Return On Investment Calculator
Granicus Legislative Management Suite
What is this?
Type of Government: e.g. City, County, Board Return On The Granicus Legislative Management Return on Investment (ROI) Calculator allows you to get Investment a good sense of how much paper and manpower can be saved by implementing the fully Yes For the e.g. City, County, Board of: Name automated Legistar, Legislative and Agenda Management Suite. No Calculator Main Meeting Body is a: e.g. Council, Board, Commission
Yes/No
The calculated results provided are based on actual quantitative experiences of Legistar clients
over many years of use. We realize that not ot all reductions may immediately be utilized. But Thinking about your typical e.g. Council, Board, Commission agenda process…
Answers
the conclusions here are an accurate representation of the potential savings available upon New Agenda Item Review implementation of the Legistar system. Approval Process: Do you have an agenda item review / approval process? Does your organization route items through a review Items: and approval process of some sort? If Yes, How many items are reviewed for each meeting/agenda? This term refers to Resolutions, Ordinances or any other item appearing on an agenda that may Approval Reviewers: How many individual approvers are usually involved to review an item? require an official review. How many people are typically involved with reviewing an Review copies: Do they each require their own printed copies of the item for review? item before it is placed on an agenda? When review agenda items, do the
Yes 15 2 Yes
reviewers typically print a hardcopy of the Agenda Preparation and Assembly
item to markup or review? New Agenda Items: What is the average number of pages for each e.g. City, County, Board e.g. Council, Board, Commission Agenda (Including attachments)? This includes all new Resolutions, Ordinances, # of Meetings: Communications, and other agenda items being How many e.g. Council, Board, Commission meetings does Name have per month? How often does the main Body (Council or Board) meet introduced for the first time. Members: each month? How many e.g. Council, Board, Commission members does Name have? How many Council or Board members are there [do not include committees or commissions] Paper Agenda Copies: for your primary meeting body? How many e.g. Council, Board, Commission members get a paper copy of the agenda w/attachments? How many Council or Committee members get a [Do not include Committees or Commissions] Extra Copies: paper copy of the full agenda package (packet) If you print extra agenda copies (e.g. for staff) for a meeting, how many? Besides the Council/Board members, how many with all the attachments? Revisions: additional copies of an agenda do you typically [This number defaults to all members] If you print revisions of items, what is the avg # of revision pages you print? Do you ever need to prepare revisions of agenda items? After print (e.g. for press or others)? Preparation days: the Agenda is published, how many additional revision pages How many staff hours does it take to prepare a e.g. Council, Board, Commission agenda? How many mandays does it take to assemble the complete agenda? This might need to be prepared, on average? Delivery hours: would include compiling, word Processing time, manually assembling the If the agenda packages are hand delivered, how many manhours do How many staff hours does it take to distribute packets each meeting (including handdelivery to e.g. Council, Board, Commission members)? finished agenda package, stapeling or binding etc. you estimate this takes to make these deliveries for each meeting? (this is sometimes done by police officers)
50 4 10 10 2 10 10 2
Name Staff and Citizen Information Requests
Requests: How many public or internal item information requests do you get per month? On average, how many public and/or staff requests for file Time spent on Requests: information do you receive each month? On average, how much staff time do you estimate it takes to find a What is the average number of staff hours spent per request (inc printing)? requested item, print, and submit to the requester? Late Work: Do you ever work late to get an agenda prepared on time? (Fractional hours will also work i.e. 1.5)Do you ever stay late to complete an agenda on time for a meeting?
5 1 Yes
Based on your answers, here is a picture of what your potential manpower and cost savings can be when automating the e.g. Council, Board, Commission agenda process with the Legistar system. Monthly Annually Think Green and save money! The estimated number of pages that are printed for the agenda, multiple copies, and printing associated with the review and approval process.
0
Total trees saved. Based on a study by conservatree.org, it requires the equivelent of .6 trees to produce 1 carton (10 reams) of copier paper. Based on a 2011 study by the Minnesota Office of Environmental Assistance (www.moea.state.mn.us) analyzing paper
### handling, printing and reprinting, the average cost to print a sheet of paper is 31 cents.
The total number of staffhours your office spends each month on redundant clerical work tasks and paper handling associated with just the e.g. City, County, Board e.g. Council, Board, Commission agenda workflow process. Average hourly staff pay rate (incl insurance, benefits, vacation/sick time, etc)
Total avoidable preparation and packet production costs
2,380
28,560
0.29
3.43
$738
$8,854
62.5
750
Hourly Rate: This represents the total hourly cost $35 $2,188 averaged for a staff member. This includes wages, FICA, medical, pension perand other hourly aggregate. month / year: $2,987.80 [Default is $35/hour]
Proposed Legislative Management System 1st year up-front cost: Proposed System MMS: First year cost:
$16,000 $800
First year return on investment (ROI): Subsequent Year return on investment (ROI): System will pay for itself in approximately:
$10,253.60 $26,253.60 8.6
$26,250 $35,853.60 $16,000 $9,600 $25,600 In Savings! In Savings! Months! *
* The configured Granicus Legislative Management System will pay for itself in less than one year ! …and the value of not having to work late preparing an agenda the night before… Priceless !!
All information and calculated results are estimates only based on averaged assumptions and minimal information that may be available. No guarantees are made or implied of any exact cost savings or return on Investment (ROI) that may be realized.
John C Contact extensio johnc@
Granicus Legislative Management Suite
Yes/No
What is this? Type of Government: e.g. City, The Granicus Legislative Management Return on Investment (ROI) Calculator allows you to get a good sense of how much paper and manpower can be saved by implementing the fully For the e.g. City, County, Board of: Name [with automated Legistar, Legislative and Agenda Management Suite.
Return On Investment Calculator
Yes
No Committees & Commissions]
Main Meeting Body is a:
County, Board
e.g. Council, Board, Commission
The calculated results provided are based on actual quantitative experiences of Legistar clients over many years of use. We realize that not ot all reductions may immediately be utilized. But Thinking about your typical e.g. Council, Board, Commission agenda process… the conclusions here are an accurate representation of the potential savings available upon implementation of the Legistar system. New Agenda Item Review Approval Process: Do you have an agenda item review / approval process? Does your organization route items through a review Items: If Yes, How many items are reviewed for each meeting/agenda? and approval process of some sort? Tis term refers to Resolutions, Ordinances or any other item appearing on an agenda that may How many individual approvers are usually involved to review an item?Approval Reviewers: require an official review. How many people are typically involved with reviewing an Review copies: Do they each require their own printed copies of the item for review? item before it is placed on an agenda? When review agenda items, do the
Answers Yes 15 2 Yes
reviewers typically print a hardcopy of the Agenda Preparation and Assembly
item to markup or review? New Agenda Items: What is the average number of pages for each e.g. City, County, Board e.g. Council, Board, Commission Agenda (Including attachments)? This includes all new Resolutions, Ordinances, # of Meetings: Communications, and other agenda items being How many e.g. Council, Board, Commission meetings does Name have per month? How often does the main Body (Council or Board) meet introduced for the first time. Members: each month? How many e.g. Council, Board, Commission members does Name have? How many Council or Board members are there [do not include committees or commissions] Paper Agenda Copies: for your primary meeting body? How many e.g. Council, Board, Commission members get a paper copy of the agenda w/attachments? How many Council or Committee members get a [Do not include Committees or Commissions] Extra Copies: paper copy of the full agenda package (packet) If you print extra agenda copies (e.g. for staff) for a meeting, how many? Besides the Council/Board members, how many Revisions: with all the attachments? additional copies of an agenda do you typically [This number defaults to all members] If you print revisions of items, what is the avg # of revision pages you print? Do you ever need to prepare revisions of agenda items? After the print (e.g. for press or others)? Preparation days: Agenda is published, how many additional revision pages might How many staff hours does it take to prepare a e.g. Council, Board, Commission agenda? How many mandays does it take to assemble the complete agenda? This need to be prepared, on average? Delivery hours: would include compiling, word Processing time, manually assembling the If the agenda packages are hand delivered, how many manhours do How many staff hours does it take to distribute packets each meeting (including handdelivery to e.g. Council, Board, Commission members)? finished agenda package, stapeling or binding etc. you estimate this takes to make these deliveries for each meeting? (this is sometimes done by police officers)
Information about your e.g. City, County, Board Committees and Commissions
50 4 10 10 2 10 10 2
Answers
How many regular standing Committees and Commissions are there?
0
On average, how many members typically serve on each Committee or Commission?
0
What is the average number of pages for each Committee/Commission Agenda (Including attachments)? Paper Agenda Copies: How many Committee members get a paper copy of the agenda How many Committee/Commission meetings are there each month?" package (packet) with all the attachments? Standing Committees: [This number defaults to all members] On average how many of the Committee/Commission members get a paper copy of the agenda w/attachments? How many regular Committee, Commission, Boards, or other types of meeting bodies have regular monthly meetings? How many staff hours does it take to prepare an average Committee/Commission agenda? Number of Members: Delivery hours: Although the numer of members of each body can be If the agenda packages are hand delivered, how many man How many staff hours does it take to distribute packets for each meeting (including handdelivery to members)? different, enter an average size committee membership. hours do you estimate this takes to make these deliveries for Number of Pages: Name Staff and Citizen Information Requests each meeting? Although this can vary depending on the type of Committee or Preparation days: Requests: (this is sometimes done by police officers) Commission, enter an average agenda size or estimate of number of How many mandays does it take to assemble the complete agenda? This How many public or internal item information requests do you get per month? On average, how many public and/or staff requests for file # of Meetings: Time spent on Requests: pages. would include compiling, word Processing time, manually assembling the information do you receive each month? Hit is likely that not all meeting bodies have the same number of meetings On average, how much staff time do you estimate it takes to find a What is the average number of staff hours spent per request (inc printing)? finished agenda package, stapeling or binding etc. Late Work: each month. So enter the number of how many regular meetings (other requested item, print, and submit to the requester? Do you ever stay late to complete an Do you ever work late to get an agenda prepared on time? (Fractional hours will also work i.e. 1.5) than Council) occur each month. agenda on time for a meeting?
0 0 0 0 0 5 1 Yes
Based on your answers, here is a picture of what your potential manpower and cost savings can be when automating the e.g. Council, Board, Commission and committees agenda process with the Legistar system. Monthly Annually Think Green and save money! The estimated number of pages that are printed for meeting agendas, multiple copies, and printing associated with the review and approval process.
0
Total trees saved. Based on a study by conservatree.org, it requires the equivelent of .6 trees to produce 1 carton (10 reams) of copier paper. Based on a 2011 study by the Minnesota Office of Environmental Assistance (www.moea.state.mn.us) analyzing paper
### handling, printing and reprinting, the average cost to print a sheet of paper is 31 cents.
2,380
28,560
0.29
3.43
$738
$8,854
The total number of staffhours your office spends each month on redundant clerical work tasks and paper handling Hourly Rate: 62.5 associated with just the e.g. City, County, Board e.g. Council, Board, Commission and Committees agenda workflow process. This represents the total hourly cost Average hourly staff pay rate (incl insurance, benefits, vacation/sick time, etc)
750
averaged for a staff member. This includes wages, FICA, medical, pension $35 $2,188 and other hourly aggregate. [Default is $35/hour]
$26,250
Total avoidable preparation and packet production costs per month / year:
$2,987.80
$35,853.60
Proposed Legislative Management System 1st year up-front cost: Proposed System MMS: First year cost:
$16,000 $800
$16,000 $9,600 $25,600
First year return on investment (ROI): Subsequent Year return on investment (ROI): System will pay for itself in approximately:
$10,253.60 $26,253.60 8.6
In Savings! In Savings! Months! *
* The configured Granicus Legislative Management System will pay for itself in less than one year ! …and the value of not having to work late preparing an agenda the night before… Priceless !!
All information and calculated results are estimates only based on averaged assumptions and minimal information that may be available. No guarantees are made or implied of any exact cost savings or return on Investment (ROI) that may be realized.
Here are the figures we have for Name's potential savings when using Legistar to manage the Proposed Legislative Management System 1st year up-front cost: Proposed System MMS: First year cost: First year return on investment (ROI): Subsequent Year return on investment (ROI):
So let's see a picture of Name's potential manpower and cost savings over the next to the current manual prcess or a locally installed software system Item Description
Initial Year
Current Name Manual Paper Process Paper and supplies cost Clerical Agenda management man-power Clerical handling and distribution Estimated potential cost savings per year
8,853.60 21,000.00 5,250.00 $35,103.60
Year 2 8,853.60 21,000.00 5,250.00 $35,103.60
Total Manual Cost of Doing Business ov Typical Local installed Agenda Manager Software Costs Required Host Server Hardware MS SQL or other DB Manager & 3rd party licenses Setup and network testing Name Staff time cost Up-front Analysis, Training & PM Software License Cost Customization Costs Annual Software Maintenance* 3rd Party Software License upgrades Hardware upgrades * Typically subject to rate increases Estimated cost for local software per year
800.00 1,200.00 2,000.00 12,000.00 6,500.00 6,000.00 3,600.00 0.00 0.00 $32,100.00
3rd party software: 0.00 Ongoing IT Staff T Staff Time: Not all locally installed software require 300.00 Once the software is Staff time needed to purchase, install, s Configuration and Training: license or other 3rd party products. Bu an annual investmen hardware and software products on loc Any comprehensive Agenda managem 1,500.00 network licenses can range from a few Software License Cost: vendor regarding up In addition, staff may be required to ope setup and training to fit it to your operat thousand dollars. These costs can range dramatically de Occasional Tweaks Programming Costs: 0.00 to users, and ongoin ports to allow outside support access. appear as a lower upfront cost than Gr desired features or functional capability It is not unusual to h It is very normal to have to spend sever Software Maintenance: 0.00 less features and functionality available Additionally, many products charge for original software ven have a licensed software product custo Depending on what is included with the 1,200.00 into the ongoing annual support costs. or 'per seat', unlike Granicus that is unl to the generic softw business. This not only includes report maintenance contract many services th 3,600.00 changing needs of t changes, but can even be required for s Granicus are additional costs with a loc changing a Council report header, seal 0.00 However, even with all services being meeting members. All this and much m see periodic increases for annual supp 0.00 standardadministrative configuration stt
$6,600.00
Approximate Total Cost of a Locally Installed AM Software ov Granicus Legislative Management Cloud Services Required Host Server Hardware* MS SQL or other DB Manager & 3rd party licenses* Setup and network testing Name Staff time cost* Up-front Analysis, Training & PM Software License Cost* Customization Costs Total Annual Subscription cost (MMS) 3rd Party Software License upgrades* Hardware upgrades* *None Required Granicus Cost for Cloud Services per year
N/A 0.00 320.00 16,000.00 0.00 1,000.00 9,600.00 0.00 N/A $26,920.00
Staff Time Cost: Typically, there is very little or no involv needed from IT staff. Where it does re 0.00 Allinclusive MMS: professional services, this is usually no Customizations: 0.00 The Monthly Maintenance Service is an manhours during the initial setup. The majority of Legistar clients do not r includes all software maintenance, upd 0.00 customizations done. This is because records, live 24/7/365 support. This als 0.00 extensive configuration features that ca higher bandwidth availability and all bac 0.00 administration controll over the function double redundant US and Canadian se feel of the system. 0.00 There is an estimate here for the occas 9,600.00 is an unusual report change or other ne
0.00 0.00
$9,600.00
Total Projected Granicus Cost of Doing Business ov
This represents a 5 Year Total Cost Savings over the current manual
and a 5 Year Total Cost Savings over a Typical Locally Installed Software
ng Legistar to manage the Agenda process. $16,000.00 $800.00 $0.00 $10,253.60 $26,253.60
$16,000.00 $9,600.00 $25,600.00 In Savings! In Savings!
savings over the next 5 years compared stalled software system. Year 3
Year 4
Year 5
8,853.60 22,050.00 5,250.00 $36,153.60
9,296.28 22,050.00 5,512.50 $36,858.78
9,296.28 23,152.50 5,512.50 $37,961.28
al Cost of Doing Business over 5 years:
$181,180.86
d party software: 0.00 800.00 0.00 Ongoing IT Staff Time: aff Time: ot all locally installed software requires a separate database 300.00 300.00 300.00 Once the software is up and running it will require aff time needed to purchase, install, setup, and verify onfiguration and Training: ense or other 3rd party products. But when needed these an annual investment of time to work with the ardware and software products on local network: 40 hours ny comprehensive Agenda management product will require 1,500.00 1,500.00 1,500.00 etwork licenses can range from a few hundred to several oftware License Cost: vendor regarding updates, handeling distribution addition, staff may be required to open and monitor Network tup and training to fit it to your operation. Sometimes this may ousand dollars. hese costs can range dramatically depending on the Occasional Tweaks: ogramming Costs: 0.00 0.00 0.00 to users, and ongoing backups. orts to allow outside support access. ppear as a lower upfront cost than Granicus, because there is esired features or functional capability of the software. It is not unusual to have to go back to the s very normal to have to spend several thousand dollars to oftware Maintenance: 0.00 0.00 0.00 ss features and functionality available, and other times it is built dditionally, many products charge for the number of users original software vendor to do periodic changes ave a licensed software product customized to your way of epending on what is included with the software 1,200.00 1,200.00 1,200.00 o the ongoing annual support costs. 'per seat', unlike Granicus that is unlimited users. to the generic softwarte product to fit the usiness. This not only includes report and functional aintenance contract many services that are included with 3,780.00 3,780.00 3,969.00 changing needs of the client. anges, but can even be required for something as simple as ranicus are additional costs with a locally instsalled product. anging a Council report header, seal graphic, or names of 0.00 200.00 0.00 owever, even with all services being equal, it is typicall to eeting members. All this and much more is e periodic increases for annual support. 300.00 0.00 0.00 andardadministrative configuration sttings in Legistar
$7,080.00
$7,780.00
$6,969.00
ally Installed AM Software over 5 years:
$60,529.00
aff Time Cost: pically, there is very little or no involvement eeded from IT staff. Where it does require 0.00 0.00 0.00 linclusive MMS: ofessional services, this is usually no more than 8 ustomizations: 0.00 0.00 0.00 he Monthly Maintenance Service is an all inclusive cost that anhours during the initial setup. he majority of Legistar clients do not require any cludes all software maintenance, updates, unlimited users and 0.00 0.00 0.00 stomizations done. This is because of the cords, live 24/7/365 support. This also includes significantly 0.00 0.00 0.00 tensive configuration features that can provide gher bandwidth availability and all backup services from our own 0.00 0.00 0.00 dministration controll over the function, l;ook and ouble redundant US and Canadian server sites. el of the system. 0.00 0.00 0.00 here is an estimate here for the occasion that there 9,600.00 9,600.00 9,600.00 an unusual report change or other need.
0.00 0.00
0.00 0.00
0.00 0.00
$9,600.00
$9,600.00
$9,600.00
s Cost of Doing Business over 5 years:
$65,320.00
gs over the current manual process: $115,860.86 Locally Installed Software License:
$50,929.00
What is this?
Type of Government: e.g. City, County, Board Return On The Granicus Legislative Management Return on Investment (ROI) Calculator allows you to get Investment a good sense of how much paper and manpower can be saved by implementing the fully Yes For the e.g. City, County, Board of: Name automated Legistar, Legislative and Agenda Management Suite. No Calculator Main Meeting Body is a: e.g. Council, Board, Commission
Yes/No
The calculated results provided are based on actual quantitative experiences of Legistar clients
over many years of use. We realize that not ot all reductions may immediately be utilized. But Thinking about your typical e.g. Council, Board, Commission agenda process…
Answers
the conclusions here are an accurate representation of the potential savings available upon New Agenda Item Review implementation of the Legistar system. Approval Process: Do you have an agenda item review / approval process? Does your organization route items through a review Items: and approval process of some sort? If Yes, How many items are reviewed for each meeting/agenda? This term refers to Resolutions, Ordinances or any other item appearing on an agenda that may Approval Reviewers: How many individual approvers are usually involved to review an item? require an official review. How many people are typically involved with reviewing an Review copies: Do they each require their own printed copies of the item for review? item before it is placed on an agenda? When review agenda items, do the
Yes 15 2 Yes
reviewers typically print a hardcopy of the Agenda Preparation and Assembly
item to markup or review? New Agenda Items: What is the average number of pages for each e.g. City, County, Board e.g. Council, Board, Commission Agenda (Including attachments)? This includes all new Resolutions, Ordinances, # of Meetings: Communications, and other agenda items being How many e.g. Council, Board, Commission meetings does Name have per month? How often does the main Body (Council or Board) meet introduced for the first time. Members: each month? How many e.g. Council, Board, Commission members does Name have? How many Council or Board members are there [do not include committees or commissions] Paper Agenda Copies: for your primary meeting body? How many e.g. Council, Board, Commission members get a paper copy of the agenda w/attachments? How many Council or Committee members get a [Do not include Committees or Commissions] Extra Copies: paper copy of the full agenda package (packet) If you print extra agenda copies (e.g. for staff) for a meeting, how many? Besides the Council/Board members, how many with all the attachments? Revisions: additional copies of an agenda do you typically [This number defaults to all members] If you print revisions of items, what is the avg # of revision pages you print? Do you ever need to prepare revisions of agenda items? After print (e.g. for press or others)? Preparation days: the Agenda is published, how many additional revision pages How many staff hours does it take to prepare a e.g. Council, Board, Commission agenda? How many mandays does it take to assemble the complete agenda? This might need to be prepared, on average? Delivery hours: would include compiling, word Processing time, manually assembling the If the agenda packages are hand delivered, how many manhours do How many staff hours does it take to distribute packets each meeting (including handdelivery to e.g. Council, Board, Commission members)? finished agenda package, stapeling or binding etc. you estimate this takes to make these deliveries for each meeting? (this is sometimes done by police officers)
50 4 10 10 2 10 10 2
Name Staff and Citizen Information Requests
Requests: How many public or internal item information requests do you get per month? On average, how many public and/or staff requests for file Time spent on Requests: information do you receive each month? On average, how much staff time do you estimate it takes to find a What is the average number of staff hours spent per request (inc printing)? requested item, print, and submit to the requester? Late Work: Do you ever work late to get an agenda prepared on time? (Fractional hours will also work i.e. 1.5)Do you ever stay late to complete an agenda on time for a meeting?
5 1 Yes
Based on your answers, here is a picture of what your potential manpower and cost savings can be when automating the e.g. Council, Board, Commission agenda process with the Legistar system. Monthly Annually Think Green and save money! The estimated number of pages that are printed for the agenda, multiple copies, and printing associated with the review and approval process.
0
Total trees saved. Based on a study by conservatree.org, it requires the equivelent of .6 trees to produce 1 carton (10 reams) of copier paper. Based on a 2011 study by the Minnesota Office of Environmental Assistance (www.moea.state.mn.us) analyzing paper
### handling, printing and reprinting, the average cost to print a sheet of paper is 31 cents.
The total number of staffhours your office spends each month on redundant clerical work tasks and paper handling associated with just the e.g. City, County, Board e.g. Council, Board, Commission agenda workflow process. Average hourly staff pay rate (incl insurance, benefits, vacation/sick time, etc)
Total avoidable preparation and packet production costs
2,380
28,560
0.29
3.43
$738
$8,854
62.5
750
Hourly Rate: This represents the total hourly cost $35 $2,188 averaged for a staff member. This includes wages, FICA, medical, pension perand other hourly aggregate. month / year: $2,987.80 [Default is $35/hour]
Proposed Legislative Management System 1st year up-front cost: Proposed System MMS: First year cost:
$16,000 $800
First year return on investment (ROI): Subsequent Year return on investment (ROI): System will pay for itself in approximately:
$10,253.60 $26,253.60 8.6
$26,250 $35,853.60 $16,000 $9,600 $25,600 In Savings! In Savings! Months! *
* The configured Granicus Legislative Management System will pay for itself in less than one year ! …and the value of not having to work late preparing an agenda the night before… Priceless !!
All information and calculated results are estimates only based on averaged assumptions and minimal information that may be available. No guarantees are made or implied of any exact cost savings or return on Investment (ROI) that may be realized.
John C Contact extensio johnc@
Granicus Legislative Management Suite
Yes/No
What is this? Type of Government: e.g. City, The Granicus Legislative Management Return on Investment (ROI) Calculator allows you to get a good sense of how much paper and manpower can be saved by implementing the fully For the e.g. City, County, Board of: Name [with automated Legistar, Legislative and Agenda Management Suite.
Return On Investment Calculator
Yes
No Committees & Commissions]
Main Meeting Body is a:
County, Board
e.g. Council, Board, Commission
The calculated results provided are based on actual quantitative experiences of Legistar clients over many years of use. We realize that not ot all reductions may immediately be utilized. But Thinking about your typical e.g. Council, Board, Commission agenda process… the conclusions here are an accurate representation of the potential savings available upon implementation of the Legistar system. New Agenda Item Review Approval Process: Do you have an agenda item review / approval process? Does your organization route items through a review Items: If Yes, How many items are reviewed for each meeting/agenda? and approval process of some sort? Tis term refers to Resolutions, Ordinances or any other item appearing on an agenda that may How many individual approvers are usually involved to review an item?Approval Reviewers: require an official review. How many people are typically involved with reviewing an Review copies: Do they each require their own printed copies of the item for review? item before it is placed on an agenda? When review agenda items, do the
Answers Yes 15 2 Yes
reviewers typically print a hardcopy of the Agenda Preparation and Assembly
item to markup or review? New Agenda Items: What is the average number of pages for each e.g. City, County, Board e.g. Council, Board, Commission Agenda (Including attachments)? This includes all new Resolutions, Ordinances, # of Meetings: Communications, and other agenda items being How many e.g. Council, Board, Commission meetings does Name have per month? How often does the main Body (Council or Board) meet introduced for the first time. Members: each month? How many e.g. Council, Board, Commission members does Name have? How many Council or Board members are there [do not include committees or commissions] Paper Agenda Copies: for your primary meeting body? How many e.g. Council, Board, Commission members get a paper copy of the agenda w/attachments? How many Council or Committee members get a [Do not include Committees or Commissions] Extra Copies: paper copy of the full agenda package (packet) If you print extra agenda copies (e.g. for staff) for a meeting, how many? Besides the Council/Board members, how many Revisions: with all the attachments? additional copies of an agenda do you typically [This number defaults to all members] If you print revisions of items, what is the avg # of revision pages you print? Do you ever need to prepare revisions of agenda items? After the print (e.g. for press or others)? Preparation days: Agenda is published, how many additional revision pages might How many staff hours does it take to prepare a e.g. Council, Board, Commission agenda? How many mandays does it take to assemble the complete agenda? This need to be prepared, on average? Delivery hours: would include compiling, word Processing time, manually assembling the If the agenda packages are hand delivered, how many manhours do How many staff hours does it take to distribute packets each meeting (including handdelivery to e.g. Council, Board, Commission members)? finished agenda package, stapeling or binding etc. you estimate this takes to make these deliveries for each meeting? (this is sometimes done by police officers)
Information about your e.g. City, County, Board Committees and Commissions
50 4 10 10 2 10 10 2
Answers
How many regular standing Committees and Commissions are there?
0
On average, how many members typically serve on each Committee or Commission?
0
What is the average number of pages for each Committee/Commission Agenda (Including attachments)? Paper Agenda Copies: How many Committee members get a paper copy of the agenda How many Committee/Commission meetings are there each month?" package (packet) with all the attachments? Standing Committees: [This number defaults to all members] On average how many of the Committee/Commission members get a paper copy of the agenda w/attachments? How many regular Committee, Commission, Boards, or other types of meeting bodies have regular monthly meetings? How many staff hours does it take to prepare an average Committee/Commission agenda? Number of Members: Delivery hours: Although the numer of members of each body can be If the agenda packages are hand delivered, how many man How many staff hours does it take to distribute packets for each meeting (including handdelivery to members)? different, enter an average size committee membership. hours do you estimate this takes to make these deliveries for Number of Pages: Name Staff and Citizen Information Requests each meeting? Although this can vary depending on the type of Committee or Preparation days: Requests: (this is sometimes done by police officers) Commission, enter an average agenda size or estimate of number of How many mandays does it take to assemble the complete agenda? This How many public or internal item information requests do you get per month? On average, how many public and/or staff requests for file # of Meetings: Time spent on Requests: pages. would include compiling, word Processing time, manually assembling the information do you receive each month? Hit is likely that not all meeting bodies have the same number of meetings On average, how much staff time do you estimate it takes to find a What is the average number of staff hours spent per request (inc printing)? finished agenda package, stapeling or binding etc. Late Work: each month. So enter the number of how many regular meetings (other requested item, print, and submit to the requester? Do you ever stay late to complete an Do you ever work late to get an agenda prepared on time? (Fractional hours will also work i.e. 1.5) than Council) occur each month. agenda on time for a meeting?
0 0 0 0 0 5 1 Yes
Based on your answers, here is a picture of what your potential manpower and cost savings can be when automating the e.g. Council, Board, Commission and committees agenda process with the Legistar system. Monthly Annually Think Green and save money! The estimated number of pages that are printed for meeting agendas, multiple copies, and printing associated with the review and approval process.
0
Total trees saved. Based on a study by conservatree.org, it requires the equivelent of .6 trees to produce 1 carton (10 reams) of copier paper. Based on a 2011 study by the Minnesota Office of Environmental Assistance (www.moea.state.mn.us) analyzing paper
### handling, printing and reprinting, the average cost to print a sheet of paper is 31 cents.
2,380
28,560
0.29
3.43
$738
$8,854
The total number of staffhours your office spends each month on redundant clerical work tasks and paper handling Hourly Rate: 62.5 associated with just the e.g. City, County, Board e.g. Council, Board, Commission and Committees agenda workflow process. This represents the total hourly cost Average hourly staff pay rate (incl insurance, benefits, vacation/sick time, etc)
750
averaged for a staff member. This includes wages, FICA, medical, pension $35 $2,188 and other hourly aggregate. [Default is $35/hour]
$26,250
Total avoidable preparation and packet production costs per month / year:
$2,987.80
$35,853.60
Proposed Legislative Management System 1st year up-front cost: Proposed System MMS: First year cost:
$16,000 $800
$16,000 $9,600 $25,600
First year return on investment (ROI): Subsequent Year return on investment (ROI): System will pay for itself in approximately:
$10,253.60 $26,253.60 8.6
In Savings! In Savings! Months! *
* The configured Granicus Legislative Management System will pay for itself in less than one year ! …and the value of not having to work late preparing an agenda the night before… Priceless !!
All information and calculated results are estimates only based on averaged assumptions and minimal information that may be available. No guarantees are made or implied of any exact cost savings or return on Investment (ROI) that may be realized.
Here are the figures we have for Name's potential savings when using Legistar to manage the Proposed Legislative Management System 1st year up-front cost: Proposed System MMS: First year cost: First year return on investment (ROI): Subsequent Year return on investment (ROI):
So let's see a picture of Name's potential manpower and cost savings over the next to the current manual prcess or a locally installed software system Item Description
Initial Year
Current Name Manual Paper Process Paper and supplies cost Clerical Agenda management man-power Clerical handling and distribution Estimated potential cost savings per year
8,853.60 21,000.00 5,250.00 $35,103.60
Year 2 8,853.60 21,000.00 5,250.00 $35,103.60
Total Manual Cost of Doing Business ov Typical Local installed Agenda Manager Software Costs Required Host Server Hardware MS SQL or other DB Manager & 3rd party licenses Setup and network testing Name Staff time cost Up-front Analysis, Training & PM Software License Cost Customization Costs Annual Software Maintenance* 3rd Party Software License upgrades Hardware upgrades * Typically subject to rate increases Estimated cost for local software per year
800.00 1,200.00 2,000.00 12,000.00 6,500.00 6,000.00 3,600.00 0.00 0.00 $32,100.00
3rd party software: 0.00 Ongoing IT Staff T Staff Time: Not all locally installed software require 300.00 Once the software is Staff time needed to purchase, install, s Configuration and Training: license or other 3rd party products. Bu an annual investmen hardware and software products on loc Any comprehensive Agenda managem 1,500.00 network licenses can range from a few Software License Cost: vendor regarding up In addition, staff may be required to ope setup and training to fit it to your operat thousand dollars. These costs can range dramatically de Occasional Tweaks Programming Costs: 0.00 to users, and ongoin ports to allow outside support access. appear as a lower upfront cost than Gr desired features or functional capability It is not unusual to h It is very normal to have to spend sever Software Maintenance: 0.00 less features and functionality available Additionally, many products charge for original software ven have a licensed software product custo Depending on what is included with the 1,200.00 into the ongoing annual support costs. or 'per seat', unlike Granicus that is unl to the generic softw business. This not only includes report maintenance contract many services th 3,600.00 changing needs of t changes, but can even be required for s Granicus are additional costs with a loc changing a Council report header, seal 0.00 However, even with all services being meeting members. All this and much m see periodic increases for annual supp 0.00 standardadministrative configuration stt
$6,600.00
Approximate Total Cost of a Locally Installed AM Software ov Granicus Legislative Management Cloud Services Required Host Server Hardware* MS SQL or other DB Manager & 3rd party licenses* Setup and network testing Name Staff time cost* Up-front Analysis, Training & PM Software License Cost* Customization Costs Total Annual Subscription cost (MMS) 3rd Party Software License upgrades* Hardware upgrades* *None Required Granicus Cost for Cloud Services per year
N/A 0.00 320.00 16,000.00 0.00 1,000.00 9,600.00 0.00 N/A $26,920.00
Staff Time Cost: Typically, there is very little or no involv needed from IT staff. Where it does re 0.00 Allinclusive MMS: professional services, this is usually no Customizations: 0.00 The Monthly Maintenance Service is an manhours during the initial setup. The majority of Legistar clients do not r includes all software maintenance, upd 0.00 customizations done. This is because records, live 24/7/365 support. This als 0.00 extensive configuration features that ca higher bandwidth availability and all bac 0.00 administration controll over the function double redundant US and Canadian se feel of the system. 0.00 There is an estimate here for the occas 9,600.00 is an unusual report change or other ne
0.00 0.00
$9,600.00
Total Projected Granicus Cost of Doing Business ov
This represents a 5 Year Total Cost Savings over the current manual
and a 5 Year Total Cost Savings over a Typical Locally Installed Software
ng Legistar to manage the Agenda process. $16,000.00 $800.00 $0.00 $10,253.60 $26,253.60
$16,000.00 $9,600.00 $25,600.00 In Savings! In Savings!
savings over the next 5 years compared stalled software system. Year 3
Year 4
Year 5
8,853.60 22,050.00 5,250.00 $36,153.60
9,296.28 22,050.00 5,512.50 $36,858.78
9,296.28 23,152.50 5,512.50 $37,961.28
al Cost of Doing Business over 5 years:
$181,180.86
d party software: 0.00 800.00 0.00 Ongoing IT Staff Time: aff Time: ot all locally installed software requires a separate database 300.00 300.00 300.00 Once the software is up and running it will require aff time needed to purchase, install, setup, and verify onfiguration and Training: ense or other 3rd party products. But when needed these an annual investment of time to work with the ardware and software products on local network: 40 hours ny comprehensive Agenda management product will require 1,500.00 1,500.00 1,500.00 etwork licenses can range from a few hundred to several oftware License Cost: vendor regarding updates, handeling distribution addition, staff may be required to open and monitor Network tup and training to fit it to your operation. Sometimes this may ousand dollars. hese costs can range dramatically depending on the Occasional Tweaks: ogramming Costs: 0.00 0.00 0.00 to users, and ongoing backups. orts to allow outside support access. ppear as a lower upfront cost than Granicus, because there is esired features or functional capability of the software. It is not unusual to have to go back to the s very normal to have to spend several thousand dollars to oftware Maintenance: 0.00 0.00 0.00 ss features and functionality available, and other times it is built dditionally, many products charge for the number of users original software vendor to do periodic changes ave a licensed software product customized to your way of epending on what is included with the software 1,200.00 1,200.00 1,200.00 o the ongoing annual support costs. 'per seat', unlike Granicus that is unlimited users. to the generic softwarte product to fit the usiness. This not only includes report and functional aintenance contract many services that are included with 3,780.00 3,780.00 3,969.00 changing needs of the client. anges, but can even be required for something as simple as ranicus are additional costs with a locally instsalled product. anging a Council report header, seal graphic, or names of 0.00 200.00 0.00 owever, even with all services being equal, it is typicall to eeting members. All this and much more is e periodic increases for annual support. 300.00 0.00 0.00 andardadministrative configuration sttings in Legistar
$7,080.00
$7,780.00
$6,969.00
ally Installed AM Software over 5 years:
$60,529.00
aff Time Cost: pically, there is very little or no involvement eeded from IT staff. Where it does require 0.00 0.00 0.00 linclusive MMS: ofessional services, this is usually no more than 8 ustomizations: 0.00 0.00 0.00 he Monthly Maintenance Service is an all inclusive cost that anhours during the initial setup. he majority of Legistar clients do not require any cludes all software maintenance, updates, unlimited users and 0.00 0.00 0.00 stomizations done. This is because of the cords, live 24/7/365 support. This also includes significantly 0.00 0.00 0.00 tensive configuration features that can provide gher bandwidth availability and all backup services from our own 0.00 0.00 0.00 dministration controll over the function, l;ook and ouble redundant US and Canadian server sites. el of the system. 0.00 0.00 0.00 here is an estimate here for the occasion that there 9,600.00 9,600.00 9,600.00 an unusual report change or other need.
0.00 0.00
0.00 0.00
0.00 0.00
$9,600.00
$9,600.00
$9,600.00
s Cost of Doing Business over 5 years:
$65,320.00
gs over the current manual process: $115,860.86 Locally Installed Software License:
$50,929.00
