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Information Services Fiscal Year 2023 Budget Presentation Copyrighted March 23, 2022 City of Dubuque Public Hearings # 2. Special Meeting ITEM TITLE: Information Services Fiscal Year2023 Budget Presentation SUMMARY: SUGGESTED DISPOSITION: ATTACHMENTS: Description Type Information Services Policy Budget Book Supporting Documentation Presentation_Uploaded 3.23.22 Supporting Documentation Information Services -1- This page intentionally left blank. -2- INFORMATION SERVICES DEPARTMENT % Change From FY FY 2021 FY 2022 FY 2023 2022 Budget Highlights Actual Budget Requested Budget Expenses Employee Expense 862,856 929,785 1,233,932 32.7 % Supplies and Services 758,298 672,877 715,044 6.3 % Machinery and Equipment 95,558 65,832 101,890 54.8 % Total 1,716,712 1,668,494 2,050,866 22.9 % Resources Operating Revenue 621,083 618,844 612,807 (1.0)% Total 621,083 618,844 612,807 (1.0)% Property Tax Support 1,095,629 1,049,650 1,438,059 388,409 Percent Increase (Decrease) 37.0 % Personnel -Authorized FTE 9.00 9.00 12.00 Improvement Package Summary 1 of 9 This improvement request is for Office365 Backup using Veeam which is the same back-up and recovery tool used for backing up on-premise data. Microsoft Office 365 has enabled working anywhere, anytime, without the need to host email, files and SharePoint infrastructure. Even though Microsoft hosts the infrastructure, this doesn't replace the responsibility to backup business-critical Office 365 data Customer data is not Microsoft's responsibility according to their Shared Responsibility Model. The data generated in Office 365 is the responsibility of the customer and needs to be protected by that customer. The proposed solution for Veeam backup for Office365 would provide installation, initial configuration and training for a solution to backup documents and data stored in Teams, OneDrive, Sharepoint, and Outlook to the cloud. This improvement item is in support of the City Council goal of a Financially Responsible, High- Performance City Organization: Sustainable, Equitable, and Effective Service Delivery also providing support for the top priority of the Council's policy agenda - City Information & Network Security. Related Cost: $18,000 Tax Funds Recurring Recommend -Yes Property Tax Impact: $0.0071 0.07 % Activity: Information Services 2 of 9 This improvement request is for Azure Premium 1 Service for 1000 users. This would move Active Directory to the cloud, and provide the ability for MultifactorAuthentication (MFA) for DLEC users as well as improved security. The City's user identity and access management service is called Active Directory or AD. Azure Premium is not Active Directory in the cloud. Although identity management systems is a key component, Azure Premium 1 provides features such as (1) single sign-on for an unlimited amount of apps and unlimited users for those apps, (2) B2B collaboration capabilities—which allows access to guest users outside of the organization collaborative abilities, (3) gives self-service password change capabilities to users, provides a synchronization servervice for Windows ServerAD (or other on-premise AD) and Azure AD, (4) advanced reporting and metrics (seeing how apps are being utilized by users, seeing where risks -3- exist, and troubleshooting capabilities),(5) provides branding capabilities for portals/login pages and (6) allows for multi-factor authentication for all users. Additional capabilities address secure access. As we continue to look at the option of work from anywhere/anytime a benefit of Azure Premium 1 is cloud app discovery,Application Proxy, dynamic groups, passwordless authentication all of which help employees maintain secure access to work apps, whether they're at home, working at a remote site or in the office. This improvement item supports the City Council goal of Financially Responsible, High-Performance City Organization: Sustainable, Equitable, and Effective Service Delivery and the City Council top priority of the policy agenda of City Information & Network Security. Related Cost: $ 42,000 Tax Funds Recurring Recommend -Yes Property Tax Impact: $ 0.0165 0.17 % Activity: Information Services 3of9 This improvement request is for e-mail boxes for all staff using G1 licensing for new licenses. Human Resources Director Shelley Stickfort has requested acquisition of additional Microsoft 365 licenses to accomodate electronic communication for all employees. Communication via e-mail and access to the Tyler ERP system will be required of all employees. The additional licensing will provide sufficient accounts to accomodate all staff. Using city e-mails will provide a secure, auditable and reliable way to communicate and interact with the ERP. This improvement item supports the City Council goal of Financially Responsible, High-Performance City Organization: Sustainable, Equitable, and Effective Service Delivery and the City Council top priority of the policy agenda of City Information & Network Security. Related Cost: $ 24,900 Tax Funds Recurring Recommend -Yes Property Tax Impact: $ 0.0098 0.10 % Activity: Information Services 4of9 This improvement request is for a tool providing diagnosis of WiFi issues such as interFerence from radio/ microwave, obstructions, etc. With this solution, users can quickly and easily gather location-based Wi-Fi measurements and create visual heat maps of key perFormance metrics in realtime.This improvement item supports the City Council goal of Financially Responsible, High-PerFormance City Organization: Sustainable, Equitable, and Effective Service Delivery Related Cost: $ 3,600 Tax Funds Non-Recurring Recommend -Yes Property Tax Impact: $ 0.0014 0.01 % Activity: Information Services 5 of 9 This improvement request is for improved user password management for use of stronger passwords, e- mail notification on expired passwords, reporting for soon to expire passwords, user password reset. Note that this improvement item is not needed ifAzure Premium 1 is funded. This improvement item supports the City Council goal of Financially Responsible, High-Performance City Organization: Sustainable, Equitable, and Effective Service Delivery and the City Council top priority of the policy agenda of City Information & Network Security. Related Cost: $ 1,400 Tax Funds Recurring Recommend -Yes Property Tax Impact: $ 0.0006 0.01 % Activity: Information Services -4- 6 of 9 This improvement request is for one additional FTE Help Desk position (GE-27). Adding this position will provide assistance for the implementation of e-mail for additional users (Improvement Item 3 of 9), help in implementation of MFA for all, help address the need for backlog of service request tickets, aid in monthly on-boarding for technology, and provide additional WebQA user and backend support. This improvement item supports the City Council goal of Financially Responsible, High-Performance City Organization: Sustainable, Equitable, and Effective Service Delivery and the City Council top priority of the policy agenda of City Information & Network Security. Related Cost: $ 67,440 Tax Funds Recurring Recommend -Yes Property Tax Impact: $ 0.0265 0.27 % Activity: Information Services 7 of 9 This improvement request is for one additional FTE User Technology Specialist (GE-29). This position is needed for ERP support and Accela (Financial, HR, Utility Billing,AR support.)These two systems would work optimally having in-house first line of support resource along with assistance for report writing and data export for analysis. This improvement item supports the City Council goal of Financially Responsible, High- Performance City Organization: Sustainable, Equitable, and Effective Service Delivery and the City Council top priority of the policy agenda of City Information & Network Security. Related Cost: $ 73,626 Tax Funds Recurring Recommend -Yes Property Tax Impact: $ 0.029 0.30 % Activity: Information Services 8 of 9 This improvement request is for the addition of a full-time Chief Security Officer (GE-39). This position will help improve cybersecurity and manage the on-going complexity of threats. This position will also manage the network infrastructure (fiber, switches, routers). This improvement item supports the City Council goal of Financially Responsible, High-Performance City Organization: Sustainable, Equitable, and Effective Service Delivery and the City Council top priority of the policy agenda of City Information & Network Security. Related Cost: $116,118 Tax Funds Recurring Recommend -Yes Property Tax Impact: $ 0.0457 0.47 % Activity: Information Services 9 of 9 This improvement request is for the addition of a full-time Enterprise Operations Manager (GE-29). This position will manage the architecture of the City's enterprise technology system, including data centers, deployment and maintenance of infrastructure, and help desk management. This improvement item supports the City Council goal of Financially Responsible, High-Performance City Organization: Sustainable, Equitable, and Effective Service Delivery and the City Council top priority of the policy agenda of City Information & Network Security. Related Cost: $116,118 Tax Funds Recurring Recommend - No Property Tax Impact: $ 0.0457 0.47 % Activity: Information Services -5- Significant Line Items Employee Expense 1. FY 2023 employee expense reflects a 3.25°/o wage package increase. 2. The lowa Public Employee Retirement System (IPERS) City contribution of 9.44% is unchanged from FY 2022 The employee contribution of 6.29°/o is unchanged from FY 2022. 3. The City portion of health insurance expense increased from $1,086 in FY 2022 to $1,119 in FY 2023 per month per contract which results in an annual cost increase of$43,452 or 3.04%. 4. Overtime is unchanged from $3,513 in FY 2022 to $3,513 in FY 2023. FY 2021 Actual was $848. 5. 50% Sick Leave Payout increased from $3,040 in FY 2022 to $4,736 in FY 2023 based on FY 2021 Actual. Effective July 1, 2019, employees over the sick leave cap can convert 50% of the sick leave over the cap to vacation or be paid out. 6. During FY 2022, the following personnel changes were approved: a. Information Tech Specialist (GE-30)was reclassified to Lead Applications/Network Analyst (GE-32) net (+$9,871). b. User Technology Specialist (GE-29) was reclassified to Held Desk Technical Support (GE-27) net (-$14,659) Supplies & Services 7. Machinery and Equipment Maintenance increased from $48,700 in FY 2022 to $101,890 in FY 2023. 8. Education and Training is unchanged from $12,560 in FY 2022 to $12,560 in FY 2023. This line item represents administrative training for Information Services. 9. The City of Dubuque continues to actively pursue a Broadband Acceleratio8n Initiative focusing on public/private collaborations and includes a comprehensive strategy to reduce the cost and time required for broadband expansions in Dubuque. Information Services serves as part of the Telecommunications Team that plans, designs, implements, and works with partners and staff on new initiatives along with Engineering, Legal and GDDC.Among the benefits of this initiative include no cost internet services to the city saving approximately $18,000 per year, connectivity to several city-sites including Sutton Pool, Eagle Point Water Plant, Comiskey Park, the 3rd Street Water Tower Data center site, City Greenhouse, Bee Branch and several camera and traffic signal locations. The public/private collaborations have also provided shared co-location sites for network co-location at ImOn and ICN points of presence. -6- 10. Software License expense increased from $544,128 in FY 2022 to $552,825 in FY 2023. The software licenses budgeted are as follows: Software FY 2022 FY 2023 Change Sophos Mobile $ 13,877 $ - $ (13,877) (b) LogLogic 13,650 15,400 1,750 Battery & Environment Monitoring 861 861 - Cartegraph Licensing � 15,780 15,780 - Domain Names/SSL Certificate 2,171 2,400 229 FreshService Licensing 2,461 2,461 - FTP Site 5,336 5,232 (104) GIS Annual Support 63,700 63,000 (700) GitHub Maintenance 306 306 - GotoAssist 5,280 5,280 - GotoMeeting 14,088 12,240 (1,848) (c) GoToMyPC 25,412 11,424 (13,988) (c) Informix 4J's Compiler 604 - (604) (a) Informix 4J's User 4,953 - (4,953) (a) Laserfiche 52,106 52,000 (106) LastPass Manager - 17,136 17,136 Novus Agenda 5,800 5,800 - Office 365 130,840 134,026 3,186 Office 365 Manager Plus 3,720 3,720 - PDQ Deploy 6,750 6,750 - PrintAudit - 4,684 4,684 Retain Email Archive 34,606 38,000 3,394 Rightfax 1,808 1,843 35 Mitel Maintenance 8,879 8,879 - Mitel Reporting - 889 889 Socrata Licensing & Maintenance � 72,000 72,000 - Sophos Antivirus 30,115 43,992 13,877 Sophos Firewall Maint. 4,722 4,722 - VMWare 24,303 24,000 (303) $ 544,128 $ 552,825 $ 8,697 (a) Licensing decreased upon returning on-site. (b) Sophos Mobile is now combined with Sophos Licensing & Maintenance. (c)Volume licensing provided in FY 2023. Machinery & Equipment 10. Equipment replacement items include ($101,890): Smartphones (7) � $ 12,500 Network Switches $ 89,390 Total Equipment $ 101,890 -7- Revenue 1. Specialized services revenue related to department contracts and maintenance recharges decreased from $371,171 in FY 2022 to $369,340 in FY 2023. In FY 2022, Legacy recharges included operations and support for Utility Billing, Finance (AP, AR, Parking Tickets and Payroll,) Budget and Human Resources. With the outsourcing of printing the amount recharged for the operations portion of Legacy systems was reduced by approximately 58%. The amount of Legacy system support (trouble-shooting, debugging and work for the ERP implementation) increased by 25% due additional staff resources needed and position re-classification resulting in a higher cost per hour. Changes in recharges for Non-legacy systems are due to variations in the factors that impact the software licensing recharge calculation which may include number of users, number of e-mail boxes, number of devices or type of licensing plan used for Microsoft 365. In FY 2023 Costs that are recharged for software decreased by 5%. Information Services uses a recharging system for end users for network installation, PC set-up, maintenance, trouble-shooting, and repair charges thru optional service agreements that began FY 2000. In addition, departments receive recharges for maintenance agreement costs on City wide software based on the number of users in their department. -8- INFORMATION SERVICES Information Services is committed to enhancing and supporting high performance government through the effective application of technology, resilient and reliable infrastructure and demonstration of quality of services to our users. C�ty M��1�g�rrS �fF�ce Infar�ation Services SUCCESS IS ABOUT PLANNING, PARTNERSHIPS AND PEOPLE LEADING TO OUTCOMES PLANNING Information Services works with � all City�epartments and �ivisians to ensure the latest te�hnology is available to carry PEOPLE out Cify Goals and fnitiatives. A knowledgeable and competent staff � ;� � : ' � provides leadership in the te�hnalogy } I activities for the City af oubuque �J including help desk, sys#ems pkanning �, and implementation, network � � administration and telephony. I- � f�, Information Services staff regularly " �� + A� attend annual conferences and � education sessions to gain knowledge � � and best practices. � � �� .�a _ � � �i_ � PARTNERSHIPS Information Servi�es su��essfully integrates people, process and technology by fostering � partnerships and �onsistently delivering solutions ;,� that serve as the foundation of City operations. Te�hnology support is provided for close to 700 _ end-users in�luding Greater�ubuque ❑evelopment Corparation and City and County public safety whi�h includes 911 �ispatch, Duhuque Gounty sheri#f,jail and poli�e. -9- INFORMATION SERVICES FY 2021 FY 2022 FY 2023 Full-Time Equivalent 9.00 9.00 12.00 Resource and Property Tax Support 2,000,000 1,500,000 1,000,000 500,000 0 Operating Revenue Property Tax Support FY 2021 FY 2022 � FY 2023 Information Services is supported by 12.00 full-time equivalent employees, which accounts for 60.17% of the department expense as seen below. Overall, the departments' expenses are expected to increase by 22.92% in FY 2023 compared to FY 2022. Expenditures by Category by Fiscal Year $862,856 Employee Expense $929,785 $1,233,932 $758,29� Supplies &Services $672,877 $715,044 $95,558 Machinery& Equipment $65 832 , $101,890 $0 $100,000 $200,000 $300,000 $400,000 $500,000 $600,000 $700,000 $800,000 � FY 2021 FY 2022 � FY 2023 -10- INFORMATION SERVICES Mission & Services Information Services advances productivity and equitable resident responsiveness of department staff by saving time and money through the effective use of technology, supporting resilient and reliable infrastructure and providing high quality services. • Network Administration : Providing secure, effective and efficient use of technology infrastructure and resources. • User and Application Management and Support: Providing high quality, responsive technical support to the City's 700 users of technology and enterprise application management. • Security: Sustaining security and protection of the City's data assets using state-of-the art threat protection/response and cybersecurity best practices. • Consultation and Project Management: Providing consultation and project management to new and updated technology projects and initiatives. Position Summary FY 2023 INFORMATION SERVICES MANAGER 1.00 SENIOR NETWORK/SYSTEMS ADMIN 1.00 LEAD APPLICATIONS/NETWORK 4.00 HELP DESK TECHNICAL SUPPORT 3.00 CHIEF SECURITY OFFICER 1.00 USER TECHNOLOGY SPECIALIST 1.00 INTERN-SEASONAL 1.00 Total FT Equivalent Employees 12.00 Performance Measures City Council Goal: Financially Responsible, High-Performing Government 1 Dept. Objective: Provide high-quality technical solutions and support services to all users. Performance Measure(KPI) Target FY 2020 FY 2021 FY 2022 Performance Actual Actual Estimated Indicator %Virtual Servers Updated (% updated of 100% 93% N/A 95% [y� total 75 servers) % Overall Up-Time 99% + 99% N/A 99.99% � 2 Dept. Objective: Provide solutions &services that maximize the investment in technology assets. % storage growth N/A N/A N/A N/A � #Training sessions/education provided for �5 50 N/A 62 [�� employees by IS staff # Hours planned "down-time"for network $$ �g N/A 78 � maintenance 3 Dept. Objective: Data assets are safe and continuity of business is insured. °/o of total inbound intrusions that were 100% 99% 100% 100% � blocked °/o of total inbound viruses that were blocked 100% 100% 100% 100% � -11- Recommended Operating Revenue Budget - Department Total 77 -INFORMATION SERVICES FY19 Actual FY20 Actual FY21 Adopted FY22 Recomm'd Fund Account Account Title Revenue Revenue Budget Budget 100 53201 REFiJNDS 0 1,921 0 0 100 53510 FINANCE-DP SERVICE 23,079 20,852 20,852 18,596 100 53511 PAYROLL-DP SERVICE 20,998 23,048 23,048 17,753 100 53512 PERSONNEL-DP SERVICE 4,162 3,997 3,997 1,686 100 53513 BUDGET-DP SERVICE 1,041 999 999 422 100 53515 ACCTS REC-DP SERVICE 15,795 13,858 13,858 15,645 100 53516 FLEET MAINT-DP SERVICE 1,847 1,847 1,847 1,847 100 53517 PARKING FINES-DP SERVICE 14,939 17,705 17,705 15,223 100 53518 POLICE-iJNIX/SYS SUPPLIES ll5,409 117,742 ll7,742 135,625 100 53519 UTIL BILLING-DP SERVICE 53,729 47,625 47,625 36,670 100 53530 SPECIALIZED SERVICES 304,820 371,171 371,171 369,340 100 53620 REIMBURSEMENTS-GENERAL 692 318 0 0 53 MISCELLANEOUS -Total 556,Sll 621,083 618,844 612,807 INFORMATION SERVICES -Total 556,511 621,083 618,844 612,807 -12- Recommended Operating Expenditure Budget - Department Total 77 -INFORMATION SERVICES FY20 Actual FY21 Actual FY22 Adopted FY 23 Recomm'd Fund Account AccountTitle Expense Expense Budget Budget 100 61010 FULL-TIME EMPLOYEES 565,600 618,631 666,241 884,229 100 61020 PART-TIME EMPLOYEES 0 531 0 0 100 61030 SEASONAL EMPLOYEES 19,802 14,367 27,854 28,752 100 61050 OVERTIME PAY 2,023 848 3,513 3,513 100 61084 ISOLATION ORDER 0 1,579 0 0 100 61085 SELF QUARANTINE HEALTH 0 4,419 0 0 100 61091 SICK LEAVE PAYOFF 0 0 0 5,658 100 61092 VACATION PAYOFF 0 1,259 0 0 100 61095 PARENTAL LEAVE 1,342 7,580 0 0 100 61096 50%SICK LEAVE PAYOUT 3,040 4,736 3,040 4,736 100 61310 IPERS 54,072 60,709 69,133 86,517 100 61320 SOCIAL SECURITY 42,357 47,734 53,368 70,708 100 61410 HEALTH INSURANCE 86,688 98,368 104,256 147,708 100 61415 WORKMENS'COMPENSATION 1,535 1,647 1,295 1,383 100 61416 LIFE INSURANCE 412 448 458 506 100 61417 UNEMPLOYMENT INSURANCE 444 0 222 222 100 61660 EMPLOYEE PHYSICALS 405 0 405 0 61-WAGES AND BENEFITS 777,721 862,856 929,785 1,233,932 100 62010 OFFICE SUPPLIES 1,556 730 1,596 1,404 100 62011 LTNIFORM PURCHASES 50 0 50 0 100 62030 POSTAGE AND SHIPPING 54 0 55 0 290 62030 POSTAGE AND SHIPPING 10 0 10 0 100 62050 OFFICE EQUIPMENT MAINT 463 490 452 500 100 62090 PRINTING&BINDING 57 0 45 58 100 62110 COPYING/REPRODUCTION 566 172 566 172 100 62130 LEGAL NOTICES&ADS 469 0 469 0 100 62190 DUES&MEMBERSHIPS 955 0 966 966 100 62206 PROPERTY INSURANCE 10,120 0 10,145 0 100 62208 GENERAL LIABILITY INSURAN 3,789 3,684 3,906 5,166 100 62310 TRAVEL-CONFERENCES 3,511 469 2,449 2,449 100 62320 TRAVEL-CITY BUSINESS 30 0 0 0 100 62340 MILEAGE/LOCAL TRANSP 270 87 285 285 100 62360 EDUCATION&TRAINING 15,033 0 12,560 12,560 100 62421 TELEPHONE 8,217 16,757 20,448 8,208 100 62424 RADIO/PAGER FEE 633 633 671 671 100 62436 RENTAL OF SPACE 2,430 2,835 2,430 3,840 100 62611 MACH/EQUIP MAINTENANCE 4,615 29,424 48,700 29,424 100 62663 SOFTWARE LICENSE EXP 511,148 691,650 544,128 639,125 100 62667 DATA SERVICES 3,046 4,716 3,046 4,716 100 62716 CONSULTANT SERVICES 14,755 6,650 19,900 5,500 62-5UPPLIES AND 5ERVICES 581,775 758,298 672,877 715,044 100 71120 PERIPHERALS,COMPUTER 1,050 596 0 0 100 71123 SOFTWARE 0 2,124 0 0 100 7ll24 COMPUTER 2,274 0 0 0 100 71126 HARDWARE 4,893 75,280 63,410 89,390 -13- Recommended Operating Expenditure Budget - Department Total 77 -INFORMATION SERVICES FY20 Actual FY21 Actual FY22 Adopted FY 23 Recomm'd Fund Account AccountTitle Expense Expense Budget Budget 100 71127 UPS SYSTEM 0 15,158 0 0 100 72418 TELEPHONE RELATED 13,838 0 2,422 12,500 100 72515 TEST EQUIPMENT,OTHER 0 2,400 0 0 71-EQUIPMENT 22,055 95,558 65,832 101,890 100 73210 CONST CONTRACT-BLDG 0 0 7,500 0 73-CIP EXPENDITURES 0 0 7,500 0 77-INFORMATION SERVICES TOTAL 1,381,550 1,716,712 1,675,994 2,050,866 -14- Recommended Expenditure Budget Report by Activity & Funding Source 77-iNFORMATiON SERVICES INFORMATION SERVICES -77100 FUNDING SOURCE:MEDIA SERVICE Account FY21 Actual Expense FY22 Adopted Budget FY23 Recomm'd Budget CIP EXPENDITURES — 7,500 — EQUIPMENT 95,558 65,832 101,890 SUPPLIES AND SERVICES 758,298 672,877 715,044 WAGES AND BENEFITS 862,856 929,785 1,233,932 INFORMATION SERVICES $1,716,712 $1,675,994 $2,050,866 INFORMATION SERVICES TOTAL $1,716,712 $1,675,994 $2,050,866 -15- CITY OF DUBUQUE , IOWA DEPARTMENT DETAIL-PERSONNEL COMPLEMENT 77 INFORMATION SERVICES DIVISION FY 2021 FY 2022 FY 2023 FD JC WP-GR JOB CLASS FTE BUDGET FTE BUDGET FTE BUDGET 61010 Full Time Employee Expense 100 9400 GE-44 INFORMATION SERVICES MANAGER 1.00 $121,681 1.00 $130,163 1.00 $149,237 100 8650 GE-37 SENIOR NETWORK/SYSTEMSADMIN 1.00 $ 90,291 1.00 $ 96,686 1.00 $100,629 100 8600 GE-35 LEAD APPLICATIONS/NETWORK 3.00 $222,780 3.00 $259,271 4.00 $347,424 100 8500 GE-30 INFORMATION TECH SPECIALIST 1.00 $ 65,320 1.00 $ 66,299 — $ — 100 GE-27 HELP DESK TECHNICAL SUPPORT 1.00 $ 45,955 1.00 $ 49,212 3.00 $150,184 100 GE-39 CHIEF SECURITY OFFICER — $ — — $ — 1.00 $ 85,390 100 490 GE-29 USER TECHNOLOGY SPECIALIST 1.00 $ 63,668 1.00 $ 64,610 1.00 $ 51,365 TOTAL FULL TIME EMPLOYEES 8.00 $609,695 8.00 $666,241 11.00 $884,229 61030 Seasonal Employee Expense 100 650 NA-38 INTERN-SEASONAL 1.00 $ 27,436 1.00 $ 27,854 1.00 $ 28,752 TOTAL SEASONAL EMPLOYEES 1.00 $ 27,436 1.00 $ 27,854 1.00 $ 28,752 TOTAL INFORMATION SERVICES 9.00 $637,131 9.00 $694,095 12.00 $912,981 -16- CITY OF DUBUQUE,IOWA ACTIVITY PERSONNEL COMPLEMENT SUMMARY FY 2021 FY 2022 FY 2023 ACCT FD JC WP-GR POSITION CLASS FTE BUDGET FTE BUDGET FTE BUDGET Information Services-General Fund 10077100 61010 100 9400 GE-44 INFO SERVICES MANAGER 1.00 $121,681 1.00 $130,163 1.00 $ 149,237 SENIOR NETWORK/SYSTEMS 10077100 61010 100 8650 GE-37 ADMIN 1.00 $ 90,291 1.00 $ 96,686 1.00 $ 100,629 10077100 61010 100 8600 GE-35 LEAD APP/NETWORK ANALYST 3.00 $222,780 3.00 $259,271 4.00 $ 347,424 10077100 61010 100 8500 GE-30 INFO TECHNOLOGY SPECIALIST 1.00 $ 65,320 1.00 $ 66,299 — $ — 10077100 61010 100 GE-27 HELP DESK TECHINICAL SUPPORT 1.00 $ 45,955 1.00 $ 49,212 3.00 $ 150,184 10077100 61010 100 GE-39 CHIEF SECURITY OFFICER — $ — — $ — 1.00 $ 85,390 10077100 61010 100 490 GE-29 USER TECHNOLOGY SPECIALIST 1.00 $ 63,668 1.00 $ 64,610 1.00 $ 51,365 Total 8.00 $609,695 8.00 $666,241 11.00 $ 884,229 Information Services-General Fund 10077100 61030 100 650 NA-38 INTERN-SEASONAL 1.00 $ 27,436 1.00 $ 27,854 1.00 $ 28,752 Total 1.00 $ 27,436 1.00 $ 27,854 1.00 $ 28,752 TOTAL INFORMATION SERVICES DIVISION 9.00 $637,131 9.00 $694,095 12.00 $ 912,981 -17- Capital Improvement Projects by Department/Division INFORMATION SERVICES FY 20 Actual FY 21 Actual FY 22 Adopted FY 23 Recomm'd CIP Number Capital Improvement Project Title Expense Expense Budget Budget 1001069 INTERNET,MICROS&PRINTER 5,786 1,752 1011069 INTERNET,MICROS&PRINTER 104,861 1012940 FIBER OPTIC DOC&MAINT - - 100,000 - 1021051 OFFICE REDESIGN - 25,000 50,000 1021069 INTERNET,MICROS&PRINTER 270,004 78,620 507,195 - 1021949 BUSINESS CONT.FOR SERVER 60,000 1022683 WORKSTATION/CHAIR REPLACE 1022684 LASERFICHE FULL USER LICE 1022726 ANNEX 2ND FLR LOW VOLTAGE 1022808 NETWORK SEC RISK ASSESS 25,000 10,000 1022809 REDUNDANT NETWORK SWITCH 1022864 RANSOMWARE DEFENDER REC 3,210 2501069 INTERNET,MICROS&PRINTER 8,805 474 - 11,200 2502435 CITY WIDE MULTIFLTNC RPL 2901069 INTERNET,MiCROS&PRINTER 6,751 2,026 5,600 920 3001069 INTERNET,MICROS&PRINTER 13,240 3501069 INTERNET,MICROS&PRINTER 40,731 29,925 278,497 864,131 3501846 NETWORK SWITCH RPLC 12,513 30,359 3501950 FIBER CONDUIT MNT DOC 50,000 3502435 CITY WIDE MULTIFUNC RPL - 6,710 - - 3502808 NETWORK SEC RISK ASSESS - - 5,000 - 3502809 REDLTNDANT NETWORK SWITCH 75,229 3502862 ENTERPRISE FIREWALL SEC 3502865 NETWORK MONITORING TROUB 3502939 DATA VAULT 200,000 3502941 ISILON D1SK STORAGE 250,000 6001069 INTERNET,MICROS&PRINTER 10,366 1,102 - 2,300 6002435 CITY WIDE MULTIFUNC RPL 6701069 INTERNET,MICROS&PRINTER 3,831 3,452 - 1,840 6702435 CITY WIDE MULTIFLTNC RPL 7101069 INTERNET,MICROS&PRINTER 10,387 12,104 250 37,330 7102435 CITY WIDE MULTIFLTNC RPL 7201069 INTERNET,MICROS&PRINTER 7,137 303 5,460 3,020 7202435 CITY W1DE MULTIFUNC RPL 7301069 INTERNET,MICROS&PRINTER 12,947 1,102 - 2,300 7302435 CITY WIDE MULTIFUNC RPL 7401069 INTERNET,MICROS&PRINTER 14,819 653 - 9,440 7402435 CITY WIDE MULTIFLTNC RPL 8101069 INTERNET,MiCROS&PRINTER 14,260 2,555 2,200 10,320 8102435 CITY WIDE MULTIFLTNC RPL 0 0 0 0 9401069 INTF.RNF,T,MICROS&PRINTRR 9,270 2,543 42,820 13,120 INFORMATION SERVICES TOTAL 532,467 198,681 1,520,491 1,119,131 -18- PRGRM/ DEPT PROJECT DESCRIPTION FY 2023 FY 2024 FY 2025 FY 2026 FY 2027 TOTAL PAGE INFORMATION SERVICES Business Type City-Wide Computer and Printer Replacements-Business $ 79,670 $ 96,294 $ 91,270 $ 75,670 $ 37,430 $ 380,334 404 General Government City-Wide Computer and Printer Replacements-General Gov $ 876,251 $ 509,470 $ 461,600 $1,025,552 $630,165 $3,503,038 405 Network Security Risk Assessment $ — $ 15,000 $ — $ — $ — $ 15,000 406 Fiber Optic Documentation and Maintenance $ 50,000 $ 50,000 $ 50,000 $ — $ — $ 150,000 407 Office Redesign $ 50,000 $ — $ — $ — $ — $ 50,000 408 Ransomware Defender and File Recovery $ 3,210 $ — $ — $ — $ — $ 3,210 409 Data Center $ 60,000 $ 406,213 $ 233,664 $ 158,049 $ — $ 857,926 410 TOTAL $1,119,131 $1,076,977 $ 836,534 $1,259,271 $667,595 $4,959,508 -19- This page intentionally left blank. -20- �`'� . _ ..�.._ . � , n � 1 1 � ' � � 1 r � , • • • '� - � . 7 \ • � -� � � � - _ ��a- .��' - '� � . ��`�+'�al \ � � \ . � ,��,�..� � 4 � '�h� f ,�� r • .'� � - � / � � � T � � I Information Services Department Information Services is committed to enhancing and supportinq hiqh performance qovernment through the effective application of technoloqy, resilient and reliable infrastructure and demonstration of ualit of services to our users. � ew aces � � � � � � - � � � , � �� Hel Desk Jacob Hoffman p Hel Desk Patricia M u nson p � � � � � � ' � � � � � � � � � � Information Services Manager Chris Kohlmann Senior Network Information Administrator Services Intern Joe er Vacant Lead Lead Lead Lead Applications/ Applications/ Applications/ lications/Network Analys Analy Analy nalyst (DLEC) Alicia Tur Tony Ste Scott Schlic e Stacey Moore IS Intern (DLEC) Help Desk Help Desk Vacant Technical Suppo Technical Support Jacob Hoffman Patricia Munson � � � � � � � i � � � � � � � � � Information Services Manager Chris Kohlmann Senior Network Administrator Joe Pregler Lead Application Network Analyst Lead Application Scott Schlichte Network Analyst Lead ation Tony Steffen Network Analyst Network Analyst Alicia Turnis tacey Moore User Technology Specialist— ERP Pu Help Desk New Position Technology Jacob Hoffman Specialist Ann Cummer Help Desk ERP New Position Help Desk Public Safety Intern Patricia Munson Not Filled Intern Not Filled � ��TI � � �� Ni h-P�rfor�n�r�c� �r �rr��a�i�n ��n� �om��ri � �h�� E��JIT�� LE Da�-Dri�r�r� �� ut�am�-F��us��d bui�� n th� ��ur pilla�r� o�: ��M �I�I U I� �Tl� � F � �I �I� E � . � . . � - . . + . . � � . _ � , - � _ _ � . - . A �� _ 4� `��;�+ . i i'� . t Fs � � ; r* . . _ ' �.� - -'� � � � * � � E . . . Broadband D i ita I E u it . � a y Partnershi s p H i h Performa nce � . Govern ment Data Securit y Tech nolo �y sol utions . � . - _ � FISCAL YEAR 2022 HIGHLIGHTS Resiliency � � . . . ■ va � a � � . . ■ or a � � Eq u ity ■ ■ ■ ■ ccess � � � . . . ■ n � � a � ves ■ ran � • . ■ _ . • ■ esi en u rve Avai a i it - NTIA Grant - ._-fi .. . , � � .�. � . . . F , _. 4 , �� ' � . . �k •*�. . . � �� ' _ i ' •' .. � �' =� . ��f. u4. . , s9� R � �fi � . o • � � _nwoad � • *r Cem$tary a . s • � ' • Data Driven �F:} - . � � • Levera in Ca acit g g p Y . . �-�-� • Pu bl ic Pr�vate �� . � . Partnershi s � -� p • Anchor Institutions - ..� � �� , . t5 ' S� ...� " ..l.�4E�s�ullr��.� �=�"�' '� � ti� 1�� r� �¢�� , r � � . L� � ~ Challenged by Lumen ��y�T�Si� ��4 D u l��c�u e �r� . � {•, Challenged by Mediacom � ��+s;��,�{ �" Challenged by Both � A r ili o a t y ouBUQUE �owA � EN � • 341 Householdsthat . � . . - ��. � Used thewebsite �� • - � . -� � �� . �-� https ://acp.cityofdubuque.or� , � � � - � �� , - - - - �' _ . i� � had si ned u for - - �--. � ��.� � � � p � � � . _ , _ . se rvi ces • 33% of those visiti n HowItWorks � ACP gives a discoun[on your household's mon[hly in[emet service.Participa[ing mleme[service providers will apply this discount direcdy[o your service �lan. t h e s i t e s i n u If elfgfble,your household can recefve � � • S3fl per month discount on wireless internet plans and a free phone • OR S30 per monlh discount on wired inlemet service to your home • Dne-tlme discaunt oF up lo S�4fl far a iaptop,ta61e1,or desktop computer.A small fee will be required. • 122, 760 aggregate savings a _n�� • • • + -. � ccessi i it f�� - -- . _ . _ . _ � , . {G *_ . __. � w � ,. '.�. , � , ,� . . . ..�i:.7 �i '� v ,�,I•i�.F�_ � � - • !� ..�� * Eagle oint • �; , C�er '� - . � • e s � e n t u r v e � � �� J =-- << . . - �r$�e . • . ,..iJS` w3z�`��-� �� e �,c � , .. - f * i � � d . � • • uane:� °• • ��i` � ■ � � r � � • + 3� � • • � ��$ +=.h . ';;I � - Ki.f�m�nn A�re� • � � + +� � • n � � � Bunker HI II • In the past 18 months, has your p5hu� ,, . $� GalfCourse � . . , 4,.�� *!: �t:e::��.� � � r� �6 @ � household requested upgraded internet -_ . , a bR,s, «. a�.g,�� . � '.i�.:.. _ . PCnRSyl�znia Ave� � � � � , i[ �:r. services (speed or quality) and were you r � , �s .et vA�N �,,v�rs � 4��q�e able to receive them?" 30% of the ' _ * ,pd��' "�d= � � �;`�' f �� East auhuque ;�2� llnive. Oo respondents had asked for improved r`��e�S l�q � fa�@Sf , 10 ;:,«�,�GoIF Center Groue !��••.�` * • + �, � CIGb service and were told by their provider it :�, p' ' '� ;. :�ullen r �e a�'°# ■ �q� ;°zo; was not available. � - i� -- � •:� � . . , , . • K-12 student education needs o ver 630 $�, , *��5 �� hotspots checked out for use with �� 5tate RrvddGun students. Rockd��:. R�ra-Ca[fsh. — C'fPk�:3f2 '� PreseN� CdTC�SQ ;--- _ q . ., ,_�' • Action items identified in the Equitable ._. ry � I have never requested Poverty Reduction - � I requested and was told 5t not available I requested and got it Ed ucation FAST Data Nationally the youngest learners were the students who lost the most � Percent of student at benchmark . • - / r - ; • rr � 1 / r 1 rr - Kindergarten 55% 62% 46% 56% First Grade 51% 59% 41% 47% Second Grade 56% 57% 50% 50% Third Grade 54% 62% 50% 57% Fourth Grade 57% 62% 54% 59% Fifth Grade 55% 63% 52% 61% Sixth Grade 55% 62% 59% 46% � "2 of 4 work from home 24/7 in IT, web design and streaming/community . • • • • - . : : • management. Having consistent, . _ sharable, and fast internet is very - - important. VI/e often go over limits on . . months where we're actively working in the house and not pulled to remote location." "Our latency can be up to 400 ms. This is 'mpossible to have Zoom calls sometimes when our latency is so high! We chose to „ , homeschool at the beginning of the Fiber connection is not available at my 2020-2021 school ear instead o online Y • f location. Working from home would be learnin due to internet issues." more roductive i 1 could et a iber g p f g f connection." FISCAL YEAR 2022 HIGHLIGHTS Resiliency � � Broadband Partnerships • Partnership with GDDC, Engineering, IS and Eau�tv Legal • Over 50 Agreements with 17 Providers and Partners • Resu Iti ng i n a leverageable network investment of over $10 Million : • . • • . • � ' • . FISCAL YEAR 2022 Resiliency HIGHLIGHTS • Cybersecurity Prevention and Awareness • Ransomware Defender from Superna • Sophos Intercept X Endpoint Detection Eau�ty • Sophos Firewall • Network Switch Replacement • Regular Patching • Training • Backup and Replication • Protection for Financial and Accounting � - ' ' S stems and Data y • Cyber-Insurance and Security Audit FISCAL YEAR 2022 Resiliency HIGHLIGHTS • Appl ication and Su pport � Laserfiche � ERP System Implementation � Off i ce365 � Work From Home, Hybrid Meeting Support � Replacement C cle of . . . . y . . " Hardware . _ _ _ . . . � Support Ticketin and Issue g . . Tracking • Broadband Public - Private Partnerships . � Fiber to the Home � Digital Equity Initiatives � � Levera i n I nvestments ■ ■ ° J J • Application and Application Support � Laserfiche � ERP System Implementation � Off i ce365 � E-Mail for All Staff � Advanced Azure Management � Public Safety • Network and Cybersecurity � Security Risk Assessment and Response � Zero-Trust Security Architecture � Physical Location for Data Center and Co- Location Site(s) . Sa9eville I� �� ango Future Connectiviy Needs E,�..,.. RuElBdye � �� SantlYF � i�CJrf� '�.►J- Existing and Planned Fiber 6v�a . . ..., �� r� �i {` .. �- . • � � � � L-��r� �' • •'g r ,�/ �' 1�. � � � 5 �' •.-_: � Lore ' na ��+4 �j -Ev� �' ' , �3 �anitary Purnp �tatian ,_ ;sauty . � • � g.::� .. '_ "�'y� �l � ��. -', 14� �� • r , _ . „ -'_y ° ; �� ;�:� • P�blic Facility T �E- .F.xs[�ubuque nio.-r vc � ��r�1�. �;} {��^��y�5 ♦ / �.�; I��L�I�� J4=r"iLJ�"5 ��/ � � • �a � • , �r��r ��r��tr��:ki�r��i�n �+aterT�,��r �urn� Ror,tna _ °' . VtilaterTa��er � — — Pr�� :��_ .�� • �torrn �e�ver P�mp �tatian 6aflyclough `. ��I I V��• V�I��7� � YV�L�� YV�II s,. . Ayf,g'�----, . ,��,,,��r `�' • Pa rki r�� Lat H,.4,,,,.,��,�::,�,�: : � � �ther � � . � � . � . � � � � � � • • • . • ' � ' ■ ' • • ' 1 � !� � � �I�JJ � �+ ■ � I_�.l�Z�1J � 1 43 8 0 59 21 . 33 � � Avera e homeowner's* Net Pro ert Tax g p y ro ert tax cost for Su ort Re uest p p y pp a Information Services (*Avg. home value of $159,503) ' ■ ■ 1 . Backup of Off� ce365 Data Us � n . J • � � Veeam $ 18, 000 Recu rri n . � J . � 2 . Azure Premium 1 $42, 000 . � � . Recu rri ng) 3 . E-Mai I Boxes for al I Staff $24,900 Recu rri n � J) 4. WiFi Dia nostic Tool $3, 600 g � One-Time) 5. Password Mana ement $ 1 ,400 g � One-Time)* *Not needed if Improvement Item 2 is approved 1 • , , . - Staffin • g - � 1 . H e I Des k 1 . 0 FTE G E-27 67 440 p � 2 . User Technolo S ecialist 1 . 0 FTE gY p GE-29 73 626 , 3 . Ch ief Secu rit Off icer 1 .0 FTE Ge- v 39 116 118 , � � � � � � � i � � � � � � � � � Information Services Manager Chris Kohlmann 1.0 FTE Senior Network Administrator Joe Pregler 1.0 FTE Lead Application Network Analyst Lead Application Network Scott Schlichte Analyst Lead App Network 1.0 FTE Tony Steffen na ys Analyst 1.0 FTE Alicia Turnis Stacey Moore 1.0 FTE 1.0 FTE User Technology Specialist— ERP New Position Help Desk PU Jacob Hoffman Technology Specialist 1.0 FTE 1.0 FTE Ann Cummer 1.0 FTE Help Desk ERP New Position Help Desk 1.0 FTE Patricia Munson Public Safety Intern 1.0 FTE Not Filled 0.5 FTE Intern Not Filled 0.5 FTE � Information Services Proposed Reorganization ' • � � • Network Administration Group manages the city's . . � technology 'backbone' - data centers and all networks- . � wired , wireless, fiber backbone and switches. (2.0 FTE) • IT Security Group is responsible for defining, communicating, and enforcing technology-related policies, standards, and procedures. (2.0 FTE) • Public Safety User Support and Services Group provides technology assistance to Police/DLEC, Fire, Parking Enforcement and EOC users. (3.5 FTE) • User and Application Management Group Provides the ongoing support (for users and infrastructure) of enterprise systems, such as ERP (Tyler) CRM (WebQA, ) GIS (ESRI ) software. (5.5 FTE) Information Services Department FY 23 CAPITAL IMPROVEMENT PROJECTS ' . - . . . . City-Wide Computer & Printer 955 921 5 538 708 Replacements $ � $ � � Network Security Risk Assessment $ 0 $ 77,000 Fiber Optic Documentation and 50 000 150 000 - $ � $ � Maintenance Office Redesign $ 50,000 $ 75,000 Ransomware Defender and File Recovery $ 3,210 $ 3,210 Data Center $ 60,000 $ 2,202,074 Information Services Department PERFORMANCE MEASURES ■ ■ City Council Goal: Financially Responsible, High-Performing Government 1 Dept. Objective: Provide high-quality technical solutions and support services to all users. Performance Measure(KPI) Target FY 2018 FY 2019 FY 2020 Performance Actual Actual Estimated Indicator % Virtual Servers Updated (% updated of 100% 90% 93% 95% � � total 75 servers) % Overall Up-Time 99% + 99% 99% 99.99% - 2 Dept. Objective: Provide solutions 8�services that maximize the investment in technology assets. % storage growth - #Training sessions/education provided for �5 40 50 62 � � employees by IS staff # Hours planned "down-time"for network 88 72 78 �$ ' maintenance 3 Dept. Objective: Insuring that data assets are safe and continuity of business is insured. % of total inbound intrusions that were 100% 99% 100% 100% - blocked % of total inbound viruses that were blocked 100% 100% 100% 100% - www. cityofd u buq ue . org/422/I nformation -Services