HomeMy WebLinkAbout2002 07 22 Regular A Strategic Technology Plan
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COMMISSION AGENDA
ITEM A
CONSENT
INFORMA TIONAL
PUBLIC HEARING
REGULAR X
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07/'Qi;02
Meeting
MGR.~EP~
Authorization
REQUEST:
The Information Services Department wishes to present to the
Commission the updated Strategic Technology Plan which includes
recommendations and provides costs and implementation timelines
relative to technology-related projects. Information Services is
requesting Commission approval of the Strategic Technology Plan,
along with proper staffing and funding of said plan.
PURPOSE:
To present to the Commission the updated Strategic Technology Plan and
obtain Plan approval, funding, and staffing for The Plan.
CONSIDERATIONS:
On March 25,2002, the Information Services Director, Joanne Dalka,
brought to the Commission, at the request of the City Manager, a
presentation which reviewed the technology advancements made since the
inception of the I.S. Department in 1997. The presentation also included a
list of current projects as well as future projects that I.S. deemed necessary
in the development of the City's technology infrastructure with the goal of
reaching out to the public.
At this Commission Meeting the Mayor and Commission expressed their
strong desire for the City to now work on reaching outward to the public,
the residents, and businesses. In order to do this, a good plan must be in
place with projects being identified, priorities set for each of these projects,
along with estimates of project costs. I.S. requested input from the
Commission as to what their goals and priorities for I.S. should be, prior to
U:\Docs\Agenda Items\FY 2002\Tuly 2002\070802 Regular A IT Strategic Plan.doc
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finalizing the plan. At this time, the I.S Director was given direction by the
Commission to put together a Technology Plan that would incorporate some
of the priorities expressed by the Commission that night. The I.S. Director
then requested outside consulting and technical assistance from Florida
League of Cities (FLC), in putting together the updated Strategic
Technology Plan.
The resulting technology plan is attached and shows a three year projection
of projects including estimated capital and operating costs. The first year of
this plan is dedicated to firming up any outstanding internal issues or
deficiencies. These internal issues must be addressed before beginning
implementation on any other projects that will build upon that foundation
such as e-commerce, document imaging, etc.
For example:
./ Replacement of old servers needs to take place before trying to
implement any new software or document imaging.
./ Old workstations also need to be replaced so that less I.S. technical
support time is required and there are less network problems with
these workstations. Software compatibility is also an issue with the
older machines.
./ A Media Specialist would need to be hired in order to assist with the
redesign of the web site in order to prepare for integration with
ecommerce and internal applications. This person would also
coordinate with all the departments with web site content.
FUNDING: To be determined
RECOMMENDATION:
It is recommended that the Commission review the updated Strategic
Technology Plan, and properly staff and fund the department for all the
listed projects that the Commission wishes for the I.S. Department to
complete.
IMPLEMENTATION SCHEDULE:
Immediately upon approval and proper funding and staffing of specified
projects.
ATTACHMENTS: Strategic Technology Plan
COMMISSION ACTION:
U:\Docs\Agenda Items\FY 2002\July 2002\070802 Regular A IT Strategic Plan.doc
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City of Winter Springs, Florida
Strategic Technology Plan
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FLORIDA LEAGUE OF CITIES
Information Ser"vices
125 E. Colonial Drive · r.o, Box 530065 · Orlando, Florida 32853-0065
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fl.ORJIlA J.P.I\(;Uf. ol"CnU!s. INC.
Winter Springs, Florida
Strategic Plan 2002-2004
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Table of Contents
Ac knowledg ments ........ ......... ...... .... ............. .................... .................................. ........ ......... .......... 4
Exec utive Summa ry ..... ....... ........ ........... ............ ................ ........ ..... ..... ........................ ..................5
Implementation Timetable,.." ,.,,,,,,, ".""",." ".."""""".."" .........",'.., ....""., "",."" "..,."'.....,..,,, 1 0
I ntrod uction ....... ....... ................. ..... ....... .......................... ..... ....... ....................... ................. ......... 16
Background ....." ..... "....""'...."......"..,........,, ".....".. "...."."" ""....."..."....."......."""""",." "."". 16
Scope of this Strategic Plan,. "",,'.... "....,..".....,,,,.,,,,, ........ ".". "..",,,. "..""., .....,........,.,.,,,,,,, "." 17
Components of the Strategic Plan"..,. "....,,,,, "".. ,,,,. ".", "..,.""""'..',, ".."....,... ".....""".",,, ". ". 17
Methodology Used to Generate the Plan "....."""...."..."""""..."..""""............""""."".."""" 17
The Strateg ic Plan........ ................................... ................. ................ .... .............. .................. ........ 19
Trends in Municipal GovernmenL",,,,,,,,,,,.....,,,,,,,,,,,,,,,,,,,,,,,,,,,.,,,,.,,,,,,,,,..,,.,,..,,"..""""""..,.,19
Trends in the Information Technology Industry......"""....""..."..."..........."......"""".."..""".... 19
Strengths, Weaknesses, Opportunities and Threats (SWOT) Analysis "...."".........."..""".",,. 20
Strategic Mission Statement..,.... "."" "...""........ '" "....,,, '" ".. ".. ",,,,,. '....'.."". .....""" ".."" ,,,,.,,,21
Priorities, ""..".." "..,'....,. """".".,.... ".., ..........".... '"'' ". ".,.,.......""." "'" ,"..'..."",....,..."" ".""",.21
Project Initiatives..." ,.,... ,.,."" '... """ ". ,.,.. ,., ". ,. ,." ".,. ...,.... ,..,.. "....... ,..... ,.""""" ,.,...,..,...... .... ,..,,22
Implementation Timetable, ".......... "..." ....."..., ....", ."" ...." ....... "... "...""."..., ..... .....". ".. "... ".... 23
Timetable Assumptions,.."....... "..,. "..., ..........,..,,, '"'' "..."..".......,,,,,.,..,,,..,..,,.....,, ".. "....... "..,,, 24
Milestones"."..,..""......,.""",.........,,,,,.,,.,..,,,..,,.,.,,.,,,,...,.,.,,....,,,..,,.,,,.,.....,..........,.,.,.,., "".".",.24
Project Management...........". ""."., "."" ".. ""..,., "."..'.."." ........."" ........, "........"""..,, """..,. ,..,25
Information Technology Governance and Organization .......................................................... 26
Background, ""...",..... ,,,,,,,,,..,,,,.. ".." '" ""..,......" '"'''' ".",,,,,,"..", "'''' "...,..,.... "..". ".."""" "...".26
Technology Governance.".,."......",. '"'' ".... ".'" """" "...,.""", """"....."..".."..,,, ".... ".." "..... ".. 26
Technology Staffing Background",,,,,,, "." "...."" ,.."'..""""" """. ...." "........".... ."."" ".. "" "." ".26
Technology Staffing Recommendations....",,"" "..."..,. "...." ...."."",,, ". ,...",.,..........,,,..,.,,,,, "...27
Project Management., ",..,. ..........,... ,. ,. ,. ......,. ,... ,......,. '....... ....., .."." ..."....., ,.., .., ,....... ,. ,... ,.... '. ,...28
Continuity of Operations" "..,.. "... ".... "....", "." ".....,. ".', ""'" ".."." ",...""... ....,... ".......... "... ".... 29
Information Technology Infrastructure Strategy and Initiatives .............................................30
Current Technology Infrastructure" ""....", ,..'" ..." "...". "... ",.."..,..... ""."..."" ".........,..".,,, "..",30
Technology Infrastructure Strategy,,,,,,,,..,,...,..,,,, ".", "."""",.....""".".."""".,.,,,,,...',..........,....,30
Infrastructure Initiatives"., ,.,. ,.".,."" "." ,." ,.,. ,.,. ,....' ..'....'"..,.' ,.."" '., '., ".. ,. ,.. ,., ,.", ,."" "."",.. ,., ,. ,.32
Current Technology Upgrade Initiative ,,,..,,,,,..,,,,,..,,,,....,,,..,,..,,,, ,.,.,,,,.,,,,,,,,,,,,,,,,,,,,'..,'....,,,,,,,, 34
Confidential
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July 2. 2002
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FI.ORm/\ LI!,\(:ur. (H'CITII~, INC.
Winter Springs, Florida
Strategic Plan 2002-2004
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Webllnternet Technology Strategy and Initiatives ................................................................... 36
Trends and Statistics ,.,.....' " ,., ,.""""", ,."" ,.." ,.",., ,.,.. ,. ".. ,.,."",.."", ,.....".""",,,,,. ".,. "" ,.", '.. ,.,36
Evaluation of the City's Current Web/Internet Technology,.."...",."""",,,,.,,,,,,,,.,,,,,,,.,,,,,,,,,,,... 36
Overall Strategy for the City's Web/lnternet Technology""."""....."""""",,,,,...,.,,,,.,,..,.,,,,..,,, 38
Internal vs. External Web Site Hosting ,..."........."".""....."......."...""""......"".."..................,..40
Strateg ic In itiatives .... ...... ..... ..... ... ............ ..... ... ...... ..... ....... ...... ... ...... ..... ..... ..... ........... ....... .........42
Online Agendas, Minutes and Other Informational Items""...,."".".....",,,,,..,,,,,,..,.......,:..,,... ...42
MUNIS Online Applications (Utility Billing, Licenses, etc,) "".",.""."".....,.".""".""",.".,....."..44
MUNIS Database Conversion....,. ,., ,."" ,. ,. ".... ,.,." "." "... ...,.. ,.,.. .."",..., ,., ,."."""""..,'.. ,...,. "..,..48
M U N I S Office"",.""..",..."...,.,..,.,...."."."",.,..,..",."..."""....,.,..,.,.",.,.".."",....,...,.....,."""" ."." 51
MUNIS - Formunis ....".,..",,,.,,,,,..,,,,,,,.,,,,,,,,.,,...,,,,,,.,.,,.,.,,,,,.,,..,,,,""""".".""",,,,,,,,.,,,,,,,.,,,,,,,54
Online Complaint Tracking ""."..,.",,,,,,.,,.',,,,,,,,.,,,,,.,,,,,,,,,,.,,,,,,.,,,,..,,,,,,,,,,,,,,,,,.,,,,,,"..".":.",,,,56
Parks and Recreation Software "'" "".. "." """. .."." "."""" ".. "",. ".."".."".,,...,,,...... ""......" '"'' 58
Conversion of City Forms to Adobe Acrobat .""""""""."..."""....".....""...""""""".""..."""" 60
Virtual Private Network (VPN) ...,,,.,,,,.,,,,,..,...."..",,...............,,,,,..."..,,....,,......,,.,,.....,,...."...,,,,, 62
Online Permitting. "'" "'" """ ""."" "." ".."" ".".. "". ..". ".. "." "'"'''''''''' ...."".... ".,. """ """""""" 64
Document Management and Imaging System "..."."".""".""""""""""."""""."...".""""."...68
Geographic Information Systems ,,,,,,..",,,,,,,,..,,..,,,,,,,,,,,,,,,,,,,,,,,,,.,,.,,,,"......,,...,.,,,,,,,,,,,,"'''''''' 73
KIVA Integrated Voice Response Application """.".."..."."."".""""""""".".""""""...".."...75
Mobile Police Computer Aided Dispatch and Reporting System ..."."..."."""""""".."."".".".77
Mobile Devices for Permitting Inspectors and Code EnforcemenL"""""..."......""""".."."." 79
Production of Multimedia Presentation for SGTV.."........".""""""""...."."..."""""""...."""". 82
Citizen Technology Access at City Hall...."""""..".".."""...."".".".".""""".".""..."........""". 85
Ap pend ix A: Survey of S imi lar Cities.. ............. .......... ......... ....... ...... ......... ........................ ........ 87
Appendix B: Winter Springs Equipment Survey..................................................................... 91
Appendix C: Sample Polices and Procedures .......................................................................100
Administrative Policies,." ".""" ,,,... ",.. '" '''''' "."..." "."""" """ "'" "..'" ".." .""., """. ""., "."""" 1 01
Systems Security",,, "".".""" ,..,,,,....,,,,,. "".... ",... "" "."...." ."".............,..."""."".""""""...." 1 02
Internet and Intranet",..." '"'' "".""" """" "" "". .....",.,,,,,,,. "."..,..., "." "" ",,,..,,.,.,,'....,,,,....",,,, 1 04
Email System".,.,.."..,..",....".",..,.",.,.,."",.,...,.""""".,.".,...,.,.,..,."..,."".",.",..,."""""".,.,. ,.. 106
Personal Computer Policies".".""".."".,.,..,,,,,,,,, "."""""""",.." ""'" ".,,,,, """'''''''''''''''''''''' 1 08
Application Development." """""",""" "..""".""" "".",."""""",.." """.".",,,,,,,,,.,,,,,,,,, ".. "",110
Disaster Preparedness """"'"'''''''''''' ",.",.""""..".",.",:""""",,,,,,,,,,,,,,..,,..,,.,,.,..,,,,,,.,,,,,."" 112
Confidential
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July 2, 2002
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fr.DRIIIA 1..t:,Ualli 01' CITII~, INI:'
Winter Springs, Florida
Strategic Plan 2002-2004
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Acknowledgments
The Florida League of Cities would like to take this opportunity to thank the City of Winter Springs
and the City Commission for engaging us to develop this critical document.
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This plan would not have been possible without the excellent support of Joanne Dalka and her
staff, Their responsiveness to any of our requests and willingness to be open with their thoughts,
concerns and desires was invaluable in completing this report, It is obvious that they are
committed to providing the best possible technology services in support of City operations and
ultimately to the citizens and businesses of Winter Springs,
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In addition, we appreciate the cooperation, openness, candor and responsiveness of all those
City employees we interviewed and talked with. Their concern for improving efficiency and
providing excellence in customer service was evident throughout our engagement.
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The City can be proud of its employees and the job they do.
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Report Prepared By:
The Florida League of Cities
Frank Hagy, CPM, Chief Information Officer
Sherry Hilley, CISA, Senior Consultant
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Confidential
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July 2, 2002
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PI-ORillA 1.1~I\(aU: Of' CrrICS, INC.
Winter Springs, Florida
Strategic Plan 2002-2004
Executive Summary
The City of Winter Springs can be proud of its technology accomplishments over the past five
years. The Information Services Department has established an excellent technology
infrastructure that forms the foundation for launching into future egovernment operations. Key to
continued success is to ensure this infrastructure is maintained as the City moves forward into
egovernment technology,
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This report represents the findings of the Florida League of Cities in its engagement to develop
an aggressive three-year strategic plan as directed by the City Commission on March 28, 2002,
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The City should approach egovernment initiatives in the following manner:
1. Maintain a strong technology infrastructure upon which to build applications
2. Enhance police operations through wireless technology
3, Create a robust electronic information portal for citizens and businesses
4. Engage in electronic transaction processing
5, Reengineer critical business processes, integrating electronic processing
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Specific Recommendations:
1. Maintain a Strong Technology Infrastructure
. Winter Springs should continue its efforts to improve the technology
infrastructure by updating servers and workstations, Servers and workstations
should be replaced with upgraded equipment on an ongoing, scheduled, routine
basis. This plan calls for upgrading of the infrastructure in each of the three
years,
2. Enhance Police and Fire Operations
. Winter Springs should provide mobile computing to its Police Department for
Computer Aided Dispatch (CAD) and record keeping operations, This should be
a high priority project for the City, Once completed, the system should be
expanded to include code enforcement in order to provide a greater breadth of
information and cooperative enforcement efforts,
. Winter Springs Fire Department should continue its cooperative efforts with
Seminole County in providing fire and rescue services. The continued use of
Seminole County's hardware and software initiatives is recommended. The
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Confidential
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July 2, 2002
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':.. flORJUALcAt.illl:OrCrnl!.S,INc.
Winter Springs, Florida
Strategic Plan 2002.2004
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Information Services department should be involved with the next upgrade of
Seminole County's hardware and software requiring minimal support for
integration into the City's network.
3. Create a Robust Electronic Information Portal
· Winter Springs should significantly redesign its web site to be more robust in
providing information to its citizens and businesses, This information should
include, what the functions of government are, processes for obtaining permits
and licenses, what services are available, how to get those services, locations
and operating times of government offices and downloadable forms attached to
processes, Some of this information is currently available, but needs to be
organized into a more usable format.
· Winter Springs should provide utility billing information through its web site, This
is a first step to actually taking payments online (see "Conduct Electronic
Payments" below).
· Winter Springs should implement a document management and imaging system
supporting all internal operations with a sophisticated connection to the City's
web site for use by the public. The public should then be given access to
appropriate documents through the web site. Using MUNIS Office and Formunis
will allow documents to flow directly from the financial systems into a document
imaging system,
· Winter Springs should implement multimedia capabilities to generate material to
be aired on SGTV. Snippets of this information can also be used on the City's
web site,
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· Winter Springs should hire a technology savvy multimedia specialist to generate
multimedia presentations and to maintain and monitor the content of the City's
web site, Timeliness is key to effectiveness in airing such presentations on
SGTV and in posting information to the City's web site. This takes a dedicated
resource to be effective.
· Winter Springs should provide access to electronic information from City Hall.
This should be done in a phased process. The first phase would be to provide
access to the improved web site through a workstation(s) in the lobby area, Also,
a television could be placed in the same area to show the current multimedia
presentations on a continuous basis. If these items are received positively, the
City should expend the resources to create a KIOSK that combines both the
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Confidential
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July 2, 2002
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j... ~1ru.L. fI.ORJUAtP.A(.Ut:Oi'CITIl!S,INC.
Winter Springs, Florida
Strategic Plan 2002-2004
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City's web site access and multimedia presentations, This KIOSK could be
placed in City Hall and in other locations throughout the City,
. Winter Springs should implement a request/complaint tracking system to
enhance response time and interaction with businesses and citizens, There are
several options available to the City, an Application Service Providers (ASP)
model or the purchasing of software, ASP's provide applications for a monthly
charge and access to the application is via the Internet using a web browser. We
recommend that the City look at the ASP model at this time due to the ease of
implementation and the ability to provide service to businesses and citizens in a
short timeframe,
4. Conduct Electronic Transaction Processing
· Winter Springs needs to come to a decision on how they handle the fees
associated with electronic financial transactions, The question of charging
"convenience fees" or additional charges to cover the cost of electronic
transactions is a much-debated issue with little consensus. We recommend that
the cost of obtaining a City service in an electronic fashion should not exceed the
cost of the same service delivered by other means. Savings in productivity and
the use of city resources can help to offset the additional cost of electronic
transactions, This decision is key to moving forward with electronic transaction
processing,
. After providing information about utility bills online, Winter Springs should provide
the ability for customers to make payments through automatic bank transfers,
Once this phase has been completed, the City should implement online
payments via credit cards.
· Winter Springs should implement the ability to renew occupational licenses
online, including payments,
5. Reengineer Business Processes for Electronic Processing
. Winter Springs should implement a Geographic Information Systems (GIS)
workstation to access the Seminole County database, Seminole County will
provide training and access and will store layers of City specific information (such
as Commission District Lines, Zoning, etc) at no cost. This information could be
very useful to comprehensive planning and to zoning, permitting and public
works in future applications,
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Confidential
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July 2, 2002
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~ fI.ORIIlAl.rJ'(;lIp."rCrrop.S,INC.
Winter Springs, Florida
Strategic Plan 2002-2004
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· Winter Springs should conduct a business process analysis of the permitting
function with a goal to create a "one stop-permitting" operation, This will mean
the development of communications between the KIVA permitting system and
the MUNIS financial system, Once completed, the information about the process
should be posted to the City's web site in a clear, understandable manner with
the forms needed attached to the process,
. Winter Springs should provide additional resources for training and integration of
the CarteGraph software for the Public Works Department. This system can and
should be interfaced with KIVA permitting in the future to provide a seamless
operation,
. Winter Springs should automate the inspection processes through the use of
handheld wireless devices, The current software is capable of handling this
technology. This will provide exceptional service to the customer and is cost
effective,
. Winter Springs should implement and Integrated Voice Response (IVR) System
for processing and scheduling inspections,
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Items Not Recommended:
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. Winter Springs should not pursue in-house hosting of its web site. The resources
to support such an operation are not present and the cost of obtaining these
resources is not effective at this time. This decision should be revisited in the
four to five year timeframe.
. Winter Springs should not pursue online permitting in the next three years. Low
adoption rates, cost of implementation and universal technology issues do not
make this a cost effective project. This decision should be revisited in the four to
five year timeframe.
. Winter Springs should not implement a full virtual private network (VPN) to
support City employees at this time, There are numerous concerns with the
security of such a network, However, VPN technology may be used in a limited
fashion, with acceptable risk, for specific applications knowledgeable information
systems technicians,
. Winter Springs should not convert the MUNIS Informix database to Oracle due to
the high cost of Oracle Licenses and the required support of an Oracle Database
Administrator (Approximate cost could range from $80,000 - $100,000),
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Confidential
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July 2, 2002
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~ FI.ORII>A LCAGUf.(WCITICS, INC.
Winter Springs, Florida
Strategic Plan 2002-2004
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The Timetable:
As part of this executive summary, a timetable has been provided that outlines the proposed
schedule, estimated capital cost, and estimated operating cost, along with any comments that
might be appropriate, It is important to understand that this is an extremely aqqressive schedule,
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In order to effectively develop and implement a technology project there are four key elements to
success:
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. A Suitable Technoloqy Infrastructure: The technology infrastructure, which includes
network, communications, and workstations, must qe adequate to support the new
software and its associated workload,
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. Adequate Fundinq: Funding must be adequate, not only to upgrade the infrastructure, if
necessary, but must include funding for human resources, These resources may include
a project manager, technical personnel and possibly temporary end-user personnel to
assist during the training and transition periods.
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. Obtaininq the Riqht Technical Skills: Project managers, technical personnel and trainers
all must be knowledgeable of the project's subject area and how business is conducted in
a municipal environment.
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. End-User Commitment: Perhaps most critical to a project's success is the end-user's
commitment to integrate the technology into their business processes, Adequate time is
needed for training and integration of the technology into the functional environment.
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Most city technology needs can be satisfied through off-the-shelf packaged hardware and
software products that are readily available, Technology projects that fail are most often due to
poor project management and/or the lack of commitment on the part of end-users to training and
integration. In qeneral, most Information Services Departments can implement technoloqy
solutions faster than an orqanization can absorb them. This is a concern at Winter Springs. If the
City provides capital dollars needed to support these projects, the infrastructure will be available
and there is little doubt that the right technical skills can be obtained. The key to meeting the
timetable as presented will be the ability of the end-user to commit the time needed to training
and integration of the system into their work environment.
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. Confidential
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.~ ~ fl.oKJlJA Le,.uanl 01' Crrlf-S. 'Nt:.
Winter Springs, Florida
Strategic Plan 2002-2004
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Years Four and Five
· Integration of the CarteGraph software used by the Public Works Department
with KIVA permitting should be analyzed.
· Revisit the decision on bringing web site hosting in-house based upon the current
and anticipated uses of the web in conducting more complicated electronic
transactions such as permitting.
. Analyze the possibility of conducting online permitting based upon the state of
technology, user adoption rates, and the capabilities of the permitting software,
. Review and analyze the business processes for the Parks and Recreation
department. Implement appropriate technology, This project should start during
the middle of the third year and continue on into the fourth year.
. Review and analyze the possible implementation of the MUNIS Online Human
Resources access applications.
· Analysis and possible implementation of an Integrated Voice Response System
(IVR) for scheduling inspe~tions, This project should start during the middle of
the third year and continue on into the fourth year,
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Implementation Timetable
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See next page for Implementation Timetable.
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Confidential
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July 2, 2002
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~ fLORIIJA LI!AGUEO,'CITIIC<, ,"c,
Winter Springs, Florida
Strategic Plan 2002-2004
line IPrOiectlPhaSe FY 2002-2003 FY 2003-2004 FY 2004-2005 Capital Operating Project
01 Q2 03 Q4 01 Q2 031 Q4 ~2 03 Q4 Cost Cost Manager Comments
~Iserver Upgrades and Add S~orage, I No The server upgrades are an annual on gong initiative,
The City has six servers that need to be replaced in
Phase 1 - Add Storage - $5,000 the nextlwo years, Servers should be replaced on a
Phase 2 - Replace 3 Servers $30,000 3 to 5 year replacement schedule depending on
Phase 3 - Replace 3 Servers $30,000 server utilization, We would recommend you reserve
- -p;;ase 4 - Annual Server ReplaCement .. $15,000 per year after year Iwo for server
I $15,000 replacement.
2 Centralized Data Backup No The City should upgrade its data backup hardware
Phase 1 - City Hall with currenttedtnology to ensure reliability of data and
$5,000 $4,500 the restoration process; Purchase of tapes will be
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Phase 2 - Fire, Police & Public Wor1<s -r- $5,000 $4,500 approx, $4,500 for the first year then rotate the tapes.
3 jNetwork Infrastructure & Support Initiatives -JJJ- No It should take the IS Department approximately 150
working days of effort associated with these initiatives
Phase 1 - Remote Control I Support of Wor1<stations : :-J= (one day per wor1<station and 20 days for the network
Phase 2 - UPS for Each Wor1<station environment), We have not added any cost for
$15,600 extemal resources for this item,
Phase 3 - Full Implementation of Blue Ocean Trackit Each WDl1<station's UPS needs 10 be lested for
Phase 4 - Architectural Standards Policy I functionality and have the balleries reptaced or the
UPS equipment. Cost for replacing a wor1<station
, Phase 5 - Operaling System Upgrade Win20001NT 4 UPS is approximately $130, Maximum cost woutd be
120 workstations' $130 = $15,600,
Phase 6 - Technology Policies & Procedures
Phase 7 - VPN of Infannation Services Support - $3,000 Provides external access to IS Departmenl for remote
support.
Phase 8 - Disaster Recovery Plan $25,000 Estimated extemal support for development of plan,
... This direction needs 10 be fully implemented over the
Phase 9 - Fulllrnplementation of Wor1< Group Printing -ttt -+-H-- ... next 3 years during Ihe budgeting process, There
should be liltle out of pocket cost for this project,
This is an ongoing cost that needs to be address in
Phase 10 - Annual Infrastructure & Network Support I I I I I ,... $10,000 each fiscal years budget process, The City should
re5efVe $10,000 annually for maintenance,
4 Workstation Upgrades No Upgrade cost are approximately $200 for the OS and
$300 for the Office products totaling $500 per
Phase 1 - Upgrade to Operating Systems to XPl2000 $5,000 WDl1<station, Replacing the Identified wor1<stations in
Phase 2 - Upgrade to Office XPl2000 $7,500 the next fiscal year will leave approximatety 25
Phase 3 - Pentium 1 Wor1<stalions (28) workstations thai need to be upgraded ($500 @ 25 =
$42,000 $12,500),
Phase 4 - Pentium 2 Wor1<stations (32) =t=H= $48,000 Phase3 workstations are highlighted medium grey,
Phase 5 - Training Wor1<stations (4) $6,000 phase4 as tight grey and phase 5 as dar1< grey on the
Phase 6 - Annual upgrades - inventory listing in Appendix B, Replacement cost is
I estimated at $1,500 which indudes a new monitor,
, I I I I ... $37,500 Reserve $37,500 annually to replace 25 obsotete
PCs,
Confidential
Page 11
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~ FLORIO,' L"^GUEO:'Cl'l'IfS, INe,
Winter Springs, Florida
Strategic Plan 2002-2004
uool~ FY :ro2-3Xl3 FY 2OOl-::m4 FY ::m4-2005 eaptal Qxlraling Prqec:t
~ ~ Q\ Cl2 CXJ ~ Cost Cost Nmager Carrrents
Geogaphic IrtCllTTBtioo 9,stem; (GIS) ltl 1te Oty stnJd irrperra1 as ~ LiiJizirg &mrde
5 No Ca.rty's Base ~ ad It'a1 OO\elqirg crl1ticra
A"ase 1 - Iritiallrrperra1ati01 ct as I~ to SlWCrt tte OtYs SjXJCific q:aciiQ1S.
$2,9)) $1,9)) D:J:m:frg 4D1 tte Oty's cEsire to ajj its 0M1
- - .. irtO'TT'8ti01 a fijl er lXlfIial as staff positi01 rmy be
Fh:lse 2 - Adler Fud-e;e fer Fnrtirg l..ag2r ~ IIi $7,9)) - ra:J..ire:l to rmirtan tte OtYs 1Cf)€fS,
$10,roJ $4,roJ
I I I I I No IN; r€UJ III '" d thai Uis irdloid.Ef t'aI.e all
.. $3J,roJ to respct1Sitility fcn..eb site re..€lqna1, a:rtert ad
6 teN Positioo - M3dia Specialist I I I I I I I~
I $4O,roJ j:l\rl..di01 ci m1tirreda j:reSErtatiQ1S fer S31V ad
tte v.eb site,
7 Wlb Site Redesign ~ $35,&0 Yes 1te Oty stnJd ra:Esigl its v.eb site to be rrae
---- rctu;t in rro.1drg infO'TT'8ti01 to its citi2B"5 ad
A"ase 1 - ~ ci Otys Q..rreri Wb Ste lu;jresses. IN; t'aI.e ~ Uis p'OCESS oJ in
Fh:lse 2 - JId:j A'ocess fl<M5 ad fcm'5 j p,ases assa:iate:l Wth dh:r iritiail.eS a:tB:l tte
- cn;t fer tmlirg fer tITee }ffiI'S ad 30J h:us ci
A"ase 3 - JId:j aWl ~ I Carpart T rad<irg
Fh:lse 4 - JId:j Irrajrg DJo..rrerts ptjed n a age.. eo t SlWCrt ad sffitl u1i1 tte reN
A"ase 5 - JId:j Uility Bllirg lfQ..iry iXSti01 is 1i.n:B:l ad fille:l.
A"ase 6 - JId:j ~ Au:Essirg ~icatim;
A"ase 7 - Tmv.ay Camuicati01 Rase
A"ase 8 - 01 G:irg &4+CJ'l fer T n.e e-<?o..eTrrer1 I I I I
I I JlJI Oty f(JTffi Il:W to be id:rtifiOO an:! an.€ltoo to
I AF faTr8l fer u;e 01 tte v.eb site ad i~01
8 aty Fam; ConI.esion to PCF Farrat $0 Yes irto tte D:Ja.rnrt MlI age I a t ad Irrajrg
~icatim
9 IX>ctn1rt rJaJagel. er t & Irmging 9;slan Yes Mn; ct tte Otys <l1TEJt P'lXESSeS cal be
A"ase 1 - Pgerda's, &wrlrg D:x:1.rra1s & Mn.tes $5l,roJ $:ll,roJ aiarate:l wth v.akflON to rai.re pa:essirg tirres
A1ase 2 - Firm:e M..NS ~ . $10,roJ Wth tte irrperra1<ii01 ct a D:n..rra1 ~
A1ase 3 - KIVA &wrlrg DJo..rrerts $4O,roJ ad Irrajrg 9,&em Ths iritiail.€ cal be
I irrpa-rme:l (]oS a 2-3 ~ pocess in p,ases,
A1ase 4 - I-lrra1 R3scu<:Es DJo..rrerts I $100,roJ $5,roJ
I Ure itBT5 8, g, 10 an:!111l:W to t'aI.e tte serre
A1ase 5 - Ga-a'aI Co I esp;:I del re DJo..rrerts f-- =t $5,roJ ptja:i ~ fer irtegati01 ad CDiirlity ct
A1ase 6 - Riia! Dxura'is $5,roJ q:eratiQ1S. 1te ptja:i n lJ age I eo t cn;t is
- eslirrrie:l at $l25,roJ fer ttetlTee~, wth a
A1ase 7 - Fire Dxura'is $5,roJ
A1ase 8 - Pir1<s ad F<<reati01 DJo..rrerts $5l,roJ $5,roJ 1<193' p:rti01 ct Uis !:erg in tte first ~ fer sel4>
ad irrperra1<iim
A1ase g - 01 gjrg SlWCrt ad iJTlJaI ~ I I I I I
Confidential
Page 12
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~ I'I.ORIIJ.I.".GUeOfC.m"',INC,
Winter Springs, Florida
Strategic Plan 2002-2004
une/PrqedlPhase FY~-2.Xl3 FY :Dn-:004 FY 2004-:m5 Captal QJeraling Prqect
Q1 Cl2 a3 ~ Q1 Q2 a3 ~ Q1 Q2 a3 ~ Cost Cost MInager Q:mrerits
I I I lte irrpEIl'B1atim of ttis po:id '.'.ill a.grert tte
$1,400 ~rg an cb:urer1atim CCfdilities ct MoNS
10 M.NS Ofice I , re,75) Yes />WiGlticn; l1j a1ICMirg data to irtafare Wth
Maa;d\ desktqJ <wicaial5, R15 ere\\ElEk;
trairim"" 'l1; 7"ll,
I lte Fcmuis SotMae has tte aIility to aeae an
11 M.NS Foonris Yes stcreall data/rep:rts in a P[F faTrnl fa'dSJiaym
tte w:tJ, e-rrail raJirg an rrcMOOs fa' irtegatim to
tte D:x:urert M3l ~ I a j & Irra;jrg SotMae. lte
A1ase 1 - a:ud1a5e am IrrpEIl'B1atim $2,2ffl Oty has a1rea:ty p.rdlasEd ttis rro::t.xi al.1 a:titim3f
lrairirg C3l IE an:ldoo ~a tte w:tJ fa" fUl
A1ase 2 - a:ud1a5e am Irtafa::e to Irra;jrg $2,2ffl Ltilizatim cI tte rrcrl.rt, Q-e v,e8{ cI trairirg rray
A1ase 3 - kErtify ctrer fam:Jrep:rts fa' Irra;jrg I IE falUred to fUly irrpemrt all P"ases at a cx:sl cI
I $2,2ffl $6,75),
I I We lro... .,. III rJ irrperralirg tte />SP Sollv.are
~ at ttis tirre cie to tte ease cI irrpEIl'B1atial,
12 OlIine Otizm R:q.e;t I Carpairt Tracking $2,ffil No pu.;drg oo:ESS to Oty H31124 X 7, resp:ros;l.€re5S
I I to b.Eiress al.1 citizm; al.1 tte aIility to tra::k all
re:J.ESllCO'l'liairts frcm ere database,
13 M.NS Q-Ljne lnitiatiws I Yes lh:se lu;iress e-<wiGltial5 ae cEsig18d to exlen:l
oo:ESS to key infmmtim fa' dli2l:r5, b.Eiresses ard
A1ase 1 RllrCiallGait Cad A:lides errpo,€eS l1j rrea"6 cI tte irterra, M..NS arsite
I
A1ase 2 \AeMrg Uilily BlIs -r $16,00J trairirg an iritial set~ is estirratoo at $6,75) p:r
A1ase 3~rg Ba-k Daf\ ~ v.a:K Qe v.eek p:r <wiatim Vlav BlIs = $9,25)
R-ase 4 ~rg Gait Cad Tr<nxr:tial5 I <wiGltim P15 ere v.eek trairirg; Vf'N, Onp,
Ua:rse $6,2ffl p15 ere v.eek trairirg; Fuaxial
A1ase 5 CO::4Jaticra Ua:rse ~ & Pa)mn I $13,00J I.€f"lXr $6,2ffl p15 ere v.eek trairirg,
R-ase 6 RllrCiall 'Mdcr U1ta I I I $13,OOJ
Ths iritiati-.e v-.oJd stJanjire tte ~ ailedicn
14 M.NSI K1VAlrterface $16,OOJ Yes ptXESS an pu...1oo fa' tte stmrg cI data Wv.eEn
tte Iv.o <wicaial5,
15 Mltirreda Pnxix:tim I lte Oly C3l easily pu1..re its ON'! mitim:rla
lritial ~ A.rdnses & Set LP p-esgia!ial5 fer airirg m tte 93lV al.19i~ cI
$9,ffil $2,00J No rreseriatial5 C3l IE <rllOO to tte Otys w:tJ sle fer
01 g::irg SI.WJI al.1 Jl'Oidim I ... ~€Mirg mire, as C3l d9lal pciLres cI e..eis.
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Page 13
July 2, 2002
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.~ FUllUlU I.f.AGUf. 01' Crnr.s, I....C.
Winter Springs, Florida
Strategic Plan 2002-2004
I FY :ro2-:;mJ FY lD)3.D)4 FY 2Xl4-ZXl5 ~ QD3irg Prqecl
UrelPrqectJPtase ~ ~ Q1 Q2 en OJ Ca;t Ca;t ~ CanTens
16 ati2!:n; T ec:trdCXJI Pa:t!ss it my Hall (Kicek) J I lhs iriticii...e SuJd re l.lti:rta<a1 vhn tte w:t>
fuse 1 Ba::icsa4J- FCKiOlk sroJ NJ Ste re:i:Sgl tm I:m1 ~aa:l en:! tte.;OOo
A'me 2 Ftll Kicsk sa LP I $10,an p-cd.dicn is qaaicrri.
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17 KiVA lritiaives I I Yes W3 ,00) '" fl t.I irrparaiirg cil Ji-ases t~ fa-
---
A'me 1 f-t:n:h:jd fer R:mittirg I =Hi- S31,fRi $7,142 tte atcrrriicn d i~cn req.e;t Wth tte
A'me 2 f-t:n:h:jd fer 0xE 510 re I fl t $l,:rn S837 i~cn Jl1XESS.
Al:re 31rtacdi\.€ \tire R=sp:rre I ~ $55,an $':i,an
I I I A scte:Uil1l cWiaiicn CMilctie ttra..gl tte OtYs
w:t> sle er ci R:ua:iicn Caias Y.O.1d cilONfcr
citi2B1S to rES€l'\€ CBias in a:Mn:e, ';EWIeEg.e
18 Pa1G <n:llb:reciicnScil.va'e .... $ED,an - Yes sdB:Ues en:! !red< resJts, rei eiire fa:ilities en:!
1 I' Ir $100,an rejstff fer sr.roci aeis en:! dasres. CEp:n:irg en
tte pqed II a "y" ,1:2 t n:qJra:l ttis rost cnJd
in::J'e::s= bJ JJ>/a
I I , FUlic Wrks rooi:; to scte:Ue trcirirg en:!
irrpemr1 ttis po1.d. Pt. a fi1ue dcie ttis pa:W
19 IrrPerra1<ticnd~Sdtwre 1 1 I $l,an NJ rooi:; to 00 irtatm:l Wth tte KIVA 9ptem T rarirg
T raril1l rost is ESimta:l $7,(0) a....a*.
I I I I I lhs is a1 irrp:rta'i slEp in tte rex! e.dLlicn d pljic
safely en:! rooi:; to rarBn a lig, piaity, ll-e Oty
20 Pdice M:D1e lhts I I I I $400,853 Yes tm cWia:l fer a Ftrl:J'a Ga1 en:! if 'W'o.e:l cnJd
ra:8...e $234,!D1 d tte id:rtifia:l em, Ffejed
".. ~,e t is irdu:W in ttis rost.
Confidential
Page 14
July 2, 2002
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f!'.C':
~ FlOK""Lr.'CUfOl'Cn'll'S, ISC,
Winter Springs, Florida
Strategic Plan 2002-2004
EXPENDITURE BY YEAR FY 2002-2003 FY 2003-2004 FY 2004-2005
Line ~roject Capital Operating Capital Operating Capital Operating Notes
- --
.. Cost already included
1 Server Upgra~es .. .. 30,000 15,000 in this years budget.
.. Cost already included
2 Centralized Backup .. 1,500 1,500 in this years budget.
3 Network Infrastructure 43,600 10,000 10,000
. 37 5001 .. Reduced by 20 PC
already included in this
4 Workstation Upgrades .. 18,000 12,500 48,000 years budget.
,
5 Geographic Information Systems 2,500 10,000 5,500 5,500
6 New Position - Media Specialist 40,000 40,000 40,000
7 New Web Site Design 23,500 6,000 6,000
8 City Forms Conversion to PDF 0 0 0 0 0 0
9 Document Management System 50,000 40,000 70,000 50,000 30,000 15,000
10 MUNIS Office 8,150
11 MUNIS Formunis I
12 Online Complaint Tracking 2,600 1,800 1,800
13 MUNIS Online Initiatives 16,000 13,000 13,000
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14 KIVA Interface 16,000
15 Multimedia Productions 9,600 2,500 2,500
16 City Hall Access 900 10,000
17 KIVA Initiatives 39,500 7,979 55,000 9,000
18 Parks and Recreation 60,000
19 CarteGraph Software 7,000
Subtotals $81,000 $209,350 I $207.500 $138,2791 $197.5001 $104,300
20 Mobile Police Units 299,211 198,942 I Possible Grant
1 Total $380,2111 $209,3501 $406,4421 $138,2791 $197,5001 $104,3001
Confidential
Page 15
July 2, 2002
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~ fI.ORII),\ Le.\'(;[II; 01' CrTlt'-s, INC.
Winter Springs, Florida
Strategic Plan 2002-2004
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Introduction
Background
On March 28, 2002, the City of Winter Springs contacted the Florida League of Cities to
request a proposal to create an Information Technology Strategic Plan, The City
Commission called for a plan to be prepared and presented at its May 13, 2002
commission meeting. Frank Hagy, CIO for the League, met with Joanne Dalka,
Information Services Director for Winter Springs, and others on April 1 , 2002 to discuss
the scope and depth of the plan to be developed. At this time several possible projects
were discussed including, but not limited to:
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· Document and records management system with appropriate interfaces to the
web for public access,
· Performing web based interactive applications such as Permitting, Occupational
Licenses, Utility Billing and others using plug-in software from existing software
vendors,
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· Providing citizens with the ability to electronically file and track complaints
through the web, This would also include interfacing with existing applications
such as Code Enforcement.
. Implementation of a paperless agenda for City Council meetings,
· Upgrading of the network infrastructure from NT 4.0 to Windows 2000.
· Centralized backup system for the network.
. Implementation of mobile police computer aided dispatch systems,
· Web based email.
. Revamping of the web site and possibility of hosting the site in-house,
· Field inspections using PDA devices for building inspectors interfaced with the
KIVA system,
. SGTV and Kiosk - In-house production of video and other presentations,
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It was discussed that the plan is to be strategic in nature providing an overall technology
vision for the next three to five years, but should be specific in identification of key
projects to be implemented in the coming three years, The plan also needs to identify the
financial and human resources needed to meet the stated objectives,
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Page 16
July 2, 2002
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FI.ORlIlA IA~\(aU.: 0" Crrll~s. INC.
Winter Springs, Florida
Strategic Plan 2002-2004
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On April 22, 2002, the City Council approved this Strategic Planning Project and engaged
the Florida League of Cities to conduct the plan, This report is the result of that strategic
planning process,
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Scope of this Strategic Plan
As requested, this strategic plan establishes a foundation for technology for the coming
three to five years and specifically outlines initiatives to be taken over the next three
years, It is difficult to predict with any accuracy the state of technology beyond a five-
year period and thus this plan establishes a foundation that will provide the flexibility
needed to integrate future technologies as they develop.
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The primary focus of this plan will be on the initiatives facing the City for the next three
years and to identify, in detail, the resources needed to accomplish those tasks,
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Components of the Strategic Plan
This plan is intended to provide a comprehensive view of information technology from the
municipal perspective, Therefore, the foundation of the plan includes trends in municipal
government and the technology industry and relates those trends to the City of Winter
Springs. The plan also addresses the desired target for the technology environment
along with strategjes for achieving the City's goals.
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Methodology Used to Generate the Plan
The project was conducted in six phases,
· Phase one was the initiation step. In this step we identified the stakeholders
and developed the interview schedule, Documentation was gathered and
reviewed to provide a starting point for the planning process, This included
technical architecture information as well as previous documentation that
identified needs and strategic direction, Special emphasis was placed on
developing a mission statement for the IS Department.
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. The second phase analyzed the current technical environment. This review
included physical investigations and _ interviews to determine the current
technology infrastructure, projects in progress, current applications and the
Information Services Department organization and structure. From these
reviews, strengths, weaknesses, opportunities and threats (SWOT) were
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Page 17
July 2, 2002
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~ FWRIIlAI.CA(;lI"",C/,I'ICS,INC,
Winter Springs, Florida
Strategic Plan 2002-2004
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analyzed to provide a full picture of the issues facing the City of Winter
Springs.
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· Phase three of the plan d!=termined the future needs. Armed with an
understanding of the current environment and the SWOT analysis, we
interviewed each of the department heads and other key officials to discover
or confirm the mission and vision, document their view of the current
technology environment and to determine future business needs,
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. Phase four analyzed the gap between, what is desired and the results of the
SWOT analysis are brought together and analyzed to determine strategic
direction, This analysis reflects both organization and technical issues,
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. Phase five developed the action plan and a recommendation for priorities.
Priorities were based upon a systemization of technology sequencing (i.e. "A"
must be accomplished before "8", etc), cost effectiveness and service to
citizens.
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. Phase six, the final task was writing the report and generation.of a
presentation for City Council.
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Confidential
Page 18
July 2, 2002
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,.. .1t..... fl.OHIlJA '-"''':11" liP err,"s, INC,
Winter Springs, Florida
Strategic Plan 2002-2004
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The Strategic Plan
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Trends in Municipal Government
There are a number of important trends in municipal government that affect the way a
municipality conducts business and thus impacts the implementation of technology.
These trends include:
· Performance measurement based upon outcome management.
· Outsourcing of non-core competencies.
. A continued movement towards enhanced customer service,
· Emphasis on economic development.
. Developing a more responsive government.
. Increased use of technology to improve effectiveness and customer service.
. Increased importance on environmental issues,
From a management perspective this will result in a flatter organization with less
hierarchy, requiring more accountability on the part of employees at all levels, stressing
the importance of team participation and rewarding those willing to innovate business
processes.
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Trends in the Information Technology Industry
The information technology industry continues to move away from the past model of a
single master computer (mainframe) handling multiple tasks to a more distributed and
flexible technology environment with multiple servers supporting single applications, The
key to the development of this more flexible technology model is the network
infrastructure that will connect intelligent workstations to application and data servers,
The World Wide Web and the Internet will require connectivity to move beyond the four
walls of City Hall to constituents, vendors and businesses, opening up the world to even
the smallest city, The World Wide Web and the Internet will be the great equalizer
allowing both citizens and governments at all levels to have equal access to a wealth of
information,
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Physical computing power will continue to become less and less expensive and will result
in computers being as common as televisions by the year 2010. The following are key
trends in technology that are important to municipal governments:
. Desktop computing power is doubling every 18 months,
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Page 19
July 2, 2002
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fl,OHIUA LI!,\(.Uf. OP CITII!S, INC.
Winter Springs, Florida
Strategic Plan 2002-2004
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. Most municipal governments will struggle to support legacy systems while
migrating to more open and robust systems,
. The industry continues to migrate to more open systems architectures,
· The industry continues to expand its distributed systems.
. Convergence of technology will continue to play an important role in the future,
Cell phones, web access and hand-held devices will continue to merge into
single units.
. The importance of managing the Information Services functions in terms of
human, physical and financial resources will continue to be key to operational
efficiency,
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Strengths, Weaknesses, Opportunities and Threats (SWOT) Analysis
An analysis was conducted of the strengths, weaknesses, opportunities and threats of
the current technology environment. The following is a summary of those findings,
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Strenoths:
. The City has few legacy systems that require remedial attention,
. The City has purchased well established, industry robust systems for
financial management (MUNIS) and Permitting Applications (KIVA),
. The local and wide area network is well established and plans show
that they will become even more robust.
Weaknesses:
. Maintenance of the current technology coupled with future needs
cannot be accomplished at current staffing levels.
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. Because of understaffing, critical items such as disaster recovery
planning, technology architecture design, system integrations and
future planning has been placed on hold to accomplish day-to-day
operations,
. Systems have been implemented without accomplishing a business
process analysis, thus the City is not realizing the full potential or
efficiencies that can be gained from the new technology,
Opportunities:
The applications currently in place were chosen well and have the
opportunity to provide true efficiency of operation and enhance customer
services,
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Page 20
July 2, 2002
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fl.OUUM Lc,ualf. orCITlI::S, INC.
Winter Springs, Florida
Strategic Plan 2002-2004
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Threats:
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. Power to the building continues to be a threat to continuity of
operations, This problem must be solved in order to provide a
stable environment, especially with the implementation of online
applications that will require a 24x7 operation,
Strategic Mission Statement
Mission:
The current mission for the Information Services Department is:
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" Our mission is to serve the City and its employees to the best
of our ability and to keep all computer and telephone services
running smoothly th'roughout the City; and to enhance the
services available to City residents.
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We would suggest that the mission of the Information Services Department be changed
to reflect its advancing roles of providing services to citizens,
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"The mission of the Information Services Department is to
coordinate and support the deployment of technology that meets
the business goals, reduces operating cost and maximizes the
ability of the City to provide exceptional public service to
businesses and residents. "
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Priorities
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The City should approach egovernment initiatives in the following order:
1. Maintain a strong technology infrastructure upon which to build applications
2, Enhance police operations through wireless technology
3, Create a robust electronic information portal for citizens and businesses
4, Engage in electronic transaction processing
5. Reengineer critical business processes integrating electronic processing
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Page 21
July 2, 2002
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PI.ORJI>A Lt'...u;ur. OI'Crrll!S, 1/'lo'C.
Project Initiatives
1. Maintain a Strong Technology Infrastructure
. Upgrade servers and workstations,
2, Enhance Police Operations
. Implement mobile computing in the Police Department for computer
aided dispatch and record management.
3, Create a Robust Electronic Information Portal
. Redesign the City's web site to be more robust in providing information
to its citizens and businesses. This include what the functions of
government are, processes for obtaining permits and licenses, what
services are available, how to get those services, locations and operating
times of government offices and downloadable forms attached to
processes,
Provide utility billing information through the City web site. This is a first .
step to actually taking payments online (see "Conduct Electronic
Payments" below).
Implement a document management and imaging system supporting all
internal operations with a sophisticated connection to the City's web site
for use by the public, The public should then be given access to
appropriate documents through the web site. Using MUNIS Office and
Formunis will also allow documents to flow directly from the financial
systems into a document imaging system.
Implement multimedia capabilities to generate material to be aired on
SGTV. Snippets of this information can also be used on the City's web
site,
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Winter Springs, Florida
Strategic Plan 2002-2004
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Hire a technology savvy multimedia specialist to generate multimedia
presentations and to maintain and monitor the content of the City's web
site,
Provide access to electronic information from City Hall through a
workstation(s) in the lobby area and a television could be placed 'in the
same area to show the current multimedia presentations on a continuous
basis,
Ir:nplement a requesUcomplaint tracking system to enhance response
time and interaction with businesses and citizens,
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July 2, 2002
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ft.ORJIl,\ LE,\(aU~ ()I'CITlt~.INC.
Winter Springs, Florida
Strategic Plan 2002-2004
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4, Conduct Electronic Transaction Processing
. Provide the capability for customers to make payments through
automatic bank transfers.
. Implement online payments via credit cards,
. Implement the capability to renew business/occupational licenses online,
including payments,
5. Reengineer Business Processes for Electronic Processing
. Implement a Geographic Information Systems (GIS) workstation to
access the Seminole County database,
· Conduct a business process analysis of the permitting function with a
goal to create a "one stop-permitting" operation, This will include
interfacing KIVA with MUNIS,
. Provide training for and integration of the CarteGraph software for the
Public Works Department.
· Automate the inspection processes through the use of handheld wireless
devices, The current software is capable of handling this technology.
This will provide exceptional service to the customer and is cost
effective.
. Implement IVR processing for scheduling of inspections,
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Implementation Timetable
An implementation timetable has been provided as part of the "Executive Summary".
This timetable and associated priorities are based upon the City's desire to move forward
briskly with egovernment initiatives coupled with the logical sequencing of technical
building blocks, As can be seen in the timetable, many technology initiatives can be
carried on at the same time, It is important that the infrastructure upgrades relating to the
servers and network and the basic redesign of the web site be completed quickly in order
to provide the foundation for the implementation of the online applications, Many of the
project initiatives identified in the timetable are to be accomplished within a two to three
year time period, However, these timelines may need to be adjusted for coordination with
current hardware and software upgrades during this period, Also, many of these
initiatives affect the same staffing and may require that the timelines be adjusted.
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July 2, 2002
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If :.,-'
~ FI.ORII>ALc,,,:ur. or CI'I'ICS, INC.
Winter Springs, Florida
Strategic Plan 2002-2004
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Timetable Assumptions
. The City desires to move as quickly as possible into providing cost effective
egovernment services,
. The City is willing to contract appropriate project management to achieve its
goals, This timeline cannot be achieved without additional project
management support and possible assistance to end-users during training
and implementation periods,
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Milestones
. September 2003 - Geographic Information Systems available,
. October 2002 - March 2003 - Web Site Redesigned and cleaned up with
enriched content.
. June 2003 - Online Commission Agendas, supporting documents, and
meeting minutes available, This project will be accomplished with the
selection and initial implementation of a Document Management and Imaging
System.
. January 2003 - September 2005 - Full Implementation of the Document
Management and Imaging System.
. December 2002 - September 2003 - City Forms to PDF format.
. September 2002 - October 2003 - MUNIS Office and Formunis.
. January 2003 - June 2003 - Online Utility Bills available for viewing online
and the acceptance of bank drafts.
. October 2003 - July 2004 - Permitting Inspectors and Code Enforcement
online with inspections using handheld devices and IVR,
. July 2003 - Online Utility Bill payments available,
. April 2003 - December 2004 - Online Occupational License renewals
available.
. December 2003 - MUNIS and KIVA Interface.
. December 2002 - Online Complaint Tracking,
. March 2003 - Multimedia Production,
. January 2003 - Citizens Access at City Hall,
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July 2, 2002
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fl.UnmA LJlA(iUf. ()I' CITIES, INC.
Winter Springs, Florida
Strategic Plan 2002-2004
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Project Management
Projects to Be Managed Internally:
. Infrastructure upgrades (server, networks and workstations)
· Web site redesign (with outside technical assistance)
. Multimedia Capabilities (new hire should provide technical
assistance)
. City Hall workstations/kiosk
. Geographic Information Systems (GIS)
. Online Citizens RequesUComplaint Tracking
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Projects to be Managed By E)(ternal Sources:
. Police Department mobile computing ,
. MUNIS Online Applications (Utility billing, Licenses, etc,)
. Document Management & Imaging System in combination with the
MUNIS'Office and Formunis initiatives and City forms
. Handheld inspection devices (KIVA)
. Cartegraph Training and Integration with KIVA(Cartegraph)
. Business Process Analysis of Permitting
. Implementation of IVR System
. Parks & Recreation software
. MUNIS / KIVA Interface
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July 2, 2002
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FI.ORIIM 1..1!,\(;lIl! IJI'CITII!S, INC.
Winter Springs, Florida
Strategic Plan 2002-2004
Information Technology Governance and Organization
Background
The Information Services (IS) Department is a relatively new department being
established in 1997, Prior to this, the function was performed under the General Services
Department. The Information Services Department is responsible for the day-to-day
operation of desktop hardware, local area network (LAN), wide area network (WAN), and
the upgrading of packaged software as provided by the appropriate vendor. Information
Services provides only minor help desk support for software applications,
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Technology Governance
The Winter Springs' Information Services (IS) organization reports directly to the City
Manager, This is appropriate for the size of Winter Springs, the breadth of services
provided by the IS department and future plans. Although individual departments, for the
most part, budget for their IS needs, all technology issues require the approval of the IS
Department to ensure consistency of the technology purchased and to identify interface
needs, Winter Springs has an I.S. Committee that meets monthly to discuss needs,
problems and opportunities. There are no issues with this governance structure and it
should continue to be strengthened with an ongoing technology strategic plan,
Technology Staffing Background
There are many elements that go into making the decision regarding the number of staff
required to support an organization. Industry issues include complexity of the technology
environment, the amount and type of equipment being supported, the breadth of
technology, and the number of different locations supported, Issues relating to cities
include whether the Information Services Department is supporting a utility function,
and/or a public safety function and the type of services that are demanded in terms of
support. Because of these variables, it is difficult to look at another city of similar size to
determine the exact number of technology personnel needed, It does, however, provide
some insight. For reference purposes, Appendix "An is a comparison of Florida cities with
approximately the same population as Winter Springs.
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July 2, 2002
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FI.ORII),\ Ll!.AGlIf. 01' CITIt'.s.INC.
Winter Springs, Florida
Strategic Plan 2002-2004
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Technology Staffing Recommendations
In order to improve the operation and productivity of the Information Services Department
it is recommended that the following staffing would be appropriate,
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Director of Information Services - This individual directs and coordinates the
Information Services planning and functions including the day-to-day operations
of the systems, interfacing with vendors and other government agencies (such as
Seminole County) in planning and implementation of technology projects, and will
provide for short and long term technology planning. Reviews and evaluates
project feasibility, sets priorities and ensures proper interface between the
technology and the business process,
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Network Administrator - The network administrator installs, maintains and
monitors the operation of the City's local and wide area network including
services and communications equipment. This individual provides assistance to
the Director in the evaluation of appropriate hardware, software and
telecommunications equipment and recommends purchases consistent with the
organizations short and long-term goals, Develops policies and standards
relating to the operation of the LANIWAN and appropriate security, Ensures
adherence to these standards and policies. Given the location of Winter
Springs, size of the organization and doing other comparative analyses, the City
should expect to pay an annual salary of between $45,000 and $55,000 for this
skill set.
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Workstation Technician - The workstation technician is responsible for the
implementation, repair, upgrading and operation of 120 desktop and laptop
workstations located throughout the City and general telephone system support.
Since this position will backup the Network Administrator, the skill set needed
should include some network administration, The City should expect to pay an
annual salary of between $35,000 and $45,000,
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Multimedia Specialist - This individual will provide two functions, First, the
individual will provide support to departments in ensuring appropriate content is
published to the web site on a timely basis, Second, the individual will provide
multimedia support to the City Council in the presentation of information at
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July 2, 2002
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. fI.ORIIlAl.r.A"'U'UrCI"U;S,INC.
Winter Springs, Florida
Strategic Plan 2002-2004
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council meetings and provide appropriate information to SGTV on projects as
directed by the Commission/City Manager. We estimate the annual salary for
this individual will be between $30,000 and $40,000,
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The result of this recommendation is the addition of one individual to the Information
Services Staff, that of a Multimedia Specialist. This should allow the Director of IS to
focus on management of the day-to-day operation, management of strategic initiatives
and the time to research and recommend innovative, cost effective solutions to future
business problems. In reviewing the IS Department's current salaries in comparison to
the other cities listed under Appendix A and the Watson Wyatt Information Technology
Personnel Compensation Annual Report, we believe that the IS salaries appear to be
low. We recommend that the City complete a salary review for the IS Department to
determine, if the IS salaries are comparable for the requirements of the above job
descriptions.
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Project Management
It is strongly suggested that external project management be employed with large or
mission critical technology projects, This allows an individual to focus on the
management of the project and not deal with the day-to-day operation of the City, Many
of the projects anticipated in this report are one-time implementations that will require the
full attention of a qualified project manager, Technology projects requiring a project
manager have been identified under the "Project Management" section of the Information
Technology Governance and Organization portion of this report, The project manager
'--...
needs to work under the supervision of the IS Director during the project life cycle for
continuity of operations,
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In addition, management should remain aware that Information Services personnel can,
given the proper resources, implement technology at a pace much faster than the
organization can absorb the changes, The consequence produces a less than desired
result as staff attempts to do their day-to-day job, attend training, learn and implement a
new system, Time is needed for city staff to learn and adapt procedures to a new way of
doing business, Also, technology systems should be viewed as a tool that is fully
integrated with the business process, Therefore, during the implementation process, the
business process should be examined and modified, if needed, to achieve the most
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July 2, 2002
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FI.ORJlM Le.\(;uf. 01' ClTu:s. JNC.
Winter Springs, Florida
Strategic Plan 2002-2004
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productive results. This again, creates change on the part of operating staff and needs
time to be implemented and absorbed,
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Continuity of Operations
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In order to ensure a stable environment and the ability to recover from unforeseen
situations, the City needs to establish appropriate technology policies and procedures, a
disaster recovery plan and set strict architectural standards. Architectural standards
have been recommended in the section that follows. Sample policies and procedures are
provided for review as Appendix "C". The City also needs to develop a practical
technology disaster recovery plan to continue operations in the event of an unforeseen
local or regional disaster. The plan should effectively address situations such as the
destruction of City Hall and hurricane preparedness, With the ever-increasing
dependence upon technology to accomplish city business functions, most municipalities
would have a difficult time operating without their computer technology,
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First Year Operating: Consulting cost to develop a disaster recovery plan will be
approximately $25,000,
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Confidential
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July 2, 2002
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PI.UNtll,\ 1..f'.."(;Uf.II'ICJTII~'i.INC.
Winter Springs, Florida
Strategic Plan 2002-2004
Information Technology Infrastructure Strategy and Initiatives
Current Technology Infrastructure
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The City has done an excellent job of providing a technology infrastructure foundation
that will service its users and citizens for sometime into the future, Especially noteworthy
is its wide area network, which through cooperative efforts with Seminole County
provides excellent communication to most facilities, The City continues its plans to work
with them to expand the network to future locations.
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Technology Infrastructure Strategy
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The City should establish a formally agreed upon standard technology architecture. This
forms the foundation for purchase and integration of future hardware and software
products, Establishing such a standard will accomplish the following goals:
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· Reduces the cost of integrating software and hardware products that are on like
platforms.
. Reduces the cost, and streamlines the required training for technology
personnel.
. Improves and defines the skill sets needed in hiring of technology personnel.
Based upon the current technology environment and industry direction, the following is.
the recommended architecture standard for the City of Winter Springs for the coming
three to five years:
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Server Qperatinq Systems:
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The City of Winter Springs will operate under both the Microsoft Windows NT4
platform and the Microsoft Windows 2000 platform for the foreseeable future,
Any software systems purchased or developed must conform to either Microsoft
Windows NT4 or Windows 2000 platform, With this standard in mind, the City
should give serious consideration to moving the MUNIS financial systems from
its current UNIX environment to NT/SQL version should it be come available at a
future date, This would not be foreseeable for at least four to five years out and
would only be undertaken if it would significantly reduce the required IS skills
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July 2, 2002
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'~1.0HIIM l.l!,.WtU: In' Crrn~, INC.
Winter Springs, Florida
Strategic Plan 2002-2004
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sets, training requirements, and continue to provide a stable server operating
system for the financial applications,
Client Operatinq Systems:
The City of Winter Springs will remain with the Microsoft operating system for the
clients, All software purchased or developed must be compatible with Windows
98, Windows 2000, and Windows XP, Windows 98 should not be installed on
new workstations and a plan to move from Windows 98 should be developed,
Workstation Standards:
Key to the effective operation of smaller technology organizations is
standardization of equipment that is known to be reliable and as maintenance
friendly as possible. The City should standardize on workstations that are
designed and developed for commercial applications and stay with a single
manufacturer. This means that all workstations on the network will operate in a
predictable manner, For stability of operation and consistency of product it is
best to stay with one of the primary commercial providers such as IBM, Dell, HP,
Compaq, Toshiba, etc, Also, equipment should be replaced on a predictable
schedule, which usually coincides with the manufactures warranty (normally
three years). It is our understanding the City has chosen to go with Dell
equipment and obsolete the equipment on a three-year schedule, This is an
excellent choice, The inventory of workstation equipment (see Appendix B)
being utilized appears to meet the Technology Architecture Standards listed in
this report, However, during the next two fiscal years budget process, the City
should upgrade any workstation from the Pentium II category and below, if at all
possible, The workstations should be upgraded to Pentium III or higher due to
the implementation of new technologies as suggested in this report,
NetWork Standards:
The City of Winter Springs will utilize its category 5e, 100 baseT Ethernet
network system operating at the 100 megabiUsecond lev.el for the foreseeable
future, with the possibility of moving to gigabit speeds on both the clients &
servers in the next couple of years, The City should continue its practice of
standardizing on the purchase of CISCO routers for Internet and frame relay
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July 2, 2002
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~. fl.ORIUA Lt'...\(;Uf. UrCI1'1l:s, INC.
Winter Springs, Florida
Strategic Plan 2002-2004
connectivity, and utilize only 3COM 10/100 hubs and switches for LAN
connectivity, All systems purchased must be able to operate in this environment.
Specific Technoloqy Architecture Standards:
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Minimum Acceptable Future
Client OS Win98, Win2k Pro Win2k Pro, WinXP
Client Office MS Office 2000 MS Office 2000, MS Office XP
Client CPU Intel PII 400 - PIV >= Intel PIV 1,3ghz
1,3qhz
Client RAM 128mb - 384mb >= 256mb
Client HD 1 Ogig - 20gig >= 20gig
Client 17" - 19" Monitors 17"/19" Flat panels, 19" Monitors
Monitors
Client CD 24x - 40x >= 40x
Client UPS 420V - 600V >- 500V
;~r.~~~~~1;:~\~;~~f~~~~~:~;~f~~~!:~j~~;;~.~~~~,~tk~~)~~~~~;~~~:~i:~;~~ft~~\1:)r;;~~Yi:~1~~1f;~~. t.;~' ,~(*'f{~?~.~~,~~i~7~, ~~ il ;\lJ;": ?~~~ T~:::~~~ :;:'~.~: ~.;~1~( rf~~~
Acceptable Future
Server OS Win NT 4sp6, Win2k Srv Win NT 4sp6, Win2k Srv
Server CPU Intel Pili 966mhz - PIV >= Intel PIV 1.5ghz
1.5ghz
Server #CPU 2-4 >- 2
Server RAM 256mb - 1qig >= 512mb
Server HD 18gig - Unlimited >= 18gig (usable)
(usable)
Server RAID RAID1, RAID5 RAID1, RAID5
Server UPS 1400V - 3000V >= 1400V
Infrastructure Initiatives
The strategic planning process provided an extensive review of the City's technology
environment, which resulted in a series of highly technical recommendations to improve
the current operating environment. These recommendations were provided to the
Director of Information Services as a separate document. These items should be
approached as a single initiative for enhancement to current infrastructure. The following
is an excerpt from that document of items that have bearing on the strategic planning
process,
· Fully implement the Blue Ocean's Track-it system and eliminate other tracking
documents. Currently there are several EXCEL spreadsheets used to track
inventory and Word is being used as a predecessor to enter data into the system,
Confidential
Page 32
July 2, 2002
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fr,OIunA Li!..\(;Uf: Of Cl'm:s. INC.
Winter Springs, Florida
Strategic Plan 2002-2004
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Eliminating both of these items will reduce time spent by technical staff in
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administrative tasks.
· Current use of Windows 98 and Office 97 is causing some instability for end
users, These should be upgraded to the Microsoft operating system (OS)
XP/2000 and Office XP/2000 desktop application suite, '
. Currently when a user has a problem, a physical visit must be made to the given
workstation. To save time and improve performance, a remote control/support
tool should be used, Experience has shown that this will eliminate about 90% of
visits to the actual workstation. There are many products in this arena, including
VNC, which is free and has little overhead on the client PC, It will only take
about 15 minutes per PC to install,
. In our review, we noticed the presence of numerous desktop laser jet and
desktop ink jet printers, We also noticed that people were printing to the color
laser jet printers for ordinary printing. Experience has shown that there are few
requirements for uses of color printouts, Le" GIS Maps versus text documents,
We suggest that you implement work group printing using standard black & white
laser jet printers, due to the high cost of maintenance and toner for the desk top
printers. Color laser jet high-speed printers should continue to be networked but
only used for special jobs, i.e. desktop publications, maps etc.
· For the most part, the servers are low on space which can create problems
during conversions (such as moving to the new Windows 2000 server) and when
unexpected workloads appear. Since the City is contemplating moving to an
imaging system, it is recommended that the City purchase a mass storage server
such as a Quantum Snapserver and migrate data to this server and reclaim
server space on existing servers, Depending on server utilization, servers should
be placed on a three to five year replacement schedule.
. A review of the current uninterruptible power supplies (UPS) indicates that many
of them have lost their ability to charge because of age. We recommend
replacing the batteries or units if batteries are not available.
Confidential
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July 2, 2002
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J':l.ORJI)i\ J..1~i\{:Uf. (It' Cl'rJr.s,INC.
Winter Springs, Florida
Strategic Plan 2002-2004
Current Technology Upgrade Initiative
Description:
Winter Springs needs to implement a centralized backup system at City Hall to
address the multiple backups associated with several servers located at City Hall
~nd at external City locations, Depending on the connectivity and the length of
time to backup external servers, another backup server could be located at the
Police Department for backup of external locations, This initiative provides for
the upgrading of the current infrastructure in order to solidify the current
environment and provide the foundation for growth,
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Recommendation:
The City should upgrade its current hardware with additional disk space for data
storage in order to reduce the space utilization on current servers. This will
enhance the current infrastructure, improve server performance and provide a
foundation for the growth of data associated with the web initiatives. In addition,
the current tape backup hardware has been shown to be unreliable and costly,
The City should move to a DL T Tape Backup System with associated tapes for
its backup process and reliability of data restoration, This cost could double
depending on the number of sites required for centralized backup equipment, in
order to complete the backup process in a timely manner.
Cost:
Capital:
Add additional data storage
. Quantum Snapserver Storage (City Hall)
($5,000 already included in this year's budget)
$ 5,000
Centralized Tape backup units
. DL T Tape Backup (City Hall)
. DL T Tape Backup (Police)
($10,000 already included in this year's budget)
$ 5,000
$ 5,000
Replace six servers
Three in 1 st year and three in 2nd year
($30,000 already included in this year's budget)
$60,000
Confidential
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July 2, 2002
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ft.ORJUA 1..1~\(alf. 01' Crrll!S,INC.
Winter Springs, Florida
Strategic Plan 2002-2004
Replacement of UPS's (120 workstations)
$15,600
.Workstation Replacement $96,000
($30.000 for 20 replacement PC's already included in this year's budget)
AnnualCapftalCost
. Continual Annual Cost to Maintain Servers
. Annual Infrastructure and Network Support
. Annual Replacement of Workstations
$15,000
$10,000
$37,500
One Time Operating Cost:
Tape purchases
($9,000 already included in this year's budget)
$9,000
Ongoing Annual Operating Cost:
Annual replacement tape purchases
$1,500
Resource Requirements:
There is approximately one month (20 yiork days) of effort associated with
cleaning up the current server environment, additional time will be required for
the installation of new servers. The time required for the installation of new
servers will depend on the required configurations, server functionality and
reallocation of applications, We suggest that the City clean up the server
environment on an immediate basis,
In addition, 1 day per workstation needs to be dedicated for clean up of the
workstation issues (approximately 130 work days). We suggest that the City
establish a plan to clean up the workstations over a period of time and in a
manner that makes sense. For instance, in may be prudent to wait until several
of the workstations are being replaced and perform the tasks then.
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July 2, 2002
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FI.OltllM Lf.AGUt~ ()I'CI'rIl!S. INC.
Winter Springs, Florida
Strategic Plan 2002-2004
Webllnternet Technology Strategy and Initiatives
Trends and Statistics
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Overall Web Site Penetration: Statistical research has shown that nationwide
approximately 41 % of all households have access to the Internet. In order to determine
the penetration rate for Winter Springs, we gathered national statistics relating to Internet
penetration by income and race, We then extracted Winter Springs' data to determine
the probable penetration rate for the City. In cross calculations we determined that
approximately 50,1% of the households in Winter Springs have I nternet access. We also
know, statistically, that another 10%-15% of those without I nternet access in the home,
have access through their work 'environment and/or visit public libraries where access is
available, The Orlando metropolitan area was recently ranked number 22 in the nation
for penetration of Internet access, leading us to believe that a greater percentage than
the identified 65% of the people in Winter Springs could currently have access to the
Internet from home or work,
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In addition, well over 90% of businesses, regardless of size, have access to the Internet
in some form, A poll conducted by Hart and Robert Teeter provided some interesting
insight into how citizens view government web sites, The poll showed that citizens are
much more interested in greater access to information than _conducting online
transactions with their government. "Apparently, Americans fear online invasions of
privacy more than they loathe lines at the department of motor vehicles", Hart said,
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Evaluation of the City's Current Webllnternet Technology
In evaluating a City's web site, the assessor looks for several key informational items
available for citizens and business, which is key to providing online excellence,
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Content:
Listed below are a few basic content items that should be present on a municipal web
site, in order to effectively provide quality information for citizen and business use,
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FUJHIIlA 1..1~(~Uf. {If (ITIL."i, INt:.
Winter Springs, Florida
Strategic Plan 2002-2004
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Present in Winter
Content Items
Springs
Annual Financial Report (CAFR) No
Budget Information Yes
Ability for Citizens to Yes
Communicate
Council Agendas and Minutes Yes - Hard to find,
Code/Zoning Ordinances Yes - Link to
Municipal Code Corp.
Community Profile No
Economic Development Yes - Town Center
Information. Project only
Current news Yes - but last posting
as of May 10, 2002
Message from the City Manager Yes
.
Ability to get information on No
critical processes such as
Permitting, ("How to" and
timeframes),
Message from the Mayor & No
Commission
Site Naviqation:
Is a citizen able to find the information needed and able to move around easily in the
, site? The City's site is relatively easy to navigate but difficult to find some items because
they are not positioned logically, Le., most users would look for the City's budget under
the Finance Department's page not the Forms and Publication page and there is no link
to the budget from the Finance page,
Search:
Another important feature of a web site is the ability to search the site to find items that
may not be readily available, There is no search capability on the City's web site,
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.... . '=I.oRIIMI.r.AGlIEOrCITII$,INC.
Winter Springs, Florida
Strategic Plan 2002-2004
Consistency of Desiqn:
The design of the City's site is consistent and always lets you know you are at the City's
web site,
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Availability of Site Map:
A site map allows the user to see the flow of the site, It also provides ADA compliance.
The City does not have a site map,
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Notices Reqardinq Privacy. Consents. Disclosures. Etc.:
No notices could be found, Best practices indicate that you should provide a privacy
statement disclosing to users how any data obtained via the Internet would be used, The
City can check with their attorney on wording and approval.
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Overall Strategy for the City's Webllnternet Technology
Cities generally move through four stages of the webllnternet development Iifecycle,
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The first stage of the lifecycle is an Internet presence designed to provide
citizens with basic information about the City, Information provided at this stage
usually relates to the City's vision, mission, goals, scheduled events, information
about the elected officials, contact information, and may allow the user to print or
download forms, This information tends to be relatively static in nature. It also
provides information about the elected officials and contact data. This stage of
development is a one-way communication from the City to the citizen of basic
municipal information. The information on this site is usually maintained through
a single individual, who may be called the Webmaster.
In the second stage of development we find cities moving to a more content rich
environment. The site is still designed to provide one-way communication, from
the City to the citizen, but the information is far more robust and may now include
providing information needed by businesses. Often the information at this stage
is integrated with city back-of-the-house systems, such as document
management/imaging systems, A prime example of this is City Council Agendas
with associated detail information, and minutes of meetings, which is extracted
directly from an imaging system, Also the static information is greatly enhanced
to provide users with more information about how to con<;luct business with the
City. Permitting workflows with embedded access to forms is common.
.
Confidential
July 2, 2002
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FU)HIUA 1..1!'\mlf.IH' CITICS, I~C.
Winter Springs, Florida
Strategic Plan 2002-2004
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. In the third stage, a City begins to enter into the two-way communications with its
citizens and businesses. Usually this takes the form of allowing citizens or
businesses to perform simple processes online. For example: online surveys,
the ability enter inf~rmation into a form and submit it for processing, complaint
tracking, and viewing information from back-of-the-house databases based upon
an inquiry such as utility bills or vendor payments,
· The fourth stage is true egovernment operations, Not only is there two-way
communications, but also citizens and/or businesses actually conduct
transactional processing through the City's web site, Examples of this are online
permitting, scheduling of recreational facilities, paying utility bills, and the like,
This tends to be more complicated because the Internet user is actually
interfacing with back-of-the-house City technology systems and process
transactions in real time. Often these are financial transactions.
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The City of Winter Springs is currently in the first stage of their implementation in
providing one-way communications to citizens, The City needs to move to the second
phase in providing a content rich information site through effective redesign of the site,
improved form processes, and integration of an online agenda, agenda items and
minutes attached to a backend document managemenVimaging system. The following
processes should be approached:
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1, Develop a web site technology where information can be updated and
maintained under individual, departmental control. Redesign the web site to
be more citizen-friendly. This should take no more than three months during
which time the Information Services Department needs to become trained on
how to attach back-of-the-house systems and packages to the Internet
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process.
2, During the implementation of the document managemenVimaging process,
connect the agenda, agenda detail items and minutes to the web site, This
should take six months to a year to accomplish,
3, In order to move to the next phase, that of transactional processing, the City
will have to make a decision on how it will handle credit card payments, Who
will bear the cost of the transaction and will there be transaction fees
associated with online processing?
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Confidential
Page 39
July 2, 2002
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~ ft.OHIIJAJ.CA(;llf.IWCI'rlf.S,,,C,
Winter Springs, Florida
Strategic Plan 2002-2004
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4, Once the decision is made regarding credit cards and associated transaction
fees, the City can move into egovernment transactions starting with Utility
bills and payments, (see Utility Billing Initiative)
5. Finally, online permitting can be approached, but a great deal of effort needs
to be placed into ensuring that this is cost effective and desired based upon
the number of permits that can actually be completed online,
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Internal vs. External Web Site Hosting
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In the not too distant past, deciding to host a web site internally or externally was clearly
a financial decision based upon the cost of hardware and software, Today, because of
dropping costs of hardware and software, cost is playing a less important factor in making
the decision to outsource a City's web site. Foremost, the decision to host a web site
externally rests with key governance factors such as lack of internal expertise, difficulty in
hiring and retaining qualified technology staff, difficulty in providing twenty-four
hour/seven day a week technical support, security, performance support and issue
resolution, Although overall cost continues to be a factor, the driving issue in
determining whether a city should internalize the web hosting operation is based upon
the decision to connect their e-government applications to back-end systems, It is easy
to outsource and externalize web hosting and operations to deliver content to the public
without interactions, These items may include Council agendas and minutes, information
on how to do business with the City, publishing of special events and calendars,
However, when a city moves into connecting back-of-the-house operations to the web,
such as document management/imaging, online utility billing, online permitting, etc"
these web operations require use of internal city databases. The user is faced with one of
two choices, internalizing the entire web operation through links or only connecting to the
City for those applications, The decision is largely based upon the extent of the back-of-
the-house operations and the expertise available in Information Services,
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Recommendation:
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We recommend that the City externally host its basic web operation and continue to do
so throughout its egovernment operation over the next three years. The City does not
have the needed information systems infrastructure to host its own web site and to do so
would be too costly at this time, The basic web site can be linked to internal back-of-the-
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Confidential
Page 40
July 2, 2002
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ft.ORIIlA LI~,\(;lIf.I)1'CITIl~.INC.
Winter Springs, Florida
Strategic Plan 2002-2004
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house operations to provide the necessary links for egovernment operations. When the
City enters stage four of the operation, it should re-evaluate the possibility of bringing the
operation in house, with the understanding that a full time webmaster will have to be
hired to support the operation,
Cost:
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Capital Cost: None
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First Year Operating Cost:
. Design Services
. Hosting Services
Ongoing Operating Cost:
. Hosting and Design Services
$20,000
$ 3,600
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$ 6,000
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Confidential
Page 41
July 2, 2002
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fUlIUlli\ lJ~\(;lIf. or t:I1'ICS, INC.
Winter Springs, Florida
Strategic Plan 2002-2004
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Strategic Initiatives
Online Agendas, Minutes and Other Informational Items
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Description:
Provide the ability for citizens and council members to see council agendas,
associated detail items and minutes of previous meetings on the web, A
question has also arisen as to whether or not Council members should have
laptop computers for use during Council meetings, etc,
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Recommendation:
The City Clerks' office needs to move forward with the imaging project that will
result in posting of agenda's, supporting documentation, meeting minutes and
other key documents. This can be accomplished with the Document
Management and Imaging project that is described later. As to whether or not it
benefits Council members to have laptop computers at Council meetings to
access critical documents online, we believe that this should be an optional
process based upon the individual Mayor/Commissioner desire, Once the
information is imaged and available through the web site, it will be easy to
provide an optional CD or download of the information for those elected officials
desiring to use a laptop computer at meetings.
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Interfaces:
Interface to the document management imaging system.
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Software/Hardware:
There are a host of document management/imaging systems available (see
document managemenUimaging initiative). A system needs to be purchased with
a web interface,
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Cost:
Cost for implementing this initiative is contained in the cost for document
imaging,
Implementation: The City s~ould have the web/Internet technology
installed as part of the document managemenUimaging initiative,
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Confidential
Page 42
July 2, 2002
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PI.ORlIlA LI!.,uiUf.OI'CITICS, INC.
Winter Springs, Florida
Strategic Plan 2002-2004
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Ongoing Annual Costs: No additional cost-beyond that of the document
management/imaging system,
Benefits:
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Both citizens and the City Council will benefit from this operation, First, Council
members will be able to obtain their information from the web regardless of when
or where they decide to view the information, Those Council members that feel
comfortable with the web will no longer need their backup material in paper form.
Citizens will have the benefit of seeing the backup material and staff analysis for
agenda items, which is not readily available now.
Proiect Timeline:
Estimated Time for Selection: See document management/imaging
initiative.
Estimated Time for Implementation: Three months from the time
document management/imaging system is installed. This timeline is for
the initiative of bringing current documents online and does not include
historic/archived documents,
Resource Requirements:
This project will require the Information Services Department to develop
expertise in connecting the web to back-end, in-house systems,
Confidential
July 2, 2002
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Page 43
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1:1.0"11),\ LPR,\(;lIt:: 01' CITIE...'i, INC.
Winter Springs, Florida
Strategic Plan 2002-2004
MUNIS Online Applications (Utility Billing, Licenses, etc.)
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Description:
The City's current financial system has an e-application suite called MUNIS
Online, These business e-applicationsare designed to extend access to key
information for citizens, businesses and employees by means of the Internet.
Online access to data can alleviate routine requests for information by having the
data accessible online which extends your business hours to 24 x 7, providing
convenient access for your customers and employees, Like all things emerging,
the Internet is constantly shifting the way government conducts business with
citizens, businesses and employees, An example of this is using the MUNIS
Online Utility Billing Application. With two days of onsite training, and some
additional time for defining security, your current MUNIS Utility data can be
displayed via the Internet.
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MUNIS charges an annual subscription fee for the use of the MUNIS Online
Applications (Utility Billing, Business Licenses, Human Resources/Payroll and
FinancialNendor), This grants access through a link on the City's web site to the
MUNIS Data Center Server, which accesses the City's server via a secure virtual
private network connection (VPN) and displays the data back to the requester,
MUNIS provides the online application software, hardware, security and
manages all client traffic for an annual subscription fee per application. Each
application has its own security access, which is defined by the City, The City
would define the types of data validation and password/PIN numbers governed
by the City's security policy. Each application would have to be evaluated for
benefits related to the annual ongoing cost of providing this information through
the City's Intranet or Internet to citizens, businesses and employees. Should the
City decide to take credit card, debit card and bank draft payments, then the fees
for such services and the policies affecting these transactions would need to be
negotiated and developed. All data can currently be displayed without taking
payment transactions.
The following inquiries or transactions can be executed with the above
applications, Citizens can view documentation such as Annual Reports, Last
Year and Current Year Budget Reports, Utility Bills current and detailed history,
Confidential
Page 44
July 2, 2002
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fUJlUUA lI~,\(alt: UP CITII:S.INC.
Winter Springs, Florida
Strategic Plan 2002-2004
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trend analysis related to consumption and make utility payments, Businesses
can view purchase orders, invoices, checks, 1099s, business licenses, complete
vendor registration, complete vendor payments via Electronic Data Interchange
(EDI), renew business licenses and make payments, Employees can view
accruals, check stubs, W21W4s and 1099Rs and submit vacation requests for
supervisor approval, view job postings, enroll for employee benefits, update W4
information and make address changes,
As the City evaluates the, process of taking utility payments online, there are two
other options available to the City, One can be implemented with minimal cost by
allowing utility customers to setup a monthly automatic withdrawal authorization
from their checking or savings account on the due date, The City would still need
to mail the invoice with no return envelope to meet the legal requirement of
notifying the customer of the amount to be deducted, since this amount changes
with each bill due to consumption, or send an email notification if the customer
has an email address, The other option is contracting with an independent
service provider for the ability to pay utility bills by credit card online or by phone.
The provider charges a set convenience fee and passes only the utility payment
portion to the City, The convenience fee is a separate charge to the customer's
credit card and never shows on the customer's utility bill. Also, this proce~s will
allow utility customers to pay their bills over the phone, This will provide the City
with two ways of providing e-government solutions to its customers, with minimal
cost to the City and streamlining the revenue collection process,
Recommendation:
1, The City should determine how it intends to handle financial transactions
online.
2, The City should implement the MUNIS Online Utility Billing in the following
sequence:
a, Implement inquiry only with bank draft option,
b, Negotiate bank fees for online payments or contract with an external
provider to provide the credit card options,
c, Implement payment processing,
Confidential
July 2, 2002
Page 45
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~ FI.OIllUl' LI~\GIlf. Of' CITIl~S.INC.
Winter Springs, Florida
Strategic Plan 2002-2004
3, The City should implement the MUNIS Online Occupational License inquiry
and renewal.
4. The City should evaluate the benefit of implementing the financial and human
resource options related to webllnternet implementation at a later date. This
is a lower priority and, at this time, does not appear to be cost effective.
Interfaces:
These products would connect directly to the City's current MUNIS System by
means of a VPN connection.
Cost:
Capital Cost None
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First Year Operating Cost (Utility Billing): A one-time charge for setting
up the VPN connection of $3,000 and two days of MUNIS onsite training
at $850 per day plus expenses for the Utility Online application.
Additional training days will be required for each e-government MUNIS
Online application implemented. .
Continuinq Annual OfJeratinq Costs:
MUNIS Annual Fees
Utility Billing $ 6,250
Human Resources! Payroll $ 2,250
Occupational Licenses $ 6,250
Financial! Vendor Data $ 6,250
Benefits:
1, Cost Savings:, A rough calculation taking into account the annual software
cost, training cost and credit card fees indicates the number of work hours
saved in dollars will equal the project's cost with a 25% adoption rate for both
Utility Billing and Occupational Licenses. We believe that this adoption rate
can be achieved within 18 months of implementation and executed within the
Confidential
Page 46 '
July 2, 2002
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FI.ORJIJA LI~.\(an:nf'Crrll!S.I""C.
Winter Springs, Florida
Strategic Plan 2002-2004
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three-year timeframe, We do not believe this will eliminate the need for any
personnel, but will allow the City to do more with the same personnel.
2, Customer Service: This project will provide the citizens and business in the
community with the ability to conveniently pay utility bills and occupational
license renewals online without using the mail service or physically coming to
City Hall. Also, customers will have the ability to review the current and
previous information online thus providing for an instant response without
using the time of a City employee,
Proiect Timeline: '
We project that it will take approximately four weeks to implement the software
and train the staff for each module, Additional time will be required for staff to
implement the online collection process depending upon the options chosen and
the banking interfaces,
Resource Requirements:
The Information Services (IS) Department will need to work with the MUNIS staff
to install the connectivity portion and add the online icon to the City's website for
inquiry to the utility billing information, We esti,mate that this will take a one time
effort of approximately forty (40) hours of IS time
Finance will be involved with the marketing and setup of user logins and
passwords, Logins are defined within the MUNIS application by identifying the
required data'validation fields for the customer inquiry and randomly assigning a
password or PIN number, The time required will depend on the setup options
chosen and the modification needed to the customer's bill for printing the
password/PIN number on the bill for access from the web site,
Confidential
July 2, 2002
Page 47
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fl.URIIM LeA(alt: urCITU:S, INC.
Winter Springs, Florida
Strategic Plan 2002-2004
MUNIS Database Conversion
Description:
The MUNIS Financial and Utility Billing Systems are using the IBM/lnformix
database for storing the City's financial, human resources and utility billing data,
This is a relational database management system (RDBMS), which is utilized by
the MUNIS applications with an installed standard engine, which MUNIS
maintains and requires no external database management by the City, The
City's desire to share data between the KIVA and MUNIS Applications has the
Information Services Department looking at converting the MUNIS IBM/lnformix
database to Oracle to match the KIVA Application database. The KIVA
applications needs to send payment requirements to the MUNIS cashier
operations and once payment is made the relevant data needs to be sent back
and updated to the appropriate KIVA application detailing payment history,
In discussions with MUNIS, they currently only have two organizations using the
MUNIS Applications with an Oracle database, Also, they do not currently have
any conversion programs to move the data from Informix to an Oracle database.
In addition to the conversion issue, MUNIS currently does not provide Oracle
Database support remotely, This would require the hiring or contracting for the
services of an Oracle Database Administrator and the purchase of Oracle user
licenses, just to share data between the two systems,
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Recommendations:
The League does not recommend that Winter Springs convert the Informix
database to Oracle, due to the high cost of Oracle Licenses and the required
support of an Oracle Database Administrator (Approximate cost could range from
$80,000 - $100,000),
We recommend that you create an interface between the two applications by
writing output files from each application and then interfacing the output file data
to the opposite application. Creating the MUMIS Interface and output file would
cost the City approximately $5-6,000, This solution would be the least costly and
continue to provide a stable environment for both applications, streamline the
revenue collection process, provide for the sharing of data between applications
and no additional staffing requirements or support will be required.
Confidential
Page 48
July 2, 2002
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.... FtORlllA LPAGUf. OPCITleS, INC.
Winter Springs, Florida
Strategic Plan 2002-2004
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Interfaces:
Data elements between MUNIS and KIVA would need to be identified and written
to an output file, then a program written to initiate the proper updating of the
appropriate application would have to be developed,
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Software/Hardware:
No additional software or hardware would be required other than the writing of
the interface applications by each vendor,.
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Cost:
Capital Cost: None
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First Year Operating Cost: Per phone conversation with MUNIS, their
interface and output file would cost the City approximately $5-6,000, The
KIVA interface should cost approximately $10,000.
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Both vendors would need to be on-site to test the connectivity and
updating of both databases. Consulting and travel expenses are
estimated at $2,500 per day, per vendor,
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Ongoing Annual Operating Costs: None, other than if a vendor changes
database elements during an upgrade to their application, Then the
interface program would need to be updated to reflect the database
changes.
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Benefits:
Interfacing the two applications would streamline the process for the collection
and issuing of permit fees for businesses and citizens,
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Proiect Timeline:
Coordination between vendors and City staff to identify the required data
elements, programming, testing and implementation could be completed
within a three to four month period. This timeline will depend upon the
availability of vendor staff.
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Confidential
Page 49
July 2, 2002
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Ft.OIfIUA ll'-,\(:uf. UP CITII!S. INC.
Winter Springs, Florida
Strategic Plan 2002-2004
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Resource Requirements:
The Community Development, Finance and IS Departments will need to work
with the vendors to identify the data that needs to be exchanged between the two
applications (MUNIS & KIVA)
Confidential
July 2, 2002
Page 50
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fl.OlllllA LP',\<OlIf. tlPCITIES,INC.
Winter Springs, Florida
Strategic Plan 2002-2004
MUNIS o.ffice
Description:
MUNIS Office will augment the reporting and documentation capabilities of
MUNIS applications, It accomplishes this by providing the ability to interact with
other types of file formats,
One method is by means of exporting data from the MUNIS application. By
selecting a Microsoft Word or Excel icon from the MUNIS Toolbar, the MUNIS
data will automatically be formatted and imported into a new window. From
there, the user is free to manipulate the data and create custom reports, charts
etc, This does not modify the original MUNIS data in any way,
Another type of file interaction provided by MUNIS Office is the ability to attach
files to MUNIS records with the paper-clip icon. If you have supporting
documentation in PDF, Word, or Excel formats, you may attach them to a MUNIS .
record by selecting the paper-clip icon on the MUNIS Toolbar, This is especially
useful for personnel documentation, vendor invoices and payment transactions.
Recommendations:
The League recommends that the City implement the MUNIS Office product and
schedule the training. The City will be able to gain efficiencies from the ability to
export data from the MUNIS applications or attach documents to the original
transaction in the MUNIS application,
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Interfaces:
The MUNIS Office product will interface with Microsoft Word and Excel, and has
a standard interface to the LaserFiche Document Management / Imaging
System.
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Cost:
Capital Cost: City already has the license for this software, Software will
be installed on the current MUNIS server.
Confidential
Page 51
July 2, 2002
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~ . FU)UlllA Ll!,\(;Ut: IJI'CITIl!.S,INC.
Winter Springs, Florida
Strategic Plan 2002-2004
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First Year Operating Cost: MUNIS will conduct on site training at $850
per day plus expenses. We have estimated one weeks training will be
required,
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Ongoing Annual Operating Costs: Annual maintenance for the MUNIS
Office Software will be $1,400,
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Benefits:
Implementation of the MUNIS Office application provides several benefits,
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. Users can design their own spreadsheets from MUNfs data to analyze
financial data, budget requests, revenue collections, etc,
. Users can create pie, bar, line and many other charts with the MUNIS
data.
. Users can write form letters and create mail merges for delinquency
notices, certificates, etc,
. Saved Word and Excel documents may be distributed through E-mail.
. Reports may be published on a web server and viewed with a standard
browser, giving the public easy access to financial reports,
. Users can attach supporting documentation, correspondence and even
images to MUNIS records,
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Proiect Timeline:
Estimated Time for Implementation: Installatio'n and training can be
completed in one month, Because this project will interface with the
document imaging and web site update projects, its full requirements and
timeline will continue for several months,
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Resource Requirements:
The IS Department will need to install the MUNIS Office Product and schedule
the MUNIS training. IS, Finance and the General Services Department will need
to attend the training, The implementation process will need to be documented
and tlie Finance and General Services Departments will need to work with the IS
Department to define their implementation process and use of the MUNIS Office
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Confidential
Page 52
July 2, 2002
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FLOHUM I..I!'\(;LII: Of CI'r1l!S.INC.
Winter Springs, Florida
Strategic Plan 2002-2004
product. Because this product interfaces with imaging, this project can be
managed by the project manager of the imaging project to coordinate this effort.
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Confidential
Page 53
July 2, 2002
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FI.ORIIJA Le.\(iUf. Of' CITIES,ISC.
Winter Springs, Florida
Strategic Plan 2002-2004
MUNIS - Formunis
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Description:
The MUNIS Formunis output management system has the ability to store all
MUNIS generated output online as a PDF document. Attached to the MUNIS
application, and identified by a camera icon by using the toolbar camera icon in
the MUNIS Application you can attach external documents. The end user can
instantly retrieve the exact image of a bill, check, or purchase order that was
printed, emailed or directly faxed using the Formunis product. Also, MUNIS has
partnered with LaserFiche imaging technology to provide the ability to scan,
index, store and retrieve a hard copy of externally generated documents. The
product provides dependable digital archival, fast retrieval and efficient
distribution for city documents. Details entered in MUNIS generate a cover page
that links the MUNIS transaction with the scanned image for quick and easy
retrieval of documents. MUNIS PDF documents can be imported and converted
to OCR format (Optical Character Recognition) for a central search of city
documents stored on the LaserFiche product.
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Recommendations: We recommend that the City review its workflows and forms
designs and fully implement this product. Additional training can be obtained on
this product from the MUNIS Company by means of scheduled WebEx training
on the Internet.
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Interfaces:
This product will need to interface to the Document Management and Imaging
System.
Cost:
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There will be no additional cost associated with this project other than
City staff time, unless MUNIS has to come on-site to do training.
However in discussions with MUNIS staff they believe that the WebEx
online interactive training will be sufficient. There is no cost for this
service.
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Confidential
Page 54
July 2, 2002
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PI,ORIIJA LeAHUf. OrCl'rtl:S.INC.
Winter Springs, Florida
Strategic Plan 2002-2004
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Benefits:
. Workflow provides a central program and electronic notification of
pending electronic approvals either through e-mail or a MUNIS Inbox,
which resides on the users desktop.
. All output files will have the ability to be stored a's a PDF document and
moved to the Internet for viewing or integration into the imaging system.
. Exact images of a printed or faxed bill, check, purchase order or report
can instantly be retrieved by an end user.
Proiect Timeline:
Estimated Time for Implementation: Updated training can be completed
in one month. Because this project will interface with the document
imaging and web site update projects, its full requirements and timeline
will continue for several months.
Resource Requirements:
The IS Department will need to schedule the WebEx training sessions with
MUNIS. IS, Finance and the General Services Department will need to attend
the training. The implementation process will need to be documented and the
Finance and General Services Departments need to work with the IS Department
to define their implementation process and use of the Formunis product.
Because this product interfaces with imaging this project can be managed by the
project manager of the imaging project to coordinate this effort.
Confidential
Page 55
July 2, 2002
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FI,OltJIM tl~'\(:llf.()I'CrrU'.s.INC.
Winter Springs, Florida
Strategic Plan 2002-2004
Online Complaint Tracking
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Description:
Citizen request/complaint tracking applications are available in many forms. The
easiest type to implement is an Application Service Provider (ASP model). There
are no requirements to purchase software' or hardware and the City only needs
access to the Internet and a web browser to implement this model. Citizens have
the ability to access the Application from your website and enter a request for
service, which is forwarded automatically through your existing email system to
the responsible department or division. City staff has the ability through an
administrative menu to enter requests received by phone, fax, letter or walk-ins.
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Recommendations:
We recommend that the City implement a request/ complaint tracking system to
enhance response time and interaction with businesses and citizens. There are
several options available to the City, an ASP model or the purchasing of
software. Application Server Providers provide applications for a monthly charge
and access to the application is via the Internet using a web browser. We
recommend that the City look at the ASP model at this time due to the ease of
implementation and the ability to provide service to businesses and citizens in a
short timeframe. The City should reevaluate this process at the end of two years
and determine if it would like to implement an application that directly interfaces
with MUNIS or KIVA.
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Interfaces:
Generally ASP applications will not interface with current City applications, but
will allow the end user to download the data for manipulation. If the City desires
to interface directly with current applications, they will need to look at a MUNIS or
KIVA solution, which will be more costly.
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Cost:
Capital Cost: None with ASP Model.
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First Year Operating Cost: The ASP model will cost from $2,600 up to
$40,000 annually, depending on the application selected. There are
several applications available. One is 18M's Totally Web Government
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July 2, 2002
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F1.0Iflll.\ 1.1!,\(;Uf. IWCrrll:S, INC.
Winter Springs, Florida
Strategic Plan 2002-2004
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with a "Request for Action" application that has a one-time subscription
fee of $1060 and a monthly per City user fee of $155. Also the League
offers an application called "Better Place" for a monthly fee of $150
based on Winter Springs' current population, a one time set up fee of
$250 and a oays training at $500. If the City chooses to purchase
hardware and software, the cost will range from .$75,000 - $100,000
depending on the number of user licenses and required hardware
config u ration.
Ongoing Annual Operating Cost: Again depending upon the software
selected the annual cost will be between $1,800 and $1,900.
Benefits:
Benefits associated with a Request/Complaint Tracking Application and the ASP
Application models are listed below.
. Improved Service.
. Easy set-up and rapid implementation.
. Fast response to business and citizen requests.
. Secure anytime-anywhere access via the Internet.
. Increased efficiency with automatic e-mail routing.
. Cost effective with predictable monthly expenses.
. No hardware or software installation or maintenance requirements.
Proiect Timeline:
Estimated Time for Implementation: Implementation with an ASP Model
can be completed within one month. If the City chooses to purchase
hardware and software, the implementation time will be between six
months to a year.
Resource Requirements:
The ASP model will only require the set-up of tables, which will require limited
time from each department to determine categories, the individual responsible
and adding the URL address to the City's web site and user PC's.
Confidential
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July 2, 2002
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fl.ORIIlA LI!.\(all~ tn: CITII!S.INC.
Winter Springs, Florida
Strategic Plan 2002-2004
Parks and Recreation Software
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Description:
A scheduling application available through the City's web site or at the
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Recreation Centers would allow for citizens to reserve centers in advance, view
league schedules and track results, rent entire facilities, and register for special
events and classes. Two software systems that offer highly integrated solutions
for Parks and Recreation activities and facilities' reservations are "RecWare" and
"Class". Local citieslcounties using the Class software are Winter Park, St.
Petersburg, Seminole and Osceola Counties
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Recommendations:
The League recommends that the City streamline and automate several of the
Parks and Recreation Department's activity processes, but due to the future
construction of new facilities, this software and implementation process is
approximately three to four years away.
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Interfaces:
Potential interfaces for the Parks and Recreation Software could include
GIS/Maps and the MUNIS Systems depending on the projects functional
requirements.
Cost:
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Caoital Cost: Based on industry averages, the City should budget
approximately $50,000 to $100,000 depending on the number of users
for the purchase of hardware, software, user licenses, and installation of
a highly integrated system that will meet the requirement of the benefits
described below. Packages costing much less can be implemented for
$100 to $25,000, but the City would have to purchase multiple packages
to provide all the benefits and they would not be integrated.
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First Year Operating Cost: None
Ongoing Annual Operating Cost: Annual maintenance agreements are
usually 18% of the software. cost. Therefore, the city should plan on
$9,000 to $18,000 per year.
Confidential
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July 2, 2002
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.... VI-ORillA Lf.M:UE()PCITII:S, INC.
Winter Springs, Florida
Strategic Plan 2002-2004
Benefits:
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Activity Registration.
Facility Reservation.
Day Camp Registration.
League Scheduling.
Internet / Public Access.
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. IVR and Citizen notification of events.
. Point of Sale.
. Payment processing (contingent on the City's Policy).
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Proiect Timeline:
Estimated Time for Selection: The generation of a bid proposal,
evaluation and selection process could take up to 4 months. The City
could select a vendor from state contract (SNAPS) or use the pricing
. structure from another municipalities bid process to shorten this time
frame.
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Estimated Time for Implementation: The full implementation will take
between six to twelve months, with the purchase of hardware, software,
web access, communications and training.
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Resource Requirements:
The IS Department would need to work with Parks and Recreation to select and
install the appropriate hardware and software, and schedule training.
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The Parks and Recreation Department will need to setup tables with required
information upon completion of training, work with the IS Department to add the
information to the City's web site and define a marketing campaign to advise
citizens of the ability to use the web for activities registration.
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July 2, 2002
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~ FI.oRIUA LI~.\(alt:tU'Crflt:.S.JNC.
Winter Springs, Florida
Strategic Plan 2002-2004
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Conversion of City Forms to Adobe Acrobat
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Descri ption:
The City currently has many of their forms developed in text applications, such as
Microsoft Word, Omni Forms, and other text software. In order to provide forms
for use on the Internet, these forms need to be provided in a PDF format, which
can be posted on the City's web site, filled out and returned by email.
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Recommendations:
We recommend that all city forms be developed in Adobe Acrobat for use on the
Internet and with the Imaging and Document Management System.
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Interfaces:
City forms need to be available for use on the Internet and integrated with the
Document Management and Imaging System.
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Cost:
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No additional hardware or software will need to be purchased, because
the City currently has several licenses of Adobe Acrobat. The only cost
to the City will be resource time required to identify all forms and convert
them to PDF format. This project can be accomplished in conjunction
with the Document Management and Imaging Project.
Benefits:
. All city forms will be identified and developed in one format.
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Proiect Timeline:
Estimated Time for Implementation: Project requirements will be
identified during the first phase of the Document Management and
Imaging Project. Depending on the number of forms and resource time'
this process could take from six to twelve months to catalog and'develop
all City Forms.
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July 2, 2002
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fl.ORfI)A 1.1!"\(~lIf.(lfCITII!S.INc.
Winter Springs, Florida
Strategic Plan 2002-2004
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Resource Requirements:
Every City Department will need to be involved in the forms identification process
and conversion to PDF format and the IS Department needs to set up a central
forms directorylrepository for all official city forms. This central repository will
provide easy access, control of all forms and proper backup and recovery
support.
Confidential
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July 2, 2002
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fI.URIllr\ LP.,\(iUf. C)f' Crrms, INC.
Winter Springs, Florida.
Strategic Plan 2002-2004
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Virtual Private Network (VPN)
Descri ption:
A VPN will allow City staff; such as the City's IS Department to securely
authenticate from outside of City Hall, against the internal network using a secure
encrypted VPN tunnel. After being authenticated as an official end user to the
City's hardware and software, the end user can access applications and office
files based on the end users authority.
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Recommendations:
Currently, the League recommends a limited number of IS personnel to be able
to make use of the VPN, until it has been thoroughly tested. The only way to
VPN into the Winter Springs network would be through the Cisco PIX firewall.
The third party routerlfirewall maintenance company should be involved in the
process to configure correctly, but it looks like the PIX firewall is able to
authenticate NT domain users through to the Domain Controller. See the
following Cisco articles for further information & instructions. We recommend
that VPN be implemented in a judicial manner due to security concerns. IS'
personnel and defined interfaces (such as connections to MUNIS) would be
appropriate applications at this time. Opening up a virtual private network to non-
technical city employees should not be considered for another three to four
years.
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http://www.cisco.com/warp/public/110/pptpcrvpt03.html
http://www.cisco.com/warp/public/110/pptppix.html
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Interfaces:
The authorized City users are able to use the Cisco firewall client software to
interface with the PIX firewall on the outside, but are also able to use the built-in
dialup networking components with Windows 98, Windows NT, Windows 2000 or
Windows XP. Authorized City users can interface directly through their Internet
Service Provider (ISP) using a dialup, DSL or Cable modem. The PIX firewall
must be able to interface with the Domain Controller in order to authenticate
approved city users for access.
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July 2, 2002
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Winter Springs, Florida
Strategic Plan 2002-2004
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Cost:
Capita/ Cost: None
First Year Operating Cost: Third party router/firewall configuration
support to implement the VPN process should not exceed $3,000 for a
normal set up.
Ongoing Annual Operating Costs:
Third party router/firewall tweaks and patches with possible
reconfiguration required when moving to a pure Windows 2000 network.
This will be billable at approximately $100 per hour.
Benefits:
. A VPN will enable City approved staff to use high-speed connectivity
(DSL/Cable) to connect to the City's network from home, where they
are able to securely browse and use network applications.
. IS staff will be able to support City technology remotely from home
and provide support for any issues.
Proiect Timeline: .
A project such as this should be able to be completed within three days by an
experienced third party expert.
Resource Requirements:
We suggest making a stringent VPN policy... (i.e. who can log on, when, how).
The Information Services Department will need to work with a third party to
interface the PIX firewall with the Domain Controller. Internal staff must be able
to test from home or simulate VPN traffic from an onsite location.
Confidential
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July 2, 2002
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':.. II. Ft.OHIIl,\ tl~A(;Up.(WClTmS.INc.
Winter Springs, Florida
Strategic Plan 2002-2004
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Online Permitting
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Description:
There has been a great deal of emphasis on municipal governments to provide
the ability for permits to be accomplished in an online environment through the
Internet. To date few, if any, municipalities have placed all of their permitting
online. Much of this has to do with both technical and administrative barriers.
The reality of the technical barriers relate mostly to infrastructure issues and the
ability to handle architecture drawings in an online fashion. Forms can easily be
completed online but the need to attach architectural drawings and transmit them
via the web is a challenge. The speed required for transmission of these very
large data files could make the process impractical. Even if the City has high-
speed Internet connections, many of the architectural, design and construction
companies lack the online speed necessary to transmit the documents
effectively.
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Secondary issues relate more to administration. First, the City must decide if it
will take credit cards online, and second who will pay for the fees. Fees can be
passed along to the user as a "convenience fee" or the fees can be absorbed into
the cost of the permit fee. One note is that most credit card companies will not
allow a percentage to be added to a transaction for use of a credit card. Another
administrative issue is the "sealing" of architectural drawings. Architecture
drawings must be signed (sealed) by an authorized individual, per City
requirements. Although this is being worked on in many arenas, currently, no
cost effective way has been developed to electronically transmit this seal.
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With the above limitations, only those permits that do not require drawings (or.
need only limited drawings) are practically eligible for online use. The following
are permitting statistics gathered during the investigation process:
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July 2, 2002
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':.. f I.ORII)i\ LI!J\(au: t U' Crrms. INC.
Winter Springs, Florida
Strategic Plan 2002-2004
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Number of Permits Per
Permit Type Month
Average Last 10 Months
Single Family Residence 9
Commercial Building 3
Residential Building 37
Additions .2
Electrical 7
Fence 15
Mechanical 15
Plumbing 30
Roofing 23
Right of Way 5
Signs 3
Swimming Pools 9
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Based upon the above chart approximately 158 permits are processed per
month, and none would be practical to process through online operations at this
time, due to the City's plans requirements. An investigation with Cities currently
doing permitting online indicates an adoption rate of 5%-6%. If we assume that,
because of the high penetration rate in the Orlando Metropolitan area, that the
adoption rate is 10% of the permits eligible, this means that Winter Springs would
process approximately 15 per month, if you re-evaluate the need for a plans
review on certain permits (electrical, fence, mechanical, plumbing & signs).
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Recommendation:
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At over $590 per permit, this project is not cost justifiable and should be ranked
low in priority. We recommend that Winter Springs continue to investigate and
review the technology as this part of the industry advances, but most likely this
project is a minimum of three to five years from being cost justifiable based upon
penetration rates. The City would be better served to enrich the web site with
user needed information relating to how permits are processed, what is required
and providing downloadable forms. However, the City should determine on a
more immediate basis, how it will handle online financial transactions such as
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July 2, 2002
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a., "."
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FI.ORlllI\ LI~,'(:Uf. OI'(ITICS.INC.
Winter Springs, Florida
Strategic Plan 2002-2004
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credit cards, debit cards, bank drafts, etc. These decisions are predecessors to
accomplishing any online transactions.
Interfaces:
An interface should be developed between KIVA and MUNIS for payment
processing. Current analysis indicates that it is not practical to convert the
existing INFORMIX database to an ORACLE database for the MUNIS product
(See MUNIS Database Conversion). Therefore, we recommend the City should
pursue the development of an interface between the two products.
Software/Hardware:
KIVA has an online module called "KIVA Citizen" that would satisfy the functional
needs of the City. Using the KIVA product is the only option that makes sense
when the City decides to move forwa.rd. The product will allow the public to apply
for a permit, schedule an inspection and process over the Internet.
Cost:
Capital Cost:
The software will be purchased from KIVA. The cost is a one-time
license fee of $30,468. In addition, Allaire Cold Fusion product must be
purchased. This is a one-time cost of $7,995. Therefore, the total one
time cost of software is $38,463. (Note: If the City also purchases the
online inspector module, the Cold Fusion product would not have to be
repurchased)
First Year Operating Cost:
In addition, there is a one-time implementation cost of $14,990 for
installation of the main software and software on the inspector's
hardware, training and project management. This will require about two
weeks of effort and two trips to Winter Springs. KIVA would perform this
service.
Confidential
July 2, 2002
Page 66
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~ FI.ORmo\I.IC\<'U'OPCI'''''S.INC.
Winter Springs, Florida
Strategic Plan 2002-2004
Ongoing Annual Operating Cost:
Annual maintenance fees for the software will be $4.,875 for the main
software, $2,000 for Cold Fusion. Total annual continuing cost is $6,875.
Cost Summary:
. Total One-Time Software Cost
. Total One-Time Implementation Cost
o Total One Time Cost
$ 38,463
$ 14,990
$ 53,453
· Annual Continuing Cost
$ 6,875
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. Total Three Year Expenditure
$ 74,078
. Benefits:
Assuming, the City was able to re-engineer their processes to allow online
permitting for electrical, fence, mechanical, plumbing and signs, the total annual
number of permits (based on the 10 months ending February 2002) would be
840 (average 70 per month). For a three-year period, there would be 2,540
permits that could be accomplished online. In speaking with other entities that
are accomplishing permitting of this nature online, the penetration rate is 3%-5%.
Therefore, the City can expect to actually have not more 125 permits processed
online. Using the above cost, each permit under this scenario would be $592.63
per permit.
Confidential
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July 2, 2002
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FUlfuu" 1..1!AtilU! cwCrncs, INC.
Winter Springs, Florida
Strategic Plan 2002-2004
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Document Management and Imaging System
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Description:
A Document Management and Imaging System is an electronic integrated
system solution that is used to create, capture, distribute, edit, store and manage
documents and related structured data repositories throughout an organization.
Many of the City's current processes can be automated with workflow to reduce
processing times. Many different technologies are involved in electronically
managing documents and data, high-speed communication networks, scanners
and printers, servers and workstations, optical and magnetic storage devices,
relational databases and more. The City is using many of these technologies
now, but is missing a solution that facilitates the most efficient use of resources
and provides immediate access to and automatic routing of the City's mission-
critical information.
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All document imaging systems provide some means of capturing paper
documents or microfilm and converting them to computer-readable data. The
most common input device for document images is the scanner. Scanners
translate the image on a sheet of paper into a digitized image that can be read by
the computer. Usually, images are compressed into a standard image file
format, such as Tagged Image File Format (TIFF), before they are entered into
the system. Users can choose how they want their documents entered into the
system: typically either as a compressed digitized image or as both digitized and
text. Scanners capable of both image and text scanning are equipped with
Optical Character Recognition (OCR) software.
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Other methods of capturing document images are through forms/report
processing options within vendor software such as MUNIS or KIVA and fax
integration. Forms' processing dramatically ~educes the cost of capturing data
from paper forms. In forms processing, standard scanned images are used to
understand the layout of a form, extract the data, and pass it to the imaging
software. These images can be stored more efficiently with many indexes. Also,
most imaging systems support the reception and transmission of facsimile
documents. Incoming faxes are then treated as scanned images that n:ay be
incorporated into the imaging system's workflow.
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Confidential
Page 68
July 2, 2002
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FI.ORIJlALl~\(;lIf. ()PCITIt'.5.INC.
Winter Springs, Florida
Strategic Plan 2002-2004
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Document Management and Imaging Systems require a means of distributing the
images, whether they are retrieved in order to be viewed, manipulated onscreen,
transmitted via facsimile, routed to other users via electronic mail, as part of a
workflow, or printed in a hard-copy form. This distribution can either be online or
offline. The use of city Internet and Intranets have increasingly become the
mechanism for distributing images and work items throughout a city and beyond.
Recommendation:
The City should implement a Document Management and Imaging System in the
following methodology:
1. City Clerks office for agendas and supporting documents, meeting
minutes, other committee documents, Resolutions, Ordinances and
contracts.
2. Finance Department for integration of MUNIS Financial data and reports.
3. Community Development & Public Works Departments for integration
with KIVA and supporting documents.
4. General Services for Human Recourse files (employee) and the
connectivity to MUNIS, which could be accomplished consecutively with
item 2.
5. Identify and implement the imaging process for City letters, memos and
other general correspondence documents.
6. Integration with Fire and Police Systems and identify other document
capture points.
7. Parks and Recreation for mission critical documents.
We recommend that you give consideration to Imaging vendors that currently
interface with active City applications such as MUNIS, which has an interface
with the LaserFiche Document Management and Imaging System. Municipal
Code Corporation in Tallahassee is a reseller of this product and the City
currently has a relationship with Municipal Code Corporation for updating and
maintaining the City's Code. Some other companies offering Document
Management and Imaging Solutions include, FileNET Corporation, IBM,
DocuWare, Alchemy and Records Management Systems (RMS).
Confidential
July 2, 2002
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fl.OHIUA la:.\tau: 01' Cl'ru~S.INC.
Winter Springs, Florida
Strategic Plan 2002-2004
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Interfaces:
Imaging hardware and software will need to interface with the established City
Web/ Internet and Intranet sites, MUNIS and KIVA Systems.
Cost:
Capital Cost The initial first year phase of this project will cost between
$30,000 - $50,000 depending on the implementation plan selected and
number of user licenses required. The final two years project cost with
integration to other applications and full implementation will cost the City
approximately $150,000, depending on options selected and user
licenses.
First Year Operating Cost: None
Ongoing Annual Operating Cost:
The annual maintenance cost of the software will be between $5,400 and
$9,000.
Project Management Cost:
Consulting and project management cost for 3 years is estimated at
$105,000.
Benefits:
Implementation of a Document Management and Imaging System offers a
number of benefits over paper or microfilm systems. The capability of
transforming paper documents into digitized images that can be stored and
routed electronically affords the City significant benefits:
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Fast retrieval- Imaging lets you find documents quickly without leaving your
desk.
Flexible indexing - Imaging can index documents in several different ways
simultaneously.
Full-text search - Imaging systems can retrieve files by any word or phrase
in the document.
.
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Confidential
July 2, 2002
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l=l.OHIIJA LI!AGUt!IW CJ'm~.INC.
Winter Springs, Florida
Strategic Plan 2002-2004
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. Digital Archiving - The risk of loss or damage to paper or electronic records
is reduced with a document imaging system. Keeping archival versions of
documents in a document imaging system helps protect paper documents
from over-handling and keeps electronic documents in a non-proprietary
format.
· Data redaction - Redaction (blackout or whiteout) allows security to be
controlled down to the individual word level.
. Shares files easily-Imaging makes.it easy to share documents
electronically with colleagues, citizens and businesses over a network, on
CD or through the Web, providing access to public info.rmation for business
and citizens.
. Improved security - Imaging can provide better, more flexible control over
sensitive documents. Imaging controls security at the folder, document or
individual word level for different groups and individuals.
. Save space and off-site storage cost - Imaging will help recover valuable
office space that was previously taken up by bulky files and eliminate the
need for paying for off-site storage of these documents.
. Disaster recovery - Imaging provides an easy way to back-up documents for
offsite storage and disaster recovery. Paper documents are vulnerable to
fire, flood, theft or being misplaced/lost.
Proiect Timeline:
Estimated Time for Selection:
The generation of a bid proposal, evaluation and selection process could
take up to 4 months. This selection could be shortened by selecting a
vendor from state contract (SNAPS) that currently integrates with the
City's MUNIS I KIVA Systems or using the pricing structure from another
municipalities bid process.
Estimated Time for Implementation:
The complete document management and imaging process should take
between twenty-four (24) and thirty-six (36) months for the integration to
all city departments. The first phase needs to start with the City Clerk's
Confidential
July 2, 2002
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fl.ORlllA I.EA(alt~ Of CI'f1l!S,INC.
Winter Springs, Florida
Strategic Plan 2002-2004
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office to process and connect the City Council agenda, supporting
documents, minutes, and other committee items to the web site. This
should be accomplished within six months.
Resource Requirements:
This project requires close project management and coordination between the
Information Services Department and multiple internal departments, as well as
external hardware and software vendors.
Confidential
July 2, 2002
Page 72
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':" FI.ORUM. Le.\(:Ut~()J'CITIt'_'i.ll"<I(:.
Winter Springs, Florida
Strategic Plan 2002-2004
Geographic Information Systems
Description:
It is estimated that about 80% of the functions of a city's day-to-day operation
relates to it geography. The City has an opportunity to have easy access to
Geographic Information Systems through Seminole County. The initial
implementation of the project would be designed to support the Comprehensive
Planning process and eventually expand to Planning, Zoning, and Public Works
Applications. The County currently has 140+ layers of information in its database
and will allow the City (at no cost) to add layers that are specific to their
operation. This includes, but is not limited to Commission Districts, City
Boundaries, Zoning Information, and Public Works information. Seminole County
has several training sessions (at no cost) and will provide assistance in getting
the system operational (at no cost). The only cost to the City is the cost of the
workstation equipment and the cost of purchasing the needed GIS software. An
existing workstation could be used with minor upgrades and the cost of the GIS
software is less than $1,000. We highly recommend the City pursue this option.
Recommendation:
Winter Springs should move aggressively to implement GIS capabilities for its
staff. The low cost of hardware and software, free training, and Seminole
County's commitment to assist cities in this initiative, make this a highly
productive system for the City.
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Interfaces:
Long term, the system could be downloaded and integrated with the KIVA
system for permitting and code enforcement functions. The system also has a
long term potential to integrate with various Police applications. Long term, maps
could be made available through the Internet to citizens and businesses.
Cost:
Financial Note:
. Seminole County will assist the City of Winter Springs IS
Department in the implementation at no cost.
. Seminole County has quarterly training sessions at no cost
to the City.
Confidential
Page 73
July 2, 2002
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fl.(lRJlM. Le.\Guf. (Ji'CITWS,INC.
Winter Springs, Florida
Strategic Plan 2002-2004
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Capital Cost: If a new personal computer is required the maximum
cost would be $2,500. A new personal computer may not be initially
required. Later, an optional plotter for printing of large maps would
be approximately $7,500 - $10,000.
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First Year Operating Cost:
. ESRI Suite of products including Arclnfo, ArcView. $1,000.
. Existing equipment could be utilized if it has sufficient
memory. If not, memory could be added at a cost under
$500.
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Ongoing Annual Operating Cost None
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Benefits:
1. Ability to generate maps on demand.
2. Alleviate the cost of having maps externally printed every six months
with the optional plotter.
Proiect Timeline:
Estimated Time for Implementation: Four to six weeks from time
hardware is available.
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Resource Requirements:
. Approximately 30 hours of IS Department time.
. Approximately 40 hours of initial training for the end-user.
. Depending upon the City's desire to add its own information, a
full or partial GIS staff position may be required to maintain the
City's layers.
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Page 74
July 2, 2002
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Winter Springs, Florida
Strategic Plan 2002-2004
KIVA Integrated Voice Response Application
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Descri ption:
The KIVA Interactive Voice Response (IVR) System includes specific tools for
transaction processing, fax processing, voice mail and audiotext applications.
The voice application generator allows for complete scripting of computer
telephony applications. This includes facilities for voice recording and playback,
information entry and retrieval, conversion to voice response, call routing and call
control using a standard touch tone phone. Installation of this application would
allow for businesses and citizens to call the City, schedule an inspection and
then follow up on the inspection process real time by voice mail. This is
connected to the KIVA Permitting database.
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Recommendations:
We recommend that the City look at implementing this application with the KIVA
inspection module. Implementation of the two modules together would automate
the inspection request with the inspection process and provide businesses and
citizens with real time access to where they are in the process.
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Interfaces:
The KIVA IVR System is integrated with the inspection module.
Cost:
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. Capital Cost: Total cost for the IVR System should be covered with an
estimate of $55,000. This should include all required system hardware,
internal system boards, standard programming for contractor lines and
inspections results entry lines, as well as system setup, training, and on-
site expenses.
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First Year OperatinG Cost: None
OnGoinG Annual OperatinG Cost: Annual maintenance cost can be
estimated at $6,000.
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Confidential
Page 75
July 2, 2002
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Winter Springs, Florida
Strategic Plan 2002-2004
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Benefits:
Provides enhanced services to businesses and citizens with the ability to interact
with City Hall anytime/anywhere (24 x 7) and will provide readily available data in
relationship to their permit(s).
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Proiect Timeline:
Estimated Time for Implementation:
If the City wishes to implement this technology, it should be implemented
with the inspectors hand held project. This process can be setup and
implemented within one to two months depending on the coordination
required with the other project.
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Resource Requirements:
KIVA should be retained to manage this project and ensure its satisfactory
completion. City resources will be needed to setup the voice and inspection
requirements.
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Confidential
Page 76
July 2, 2002
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Winter Springs, Florida
Strategic Plan 2002-2004
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Mobile Police Computer Aided Dispatch and Reporting System
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Description:
The City is planning to move towards placing mobile computer devices within
their Police vehicles. This is an important step in the next evolution of public
safety and needs to remain a high priority. These devices will allow officers to
immediately check license plates, NCIC, FDIC and other critical databases at the
scene. In addition, these devices have the potential to increase an officer's time
in the field rather than back at the station completing paperwork. Key to the
implementation of this system is the back-of-the-house computer aided dispatch
and reporting systems. Currently the City is using Open Systems Solutions, Inc.
(OSSI) P2P software, which is more than capable of supporting the field
technology operations.
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Recommendation:
It is our understanding that the Police Department has applied for a grant to
implement this operation. If the grant is not forthcoming, we recommend that the
City should continue to pursue this as a high priority. Accomplishing this task is
extremely technical and complex. This project requires close project
management to prevent the project from faltering. Experience has shown that
most technical managers underestimate the time the project will take by 50% or
more. Close monitoring of this project will keep the project on track and identify
any timeline changes or associated risk very quickly.
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Interfaces:
Field units will interface directly with the existing CAD/Records software. Future
consideration should be given to providing two-way communication to code
enforcement personnel and databases. Additional software such as maps, etc.
may be utilized later.
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Hardware Alternatives:
Perhaps the most controversial part of this project is the type of hardware that
should be utilized within the vehicles. Typically there are two types of devices, a
ruggedized personal computer that can be removed from the vehicle, or a
permanently mounted device within the vehicle. Both have their advantages and
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July 2, 2002
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Winter Springs, Florida
Strategic Plan 2002-2004
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disadvantages. In making this evaluation, the City should consider the intended
use of the device. If the main use is for dispatch, database searching (ie: NCIC
lookups) and minor reporting then the permanently mounted mobile device will
suffice. However, if the Police Department intends to use the device to meet its
communication needs, report writing and desires the full functionality of a
personal computer, then a removable PC with docking stations inside the Police
station may be a more suitable selection. Ruggedized notebooks such as the
Panasonic Toughbook have been utilized by many law enforcement agencies
successfully in environments such as we find in Florida. We recommend that the
City implement the removable PC with a port replicated-docking device for
greater flexibility of use. This device would require an officer to have a key for
removal of the PC, thus reducing the possibility of the PC being removed from
the police car by anyone other than a Police Officer. The convenience of being
able to take the PC into a business or residents home can streamline the
capturing of timely information for clear and concise police reports, as well as
finalizing arrest affidavits in the booking office. These are just a few of the
conveniences provided by installing removable PCs.
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Cost:
Financial Note: The City's current grant application has this project
estimated at $498,853.
Ongoing Annual Operating Cost A Panasonic Toughbook will cost
$5,000-$6,000 to purchase with all the communication devices, software,
etc. With all of the other communication device needs, the City should
expect to spend about $10,000 per car when the project is completed.
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Resource Requirements:
This project requires close project management and coordination between the
Information Services Department and the Police Department to prevent the
project from faltering. External project management will be required to monitor
this projects timeline due to the required cooperation and coordination of multiple
internal departments as well as external hardware and software vendors.
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Confidential
Page 78
July 2, 2002
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FI.OHJI);\ 1..1!,\(:Uf.{)IlCrnl~'i.INC.
Winter Springs, Florida
Strategic Plan 2002-2004
Mobile Devices for Permitting Inspectors and Code Enforcement
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Description:
This wireless technology provides inspectors with an easy-to-use mobile
inspection system through a web-based application with the ability to work
directly connected to the KIVA system or in a disconnected mode, which will
store the information for download at a future time.
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Recommendations:
We recommend that the City implement the hand held inspection process for
KIVA permits, due to the efficiency of real-time updates and enhanced service to
the citizens. This solution can also be implemented with the Code Enforcement
part of KIVA with a minimal additional fee for hardware and user licenses for the
two Code Enforcement Officers and their supervisor.
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Hardware and Software:
Because the City is using KIVA for its inspection system, it only makes sense to
use their software for remote processing. The system is capable of connecting
with any Palm OS or Windows CE product. It is recommended that the City use
the Windows CE operating system for stability.
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Cost:
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Capital Cost:
Although there are many types of hardware devices that can be used, it
is recommended that the Compaq iPAQ be considered. The cost is
approximately $700, which includes the communication" device.
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The software will be purchased from KIVA. The cost is a one-time
license fee of $11,520 and $1,740 per inspector. The City currently has
2 inspectors for a total inspector-licensing fee of $3,480. In addition,
Allaire Cold Fusion product must be purchased. This is a one-time cost
of $7,995. Therefore, the total one time cost of software is $22,995.
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In addition, there is a one-time implementation cost of $10,600 for
installation of the main software and software on the inspector's
hardware, training and project management. This will require about six
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Confidential
Page 79
July 2, 2002
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Winter Springs, Florida
Strategic Plan 2002-2004
days of effort and two trips to Winter Springs. KIVA would perform this
service.
First Year Operating Cost: The City will have to have a CDPD
communications connection through a local wireless carrier. This usually
runs $50 - $75 per month per inspector.
Ongoing Annual Operating Cost:
Annual maintenance fees for the software will be $2,784 for the main
software, $2,000 for Cold Fusion and $279 per inspector for a total
inspector annual maintenance fee of $558. Total annual continuing cost
is $5,342.
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In addition, the City will have to have a CDPD communications
connection through a local wireless carrier. This usually runs $50 - $75
per month per inspector.
Permitting Inspection Cost Summary:
. Total One-Time Software Cost
. Total One-Time Implementation Cost
. Total One-Time Hardware Cost
o Total One Time Cost
. Annual Continuing Cost
. Estimated Wireless Comm. Cost
o Annual Cost
$ 22,995
$ 10,600
$ 1,400
$ 34,895
$ 5,342
$ 1,800
$ 7,142
$ 56,321
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. Total Three Year Expenditure
Code Enforcement Cost Summary:
. Total One-Time Software Cost ($1,740 x 3) $ 5,220
. Total One-Time Hardware Cost ($700 x 3) $ 2,100
. Annual Continuing Cost ($279 x 3) $ 837
0 Total Cost 1 sl Year Cost $ 8,157
Confidential
Page 80
July 2, 2002
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FI.OHIIMLEJ\(au:orCITICS, INC.
Winter Springs, Florida
Strategic Plan 2002-2004
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Benefits:
In addition to providing enhanced services to citizens, online inspection results
are also cost effective. Over the three-year period it is estimated that the City will
conduct in excess of 34,092 (average 947 per month for three years) inspections.
At this rate, the cost of this initiative is $1.71 per inspection. Inspectors currently
complete paperwork at the site and return to the office to have the information
keyed into the KIVA system. The time it takes to accomplish this process far
exceeds the $1.71 per inspection.
Proiect Timeline:
Estimated Time for Selection:
KIVA is the vendor of choice for the software and implementation
services. Selection will have to be made for a wireless vendor. We
anticipate this would take approximately two months to complete.
Estimated Time for Implementation:
Once selected, it should take no longer than a month to implement the
system fully, assuming cooperation between KIVA and the wireless
vendor.
Resource Requirements:
KIVA should be retained to manage this project and ensure its satisfactory
completion. City resources will be needed to select and purchase the CDPD
services, and handheld devices.
Confidential
Page 81
July 2, 2002
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fUJHlltA LE.AGlIf.'WCl'tll!S,INC.
Winter Springs, Florida
Strategic Plan 2002-2004
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Production of Multimedia Presentation for SGTV
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Description:
The City can easily produce its own multimedia presentations for airing on the
Seminole County Government Television channel, with minimal effort. To do so,
would cost less than $9,600 but would require the time of an individual
multimedia specialist (see IT staffing). This individual needs to have some
training to ensure he/she can perform the task in a relatively professional
manner. Classes can be taken at Orlando Vocational Technical School in
. Orlando at a reasonable cost. They have a program dedicated to developing this
discipline. We recommend that this individual be used as the multimedia
specialist and also have responsibility for web site content. Often the two go
hand-in-hand. Snippets of multimedia presentations can be placed on the City's
web site for viewing online, as can digital pictures of events, etc.
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Recomme'ndatiolY
The City should implement this project with an assignment of appropriate
staffing.
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Interfaces:
Clips from the video may be used on the City's web/Internet site.
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Hardware:
Video Editor:
This hardware will be used to create professional quality video
productions. The hardware should be easy to use with no complicated
computer boards to install or programs to learn. In conversations with
SGTV, it is recommended that the City purchase the Casablanca-Kron
video Editor. This hardware will record up to 13 hours of video onto a
20Gb hard drive. The product will allow for editing of your videos and
can split, trim, add transitions, titles and special effects and arrange
footage to make a professional looking product. It also permits
conversion to standard DVD format. This hardware will also allow
playback to review the finished product.
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Confidential
Page 82
July 2, 2002
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Fl.onlUA Ll~\(an: IJIJCITII~o;.INC.
Winter Springs, Florida
Strategic Plan 2002-2004
Digital DVD Camcorder (Mini-DVD Format):
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At a minimum the City should purchase a high-end digital camcorder for
capturing high-resolution videos with a PC link option for transferring
videos and images to a video editor. The equipment should come with
driver software that lets you transfer still images on the Mini DVD via a
serial cable and a link that lets you transfer still images. The camcorder
should have a zoom lens and digital electronic image stabilization.
There are many camcorders that meet these specifications for a
reasonable price.
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Mini-DVD Recorder/Player:
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A mini-DVD Recorder/Player is needed for use with Mini-DV cassettes to
perform dubbing from digital to analog or vice versa with professional
results. This equipment will perform a host of tasks, including serving as
a source for non-linear editing and Internet transmission of still or moving
images. The system will also be used to convert mini~DVD to standard
DVD andlor VHS formats.
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Future Equipment:
This configuration assumes the use of a single microphone attached to
the camcorder. If multiple microphones are needed, the City will have to
purchase the microphones and an audio mixer. We consider this a
future requirement.
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Cost:
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Capital Cost: (Note: Costs vary greatly depending upon quality of
the equipment)
Video Editor
Camcorder
DVD Player
Misc. Equip.
$ 4,000
$ 3,000
$ 1,600
$ 1,000
(Tapes, tripod, batteries, etc)
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Confidential
Page 83
July 2, 2002
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Winter Springs, Florida
Strategic Plan 2002-2004
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First Year Operating Cost: None
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Ongoing Annual Operating Cost
Miscellaneous additional tapes
$2,500
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Benefits:
1. Improved communications with citizens through timely generation of video
productions that can be aired on SGTV.
2. Ability to create, distribute, and show video productions for education of
citizens for community awareness. (i.e.: Neighborhood Watch, Conservation,
Fire Prevention, etc).
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Proiect Timeline:
Once funding is approved, the equipment can be purchased and implemented within
a four-week timeframe. Productions can begin shortly thereafter, depending upon
the training requirements and expertise of the individual assigned to the project.
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Resource Requirements:
As recommended in the Technology Governance portion of this report, we
recommend that a half an individuals time be assigned to this area with the other half
dedicated to a compatible function, that of Internet content management.
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Confidential
Page 84
July 2, 2002
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Winter Springs, Florida
Strategic Plan 2002-2004
Citizen Technology Access at City Hall
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Oescri ption:
Provide the ability for citizens to readily access City information and view City
video products at City Hall.
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Recommendation:
This initiative should be undertaken when the web site redesign has been
completed and the video production is operational. It is recommended that the
City begin first with the stand-alone personal computer and TV display and,
depending upon the acceptance of the citizens, move to a touch screen KIOSK
at a future time.
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Interfaces:
Equipment will interface with the established City Web/lnternet site.
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Software/Hardware:
A single or multiple personal computers will be placed in the lobby of City Hall to
permit citizens to have access to information on the City's web site. A television
with a VHS and/or DVD player will be used to continuously run video productions
generated by the City.
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If the City has a desire for a true KIOSK operation, hardware and software can
be purchased that will interface the City's web site through a touch screen
operation. The hardware and software cost for ttlis type of solution is
approximately $6,000 with a custom programming and implementation cost of
around $4,000.
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Cost:
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Financial Note: An obsolete personal computer with a small non-color
laser printer can be used for access to the web site. This computer will
require a network connection, Windows operating system, web browser
and will be restricted to web access only. A television with an all-in-one
unit with VHS/DVD player will have to be purchased.
Confidential
Page 85
July 2, 2002
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Winter Springs, Florida
Strategic Plan 2002-2004
Capital Cost: None
First Year Operating Cost:
. Laser Printer Cost: $ 200-400 (Depends on speed)
. TV with DVDNHS $ 300-500 (Depends on display size)
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Ongoing Annual Operating Costs: No additional cost beyond that of the
original purchase of the equipment.
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Benefits:
This will provide citizens with easy access to the City's web site to research
public records, view agendas, agenda items and minutes, and to download
forms.
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Proiect Timeline:
These items can be installed within a matter of days once the web site is
redesigned and the video production initiative is underway.
Resource Requirements:
One working day for a technician will be required to set-up the equipment and
run the appropriate communication lines.
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Confidential
Page 86
July 2, 2002
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FI.OIUUA LI:'\mJt~OI'Cl'ru!S, INC.
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Appendix A: Survey of Similar Cities
Winter Springs, Florida
Strategic Plan 2002-2004
Page 87
July 2, 2002
Confidential
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~ FLOIIID.I."A"Of.UrC",,,S, ISC.
Winter Springs, Florida
Strategic Plan 2002-2004
North
Wil/ter Spril/gs Greel/acres Lake Worth Lauderdale
I Population 31,000 27,569 30,424 29,500
2 Number of Technology Employees 3 Full 4 6 3
IS Director US Manager
System Admin MIS Supervisor Network Admin Director
3 Position Title of Technology Employees Computer Tech (2) MIS Analysts II Systems Analyst Network Engineer
MIS Analyst I Programmer Systems
(2) Computer Operators
4 Technology Reports To.. City'Manager Finance Asst. City Manager City Manager
5 No. of Workstations Supported 120 136 130 100
6 Network Architecture MS-NT MS-NT Novell, AS/400 MS-NT
7 IT Responsible for Telecommunications Yes No No Yes
8 F unctions Supported
Finance Yes Yes No Yes
Public Works Yes Yes No Yes
Recreation Yes Yes No Yes
Library No No No No
Environmental Services (Sewer) Yes No Yes Yes
Utilities (Electric and/or Water) Yes Yes Yes Yes
Public Safety (Police & Fire) Yes Yes No Yes
Other EnglPlanning & Bldg No
9 Financial Software MUNIS New World Systems MUNIS H.T.E.
Director: $60k
Director: $45 k MIS Super: $46k Network Admin: $40k Director: $69k
10 Annual Salaries System Admin 35k MIS Analysts II: $40k Systems Analysts: $50k Network Eng: $35k
Computer Tech: $21 k MIS Analyst I: $38k Programmer: $40k Systems Admin: $35k
Computer Ops: $28k
Confidential
Page 88
July 2, 2002
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~ fLORIOALE"':Uf.OI'ClTlrS,I~c.
Winter Springs, Florida
Strategic Plan 2002-2004
Riviera Beach Palm Beach Gardens Hallandale Beach Cooper City
I Population 33,404 33,200 33,009 28,412
2 Number of Technology Employees 6 4 5 3
MIS Manager
(2) Info Service Tech Manager Ass\. Director
3 Position Title of Technology Employees Systems Admin IS Tech (2) Prog/Analyst liS Manager
Applications Admin (2) Network Specialist Help Desk (2) Network Admin
(Public Safety) Network Tech
Police Officer
4 Technology Reports To.. City Manager Ass\. City Manger Finance Director Finance
5 No. of Workstations Supported 350 200 150 65
6 Network Architecture NT NT NT MS-NT & Novell
7 IT Responsible for Telecommunications Data Only No Yes No
8 Functions Supported
Finance Yes Yes Yes Yes
Public Works Yes Yes Yes Yes
Recreation Yes Yes Yes Yes
Library Yes No No No
Environmental Services (Sewer) Yes No Yes Yes
Utilities (Electric and/or Water) Yes Yes Yes Yes
Public Safety (Police & Fire) Yes Yes Yes Fire Only
Other HR,GIS Nothing Nothing No
9 Financial Software American Data Group IMS H.T.E. Create Computer by Harris
Corp.
MIS Manager $50k
Info Service Tech $33k Manager $58k Ass\. Director $75k
10 Annual Salaries Systems Admin $45k IS Tech $28k (2) Prog/ Analyst $43k Manager: $55k
Applications Admin $45k (2) Network Specialist $44k Help Desk $25k Network Admin.: $40k
(Publ ic Safety) Network Tech $45k
Police Oflicer $33k
Confidential
Page 89
July 2, 2002
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Winter Springs, Florida
Strategic Plan 2002-2004
Homestead Oakland Park
I Population 33,030 28,144
2 Number of Technology Employees 6 5
Director Director
Ops Manager (2) IS Technician
3 Position Title of Technology Employees PC Coordinator
Sr. Systems Analyst (2) IS Technician II
Doc Imaging Spec. IS Specialist
4 Technology Reports To.. City Manager City Manager
5 No. of Workstations Supported 270 180
6 Network Architecture NT MS-NT / Novell
7 IT Responsible for Telecommunications Yes Yes
8 Functions Supported
Finance Yes Yes
Public Works Yes Yes
Recreation Yes Yes
Library No Yes
Environmental Services (Sewer) Yes Yes
Utilities (Electric and/or Water) Yes Yes
Public Safety (Police & Fire) Yes Yes
Other Nothing Nothing
10 Financial Software H.T.E. SCI
Director $77k Director: $64k
Ops Manager $38k IS Specialist: $47k
13 Annual Salaries PC Coordinator $34k IS Technician: $36k
Sr. Systems Analyst $51 k IS Technician II: $34k
Doc Ima"in" Snec. $30k
Co'nfidenlial
Page 90
July 2, 2002
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FI.ORJUA Lp./u:uf. (WCITII!.S. INC.
Winter Springs, Florida
Strategic Plan 2002-2004
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Appendix B: Winter Springs Equipment Survey
Confidential
Page 91
July 2, 2002
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Winter Springs, Florida
Strategic Plan 2002-2004
Departmerit: .
MakeIModel .- .
Type
.. <:. ;'ProC~I~b;/>~;.' RJ\M
lID " OS':.~CbIDVD .Pisk
Modem,
Monit9?" Tape Bac!<up .' Printer Type
UPS
., .. , , .', " ..
Information Services Dell Dimension 4400 Desktop P4 I.7Ghz 640MB 17GB WIN XP CD Y N 19 in Dell N liP DeskJet 1200C Y
Information Services liP Net Server E45 Server P2 266t\1hz CD y N 15"TTX Y N/A Y
Infonnation Services HP Net Server E50 Server P2 300Mhz CD y N Same y N/A Y
Information Services HP Net Server LC3 Server P2 400Mhz CD y N Same y N/A Y
[nfonnation Services HP Net Server LH6000R Server Xeon 700 CD y N Same Y N/A Y
Information Services HP Net Server LlI6000R Server Xeon 700 CD Y N Same Y N/A Y
Infonnalion Services II P Net Server E50 Server P2 300Mhz CD y N Same Y N/A y
Infonnation Services Dell Server Dual p3 933 Win 2000 CD y N Same y N/A Y
[nfonnation Services liP Netserver LlI3R Server P2 400Mhz CD y N Same y N/A Y
lnfonnation Services Weiseo Prologie Desktop P3 512MB 8GB Win98 CD y N 17" N N/A Y
Panasonic
Fire Dell Dimension 4400 Desktop' P4 L8Ghz 256MB 19GB Win2000 CD y N 17" N KXp44 10 Y
Color Laserjet
Fire Dell Dimension 4300 Desktop P4 L8Ghz 256MB 19GB Win2000 CD Y N 17" N IIP4550DN Y
Fire Dell Power Edge 1550 Server P3 Win2000 CD y N 19" Y N/A Y
Fire Pro logic Server Pentium 166 CD y N 19" Y N/A y
Fire Dell Dimension 4300 Desktop P4 1 .8Ghz 256MB 19GB Win2000 DVD Y N 17" N N/A Y
Fire (County Dispatch) Compaq Desktop P2 128MB 6GB NT Wrk 4 CD Y N 17" N N/A y
. Confidential
Page 92
7/2/2002
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~ fl.oKJl)" Lt:ACUI: (WCITII:S, INC.
Winter Springs, Florida
Strategic Plan 2002-2004
D~Part~ent "
:.-: t:' -~ ,:.~ :.. ..;;
,.,. '..
".'
jap~ Ba~~II,,;:. ,Pri~ter Type,
UPS.
'. ., '..
Fire Dell Dimension 4300 Desktop P4 1.8Ghz 256MB 19GB Win2000 DVD y N 17" N HP 812C Y
'.
Fire Prologic Desktop P2 128MB 6GB Wing8 CD y N 17" ; 'N Canon BI200ex Y
Fire (County Dispatch) Compaq Server P2 32MB 6GB NT Wrk 4 CD y N 17" N N/A Y
Fire Dell Dimension 4300 Desktop P4 1,8Ghz 256MB 19GB Win2000 DVD y N 17" N HP Deskjet 812C Y
DVD and
Fire Dell Di mension Desktop P4 1,9Ghz 1GB 40GB Win2000 COR y N 17" N HP 4000T Y
Fire Compaq Laptop Pentium MMX 81MB 2,6GB Win98 CD y Y 12" N N/A N
Fire Compaq Laptop P2 64MB 6GB Win98 CD y y 14" Y N/A N
Information SelVices Dell Dimension 4400 Desktop P4 I.7Ghz 640MB 19GB XP CD y N 21" N Laserjet 2100 Y
Infonnation Services Prologic Desktop P3 512MB 14GB Win2000 CD y N 19" N HP Scanjet6190C y
Network HP
Finance Pcologic Desl10p , P2 64MB 6GB Win98 CD y N 17" N Laserjer8150 y
" " "
, -' , .' " ' Net-.york HI'
.. ,
Finance " Pro logic De,sktop P2 32l'vfb ' 2.4GB ' Win'98 CD. 'Y :N :17" '" N .' Laserjet 8 j 50 y
"
Network HP
Finance Prologic Desktop P3 128MB 19GB Win98 CD y N 17" N Laserjet 8150 Y
Finance Prologic Desktop P3 128MB 19GB Win98 CD y N 17" N Networked y
Finance Prologic Desktop P3 128MB 19GB Win98 CD Y N 17" N Networked y
Finance Dell Desktop P3 128MB 19GB Win2000 CD y N 17" N Networked Y
Finance Dell Desktop P4 I ,6Ghz 128MB 19GB Win2000 CD y N IS" N HP8SS0DN Y
tinance Prologic Desktop P3 128MB 19GB Win98 CD Y N 17" N Laserjel 5 Y
- MakeIModel
. .
TyPe.
,,- Processor
,RAM':" HI> ,
,OS'
0l1D\!D" Pis!>
; Modem
.,' .
,Confidential
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~ ftOHII)/\ l.EAGUEOI'CnIES, INC.
Winter Springs, Florida
Strategic Plan 2002-2004
':' " , . . -'..'.",., " ,
Depaitnieni MakeiModeJ Processor ',. \'.. , '".. OS:;:- ,.'CPfI?".D ":MOdem" " , , Tap~~a,cIntP>. :::Pri~f~~ Type" . '.
'Type' cRAM H!? ~:::.;? ;;;', ';Disk Monitor: UPS .'
, : '.,:.1 .-
Finance Dell Desktop 1'4 1.6Ghz 128MB 19GB Win2000 CD y N 17" N Laserjet 1200 Y
General Services
Pnrchasing Dell Desktop 1'4 1.6Ghz 128MB 19GB Win2000 CD y N 17" N Laserjet 4050 Y
Clerk Prologic Desl..1op P2 64MB 3GB Win98 CD y N IS" N Laserjet6P y
Clerk Prologic Desl..1op 64MB Wiri98 CD y N IS" , Laserjet 1100 , Y
City Manager Prologic Desktop 1'3 128MB 19GB Win98 CD y N 17" Laserjet 2100 Y
N/ANot Plugged In Prologic Desktop 1'2 6;4MB 2.4qB Win98 'CD' y N 17" N LaSerjet 5 N
...
Council Chambers Dell Desktop 1'4 1,5Ghz 128MB 19GB Win2000 CD y N 17" N N/A y
Permitting
Prologic
Desktop
1'2
64MB .
Win98
CD
y
N
IS",
N
y
Building
Dell
Desktop
1'4 1.6Ghz
128MB
Win2000
CD
y
N,
17"
N
Laserjet II OOA
y
Building
Dell
Desktop
1'4 1.6Ghz
128MB
Win2000
CD
y
N
17"
N
Lexmark Oplra
y
,Confidential
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~ fI.ORIU,\ LE.\ClIl: OFCITlES, INC.
Winter Springs, Florida
Strategic Plan 2002-2004
.-'1:
Di:p"!1~ent
MakefModel
Type
Proc.essor .
.=.' . .. ~ '
. RAM- . HI:?
.' :OS.
~.
CDlpVb, '.Disk.:'MOd~~~:.. :Monitor
\i!
TapeBackup;,:'Printer TYPe ~,:.:
. ... .' c v _~ ',,::r": " -. '.
UP~
Building
Compaq
Laptop
. Penl MMX
80MB
3GB
NT Wrk 4
CD
y
y
12"
N
Network
y
Building
Compaq
Laptop
Pent MMX
80MB
3GB
NT Wrk 4
CD
y
y
12"
N
Network
y
Code Enforcement
Win98
.;CD
N
IS"
N
Network
y
Code Enforcement Prologic Desktop p2 32MB. 19GB Win9.8, , CD y N 17" . 'N ' Ne~ork.' Y
Code Enforcement Dell Desktop P4 I.7Ghz 128MB 19GB Win2000 CD y N 17" N Deskjet 520 Y
Water Dell Desktop P3 I.2Ghz 128MB 19GB Win98 CD Y N 17" N HP 8150DN Y
Waler Dell Desktop P3 1.2Ghz 128MB 19GB Win2000 CD y N 17" N Network Y
Code.Enforcenient Prologic Desk-top P2 300Mlti 32MB 3GB .- Win98 CD y N ..17:' N Paniisonic .Laser Y
Waler HP Vectra Prinl Server Desktop P3 128MB 6GB NT Wrk 4 CD Y N IS" N N/A Y
.,
Water Prologic Desktop . P2 32MB 3GB W~98 CD y N w. Nc N/A y
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Utilities Dell Desktop P3 128MB 19GB Win2000 CD y N 17" N Laserjet 5N Y
.Confidential
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Winter Springs, Florida
Strategic Plan 2002-2004
'J.'-'-::' . ~ "
D~pa':tnu;';i.. ;,:;; " MakeIModel Type."..:' , PrOCessor :.:,,"(;~.t.~. "CD/DVD", ,Disk Mope,rO :~. _cM?~il~i~;:.~~: T ap~ Back~p .:Printer TyPe,: UPS,
".-,-" '. :,-
Development and
Planning Prologic Desktop P2 32MB' 1.4GB Wiri98 CD Y N 15" N Epson Stylus Color y
Development and
Planning Dell Desktop P4 1,6Ghz 128MB 19GB Win2000 CD y N 17" N Panasonic Laser Y
Water Dell Desktop p4 L6Ghz 512MB 19GB Win2000 CD y N 17" N Laserjet 1200 Y
Planning and
Development Dell Desktop 1'4 L6ghz 128MB 19GB Win2000 CD Y N 17" N Lexmark Y
Public Works (not F
networked) Prologic Desktop P2 3GB Win98 Epson'Stylus Color Y
:'..
Fire (County Dispatch) Compaq Server P2 32MB 6GB NT Wrk 4 CD y N 17" N Laserjet 2200DN Y
Public Works (not
networked) ASUS Desktop 1'3 128MB 19GB Win98 CD y N 17" N Epson Stylus Color y
Water P2 64MB 3GB Win98 Y N 17" N Y
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Winter Springs, Florida
Strategic Plan 2002-2004
~
~ FlOHIUA LEAGIII: OI,CITIES,ISC.
..... - .;-.'
Departmeilt . . MakeIModl:1 . Type. Proce~s.or <: \' \-:~:.:.ttw '. H1Y'" OS'~;' : coiovo. ....Disic '.Moc!em"_~ " Mollitor" " c i~;"Ba~kup\- ~"PriDte~TyP~' . . . UPS '
. .
.. . .. - . .' ....,. .' ~,,' -'-
Fire Dell Desktop P4 256MB 19GB Win2000 CD y N 17" N Epson Stylus Color Y
Fire Dell Inspiron Laptop P3 256MB 19GB Win 2000 CD y y 15" N N/A Y
Police Dell (not hooked up yel) Server CD y N N/A Y N/A Y
Police HP Netserver LH3R Server P2 400Mhz CD y N 15" Y N/A Y
Police (County
Dispatch) Compaq Server P2 6GLI NT4 CD y N 19" N N/A Y
Police Prologic Desktop P3 128MB 14.5GB Win98 CD y N 17" N Networked Y
~f~if{f{WI%t~~~~~::;~~X~~ ~~i~?' .
Police
Prologic
Desktop
P3
15GB
Win98
CD
y
N
17"
N
Deskjetl600
y
.',
Police
Prologic
Desktop
P2
128MB .
6GB
Win98
CD
y.
N.
17"
N
Las~rjet 6P .
y
Police
Prologic
Desktop
P3
128MB
15GB
Win98
CD
y
N
17"
N
Networked
y
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~ FtOItIlI,\ LE.\GUe. OF' CnmS,INc.
Winter Springs, Florida
Strategic Plan 2002-2004
Police
Prologic
Desktop
1'2
128MB
6GB
Win98.
CD
y
N
15"
.N
Net\vorked
y
Police
Prologic
Desktop
1'3
128MB
19GB
NT Wrk 4
CD
y
N
19"
N
Networked
y
Police
Prologic
Desktop
1'3
128MB
19GB
NT Wrk 4
CD
y
N
19"
N
Networked
y
Police
Prologic
Desktop
1'3
128MB
19GB
NT Wrk 4
CD
y
N
19"
N
Networked
y
. Confidential
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~ PI-OKtO,' lEAGUI! OI"CITlr:.S.INC'_
Winter Springs, Florida
Strategic Plan 2002-2004
'. _'~f.::;)',:
Parks and Recreation Prologic
Desktop P3
128MB 9.5GB Win98
CD
y
N
17"
N
HP4500DN
y
Parks and Recreation Prologic
Desktop P3
128MB 9.5GB Win98
CD
y
N
17"
N
Networked
y
Parks and Recreation Dell
Desktop P4 1. 7Ghz
128MB 19GB Win2000
CD
y
N
17"
N
Networked
y
Parks and Recreation HP Nelserver E50
Server
P2
8GB
NT4
CD
y
N
15"
y
N/A
y
Parks and Recreation Prologic Desktop P3 733 128MB 19GB Win98 CD y N 17" N Laserjet 5L Y
Parks and Recreation Prologic Desktop P3 128MB 9.5GB Win98 CD y N 17" N N/A Y
,.
Parks and Recreation Prologic Desb."\op P2.'- 32MB 9.5GB Win98 CD y N .-.:17'" N;: Networked y
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i!'" ~,
~ FWRmAJ.r.,\GUr.UrC'T1ES.INe.
Winter Springs, Florida
Strategic Plan 2002-2004
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Appendix C: Sample Polices and Procedures
Confidential
Page 100
7/2/2002
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fl.OHIIJA tf'.t\(;LIt: OPCITU~S.INC.
Winter Springs, Florida
Strategic Plan 2002-2004
Administrative Policies
Computer Data Request
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Ownership Information: The following individuals are designated owners of the
systems identified.
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System
Owner
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Request For Computer Data From Internal Individuals: A Director may request
any data from systems that helshe is th.e designated owner of (see Ownership
Information) The data retrieved will be given to the Director only. If the Director is
not the owner of the system, he/she should request the information through the
owner.
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Request For Computer Data From External'ndividuals: The Information Services
Department does not respond to requests for data from individuals outside of the
City. These individuals should be directed to the owner of the data (see
Ownership Information) to make their request. The Information Services
Department will respond to the owners' request and provide the data to the
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owner.
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Confidential
Page 101
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ftORIH,\ LI~\(alt!.(U'CJ'rn~, INC.
Winter Springs, Florida
Strategic Plan 2002-2004
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Systems Security
Computer Rooms
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Physical Computer Facilities Security: Physical computer facilities (those areas
that house the network equipment, midrange computers, peripherals or data
storage) will be secured from unauthorized access. Locked doors will restrict
access. Keys or combinations to those doors will only be granted to City of
Winter Springs personnel that have a need to enter the facility on a continual
basis or senior management staff, as appropriate. The IS Director or her
assistant will approve those having access to each facility. Other personnel
having a need to enter the facility may do so by being granted access by the IS
Director or her assistant.
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Visitors: Visitors to a computer facility, whether City employees or not, will be
escorted by an Information Services employee.
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Software/Data Security
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Ownership: Although data and software are corporate assets of the City, a
specific individual will be identified and is responsible for a specific set of data
and/or software residing on a computer system. This individual will be the
"owner" of the system and is responsible for granting or denying access and for
insuring data integrity. The Deputy Director of Information Services will maintain
a list of each system and their owners. The individual to whom the hardware
has been assigned owns the data and software residing on a personal computer.
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Custodian: The Information Services Department is the custodian of all data and
software residing on computers. The Information Services Department is
responsible for assuring that access to the data is limited to those individuals
having permission from the owner and for safeguarding data and software
assets.
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Confidential
Page 102
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fl.ORIUA lp...\(OUf. orCITU!S, INC.
Winter Springs, Florida
Strategic Plan 2002-2004
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Password Security
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Password Generation: Passwords will be randomly generated utilizing both
alpha and numeric characters. Passwords will normally be specific to a single
user. However, group passwords (a single password for multiple people) will be
permitted under the following conditions: (1) access to data is for display only, (2)
the data is not confidential, and (3) such access is granted and approved by the
data owner.
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Confidentialitv: It is the responsibility of the individual Users to keep their
password confidential. As a matter of good security practices, passwords will be
changed periodically to reduce the risk of unauthorized access.
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Confidential
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7/2/2002
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PI.OHm" Le,\(itll: or Crrm..... INC.
Winter Springs, Florida
Strategic Plan 2002-2004
Internet and Intranet
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Definition
Internet: The Internet is a global web of interconnected computers and computer
networks. It integrates Local Area Networks (LAN's) located in businesses,
libraries, governments, schools, research institutes and other entities into a
single, large communication network that spans the globe. This infrastructure is
used by City employees and citizens to transact business, using tools such as
the World Wide Web, Email, and File Transfer Protocols (FTPs). Applications
such as research, advertising, electronic correspondence, etc. will be achieved
using this technology.
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Intranet: The Intranet uses the same technology as the Internet, but it contains
information for internal City use only and is accessible to City employees only.
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Content Responsibility:
Each department head is responsible for the content of pages they develop to
ensure they are accurate, current and properly written for public dissemination.
The Information Services Departm~nt will provide a defined format for
departmental home pages to ensure the "look and feel" is consistent. Web pages
developed by departments for their specific interest, or special events may be as
creative as desired.
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Access. Use and Abuse of the Internet and Intranet
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Access: Internet and Intranet access will be granted to all City employees with
computer technology capable of executing the programs unless specifically
denied by their Department head.
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Use: Incidental and occasional personal use of the Internet is permitted by the
City, but will be treated the same as any other use. Such personal use may not
create any additional cost to the City and is subject to such guidelines and
standards as are stipulated by the employee's supervisor.
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Prohibitions: Any use of the Internet or Intranet for "moonlighting," job searches,
soliciting or proselytizing for commercial ventures, religious or personal causes or
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Page 104
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fUlRUli\ LI!,\(;(IEOI'CI'l'IIl.S,INC
Winter Springs, Florida
Strategic Plan 2002-2004
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outside organizations, or for other similar non-job related solicitations is strictly
prohibited. Use of the City's Internet or Intranet to access any site or material
that is sexually explicit, pornographic, obscene, can be construed to be
harassment or disparagement of others based on their sex, race, sexual
orientation, age, national origin, or religious or political beliefs, or has the
potential to cause the City public harm or disrepute is strictly prohibited.
Abuse of the Internet or Intranet: Use of the Internet or Intranet by engaging in
prohibited acts may result in disciplinary action up to and including termination.
Security and Blocked Accesses: The Information Services Department will
provide for Internet security that includes but is not limited to firewall protection,
specific routing, profiles and passwords. Specific Web sites that have no
legitimate business purpose will be blocked from access. An audit trail of ~ccess
to sites may be maintained by the Information Services Department to investigate
possible violation of City Policy or breach of security. Such violations will be
reported to the Department Head as appropriate disciplinary action.
Employee Knowledqe of the Policies: At least every 60 days all employees will
be asked to read these policies and indicate they agree before being granted
access to City computer systems. This will be accomplished by providing a copy
of the policy at time of sign-on and an employee must indicate they agree before
the system will allow further access. The agreement will be retained in a
database along with a date and time stamp.
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Confidential
Page 105
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flORIIlA 1.1~1\C;Uf. OP Cl'rles.INC.
Winter Springs, Florida
Strategic Plan 2002-2004
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Email System
Use of Email:
Access to Email: Email access will be granted to all City employees with
computer technology capable of executing the programs unless specifically
denied by the Department Head.
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Use of Email: Use of the email system is intended for City related business.
Incidental and occasional personal use of the Email systems is permitted by the
City but these messages will be treated the same as any other messages. All
employees are to use E-mail as they would any other type of official City
communications tool. When any E-mail is transmitted, both the reader and
sender should consider if the communication falls within ethical guidelines. No
communication should contain confidential information. Communication by E-
mail is encouraged when it results in the most efficient and/or effective means of
communication.
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Ownership: The system belongs to the City and the contents of email
communications are accessible at all times by the City for any business related
or other purpose. These systems may be accessed at'any time, with or without
advance notice. Although an employee may have a personal password, the City
without an employee's knowledge or consent can access email. Nothing on the
email system, therefore, should be considered confidential.
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Prohibitions: Email may not be used for soliciting or proselytizing for commercial
ventures, job searches, chain letters, religious or personal causes of outside
organizations or other similar, non-job-related solicitations.
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Employees may not use the City's email system in any way that may be seen as
insulting, disruptive, or offensive by other persons, or harmful to morale.
Examples of forbidden transmissions include sexually-explicit messages,
cartoons, or jokes; unwelcome propositions or love letters; ethnic or racial slurs;
or any other message that can be construed to be harassment or disparagement
of others based on their sex, race, sexual orientation, age, national original or
religious or political beliefs. Other prohibited acts include:
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Page 106
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Winter Springs, Florida
~ fl.()RIIl^ L",\l;tu, "I' Crrn!s. INC. Strategic Plan 2002-2004
. Use of E-mail to send copies of documents in violation of copyright
laws.
. Use of the email system to compromise the integrity of the City or its
business in any way.
. Use of email to offer for sale non-City related items.
Abuse of Email: Abuse of this medium by engaging in prohibited acts may result
in disciplinary action up to and including termination.
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Retention of Email: Although some periodic backup of email by the City's
Information Services Department may be done for various reasons, this backup
is not designed to ensure recovery of current email.data. Employees must set
up their own retention procedures to ensure messages of value are saved.
MessaQe Sent to Evervone: Any message sent to EVERYONE (All City Staff in
any location) must first be approved by a Department Head.
Emplovee Knowledqe of the Policies: At least every 60 days all employees will
be asked to read these policies and indicate they agree before being granted
access to City computer systems. This will be accomplished by providing a copy
of the policy at time of sign-on and an employee must indicate they agree before
the system will allow further access. The agreement will be retained in a
database along with a date and time stamp.
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Confidential
Page 107
7/2/2002
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FUJRIUA LP.AI:lU: UP Crf'lf.S,INC.
Winter Springs, Florida
Strategic Plan 2002-2004
Personal Computer Policies
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Personal Computer Software
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Personallv Owned Software: Software owned by individual employees will not be
loaded or used on City-owned computers. Such software is not covered by the
City's insurance policy, and is an unacceptable risk to the City of copyright
infringement and software virus infection.
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City Owned Software: Only properly licensed, copyrighted ?oftware will be
utilized on City-owned equipment. The Information Services Department will not
provide help, assistance, or guidance to any person attempting to install, use or
maintain an illegal copy of a software product.
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Public Domain Software: Public domain software is defined as non-copyrighted
software obtained at little or not cost from public bulletin boards, computer clubs,
professional organizations, or other public or non-profit entities. Public domain
software will not be used on City-owned computer equipment without prior
approval from the Information Services Department.
No Cost Software: . Software given to the City by a vendor or provided through
another government agency may be used on City-owned equipment provided
authorization has been obtained from the Information Services Department.
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Responsibilities and Auditinq: Information Services personnel will report
unauthorized software found on City-owned to computers to the IS Director.
Department heads are responsible for ensuring only legal and authorized
software is used to conduct City business in their programs. Periodically,
personal computers will be audited for compliance with this policy. Employees
found with illegal software may be subject to disciplinary action.
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Confidential
Page 108
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."" FtORIUA 1..1:-\(:Ur.()f'CI'l'U~S.INC.
Winter Springs, Florida
Strategic Plan 2002-2004
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Personal Computer Data
Backup and Recoverv: Backup and recovery of data stored on a personal
computer is the responsibility of the user. The Information Services Department
provides network storage which is backed-up on a pE;lriodic basis and may be
used by users to store data.
Use of City-Owned Computer Equipment
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. Prohibited Uses: Employees are prohibited from using City-owned computers for
any jobs outside the scope of their employment with the City with the exception
of educational pursuits. Employees engaged in educational endeavors may
utilize City-owned equipment to support the schooling on a non-interference
basis.
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Confidential
Page 109
7/2/2002
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lliq.: '~
~ fl.ORII>A L....u;ur. UP Cl'rll!S. INC.
Winter Springs, Florida
Strategic Plan 2002-2004
Application Development
Custom Developed Software
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Copvriqht:. Software developed by City employees during working hours and/or
using City-owned equipment is the property of the City of Winter Springs. All
such materials shall be clearly labeled as copyrighted. Once a system is ready
for production, the IS Director will determine if further copyright protection is
needed through actual registration with the federal government
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Documentation: Software developed by the City will be fully documented with
both technical and user documentation as appropriate. Technical documentation
will include a description of the system, its use, flow charts showing how modules
or functions interrelate with each other, a data dictionary list and any other
documentation deemed appropriate and necessary for another programmer to
maintain. Documentation will be stored in a central location on the server where
it is backed-up on a periodic basis.
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Packaqed Software Products
Gopvriqht: The vendor copyrights purchased software and the City is
responsible for reasonable protection of the vendor's copyright against
infringement. The City will not make unnecessary copies of the software or
documentation nor distribute same to any party outside of the City of Winter
Springs.
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Software Source Code Backup: Software source code purchased from a vendor
will either be retained in an off-site location by the City of Winter Springs or will
be placed in an escrow account to be accessible in case of emergency (i.e.:
vendor goes out of business). This subject will be addressed within the software
contract at the time the software is purchased.
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Maintenance Aqreement: Packaged software products purchased with a
maintenance agreement will clearly define the parameters of the agreement. A
summary of the agreement with its terms, cost, renewal date and other
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Confidential
Page 110
7/2/2002
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Fl.OHIUA 1.1!t\<alE 01' Crru!S.INC.
Winter Springs, Florida
Strategic Plan 2002-2004
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miscellaneous provisions will be loaded into a contracts database maintained by
the Information Services Department. This database will also contain a log,
which describes actions taken with the vendor and their responsiveness.
Documentation: Technical documentation received with the system along with
.installation materials (tapes, disk, etc) will be retained by the Information.
Services Department.
Confidential
Page 111
7/2/2002
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fl.ORlllA LI~,\(;Uf.(U'CITIl:S.INC.
Winter Springs, Florida
Strategic Plan 2002-2004
Disaster Preparedness
Disaster Planninq:
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Disaster Plan: A disaster plan will be maintained by the Information Services
Department and reviewed on an annual basis just prior to the hurricane season.
The plan will address regional (i.e.: Hurricanes), specific local (i.e.: a building fire)
disasters and computer only disasters (i.e.: viruses, water damage to computers,
etc) detailing the actions necessary to return the City to normal computer
operations.
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Backup and Recoverv Materials: A schedule and log will be maintained of on-
site and off-site backup materials. These materials include, but are not limited to,
backup tapes/disks, technical documentation, user documentation, etc.
Quarterly logs will be reviewed and a physical check of the on-site and off-site
materials made.
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A backup consists of snapshot in time of the state of all data on the servers at the
time the backup starts. All data residing on the servers shall be fully backed up
on a daily basis. The last daily backup of the month shall be stored offsite in a
bank vault. The last daily backup of the month, like all other daily backups,
consists of a snapshot in time of the state of all data at the time the backup
starts, and may not contain any transient data that came and went throughout the
month. One years' worth of offsite backups (12 in total) shall remain in the bank
vault at all times, and will be rotated out on a monthly basis as to keep one years'
worth rotating in the vault. Client workstations are not included in the backup
process. The individual clients are fully aware that they have the opportunity to
store documents on the servers if they wish to have certain items backed up
incase items are deleted or lost due to a computer malfunction.
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Confidential
Page 112
7/2/2002
Date: 7/22/02
This was distributed on 7/22/02 with the Florida
League of Cities Presentation.
..
Winter Springs
Strategic Technology Plan
July 8, 2002
. General eGovernment Direction
Technology Success Factors and Guiding
Principles
Strengths, Weaknesses, Opportunities and
Threats
Sp~cifiC Technology Initiatives for WinW?
Springs ;. .
ust'ry'
Universal service vs. selective service
. Government's goal is public service not to
gain competitive edge or increase
stockholder value
Limited budgets
Constrained by laws and legislators
Governments must deal with the political
process
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,
Traditional Model
~
Governmen
Technology
eGovernment Model
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Citizens
Government
Technology
Improves customer service
- Intangible benefits
Reduces cost
- Productivity improvement
- Tangible benefits
Techllology is a tool to assist govemmelll ill
accomplishillg its missioll.
Infrastructure
- Servers and Workstations
- Communications
Funding
- Capital
- Operating
Technical/Management Skills
- Project Management
End-User Commitment
- Business Reengineering and Integration
- Training
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Don't implement technology for technology's
sake. It is a tool!
. Leverage what others have done. Don't
reinvent the wheel!
. As much as possible, webllnternet interaction
should be driven as a by-product of back-of-
the-house operations
GiI'ellthe resources, IlIformatioll Services can
imp[eme1l1techllo[ogy much faster thullthe
organizatioll call absorb the challges.
Strengths
- Excellent infrastructure foundation
- Good selection of software applications
- Lack of legacy systems
. Weaknesses
- Need for business process reengineering
- Lack of technology administrative documents
- Staffing
. Opportunities
- Good foundation is ripe for expansion into
egovernment operations
Threats
- City hall power
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Maintain the infrastructure
Focus on egovernment services with high
adoption rates and potential low cost
Reengineer processes to obtain the most
benefit from the technology
Upgrade servers and workstations
Implement Police mobile computing
Create an electronic information portal for
citizens and businesses
Engage in electronic transaction processing
. Reengineer critical business processes
. Technology Governance Issues
- Set architectural standards
- Upgrade Policies
- Disaster Recovery
. Upgrade Servers
- Windows 2000 (Underway)
- Add data storage server
- Improve backup capabilities
Upgrade Workstations
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Approx. 65% of Winter Springs' residents
have access to the web/Internet
- An estimated 50% of Winter Springs' households
have access to the Web
- Another 10-15% who don't have access at home
have access from work
Statistics show that approximately 90% of all
businesses have access
.ii"'! Transaction Processing
~,~~ Two-Way Communication
ontent Enrichme
. Type of Citizen Interaction with Gov't
- 77% Tourism and recreation information
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.
. Redesign the Web Site
- Improve navigation ab.ility with searches, site
maps, etc.
- Add CAFR
- Add the Comprehensive Plan
- Develop flow and integrate forms for Permitting
- Add community profile and economic
development issues
- Add message from Mayor
- When imaging is ready, improve Council Agenda's
and add other documents
. Fees Issue - Who will pay?
- How to pay for credit card and other such fees
- Differences of opinion by cities
Begin with the Utility Billing System
- The Facts - Penetration rates (optimistic)
. 15% for automatic withdrawal from banking accounts
. 10% or less from credit cards
Occupational/Business License Renewals
Utility Billing - A Structured Approach
- Remember, it touches every customer
- Conduct business process review
- Use the MUNlS online software services
- Implement in stages
. View only
. View with automatic bank drafts
. View and pay online with credit card
Occu Ion In censes Renewal
- Use MUNIS online software services
- Implement next fiscal year
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Purchase a document imaging system with
web enabled capabilities
. Begin with City Clerk and Agenda, Agenda
Items, Minutes
Do business process analysis to integrate the
flow and reduce effort
Implement appropriate documents online
through the web site . .
Provide inspectors with ability to process
inspection remotely (wireless)
. Very cost effective
. About $1.70 per inspection
. Will improve customer service
- Faster approvals or rejections
Couple this project with an integrated voice
response system (IVR) to improve
accessibility.
Take this project in phases
When redesigned web is ready, adcl a PC to
the front lobby that will allow access to the
City web site
- If high use, purchase KIOSK software to allow
touch screen access.
. When multimedia is ready, purchase TV with
continuous play
Long term, implement KIOSK in other parts of
the City.
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. Statistics estimate that 80% of a city's
business affects it geography
Seminole County has an excellent GIS
system, leverage it!
- Currently has over 140 layers
- Provides free training
- Will store City specific data free
. Minimal equipment is needed to
get started
Move forward with this multimedia project
Equipment is reasonably priced and
Seminole County will assist with
implementation
. Leverage multimedia with Internet c:ontent
Hire a multimedia specialist that can also be
used to monitor and provide web content
'. Not cost effective
Penetration rates will be around 5% of what is
available online
Estimated cost at over $590 per permit
Better served to improve current process
- Conduct a business process analysis to eliminate
unnecessary. p rocessl approvals
- Place business flow and forms online
- Create a one stop operation (build KIVAlMUNIS
integration)
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Maintain the technology infrastructure
Implement Police Mobile Computing
Redesign of the web/Internet Site
Implement document imaging with \Neb
interfaces
Implement utility billing and business
licensing online in a structured fashion
Implement multimedia capabilities tied to
webllnternet content
Wait to implement online permitting until it is
cost effective. Implement one-stop operation
Remember, technology can be imph!mented
faster than the organization can absorb the
change
When budgeting, take into consider;ation
project management, and end-user
assistance during implementation .
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