Agenda - 05-17-2005-9a - Laserfiche WebLink

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LAND SERVICES SOFTWARE NEEDS ASSESSMENT LAND SERVICES MANAGEMENT TEAM STAFF EVALUATION May 2005 3 The Land Services Replacement Project has been chartered to develop the business requirements for an integrated enterprise-wide Land Records application that meets the needs of the key stakeholders, This project will also include the requirements of the Tax Assessor's office to assess and bill for personal property, real property, business personal property, and fees. In addition, it will include the requirements of the Revenue Collector's office to assess, bill and collect for registered motor vehicles and fees as well as collect taxes for personal property, real property, business personal property and fees, The team determined that hiring a consulting firm expert in the Land Records/GIS information requirements would be the most thorough and expeditious method to develop the requirements of the county's application, to analyze the underlying business processes, and to determine the next steps. The consultant's proposed scope of work includes: • Identify stakeholders and their areas of interest and communicate the scope, organization, and direction of the project to all identified stakeholders; • Gather detailed functional and system requirements from stakeholders, clearly separating baseline requirements from artefacts of the old system's implementation; • Recommend project approach for identifying, selecting, testing, and obtaining an implementation approach; • Estimate future project casts, including (but not limited to) software acquisition, hardware acquisition, software configuration and enhancement, project management costs, training costs, and data conversion costs; • Estimate future project benefits; • Analyze risks associated with recommended project approach (including the risks associated with not implementing a new system); Develop a change management strategy; and, • Develop a communirations plan. The project is expected to create the following deliverables: • Functional and technical requirements documentation • Business scenarios documentation • Business process improvement opportunities Recommended project approach for identifying, selecting, testing, and obtaining recommended implementation approach; • Estimated future project costs; • Documented project benefits (quantified and "soft" benefits); • Presentation of findings and recommendations; and • Issues list and resolutions The RFP was advertised and forwarded to ten vendors as well as advertised on the Purchasing website, Four firms subsequently submitted proposals, Thirteen criteria upon which each proposal were evaluated were stated in the RFP: