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City of Lake Elmo. EDP Recommendation Page 2 4) Replace word processing software to match capabilities of new hardware purchased. 5) Network computers to facilitate efficient file and printer sharing. 6) Expand the number of office microcomputers. ANALYSIS OF CITY'S REQUIREMENTS Software The computer software selected will determine to a large extent what hardware is required. The City's first priority as stated above is to obtain general ledger software suitable for processing the City's financial transactions. The City's accounting system is structured significantly different to the majority of enterprises (i.e. fund accounting). Therefore the number of suitable software alternatives for a City such as Lake Elmo is relatively small. The major alternatives are as follows: -Obtain an off -the -shelf software package that is written and supported locally. -Obtain an off -the -shelf software package that is nationally distributed. -Purchase and than have customized a relational database manager program. Naturally each alternative has advantages and disadvantages. Off -the -shelf software packages are generally less expensive than customized programming however greater flexibility may be realized by using the database program. Support availability becomes a deciding factor between off -the -shelf software packages. We have reviewed a few off -the -shelf packages all of them suitable for processing the City of Lake Elmo's needs. Of the ones packages reviewed, the Banyon Software package is written and supported locally in this area. Other advantages of this package are that the product has been around for several years and has been well tested during this time. Our firm has also had experience in implementing this package with two other City clients. We are also familiar with this software package when assisting the City during the annual audit. An alternative to a an off -the -shelf software package is to customize a relational database program. This would allow the City to have the program written to their own specifications. This alternative would provide the City with greater flexibility in meeting future requirements by allowing the City to add to its database program when it is deemed warranted. We have recently been involved in an engagement such as this using a customized database application. Programmers are available locally for these packages and the cost of implementing these systems is within reason for the product that is received. With regards to other software applications required by the City, there are numerous standard word processing packages and spreadsheet programs that would adequately meet the City's needs for these applications providing more capabilities than the City is currently using. Support and training for these packages may be obtained through numerous sources including classes, seminars, and books.