Going “hi-tech” is not necessarily cheap.
On Aug. 24, Centre Wellington councillors approved a long-term plan for the implementation of CityView Software for various administration duties across several departments.
At roughly $475,000, the work, which will be completed in two phases, still remains subject to approval in the 2016 capital budget.
The new software proposal comes in part from recommendations in the Belysde Cemetery Master Plan, which includes cemetery management software in the amount of $40,000.
Wes Snarr, managing director of corporate services, stated the move is a strategic opportunity to purchase and implement the CityView software system that will address the immediate need for cemetery management and also set the stage for the implementation of CityView modules for the management of building permits and inspections, code enforcement, engineering, and planning application processing.
Snarr explained the idea is to include core system requirements common to all modules, and develop staff expertise with the system’s work flow and protocol.
“CityView is a central and integrated software solution that increases functionality between user departments, and ensures consistent workflow and accountability,” he stated.
The intent is for the software to replace existing systems that are mostly paper-based, “thereby achieving greater operating efficiencies and improved service” to residents and other customers.
The software automates routine service tasks, enables service requests after hours, and provides up-to-date service and status information online and in the field.
Snarr said staff considered various software solutions to satisfy the township’s need to improve efficiencies in various core services.
“In view of software issues and problems of the past, staff feel a business case detailed in this report will provide the basis of an award to CityView, a proven software solution having a proven track record in providing solutions relating to the township’s needs,” Snarr stated.
He added CityView has successfully proven installations in many other municipalities that are similar in size, and larger and smaller, including Haldimand, Norfolk, Grimsby, Lincoln, Cornwall, Greater Napanee, Blue Mountains, Bradford West-Gwillimbury, Woolwich, Chatham-Kent and the County of Brant.
“Staff is of the opinion the solutions provided by CityView meet and exceed the township’s requirements for our present and future needs,” Snarr said.
Planning for the launch of phase one would start this fall, with the actual implementation beginning once the iCompass meeting management and video streaming system project is complete in November.
Full implementation is expected by early 2016.
Snarr explained the cemetery management module determines plot availability, manages maintenance and repairs, schedules interments and burial services, facilitates retrieval of records by both staff and the public, and tracks transfers and returns of plots as well as memorial and monument applications.
Snarr added this move also supports the township’s strategic plan, which includes reviewing its processes and encouraging innovation.
Mayor Kelly Linton said his this is a widespread application that can be used in a number of ways within the township.
Councillor Kirk McElwain wondered about integration with existing software in the township, asking, “Has it been tested and are there any potential issues?”
Council was told the entire framework of the new software is Microsoft based, offering integration with other Microsoft-based applications.
Councillor Mary Lloyd noticed the township was already acting on one of the recommendations of the yet-to-be approved Belsyde master plan, which included updating the records system. She said she considers that a positive move.
Lloyd also noted this will occur at a point after the township anticipates council meetings being broadcast via live streaming. She appreciated having the meeting portion being looked after before moving on to the next step.
“There’s a lot of folks out there wanting to have that access,” said Lloyd.
Council endorsed the plan, with phase one beginning this year and phase two to be implemented in 2016, subject to approval in the capital budget.
