Agenda - 05-04-1999 - 7d - Laserfiche WebLink

Browse Search

2 that if our order is placed by early May, we can be assured of software installation and the completion of testing by the middle of June, 1999. A second initiative, unrelated to Y2K, is the installation of Direct Inward Dial numbers to each of the County extensions. This would enable citizens to reach County employees directly without going through the automated attendant, should they so choose. On the other hand, should citizens find it more convenient to go through the automated attendant, that option remains available to them as well. In order to allow the use of existing County extension numbers, Sprint has indicated a willingness to solicit the Utilities Commission for a unique prefix for County numbers. For example, you may now reach the Commissioner's office by dialing into the automated attendant and dialing "1-2125#". Under the proposed change, a citizen could dial a prefix unique to County government plus the existing extension number (XXX-2125) and reach the Commissioner's office directly. The prefix number assigned to County extensions has yet to be determined. Should the Board approve this concept, the work would be completed by the fall, 1999. A public information component would be implemented to inform our citizens about the change. A separate, yet related benefit is the impact this change might have on staffing of the Purchasing and Central Services Department. We would anticipate a reduction in calls through the switchboard as the public became accustomed to the new calling opportunities available to them. The anticipated reduction in volume at the switchboard could offer opportunities to reallocate departmental duties and create some much needed staff resources to carry out departmental existing and long-range initiatives. Board consideration would be requested at the appropriate time, however, and is not part of the action being sought at this time. The cost of installation for the Direct Inward Dial capability is approximately $16,000; which will be funded through the Central Services budget. The proposed DID application is projected to save the County approximately. $7000 per year, thereby creating. a 2'/z year payback on the investment. Financial Impact: The total cost of the Y2K upgrade ($82,684) and the Direct Inward Dial capability ($16,000) would be supported through existing funds available in the Central Services budget. Recommendation: The Manager recommends that the Board: • Approve the expenditure of funds for the Y2K upgrade for the phone system ($82,684); • Endorse the Direct Inward Dial (DID) proposal, approve the associated costs ($16,000) for installation and authorize staff to move forward with implementation.