City Hall preparing for re-engineering initiative

By TIM SINIARD
Posted 4/11/19

Assistant City Manager and City Clerk Shawn McKay says the city government’s re-engineering initiative will bring the city's operations into the 21st century.He said the current system is …

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City Hall preparing for re-engineering initiative

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Assistant City Manager and City Clerk Shawn McKay says the city government’s re-engineering initiative will bring the city's operations into the 21st century.

He said the current system is antiquated, dating from almost 30 years ago.

“The system was implemented in 1993. It’s time to update it,” McKay told the Cleveland Daily Banner.

As a result, the new computer system, which is still in the planning stages, will help improve customer service.

“We are revamping and want to raise our level of customer service,” McKay said.

Enterprise resource planning software would provide the  city the capability to communicate, plan and implement services in real time.

For example, if a department manager wants to submit a requisition, they can enter the information online, where it will be evaluated by city staff.

“If a department wants to issue a requisition, they can do it online and it will be routed to the right folks and there will be levels of approval,” McKay said. “So it streamlines the process. The system will automatically check if the requisition’s cost is in the budget.”

The planned system will eliminate paperwork and increase efficiency. 

“Everything is now paper intensive,” McKay said. “We currently get written requisitions and written quotes and we issue written purchase orders. We won’t do that anymore.”

Importantly, the new system will offer enhanced services to city residents, who will be able to go online to rent a park pavilion, purchase permits or pay property taxes, for example.

In addition, McKay said the city is in talks with Cleveland Utilities to have a kiosk installed at the Municipal Building.

“If someone comes in to pay a parking ticket, they can also pay the utilities bill,” McKay said.

As for implementing the system, McKay said the city is currently evaluating how similar system launches in other cities are faring.

“Its something we have been looking at,” McKay said. “There are several out there, but we have been waiting a little bit. Other cities – Athens, Collegedale and Murfreesboro – are implementing it, and we want to see how that goes. We are letting them get through that process to see what worked and what didn’t work.”

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