AGENDA #8b
MEMORANDUM
TO: Mayor and Town Council
FROM: Roger L. Stancil, Town Manager
SUBJECT: Proposal for Obtaining a Needs Assessment for Developing a Master Technology Plan for the Town of Chapel Hill
DATE: October 23, 2006
PURPOSE
The purpose of this report is to identify the initial steps we are taking toward the development of a master technology plan for the Town of Chapel Hill.
The attached resolution and budget ordinance authorize the Town Manager to enter into a contract for the services of RHJ Associates, Inc., a specialist in local government technology planning.
Throughout my recent discussions with Town Council members, staff members, and citizens, two common themes that emerged were:
The Town of Chapel Hill has made significant investments in technology in recent years. In 2000, a group of citizens and staff members created a technology plan that has been the basis for a number of new initiatives and programs recommended by staff and approved by Council. While these initiatives have improved services, we need a comprehensive examination of the underlying Town resources, personnel, and infrastructure necessary to support further technology enhancements.
After discussions with the Town staff, I established a Staff Technology Review Team comprising key staff members and headed by the Deputy Town Manager. This team has begun its task of cataloguing our technology resources, identifying needed resources, and prioritizing these needs. I have attached a report from the Information Technology Director describing the initial phase of the team’s work and related technology information.
I have discussed with staff how we might provide the Town Council with a comprehensive examination of our existing resources and needs. We concluded that the staff team, with the assistance of outside resources, is the most effective way to develop a detailed needs assessment in the short time that is available prior to beginning development of the FY 2007-2008 budget. This is important because I anticipate that some of the desired improvements will require funding not yet in place.
I have previously worked successfully with a company, RHJ Associates, Inc., that specializes in local government technology planning. Town staff has met with RHJ and we believe they can provide the degree of detail and careful evaluation of needs and resources that is necessary to develop a master technology plan. Their charge would be to:
The RHJ proposal includes interviews with identified stakeholders in addition to Town staff and a review of the draft report with those stakeholders.
The proposal of work by RHJ Associates is attached (Attachment 1). RHJ Associates has submitted a project cost of $37,465. A portion of the cost of the project can be accommodated in the Information Technology Department budget. The remainder of the project costs ($30,000) would come from the Town Council contingency funds, which would leave a balance of $30,202.
We anticipate the needs assessment will be completed in March 2007. The results of the needs assessment will determine the next steps in developing the master technology plan for the Town.
That the Council adopt the following resolution and enact the budget ordinance authorizing the Town Manager to contract for a technology needs assessment with RHJ Associates, Inc.
ATTACHMENT