The URL can be used to link to this page

Home My WebLink About2006 04 10 Consent Item 401 Kiva COMMISSION AGENDA ITEM 401 Consent X Informational Public Hearing Regular April 10. 2006 Regular Meeting Mgr./Dept. Authorization REQUEST: Information Services requests supplemental appropriations in the total amount of $188,513 + $5,000 contingency to cover the additional costs of Oracle licensing for the Kiva database. PURPOSE: This request is needed to obtain supplemental appropriations in the amounts of $188,513 + $5,000 contingency for additional costs of Oracle licensing for the Kiva database. CONSIDERATIONS: Our Kiva application runs on an Oracle database. In January of this year a couple of events occurred that have a direct impact on the Kiva environment as it is implemented here in the City. First, Oracle revised its licensing / pricing schedules; and second, it was learned that Accela will be dropping support for its distributed client/server architecture in favor of a web- based architecture. The second point is being driven by Oracle as well. Relative to the first point, our software licensing from Oracle has been of the named user variety versus an enterprise level that allows for an unlimited number of users. As KivaNet and KivaCitizen are implemented this summer we will exceed the point in the user base where it financially makes sense to continue with named-user licensing based on the new pricing schedules from Oracle. When weighed against the costs in moving to the enterprise level, S:\Information _ Services\Admin _ Docs\Agenda Items\FY 2006\April 2006\041006_ COMM _ Consent_ 401_ Kiva_ Supplementat Appropriation.doc CITY OF WINTER SPRINGS CITY COMMISSION REGULAR MEETING - APRIL 10, 2006 CONSENT AGENDA ITEM "401" PAGE20F4 upgrading from the named user method is warranted. As an agency we must comply with the Oracle contractual requirements tied to licensing as new users are added to the mix. The second factor driving this request is the fact that Oracle has announced that it will no longer support its client/server architectural configuration that delivers application forms to a user's desktop into the future. This is the currently deployed solution for Kiva here at the City. Instead, Oracle will only continue to support its web-based architecture solution. It was learned at the time of our upgrade to Kiva 8.0 in January, that Accela, too, will be dropping support of the client/server architecture with the Kiva 8.1 release that is due to be available this summer. In lieu of these statements of direction by the two vendors it is critical that we move towards the new architecture to continue operating Kiva on a fully supported platform. Beyond the above reasons there are also implicit benefits to be gained that become immediately available with the implementation of the web-based architecture. In the new architecture the implementation of Kiva enhancements or application of maintenance are effected in one location, on one server, immediately for all users rather than is currently the case, where new maintenance and application changes oftentimes must be done on each user's desktop client. Also, the scenarios for disaster recovery are greatly simplified and become more consistent with our long-term strategies for disaster recovery. For example, in our current configuration, the entire environment must be recovered before full service can be restored to the user base. In the web-based configuration, as long as the Kiva application and database servers are available, it is possible for end users to access the services of Kiva from anywhere they have access to the internet. In addition, we are building a system by which all citizens and departments will benefit. Here are some of the ways that everyone will benefit: · The Finance Department is using Kiva to provide information about the completion of building activities, requests for new building starts, and other data needs as they arise. · The Fire Department has been a user of Kiva for a while as participants in the plan review process where their input and comments are logged to provide downstream information to inspectors at the time of construction. The department will be expanding their use of Kiva through the migration of their annual fire inspection tracking application from an Access database. With this information in Kiva it can then be shared with other departments in real time and be extended to facilitate the automatic scheduling of annual inspections for businesses. Through use of the wireless implementation with Kiva, fire inspectors will be able to maintain inspection data from the field where results can be entered on site versus in the office from their desktop workstations as is currently the case. · Citizens will benefit from the introduction of wireless technology into the hands of inspectors by getting up to the minute inspection results via the web without having to wait a day or two for them to be posted. Also, the public use of Kiva is the single most contributing factor to the increased licensing costs associated with the Oracle Database and Application Server components of the environment. Oracle's licensing structure is driven by the number of users of their products. · Contractors, as with the eeneral citizenry, will also be beneficiaries of wireless technology for the same reasons and are also significant contributors to the growth of the CITY OF WINTER SPRINGS CITY COMMISSION REGULAR MEETING - APRIL 10, 2006 CONSENT AGENDA ITEM "401" PAGE 3 0F 4 Kiva user base. They will also be using more of Kiva's features by entering permit applications and scheduling inspections directly. · The Building Inspectors will benefit through the deployment of wireless technology as they will be able to enter comments and inspection results directly into Kiva while in the field. This will save time for the administrative staff by not having to enter this information into Kiva once it has been delivered back to the office by the field inspectors. · Planning Division staff members involved with the planning process, especially the senior planners and building official, are beginning to use Kiva for the tracking of all information associated with the various projects underway within the City. As plan reviews are conducted, each reviewer will be entering comments about requested changes, issues, conditions needing to be met prior to permit issuance or to final approval for occupancy, etc. Further, all activities associated with a given project can be readily identified so that the status of the review can be provided quickly and efficiently to anyone making the request. The senior planning staff also makes extensive use of GIS data currently so they will greatly benefit once the Kiva environment can connect directly to the GIS application to establish a direct relationship between the data about a project and its graphical representations. · Code Enforcement staff in the Police Department have been using Kiva since its inception in the City. The Police Department is the heaviest user of the Request for Services (RFS) application within the Kiva system environment for tracking violations, board hearings, inspection scheduling and recording results. This department will further benefit through the deployment of wireless technology to its inspectors who will be able to enter comments and inspection results directly into Kiva while in the field. This will save time for the adminstrative staff by not having to enter this information into Kiva once it has been delivered back to the office by the enforcement officers, thus freeing them to issue violation notices and follow-up correspondence that is a much more efficient use oftheir time. · The Engineering Division is currently involved in the planning review process and are actively entering information about their areas of responsibility including comments, issues, or concerns about a project; conditions that need to be met prior to final approval for permitting or occupancy once the project is complete; etc. The engineering staff also makes extensive use of GIS data currently so they will greatly benefit once the Kiva environment can connect directly to the GIS application to establish a direct relationship between the data about a project and its graphical representations. · The Storm Water staff is currently involved in the planning review process and are actively entering information about their areas of responsibility including comments, issues, or concerns about a project; conditions that need to be met prior to final approval for permitting or occupancy once the project is complete; etc. The storm water staff also makes extensive use of GIS data currently so they will greatly benefit once the Kiva environment can connect directly to the GIS application to establish a direct relationship between the data about a project and its graphical representations. · The Utilities staff is a long time user of Kiva for the recording of inspection results for their various inspection types. Staff will benefit through the deployment of wireless technology to its inspectors who will be able to enter comments and inspection results directly into Kiva while in the field. This will save time for the adminstrative staff by not having to enter this information into Kiva once it has been delivered back to the office by the field CITY OF WINTER SPRINGS CITY COMMISSION REGULAR MEETING - APRIL 10, 2006 CONSENT AGENDA ITEM "401" PAGE 4 OF 4 inspectors. Some members of the staff also rely heavily upon GIS application data so they will greatly benefit once the Kiva environment can connect directly to the GIS application to establish a direct relationship between the data in Kiva, especially addressing information, and its graphical representations. · The Urban Beautification staff has had its arbor permits issued through Kiva since its first use within the City. This group participates in the planning review process and is getting on board to tracking their related activities in Kiva as are the other groups involved with planning where they will record their information for a given project. Irrigation Inspections are also being entered and scheduled with results posted in Kiva for this group. What does the requested $188,513 include? · Consulting/Training Services (includes travel) Oracle App Server · Maintenance Agreements · Oracle Database Maintenance . · Oracle Forms & Reports Application Server Maintenance · Capital Expenses - Data Processing · Oracle Database - Increase Licenses to Enterprise (2 proc.) · Oracle Forms & Reports Application Server Lic. Fees . Contingency $ 22,000 $ 16,613 $ 9,900 $ 80,000 $ 60,000 $ 5.000 $193.513 In summary, because of Kiva and Oracle's move away from client/server architecture to a web based architecture, we are requesting a supplemental appropriation in the amount of $188,513 + a $5,000 contingency in order to move to from an Oracle client/server licensing platform to an Oracle Enterprise. FUNDING: Supplemental appropriations are needed from the following funds: General Fund Reserves 40% $ 77,405 Water & Sewer (Utilities) 15% $ 29,027 Storm Water 5% $ 9,676 Development Services 40% $ 77,405 $193.513 These supplemental appropriations will not reduce fund reserves below reserve policy requirements. RECOMMENDATIONS: That the Commission approve the supplemental appropriations as shown above in the total amount of$193,513 ($188,513 + $5,000 contingency) to be placed into department 1343 (Kiva): 1343-53180 $22,000 1343-54633 $26,513 1343-64200 $140,000 1343-56910 $5,000 ATTACHMENTS: COMMISSION ACTION: