Special Bd. of Aldermen — 11/26/2018 Page 8
done. | remember when | spoke to you it was basically | think they told me that it was a click of a button and the
information went to you. Would this permit fall into this new admin services or will it stay where it is?
Ms. Kleiner
So permits is in Buildings which is under Community Development. Interestingly enough there is a new
software that is being brought into the City for all of our permitting functions that project is under IT. It includes a
variety of different departments that are working on that project. Buildings would stay with Community
Development although | think there needs to be a lot more discussion between IT, Assessing, Buildings, DPW
on this process as we look forward to implementing the new software. So software implementation sometimes
can be difficult. And if you don’t have the right people at the table discussing it and the right divisions giving
input it can go very wrong. It can also go wrong if you don’t have proper training after. So if you haven’t built
enough money into your budget to have the proper training of staff later, then you are going to encounter
problems. So one of the recommendations that you'll see if a lot about training in this audit. That is very
important, we want to bring Patriot back in. It is hard to say what type of training our assessing staff went
through when we implemented Patriot, but we need to start at the very beginning. So | think you will see a lot of
training when the new permitting system is brought in and hopefully you will see a lot more integration of ideas
and information under the one administrator.
Alderman Klee
And | can understand that, | worked as an IT Specialist so | know that implementing and training and people’s
anxiety of just having to change the way they are doing a system so | do understand that. | just have two more
questions really, and one is about the bringing up a new system. Who will be responsible for the data transfer
from one system to another? Will we be bringing in a contractor or will our IT Department do it? | know when
you have different systems and are trying merge, you don’t always have the same data fields. So we have to
marry those and match them up. Will we be doing that internally or will there be an external person coming in to
do something like that.
Ms. Kleiner
So | want to be very clear, this is an audit report which gives you a lot of recommendations. This is not an
improvement plan and those issues certainly have to be worked out. CFO Griffin and | have already started to
do some investigation but you’d want to see an improvement plan that is detailed and brought to you separate
from this and | think that is one question that would need to be answered. Who do we rely on for such and how
much consulting do we need to bring in, those sort of questions would be answered in the improvement plan.
Alderman Klee
| had only asked because you had talked about going from the Admin System to the MUNIS System so that was
the reason why | asked that one. I'll make this my last question and it goes to the full measure and list and
maybe you can’t answer this, maybe this is more a general question. | know we spoke earlier also about the
30%, if the 70% no you are not coming in. | can tell you, I’ve gotten calls from constituents who have said no
one is coming in my house. What do we do then? How do we do that assessment? Do we know?
Mayor Donchess
Well New Hampshire Law does not give us the authority to insist on going in. Attorney Bolton can express
somewhat of a qualification of that, under certain circumstances that he can describe it could happen, but
generally speaking when someone says no or you can’t them, they are never home, that’s the most you can do.
