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Mr. Klaers <br />March 19, 2003 <br />Page Two <br /> <br />handled by a City department, or the number of complaints at a specific address. By <br />merging RequestPartner information with the City's GIS system, linking the two by PID <br />numbers, maps showing different types of complaints or requests for service can be <br />produced. <br /> <br />2. Coordination <br /> <br />RequestPartner is not canned software but can be modified to meet the City's specific <br />needs. The City creates the forms that will be filled out either by City staff or internet savvy <br />citizens. The system can be set up so the specific types of requests for information and/or <br />complaints are routed directly to one or more department heads, which provides for more <br />direct communication and much better coordination between department heads. The City <br />has had instances in the past where several different departments were dealing with the <br />same issue but unaware of the other's activities. <br /> <br />3. Communication <br /> <br />RequestPartner is set up to function such that on routine types of issues, they will generate <br />generic letters where specific information relative to that particular property can be inserted <br />and mailed. Also, direct feedback can be given to the person requesting service or lodging <br />a complaint via e-mail. As the citizens of Elk River become more aware of this service, <br />they can actually access it via the City website and input requests for service or complaints <br />from the City's website. The website access will eventually help to reduce the amount of <br />City staff time spent on the phone or at the City Hall public counters dealing with these <br />types of initial requests for information and/or complaints. <br /> <br />At Monday night's presentation, Doug will be prepared to run through the junk car complaint example <br />that was utilized at the City staff presentation. <br /> <br />If there is any specific information you would like Doug and I to be prepared to discuss and/or present, <br />please call. <br /> <br />Sincerely, <br /> <br />Howard R. Green Company <br />Terry J. Maurer, P.E. <br /> <br />TJM:sw <br /> <br />Ltr-031903-Klaers[2] <br /> <br />Howard R, Green Company <br /> CONSULTING ENGINEERS <br /> <br /> <br />