2015/2016 Organizational Chart. Effective 7/1/2015 Budgeted 23 FTE Positions Budgeted 1 Part-Time Position. Dennis Vlasich

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1 2015/2016 Organizational Chart Effective 7/1/2015 ed 23 FTE Positions ed 1 Part-Time Position Dennis Vlasich Information Technology Manager (1) Senior Administrative Aide (1) Business Systems Analyst II (3) Database Administrator (1) GIS Administrator (1) GIS Analyst (1) GIS Technician (1) IT Application Progammer/Developer (1) IT Senior Technician (1) IT Support Supervisor (1) IT Technician I (2) IT Technician II (1) Network/Security Administrator (1) Public Safety Systems Specialist (1) Senior Business Analyst (2) Software Development Supervisor (1) Systems Administrator (1) Systems/Network Specialist (1)

2 Information Technology Fiscal Year Overview The Department s mission is to provide superior service to city staff, enabling them to meet or exceed citizen expectations and reduce costs through the effective integration of technology and efficient business processes. Goals & Performance Measures Department Goals City Council Goal Provide a high level of service and communicate with staff and vendors in a timely and accurate manner Data will be collected and managed as an asset, validated to ensure its accuracy, and protected from unauthorized access and use Information assets will be readily accessible, when needed, to those authorized to view and/or use them Staff will be efficient and effective in the use of all appropriate technology systems City technology acquisitions will optimize the coordination of data exchange between systems in all departments and adhere to standards of connectivity, compatibility, and support The City will preserve the integrity of all information assets and remain prepared at all times to transfer the operation of mission-critical systems to alternate computer systems in the event of disaster The data assets managed and maintained by the city s computer systems will be organized and presented in a manner that provides appropriate business analytics and useful information from which business decisions can be made All aspects of operations will be subject to review and governance to ensure alignment with statutory compliance and the city s mission As a government agency, supported by public funds, it is our fiduciary responsibility to ensure that our technology resources are shared wherever possible (either as provider or user) with other public agencies such as school districts, county, state and federal organizations Page 229 of 454

3 Goals & Performance Measures - continued Information Technology Fiscal Year Actual Estimated Target Department Performance Measures Goal To consistently provide a high quality of service to staff: Customer satisfaction rating of satisfied or very satisfied 99% 99% 99% 1 To improve staff efficiency through training: Provide 80 hours of in-service training for application and desktop systems 100% 100% 100% 4 To be responsive to the technology needs of staff: Percent of requests resolved within defined service level agreements 95% 95% 95% 1 Accomplishments High Availability SAN - With over 40 terabytes of data (including 300 databases), almost 1000 users depend on the availability of our disk storage system, some 24/7. This year we implemented a redundant Storage Area Network (SAN) system that replicates up to 60TB of data in our two data centers, one located in the PD facility and the other in the Lewis Library building. This means that if one system crashes or has problems, the other automatically and instantly takes over with no loss of data or operational up-time. Public Records Website - Initially created in anticipation of the WalMart projects that would create a huge volume of public records requests, we created a system whereby public information (including s) is immediately processed and redacted through legal and the City Clerk and then posted on the city s website for public access. Though the WalMart project is not active at this point, the capability remains for any high-visibility project that the city may wish to present to the public. Water Bill Scanning - Using tools from our Laserfiche suite of products, we were able to automate a manual process of transferring information from dozens of water bills each month directly into our financial system, saving hours of staff time. The same technology was also used with PD timesheets that not only saved time, but paper and toner as well (over 600 pages per month. Web Maps - Using the newest technologies available from our GIS vendor, ESRI, the maps on our website are now interactive with a wealth of information available to citizens include city services, elected officials, Get Directions, and zoning information. Electronic Agenda/Minutes/Voting - Our paperless automated agenda system expanded to an integrated voting system that embeds the votes cast during Council meetings directly into the Minutes. All is tied together with the streaming (live) video of the meeting and archived so that agendas, minutes, and videos are available to citizens online within 24 hours of the meetings. Page 230 of 454

4 Information Technology Fiscal Year Accomplishments - continued Electronic Signatures - After months of research and testing we have signed a pilot test agreement with SeamlessDocs for an electronic signature/forms system that will be used to streamline our contract processing from weeks down to hours. Along with a new E-signature Policy, city contracts (over 200 each year) will be signed electronically and conform to state and federal (UETA) laws. Senior Transportation System - A sophisticated GIS-based routing system was developed for scheduling transportation for our seniors to and from our community centers. Applicant Tracking System Selection - Months of research and analysis has led to the selection of an online Applicant Tracking system from NeoGov. It will be implemented in the fall of and make it easier for applicants to apply and staff to process. Pentamation System Upgrade - The city s enterprise financial/hr/payroll sytem, Sungard Pentamation Finance-PLUS will be upgraded to the latest version, now entirely web based in time for the beginning of the fiscal year. A key change to the system is the way in which attachments such as POs, quotes, invoices, etc. are handled, which will put them into Laserfiche for easier access and application of the city s Records Retention policies. Page 231 of 454

5 Festival of Winter Festival of Winter Held in the month of December, the Festival of Winter offers activities and entertainment for the whole family. Snow is trucked in for sledding or tubing. Page 232 of 454

6 Departmental Summary 2011/ / / / /2016 % Change From Fund Division Actual Actual Actual Current New Prior Year INFORMATION TECHNOLOGY 101 GENERAL FUND IT ADMINISTRATION 331, , , , , % 101 GENERAL FUND APPLICATIONS 981, , ,456 1,087,750 1,108, % 101 GENERAL FUND OPERATIONS 1,104,770 1,132,113 1,280,610 1,335,323 1,352, % TOTAL GENERAL FUND 2,417,834 2,376,792 2,571,222 2,769,190 2,815, % 102 CITY TECHNOLOGY IT ADMINISTRATION % 102 CITY TECHNOLOGY APPLICATIONS 747, , , , , % 102 CITY TECHNOLOGY OPERATIONS 1,164,967 1,408,474 1,448,895 1,753,563 1,183, % 103 FACILITY MAINTENANCE OPERATIONS 534, , , , , % 701 SEWER MAINT & OPERATIONS IT ADMINISTRATION 202, , , , , % TOTAL OTHER FUNDS 2,650,594 2,967,390 2,980,223 3,552,496 2,990, % TOTAL INFORMATION TECHNOLOGY 5,068,428 5,344,182 5,551,445 6,321,686 5,805, % Total ed Full-Time Positions % Total ed Part-Time Positions % Page 233 of 454

7 Fund Title: GENERAL FUND Division: IT ADMINISTRATION Fund Number: 101 To provide high quality, reliable, and cost effective technology resources and services that will assist all City departments in achieving their respective missions. To operate in accordance with the City`s Technology Master Plan To facilitate and expedite the technology decision making process To recruit and retain the best and brightest technical talent and enable them to stay current with changes and improvements in technology To ensure that appropriate technologies are applied to make City employees more productive and efficient To create and integrate policies, proceses and procedures related to the use of computer systems and other technologies in all departments PERSONNEL SERVICES $300,122 $289,040 $314,396 $314,677 $322, % OPERATING COSTS $16,516 ($2,770) $16,449 $9,860 $9, % CONTRACTUAL SERVICES $0 $0 $0 $0 $ % INTERNAL SERVICE CHARGES $14,730 $14,780 $18,310 $21,580 $22, % Total Expenditures $331,368 $301,050 $349,155 $346,117 $354, % Annual Percentage Change % % % 2.40 % ed Staffing Level (FTEs) ed Staffing Level (PT FTEs) Page 234 of 454

8 Fund Title: GENERAL FUND Division: APPLICATIONS Fund Number: 101 To provide and support the city`s applications through business analysis and integration. To follow the department`s software development standards and industry best practices To assist and expedite technology decision-making To provide reliable access to enterprise-wide information systems To analyze current business practices and optimize and improve processes and procedures through the use of technology integration where and when appropriate To implement standards in a meaningful way to promote efficiency, improve documentation, and enable high-quality support services To provide high-quality project management services for new technology projects To provide guidance and leadership in the integration of business process and technology systems To build and maintain enterprise Geographic Information Systems as well as quality standards for GIS data within the city To providie analytics on our information assets to help management with policies and decision-making To stay within budget PERSONNEL SERVICES $953,096 $921,239 $911,483 $1,056,150 $1,073, % OPERATING COSTS $0 $20 $43 $0 $ % CONTRACTUAL SERVICES $0 $0 $0 $0 $ % INTERNAL SERVICE CHARGES $28,600 $22,370 $29,930 $31,600 $34, % Total Expenditures $981,696 $943,629 $941,456 $1,087,750 $1,108, % Annual Percentage Change % % % 1.87 % ed Staffing Level (FTEs) ed Staffing Level (PT FTEs) Page 235 of 454

9 Fund Title: GENERAL FUND Division: OPERATIONS Fund Number: 101 To provide highly trained and efficient staff to support the city`s technology infrastructure, telecommunications, and security systems and provide quality support services to city staff. To assist and expedite technology decision-making To provide high-quality project management services for infrastructure projects To implement standards that promote efficiency, improve documentation, and maintain high-quality support services To use technology to secure and protect the city`s facilities, staff, and information assets To stay current with the technologies that will help the city operate more efficiently To improve staff productivity through the effective use of technology To improve staff productivity through the use of best practices such as ITIL and IT Service Management (ITSM) To hold staff accountable for meeting performance standards To stay within budget PERSONNEL SERVICES $1,083,170 $1,106,863 $1,242,650 $1,295,093 $1,311, % OPERATING COSTS $0 $0 $0 $0 $ % CONTRACTUAL SERVICES $0 $0 $0 $0 $ % INTERNAL SERVICE CHARGES $21,600 $25,250 $37,960 $40,230 $41, % Total Expenditures $1,104,770 $1,132,113 $1,280,610 $1,335,323 $1,352, % Annual Percentage Change 2.47 % % 4.27 % 1.31 % ed Staffing Level (FTEs) ed Staffing Level (PT FTEs) Page 236 of 454

10 Fund Title: CITY TECHNOLOGY Division: APPLICATIONS Fund Number: 102 To provide project management, maintenance, integration, and support for the city`s information technology software applications, including long- and short-term planning to ensure efficient business practices. To work with departments to review their business processes to promote the efficient and effective use of software systems. To provide reliable access to enterprise-wide applications To provide high-quality technical support for enterprise-wide applications To engage department users in the integration, implementation, and documentation of sound business practices related to enterprise-wide applications To ensure that all employees are adequately trained to use their specific departmental applications To effectively manage software implementation and change projects to ensure they are appropriate to the business needs and priorities of the city and that they are delivered on time and within budget PERSONNEL SERVICES $0 $0 $0 $0 $ % OPERATING COSTS $677,386 $784,388 $713,337 $797,481 $863, % CONTRACTUAL SERVICES $69,695 $58,330 $102,509 $85,300 $56, % Total Expenditures $747,081 $842,718 $815,846 $882,781 $920, % Annual Percentage Change % % 8.20 % 4.22 % Page 237 of 454

11 Fund Title: CITY TECHNOLOGY Division: OPERATIONS Fund Number: 102 To provide a stable, reliable, and secure IT infrastructure; provide productivity training for city employees; and provide high-quality support services that enable city employees to be efficient and effective. To ensure the stability and security of the city`s network and database infrastructure through the use of hardware and software monitoring and reporting To integrate IT security systems with physical security systems (intrusion detection and entry systems) To maintain database integrity and security for all IT systems To improve energy efficiency through the use of technologies such as blade servers and server virtualization To provide a consistent level of high-quality technical support to city employees through the use of best practices such as ITIL and IT Service Management (ITSM) To improve employee productivity through technology training that helps them use their technology more efficiently and effectively To stay within budget PERSONNEL SERVICES $17,297 $18,154 $0 $0 $ % OPERATING COSTS $1,082,404 $871,150 $1,066,105 $853,599 $645, % CONTRACTUAL SERVICES $14,095 $2,265 $18,125 $36,300 $38, % CAPITAL EXPENDITURES $51,171 $516,905 $364,665 $863,664 $499, % Total Expenditures $1,164,967 $1,408,474 $1,448,895 $1,753,563 $1,183, % Annual Percentage Change % 2.87 % % % ed Staffing Level (FTEs) Page 238 of 454

12 Fund Title: FACILITY MAINTENANCE Division: OPERATIONS Fund Number: 103 To install, monitor, secure, and maintain telecommunication services including voice (telephone), data, video, and wireless services. To stay current on and evaluate new telecommunications technologies so the city can take advantage of advances in the field at the appropriate time To monitor, maintain, and secure the City`s voice, data, video, and wireless infrastructure to provide high availability of services and reduce costs To continue to expand the City`s network infrastructure to additional facilities and upgrade existing facilities as needed To improve and increase the use of video technologies where appropriate To improve and increase the use of wireless technologies where appropriate To stay within budget PERSONNEL SERVICES $0 $0 $0 $0 $ % OPERATING COSTS $440,942 $476,656 $472,426 $519,000 $555, % CONTRACTUAL SERVICES $33,653 $33,957 $26,142 $44,000 $47, % CAPITAL EXPENDITURES $60,235 $0 $0 $121,921 $50, % Total Expenditures $534,830 $510,614 $498,567 $684,921 $653, % Annual Percentage Change % % % % Page 239 of 454

13 Fund Title: SEWER MAINT & OPERATIONS Division: IT ADMINISTRATION Fund Number: 701 To provide information and support resources that assist in the creation of new sewer services and maintain existing sewer assets throughout the City. To validate the asset data against the billings To provide visual geographic information for locating sewer assets To support the applications that track work done on both new sewer projects and maintenance of existing sewer assets PERSONNEL SERVICES $193,154 $195,244 $201,804 $215,421 $218, % OPERATING COSTS $0 $0 $0 $0 $ % CONTRACTUAL SERVICES $0 $0 $0 $0 $ % INTERNAL SERVICE CHARGES $9,820 $10,340 $15,110 $15,810 $14, % Total Expenditures $202,974 $205,584 $216,914 $231,231 $233, % Annual Percentage Change 1.29 % 5.51 % 6.60 % 0.81 % ed Staffing Level (FTEs) Page 240 of 454