04/10/2018 - Work Session - Announcements City Council Announcements
April io, 2018
Information Needed by Staff 8:40:45 PM
A. C-SPAN Bus
The Administration requests to utilize the Council Members' parking area to
accommodate the C-SPAN bus at City Hall on Thursday,April 26, 2018.
The bus will be parked far enough north to allow access to two parking spaces for
Council Members if Council Members wish to park near the building for a short
stay at City Hall. Otherwise, if Council Members plan to be in City Hall for the
afternoon, it would be best to park on 500 South to avoid impacts to your vehicle
should the bus need to depart while you are here. (All day reserved parking will
be available for Council Members on the north side of 50o South/near 200 East.)
C-SPAN is a state-of-the-art 45-foot customized motor coach travelling the
country to visit every state capital as part of C-SPAN's 14-month "5o Capitals
Tour."The bus is a multimedia mobile classroom that engages with community
members and elected officials to showcase C-SPAN's extensive political
programming and educational resources. Students will be invited to explore the
bus while at City Hall.
➢ Please let staff know if you have any concerns. Jennifer Bruno,
Council Executive Deputy Director, asked if there were any
objections to the Administration's request. No objections were
raised.
B. IMS Project Follow-up from Annual Budget(transmittal attached)
During last year's budget adoption,the Council approved funding in IMS for a
new document/ records management system on the condition that the
Department report back on their assessment of the need and process to evaluate
options and features that would meet the citywide need. IMS has transmitted the
report(attached) and is requesting the Council release the funds so that they can
move ahead in contracting.
Since there is a budget amendment open and scheduled for Council action on
April 17, staff will add this item to the motion sheet to release the funds.
If the Council would prefer to hold a briefing or report first,
please let staff know. Ms. Bruno asked if the Council wanted to
hold a briefing prior to approving the funds. Councilmember
Mendenhall asked about the amount. Lehua Weaver, Council
Associate Deputy Director, said between $300,000 —500,000.
She said the money was set aside in Non-departmental, so it was
not new money coming out of Fund Balance. Councilmember
Johnston said he preferred to receive an update before approving
the funds. Councilmember Mendenhall asked Staff to schedule a
written briefing for April 17, 2018 along with a motion for the
Council to approve the release offunds.
CITY COUNCIL TRANSMITTAL
Date Received: V 21 Ale
atrick Leary, Chief of Staf Date sent to Council: +�
TO: Salt Lake City Council DATE: March 22,2018
Erin Mendenhall, Chair
FROM: Gregory Daly,
SUBJECT: Enterprise Document anagement System
STAFF CONTACT:
Gregory Daly, Chief Information Officer, 801-535-7955
Randi Park,Technology Solution Manager, 801-535-7724
Aaron Bentley,Director of Software Services, 801-535-7934
COUNCIL SPONSOR: Exempt
DOCUMENT TYPE: Informational
RECOMMENDATION: The Administration would like to update the City Council on
the discovery and selection process for an enterprise document management system and
receive approval to spend the contingent funds for this solution.
BUDGET IMPACT:$513,741 which is already a part of FY18 budget.
BACKGROUND/DISCUSSION: In Fiscal Year 2017-18, administration requested
funding for an enterprise document management system. These funds were placed in the
budget for FY18 but were contingent based on review of the council on the discovery and
selection process.
PUBLIC PROCESS:Not applicable.
E
Request to Use Contingent Funds for an Enterprise Records/ Document Management System
The City Administration respectfully requests authorization to procure and implement
Laserfiche as the City's Enterprise Records/ Document Management (ERDM) System.
The Council approved funding for an ERDM in the 2017-18 annual budget with a contingency
that the Administration provide additional information about the City's need for a City-wide
records/ document management system, the history of previous efforts (including a review of
SharePoint funding that was previously approved), and the plan for implementation and
integration with the City's SLC.gov website for required public visibility.
Based on an updated needs assessment, selection committee work, and choice of a new
solution, we would like to move ahead with the procurement of Laserfiche and request that the
Council remove the contingency on the approved funds from the 2017-18 annual budget.
History
The City has used a variety of manual and computerized systems for the management and
archival of City records and documents, but has never standardized on a City-wide, enterprise
solution for a consistent and workable approach to management of these critical records. The
historically fragmented document-management approach leaves the City without standardized
and effective records/document retention management abilities and complicated retrieval
processes. It is a major concern.
The IMS Department attempted to solve this problem a few years ago by recommending the
City pursue a solution based on Microsoft SharePoint. The Council approved some initial
funding, around $150,000, to procure licenses and begin to move in this direction, but a
SharePoint-based ERDM solution never came to fruition for several reasons. (For more
information about the history of SharePoint, see the Additional / Background Information
section below.)
Solution Needs/ Requirements
In FY18, the City Administration refreshed its consideration of ERDM solutions using an
approach similar to that used in FY17 for a City-wide enterprise Learning Management System.
An ERDM solution selection committee was created at the end of June 2017 with members
from across City departments. A questionnaire was sent out to the committee members,
gathering information about their department's current processes and systems for records/
document management and how they were lacking or even nonexistent.This questionnaire
was followed by several work sessions that produced an in-depth gap analysis.
The critical capabilities of a suitable ERDM solution will satisfy the City's needs for:
• Collecting and organizing records and official documents,
• Tracking record / document versions and revisions,
• Applying consistent and thorough records/document retention policies,
• Providing advanced capabilities to identify records/documents using powerful search
tools,
• Integrating with systems that create the records/documents, and
• Making the records/documents accessible and visible, in a controlled way, to those
needing or wanting such access and visibility.
A fuller listing of solution requirements is in the Additional / Background Information section
later in this document.
Implementation
Following a selection process (also described in the Additional / Background Information
section), the City-wide project staff have identified Laserfiche as the preferred ERDM solution
and met with Laserfiche's implementation managers and advisors to discuss a phased rollout as
follows:
Phase 1
• System configuration,training, and deployment for enterprise use
• Data migration of information stored in Alchemy and Hummingbird legacy systems
• Integration with enterprise applications, such as OneSolution, and
• Creation of public facing document access through SLC.Gov by integrating the Laserfiche
public document portal into a webpage.
Phase 2
• Data migration of information stored in M-Files legacy system, and
• Integration with Department of Airports existing LaserFiche system.
Phase 3
• Integration with other internally-developed applications.
ADDITIONAL/ BACKGROUND INFORMATION:
Selection Process: Four competitive software applications were chosen for product
demonstration based on their current use in the City, system functionality based on reports
from industry experts, and availability on existing purchasing contracts. The systems were
OpenText, OnBase, Laserfiche and M-Files. Three of these already have a presence in divisions
and departments in the City: OpenText (Hummingbird), Laserfiche and M-Files.
The committee and other City personnel involved with the day-to-day management of records/
documents participated in the product demonstrations. Following the demos, all who attended
were surveyed. The results of that survey were given to the selection committee for review,
and they shortlisted two potential partners, Laserfiche and M-Files, based on the survey
feedback. These 2 suppliers returned for a second round of discussions and demonstrations.
Another survey was conducted, and the selection committee selected Laserfiche as the best
solution for the City.
Previous use of SharePoint: Microsoft SharePoint allows developers to build a variety of
collaborative applications on top of its software platform. Out-of-the-box, it does very little; all
meaningful capabilities are developed /configured by the users. It can be used to provide
document and content management and collaboration functionality, but only with considerable
development and configuration work. It is a tool to build applications, not a comprehensive
enterprise records/document management system. The implications of this to the City are
considerable: SharePoint requires the City to be expert in records/document management
solution design and to have resources (or access to resources) that can build an enterprise-class
solution based on that design.
Even still, SharePoint is currently in use in a variety of collaboration, process automation, and
intranet uses within the City. It is suited, to varying degrees, to these needs. For example:
• The Police Department uses SharePoint as a platform for the Adventos SmartForce
application to increase collaboration and communication throughout the department.
The department pays $40,000 in annual maintenance for this software system which is
used heavily throughout the department.
• Public Utilities uses SharePoint to facilitate project planning and coordination in Public
Utilities. To create this capability, Public Utilities has used an outside consultant to
migrate the department's project related documents, previously stored in
Hummingbird, into SharePoint for project collaboration between internal staff and
external consultants at a cost of$88,580 in consulting.That cost does not include the
hardware needed to run the application or store the files, nor ongoing costs nor keep
the solution working with new releases of the SharePoint platform.
• SharePoint is the platform upon which many City departments have built their internal
intranet sites for internal information communication.
• SharePoint Online is now the base for the Office 365 applications like OneDrive For
Business and the Microsoft Online Office suite.
These are all important uses, but they do not suggest that SharePoint can be a quality ERDM
solution that provides the best-in-class functions and features that City needs. Attempting to
make it perform as such is beyond the City's capabilities.
The City's earlier desire to move to an ERDM solution was good, but the selection of SharePoint
in this role was flawed. A proper identification of the human and technology resources needed
to design, implement, and maintain SharePoint in an ERDM role were not properly done.
Additionally, the funds allocated to the project were insufficient, whether for SharePoint or any
other suitable solution. The funds provided were sufficient for the licenses for SharePoint, but
they were insufficient to cover the computing hardware infrastructure, outside consulting
services, or staff/ personnel resources development needed to design, implement and
maintain such a system.
List of desired capabilities of and requirements for an excellent solution:
1 Document Workflow Automation
2 Facilitate task management and completion (clear hierarchy for decision-making,
including departmental and individual authorizations)
3 Simple, intuitive user interface for building workflows without the need for
programmers or technical expertise
4 Optional email and message notifications
5 Designation of how exceptions to standard processes should be handled
6 Ad hoc workflow
7 Workflow routing decisions
8 Detailed workflow reports
9 Allow for multiple permission levels
10 Provide for detailed audit table that displays a history of transactions on the
system based on defined criteria
11 Accommodate storage for both public and private documents, yet provide for
content security and management
12 User/group/system security
13 Strong data encryption
14 Designation of who can view information down to the individual user/document
type
15 Documents can be frozen and cannot be altered
16 Possible redaction of sensitive data and PII
17 Recycle bin deleting
18 Full-text indexing/Optical Character Recognition will allow scan and automatic
indexing files by recognizing metadata contained within the document/keyboard
or drop-down driven indexing
19 Stellar Search & classification functionality
20 Version control/content hiding with redaction/export only metadata
21 Sticky notes/annotations
22 Audit trails and reporting functionality
23 Collaboration Tools
24 Ability to expand and grow (1 to 1000's of users)
25 No storage size limitations
26 Web access availability/content management tools
27 Integration with third-party (or existing) applications (Outlook, Print to,
Word/Excel check-in or check-out)
28 Active Directory integration
29 Mobile accessibility(beneficial for field employees who need to quickly edit or
review contracts or other City documents)
30 Ease of public access (single access point/built in client view portal)
31 Easy user interface/intuitive
32 Comprehensive training
33 Fast/complete/painless migration from several sources (Hummingbird, Alchemy,
Other)
34 Seamlessly integrate with legacy systems, line of business software, fax, email
and in house developed software
35 Product functionality supports industry-standard Web Services/Web Services API
36 Long-term digital preservation (is the company strong and going to be supported
for years to come, are the digital formats in PDF or PDF/A)
37 Workflow from active document to Records Management System
38 Ability to assign and track retention. Governance, and compliance
39 Non-proprietary format/store any file format
40 Full screen and thumb nail view/mode
41 Ability to quickly and easily capture and upload content into the system from
different departments, devices, offsite locations is key(PDF form processing)
42 Application development support
43 Centralized access from a single repository
44 Electronic document approval functionality/business process management
2018 DRAFT COUNCIL MEETING '4i9/201g •
116,
Public Notice is hereby given that the 2018 Annual Meeting Schedule of the City Council of Salt Lake City,
Utah,shall be as follows:
Council Meetings are held in the City and County Building,451 South State Street,Salt Lake City, Utah.Council
Meetings usually include a 2 p.m.WORK SESSION(Room 326)and a 7 p.m.FORMAL SESSION(Room 315).
All meetings of the City Council are open to the public unless closed pursuant to Sections 52-4-204,52-4-205
and 78B-1-137, Utah Code Annotated. Notice of each meeting is given at least 24 hours in advance of the
meeting as required by State law.An agenda of each meeting is posted at:
• Salt Lake City Council website www.slccouncil.com
• State of Utah Public Notice website www.utah.gov/pmn/index.html
Meetings in addition to those listed below may be held or canceled as circumstances may require,subject to
applicable public notice requirements.
Notice:
• The City&County Building is an accessible facility with a street-level entrance located on the east side
of the building. People with disabilities may make requests for reasonable accommodation,which may
include alternate formats,interpreters,and other auxiliary aids,and services. Please make requests at
least two business days in advance.To make a request,please contact the City Council Office
at council.commentsPslcgov.com, 801-535-7600,or relay service 7ii.
• In accordance with State statute,City ordinance,and Council policy,one or more Council Members may
be connected via speakerphone.
January Meetings February Meetings
• Monday,January i • Tuesday,February 6
New Year's Day Holiday Council Work Session&Formal Meeting
• Tuesday,January 2 • Tuesday,February 13
Oath of Office Ceremony at 12 p.m.,Council RDA Meeting&Council Work Session
Work Session at 4p.m.&Formal Meeting at
7 P.m. • Monday, February 19
Presidents'Day-Holiday
• Tuesday,January 9
RDA Meeting,Council Work Session& • Tuesday,February 20
Limited Formal Meeting Council Work Session&Formal Meeting
• Monday,January 15 • Tuesday,February 27-No Meeting
Martin Luther King,Jr.Day-Holiday
• Tuesday,January i6
Council Work Session&Formal Meeting,
Limited RDA Meeting
• Tuesday,January 23-No Meeting
• Tuesday,January 3o
Tentative Council Workshop/Retreat
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2018 DRAFT COUNCIL MEETING
March Meetings May Meetings
• Tuesday,March 6 • Tuesday,May 1
Council Work Session&Formal Meeting Council Work Session&Formal Meeting
• Sun.,March ii—Wed., March 14 Tuesday,May8
NLC Congressional City Conference, •
Washington,D.C. RDA Meeting,Council Work Session Only
• Tuesday,March 13—No Meeting • Tuesday,May 15
Council Work Session&Formal Meeting
• Tuesday,March 20 • TENTATIVE-Thursday,May 17
RDA Meeting,Council Work Session&Formal Council Work Session(as needed for budget)
Meeting
•Mon.,March 26 -Wed.,March 28 Tuesday,May 22
• Council Work Session Only&Formal Meeting
NAHRO Conference,Washington,D.C.
• Tuesday,March 2']-No Meeting • TENTATIVE-Thursday, May 24
Council Work Session(as needed for budget)
April Meetings • Monday,May 28
Memorial Day-Holiday
• Tuesday,April 3
Council Work Session&Formal Meeting • Tuesday,May 29
Council Work Session Only Sr Formal
• Tuesday,April 10 Mccting
RDA Meeting&Council Work Session
• TENTATIVE-Thursday,May 31
• Tuesday,April 17 Council Work Session(as needed for budget)
Council Work Session&Formal Meeting
• Wed.,April 18— Sun.,April 22 June Meetings
Downtown Alliance Urban Exploration, • Tuesday,June 5
Minneapolis,MN Council Work Session&Formal Meeting
• Sat.,April 21-Tues.,April 24 • TENTATIVE-Thursday,June 7
APA National Planning Conference Council Work Session(as needed for budget)
(American Planning Association),
New Orleans,LA • Tuesday,June 12
RDA Meeting,Council Work Session&Formal
• Tuesday,April 24-No Meeting Meeting
Wed.,April - Fri.,April • TENTATIVE-Thursday,June 14
• Utah Leagues of Cities and Towns Mid Year Council Work Session(as needed for budget)
Conference,St.George,UT
• Tuesday,June 19
Council Work Session&Formal Meeting
Tentative-based upon Budget adoption
• Tuesday,June 26 -No Meeting
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2018 DRAFT COUNCIL MEETING " ` 4/9/2018'R
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September Meetings Continued
July Meetings
• Tuesday,July 3-No Meeting • Tuesday,September i8
Council Work Session&Formal Meeting
• Wednesday,July 4 • Tuesday,September 25 -No Meeting
Independence Day-Holiday
• Tuesday,July io October Meetings
RDA Meeting,Council Work Session • Tuesday,October 2
Council Work Session&Formal Meeting
• Tuesday,July 17(TENTATIVE)
Council Work Session&Formal Meeting • Tuesday,October 9
RDA Meeting&Council Work Session
• Tuesday,July 24—No Meeting Tuesday,October i6
Pioneer Day-Holiday •
Council Work Session&Formal Meeting
• Tuesday,July 31 (TENTATIVE)
Council Work Session&Formal Meeting •
Sun.,Oct. 21—Wed.,Oct. 24
Rail-Volution,Pittsburg,PA
• Tuesday, October 23-No Meeting
August Meetings
• Tuesday,August 7-No Meeting • Tuesday,October 3o-No Meeting
NIGHT OUT AGAINST CRIME
Tuesday,August 14 November Meetings
• Council Work Session&Formal Meeting& • Tuesday,November 6-No Meeting
TENTATIVE Truth in Taxation Hearing Election Day
• Tuesday,August 21 • Wed.,Nov. 7— Sat.,Nov. io
RDA Meeting, Council Work Session&Formal National League of Cities Conference,Los
Meeting Angeles,CA
• Tuesday,August 28-No Meeting • Monday,November 12
Veteran's Day Observed-Holiday
September Meetings
• Monday, September 3 • Tuesday,November 13
Labor Day Holiday Council Work Session&Formal Meeting
• Tuesday,September 4 • Tuesday,November 20 —No Meeting
Council Work Session&Formal Meeting
• Thursday- Friday,November 22-23
• Tuesday,September ii Thanksgiving Holiday
RDA Meeting&Council Work Session • Tuesday,November 27
Wed.,Sept. 12 —Fri.,Sept. 14 RDA Meeting,Council Work Session&Formal
• Utah Leagues of Cities and Towns Annual Meeting
Conference,Salt Lake City,UT
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2018 DRAFT COUNCIL MEETING
December Meetings
• Tuesday,December 4
Council Work Session&Formal Meeting
• Tuesday, December ii
RDA Meeting,Council Work Session&Formal
Meeting
• Tuesday, December i8—No Meeting
• Tuesday, December 25
Christmas Day-Holiday
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