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~` ORANGE COUNTY <br />BOARD OF COMMISSIONERS <br />ACTION AGENDA ITEM ABSTRACT <br />Meeting Date: June 5, 2001 <br />Action Agenda <br />Item No. _ ~-~ <br />SUBJECT: Authorization to Pursue RFP for Acquisition of Business System Software and <br />Extend Technical Services Contract with Summit Business Solutions, Inc. <br />DEPARTMENT: Budget, Finance, IS, PUBLIC HEARING: (Y/N) No <br />Personnel and Purchasing <br />ATTACHMENT(S): <br />Needs Assessment (Attachment #1) <br />(Under separate cover) <br />Detail of General Ledger screen <br />(Attachment #2) <br />ITC Memo (Attachment #3) <br />INFORMATION CONTACT: <br />Donna Dean, Ken Chavious, Dick <br />Taylor, Elaine Holmes, Rod Visser, <br />Pam Jones <br />TELEPHONE NUMBERS: <br />Hillsborough 732-8181 <br />Chapel Hill 9fi8-4501 <br />Durham 688-7331 <br />Mebane 336-227-2031 <br />PURPOSE: To consider authorizing staff to solicit Requests for Proposals for the acquisition of <br />a business system software package; and authorize an extension of the existing contract with <br />Summit Business Systems to assist in the solicitation and selection process. <br />BACKGROUND: In February 2000, the Board approved a contract with a division of RSM <br />McGladdrey (now Summit Business Systems) to conduct a needs assessment that would <br />support the acquisition of a new business system software package. The current software <br />package has been used by the County for over 20 years and is severely limited in its ability to <br />manage data. The County's need for practical management information has far surpassed the <br />capability of the software. <br />The consultant worked extensively with Department Heads and staff who use the system on a <br />day to day basis to identify system shortfalls and prioritize necessary components within a new <br />system. The attached needs assessment identifies five specific areas in which deficiencies are <br />noted: <br />1. Lack of system integration <br />2. Antiquated technology <br />3. Missing functionality <br />4. Insufficient reporting capabilities <br />5. Batch processing <br />A synopsis of the associated issues is provided below, however, a detailed analysis is included <br />in the attached Needs Assessment (Attachment #1, under separate cover). <br />