Technology Improvement Plan. Department of Information Technology Thomas A. McQuillan CIO February 28, 2015

Transcription

1 Technology Improvement Plan Department of Information Technology Thomas A. McQuillan CIO February 28, 2015

2 Technology Improvement Plan The Technology Improvement Plan (TIP) was adopted in April as part of the Board s Capital Improvement Program (CIP) Funds replacement of major county systems and infrastructure Includes cost of both developing the system and the cost of maintenance 2

3 Age of Major Application Systems System Implementation Year CAD/RMS 1999 E 911 System 1995 Jail Management System 2000 Sheriff Management System 2006 Financial Management System 1999 Human Resource System 1994 Tax Administration System 1998 Institutional Network 2012 Land Use System 1999 Development Services Queuing System 2006 Social Services Management System

4 TIP Investment by Government Sector 1 6% Community Development $4,750,000 34% General Government $26,891,970 58% Human Services $2,171,000 3% Public Safety $45,910,854 1 Based upon FY2016 Proposed Budget and Open Projects Previously Appropriated. 4

5 TIP Funding Sources (Total = $79,723,824) 4% 1% 12% 5% Cable Franchise Fees $2,580,328 Development Fees $400,000 E911 Fund Balance $9,470,000 Fire Levy $4,000,000 General Fund $62,662,496 79% 1 Based upon FY2016 Proposed Budget and Open Projects Previously Appropriated. 5

6 TIP Public Safety Project Description Estimated Cost 1 Expenditures MHz Radio System $22,245,000 $19,514,968 Public Safety Records Management System $10,672,000 $1,993,466 Computer Aided Dispatch System $6,533,000 $1,972,053 E 911 System $2,820,000 $700,171 Microwave Radio Equipment Transmitters $1,000,000 $0 Emergency Dispatch Voice Logging System $850,000 $0 Jail Management System $637,604 $87,604 Upgrades and Improvements Radio UPS Replacements, Radio Service Monitor Replacements, Radio Test Equipment, Radio Subscriber Radio Replacements, Fire Stations Alert Encoder System, Tower Site Acquisition, Radio Generator and HVAC Replacements for Radio Sites $553,250 $314,390 Microwave Multiplexer Equipment $400,000 $0 Sheriff Management System $200,000 $0 Totals $45,910,084 $24,582,652 1 Proposed CIP Plan FY2016 FY Through 1/31/15 6

7 TIP General Government Project Description Estimated Cost 1 Expenditures 2 Financial Management System $10,300,000 $277,541 Human Resource System $5,544,000 $478,847 Disaster Recovery/Business Continuity $3,356,195 $1,342,437 Tax Administration System $2,000,000 $352,876 Institutional Network Equipment $2,850,328 $893,124 Upgrades and Improvements Upgrade, County Site 911 Location Project, Policy Mgmt., Unified Communications, MS Office/Windows Upgrade, etc. $978,447 $821,002 GIS Data Upgrades $863,000 $257,930 Real Estate Assessments $700,000 $572,230 Virtual Desktops Project $300,000 $115,904 Totals $26,891,970 $5,111,891 1 Proposed CIP Plan FY2016 FY Through 1/31/15 7

8 TIP Community Development & Human Services Community Development Project Description Estimated Cost 1 Expenditures 2 Land Use System $4,400,000 $2,359,845 Development Services Queuing System $350,000 $104,737 Totals $4,750,000 $2,464,582 Human Services Project Description Estimated Cost 1 Expenditures 2 Community Services System $975,000 $550,099 Social Services System $796,000 $175,635 Social Services Electronic Document Management System $400,000 $0 Totals $2,171,000 $725,734 1 Proposed CIP Plan FY2016 FY Through 1/31/15 8

9 Links to Previous Presentations & Documents September 23, 2014 Presentation Video: Presentation Document: %20Sept%2017.pdf April 15, 2014 Presentation Video: September 17, 2013 Presentation Video: ml9pw3pp4 April 21, 2013 Presentation Video: XdFxDIE&feature=youtu.be Questions? 9

10 800 MHz Radio System Funded in 2011 & 2012 Budgeted Expenditures $22,245,000 Actual Expenditures through 6/30/14 $17,959,512 Completion Date = 01/31/2017 Allows for dispatching of emergency responders in response to citizen calls for service Provides a dependable, redundant system that is over 99.99% accurate Provides interoperability within the region for emergencies/disasters that cross jurisdictions Provides communication during emergency/disaster events when commercial communications systems go down New system will improve coverage 10

11 800 MHz Radio System What does this system do for first responders? Ensures safety of first responders through dependable radio communications available to them to and from the field at all times Why is the system being replaced now? The original system was approaching the end of the manufacturer s stated support life. Status of project Currently operating on the new system System enhancements continue Constructing infrastructure to a secondary site for continued operations should services be interrupted Working toward establishing another radio tower to improve communications on the eastern end of the County 11

12 Computer Aided Dispatch System & Public Safety Records Management System Incrementally Funded from Budgeted Expenditures $17,205,000 Actual Expenditures through 6/30/14 $ 3,961,080 Completion Date 07/05/2017 The Computer Aided Dispatch System (CAD) facilitates dispatchers to initiate, dispatch and track public safety resources in response to a citizen s call for service The Public Safety Records Management System (RMS) collects, stores and retrieves information regarding public safety incidents for multiple purposes, such as crime analysis, legal proceedings Why is the system being replaced now? The existing system was installed in 1998; the system exceeding industry standards for replacement Status of new system Multiple Modules: Public Safety Personnel, CAD, Fire RMS, Law Enforcement RMS and Crime Analysis Dashboard Modules Public Safety Personnel Module recently implemented 12

13 E-911 System Incrementally Funded in 2011, 2014 with Additional Appropriations Planned in 2016 Budgeted Expenditures $2,820,000 Actual Expenditures through 6/30/14 $ 700,171 Completion date 06/30/2017 The E 911 system provides hardware and software for communications with dispatchers at the public safety answering point. The system also provides the location of the caller in order to initiate services to a caller in the event the caller cannot speak. Why is the system being replaced now? The age of the existing system exceeds industry standards. Status of new system System software and hardware were brought up to supported levels in FY2012 and FY2013, respectively. Staff is developing plans to determine restoration times which will guide future expenditures on systems. Replacement of the system is scheduled for FY

14 Microwave Radio Equipment - Transmitters Appropriations Planned in FY2017 Budgeted Expenditures $1,000,000 Actual Expenditures through 6/30/14 $ 0 Completion date 05/05/2017 Radio transmitters provide highly reliable public safety grade broadband voice and data communications links between the County s radio towers and major County facilities. Why is the system being replaced now? The radio transmitters will be end of life in FY2017. Status of new system Future project scheduled for FY

15 Emergency Dispatch Voice Logging System Funded in 2013 & 2015 Budgeted Expenditures $ 850,000 Actual Expenditures through 6/30/14 $ 0 Completion date 12/31/2015 The voice logging system records citizens calls received by dispatchers in the public safety answering point. Why is the system being replaced now? The age of the existing system exceeds industry standards for replacement. Status of new system Funds for procurement of the new system were recently appropriated with the FY2015 budget. No activity to date on this project; reviewing contracts for potential procurement vehicles to upgrade the existing system 15

16 Jail Management System Funded in 2012 with Additional Appropriations Planned in 2017 Budgeted Expenditures $ 637,604 Actual Expenditures through 6/30/14 $ 87,604 Completion date 6/30/2017 The Jail Management System includes two components the management of booking and digital photos of inmates at intake and release, arrest charges and sentence information, and a new medical records system. The information managed also includes inmate transfers and cell assignment, inmate accounts and work release activity. Why is the system being replaced now? The existing system was upgraded in FY2012 to retain currency of the system. Upgrades to the imaging and visitation modules of the existing system are necessary as these modules are experiencing frequent outages. Status of new system The existing system is operational. Work on the new modules is anticipated to begin in FY2016 with final acceptance expected in FY

17 Upgrades and Improvements Radio Infrastructure Incrementally Funded in Budgeted Expenditures $553,250 Actual Expenditures through 6/30/14 $314,389 Completion date 6/30/2017 What does this system do for the community and county staff? The County s Fire, Rescue, Police, Sheriff, Adult Detention Center, Park Rangers, School Bus Transportation, and Service Authority and the County s citizens (through services provided by all of the listed departments and agencies) rely on the radio system and have benefited from its reliability to dispatch the help that is needed 17

18 Microwave Radio Equipment - Multiplexers Funded in FY2015 Budgeted Expenditures $400,000 Actual Expenditures through 6/30/14 $ 0 Completion date 6/5/2015 Multiplexers are equipment installed on the County s network which is used as a backup system for the County s public safety answering point. Why is the system being replaced now? The multiplexers became end of life in FY2014. Status of new system Multiplexer replacement is anticipated to be completed by the close of the fiscal year. 18

19 Sheriff s Management System Funded in 2013 Budgeted Expenditures $200,000 Actual Expenditures through 6/30/14 $ 0 Completion date 03/31/2015 The Sheriff s Management System logs, tracks and maintains records for service of civil and criminal process. Why is the system being replaced now? The existing system was a custom designed system by staff, which can no longer be supported. Status of new system An amendment was made to the contract under which the new CAD and Public Safety RMS projects are being procured to include a system to also support the Sheriff s Office. The civil and criminal process modules are complete; design of the transportation module is outstanding. 19

20 Financial Management System Funded in 2012 & 2014 Budgeted Expenditures $10,300,000 Actual Expenditures through 6/30/14 $ 246,155 Completion date 06/30/2017 The Financial Management System provides services for financial, procurement and budgetary control and reporting. Why is the system being replaced now? The existing system has been in use 15 years and exceeds industry standards for replacement. Status of new system A contract is in place for purchase of a new system System will be implemented in modules beginning in FY

21 Financial Management System - Background & Project Tasks The Performance financial management system has been used by the County since 1999 (Y2K) The Performance support vendor has informed us that no new functionality or technology upgrades are being supported Replace the current Performance financial management system with an Enterprise Resource Planning (ERP) system Procure a web based system that uses a common database with future enhancement capability Includes core modules for budgeting, accounting, procurement, capital assets, grants, accounts payable, accounts receivable, etc. More robust on demand reporting and analysis capabilities Funding has already been approved by the BOCS in the TIP/CIP and appropriated in the FY14 Adopted Budget Conducted County wide functional focus group sessions to identify financial, technical and functional requirements Completed the RFP, Vendor Response Review, On Site Demonstrations, Site Visits, Contract Negotiations and Signing 21

22 Financial Management System Project Timeline 22

23 Financial Management System Project Timeline The following is the high level project timeline. A detailed project schedule will be established at the start of the project. The project has been divided into three (3) phases Phase 1 will include the Financials, Procurement, Asset Management, Project/Grants, and Reporting Capability (Oracle Business Intelligence (OBIEE)) Phase 2 will include the Public Sector Planning & Budgeting Phase 3 will include the Advanced Procurement modules Sourcing and Procurement Contracts The phases are depicted in the graphic below: 23

24 Financial Management System - Risk Matrix Comparison Cloud vs. On- Premise Solution Security Staffing Cost Disaster Recovery Scalability Internet (catastrophic event) Audit verification Cloud On Premise 24

25 Financial Management System Expected Benefits More timely access to financial information Citizens, BOCS and County staff Less staff data processing; more staff data analysis Increased functionality: o Utilize Current Technology o Enhanced Reporting o Future Web Portal / Enhanced Self Service Capabilities o Accounts Receivable o e Procurement 25

26 Human Resource System Funded in FY2011 Budgeted Expenditures $5,544,000 Actual Expenditures through 6/30/14 $ 478,847 Completion date 6/30/2021 The Human Resource System manages and controls personnel and payroll information and processing for the County. Why is the system being replaced now? The system was implemented in 1999 and upgraded in FY2012; the system age exceeds industry standards for replacement. Status of new system System was upgraded in FY2011 System replacement is not currently funded. The FY2016 Proposed CIP includes $5,000,000 in FY2021 for replacement of the existing system. 26

27 Disaster Recovery/Business Continuity Incrementally Funded in 2012 and 2015 with Additional Appropriations Planned in 2016 Budgeted Expenditures $3,356,195 Actual Expenditures through 6/30/14 $1,346,597 Completion date 06/30/2016 What does this system do for the community? The Disaster Recovery project provides infrastructure and systems to replicate operations in a secondary data center to be able to restore operations in the event services become unavailable at the primary data center. Citizens will benefit from restoration of services across the County. Why did we decide to perform this project? Disaster Recovery is being pursued since the CIO, with support of the BOCS via budget approvals supporting the initiative, has deemed it prudent to proactively take measures to ensure services can be restored in a timely basis in the event of an outage at the primary data center. Status of new system The secondary data center has been constructed and infrastructure has been connected for replicating data. Staff is finalizing plans to determine restoration times with County agencies which will guide future expenditures on systems. 27

28 Tax Administration System Funded in 2011 Budgeted Expenditures $2,000,000 Actual Expenditures through 6/30/14 $ 26 Completion date 06/30/2016 The tax administration system manages the billing and collection of taxes for the County. Why is the system being replaced now? The existing system was implemented in 1999 and exceeds industry standards for system replacement. Status of new system A contract is in place for purchase of a new system. An amendment to the contract was made to fund and document customization work Implementation is in process and anticipated to go live in Spring

29 Institutional Network Equipment Funded Annually via Cable Franchise Fees Budgeted Expenditures $2,850,328 Actual Expenditures through 6/30/14 $ 893,124 Completion date None 1 The PWC Institutional Network (INET) is a private network over which County government agencies transact business. Why is the system being replaced now? The INET project receives $175,000 annually for replacement of equipment on the network. Status of new system Awaiting delivery of equipment for expanding capacity between the two data centers, which was ordered in December The funds accumulate from the fee included on the monthly cable TV bills and are used for replacement of equipment when needed. This revenue is restricted by the franchise agreement to be used only for I NET and cable equipment purchases. This will be a recurring need into the foreseeable future as the equipment approaches the end of its useful life. 29

30 Upgrades and Improvements General Government Incrementally Funded in Budgeted Expenditures $978,447 Actual Expenditures through 6/30/14 $821,002 Completion date 6/30/2017 What does this system do for the community and county staff? Upgrades and Improvements for General Government include upgrades, County Site 911 Location Project, Policy Management, Unified Communications and MS Office/Windows Upgrade. Versions of the and MS Office/Windows systems being used by the County were end of life and neglecting to upgrade could expose County data to potential breaches. The County Site 911 Location Project returned a physical location to emergency dispatchers for a call placed from the County telecommunication system, thereby expediting emergency services for citizens and staff should an emergency arise. Policy Management and Unified Communications will increase staff efficiency. 30

31 GIS Data Upgrades Funded incrementally FY2012 FY2015 with Additional Appropriations Planned in FY2016, FY2018 and FY2020 Budgeted Expenditures $863,000 Actual Expenditures through 6/30/14 $257,930 Completion date None 1 GIS is an automated mapping system which stores a multitude of data used by County citizens and County departments for a variety of functions, including public safety, tax administration, etc. Why is the system being replaced now? Data upgrades are pursued every two years to keep land details current. Status of new system Land covers data has been received. Awaiting delivery of updated contour data. Pictometry expected to fly for new images by Mid March 1 The GIS data is updated on continuously as development and changes to the County s land features occur. This is anticipated to continue indefinitely. 31

32 Real Estate Assessments System Funded in 2010 Budgeted Expenditures $700,000 Actual Expenditures through 6/30/14 $572,231 Completion date September 2013 The system manages mass appraisal of property information for tax assessments. Why is the system being replaced now? The former system was not supported after July Status of new system The new system became operational in September Additional customizations/enhancements are necessary; project managers are working on finalizing those items. 32

33 Virtual Desktops Project Funded FY2013 Budgeted Expenditures $300,000 Actual Expenditures through 6/30/14 $115,904 Completion date 06/30/2016 Virtual Desktops will allow County staff and contractors to work from any location provided that they have access to a device and internet connections. This will allow for staff to be able to work when conditions make traveling to the work site problematic. This system will also have County data stored on servers versus devices, thus increasing the ability to backup and restore such data. Why is this project being performed now? To improve employee productivity. To secure corporate data. To allow for flexible work locations. Status of new system Methodology and deployment strategies are being reviewed. 33

34 Land Use System Funded in FY2011 Budgeted Expenditures $4,400,000 Actual Expenditures through 6/30/14 $1,851,664 Completion date 11/15/2015 The Land Use Management System manages Land and Building development and code enforcement for the County. Why is the system being replaced now? The existing system was implemented in 1999 and upgraded in 2010; the system exceeds industry standards for system replacement. Status of new system The new system (Phase I) was implemented on November 12, Electronic Plan Review (Phase II) is expected to be implemented in Fall Enhancements and customizations (Phase III) are expected to begin in FY2016 and to continue through FY

35 Development Services Queuing System Funded in FY2012 Budgeted Expenditures $350,000 Actual Expenditures through 6/30/14 $104,737 Completion date Fall 2013 The Development Services Queuing System routes customers through the development services processes. Why is the system being replaced now? The existing system was implemented in 2006 and was upgraded to maintain support and implement customizations. Status of new system The new system was implemented in Fall 2013; the project may be ready to close at year end. 35

36 Community Services System Funded in FY2013 Budgeted Expenditures $975,000 Actual Expenditures through 6/30/14 $550,099 Implementation date Dec 2014 The Community Services Information Management System provides electronic health records and reporting for citizens receiving services from the department of community services. Why is the system being replaced now? The existing system exceeds industry standards for system replacement. Status of new system The new system is a cloud solution, which was implemented in December of Additional functionality/modules are still being developed. 36

37 Social Services System Funded in FY2014 Budgeted Expenditures $796,000 Actual Expenditures through 6/30/14 $109,522 Completion date 06/30/2015 The Information Management System for the Department of Social Services tracks and maintains case records for citizens receiving services. Why is the system being upgraded now? The comprehensive services act enacted by the Virginia General Assembly mandates that financial management of cases of high risk and special needs children. A system upgrade was necessary to meet this mandate. Status of new system Work continues on this project with an expected completion date of June

38 Social Services Electronic Document Management System Funded in FY2015 Budgeted Expenditures $400,000 Actual Expenditures through 6/30/14 $ 0 Completion date 12/31/2016 The electronic document management system for the Department of Social Services stores and maintains client records and documents. Why did we decide to perform this project? The system is being pursued to reduce paper storage, improve efficiencies and reduce errors. Status of new system Project planning and meetings with DSS and DoIT staff have commenced to gather requirements. 38