E-Gov Committee Meeting
March 31, 2004
Utility Billing Online: Completed, however Ed wants to add the ability for customers to be able to enter their bank account information in order to be bank drafted for the current month. Customers now have the option of setting up bank drafting as a recurring transaction, but not as a one-time occurrence via a web transaction. A 3rd-party provider, Official Payments Corp, currently handles credit card transactions and is linked from the utility billing website.
GIS Online: Completed. Data is routinely sent to DASC on KU campus who presents the GIS data on their equipment and software; a link is made to this site from the City’s website.
Intranet: Initially completed but improvements needed. The intranet site is up but the consensus is that employees do not routinely use the site for retrieving employee communications. A second phase of transactions by the employee to update demographic or benefits data is still needed.
Recreation Enrollment: Completed. Online class registration and payment is possible with this RecTrac software. A question was raised as to whether RecTrac could accept bank draft information online in lieu of a credit card payment.
Web-based agenda: Completed. Commission packet materials and presented and archived online.
Online Permits & Inspections: Completed. Permit-holders may access permit and inspections completed to-date by entering their permit number and assigned PIN to retrieve this information.
Online Job Applications: Not completed. A search for software options and demos is currently underway.
Municipal Court Officer Citations: An automated method of downloading or transferring police officer citations for parking violations into the municipal court database is desired. This would eliminate re-keying information from hand-written information in ticket books. The existing Muni Court software, CompuCourt, has limitations on this and other functionality. CompuCourt may be replaced in the future and this will have a bearing on the design of officer citation data transfer. It was stated that perhaps only the traffic unit initially is involved in this project.
Legal Notices online: Legal notices currently published in the newspaper at City expense could be instead placed on the City website. A similar process is done in Bellevue, Washington on their website: http://www.ci.bellevue.wa.us/page.asp?view=1044 A List Serve could be used to notify potential groups or interested parties whenever a new notice is published online.
Public Documents online: Documents such as contracts and agreements could be placed online for citizen review. Documents that only exist on paper would need to be scanned and converted to HTML or pdf for web publishing.
Business Licenses online: A turnkey HTE application exists to provide this web functionality that interfaces into the existing HTE business license system. The software could be purchased and added to the existing Click2Gov server that also supports online Utility Billing and Building Permits.
Complaint Tracking/Work Orders online: From our website, citizens could select from various categories of issues (e.g. potholes, dog-at-large, trash pickup, etc), enter the pertinent address and contact information and route the “work order” to the appropriate departmental contact. The database would track all actions pertaining to the original request and provide reporting capabilities on the collected data.
Time and Attendance: A more automated method to replace employee-completed written timesheets was desired. Software options are currently being investigated by a small committee led by Lori Carnahan. Various time entry options including traditional time clocks as well as scanned employee cards are methods to capture and record actual time worked. This front-end time and attendance software would then need to interface to the existing payroll system to capture bi-weekly hours for payroll production.
Document Imaging standards: Some dissatisfaction was expressed for the existing Optika Acorde imaging retrieval system. Aside from exploring other software options Chief Olin mentioned their in-house developed police records retrieval system that might possibly be used as a model for new projects.