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Home My WebLink About2015 01 26 Informational 202 Technology Update COMMISSION AGENDA Informational X Consent ITEM 202 Public Hearings g Regular January 26, 2015 KS JD Regular Meeting City Manager Department REQUEST: City Manager and Information Services wish to provide Commission with a list of technology initiatives completed over the past 6 years, as well as future planned initiatives. SYNOPSIS: City Manager and Information Services providing the Commission a summary of recent and future technology initiatives. CONSIDERATIONS: The City Commission requested to be updated on recent and future technology initiatives. The list below, categorized by Department, contains initiatives from 2009 to present as well as anticipated future initiatives. Further information on any of these initiatives may be provided upon request. Information Services • Upgraded City website (2009, 2012). • Implemented Commission meeting streaming live and archived audio over the Internet(2009). • Implemented eAlerts notification system (2009). • Automated numerous internal manual forms with workflow via Sharepoint (2010 and ongoing). • Installed kiosks at Sr. Center and City Hall lobby (2010). • Launched City Facebook and Twitter sites (2009. Deactivated 2011). • Launched City YouTube channel (2010). • Replaced outdated analog telephone system with new Cisco Voice Over Internet Informational 202 PAGE 1 OF 5-January 26,2015 Protocol (VoIP)telephone system (2012). • Launched Sharepoint intranet website (2009). • Launched Pictometry — an Electronic Field Study application that provides an image library of Seminole County. The image library contains up to 12 different views of each property or object within the County and allows the user to instantly view any property, home, building, fire hydrant, power line, landmark, or any other feature in the County from many different views (2009). Key future initiatives (Information Services) • Website upgrade (continual 2-3 year refresh schedule). • Overhaul data storage and backup solution including a remote hot/cold site for purposes of improved Disaster Recovery (DR). • Make additional enhancements to communication systems for improved redundancy and business continuity. This will include improvements to phone system as well as researching alternatives to eAlerts to allow for multiple contact methods (email, text, social media, etc.). • Implement an improved email archiving solution for better management and utilization of email searches and retention. City Clerk's Office • Automated Commission Agenda and Agenda Items process implemented in SharePoint; included creation, submission, approvals, and finally, electronic submission to Commission (2011). • Implemented streaming audio of Commission Meetings and Planning and Zoning Board/Local Planning Agency Meetings over the Internet and made the audio recordings available on the City's website (2009). • Added QR Codes (linked to Agenda Item Detail)to Commission agendas (2013). Community Development • Implemented City of Winter Springs Economic Development website (2010). • Implemented GoLocal— A free on-line business directory listing for Winter Springs businesses (2011). • Implemented Proj ectDox electronic plans review software — an automated plans review software which enables the electronic submission, review, and tracking of building/development plans via a logical workflow process (2013). Finance/Utility Billing • Implemented Winter Springs Checkbook on City website (2010). • Added QR codes to utility bills to make it easier and faster for customers to pay their water bill (2011). • Implemented Automatic Call Distribution (ACD) — allows the City to track, route, and control all calls coming into City Hall to increase quality and response times for customers; tracks key call center metrics such as number of calls, abandonment rates, and wait times (2013). • Implemented e-payments, eliminating paper checks to vendors; payments made electronically (EFT) (2014). • Employee Human Resources Self Service Module (2010). • Implemented eSuites which allows employees the ability to view, change, and create benefit enrollments, w-2, address changes, beneficiary management, etc., from anywhere they have internet access (2014). Informational 202 PAGE 2 OF 5-January 26,2015 Key future initiatives (Finance/Utility Billing) • E-billing-Electronic utility bills will be available by email. • ATM - Replace current utility bill drop off locations with 24/7 equipment for automatic offsite payments for customer convenience. • E-utilities - customizable web-page for customers to view account information including amounts due, consumption history and payment history. This page with also allow customer to pay their bill by credit card or check. • Electronic work orders - Customer request for utility work will create and tracked by i-pad. Technicians' will no longer need to come to City Hall for paperwork, which causes reduced service levels. Parks & Recreation • Implemented automated process (Activenet) for scheduling facility rentals, senior center/therapy pool memberships, and leagues (2009). • Security camera system installed at Senior Center/Sunshine Park (2010) and Moss Park(2014). • Automated CWP irrigation system for remote management(Flowguard) (2011). • Automated Special Event Application Form to enable customers to complete forms electronically (2012). • Implemented automated park inspection site audit process using an iPad (2013). Police Department • Implemented in-car cameras to allow officers to capture real-time events as they occur to enable prosecution, officer accountability, and a record of police interactions with the public (ongoing since 2009). • Implemented digital cameras for patrol for evidence processing (grant 2011). • Implemented citation writers to assist officers in the field issuing citations, reducing an 8-10 minute traffic stop down to a 4-5 minute traffic stop (2009). • Implemented traffic crash software, providing improved officer and process efficiency, including allowing officer to relieve motorists from crash scene much quicker than before (2009). • Implemented MiCad — the County-wide law enforcement dispatching program responsible for classification and dispatching of calls for service to law enforcement officers via in-car data terminals (2010). • Implemented Virtual Partner for in-car data terminals — software that reads back teletype and queries made by officers in the field from their in-car data terminal, improving officer safety and an efficiency (2009). • Installed GPSs in police cars to allow a more efficient way of handling and dispatching calls to units and to better manage perimeters/officer placement(2014). • Implemented Sherlock GPS hardware which provides real time crime data to all officers and locations of all active patrol units (2014). • Automated Code Enforcement Form process (2014). • Implemented Callyo Bug/recording software for undercover operations (2012). • Implemented PawnWeb software to maintain pawn shop and second-hand dealer transaction forms (2014). • Implemented Cell Bright Hardware and Software cell phone download/recovery system used to capture and preserve all data from handheld and cellular devices for criminal investigations (2011). • Installed interview room camera and audio system (2011). • Upgraded portable radio to digital platform (2014). • Implemented night vision goggles for tactical night operations (2009). Informational 202 PAGE 3 OF 5-January 26,2015 • Tasers for all Patrol (2009). • Implemented Recon Scout tactical surveillance robot for tactical operations (2010). • Implemented WASP listening device for tactical operations (2014). • Implemented handheld Garmin GPS for search and rescue operations (2010). Key future Initiatives (Police Department) • Tablet devices — we've began looking into implementing some form of tablet device to enable greater flexibility and mobility for access to desktop or other information while out of the office or patrol vehicle (testing ongoing). • New World ERP Project, along with mobile printers in trucks, will enable Code Enforcement officers to print code notices on the spot and remain out in the field more during their workday, enabling them to keep a better eye out for violations in the City and provide a better response to citizen complaints. • Security cameras — this is a multi-phase plan to install cameras at certain City locations and facilities to protect and safeguard those resources and the public; and to reduce, and ultimately prevent vandalism from occurring. (Phase I started in 2014). • License Plate Recognition (LPR) — will allow officers to query vehicle license plates while they are driving around in order to find stolen vehicles, wanted persons, those driving on suspended drivers licenses, missing or endangered persons, or other types such as Amber or Silver Alert vehicles. Utility/Public Works • Installed Supervisory Control and Data Acquisition (SCADA) System — provides the capability to remotely monitor, control, and receive alarms for 44 wastewater lift stations, 2 wastewater plants, 3 water plants, and 1 reclaimed water augmentation facility (2013). • Upgraded Geographic Information Systems (GIS) — All City infrastructure updated into GIS for permanent record keeping. Improving accuracy and incorporating systems expansions are continuing (2014). • Installed 30 GPS devices on PW/Utility trucks to improve customer response time by dispatcher, resulting in improved fuel efficiency, and increased productivity (2012). • Equiped Utility on-call personnel with a tablet device to process after-hours turn-on fees for customers on disconnect list who would like to initiate service after hours (2013). Key future initiatives (Utility/Public Works) • We will be researching a tablet-based work order system for meter services to improve response time for reconnections, reduce travel time, and increase productivity. City-Wide • Enterprise Resource Planning (ERP) Initiative — New World Software - replaces old Financial Management software as well as old permitting/inspections/development and code enforcement software - estimated time frame 9/2013 thru 6/2015. Project consists of 3 areas: • Financial module— successful go-live completed March 2014 • Community Development module— successful go-live completed October 2014 • Utility Billing module go live scheduled for completion June 2015 • Electronic Sign in front of City Hall (2010). • West and East Conference Rooms and East Training Room Audio Visual System enhancements (2011/2013). Informational 202 PAGE 4 OF 5-January 26,2015 FISCAL IMPACT: There is no fiscal impact with this agenda item. This agenda item is informational only. However, many of the initiatives listed above have resulted in substantial monetary savings to the City/taxpayers. COMMUNICATION EFFORTS: This Agenda Item has been electronically forwarded to the Mayor and City Commission, City Manager, City Attorney/Staff, and is available on the City's Website, LaserFiche, and the City's Server. Additionally, portions of this Agenda Item are typed verbatim on the respective Meeting Agenda which has also been electronically forwarded to the individuals noted above, and which is also available on the City's Website, LaserFiche, and the City's Server; has been sent to applicable City Staff, Media/Press Representatives who have requested Agendas/Agenda Item information, Homeowner's Associations/Representatives on file with the City, and all individuals who have requested such information. This information has also been posted outside City Hall, posted inside City Hall with additional copies available for the General Public, and posted at five (5) different locations around the City. Furthermore, this information is also available to any individual requestors. City Staff is always willing to discuss this Agenda Item or any Agenda Item with any interested individuals. RECOMMENDATION: Staff requests the City Commission receive and review the information provided in this Agenda Item. ATTACHMENTS: There are no attachments with this agenda item. Informational 202 PAGE 5 OF 5-January 26,2015