FI - 4-10-13 Telephone System1
A3 Problem Solving
Concern/Problem
Telephone system configuration is no longer optimal; T-1 Contract
expired.
Processes that may be
impacted
Phone system is central to much of what we do.
Date problem was
identified
January, 2013
Originator
Margaret Kay
Contacts
Rod Franz
Problem Solving Team
Rod Franz, Jack Rolfs Gene Wilson (Consultant), Many departmental staff for both
City and County
Describe Current
Situation
It has been several years since we have reviewed the system for optimal
configuration. Expiration of the contract for the T-1 line to the City-County Building
prompted the discussion regard the system configuration overall.
Analysis
See attached report and Spreadsheet. When incremental changes to the system are
made, sometimes the choices made are not the best for the system overall.
Likewise, as circumstances change, sometimes we overlook this component of other
systems. For example, switching from analog to digital radios systems eliminated
the need for a telephone special circuit to support the analog base station. This
was overlooked in the transition. Likewise, when the old pool was closed after the
final season, nobody remembered to disconnect the phones.
Recommendation
Individuals responsible for changing communications systems need to check effects
on all ancillary systems as they proceed.
Labor and Cost Savings
Annual dollar savings: Net of the audit fee, savings for all changes for the first year
are $6,502.25 for Saline County and $10,033.45 for the City of Salina. Annual
savings after that are $11,530.71 and $24,446.61, respectively. These savings are
calculated based on a comparison to the previous contract. Compared to the
current month to month charge for the T-1 line, those savings would be
substantially higher, increasing in total by about $20,400. City savings, in that
view, would be $32,606 annually.
Annual hours of increased capacity: None
Use bullet points to identify customer service or employee benefits:
Implementation Plan 1. Get City and County Staff approvals
2. Order the changes from At&T
Attachments 1. Memo to County Administrator
2. Spreadsheet summarizing options and changes
Approval Process
Supervisor’s Review
and others in the Chain of
Command
Instructions: This form is submitted through the chain of command to the Director
Date:
Name:
Comments:
Director’s Approval
Instructions: Approval authority is delegated to each Director for all
recommendations that results in $5,000 or less in annual savings, or 250 hours or
less of annual increased capacity.
Date: March 29, 2013
Name: Rod Franz
2
Approved/Denied:
Process Improvement
Director’s Approval
Instructions: Upon approval this form is sent to the CMO Executive Assistant, who
forwards a copy to members to the Executive Support Team. They determine how to
convert hours into budgetary savings.
Date:April 10, 2013
Approved/Denied:
City Manager’s
Approval
Instructions: Final sign off for all recommendations that exceed $5,000 in annual
savings, or 250 hours of annual increased functional capacity is by the City
Manager, who also signs off on any plans to convert hours to budgetary savings. The
CMO Executive Assistant converts the approved form into a pdf file that is saved on
the P drive and in Laserfiche.
Date:
Approved/Denied: