R2011-199 AUTHORIZING EXECUTION OF SYSTEMS AGREEMENT

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LEGAL DEPARTMENT MEMORANDUM NO. 2011-06 December 15, 2011 TO: Honorable Mayor McElroy and City Council FROM: Ryan McCrady, City Manager Wendy Morthland, Corporation Counsel Randy Aldrich, MIS Manager RE: Incode Court Case Management Suite The Agreement Council is being asked to approve is for the court case management software system that would allow the Administrative Court system to operate with the anticipated large volume of cases in an efficient and paperless manner. As Council has worked towards the creation of the Administrative Code Enforcement System ("ACES"), the discussion has included the workability of managing such a large volume of cases and the anticipated cost of such a system. To achieve Council's goal, the ordinances passed by Council on October 31, 2011 instituting ACES included the imposition of court costs for the software system. The agreement consists of the following Tyler Technologies applications software: Incode Court Case Management Suite, Incode Content/Document Management Suite, and System Software. The application will provide municipal court case management, central cash collection interfacing with the City's Tyler Technologies financial system (MUNIS), citizen WEB portal for Internet account access and payments with dynamic updates, and a seamless interface with the City's Laserfiche Electronic Document Imaging System (EDIS). EDIS is critical in providing a paperless court system and is in line with the City's document imaging direction for improving file access, searching, and reducing paper file storage space and costs. The Incode software architecture leverages IT technology to deliver flexibility, scalability, installations, and maintenance using state-of-the-art technology such as .NET user interface to database structure, smart client, role-based workflow, dashboards, and extensive reporting capabilities.