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SCENARIO ONE <br /> The City could do nothing and continue to use the existing phone <br /> system. It is not broken and it performs the basic <br /> telecommunications functions that are needed to operate City Hall. <br /> PROS - Because the existing phone system is paid in full, there is <br /> no expense for the City to perform its telecommunication function. <br /> CONS - It is not meeting the needs of the City because there is no <br /> expansion capability. To provide better customer service, it has <br /> been suggested that the Public Works Garage and the Park and <br /> Recreation Department have their own phone numbers so calls could <br /> be placed directly to these departments. This could not be done <br /> with the current system. Also, because of the age of the phone <br /> system, there have been ongoing mechanical problems such as lines <br /> being cut off in mid conversation. These problems result in <br /> service calls and can be expensive. Also, with the existing <br /> system, it is difficult to efficiently process calls, especially <br /> for the operator. It is a challenge to keep track of who is on <br /> hold and who they are waiting for. Technology now makes this <br /> function much more efficient and effective. In addition, because <br /> of the limits of the current system, certain features can not be <br /> added, such as Voicemail. <br /> SCENARIO TWO <br /> Upgrade to a new system that has the capability to do more with <br /> trunk lines (give Park and Recreation and Public Works their own <br /> numbers) and add other options that may be important to the City <br /> such as Voicemail and Direct Inward Dial (DID) . <br /> PROS - Voicemail has several benefits including more efficient <br /> message delivery and detailed recordings of information that can be <br /> made available to the public, ie. an information hotline. <br /> Voicemail will allow both the outside caller and internal personnel <br /> to leave recorded messages. The system can also be set up to allow <br /> • . - .0 . . .i - - .i _ . . .- . • . - <br /> front desk. The DID feature would give each telephone an extension <br /> so if an outside caller knew that extension, a call could be placed <br /> directly to the person rather than going through the operator. DID <br /> also allows inside calls to be made without using an outside line. <br /> A DID maximizes the number of phones and phone lines available and <br /> minimizes the number of times the operator needs to be involved for <br /> routine calls. A system with these options would make the City a <br /> moreefficientand effective -organization. <br /> - <br /> CONS - Purchasing a phone system like this is going to be an <br /> expense for the City. If the City added such options as Voicemail <br /> and DID, the new phone system would cost about $27,000 . In <br /> addition, the monthly expense to U.S. West for phone lines would <br />