Low-cost tech solutions for small (and larger) governments.

Where does technology fit into a government's budget in this slowing economy? Technology purchases are sometimes an afterthought even in good times. But at the same time, the pressure to modernize comes from many sources. Constituents are demanding more accountability and a broader range of services, and governing bodies from local to federal levels are enacting legislation to require electronic reporting and disclosure such as online disbursement information in "near-time" Some governments are not equipped to handle these requests, and staff is often asked to innovate and implement these mandates in-house.

Smaller governments, especially, find it difficult to finance and implement replacements for systems that are sometimes many years out of date. The problem only becomes more pronounced as economic pressures lead to decreased funding. There are a number of hurdles, including existing legacy systems that may or may not work; limitations to employee's technical abilities, and to the money available for training; and the divide between what decision makers want and their willingness to pay for it. Fortunately, there are solutions available in the marketplace and in the office for the taking. It is possible to integrate low-cost solutions by learning to squeeze every ounce of usefulness out of the systems and processes already in place, and creating a culture of creativity in the organization.

WORKING WITH LEGACY SYSTEMS

Deciding to replace a legacy system is easy when it does not work properly or no longer performs the necessary tasks. It is harder to decide what to do about an existing system that is working but has problems with accessibility. One solution is to link to the legacy system with a newer, perhaps Internet accessible, single-purpose computer. This allows the smaller computer to repeatedly query the larger, older computer and to pass the data on to the modern network and even the Web server. This workaround allows all the users of the modern computer network and on the Internet to access information on a legacy mainframe without scrapping a working system.

If the legacy system needs to be replaced, but the upgraded hardware is too expensive, an application service provider (ASP) might be the answer. ASPs provide computer services, including access to software, online--anyone with an Internet connection can rent or lease space on the providers servers, and the provider hosts the applications. As an example, the City of Stuart, Florida (which has a population of 17,000), needed to modernize its recreation function and operations. Funds were limited and the network in place was deeply entrenched for other purposes, so the city used ASP recreation software, which allows employees and customers to access the same system online. System administration is minimal, and fees for the service are deducted from receipts and credit card charges. One limitation is that custom queries or reports may not be an option. And of course, if the Internet connection is down, work on the ASP applications may not continue.

Sometimes the legacy system being dealt with is what the techies call a PEBKAC ("problem exists between keyboard and chair"). Everyone has heard about or knows employees who have been with the government since they trucked in dirt, "old timers" who do not understand what the technology is for, why it is needed, or how it should apply to their jobs. And while many consultants think management buy-in is the most important human factor in technology implementation, it can also be argued that if the users cannot get what they want out of the system, or put in the required information, then no amount of money will get that government into the 21st century. The single easiest way to get users to buy in to technology is to give them a taste of what the technology can do. In Stuart, it began with an Excel budget they could manipulate and e-mail back to the financial services department with a keystroke. From that point on, even the old-timers found they could not live without paperless requisitions.

If users are willing to learn and advance, then a wetware upgrade may be what is needed. (Wetware refers to the human brain and its logical and computational capabilities.) Training is essential; it is the one appropriation that must be defended, despite budget cuts. Many community colleges offer low-cost business training courses and will often perform the training on location. Another option is Web-based training, which is now very affordable and easy to access, with the proliferation of broadband Internet. Another excellent training source is, perhaps, more surprising: Most of the knowledge City of Stuart employees have about Microsoft Excel and Access came directly from Clippit, the animated paperclip that provided interactive help in Microsoft Office 97 through 2000/XP.