - 4 months to allow for de -bugging the programs:' A Di itial Business System close to the Town of Mansfield is the George Cauld9well Company in Stoughton,'a water works supplier. Mr. Levine asked if when the program for Phase III was written, would the ownership for this remain with the town? Mr. McGonagle said it could. It was noted that Mr. John'Miller, who is employed by the Town Of North Attleboro Light Department, is apart -time staff member for Digital Business; Systems. Howard Heaton asked about the language. Mr. McGonagle said that it was "business basic", and English language oriented system. Mr. Mc- Gonagle also discussed the "Create" feature, which would allow the user to define reports wanted - set up the headings, information needed, etc. and run off their own reports as required. Question 4. - Mr. McGonagle said that there would be no additional cost for customization. Mr. Levine asked if the town wanted something above and beyond the scope of the contract, how would; this be handled? Mr. McGonagle said that the work would be defined, and it would be on a fixed-price contract. Question 5. - Mr. McGonagle said that if ordered May 1, the hardware could be here May;. 2. He said that may be a slight ex- aggeration, but usually ;they can move faster than the customer can be ready to receive.. It was noted that the contract could be 'terminated by either party up until the end of Phase I (Systems De- signs and File Conversion - D.B.S.'s Phase I, not the town's). NOTE: see attached for explanation of D.B.S.'s phases. Data General's newly -announced disc drive was rdiscussed. (Twice the disc at $200 less; original bid is on another disc) Number 7. Mr. McGonagle said that he does not make his annual report available. I Committee members questioned Mr. McGonagle about "hand -holding" during installation. _Mr. McGonagle said that his was a customer -service oriented company, and that there was aiphone line open 16 hours a day, 6 days.a week for emergencies. -2- P J i CD N t+ m 1 N W O N .A (D 3 m -G N\ 0 1G (D a H 'i VI w •O. N O• w C ;C+ R 0-> r. J• N j t0 'N D:R° (D 0 4 (D 7 : l<Z O to (+ C B (0 ;a w H r W m -1%° a m R- < O � c= ,.N -0 w cwi• � '. 7C' m :h O 7 3 C+ P, h J. O q( 2 V N N 0 7 O -5 O c+ w i O O.(n 0-n (D f+ `� w. ct 3 f .-5 : co lC+ rro v m �..� (D 1n J. O-; -5 m w C (D 9 N r- -S(+ J. w — t+ -5 SO O G S 7J.'. 8 - m w H c+....... m O J Q ....i 0 m O 0.. to: 0 O (D 7.. al ' fp (D b H �-r C w n w = m r < + tro w y ...r. 3 O a m Cni N "f 0 <<'O O ¢e 0 m w IZ T s w w '. m W w J.10 (D N u 7 p n '� (O"f to O to I (D y -T _ V to J. � H O Z W n N a 'O O N-S O ((D --5 I C. O p'h h. 0 w• K i J, < 0-• p w (D fi N m5 (o o ,0 J. p � -- I i i r ' w=(D w < 0(D0 O nn J. -5 w f o n o n w p N H s H ty h J• 0 nom. (D O n w v ' o o `+ N `< (D C+ N (h :I's -S i G C -0 +•o :3 CDC J J J p. (D N J r = r CD Q-U:l 0 n n(D � c1' w n (D nAV7 Na +,-0 -p 'J. h (D N w (D w m n F( QO m ;o o , J I 'o I H i . ii co 1. C Z m, II, N }I � m •I Y 4 �Z C -) I I I COMPUTER ADVISORY COMMITTEE Minutes of the Meeting March 27, 1978' Digital Business Systems Interview Page 3 Mrs. Cutillo discussed tax billing and the cash collection system with Mr. McGonagle.) Herb Levine asked Mr. McGonagle why he thought he should get the contract for the data processing system. Mr. McGonagle said that he would design, install, and maintain a computer system for the town of Mansfield. He said that many of his 'clients were first-time users. He said that he would like Mansfield to visit some of his other customers, and stressed again that customer service was very important. The interview was concluded at 10:15 p.m., and the committee members continued discussion of the three low bidders. During this discussion, the consensus of the committee was to eliminate Business Systems Research from consideration. Further discussion regarding Digital Business Systems and Burroughs'. Comments: James Blake - D.B.S. - totally integrated systems Herb Levine - D.B.S. - no annual software license fees - would retain ownership of Phase 3 -'could possibly be sold by town in the future'. Also, impressed with level of dedication by, Mr. McGonagle. Joan Cutillo said that she was impressed by the customization and that he seemed to know: what he was talking about regarding tax collection. She did said that that her only concern was the size of the company.' Mr. Remillard 'agreed with Mrs'. Cutillo. John Maragnano noted that someone within the town would have to take re- sponsibility;for the system. He also felt that an assurance was needed that if D.B.S.takes on several more customers, that they will still be as enthusiastic about their customer 'service. Howard Heaton said that there seemed to be less customer service with a larger company - that'a smaller company was more "hungry" for the business. Diane Hunt expressed concern about the size of the company, and wondered what kind of support would be provided with so few employees. After further discussion, Herb Levine moved that the consensus of the com- mittee be ommitteelbe recorded that the bidder of preference is Digital Business Sys- tems. 'Seconded by Howard Heaton, voted - 6-0, with Diane Hunt abstaining; from the vote.' Light Department Director James Hall and Diane Hunt will contact D.B.S.'s reference - Chicopee`- regarding their experience with them. Meeting adjourned at 11:30 pm. -3- r COMPUTER ADVISORY COMMITTEE March 20 1978 Y VENDOR INTERVIEWS - GENERAL INSTRUCTIONS 1. The Committee would .like to know the names of clients actually up and running on Phase I, 'II and 'III at the present time. 2. Are the programs "off the shelf" to be modified for Mansfield, or will they be completely customized for the town? Will the programs immediately fit Massachusetts municipal needs for Phases I through III without changes? 3. The Committee would like to see complete file layouts, system narratives and documentations, user manuals for each applica- tion, and run instructions. 4. If the programs are to be customized, what will the cost be? 5. If the bid were awarded by May 1, what would your company's implementation plan be? 6. What conversion assistance would be allowed? Is there a charge or no charge? 7. Please provide the committee with your latest annual report. 8. Be prepared :to discuss available maintenance contracts. 9. Do you propose any physical environment changes? What are the costs associated with any such changes? 10. What are the prices for disc packs? Please be prepared to leave any of the above material with 1, the Committee for its review. It will be returned to you upon comple- tion of the selection process.' COMPUTER ADVISORY COMMITTEE Minutes of the :Meeting March 24, 1978 Present: Chairman James Blake, Clerk 'Diane Hunt, Members Joan Cutillo W. Howard Heaton, Herbert Levine, and JohnlMaragnano. Meeting opened at 8:47 p.m. This was the second of the interviews with the three low bidders on the data processing system bid received on March 6, 1978. Business` Systems Research - present were Chris Crane and Bruce Fergu- son. Chairman James Blake reviewed the town meeting procedure and advisedi Business Systems Research of the other two low bidders, Burroughs and Digital Business Systems. The "General Instructions" (attached) were discussed, and the answers to ;specific questions are 'numbered as such, and other questions and discussion are included. Question 1. - Chris Crane answered that the Peabody Light Department and.Town of Concord were clients. Only the Light De- partments were -up - Phase 2 of Concord is for the Tax Collector's office, and Phase 3 for education. Phase 2 and 3 have not yet been done. Mr. Crane said that "just about all" of the programs were "off-the-shelf"; most of them were put together for Peabody. Hardware requirements - Jim Blake asked if there would be any hardware upgrades. Mr. Crane said that more CRT's would be required, and more memory. There was discussion on software regulations' and licenses. Mr. Levine questioned about sharing of files for electric and water/sewer billing, Mr. Crane noted that the town of Peabody had entirely indepen- dent files because of the geographical location of the various departments and also the "politics" involved. Mr. i Levine asked why the additional cost of $8,000 for Phase I for Mansfield if files for electric and water/ sewer could be shared.` Mr. Crane said that the $8,000 cost had "nothing to do with sharing files". Mr. Levine asked if there were presently a system "up and running" for a municipal budget. Mr. Crane said no, that they had the accounts re- ceivable and accounts payable running for electric in Peabody. Mr. 'Levine asked if the programs met Massachusetts municipal requirements. Mr. Crane was not sure; Mrs. Cutillo explained how the 'town treasurer and accountant handle' receipts` for the Light Department in addition to the Light Depart- ment maintaining their own completely 'different set of books as specified by the :Department of Public Utilities. Mr. Crane said that as he under- stands Question 2, then, "yes'- if it .meets specs in 'Peabody and Concord, then it is assumed they would meet Mansfield's". Bruce Ferguson, who wrote` the programs for those two towns said that he did not know if they met Mass. Municipal requirements. He assumed that the specs did.. 1_ COMPUTER ADVISORY COMMITTEE March 20, 1978 VENDOR INTERVIEWS - GENERAL INSTRUCTIONS 1. The Committee would like to know the names of clients actually up and running on Phase I II and III at the present time. 2. Are the programs "off the shelf" to be modified for Mansfield, or will they be completely customized for the town? Will the programs immediately fit Massachusetts municipal needs for Phases I through ,III without changes? 3. The Committee would like to see complete file layouts, system narratives and documentations, user manuals for each applica- tion, and run instructions. 4. If the programs are to be customized, what will the cost be? 5. If the bid were awarded by May 1 what would your company's implementation plan be? 6 What conversion assistance would be allowed? Is there a charge or no charge? { 7. Please provide the committee with your latest annual report. 8. Be prepared to discuss available maintenance contracts. 9. Do you propose any physical environment changes? What are the costs associated with any such changes? 10. What are the prices for disc packs? Please be prepared to leave any of the above material with the Committee for its review. It will be returned to you upon comple- tion of the selection process. COMPUTER ADVISORY COMMITTEE Minutes of the 'Meeting March 24, 1978 Page 2 Mr. Ferguson expanded on the first part of Question 2 - the programs would be "off-the-shelf" because they were written for someone else.' If they were not suited to the specifications agreed upon, adequate modifications could be made (this is for Phase I). As for Phases 2 and 3, he said that the Committee would have to take B.S.R.'s reputa- tion for what it was worth. The Committee reviewed screen layouts, printouts, an d various reports. Question 4. - Mr. Crane noted there would be no change for Phase I, and that :Phase II can only go down in cost. Also discussed were costs for major additional changes; 1, define the work for X number of dollars (firm) 2. hourly rate of $35 -150 depending on the level of people used ' 3 retainer basis - so much per month for so many hours of programming - "hiring a`data processing department," so to speak. It was noted that the "firm contract" method was most frequently used. Mr. Crane discussed the; phone Modem, which allowed the software office to "dial up the computer and correct some problems over the phone". The interface cost is $770, the modem cable $132, and telephone company charges about $40 a month for the service over the phone wires. Mr. Levine asked if the town decided to develop its own changes to the software, who would own that modification? Mr. Crane said that the town would own the modification, but that the basic package could not be resold. Question 5. - Implementation — equipment delivery, 30 days (Digital Equip- ment Corp.) Software for Phase I - a major portion of this now exists, ;and three days 'after the installation` of the software, the customer data could start being built. James Blake questioned' about parallel running of systems. Mr. Ferguson said for one billing period. Mr. Blake also questioned about operator training. Mr. Ferguson said that there would be training. Mr. Crane said that training would be here on the town's own equipment. Two people Would be trained in all facets of the operation. Mr. Crane discussed having everyone in the office being able to use the computer to get in- formation. Mr. 'Levine ;questioned about security; Mr.' Crane said that a password could be programmed. G Question 6. - Mr. Crane said that he was not .sure he understood what was meant by this. Committee members explained that we wanted to know how B.S.R. would support us during the 2 COMPUTER ADVISORY COMMITTEE Minutes of the 'Meeting ` March 24, 1978 Page 3 conversion from manual to computer. Mr. Crane said that he could tell us how he thought his company would support us, but we should check with the references he provided to the town in the bid. ' Question 7. - Mr. Crane gave some background on the company,; saying S.S.R. had been incorporated in 1976 with 5 employees and had grown to .22 employees. Prior to November of 1976, the com- pany operated as '.Eric Levine" (no relation to committee member Herbert Levine). Mr. Crane provided the committee with unaudited financial statements from January 19, 1976 (date of`incorporation)to October 31,1976, and the un- audited statements from November, 1976, to October 1977. Howard Heaton questioned the languages used on DEC equipment. It was noted that if languages other than DIBOL were used, that the en- tire on-line system would be brought down. It was noted that an 8 -part form could be used on the line printer by Mr. Crane. Question 8. - It was noted that if a call is placed between 8 - 5 to re - ort a problem, :,the company would respond that same day. ($423 per month). For another 25% cost, a guaranteed re- sponse of no later than'2"hours could be had. Additional terminals were again discussed. It was noted that the extra costs for Phase II and III were not included lin the bid. Costs for the extra terminals were discussed, and Mr. Crane discussed purchasing a muYtiplexor that would support up to 8 terminals for a cost of $2,310. Question 9. - Physical environment changes: Mr. Crane said that the technice would come in and look at the proposed ...al people 1 p area; that the town should take care of the wiring (a 220 volt dedicated line), and that the physical layout would be pretty much up to the office involved. Question 10. -;$230 Mr. Blake asked Mr. Crane why he thought that Business Systems Research should be awarded the bid. Mr. Crane said that there were utility pro- grams ;proven successful; that they met Mass. municipal requirements, as far as he was aware; that they were dealing with Digital Equipment Corp- oration for , hardware and that the references could be checked for the .::. company's reliability etc. Meeting adjourned at 11:15 p.m. Minutes Approved_ 7 Diane L. Dubuc, Clerk't -3- ��i 9��/''� � �u2 � COMPUTER ADVISORY COMMITTEE Minutes of the Meeting March 23, 1978 Present: Chairman James Blake,Clerk Diane Hunt, Members Joan Cutil'lo, Herbert Levine, and W. Howard Heaton. Meeting opened at 8:40 p.m. This was the first of the interviews with the three low bidders on the data processing system bid received on March 6, 1978. Burroughs Corporation - Present were Tom Rawleigh, Territory Manager, Dick Messier, Software Specialist, and Dave Thomas, all from the Pro- vidence office.' Chairman James Blake gave the background concerning town meeting pro- cedure. ` He advised the Burroughs representatives of the other two low bidders, Business Systems Research and Digital Business Systems, and that all; three had received the same "General >Instructions" with ques- tions for the interviews. (Clerk's note - a copy of the general instruc- tions is herewith attached). Answers to those specific questions are numbered correspondingly, and random questions and discussion are in- cluded. Question 1. - Town of Acton, budgetary accounting system, Town of Bourne, tax billing_ system, City of Fall River, utility billing system, 'Town of Lincoln, R.I. - budgetary account- ing system, government payroll system, tax billing system, Town of 'Waterford, Conn'. - budgetary accounting system, government payroll system. These are all "up and running" installations. The following contracts have been awarded and the instal- l'ations'are being planned: Town of Sudbury, Town of New - budgetary budgetary accounting, payroll, water billing, Town of Wichendon - payroll, Stonington School Department. Committee members questioned if there were any live electric installations at this time. It was noted that Springfield, Vermont,'had awarded the con- tract for electric utility billing. Mr. Rawleigh noted that while there were no live electric installation$ at this time, Fall River Water, had its 17,000 customers up and going, and that the programming for electric and water were nearly the same, that there would not be much of a modifi- cation. Joan Cutllo asked about conversion of the Registry of MotorVehicles' tape for excise tax bills. After discussion of the.costs involved, etc., Burroughs noted .that it does have the facilities at its Lexington, Mass. office for this. 'Herb Levine asked if the budgetary accounting system took into considera- tion all of Phase III. 'Tom Rawleigh answered that it does; that it is listed under the Phase II, Water Department,` because this is the first place it will be used, and that it ties into the other departments in Phase III. -1- 1 } COMPUTER ADVISORY COMMITTEE ` March 20, 1978 VENDOR INTERVIEWS -'GENERAL INSTRUCTIONS 1. The Committee would like to know the names of clients actually up and running on Phase I II and III at the present time. 2. Are the programs "off the shelf" to be modified for Mansfield, or will they be completely customized for the town? Will the programs immediately fit Massachusetts municipal; needs for Phases I through TII without changes? 3. The Committee would bike to see complete file layouts, system ' narratives; and documentations, user manuals for each applica- tion, and run -instructions. 4. If the programs are to be customized, what will the cost be? 5. If the bid were awarded by May 1, what would your company's implementation plan be? 6. What conversion assistance would be allowed? Is there a charge or no charge? 7. Please provide the committee with your latest annual report. 8. Be prepared to discuss available maintenance contracts. 9. Do you propose any physical environment changes? What are the costs associated with any such changes?' 10. What are the prices for disc packs? Please be prepared to leave any of the above material with the Committee for its review. It will be returned to you upon comple- tion of the selection process. COMPUTER ADVISORY COMMITTEE Minutes of the Meeting March 23 1978 Burroughs Interview Page 2 Question 2. - The programs are off the ;shelf, and are ;completely ready for Massachusetts municipal needs. Burroughs documented this with a notebook developed orginally for the Town of Acton (contact Roy Wetherby, Town Accountant) with the Commonwealth's complete regulations for accounting pro- cedures. ':Mrs. Cutillo noted that the regulations appeared very thorough, complete and detailed. Mr. Levine questioned about provisions for modifications or customization. Dave Thomas said that there would probably be slight modifications to the customer's choice. Mr. `Levine 'asked that "slight" be 'defined. Mr. Thomas said changes such as a different bill format, etc. Howard Heaton asked if the Town of Acton's program as it exists is close to the original "off-the-shelf" program. Mr.`Rawleigh said that very few changes were needed. Mr. Levine asked if changes were needed, how many programming hours would be available. 'Mr. Thomas said that the town would receive any enhance- ments to programs. He said that the town receives the benefit of an Al- ready -developed 'program.. The Burroughs representatives showed the committee documentation for the General Ledger module that would be used for the Light Department. ;He said that the manual's purpose was to show how to convert from the manual to the computerized system, an explanation of what would be done and how it would be done, guidelines for implementation, and detailed files.' Herb Levine asked how Burroughs handles enhancements. The annual license fee ($291) is required for the town to use the: software. It entitles the town to automatically receive any enhancements to the system utility software, and makes the town aware of any major program enhancements.If there would be a charge, a quote would be submitted to the town, and if the town wanted to take advantage of it, they could. Mr. Levine asked if the town would be restricted from 'making its own en- hancements. No it would not, but it could not re -sell them.' James Blake asked about source code - it was noted that there would be no charge for this other than the media charge - perhaps a $50 charge for a compiling charge. Also questioned was the COBOL interpreter. It was noted that there was no emulation in the system. Burroughs discussed converting the programs for the 700 and other series to the 800 series. It was also noted that the computer was interpretive based - that it was not "hardwired" to run on any ;one particular language. 2- COMPUTERADVISORY COMMITTEE Minutes Of the Meeting March 23, 1978 Burroughs Interview Page 3 It was noted also that all the systems manuals 'etc. were not available for this meeting, because they were usually ordered with software, and had to come from the Detroit office. It would take 7 - 10 days to get them. Mr. Levine questioned again the number of hours allowed for pro- gramming changes ro-gramming`changes to the "off-the-shelf programs. Mr. Thomas said that there had not been defined a specific allowance, "whatever was necessary". If it exceeded what they felt was allowable, j. there were three ways to handle this: :programmers could be hired by the hour ($42) by the day ($345) or a fixed contract could be drawn up for the task, and the town would not pay above that fixed contract price. Mr. Levine questioned if the Town of Mansfield would be the first to have all three of the programs. No -'Springfield Vermont would pro- bably be up before us. Question 5. - Implementation schedule - included in the information i package provided - copy; attached to this page.` Mr. Thomas discussed the importance of identifying the installation manager. The Committee discussed, keeping more than the usual 13 -month history in the files so that rate study information might be available. The Committee discussed load management, and determined that the detail _ would have to be discussed with`Jim Hall, Light Department Director. Question 6. - Conversion allowance would be installation support. 'I Question 7. - A copy of the latest annual report was 1provided-to the Committee. Question 8. - Maintenance contract copies will be left with committee member Herb Levine at his office, and he will bring these 'I to the Committee. Question 9. - Environmental changes -meed a 220 volt dedicated line, temperature between 68.- 74 degrees. i Question 10.- Mini -disks - about $300 Field support will be out of the Providence or Lexington office, perhaps the Brockton Office. Formal education will be at the Hartford, Connecticut, center. Also discussed was the system's ability to back up a file rather than ` the entire program. Further qualifications on the software could be written concretely into a contract before the town signed. COMPUTER ADVISORY COMMITTEE Minutes Of the Meeting & Burroughs Interview March 2J, 1978 Page 4 James Blake asked the Burroughs representatives why they thought the contract should be awarded to 'them rather than the other bidders. Mr. Thomas reviewed the corporate structure and support provided by his firm for the hardware, software, and field engineering. He noted that Burroughs was an established international company, with much experience in this field, and that; the town need not wonder where their support was to come from several years down the line. He cited the company organiza- tion, saying that even if they personally were not there, there would be people equally as qualified and familiar with the system available. The Committee thanked Burroughs for meeting with them, and the meeting was adjourned at 10:55 p.m. Minutes Approved Diane L. Hunt,'; Clerk f C -4- q.. pyf COMPUTER ADVISORY COMMITTEE" Meeting Notices:' Interviews with vendors set up as follows: Burroughs - 8:30 p.m. on Thursday, March 23, 1978 at 'town hall Business Systems Research - 8:30 p.m. on Friday, March 24, 1978, at town hall Digital Business Systems - 8:30 p,m. on Monday, March 27, 1978, at town hall (note - this was scheduled for 8:30 p.m. because the Light Commissioners are meeting on the same evening at 7:30 p.m.`) i Also, note that Digital Business Systems will be providing a bid deposit check, which will be brought that evening. ( Also attached is the unapproved copy of the minutes of the 3-20-78 meeting. Please review and let me know if there are any corrections or points that should be added before the committee approves them. Thanks, Diane COMPUTER ADVISORY COMMITTEE March 20, 1978 Minutes of the Meeting Present: Chairman James Blake, Clerk Diane Hunt, Members Joan Cutillo and Herbert Levine. Meeting opened at 8 p.m. It was noted that the Town Manager asked the Committee to try to have a recommendation by March 29. The Committee discussed setting ;up criteria by 'which the bids would be reviewed and considered. The Committee reviewed the bids individually, and the following were noted: Wang Laboratories and Bristol Information Systems were disallowed be- cause they called for subcontractors, which is expressly prohibited in the, specifications. The Committee discussed Burroughs Corporation, the apparent low bidder, and the following was noted: "good hardware", questions on the software fit, floppy discs, non -removable backup. It was also noted that there were presently no electric utility programs up and runnning, although Fall River had its water utility program up. Business Systems Research - DEC equipment, Concord and Peabody's light departments were clients.The electric program looks strong, however, there appears to be only one CRT.; The programs for Phase 2 and 3 were questioned, since there was little in the bid on them. Philips Business Systems, Inc..- Jim Blake noted that there was only one partition, that the character printer was slow, and that the ma- chine only had a 64K limit. DataVantage Corporation - Herb Levine expressed reservations about it being a small company, Jim Blake noted maintenance and training ;costs were not given, that the conversion costs were extra, and that no re- ferences had been furnished at all. IBM - Proposed a smaller machine than specified for Phases i and 2, then conversion to a larger machine which will not be available for 12 months for Phases 1,2, and 3. It was noted that the system was not in- teractive - everything was "batch", and that there is only one datastation. Also noted was that there is a non -removable disc. Only a 240 ;character display, we specified 1,920. Low core, unable to figure out how prices for Phase 2 and 3'were arrived at. Digital Business Systems Data General equipment, Joan Cutillo:noted there was 'little information on the Phase 2 and 3 sections of ,the bid other than price.' Phase l program appeared to be "off the shelf". This is 'a small company with 6 to 7_people. 'It was also noted that a bid de- posit had not been submitted with the bid, and if this bid is to be con- sidered, a deposit must be received. Jim Blake felt this looked like a strong bid also. -I- COMPUTER ADVISORY COMMITTEE March 20, 1978 Minutes of the Meeting Page 2 Municipal Computer'Services - also Data General hardware. Comments: how were Phases 2 and 3 developed? No electric systems up, only towns. The hardware configuration appears good. bid with two different choices ofhardware, Prime Computers and; Data General. It was noted that although software had been written for New England Electric's inventory, there was no utility billing system, nor any municipal 'accounting system listed. It was noted that the machine quoted under the Data General sytem may be more than the town needs. Members were not familiar with the Prime Computer. Rollins Systems Ltd.- hardware packaged by Minicomputers, Inc. Software package for Utility accounting system would be bought from North Attleboro. The entire 'system would be installed at the Rollins facilities in New Hampshire, and then when the systems had proved acceptable to the Town, it would be delivered. Little in bid (except price)) on the municipal account- i ing. After further discussion, the committee decided to consider the following three low bids for interviews: Burroughs, Business Systems Research, and Digital Business Systems '(only if :bid deposit is received). In the event the bid deposit for the last bidder is not forthcoming, the next to be considered would be Municipal Computers. ;Appointments will be set up for March 23, 24, and 27 to meet with the three low bidders.` Also, the Committee discussed setting up general criteria for the interviews, and attached is the list 'sent to all three before the interviews. All business completed, the Committee adjourned at 10:30 p.m. : -2- COMPUTER ADVISORY COMMITTEE March 20, 1978 €e VENDOR INTERVIEWS - GENERAL INSTRUCTIONS 1. The: Committee would like to know the names of clients actually up and running on Phase I II and III at the present time. 2. Are the programs "off the shelf" to be modified for Mansfield, or will they be completely customized for the town? Will the programs immediately fit Massachusetts municipal needs for Phases I through III without changes? 3. The Committee would like to see complete file layouts, system narratives and documentations, user manuals for each applica- tion, and run instructions. 4. If .the programs are to be customized, what will the cost be? 5. If the bid were awarded by May 1 what would your company's implementation plan be? 6. What conversion assistance would be allowed? Is there a charge or no charge? 7. Please provide the committee with your latest annual report. 8. Be prepared to discuss available maintenance contracts. 9. Do you propose any physical environment; changes? What are the'. costs associated with any such changes? 10. What are the prices for disc packs? Please be prepared to leave any of the above material with the Committee for its review. It will be returned to you upon comple- tion of the selection process. COMPUTER ADVISORY COMMITTEE Minutes of the Meeting.'. December 19, :1977 present: Lawrence Pigeon, Joan Cutillo, James Blake, W. Howard Heaton; Diane 'Hunt arrived during the meeting. Committee members reviewed the first draft of the specifications. Light Director James Hall and Office Manager Diane Hunt arrived at 8:50 after attending Light Commissioners' meeting. Mr. Hall discussed with the committee applications for load management. The preliminary, draft of the specifications will be typed and distributed to members to be reviewed before the next meeting, December 27, at 7:30 p.m. Motion to accept the minutes of the December 12 meeting made by W. Howard Heaton, seconded by Diane Hunt, voted ;all in favor. Meeting, adjourned at 10:15 P.M. I i I i i { (Af MINUTES APPROVED Date Clerk 'LITER ADVISORY COMMITTEE tes'of the Meeting; !mber 29, 1977 anu recozus pieyazcu ...aa.un­y---- Department. Brief descriptions of these reports will be prepared for the specifications. Also discussed were the general guidelines for setting up the spe- cifications, and responsibility for preparation of sections of the specifications was assigned. The Committee will try to put together a draft next week. The Committee discussed whether it would recommend the hiring of a data processing person or not. No action taken at this time. Meeting adjourned at 10:50 p.m. "1 I ' I 1 i I l MINUTES APPROVED Date Clerk i i MEMORANDUM November 22, 1977 TO: Computer AdvisoryCommittee :FROM: Light Department SUBJECT: Directive to Computer Advisory Committee The Light.. L billing machine,` Selectman Caponigro opined that he, as a Light Commissioner, had an obligation to make sure the bills get out, and would be in favor of a small) system for the Light Department only should Town Meeting vote down the larger system. Selectman Colella stated that he is opposed to a computer of any size, that he felt the town has been going along just fine ;the way it is. E The Town Manager was asked for his recommendation by Selectman DeLong Mr. Metropulos: recommended that a system be looked at that would allow other town functions to be added in the future. He also added that he felt the Town should have been on computer a long time: ago. Computer Advisory Committee November 22, 1977 Page 2 Selectman DeLong made the following motion which was seconded by, Selectman Caponigro, and voted 3-1 (Selectman Colella opposed, Select- man Titus not present): "That the Town Manager proceed to prepare specifications for a computer system that will do the work of the Light Depart- ment now and have the capability to "add on" the other town COMPUTER ADVISORY COMMITTEE Minutes of the Meeting'' November 8, 1977 n.... _...: �._ -r..w- - ------ 77- 9r}Jnir Dcm477ar17_ Wid 7!Am The Committee discussed the questionnaire being sent to all town boards, committees and departments regarding future possible use of an in-house system by them.The draft of the questionnaire was finalized, and 'responses will be requested by; November 15. The Committee will begin writing specifications next week for the computer bids. Meeting adjourned at 9x40 p.m.:: i MINUTES APPROVED Date /�-/1--�'] �t,ca...�✓c.-q �ClGL_�--va�-'� Clerk COMPUTER ADVISORY COMMITTEE Minutes of the Meeting October 18, 1977 Present:: John':Maraganano, Diane Hunt, Arthur Remillard, Lawrence Pigeon, James Blake. Meeting opened at 7:40 p.m. Committee discussed setting up specifications for an in-house system. Also discussed was Selectman DeLong's request to get further informa- tion on service bureaus (directed to the Town Manager). Chris Crane of Business Systems Research presented information on Digital Equipment's system. A questionnaire will be drafted to gather input for other possible `. town applications for the in-house system. The possibilty of hiring a data processing manager and method of funding such a;position were discussed. No action taken. Meeting adjourned at 9:45 p.m. f i :MINUTES. APPROVED Date /�)-/a-77 //tet r2 Clerk :COMPUTER ADVISORY COMMITTEE Organizational Meeting( October 6, 1977 Present: Lawrence Pigeon, W. Howard Heaton, John G.:Maragnano, Diane Hunt, Arthur Remillard, and Ex Officio member William P. Metropulos. Members: Joan Cutillo and James Blake arrived during the meeting. Meeting; opened at 7:45 p.m. Election of Officers - The floor was opened to nominations for Chair- man and clerk. = A. Remillard moved to nominate L. Pigeon as 'Chairman. Seconded by D. Hunt. L. Pigeon moved to nominate D. Hunt as Clerk. Seconded by A. Remillard. No further nominations. Both nominations were voted on and passed. L. Pigeon reviewed the highlights of the Report and Recommendations of the former Computer Study Committee as presented to the Board of Selectmen. He suggested that the present committee divide into two groups:; the professionals in the industry and the users of the sys- tem. The first group would advise about hardware, software„ peri- + have the need to computerize, and obtaining copies of specifications from other municipals that have received bids on computerization. Also discussed was making a presentation to the FinCom at one of their meetings. A report will be forwarded to FinCom Chairman Lyman Avery by the Clerk. The Clerk will obtain copies of specifications from other towns for the next meeting. James Blake will get copies of vendor specs. It was noted that Burroughs in East Providence wanted to schedule a demonstration of municipal accounting systems and utility billing for the Committee.` Tentatively set for Friday, October 14 at 2 p.m. at the Burroughs office. i Other presentations to be scheduled: I.G.I.,' Digital Business Systems, and Business Systems Research. Consensus of the Committee was to sche- dule such presentations during the regular meetings, if possible. Re- gular meeting night was established as Tuesday, beginning October 18. D. Hunt: moved to adjourn, seconded by W. H. Heaton, meeting adjourned at 9:30 p.m. MINUTES APPROVED ��-l4/d'C.Qi C N'� Lrctj Clerk ' ;.:. Date (COMPUTER ADVISORY COMMITTEE (Minutesof the Meeting November 29, 1977 Present: Lawrence Pigeon, Arthur Remillard, w. Howard Heaton, James Blake, William Metropulos, Joan Cutillo, Diane Hunt, and Light Department Accountant Geraldine Le- mieux Meeting opened at 7:45 p.m. W. Howard Heaton moved that the minutes of November 22 be accepted as submitted, with the reading aloud waived. + Seconded by James Blake, 'voted all in favor. The Committee reviewed with Mrs. Lemieux the listing of reports and records prepared manually at the present time in the Light Department. Brief descriptions of these reports will be prepared for the specifications. Also discussed were the general guidelines for setting up the spe- cifications, and responsibility for preparation of sections of Pthe specifications was assigned. The Committee will try to put together a draft next week. The Committee discussed whether it would recommend the hiring of a data; processing person or not. No 'action taken at this time. Meeting adjourned at 10:50 p.m. i i� MINUTES APPROVED i Date_ f ,/ Clerk VISORY COMMITTEE the Meeting , 1977 swrence Pigeon, Arthur Remillard, William`Metropulos, . Howard Heaton, Diane Hunt ned at 7:45 p.m. anu-.voueu e -v sn-ravor. C a- wn th re -1 for tt it All business concluded, the meeting adjourned at 9:15 p.m. ;MINUTES APPROVED Date 9 7JL[F�rr_n _ t✓ Clerk W COMPUTER ADVISORY COMMITTEE Minutes of the Meeting] November 22, 1977 Present: Lawrence Pigeon, Arthur Remillard, William Metropulos, W. Howard Heaton, Diane Hunt. Meeting opened at 7:45 p.m. old Business.- Members reviewed the responses to the questionnaire ent tolall town boards, committees and departments. 'Replies have been received from the following: Light Department, Town Clerk, iTown Treasurer,.', Board of Assessors, Fire Department, Library, and School Department. A list of repoirts'generated by each of these departments will be obtained, and those departments not yet heard from will be contacted to see if there is any;; further interest. New Business - The Committee discussed two options for preparing specifications:writing all-encompassing specifications which in- clude other town departments, or specifications for the electric department only; with the capability in the computer to add on for the other town functions. Members discussed the development of the specifications. It'was felt that there would not be time to prepare an adequate presenta- tion for town meeting if the Committee tried to address other town functions while trying to develop specifications for the Light De- partment. Specifications for the Light Department alone could be prepared by the end of December. After further discussion, the Committee voted to maintain the di- rection indicated by the vote of the Selectmen on November 21 with the following vote: W. Howard >Heaton moved that the 'Committee pre- ' pare specifications for the immediate requirements of the Light Department, and that the central processing unit of the computer have the capability to expand the system to accomodate other town functions as voted by town meeting. Seconded by Arthur Remillard, and voted 4-0 in favor. At next week's meeting, the writing of the specifications will be- gin. Light Department Accountant Geraldine Lemieux will be asked to attend that meetings It was noted that the specifications for the State of New Hampshire will be used as a guideline and that it would be helpful if members familiarize themselves with them. All business concluded, the meeting adjourned at 9:15 p.m. 'MINUTESAPPROVED Date Clerk ,I� COMPUTER ADVISORY COMMITTEE Minutes of the Meeting'. November 8, 1977 Present: John Maragnano, JoanrCutillo, Arthur Remillard, William Metropulos, and Diane Hunt. Lawrence Pigeon arrived during the meeting. Also present were Light Department Director James Hall and Accountant Geraldine Lemieux Meeting opened at 7:50 p.m. John Maragnano was appointed Acting Chairman. The Committee discussed the questionnaire being sent to all 'town boards, committees and departments regarding future possible use of an in-house system by them. The draft of the questionnaire was finalized, and responses will be requested by November 15. The Committee will begin writing specifications next week for the computer bids. Meeting adjourned at 9:40 p.m., I ii MINUTES APPROVED I/'� 4L�C-C,(t� �1 er1 -COMPUTER ADVISORY COMMITTEE Minutes of the Meeting October 18, 1977 Present: John'c.Maraganano, Diane Hunt, Arthur Remillard, Lawrence Pigeon, James Blake.' Meeting opened at 7:40 p.m. iCcmmi_ttee discnssed settino un specifications for an in-house sustem. tion on service bureaus (directed to :the Town Manager). Chris Crane of Business Systems Research presented information on Digital Equipment's system. A questionnaire will be drafted to gather input for other possible town applications for the in-house system. The possibilty;of hiring a data processing manager and method of funding such aposition were discussed. No action taken. Meeting adjourned at 9.•45 p.m.' 0 r MINUTES APPROVED, :Date /•a—/f.}-/��/ .-cam �,L ` Clerk Clerk' nate rCOMPUTER ADVISORY COMMITTEE organizational Meeting October 6, 1977 '.Present: Lawrence Pigeon, W. Howard Heaton, John G.:Maraghano, Diane Hunt, Arthur Remillard, and Ex Officio member William P. Metropulos. Members Joan Cutillo and James Blake arrived during the meeting. Meeting ropened 'at 7:45 p.m. Election of Officers -'The floor was opened to nominations for Chair- man and Clerk.A. Remillard moved to nominate L. Pigeon as lChairman. Seconded by D. Hunt. L. Pigeon moved to nominate D. 'Hunt as Clerk.' Seconded by A. 'Remillard. No further nominations. Both nominations were voted on and passed. L. Pigeon reviewed the highlights of the Report and Recommendations:: of the former Computer Study Committee as presented to the Board of Selectmen. He suggested that the present committee divide into two groups: the professionals in the industry and the users of the sys- tem. The first group would advise about hardware, software,,peri- pheral equipment, etc.;, and the second would define needs - records kept, types of clerical functions performed, etc. In discussing preparation of the specifications, the:following were: brought up: setting time limits for the preparation and advertising I) of specifications, generatingla list of vendors for the bidders' list, preparing a list of departments within the town government that might have the need to computerize, and obtaining copies of specifications from other municipals that have received bids on computerization. Also discussed was making a presentation to the FinCom at one of their meetings. A report will be forwarded to FinCom Chairman Lyman Avery by the Clerk. i The Clerk will obtain copies of specifications from other towns for the next meeting. James Blake will get copies of vendor specs. It was ':noted that Burroughs in East Providence wanted to schedule a: demonstration of municipal accounting systems and utility billing for the Committee.: Tentatively set for Friday, October 14 at 2'p.m. at the Burroughs office. Other presentations to be scheduled: :I.G.I., Digital Business Systems, and Business Systems Research. Consensus of the Committee was to sche- dule such presentations during the regular meetings, if possible. Re- gular meeting night was established as Tuesday, beginning October 18. f D. Hunt moved to adjourn, seconded by W. H. Heaton, meeting adjourned at 9:30 p.m. ' MINUTES APPROVED Clerk '' Date MINUTES OF MEETING COMPUTER STUDY COMMITTEE July, 26, 1977 The Computer Study Committee met on July 26, 1977 at 8:00 PM, all members in attendance. Interview with R. Schurer and R. Hayes of BayBank United, N,A. They will try to find a service bureau to take our light department billing. Discussion on literature from the Mass, League of Cities and Towns. We will all review it for long term program. Suggestion made to see if we would be able ;to use school keypunch machine. Next meeting was set for August 8, 1977 at 8;00 PM for discussion of No. Attleboro system and interview with Jim Hall. Adjourned at 9:31 PM. )oan M. Cutillo, Clexk �� (� fi 1.3, 1977 r■