LISBON

Lisbon officials are trying to get what the town paid for when it comes to a $638,000 software package.

The town is entering its second year of a seven-year contract with software firm Munis. The package was meant to replace the town’s old system, but is yet to be fully operational. The system is used in all of the town’s government operations such as accounting, record keeping and business functions.

Town councilors voted at their most recent June 5 meeting to have an outside firm do an assessment on the new system.

“We really need it,” said Finance Director Lydia Colston. “At this point, we’re in a gray area. We’re at the point where we’ve grown and are too big for the old system.”

In addition to her duties as finance director, Colston has been working to implement the new system. The numbers and information specific to Lisbon’s operations have to be manually entered into the system. At the time of the agreement, officials believed the job could be done from within.

“It’s not that the product is bad or the folks who build the product are bad or have done us wrong,” said Councilor Norm Albert at the June 5 meeting. “It’s the fact that they’ve come in and expected us to be able to do more than we could ever do.

“What we were told by the previous finance director is that that person would be able to manage all that and get that stuff built,” he added. “It’s not a great situation for anybody involved, but at the end of the day what’s our alternative?”

Colston said the town is currently working on the old system known as TRIO. Concerns with response times when there is trouble with the system led the town to look for a new product. Colston hopes the $4,400 assessment will give the town an idea of how close the system is to being operational. When Colston began about a year and a half ago, the town had already entered a seven-year agreement for $638,000 with Munis.

“They’ll look at what still needs to be done. It will give us a clear picture of how close we are,” said Colston. “I have enough experience to know I don’t have enough experience with this.”

The assessment, performed by consulting firm BerryDunn, will also give the town an estimated cost for a professional implementing the system. Colston was given an estimate that with two to three people working 40 hours a week the system can take about six to nine months to implement. With her daily duties as finance director, she can only dedicate about five to 10 hours a week. The outside resource will give Colston an idea as to how close she is to finishing the project.

“Had I known everything I know when I first started, I would have recommended we do this at the start,” said Colston.

The assessment will also give an estimated timeline on when the new system could be operational. There may be additional costs if the town elects to have an outside firm implement the new system. Councilors decided to set aside $75,000 from the undesignated fund to address the issue in the future. The funds come from money that was set aside from other projects, and may still not be used on the new system.

‘A bad taste’

“It puts a bad taste in my mouth knowing we purchased such a hefty program without clear comprehension knowing how this was going to play out,” said Councilor Kasie Kolbe. “I just feel like we should have never purchased a program and expected someone from within to implement it.”

Town councilors voted 5-1 to have the initial assessment done, with Kolbe in opposition. The town still is using TRIO for assessing and motor vehicles.

Councilors looked at the contract during budget workshops in May. The town would be looking at paying the fee already incurred and 30 percent of the remaining fees to break the contract. Colston’s recommendation was to continue implementing the new system as opposed to starting the process over.

“We made the best decision based on what we knew,” said Albert, regarding the contract. “It doesn’t change the fact that the whole reason while we got there is our current system is failing.”

“I advocate we support her in her position,” said Chairmen Allen Ward. “It is what it is but it is the least of the evils of going back to a starting point at this point.”

Assessment goals

• THE ASSESSMENT, performed by consulting firm BerryDunn, will give Lisbon town officials an estimated cost for a professional implementing the software system.

• THE ASSESSMENT will also give an estimated timeline on when the new system could be operational.