BOARD MEETING DATE: September 5, 2008
AGENDA NO. 14

PROPOSAL:

Appropriate Funds for Stakeholders Database Development and Software Implementation

SYNOPSIS:

AQMD has created a global Contacts Database on its Microsoft Outlook Exchange Server to hold contact information needed for outreach efforts. Although the MS Office software suite contains functionality to target and distribute emails for outreach efforts, additional software is necessary to provide full functionality for targeted outreach. Other available software packages, such as Customer Relationship Management (CRM), that are specifically designed to perform the type of outreach needed across the agency will be reviewed and evaluated. This action is to request $100,000 for the acquisition and implementation of the recommended software package. Funds ($100,000) for this purchase are available in the Undesignated Fund Balance in the FY 2008-09 Budget.

COMMITTEE:

Administrative, July 18, 2008, Recommended for Approval

RECOMMENDED ACTIONS:

Appropriate $100,000 from the General Fund, Undesignated Fund Balance, to the Information Management FY 2008-09 Capital Outlays Budget for the acquisition of Stakeholders Database development and software implementation and authorize the Executive Officer to purchase the recommended software.
 

Barry R. Wallerstein, D.Env.
Executive Officer

Background

A global database containing agency-wide contact information has been initiated to effectively support agency outreach efforts. This global contacts database has been set up on the agency’s Microsoft Outlook Exchange Server. Microsoft’s Office software suite incorporates functionality that can be used to distribute both email and paper mail to selected group(s) of contacts filtered from the global contacts database.

Other software, such as Customer Relationship Management (CRM), is available to manage and make use of the contact information stored in the contacts database. CRM software packages range in complexity and price and need to be evaluated, properly sized and possibly enhanced to provide desired functionality to various groups across the agency.
 

Proposal

To provide enhanced outreach functionality, IM will coordinate the review and evaluation of available CRM software packages to identify appropriate software for AQMD needs. IM will purchase and implement the recommended software package according to the requirements of the agency.
 

Resource Impacts

Funding for this effort will require an appropriation of $100,000 from the Undesignated Fund Balance to Information Management’s FY 2008-09 Budget. Sufficient funds are available in the Undesignated Fund Balance.