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HomeMy WebLinkAboutAgenda - 05-04-1999 - 7dORANGE COUNTY BOARD OF COMMISSIONERS Action Agenda Item No. ~_ ACTION AGENDA ITEM ABSTRACT Meeting Date: May 4, 1999 SUBJECT: Telephone system upgrades DEPARTMENT: PURCHASING AND Public Hearing: Yes: No: CENTRAL SERVICES Budget Amendment Reqd? Yes No ATTACHMENT(S): INFORMATION CONTACT: PAM JONES, ext. 2650 Telephone Number- Hillsborough 732-8181 Chapel Hill 967-9251 Mebane 227-2031 Durham 688-7331 Purpose: To consider improvements to the County's telephone system in order to achieve Y2K compliance; and to provide a higher level of service to -the public by allowing them the option to dial directly to a department without routing through the automated attendant. Background: The County installed the present telephone system in the spring 1990. The system has operated without upgrades since that time. During. the Y2K inventory process, it came to our attention that the software version presently operating our telephone system will not operate after December 31, 1999. The cost of the upgrade to mitigate this problem is $82,684. A way we would recommend addressing this cost is through existing funds in the Central Services budget. Insurance and worker's compensation premiums are budgeted based on projections of historical cost and projected salary increases each year. Last year, the escalation in insurance costs was not as high as expected and the County Commissioners Association awarded a larger discount that was anticipated. These factors contribute to our good fortune of unspent funds in these two line items. We recommend using these funds to support this one time cost to upgrade the telephone system. Assuming the Board's approval of this upgrade during the May 4, 1999 meeting, the telephone system upgrade will be ordered and installed as quickly as practicable. Sprint has advised us that as the months advance closer to December 31, 1999 more and more customers will call for upgrade service, thereby potentially creating a backlog in Sprint's ability to install software immediately after the order. We have been advised 2 that if our order is placed by early May, we can be assured of software installation and the completion of testing by the middle of June, 1999. A second initiative, unrelated to Y2K, is the installation of Direct Inward Dial numbers to each of the County extensions. This would enable citizens to reach County employees directly without going through the automated attendant, should they so choose. On the other hand, should citizens find it more convenient to go through the automated attendant, that option remains available to them as well. In order to allow the use of existing County extension numbers, Sprint has indicated a willingness to solicit the Utilities Commission for a unique prefix for County numbers. For example, you may now reach the Commissioner's office by dialing into the automated attendant and dialing "1-2125#". Under the proposed change, a citizen could dial a prefix unique to County government plus the existing extension number (XXX-2125) and reach the Commissioner's office directly. The prefix number assigned to County extensions has yet to be determined. Should the Board approve this concept, the work would be completed by the fall, 1999. A public information component would be implemented to inform our citizens about the change. A separate, yet related benefit is the impact this change might have on staffing of the Purchasing and Central Services Department. We would anticipate a reduction in calls through the switchboard as the public became accustomed to the new calling opportunities available to them. The anticipated reduction in volume at the switchboard could offer opportunities to reallocate departmental duties and create some much needed staff resources to carry out departmental existing and long-range initiatives. Board consideration would be requested at the appropriate time, however, and is not part of the action being sought at this time. The cost of installation for the Direct Inward Dial capability is approximately $16,000; which will be funded through the Central Services budget. The proposed DID application is projected to save the County approximately. $7000 per year, thereby creating. a 2'/z year payback on the investment. Financial Impact: The total cost of the Y2K upgrade ($82,684) and the Direct Inward Dial capability ($16,000) would be supported through existing funds available in the Central Services budget. Recommendation: The Manager recommends that the Board: • Approve the expenditure of funds for the Y2K upgrade for the phone system ($82,684); • Endorse the Direct Inward Dial (DID) proposal, approve the associated costs ($16,000) for installation and authorize staff to move forward with implementation.