Adopted Budget Personnel Services $ 994,440 $ 846,322 $ 1,157,260 $ 901,485 Materials & Services 710, ,850 1,153,653 1,528,524

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1 Information Technology Program Description Fund 10 Directorate 02 Division 70 Department 215 The Information Technology (IT) Department is responsible for supporting the District's computing infrastructure, including the Local Area Network, Wide Area Network, and Wireless Local Area Network. IT manages the District s servers and file systems, network infrastructure equipment, VoIP switches and phones, Internet access, databases, and resources. IT supports approximately 600 computing devices District-wide. The department maintains proper licensing and maintenance contracts for District owned software and hardware. The Information Technology Department partners with all divisions to evaluate technology needs and determine the best solutions to meet immediate needs, as well as the District s long-term needs. IT provides support for District owned technology via the IT Service Desk. IT also provides 24x7 technical support for Integrated Operations through an after-hours on-call rotation. Limited external fire district service contracts have also been provided to two fire departments since Summary Expenditures Adopted Personnel Services $ 994,440 $ 846,322 $ 1,157,260 $ 901,485 Materials & Services 710, ,850 1,153,653 1,528,524 Total Expenditure $ 1,705,368 $ 1,559,172 $ 2,310,913 $ 2,430,009 Personnel Summary Position IT Manager Senior Systems Administrator Senior Database Administrator IT Network Engineer Systems Administrator-II Systems Administrator-I Service Desk Specialist Total Full-Time Equivalents (FTE)

2 Significant Changes The decrease in Personnel Services is due to the elimination of the IT Manager position. The increase in Materials and Services is largely due to increases in accounts 5340 and The budget in 5330 includes $25,600 for Toughbooks in response Cars utilized as MDCs; $37,500 tablet replacements for Deputy Fire Marshal and Inspectors; Zero Client desktop replacements for $4,500; computer monitor replacements for $18,000; conference room phones for $10,000; ipad replacements for $13,140 and additional ipads for $7,000; MacMinis for $10,000; and other small equipment purchases. Account 5340 is expanded to include all hosted software solutions and annual subscription costs for software, and includes $119,822 for Munis annual maintenance and support, $100,000 for annual OnSceneRMS maintenance, as well as an additional $76,000 for integrated talent management software, $74,900 for Microsoft Office 365 Suite upgrade, $64,000 for GIS annual software fee, $46,000 for the District s learning management cloud-based system solution, $40,000 for a cloud based project management tool, and the annual maintenance costs for all programs. Amounts in account 5368 relate to annual maintenance costs for hardware, telephone systems, District television, firewall maintenance and includes maintenance costs for new security and shared storage hardware. Account 5347 Cable Access, includes the broadband internet connections throughout the District. Status of Service Measures Participate as an active partner in project management, planning, and implementation to support District-wide business technology solutions. Service Type(s): VI/1 and 2; VII Management Completed technology projects. Implemented a solution to encrypt sent to external recipients containing Protected Health Information and sensitive financial information. Partnered with the Fire Marshal s office to replace the current tablets. Deploying iphones and ipads to front line apparatus. Exploring ways to automate apparatus checks and inventory. Forecast IT expenditures and meet budgetary expectations. VI/E; VII/E and 3 Service Type(s): Essential Provide Finance with a 15-year capital spending plan to meet District technology requests. Complete Pursue opportunities and proactively engage with partner agencies to support and encourage efforts in the area of technology integration, support, and delivery. Goal(s)/Calls for Action: Service Type(s): VI/1 Essential The creation of new and renewals of existing technology intergovernmental agreements. Other tasks and projects with partner agencies will also be cataloged. Intergovernmental Agreements Provide service desk support for Canby Fire Department. Provide MobileCom access for Forest Grove and Banks fire departments. Performed research and systems design of the server and storage hardware solution for the new Tiburon Command CAD at WCCCA. 170

3 Status of Change Strategies Expand desktop virtualization Multi-year plan to migrate users from existing physical desktops to a virtual environment. The conversion strategy is expected to affect 80-90% of District users. Impact: Duration: Description: Partner(s): III; VI/1 and 2; VII Cost savings through lower energy consumption and longer lifespan for desktops as well as lower support and management overhead. Year 1 of 3 (phased migration) Expanded VMware View licenses, Zero client purchases to replace station computers, monitor refresh, and View server hardware purchase. District-wide Replaced legacy desktop hardware with all-in-one virtual desktop technology in all fire stations. Converted users of SSL-VPN remote access to virtual technology. Evaluate opportunities for IT to provide an external service delivery model to support regional agencies. Develop an enterprise service delivery model to accommodate technology needs over extended geographical locations. Impact: Duration: Description: Partner(s): VI/1 Resource neutral Year 1 of TBD Ongoing intergovernmental agreement with Canby Fire to provide IT support and two-year IGA with Forest Grove Fire & Rescue to provide MobileCom application services. Fire Chief s Office A service delivery model has been established. This change strategy will not be carried forward as the model has been integrated into daily operations. Develop document management roadmap Work with the Records Management Specialist to determine the appropriate technology to address deficiencies in the management of specific electronic records. This is likely to include , SharePoint, and network file shares. Impact: Duration: Description: Partner(s): VI/1 Based on the plan developed, this could include additional Microsoft licensing. Year 1 of TBD Increase Fire Chief s Office Implemented SSL encryption and ViaWorks, an electronic search and discovery tool. Worked closely with the Records Analyst to implement records retention and electronic media policies. 171

4 Additional Accomplishments Implemented new technology for encrypting internal web traffic to improve security. Installed new servers to increase performance of virtual desktops. Implemented a mobile device passcode policy. Received a $90,000 grant. Service Measures Service Measure Projected Estimated Service Desk work orders 1, Business hours 1, Non-business hours First Call Resolutions After-hours emergency alerts Systems uptime target ¹ 99.95% 99.98% 99.98% 99.98% 99.99% Network services % 99.93% 99.99% 99.99% File and logon services % 100% 99.99% 99.99% Critical applications ² % 99.98% 99.99% 99.99% Technology Inventory (total) Desktops in service Virtual desktops in service Laptops in service Tablets in service ipads in service Servers in production Network switches Printers in service Total shared data size (TB) Offsite data protection (TB) Total database size (TB) Uptime target measures only unplanned outages for services 2 Critical application for this measure are Munis, OnSceneRMS, TeleStaff, and SharePoint 3 Includes traditional desktops and zero client deployments Participate as an active partner in project management, planning, and implementation to support District-wide business technology solutions. VI/1 and 2 Service Type(s): Management Completed technology projects. 172

5 Service Measures, continued Forecast IT expenditures and meet budgetary expectations. Service Type(s): VII/3 Essential Provide Finance with a 15-year capital spending plan to meet District technology requests. Pursue opportunities and proactively engage with partner agencies to support and encourage efforts in the area of technology integration, support, and delivery. Goal(s)/Calls for Action: Service Type(s): VI/1 Discretionary The creation of new and renewal of existing technology intergovernmental agreements. Other tasks and projects with partner agencies will also be cataloged. Change Strategies Develop document management roadmap Work with the Records Management Specialist to determine the appropriate technology to address deficiencies in the management of specific electronic records. This is likely to include , SharePoint, and network file shares. VI/1 and 2 Impact: Resource Neutral Duration: Year 2 of 2 Description: Not applicable Partner(s): Fire Chief s Office Replace shared storage solution Shared storage supports the majority of the District s technology solutions. The network infrastructure and shared storage together create the foundation on which all of the District s technology is built. The request covers the hardware, professional services, and five years of support and maintenance. Considering data growth from the previous two to three years, storage expansion is anticipated in the fifth year. The expected lifecycle of the solution is estimated to be eight to nine years. III; VI/1; VII Impact: Increase Duration: Year 1 of 1 Description: Shared storage replacement project including hardware, professional services and five subsequent years of support and maintenance Partner(s): District-wide Evaluate a solution to provide an additional level of security for network passwords. III; VI/1; VII Impact: Increase Duration: Year 1 of 1 Description: Placeholder to evaluate a security solution to provide an additional level of security for network passwords. Partner(s): District-wide 173

6 Change Strategies, continued Evaluate the future of District productivity tools Microsoft Office is the primary productivity suite used by the District. Explore options for a subscription-based model and web-based solutions to determine the best solution to move the District forward. Further research and discussion is necessary to determine the best solution for District productivity tools. VI/1 and 2; VII Impact: Increase Duration: Year 1 of 1 Description: Microsoft Office Suite upgrade Partner(s): District-wide Procure and implement an electronic Patient Care Reporting (epcr) system. Patient Care Records enhance care by keeping track of historical information and current data about the patient. These records also can help to identify trends, system weaknesses/redundancies and serve as a data reservoir to advance the science of emergency medical services. Additionally, accurate record keeping is required and provides liability protection for the provider and agency. Our ability to ensure each of those outcomes would be greatly enhanced through the use of an integrated and comprehensive epcr management system, rather than one that is paper-based. Unlike printed patient charts, electronic data can be accessed and analyzed more quickly and accurately by multiple authorized parties. This can speed up decision-making in patient care, while making it more accurate. I/2, VI/1 and 2 Impact: Increase required Duration: Year 1 of 1 Description: Placeholder to develop in-field patient care mobile platform to interface with First Onscene. Evaluate and implement if appropriate. Partner(s): EMS, Training, Integrated Operations 174

7 Revised Proposed Approved Adopted General Fund 5002 Salaries & Wages Nonunion $ 588,256 $ 482,758 $ 657,815 $ 540,416 $ 540,416 $ 540, Vacation Taken Nonunion 64,710 29,559 50,606 41,575 41,575 41, Sick Taken Nonunion 20,259 26,159 10,125 8,318 8,318 8, Personal Leave Taken Nonunion 4,014 1,895 4,341 3,568 3,568 3, Comp Taken Nonunion 1, Vacation Sold 17,377 14,276 14,276 14, Vacation Sold at Retirement 3, Comp Time Sold Nonunion Deferred Comp Match Nonunion 23,822 22,988 36,147 29,696 29,696 29, Temporary Services-Backfill 36, Overtime Nonunion 1, ,000 1,100 1,100 1, PERS Taxes 103,054 87, ,093 89,736 89,736 89, FICA/MEDI 50,492 40,320 59,829 46,841 46,841 46, Worker's Comp 10,561 9,105 14,076 11,555 11,555 11, TriMet/Wilsonville Tax 4,678 3,789 5,742 4,651 4,651 4, OR Worker's Benefit Fund Tax Medical Ins Nonunion 93,065 77, ,008 84,185 84,185 84, Post Retire Ins Nonunion 7,779 5,550 7,200 6,300 6,300 6, Dental Ins Nonunion 11,110 9,025 12,488 7,970 7,970 7, Life/Disability Insurance 6,480 5,075 9,404 7,930 7,930 7, Uniform Allowance Vehicle/Cell Allowance 2,350 3,000 3,600 3,000 3,000 3,000 Total Personnel Services 994, ,322 1,157, , , , Office Supplies Special Department Supplies 2,869 3,351 6,960 18,700 18,700 18, Training Supplies Noncapital Furniture & Equip 26,779 8, , , , , Software Licenses/Upgrade/Host 33, , , , , , Apparatus Fuel/Lubricants M&R Office Equip 2,838 2, M&R Computer & Network Hdwe 380, , , , , , Other Professional Services 36,883 19,709 12,000 22,180 22,180 22, Cable Access 221, , , , , , External Training 5,581 5,500 7,995 7,995 7, Travel and Per Diem 132 1, Dues & Subscriptions Misc Business Exp Total Materials & Services 710, ,850 1,153,653 1,528,524 1,528,524 1,528,524 Total General Fund $ 1,705,368 $ 1,559,172 $ 2,310,913 $ 2,430,009 $ 2,430,009 $ 2,430,

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