CARIBOU, Maine — Aroostook County commissioners agreed to purchase new software to track inventory, purchases and projects during a Wednesday, Sept. 17 meeting, with the caveat that they will re-evaluate its effectiveness after six months. The County currently does not have any other formal record of this information aside from a paper file.
The program, Brightly Software Asset Essentials, would let the facilities department streamline its monthly reporting while improving transparency and tracking labor and material costs. The department tracks six budgets for six major buildings, with the county jail being the largest, and this software would put all of that information in one place for county officials
Facilities Director Roy Guidry said he received a quote for the software for four different users, including himself, the Houlton maintenance supervisor and two maintenance workers. It would cost $4,034.46 for the current fiscal year. This cost is prorated, since the implementation would start in October. Each subsequent year would cost the county $5,084.69.
Guidry said they are far behind in terms of the technology needed.
“All we have is a few little handmade spreadsheets, sticky notes all over the office,” he said. “All through this year I’ve been flying by the seat of my pants and we’ve been doing good.”
The director, in his presentation to the commissioners, said the software is more of a want than a need, and that the job could still be done without it.
“I can still keep doing it the way it is, but it could be done more efficiently [with] better record storage,” he said.
As far as funding, County Administrator Ryan Pelletier said that Guidry found a $10,000 surplus in the supply budget which could at least cover usage for a year. He added that he believed this would be a good investment for the county.
“It’s just whether or not you philosophically think it’s a good idea to track inventory,” Pelletier said. “I do. I support this 100%.”
Guidry said it would be particularly helpful for inventory tracking. He said that one day his department searched the jail and found 65 rolls of toilet paper under one inmate’s mattress. This software, he said, would help them have a better idea of where everything is going.
Commissioners amended their motion for purchasing the software to include a report after six months that shows its efficiency at tracking items and identifying any potential waste. Pelletier said this will let officials know if the software is paying for itself.
The software should be operational by Oct. 1.
