Item 10 Staff Report Accept Report on Town's Data Processing System3d
TOWN OF LOS GATOS
COUNCIL AGENDA REPORT
DATE: SEPTEMBER 15, 1995
TO: MAYOR AND TOWN COUNCIL
FROM: TOWN MANAGER
SUBJECT:
COUNCIL AGENDA
DATE: 9/18/95
ITEM NO. 10
ACCEPT REPORT ON TOWN'S DATA PROCESSING SYSTEM
RECOMMENDATION:
For information only.
DISCUSSION:
As was mentioned in the September 5, 1995, staff report to the Town Council, the Town's data processing
system was developed after a Town -wide needs assessment and a comprehensive study by Peat Marwick
in 1991. The Town has used the conceptual framework recommended in this Information System Planning
and Implementation Report and has implemented an integrated systems model as suggested by the
consultants. We have acquired three primary town computer systems with associated software packages and
applications. The three systems are the Administrative System HP 9000, the Library-Dynix HP 9000, and the
Police Department HP 3000.
Attachment 1 shows the integrated systems model that was presented in the Peat Marwick report. Attachment
2, from the same report, shows the application needs identified by the users as part of the Peat Marwick study.
Attachment 3 compares how the Town has met the application needs listed in Attachment 2, and shows which
computer system is providing those applications. Although there have been a few changes based on
additional needs analysis and security considerations, the Town's data processing system closely follows the
recommendations made by the consultant and approved by the Town Council. The implementation of these
computer applications has increased staff efficiency, helped maintain existing service levels in the face of
budget cuts, and assisted the Town in reducing the total number of staff members.
PREPARED BY: JAMES W. PIPER
Assistant Town Mana
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MGRO88 A:\CNCLRPTS\9-18-1
Attachments: See page 6 for list of attachments
Reviewed by:
Revised: 9/15/95 11:32 am
Attorney Clerk Finance T'1easurer
COUNCIL ACTION/ACTION DIRECTED TO:
Form: 6/21/95
PAGE 2
MAYOR AND TOWN COUNCIL
SUBJECT: ACCEPT REPORT ON TOWN'S DATA PROCESSING SYSTEM
SEPTEMBER 15, 1995
The following is a more in depth discussion of each of the Town's three main computer systems:
The Administrative System
The Town's Administrative Information System, described in the Attachment 4, is based on a Hewlett Packard
9000 837S, self-contained, multi-user computer that has the HP-UX (UNIX) operating system. The computer
contains a Digital Data Storage (DDS) tape drive and integrated disk drives mounted in and adjacent to the
central processor unit (CPU) cabinet. The computer and disk drives are located in a dedicated, temperature
controlled room located adjacent to the Town Manager's office.
This HP 9000 is the Town's foundational information processing platform which supports two major "trunks"
of processing capability. Running directly on the HP 9000 is an 'Informix' Database which acts as the
relational database for two proprietary software programs: 'Pentamation', a financial software package used
to manage the Town's accounting needs; and Permits', a parcel based, permit tracking software program
used to manage the Town's permit processes. The 'Informix' Database software programs (Pentamation and
Permits) make up the first "trunk" of processing capability. The second major "trunk" from the HP 9000 is
'Portable NetWare for the HP 9000'. This networking software program acts as a second level platform used
to support networked application software packages that allow Town employees to: prepare and print
documents, create spreadsheets, monitor Town traffic, and maintain information vital to the work of Town
departments. 'Portable NetWare' also supports the Town's electronic E-Mail, Calendar, and Scheduling
Software which is called 'GroupWise'.
In addition to the Town's networked software system, a number of PC's have modem capabilities allowing
access to the Internet and providing the ability to communicate outside the boundaries of the Town. Currently
the Town supports a Home Page on the World Wide Web. In June of this year, the Town received its first
electronic application for a plumbing permit and notified the applicant electronically when the permit had been
approved and was ready to be issued. Attachment 5 shows the Town's modem capabilities.
This HP 9000 is connected to over 80 Personal Computers (PC's) and 12 printers located throughout Town
Center, the Neighborhood Center, and the Town Corporation Yard. This connection is made through data
cables (10BaseT backbone) which connect each PC and printer to the HP EtherTwist 'Hubs', which are the
system's centralized routing equipment. In the case of the remote sites (the Neighborhood Center and Town
Corporation Yard), these locations are connected to the 'Hubs' using fiber-optic cables allowing for the nearly
instantaneous transmission of data. The 'Hubs' are then connected directly to the HP 9000 which completes
the link between users and the HP 9000 Administrative Computer. The Town's networked Hardware Diagram
is shown in Attachment 6.
The Town's Administrative Information System structure enables the Town's staff to use up-to-date software
applications and allows for smooth and relatively seamless upgrades as new versions become available. The
System structure also allows for the effective use of a variety of operating systems (UNIX, DOS and
Windows), and application software packages such as WordPerfect, Excel, Novell GroupWise, Pentamation,
Permits, etc. WordPerfect is the word processing program that allows the staff to prepare written reports and
documents. Excel is a spreadsheet program that is used for financial and statistical analysis. Novell
GroupWise provides the E-Mail and Calendar/Scheduler features for the Town. Pentamation is the Town's
financial accounting system that includes the General Ledger, Accounts Payable, Payroll, Budgeting, Business
Licenses, Receivables, Cash Receipts, and Fixed Assets. At the present time, the Town of Los Gatos is
operating its computer system at a level that equals or surpasses most Bay Area cities. As a result, the Town
is able to achieve unusual levels of productivity and provide increasingly better customer service.
PAGE 3
MAYOR AND TOWN COUNCIL
SUBJECT: ACCEPT REPORT ON TOWN'S DATA PROCESSING SYSTEM
SEPTEMBER 15, 1995
The Library-Dynix System
In 1993, the Town purchased a Dynix Library system which also is based on an HP 9000 computer using a
UNIX operating system. Attachment 7 shows the Library hardware/software system. This automation effort
eliminated the need for 2.0 FTE staff positions which equals a savings of approximately $80,000 annually.
Dynix is a recognized leader in public library automation and is now used by most of the other public libraries
in this area. The Library System supports 15 public catalogue terminals, 6 terminals on the public service
desks, and 5 terminals in the staff workroom for cataloging, acquisitions, serials, and circulation administration.
Additionally, there are 5 PC's in Reference and 3 PC's for staff use which are tied via the Town's network to
the Administrative System HP 9000. These three PC's provide the Library with access to the Town's office
automation applications such as word processing, spreadsheets, et cetera.
The 5 PC's in Reference run CD ROM products such as the Reader's Guide, the San Jose Mercury News
Index, Granger's poetry index, Books in Print, and a Mayo Clinic health newsletter. The Library also has 3
dial -in modems for public access to the public catalogue.
The Police Department System
The acquisition of the Police Department's computer system was made possible by a Career Criminal
Apprehension Program grant from the State Office of Criminal Justice Planning. The Town was awarded the
grant, which totals $432,000 (including a $96,000 match by the Town) in 1993. An additional $147,100 was
set aside from Police Department asset seizure funds for this project.
The Police Department's Information System, shown on Attachment 8, is based on a Hewlett Packard 3000,
model 937rx. The HP 3000 resides in a dedicated, temperature controlled room located adjacent to the
records division. The HP 3000 operates with a 2 gigabyte memory disk drive and a Digital Data Storage
(DDS) tape drive. The Police Department uses Hewlett Packard Vectra PC work stations operating on a
network to the HP 3000.
The Computer Automated Dispatch (CAD) and the Records Management System (RMS) are the two largest
software programs operating on the HP 3000. CAD software tracks data on calls for service and allows for
the retrieval and analysis of this data at a later time. RMS software manages data from police reports and
other police contacts and is used to compile statistical information on service delivery, crime trends, and the
characteristics of those committing crimes. The end result is faster police response and a higher case
clearance rate than existed before the implementation of this system.
There are 30 work stations throughout the department with each running DOS, Windows, and the Town's
generally standardized office automation applications. Through Windows, the user can access the HP 3000
via a software program called Reflections. This program enables the user to utilize the CAD and RMS
programs for data retrieval and analysis.
Communication between the work stations and the HP 3000 is accomplished through the network system.
The network also enables the users to access communications via E-Mail, print documents in other areas
of the department, and some are equipped to communicate with the Town's Administrative System HP 9000
via a gateway.
The Police Department's system has resulted in a more effective information management system for the
Department. Communication is enhanced, the processing of data is improved, and staff productivity is
increased through the use of this automation.
PAGE 4
MAYOR AND TOWN COUNCIL
SUBJECT: ACCEPT REPORT ON TOWN'S DATA PROCESSING SYSTEM
SEPTEMBER 15, 1995
Future Considerations for the Town's Data Processing Systems
The Administrative System HP 9000:
Improvements to consider in the coming months and years include:
Native NetWare:
To gain the desired distributed access to the office automation applications and other packages, the Town
purchased a version of NetWare known as "NetWare for the HP 9000". This version runs on the HP 9000's
UNIX operating system. Although this approach has served the Town well for a number of years, a significant
improvement in the efficiency and operation of the HP 9000 and the NetWare program can be achieved by
moving the NetWare program to a separate "server" which is a dedicated, powerful PC, such as a Pentium
PC. The wide spread availability of Pentium -based servers now has made the consideration of using a
dedicated server for the NetWare program financially feasible.
In the coming months, staff will be evaluating the purchase of a new server for this purpose. This evaluation
will consider the acquisition of a Pentium -based server with external hard -drives, a tape back-up, CD-ROM
drives, and battery back-up. Such improvements to the information system should increase staff efficiency
and productivity through:
1. Increased performance:
A. NetWare will run faster. Currently, users get frustrated with the speed of the network. Users
should save a significant amount of time when working with network subdirectories and with
all applications currently running on NetWare.
B. HP-UX will run faster. With NetWare taken off the UNIX platform, UNIX will run much faster.
2. Increased functionality:
More applications and files can be shared. With the server's CD-ROM drives, any user can use the
information on the CD's. Potential shared CD's include: Metroscan's parcel information and scanned
parcel map program, digital aerial photography, and others.
3. Increased Reliability:
Although the downtime for the existing network is Tess that 1%, any downtime wastes staff time.
Currently, all downtime affects both UNIX and NetWare. With two separate computers, one can be
under maintenance while the other is still running. Servers are also built with reliability in mind,
including mirrored hard disks, and other improvements.
Document Management:
Existing maps, letters, agreements, reports, memos, and other documents could be scanned and stored on
optical disks. New documents could be stored on optical disks in original file format. Staff would be able to
query for documents matching a certain criteria or select a document to view at the click of a button. This
type of system would be much more efficient that the current manual filing and retention system.
PAGE 5
MAYOR AND TOWN COUNCIL
SUBJECT: ACCEPT REPORT ON TOWN'S DATA PROCESSING SYSTEM
SEPTEMBER 15, 1995
Fax Gateway_
Staff would have the ability to send and receive faxes from any PC in the system through a network fax
gateway rather than only through a PC equipped with an individual modem. This type of setup is more
efficient than owning separate phone lines for each PC's modem.
The Library-Dynix System:
The Library System is scheduled to receive a free software upgrade from Dynix in December. This upgrade
will provide an improved cataloging module. Additional PC -based CD-ROMs are available on the market
which would be desirable additions if over-all Library space is increased in the future. Currently, it would be
difficult to add more public PC's for this purpose within the Library's existing space and funding for materials.
ENVIRONMENTAL ASSESSMENTS:
Is not a project defined under CEQA, and no further action is required.
FISCAL IMPACT:
None.
Attachments:
1. Conceptual Model
2. Application Needs by User Department
3. Computer Applications
4. Network Software Diagram
5. Modem Information
6. Simplified Network Hardware Diagram
7. Library System Software Diagram
8. Police System Software Diagram
TOWN OF LOS GATOS EXHIBIT I
Conceptual Model
Peat Marwick
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September 18, 1995
Los Gatos, California
MINUTES OF SEPTEMBER 11, 1995 (04B.V)
Motion by Mrs. Benjamin, seconded by Mr. Blanton, that Council approve the Minutes of the
Study Session with the Parking Commission on September 11, 1995 as submitted. Carried
unanimously.
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TREASURER'S REPORT (05.V)
Informational report submitted by the Treasurer to the Council as of July 31, 1995, was received
and filed.
AMICUS BRIEF/HANSEN BROTHERS/NEVADA COUNTY (06.01)
Motion by Mrs. Benjamin, seconded by Mr. Blanton, that Council authorize amicus participation
in Hansen Brothers Enterprises vs. Board of Supervisors of Nevada County, et al, Supreme
Court, at no cost to the Town. Carried unanimously.
ENCROACHMENTS/PUBLIC RIGHT-OF-WAYS/ORDINANCE 2003 (07.46)
Motion by Mrs. Benjamin, seconded by Mr. Blanton, that Council adopt Ordinance 2003
entitled, ORDINANCE OF THE TOWN OF LOS GATOS AMENDING CHAPTER 23 TO
CONSOLIDATE ENCROACHMENT PERMIT REOUIREMENTS FOR WORK AND
INSTALLATIONS IN THE PUBLIC RIGHT-OF-WAY AND PUBLIC PROPERTY, which was
introduced by Town Council September 5, 1995. Carried unanimously.
ANIMAL CONTROL SERVICES/SERVICE STATISTICS (08.44)
Motion by Mrs. Benjamin, seconded by Mr. Blanton, that Council accept report on field service
statistics for animal control services for filing. Carried unanimously.
TRAFFIC AUTHORITY/SANTA CLARA COUNTY/STRATEGIC PLAN (09.38)
Motion by Mrs. Benjamin, seconded by Mr. Blanton, that Council accept report on field service
statisticsfor animal control services for filing. Carried unanimously.
DATA PROCESSING SYSTEM FOR TOWN (10.28)
Informational report regarding Town's data processing system was received and filed.
FLEET MANAGEMENT SYSTEM/EQUIPMENT' PURCHASE/RESOLUTION 1995-128 (11.28)
Motion by Mrs. Benjamin, seconded by Mr. Blanton, that Council adopt Resolution 1995-128
entitled, RESOLUTION OF THE TOWN OF LOS GATOS TO AUTHORIZE TOWN
MANAGER TO EXECUTE AGREEMENT WITH PROTOTYPE INCORPORATED FOR
PURCHASE OF A PC BASE FLEET MANAGEMENT INFORMATION SYSTEMS, including
information noted in the desk item. Carried unanimously.
9310 PROJECT/STORM DRAIN/NORTH SANTA CRUZ/RESOLUTION 1995-129 (12.37)
Motion by Mrs. Benjamin, seconded by Mr. Blanton, that Council adopt Resolution 1995-129
entitled, RESOLUTION OF THE TOWN OF LOS GATOS AUTHORIZING THE EXECUTION
OF AN AGREEMENT WITH CELTIC CONSTRUCTION FOR THE CONSTRUCTION OF
PROJECT 9310 NORTH SANTA CRUZ AVENUE STORM DRAIN MAIN EXTENSION, as
delineated in the staff report. Carried unanimously.
TC: 07: MM091895
2