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Home My WebLink About2004 08 09 Informational 303 COMMISSION AGENDA ITEM 303 Consent Informational X Public Hearing Regular August 9. 2004 Regular Meeting vv-C@2 Mgr. / Dept. Authorization REQUEST: Information Services wishes to update the commission on the status of the I.T. Plan created in FY 2002. PURPOSE: The purpose of this item is to update the commission on the LT. Plan which was created in FY 2002. Additional projects and tasks have also been added to the end of this document. CONSIDERATIONS: See attached Projects worksheet The In(ormation Services (LS.) Department strives to complete assigned projects in a timely manner. However, things sometimes happen that prohibit us from meeting those deadlines. Thus, we are forced to move our projected completion dates further out. Items of interest: The Centralized Backup proj ect (# 1 01) is nearly complete. We are actively working on the issue of credit card acceptance for utility bills (#109) after having to put that project on the back burner for a few months. S: \Information_ Services\Admin _ Docs\Agenda Items\FY 2004\2004 August\080904 _ COMM _ Informationat303 _Information_Technology ]lan _ Update.doc CITY OF WINTER SPRINGS CITY COMMISSION August 9, 2004 INFORMATIONAL 303 PAGE 2 OF 2 Munis Positive Pay (#111) for prevention of check fraud, is ready to go live in early August. The Occupational License Fee Collection for County project (#116) is near completion with only report testing left to be done by August 6th. Finance has requested that we reprioritize a couple of projects: Munis 2004 Release (#106) and Munis Crystal Reports (#180) will be given a higher priority and we'll have to move some other projects down on the priority list in order to accommodate this request. The Records Management Report has been completed by the consultant for the Document Management System Project (#104) and recommendations are ready for the Commission to decide upon. Other: Daily issues arise as well as viruses, bugs, etc., which force us to stop what we're doing to deal with the issue(s) at hand. Connectivity to the outside world comes hand in hand with vulnerability to these types ofthreats. We are motivated to complete all tasks and overcome all challenges set before us. We utilize our resources to their fullest extent, while also utilizing outside resources when necessary and possible. FUNDING: RECOMMENDATIONS: ATTACHMENTS: COMMISSION ACTION: None None 1. T. Proj ects worksheet - Attachment 1 (7 pages) I.T. Strategic Plan Status of Projects for FY 2004 . . _,-r. ._'j. " _. '.:0, . ::.- . -'~1"~ .="'m;::::ns:'-~Y Items Original completed as Project Project Projected of this date Number Due Date August 9, 2004 denoted Revised with~ Due Date Comments I.T. Strategic Plan Projects and Tasks ___._~_ _W'_ __ .-- 101 Centralized Backun -clI" HaJIiSidl{(l1oUlil)" 101-a Networklbackuo analysis performed 9130/2003 ~ 101-b Obtain Commission authorization to purchase equipment from state contract 9/30/2003 ~ 101-c Equipment and software pUrchase 9/30/2003 ~ 101-<1 Installation & Imolementation - General servers 11130/2003 ~ 101-e RMAN config 6/10/2004 ~ 101-f Installation & Implementation - SOL & Oracle 6/30/2004 ~ 101-0 Testing of database restores 8/20/2004 103 9!Y Forms ConversionJoTRDF(JaCQui)":C"C" .. - 103-a Research departmental forms and establish plan for conversion 10/31/2003 I in orogress I 10/1/2004 wm re-assign this to new WeblMultiMedia Technician 103-b Begin Implementation of conversion plan 12/31/2003 I not yet started I 1/2/2005 104 Document Management'SYstem;("'acQu"g;'RM~Heam) 104-a Retain consultant 11/11/2003 ~ I 104-b Research and putting toaether implementation plan 2/29/03 ~ 104< FLC submits plan to City Staff for revisions and aooroval 4/26/2004 ~ 104-d FLC submtts olan to City Commission for approval 5/24/2004 8/9/2004 104-e Begin plan implementation 5/25/2004 8/10/2004 104-f End plan implementation (goal date) tbd plan is 3 year plan FY 04-06 with oOlloing costs after the 3 years 106 Munis 2004 Releaselmp!em~ritati9h'(4.a..~.!I@ .. . . 106-a Load into test 7/27/2004 ~ I 106-b Load 2004 client on user machines - completion 8/4/2004 Finance has requested that we move this up to a higher priority; we moved Munis receiving to a 106-c Testing complete 7/12/2004 8/20/2004 lower priority in order to make this happen 106-d Trainil1Q 106-e Uoorade Unix o/s from 5,05 to 5.07 OR 5.5 106-f Load into live 8/30/2004 107 Munis E.Purchase Order-lrnl1lementation (;Iacg!!!} .... ..... .. . . 107-a Beoin research (interview depts, research copies, location of documents, etc) tbd 107-b Process Desig n tbd 107-c Setup with ForMunis tbd This has been moved to a lower priority in order to accommodate Finance request for Munis 107-<1 Implement & OJA tbd C~tal RepOrts and Munis 2004 imolementation 109 Munis. Accel1tance of credit cards foruUlitVbill ~ments (Jacg!!!) 109-a Establish Financial/credit card pOlicies (Regular G .. JulY 14 2003 Commission Meetinal 9/30/2003 ~ 109-b Started over on this project - issues with vendor and contract 1/2/2004 ~ 109-c Researching OPC & SpeedPav 517/2004 ~ I 109-<1 Determine best vendor 517/2004 ~ 109-e Finance and 1.5. ouestions answered I 5/28/2004 6/30/2004 109-a Create Policy (Finance) 7/13/2004 109-h Policy review by Finance and 1,5, 8/16/2004 109-i Policy review by City attornev 9/2/2004 109-i Commission approval af pOlicy, vendor and olan 9/13/2004 I 109-k T estinq Com p1ete I 109-1 TrainiOll complete 109-m Advertising and pUblicisiOll of this credtt card capability 109-n Full implementation of credit cards for utility bill payments 110 Munis - Bank Drafting for utilitvJl1!!J!i1yments (Jacg!!!) 110-a Testino - Prenotes - 4 cvcles (Aoril22 - May 20) I 5/20/2004 I ~ I I RwiMd at2I2OO4 MASTER IT PllljKtI Spr,_b."-b to;o 10 Cornmiasian.. Pogo 1 of 7 Project Number 110-b 11(H: 11O-d 110-e 110-1 110-<1 110-h 110-i 111 111-a 111-b 111-c 111-<1 111-e 111-1 112 112-a 112-b 112-c 112-<1 114 114-a 115 115-a 116 116-a 116-b 116-c 116-<1 116-e 116-1 117 117-a 117-b 118 118-a 118-b 118-c 118-d 116-e 123 123-a 123-b 123< 123-<1 126 . . ." - -, . ;:'.i \; I" Infomuotlon r~"hnolO!J~ WWWollil"lnt:lbrepnngslLotg Project TestinQ - Bank Drafts - 4 cveles (June 22 - July 13\ POlicy creation Policv Review: 1,5. POlicy Review: Leoal Commission aooroval 01 Policy Mailouts/applications to residents July 20 - AUQust 10\ Live Pre notes to bank - 4 cycles IAuoust 17 - September 7\ Live Bank Drafts - 4 cveles (October 7 - October 28) Munls Positive Pay -l1revenfioi'fofcheckfrllud~!!i) Project beoin Trainil1!l Set up with bank Determine if Munis must create an enhancement lor file format Testinwtranslerrina file complete Go live Munis Receiving . (automate(lEre<:eivlng of goods and services . purchase orders) _ Ja!;gul' C - , ,i: ,d' . - , Set up trainino Testirlll & Trainino for small test oroup Trainino Implement MultiMedia Productions - .', Create multimedia productions for SGTV City Hall Access -.. Kiosk in lobby (this project was cut out for FY 03 and FY 04 by City Manaoer) Occupational LlcenseFee Collection for County (Jacgul) - finish data enlrv form modifications testino of forms report creation report testino trainino lor end user ~~.al RellQrts - Trainthe'Tralner (classes 1 & 2 of 4) .60 days to f1nis.!L(Jacg!!!) class 1 of 2 class 2 of 2 ,koo;;tal Reports Enternrise Setup_(,!,~_qui & Team) purchase server beoin implementation lrainino for Jacqui lraininQ for users project completion Collection and creation of Wireless Documentation (Bill) Document wireless equipment (Access Points Print Servers) Basic Standard Confiouraton for Access Points Wireless Host Confiouration Create procedure for addirlll wireless clients WebSense reconflouration A......~ MASTER IT PrajoIc:a s~~ ID go ID CornmiuianA Original Projected Due Date I 7/20/2004 I.T. Strategic Plan Status of Projects for FY 2004 Items completed as ofthis date August 9, 2004 denoted with~ Revised Due Date Comments 8/10/2004 9nt2004 10/28/2004 4/5/2004 I ~ 5/14/2004 '" 5/21/2004 I '" 5/28/2004 '" 6/4/2004 '" 6/11/2004 8/6/2004 5/15/2004 '" 6/18/2004 tbd 6/25/2004 tbd 6/28/2004 tbd I - I - I I - I - I - 5/31/2004 ~ 5/31/2004 '" 5/31/2004 ~ 5/10/2004 '" 7/9/2004 in prowess 8/6/2004 '" I 5/31/2004 I I 7/25/2004 I 5/31/2004 6/1/2004 6/1/2004 6/15/2004 6/30/2004 6/15/2004 6/15/2004 6/15/2004 6/15/2004 '" '" This has been moved to a lower priority in order to accommodate Finance request for Munis- Crvstal Reports and Munis 2004 implementation I reschedule ) Ibd Ibd Ibd Ibd Ibd 8/31/2004 8/31/2004 8/31/2004 Page 2 of 7 I.T. Strategic Plan Status of Projects for FY 2004 + ..~~~.~: "'.. LI".-:'. .J . -~ -" - .. tnfannaLlc., Teochnotogy ........W1ntorsp/lJ>OSfLorg Items completed as of this date August 9, 2004 denoted with 01 01 Original Projected Due Date Project Number Project Revised Due Date Comments 126-a WebSense reloaded ,1mb~_Reconfi~ure .. . ,/ '132'" -riie! 1 ;;~a u~~~~~~;;~~~~~?reViOUs versk>nf, I 138 ServerlClienl Defrag ~.' Server install of Diskkeeper - installed on CH 1, CHServices, WSmaill, wspd - 1 extra 136-a possibly will install on pd services server 136-b Client side - awa~in~ Quote for s~e license (Louie - may be too exoensive order client licenses receive and Install client license Web':Site'Enhancemer\tS!(:Ja!;Qul,&"Tceaml!"]ii1'::&~"'f:,;,"~f'"',,'5:",. :":"':'#'::::F~fc'~'. Separate web pa!le for Utility BiIIillQ to include ~arbaoe issues Creation of I,S. Pa~e on Intranet web s~e Improvements to I.S. pa~e on Internet web s~e mission statement Qoals iob dutieslresponsibilities services provided current and future projects Kiva UP.llrades(Jac9Yi)"",;::::L\c,\~,;:C:k"':::o:: .... . '~'- Uoorade database to Oracle 9i - beoin project Add~ional user traininQ needed for enhancementslnew features U~rade Kiva applicatk>n to 7,X Domainrnigration fro' 2003 Domain Conlr' mi(jration to newserv, Pentamation . mlgrati obtain Quotes & order hardware install & confi~ure server & Unix OS install & conflQure hardware - powervault baCkup 411312004 71212004 ;-/~;;-/:;~rit:' .....;, 812012004 .' ..' . 313112005 '. ". -.' ..',.., 512112004 5/2812004 1113012004 will wa~ unbl after miaration to Exchanae 2003 (See item 1301 tDd awa~inQ new date from Utility Services Manaaer 511612004 01 tbd tbd tbd ." tbd tbd tbd tbd tbd tbd tbd tbd I tbd I tbd I tbd 611512004 611512004 613012004 Quotes came in around $10,000, Not in current budget. Would need add~ional appropriation this year OR budget for next year. 137 137-a 137-b 137-c 611812004 612512004 I I On hold. Web pos~k>n curren!fy: vacant. Postpone this until September 2004 After attending the Kiva Conference. I recommend we relook at this project and carefully consider what needs to be done, Should wa~ until Kiva Administrator position is filled in October 04, 138 138-a 138-b 138-c 140 I 713112004 I I 812012004 I 813112004 I i,' :,,~,:.:.,> '. ", .. 1213112004 1213112004 .... 157 157-a 157-b 157-c ~ 157-e 157-f 158 158-a 158-b 158-c 511412004 71912004 71912004 tM 811112004 811112004 I 1213112003 I in prOQress I 1213112003 I In prOQress I 1213112003 In prooress 01 01 01 install & confiQure software - Intermix Database mi~rate Pentamation database over to new server Policies to be wrlllen'&-Forms to' revise (Joanne & Team) Architectural Standards Policy T echnolOllY Policies & Procedures plan Disaster Recovery Plan tbd tbd tbd Wireless Policy - possibly combine with computer use & peripheral device policy POlicy Creation Staff Revisions Attorney review Commission approval 158-d 158-dl 158-d2 158-d3 158-d4 512612004 512612004 611112004 612812004 This item (#158d)must wa~ until after Commission decides which wireless option they choose, R......ed4J2J2004 MASTER IT PrcjKb Spr~ b F III Ccrnmi:qjon-Kla Page 3 of 7 . ~~--~~...~ . .. ."..:...: .. ':1' 1~~rsJ,1=~Y Project Number Project ReQuest for MultiMedia Services Go To My PC New and Departina User Forms Pro'ecls ReQuest and Status Form Software/Apolication Troubleshooting Procedure Network PaQino Procedure Computer Use Police - Reyision needed - possibly combine with peripheral use and 158-k wireless policy Peripheral Devices Access Policy - possibly combine w~h computer use and wireless I policy Web PostinQ policy Overtime and callout policy Fulllmplemenl<!~ionoflBlue10ceaiUTracK:lt!f~lii!&il!Ouieff.@~(.:'c,~t Table cleanup Set up aud~ill!l User lraininQ Go live Issue PaJ:!<:!r to be wrlltMlfo:r.discUSSion.l:Jac!@l~i,"'J:"':!ili;i;;1j:j;;i1';""";;""!f~;\', Commercial Customer Enterprise Setup rei business license, utility customer. customer 160-a # , 161;;; MlJnis,Messeng~i?llro9als!andlriotifications(ltla'Cro!!)*-'"-';;';~-'1ilM"::'", '~4:' 161-a TestinQ 161-b How-to doc sent out 161-c project complete .2162;~ MUriis:Enhaiicemeiit REiiiU~iIUacQui)1;1;;~t~J;5;"""'*";; . '" ",_';,";~:E 162-a US Form Uodate - - - 162-b Delinquent bill form revision 162-c Delinquent card indices revision 163;;.2~~~9u~Re5e 164~,'" PIX-Firewa'n: 165~i ,(ilt#wl?rk-.Slli;urityA 166'>' AD/GPO/OU reorg~ 166-a Police Department implementation and testill!l 166-b review rest of City 166-c implement policies 167- LapJ!!J:1lrnJ:1lementation;"''''olice;DeIlii'tmenC ~', 167-a LOQistics (80% complete) 167-b Hardware (70% complete) 167-c Software (50% comolete 167-<1 Distribution (60% complete) 167-e Support 170' Disclaimer/confidentialityic1ause'lang@gelo,beiaddedto outgQ!!!gemails 170-a this is an issue related 10 ro of outbound email. 174 Resolve issue of Public _ actioii;on'UBtOnline(.JacQull 175 Identification/Security'., ,,,.-" 176 Automate posting of agen~a~;&1riiiiutes fori.~I~rk!s Office l.JacQui) 177 Add bid automation 10 websile-6li:1'appncatlori.l.JacQul) 178 Automate aaenda items oostino,for ProiectsClerk l.Jacauil 158-e 158-f 158-0 158-h 158-; 158-' 158-1 158-m 158-n ,..,159l-; 159-a 159-b 159-c 159-<1 ,;11lIn' Rwbedal7l2OO4 MASTER IT PI'llj.da Sp"~ lolJOloCcmrni:Aion.m Original Projected Due Date 6/30/2004 t.> 7/16/2004 I 9/13/2004 I 9130/2004 I 10/4/2004 I 6/18/2004 I 5/10/2004 I 5/12/2004 I 5/12/2004 , I 8/13/2004 I 7/1/2004 I 5/15/2004 - 7/31/2004 12/3112004 8/31/2004 I 7/9/2004 I 8/20/2004 I I 8/20/2004 I 7/31/2004 9/30/2004 I 1/31/2005 -r-' lbd tbd tbd tbd tbd I.T. Strategic Plan Stalus of Projects for FY 2004 Items completed as of this date August 9, 2004 denoted with~ ~ Revised Due Date tbd tbd tbd tbd tbd tbd lbd tbd - 8/31/2004 8/31/2004 10/1/2004 10/1/2004 1011/2004 '-, ~ 9/15/2004 ~ QI1,~b~d . ~ I ExchanQe 2003 will resolve this issue JacQui submitted enhancement request to Munis Comments Page 4 of 7 I.T. Strategic Plan Status of Projects for FY 2004 . . .. fI' lrd'nrttUlUon rechno1og)' ........wlnle...pIlJlflSlLotg Items Original completed as Project Project Projected of this date Number Due Date August 9, 2004 denoted Revised with y' Due Date Comments 179.' Munl!i inin.andFo ,-"F":' ".."'.:".:.,. '1~~' .tVI0JII~: stal ."...fi r ",..;f,',; ",,'f Paul Trainina has been done. Need to give to Judi 180-a load Crystal on 2 machines tbd awaitina software CO from Munis 180-b set up tables and views tbd 18O-c download reports 7/23/2004 I 180-d test reoorts 7/23/2004 I 180-e gO live 7/23/2~ ,.- .. . I 180-f .d.raftc()~,m~~t a,nd. c:~,~~~rcu=o F~~rlllJ.a.~~~W_S,~,~I, "'. ,....~. 181 DlfectNotificauonsNI,nSIVliIiB ~ 'h_'!.."'m"""~'''''-';,!P'si%,.Ji~.~,lf~~.: .-......,'.-. ._--~._---~---- ----.-- ...,.- --,.,---- ----,- 181-a APC PowerChute UPS Software I 9/10/2004 I I 181-b LanSafe PowerWare UPS Software 9/10/2004 I 1'82'. Public.WOrks Coml1lex'(j)al3l&'P.liOne"l'eommuniCations,r~jit-iit:"':~'~:,,,,;j,~i\;.~:;:t,,!'i~:: . , 182-a Plannino ohase with Public Works in progress 182-b Imolementation - fiber & conduit infrastructure 182-{; Imolementation - data equipment 182-<1 Implementation - nhone eauinment 182-e ,m..=_ I ";"':'S N'e~O'rli"lij". .ce and .. "".' , ill:! toavcild'dala'loss ,.: 102-a Network analysis - entire network layout - hubs, switches routers etc, 9/30/2003 v' 102-b Obtain Commission authorization to purchase eauioment from state contract 9130/2003 v' 102-{; Network analysis - Eouioment and software purchase 9/30/2003 v' 102-<1 Network analvsis - Installation and Imolementation - 3 GB network switches 11/30/2003 v' 102-e Remote ControUSunoort of Workstations 9/30/2003 v' 102-f UPS for each workstation 9/30/2003 v' 102-n Operatil1!l Systems Uoarade from Windows NT4to Windows 2000 Server platform 9/30/2003 y' I 102-h VPN of I.S. SuoPOrt 9/30/2003 v' I 102-i Full implementation of workgroup printing 9130/2003 v' 105 Munls 2003.03 Releaseilmpl~@lom'(;[ic.!il.!i)' , .. 105-a Loaded into test area 4/16/2004 v' 105-b Waitina for Buildina Dept (Sylvia) to test 5/3/2004 v' 105-{; Database reload 5/26/2004 v' 105-<1 Dennis will test bill orintina 5/28/2004 v' 6/10/2004 Test failed, Waitin!! on new fIX from Munis 105-{; Waitil1!l for Finance (Judilta review test results 6/2/2004 v' 6/10/2004 105-<1 Load into Live 6/3/2004 v' 6/10/2004 108 Munis - Online Vlewlni:i~l,!!ili!yail1sNialnternef -{JacQI.!iI 108-a software enhancement needed to make this work 2/29/2004 v' 108-b Demo for Utility Billing staff management 4/17/2004 v' 108-{; Utility bill revision (move customer number and account number) 5/30/2004 v' 108-<1 Put link on web sitelProject completion 6/1/2004 v' 113 KIVA Interface {Joannel 113-a Research and outline scope of work for MunislKiva interface I 9130/2003 v' I Remove this from the plan, Too expensive and some additional unknown expenses on Munis 113-b Plan with imnlementors/programmerslCity Staff 12/1/2003 in proaress I 6/1/2004 side, 113-{; Implement this interface I 3/1/2004 not yet started I 8/1/2004 119 Police - Increase bandwidth.for Police CAFEADolication with Counlv 4/23/2004 v' R...taed8l2J200t MASTERrrp~Spr~ID'iOIDCooIwniuion" P8go 5017 Project Number 120 120-a 120-b .~ ~ 4U-b m ~ ~ ~ 4-22-d c124 ,125 127 127-a 127-b 129 me 134 134-a 134-b 139 141 141-a 142 142-a 142-b 143 143-a 143-b 144 144-a 145 145-a 146 146-a 146-b 146-c 147 147-a 148 148-a 149 # . !;~:;;:. .. ,.tlW-- l~onnaUc.1. r eehnrotog)' www..wtntersprt,ftQstLorg Project Munis to Wlndowsmigr:atlon'/Uac'Qul&,ireaffi)c',:' ,"""., Be in implementation project completion ~:_"bill+'Fe\~i&iORg;f(seeiit.emi162)l'":Ji,';~02.~:~:;t'~~~i<~ T~;;;::;.~,~;;" BetterPlace Online complaint trackin!! (this will be implemented with new web site) Munis Office Iml1lemehtatJon, . Implement and train on Munis Office New Web Site Design Survey and research changes needed for new web site to be more robust and effective for EMlovernment Create demo of new web site and resent to the C' Commission Obtain Commission authorization to proceed - new web site should be UP and running New Position. Media S~lallst Hire new Media Specialist (Web, Multimedia, and Application Specialist) Geogr;!phic Infonnation Syst~s _ Purchase of WorkStation GIS software for Community Development - Planning Division _ 1 workstation WorkStation U rades Rmsedal2l2OO<f IAASTERITPratocaS~ll)gotoCornmiasicn.. LT. Strategic Plan Status of Projects for FY 2004 Original Projected Due Date Items completed as of this date August 9, 2004 denoted with ., 10/1/2004 12/31/2004 x X ~ ~ Revised Due Date cancelled cancelled Comments Spoke to Munis about this. They do not recommend that we move to Windows, They recommend staying on the platform we are currently on until further notice. We are ok with that for security reasons. 8/20/2004 Can't be done too ex 6/18/2004 WIll have consultant work on this week of June 7-11lh 6/11/2004 found another wa to do this without restructurin!! ips PllIgo 6 of 7 . . ...\-"'. ..~~.+. , . .... 117- Inf'DnnaUr., r cchnology __"'PrtnQ!fLoOIg Project Number Original Projected Due Date Projecl 149-a 149-b Analysis of syslems thai need 10 be upgraded in order 10 move away from Windows 98 atform Purchase of Phase I S 150 150-a 150-b 15CH: 15O-d 15O-e --151 9/30/2003 9/30/2003 9/30/2003 9/30/2003 9/30/2003 418,/2Q(l4 3/31/2004 3/31/2004 3/31/2004 3/31/2004 3/31/2004 1/31/2004 3i3112004 5/1/2004 4/26/2004 152 152-a 152-b 152-c 152-d 153_ 154 155' 156 168 168-a 168-b 169 172 172-a 172-b 173 R....iscd!J2J2004 MASTER IT Prq.dl SpoMdslwfts ID go co Cammiab\.ds I.T. Strategic Plan Status of Projects for FY 2004 Items completed as ofthis date August 9, 2004 denoted with'" Revised Due Date Comments '" '" '" '" '" '" '" '" 6/18/2004 latchllock still nol workin prope" ltechnician called in again Page 7 of 7