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ORANGE COUNTY <br />BOARD OF COMMISSIONERS <br />ACTION AGENDA ITEM ABSTRACT <br />Meeting Date: December 2, 2002 <br />Action Age ~ a~ <br />Item No. <br />SUBJECT: Presentation Regarding Proposed Business System Software <br />DEPARTMENT: Purchasing and Central PUBLIC HEARING: (Y/N) No <br />Services <br />ATTACHMENT(S): <br />INFORMATION CONTACT: <br />Pam Jones, (919) 245-2652 <br />Ken Chavious, (919) 245-2453 <br />Donna Dean, (919) 245-2151 <br />Elaine Holmes, (919) 245-2552 <br />Dick Taylor, (919) 245-2276 <br />TELEPHONE NUMBERS: <br />Hillsborough 732-8181 <br />Chapel Hill 968-4501 <br />Durham 688-7331 <br />Mebane 336-227-2031 <br />PURPOSE: To receive information regarding the proposed replacement of the County's <br />business system software in anticipation of a bid award for consideration by the Board on <br />December 10, 2002. <br />BACKGROUND: In the mid-1970's, the Orange County Data Processing Department staff <br />purchased and significantly modified athen-state of the art legacy system software program to <br />carry out the business functions for the County. The software recorded data for all financial <br />information for such major areas as the General Ledger, payroll, fixed assets, revenue <br />collections and purchase orders. A system was also developed in-house for Personnel <br />Department data management. These systems were considered effective and efficient and <br />were used by other counties and municipalities in the state. While the systems have been <br />enhanced in some areas, the function remains substantially as written almost three decades <br />ago. Information and functionality needs of the organization and the public have long since <br />outstripped the capabilities of the system. <br />Recognizing the need for updating these legacy systems currently used in managing the <br />County's business information, a process for assessing the need and formulating a plan to <br />address the need was begun in 1998 by the department heads in Finance, Budget, Personnel, <br />Purchasing and Information Systems. With the guidance of the BOCC-appointed Information <br />Technology Committee, the needs assessment was finalized in 2001, and an IT Consultant <br />hired by the County developed a Request for Proposal. The County received eight responses <br />to the Request for Proposal in February 2002. <br />