Let’s Take Google for $50 Alex!

Whenever I need to research something, Google is always my first point of origin on the Web. Any of us who use computers and search engines know just how efficient the system is. I love books but the majority of the times when I am looking for printed content, I use Google to both identify and characterize book content before I go to the library or order the material.

As you may know, Google is much more than just a search engine or free email application for personal use. In the last week of July, Google announced a new version of “Google Apps for Government” which was improved using comments from current users such as the cities of Los Angeles and Orlando. The previous version has been around for a while so should an incumbent councillor protest it is new and they couldn’t have done anything, it isn’t. The suite provided comprises an email system with >99.9 percent availability; cloud storage technology meaning no new hardware to buy, maintain, power..; a sophisticated online calendar system for both individual and group scheduling; Google documents, which provide a word processor, spreadsheet and presentation preparations applications; Google Sites which allows the development and function of secure intranets and lastly, a secure Video conferencing capability. They also have other services available. Google isn’t the only solution available, Open Office exists and Microsoft has an Office 2010 product which I believe could be similar.

Using this type of technology would have a significant cost saving potential even if most of the current business operations were maintained as is. The City of Orlando identified a savings of over 60% on an annual basis for the services replaced [not including the salaries] after they had an IT staff reduction of about 20%. Orlando has 3000 employees/users. If a number if low cost cameras were procured ($40 bucks each) for the City, big savings should be recognized. Where the big advantage comes into play, and it is pronounced for our Ward is the ability to meet face to face via video and not necessarily have to travel. I could hold a video supported Ward Council meeting where attendees could video attend and not have to travel to the meeting if suitable resources were available. Similarly, city staff inter building travel between various City buildings just for meetings would save but not totally eliminate costs, not lose productivity due to being away from the office and would reduce the ‘not at their desk’ syndrome when looking for someone.

I am a firm believer that when it comes to cost savings, borrowing or investigating a success story from somewhere else is much better than trying to re-invent the wheel. I firmly believe that staff should be tasked with investigating this Information Technology solution on behalf of the City and those results reviewed thoroughly as at this point in time, I don’t see a lot of disadvantages. The Cities of Los Angeles and Orlando are just a video call away [yes, it should cut that type of travel too!]. A justification should be added to travel approval forms which asks: “What justifies this out of town travel over video conferencing?” and to have those trip justifications which are approved submitted quarterly to Council and as public record.

Closing, according to the City of Orlando, Google Apps for Government costs $50 per user per year while the legacy applications cost over $130. In this situation, I see Google as the answer. For more information search for: google apps Orlando