PISMO BEACH COUNCIL AGENDA REPORT

Transcription

1 PISMO BEACH COUNCIL AGENDA REPORT SUBJECT/TITLE: REVIEW OF INFORMATION TECHNOLOGY (IT) STATUS AND IT STRATEGIC PLAN IMPLEMENTATION UPDATE. RECOMMENDATION: 1. Receive the IT Status and Implementation Update. 2. Reduce the update schedule to twice a year with the next update scheduled for Fall EXECUTIVE SUMMARY: The City is about 18 months into its Five-Year IT Strategic Plan ( Strategic Plan ). The Strategic Plan calls for 16 projects to be at various stages at this point in the plan. Three projects were completed since the last IT Status and Strategic Plan update. This brings the total of completed projects to six and progress has been made on 9 of the other 10 projects. The IT assessment identified 43 recommendations that required action by the City. Since the last IT Status and Strategic Plan update 11 have been fully implemented. This brings the total to 19 and progress is being made on the other 24. As part the work on these projects and assessment recommendations the IT manager has made recommendations resulting in $129,800 in cost savings to the City, which is $30,000 greater than the last IT Status and Strategic Plan update. This will be reset in the next update to only reflect cost savings for the new fiscal year. In addition, IT is involved in supporting 4 other City projects, managing the contracted IT services for helpdesk services, managing the Technology Service Fund budget, and administering all IT related contracts, including cable TV and telephones. Since the IT manager was hired in May 2014, three updates have been provided to the City Council. These were originally envisioned to be quarterly updates to the City Council. However, moving forward, updates every 6 months would be sufficient as the pace of progress on the IT Strategic Plan Projects adjusts as longer-term projects are being addressed. Most of the smaller and quicker projects and assessment recommendations have been completed. Switching to a biannual schedule will allow significant progress to be reported instead of smaller incremental progress. Background The City of Pismo Beach City Council included funding in the FY 2012 Adopted Budget to develop a technology master plan. Page 1

2 In April 2013, the City issued a Request for Qualifications for a firm to prepare a fiveyear Information Technology Strategic Plan and selected NexLevel IT, Inc. ( NexLevel ) to provide this service. On July 2, 2013, the City of Pismo Beach City Council approved an agreement with NexLevel to prepare the Strategic Plan. On November 5, 2013, the City Council reviewed and approved the City s Strategic Plan and IT Assessment. On January 7, 2014, the City Council funded a portion of the Strategic Plan as listed in the following table. Table 1: January 7, 2014 IT Strategic Plan Budget IT Strategic Plan Projects Funding Source Amount IT Security Assessment, Disaster Recovery Plan, General Fund $45,000 and Servers Needs Assessment City Hall Computer Room Improvements General Fund $50,000 Website Refreshment General Fund $30,000 Financial System $415K General Fund $500,000 $85K Water Fund $65K Wastewater Fund Facility Reservation Implementation General Fund $7,200 Parking System Assessment Parking Fund $25,000 At that same meeting, the Council approved an additional IT Manager position to implement the technology in a cost effective and responsible manner. The IT Manager is responsible for all IT related matters for the City including the management, coordination, and implementation of the IT initiatives outlined in the Strategic Plan and the IT Assessment. This position included $128,900 of additional personnel costs, offset by $13,500 savings in IT contracted services for a net $115,400 of additional costs. Further, the Council established a Technology Service Fund to capture IT costs that benefit multiple funds. On July 15, 2014, the City Council approved changes to the Technology Service Fund that included moving the majority of IT costs into that fund and charging other funds based on use of the technology service. This relieved the General Fund of $17,000. Five Year IT Strategic Plan ( Strategic Plan ) The Strategic Plan identifies and prioritizes major IT projects that are one-time investments. This plan was developed to leverage technology to implement Council goals, provide better services to City residents and visitors and increase data security. After projects are reported as completed they will be removed from the list of current projects. Page 2

3 Bold Updated since the previous status report. Table 2: Status of Current Projects Project Phase Status CAD / RMS Improvements Implementation In progress working with vendor and other local agencies. Mobile Data Computer Implementation Implementation In progress security concerns are being addressed. IT Security Assessment & Policies Completed Completed IT policies were approved and training provided. IT Disaster Recovery Plan Design In progress currently being drafted. Comcate Review and Training Completed Completed Replaced with PublicStuff. Staff was trained and mobile app published. City Hall Computer Room Completed Completed. Improvements Facility Reservation Design On hold until Fall 2015 pending staffing. Implementation Financial / Payroll / HR Replacement Design In progress Contract was awarded to Springbrook. A project schedule is being worked on. Citywide Cashiering System Design In progress part of Financial Replacement Wide Area Network & WiFi Connectivity Design In progress budgetary estimates and a radio engineering study have been completed. Desktop Refreshment / Public Counter PCs Design In progress options are being evaluated to take into account the virtualization Parking System Assessment Design Not started Parking is leading the Utility Billing Replacement Design In progress part of Financial Replacement IT Assessment The IT assessment looked at the state of the City s technology operations and broke those operations down into 7 dimensions. The City s current practices were then compared to industry best practices and recommendations were made to better align current practices with best practices. After recommendations are reported as being addressed they will be removed from the list of recommendations requiring action. Table 3: Status of IT Assessment Recommendations Requiring Action Dimension Recommendations Status Technology Consider partnering with IT Manager has initiated Governance neighboring jurisdictions for the discussions with both the City of Page 3

4 Dimension Recommendations Status provision of IT support and / or specialized IT services. San Luis Obispo and the City of Santa Maria to look into how partnering could work. IT Manager attended the Tri-counties Radio Interoperability Summit. City of San Luis Obispo has allowed testing equipment and spare parts to be borrowed when other sources were not Service Delivery Business Technology Applications Implement a process whereby TechXpress provides monthly statistical reports on all help desk tickets. Utilizing the help desk reporting, identify the most common concerns of users in order to address those concerns organization-wide. Survey City staff regarding specific IT training needs to establish a formal training schedule. Comcate - Citizen / business requests for services. Establish citywide policies and processes for responding to citizen requests, and ensure that all departments adhere to the policy. available. CITIG is providing monthly reports. CITIG utilizes a reporting system that makes this possible. Tickets are reviewed monthly to look for common problems. IT is in the process of drafting a survey for City staff. The Microsoft Office standardization project also has training planned for all City staff. This is being addressed by the Citizen Request Tracker and Website Refreshment projects. PublicStuff was contracted to create a mobile app for the City. Infrastructure Active Net - Facility reservations software. Dedicate the necessary resources to implement this module and fully train staff. Laserfiche - Document Management software. Establish and enforce a citywide standard for indexing documents. As time permits, examine the existing repository of documents in Laserfiche for re-indexing. Expand the WAN to all City facilities where network access is needed. This is being addressed by the Facility Reservation Implementation On hold until Fall 2015 pending staffing. IT will work with the City Clerk s office and all other departments. A scanning project with Community Development is starting this process. IT is evaluating all options both wired and wireless. An Page 4

5 Dimension Recommendations Status Security Reconfigure the network with VLANs to improve communication speed. Implement procedures to monitor Internet capacity. Implement an Intranet and establish citywide protocols for loading and managing the information contained on it. Implement virtual server technology to replace existing servers. Replace existing routers with equipment that improves the ability to proactively monitor and manage the network performance. Implement a switch management protocol to help maximize network speed. Install standardized versions of Microsoft on all desktops, and standardized versions of other popularly used applications (i.e. Adobe). Publish a Remote Access policy with guidance from the Technology Steering Committee. Monitor mobile computing devices (i.e. smartphones, tablets, etc.) and implement standards, training, and support as necessary to allow staff to leverage mobile technologies to improve service delivery. Implement security procedures, policies, and tools for the use of mobile computing devices, and to ensure mobile devices can be wiped clean if lost or stolen. Make necessary modifications to the City Hall data center to protect equipment and eliminate unauthorized access. Perform an annual network penetration test. engineering study was completed to determine viable wireless routes. This will be addressed as part of IT s virtualization IT s security upgrade recommendations include this capability. IT is looking at several options. IT is implementing a virtualization project to address the recommendations from the server assessment. This will be addressed as part of IT s virtualization This will be addressed as part of IT s virtualization IT is evaluating options on Microsoft licensing. Budget will be requested as part of the FY budget. Policy was approved and published. IT is evaluating options to provide this service and may depend on the outcome of the IT Services RFP. IT is evaluating options to provide this service and may depend on the outcome of the IT Services RFP. IT has completed contractor work for this. IT has recommended postponing this until after the Page 5

6 Dimension Recommendations Status Administration Documentation Secure the data center in City Hall (see Infrastructure recommendation). Implement encryption to protect confidential information. Consider establishing a limited number of designated representatives who have desktop administrative rights. Ensure that TechXpress responds immediately to all requests asking for assistance for the installation of software and/or equipment that require administrator privileges. Implement more robust data backup protocols after the completion of a security assessment and disaster recovery / business continuity plan. Create and publish a Business Continuity Plan (BCP). During development of a Business Continuity Plan, include in the BCP a process to ensure the EOC has access to key systems in the event of an activation. Centralize log files to prevent overwriting. Citywide, review all maintenance agreements annually to confirm the agreements provide the appropriate level of service. Create a centralized repository for all technology maintenance contracts and review annually to ensure they align with the City needs. Engage the Computer Information Steering Committee (CISCOM) and / or the Technology Steering Committee in the review of all existing IT policies to obtain input on potential gaps or shortcomings. recommendations for the IT Security Assessment can be implemented. Completed. IT determined this will be addressed as part of the Microsoft Office standardization IT will take that into account as part of the virtualization CITIG has a ticketing system that easily shows the IT manager what tickets are open and for how long. This will be addressed as part of IT s virtualization CITIG has also provided new backup software. This will be drafted after the completion of the virtualization This was taken into account when designing the virtualization This will be addressed as part of the IT Security Assessment recommendations. IT manager reviewed all maintenance agreements as part of the FY 2016 &17 budget preparation process. IT manager is doing this as part of the review of all maintenance agreements. IT policies were approved and training provided to all City staff. Page 6

7 Dimension Recommendations Status Develop and publish new policies as IT Cost Savings needed. Establish processes whereby the Administrative Services Department monitors compliance with established policies and the Technology Steering Committee acts as the enforcement mechanism of the policies. This has been taken into account in the new policies. The work of the IT manager has resulted in cost savings as listed in the following table. Table 4: IT Cost Savings May 2014 to April 2015 Project Estimated IT Manager Cost Cost Savings Contractor/Current Cost IT Security Assessment $25,000 $0 $25,000 Server Need $10,000 $0 $10,000 Assessment City Hall Computer $50,000 $4,000 $46,000 Room Improvements Virtualization Project $3,000 $0 $3,000 Design City Hall re-carpeting $9,600 $300 $9,300 T-Mobile Bill $9,500 $3,000 $6,500 IT Services Contract $140,000 $110,000 $30,000 Total $129,800 In addition to the above cost savings, the IT Manager has also arranged for the City to use government volume license purchasing programs for Adobe and Microsoft software. These purchasing programs were negotiated by the State of California and are based on the volumes purchased by the state. The large volume purchased by the State results is deep volume discounts. For example for an Adobe Acrobat Professional license the cost savings is about 38%. Other major IT projects or projects requiring significant IT support 911 system replacement Radio console replacement Fire radio transceiver and antennae re-location Wastewater Wi-Fi coverage Page 7

8 FISCAL IMPACT: No fiscal impact from receiving this report. ALTERNATIVES: 1. Continue with the quarterly update schedule. ATTACHMENTS: 1. None Prepared by: Jason Takagi, IT Manager Meeting Date: April 21, 2015 Submitted by: Nadia Feeser, Administrative Services Director City Manager Approval: Page 8