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HomeMy WebLinkAbout1998 05 11 Regular Item B CO'MMISSION AGENDA ITEM B Consent Informational Public Hearing Regular X Mav 11. 1998 Meeting MGR t1 ~ DEPT Authorization REQUEST: City Mamlger requesting the Commission to receive the report of the Information's Systems Director relative to the status of the development of the City's information system and to authorize additional funding in the amount of $42,000 to expedite certain activities. PURPOSE: The purpose of this agenda item is to update the Commission on the status of the development of the City's voice and data communication systems and to request additional funding for activities that need to be undertaken in the current fiscal year. DISCUSSION: In 1996 the City adopted a Five Year Master Plan for development for the City's Data Programming System. All activities included in the Master Plan are on, or ahead of schedule. The scope of work activlities in the Master Plan and in the current year work plan has changed due to the following reasons: 1. Additional activities: a) Telephone system developments. b) Commission Chamber audio visual system. 2. Emergency Activities a) Police Department CADD and Records Management System incomp,9tible with new infrastructure system and year 2000 complialnce problem. b) Utility Billing conversion incompatible with new window N.T.lUNIX operating platform and not year 2000 compliant. c) Police Department voice and data infrastructure system not provided for in original design of police department. 3. Expedited Activities a) Compl1etion of Fire, Police, Public Work sub area network. b) Compl1etion of City Hall, Building, Police network system. c) UpdatEl Police, Fire, Public Works, hardware systems incompatibilities. Additional spending autihority of $42,000 is being required for the expedited items as follows: Complete Fire, Police, Public Works Sub area network. Complete City Hall Building data network system. The expedited update of the Police, Fire, Public Works hardware system was absorbed in the current year budget. Considerable interest has been expressed in E-mail services. E-mail services are not scheduled for implementation until FY 99, since E-mail service are dependent upon net- working compatibiliRy not currently available but scheduled for completion this year. Internal E-mail services will be available inside the two sub area networks in FY 98 if the Commission awards the additional $42,000 request. Internal E-mail service between the two sub area networks is not scheduled and cannot be provided until FY 99. Internet E-mail between the City and the public is scheduled to be available in FY 99 and cannot be made available in FY 98. FUNDING: Funding for this n3quest would be taken from General Fund Reserves. RECOMMENDATION: 1. Review and accept report of the Information Systems Director. 2. Authorize $42,000 in additional expenditures from General Fund Reserves for expediting system development needs. ATTACHMENT: A) Master Plan B) Man-hour chart by function. C) Data processing work load chart D. Internal/external allocations chart COMMISSION ACTION,: INFORMATION SERVICES SYSTEMS DEVELOPMENT UPDATE Attachment "A" Development Goals Sz Objectives FY 1996 FY 1997 FY 1998 FY 1999 FY 2000 Comments Master Plan Development Hardware upgrades to run software (temporary) XX completed on schedule Hardware upgrades & Standardization to Pentium class machines _ X* X will be completed ahead of schedule if funded Software upgrades and Standardization to Microsoft Office XX completed on schedule Software training for Microsoft Office XX ___ completed on schedule Phase out of old desktop software XX _ _ __ will be completed on schedule Software license review and document XX _ completed on schedule Intemal email within each subarea network _ X* X will be completed ahead of schedule, if funded Internal email between both subarea networks X ___ will be completed on schedule Internet email X _ will be completed on schedule Network Infrastructure Development __ Internal Intra-buildins~ networks: Police Department XX completed on schedule Fire Department (#24) X X completed ahead of schedule Public Works X X _ completed ahead of schedule City Hall X* X will be completed ahead of schedule, if funded Parks & Recreation X* X will be completed ahead of schedule, if funded Sub-area networks: --- Fire-Police-Public Works (subnetwork #1) X* X will be completed ahead of schedule, if funded City Hall (part of subnetwork #2) X* X will be completed ahead of schedule, if funde d Wide Area network: __ __ Subnetworks 1 & 2 connected X dependent upon what we complete in FY 98 Miscellaneous remote sites connected to Wide area network X will be completed on schedule Additional, unscheduled, unplanned items for Information Services Utility Billing Conversion X will be completed in May 199 8 Utility Billing handheld conversion X _ _ will be completed in May 1998 Commission Chambers Audio Visual Project X _ will be completed in June 1998 Voice/Data cabling infrastructure at Public Safety Building X completed in FY 97 before move-in Telephone System, city-wide X will be completed by Aug '98 L d b d t t _ an - ase managemen sys em X X This implementation must be moved to FY 2000 Police CAD & RMS system replacement _ X Emergency priority for FY 99 Legend: _ X =scheduled completion =completion date * =completion date with additional fundin requested The above chart shows projects, both planned and unplanned, that Information Services was either involved with or totally completed. INFORMATION SERVICES Man-hour distribution by Function Department Adr 10% Misc. 10% Attachment "B" slephone Systems 40% Comps systems 40% INFORMATION SERVICES Data Processing Systems Management Workload Distribution Systems Planning & Design 25% Systems Operations 45% Systems Development 30% Attachment "C" Forty-five percent (45%) of the I.S. Department's time is consumed by day to day operations of existing systems demonstrating a lack of time to concentrate further on systems development desired by everyone. INFORMATION SERVICES Man-hour Resource Allocation spent by I.S. personnel 35% Time spent by outsourced perso 65% Attachment "D" Sixty-five percent (65%) of I.S. Department functions are being performed by outside contractors resulting in maximum efficiencies and less personnel on the City payroll.