The County Line - Fall Issue 2002
Counties Work to Consolidate Software
We've been called many names
in the last 15 years. But "computer nerd" has not been
one of them.
Now, most mornings I can turn
the machine on and can even read e-mail and occasionally
"surf" the Internet. But a computer programmer, I am not.
And will never be.
So, the Association's latest
venture is somewhat of a confusing blend of the blind
leading the insightful and the uneducated leading the
expert. But we're moving forward anyway.
Let's start with a bit of background.
A couple of decades ago, the Association established a
workers compensation insurance pool so that county governments
could take advantage of the counties' common needs, problems
and expertise. The project was -- and is today -- very
successful. Later, a liability insurance program was started
and then three years ago we began taking statewide bids
on many of the common products -- like backhoes, tractors,
computer paper and garbage bags -- that counties purchase.
All of these efforts have been
successful -- and have saved the taxpayers money -- because
counties with common interests and needs have pooled their
resources. Now, county officials are looking at another
"pool" venture.
This one focuses on computer
software for the county commission office. Each of the
state's 67 counties is very different. However, each county
has common accounting functions and must record the financial
activities according to the same regulations and procedures.
So it only makes sense that the counties could explore
the purchase of some common financial software.
Currently there are a number
of companies offering software to counties in Alabama.
Some companies are based in Alabama, others are based
outside of the state. The programs offer a variety of
approaches to solving the financial reporting needs. And
most of those programs do a wonderful job.
This is not a project initiated
because the market place fails to offer acceptable products.
The products are not unacceptable. But it is a project
grounded in the idea that common entities with common
needs ought to make common purchases in order to reduce
costs and maintenance difficulties.
Right now each county is left
to negotiate its computer purchases alone. If two neighboring
counties are purchasing software at the same time, there
is no guarantee that either will even know about the other's
activities. And if they know, the counties have never
attempted to get a reduced price by "pooling" their purchasing
power. Then when you move to the subject of purchasing
annual maintenance or "service" for the software, the
counties have also been left to navigate those waters
alone.
So about three months ago more
than 15 counties were identified that intended to purchase
new software during the next 18 months. These counties
have been meeting and are currently working toward the
goal of a common computer software program that can be
utilized by any county in the state.
The project is still in the
planning stages at this point and many decisions are still
left to be ironed out. But at this point it appears to
be a very attractive concept and the county administrators
involved are very excited about the advantages that can
be realized from this approach.
The initial plans call for
the costs of the effort to be divided among the participating
counties. But more than saving money, the project presents
some exciting opportunities for enhanced performance on
the county level.
Because more than a dozen counties
are expected to be operating the same software, it will
be possible for the association to develop and organize
"users groups" that can provide technical advice and assistance
to employees around the state. County employees can work
across county lines to train each other and to respond
to the changing needs and demands of county government
in the 21st century.
Additionally, counties should
be able to prepare for audits and respond to the requests
of the Department of Examiners much more quickly and efficiently.
But all of these advantages
depend on the decisions made during the next couple of
months. Decisions that -- thankfully -- do not require
all persons involved be expert computer programmers.
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