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Information Technology Fiscal Year2025 Budget Presentation Copyrighted April 8, 2024 City of Dubuque Public Hearings # 01. Special Meeting ITEM TITLE: Information Technology Fiscal Year 2025 Budget Presentation SUMMARY: SUGGESTED DISPOSITION: ATTACHMENTS: Description Type Policy Budget Book Supporting Documentation PowerPoint Presentation Supporting Documentation HOW TO USE THIS POLICY BUDGET DOCUMENT PURPOSE The Policy Budget defines goals and objectives for all City departments and activities, relates them to cost and resource requirements and attempts to establish measures for evaluating accomplishment. Specific improvement packages are developed and included in the Policy Budget for alternative funding and service levels. The Policy Budget document shows the budget by line item for each Department and provides a basis for fiscal control once the budget is adopted. The Policy Budget emphasizes objectives, accomplishments, and alternative funding and service levels and is intended to keep the attention of the City Council and public on the major policy decisions involving what services the City government will provide, who will pay for them, and the implications of such decisions. FORMAT The Policy Budget is organized by Department/Division and provides detail for all activities that make up each Department/Division. Each Department/Division tab includes the following information: 1) Department/Division Financial Summary: The budget highlights portion of the Department Summary reflects total expenses for the maintenance level budget (cost to continue at the same level of service) and approved improvement packages for all activities within the Department by expenditure category (employee expense, supplies and services, machinery and equipment, and debt service), and the funding sources that pay those expenses. The property tax portion of the funding is reflected, noting the increase or decrease from the prior years adopted budget. For Departments which are self supporting (i.e. Water, Water Resources & Recovery Center, Refuse and Salt Operations (part of Public Works), Media Service, Transit, Parking, Stormwater (part of Engineering)), the net operating surplus/deficit is reflected, noting the increase or decrease in the fund from the prior years adopted budget. This summary displays all Improvement Packages submitted by Department/Division Managers, with a notation of whether they were recommended by the City Manager, and then approved by the City Council. Those noted with a `YES' were added to the maintenance level budget and are reflected in the Department Funding Summary and those noted with a `NO' were not approved. And finally, this summary explains significant line item detail by expenditure category, notable revenue changes, and miscellaneous information regarding the maintenance level budget. These are the review notes prior to adding any improvement packages. 2) Memo Addressing Budget Issue (optional): If there is an important budget issue that needs further explanation, a memo will be provided. 3) Department's Organizational Chart (optional): Shows how a Department is structured. Usually included for larger more complex Departments. -i- 4) Department/Division's Highlights of Prior Year's Accomplishments and Future Initiatives: This is a written narrative that highlights the Department's prior year accomplishments and what Departments plan on accomplishing in the near future. 5) Department/Division's Goals and Performance Measures by Activity: This is a written activity statement and a matrix for each activity which includes activity objectives, relationship to City Council Goals & Priorities, and key performance indicators (KPIs). Performance measures are included for each activity to evaluate activities and ensure that the approved levels of funding yield the expected results. Icons for each KPI visually indicate how well an objective is doing and represent the following: Goal Met Goal in Progress Goal Not Met The goal has not This goal has not This goal has been been met but is been met and is not met. showing signs of currently showing improvement. signs of progress. 6) Recommended Operating Revenue Budget by Department/Division: This report reflects line item revenue detail at the Department/Division level (combines all activities for each line by fund). Two years actual revenues, prior year adopted revenues and the recommended revenue for the new budget year are reflected. 7) Recommended Operating Expenditure Budget by Department/Division: This report reflects line item expenditure detail at the Department/Division level (combines all activities for each line by fund). Expenses are grouped by category (employee expense, supplies and services, machinery and equipment, debt service, and transfers) and displays two years actual expenses, prior year adopted expenses and the recommended expense for the new budget year. 8) Recommended Operating Expenditure Budget by Activity and Funding Source: This report reflects expenses grouped by category (employee expense, supplies and services, machinery and equipment, debt service, and transfers) for each activity within the Department/ Division, and displays two years actual expenses, prior year adopted expenses and the recommended expense for the new budget year. 9) Personnel Complement at Department/Division and Activity Level: These reports reflect positions budgeted at the Department/Division level and the Activity level, by funding source. Total Full Time Equivalents (FTE) and wages with longevity expense are shown for each position for two years prior year adopted FTE and expenses, and the recommended FTE and related expense for the new budget year. 10) Capital Improvement Projects by Department/Division: This report lists all Capital Improvement Project totals for two years actual expenses, prior year adopted expenses and the recommended expense for the new budget year. 11) Five Year Capital Improvement Program Summary by Department/Division: This report lists all Capital Improvement Projects budgeted in the new budget year and planned for the next four years. Reference: Key Terms for Understanding Dubuque's Budget, Budget Glossary Budget Overview and Budget and Fiscal Policy Guidelines located in Citizen's Guide -ii- Information Technology -1- This page intentionally left blank. -2- INFORMATION TECHNOLOGY DEPARTMENT % Change From FY FY 2023 FY 2024 FY 2025 2024 Budget Highlights Actual Budget Requested Budget Expenses Employee Expense 1,019,068 1,408,386 1,517,753 7.8 % Supplies and Services 646,470 731,664 1,133,685 54.9 % Machinery and Equipment 1,955 47,735 46,750 (2.1)% Total 1,667,493 2,187,785 2,698,188 23.3 % Resources Operating Revenue 612,807 756,465 860,093 13.7 % Total 612,807 756,465 860,093 13.7 % Property Tax Support 1,054,686 1,431,320 1,838,095 406,775 Percent Increase (Decrease) 28.4 % Personnel -Authorized FTE 12.00 13.00 13.00 Improvement Package Summary 1 of 9 This improvement package is for the creation of a new User Technology Specialist under the Information Technology (IT) department (1.00 FTE, GE-29).As the City organization continues to grow, so does the demand for IT infrastructure and support services. Timely and effective technical support is crucial to maintain productivity and minimize disruptions. As the Information Technology department has grown over the past few years, functional areas have been created within the department, but with this growth it has also created gaps. The structure has gone from having six technicians, to two within the ticketing system and multiple deploy technicians, to not having any within that role. To provide the best service needed, moving forward this position would help fill the gaps in the ticketing system and will be used as the deploy technician. The importance of this position also coincides with the Information Technology department moving to a new location in 2024. The goal is to keep the Helpdesk positions in-house to provide great customer service through the ticketing and phone systems and the User Technology Specialist would be the on-site technician to resolve issues, deploy new computers and asset management. The other areas this position would help in are patch management, computer installations and the overflow issues that arise with the Tyler ERP system. This improvement package responds to the council goal of Financially Responsible, High-Performance City Organization. Related Cost: $ 78,036 Tax Funds Recurring Recommend - No Related Cost: 3,300 Non-Recurring Net Cost: $ 81,336 Property Tax Impact: $ 0.032 0.36 % Activity:Administration -3- 2 of 9 This improvement package request is an alternative proposal to improvement package request 1 of 9. In the event that improvement package request 1 of 9 cannot be funded, this alternative proposal seeks to upgrade a current Help Desk Support Technician position (1.00 FTE, GE-27) with a new User Technology Specialist position (1.00 FTE, GE-29), resulting in no change in FTEs to the Information Technology Department.As the City organization continues to grow, so does the demand for IT infrastructure and support services. Timely and effective technical support is crucial to maintain productivity and minimize disruptions.As the Information Technology department has grown over the past few years, functional areas have been created within the department, but with this growth it has also created gaps. The structure has gone from having six technicians, to two within the ticketing system and multiple deploy technicians, to not having any within that role. To provide the best service needed, moving forward this position would help fill the gaps in the ticketing system and will be used as the deploy technician. The importance of this position also coincides with the Information Technology department moving to a new location in 2024. The goal is to keep the Helpdesk positions in-house to provide great customer service through the ticketing and phone systems and the User Technology Specialist would be the on-site technician to resolve issues, deploy new computers and asset management. The other areas this position would help in are patch management, computer installations and the overflow issues that arise with the Tyler ERP system. This improvement package responds to the council goal of Financially Responsible, High-Performance City Organization. Related Cost: $ 8,117 Tax Funds Recurring Recommend - No Net Cost: $ 8,117 Property Tax Impact: $ 0.0032 0.04 % Activity:Administration 3 of 9 This improvement package will be used for the new office that the Information Technology department is moving to in 2024. This package aims to enhance employee well-being and increase productivity by providing ergonomically designed chairs and standing desks to the staff. The health and comfort of our employees are paramount to the city's success. Prolonged sitting and poor posture at work can lead to discomfort, decreased productivity, and long-term health issues. Ergonomically designed furniture is proven to mitigate these risks and improve overall well-being. This improvement package responds to the council goal of Financially Responsible, High-Performance City Organization. Related Cost: $ 20,000 Tax Funds Non-Recurring Recommend -Yes Net Cost: $ 20,000 Property Tax Impact: $ 0.0079 0.09 % Activity:Administration 4of9 This improvement package will bring together several pieces of software that we currently use under one umbrella: Asset Management, Patch Management, Software Deployment,App Management, Data Loss Prevention, Ransomware Protection, Mobile Device Management, BitLocker Management, Remote Access and Troubleshooting, OS Imaging and Deployment, as well as others. This new software includes advanced security features to protect our data, safeguard against cyber threats, and ensure compliance with industry standards. It automates routine tasks such as software updates, patch management, and device provisioning, reducing manual workload and minimizing downtime. With a centralized dashboard, we can easily monitor and manage all our devices, regardless of their location, ensuring consistency and control. The software enables remote troubleshooting and support, allowing us to resolve issues quickly and efficiently, even for remote or off-site devices. We currently spend $20,000 + on software that covers some -4- of the list above. This new software would cover everything we currently have in place, plus add in automation, secure remote access, security tools and a more complete system overall. This improvement package responds to the council goal of Financially Responsible, High-Performance City Organization. Related Cost: $ 27,000 Tax Funds Recurring Recommend - No Related Savings: $ 21,200 Tax Funds Recurring Net Cost: $ 5,800 Property Tax Impact: $ 0.0023 0.03 % Activity:Administration 5 of 9 This improvement package request would provide for ongoing training and education budget for the Senior Network/System Administrator and the Chief Information Technology Security Officer. Investing in the education and training of staff is essential for the ongoing security and resilience of our organization. This proposed budget allocation will not only enhance our cybersecurity capabilities, but also ensure compliance, effective leadership, and the ability to respond swiftly to security incidents. This investment is a strategic imperative to safeguarding our digital assets and maintaining our organization's reputation in the face of evolving cyber threats. This allocation could be used for training classes, conferences, or other education needs to keep our staff and organization at the forefront of industry developments. This improvement item responds to the council goal of Financially Responsible, High-Performance City Organization. Related Cost: $ 20,000 Tax Funds Recurring Recommend - No Net Cost: $ 20,000 Property Tax Impact: $ 0.0079 0.09 % Activity:Administration 6 of 9 This improvement package request is to send the Lead Application/Network Analyst from the Information Technology (IT) department to the International Association of Chiefs of Police Conference. The Chief of Police, who has attended this conference in the past, has recommend the Lead Application/Network Analyst attend this conference due to the conference's emphasis on technology related content. The three tenets of the conference are training, networking, and exhibit hall education. Technology plays an increasingly important role in the daily work of officers on the street, equipping officers with tools that have the potential to increase safety, efficiency, and effectiveness. While these technological advancements have their benefits, they can also present new challenges for law enforcement. New technologies such as body cameras, updated CAD/RMS software, digital evidence, automated license plate readers and camera technologies drive the need to attend a conference from the perspective of IT. This improvement item responds to the council goal of Financially Responsible, High-PerFormance City Organization. Related Cost: $ 2,100 Tax Funds Recurring Recommend - No Net Cost: $ 2,100 Property Tax Impact: $ 0.0008 0.01 % Activity:Administration 7 of 9 This improvement package request would provide for ongoing training and education for the Enterprise Applications Team. As technology rapidly evolves, it is essential for us to stay up to date with the latest trends, tools, and skills to provide innovation and the best possible service to the city staff and ultimately the public.This package is to attend the Tyler Conference, which encompasses many ERP related workflows within the city along with training and education for the Help Desk for support of hardware and software. -5- This improvement package responds to the council goal of Financially Responsible, High-Performance City Organization. Related Cost: $ 10,000 Tax Funds Recurring Recommend - No Net Cost: $ 10,000 Property Tax Impact: $ 0.0039 0.04 % Activity:Administration 8of9 This improvement package request would replace the old model emergency radio in the Information Technology (IT) department that is at the end of it's useful life with the current model that is being used by Police and Fire. This replacement would also allow for the latest encryption technology. This replacement would switch the device from OnCall to use for Emergency Operations Center events, and the device would be programmed to get all needed channels. This replacement would allow the IT department user to be accessible during events in case cell phone services are out of use during an emergency. This improvement package responds to the council goal of Financially Responsible, High-Performance City Organization. Related Cost: $ 5,110 Tax Funds Non-recurring Recommend -Yes Net Cost: $ 5,110 Property Tax Impact: $ 0.002 0.02 % Activity:Administration 9of9 This improvement package is for a city-wide audio/visual (A/V) maintenance contract.As we move into the future, we continue to rely on A/V technology for presentations, interviews, and daily operations, maintaining the functionality and reliability of ourA/V equipment is of paramount importance. Regular maintenance is crucial to prevent downtime, ensure optimal performance, and extend the lifespan of our valuable A/V assets. With this contract, we will be able to have regular inspections of ourA/V equipment to identify any issues or potential problems, scheduled maintenance tasks, including cleaning firmware/software updates, and system calibration, to prevent issues before they occur, and it would allow us to have first line of defense service for deployment techs to resolve issues. We currently pay $100 an hour for any services that need to happen on any of our A/V setups, but not having a contract also creates delays and system outages, as we have seen in the past. This would eliminate those delays and would allow for better system up-time. This improvement package responds to the council goal of Financially Responsible, High- PerFormance City Organization. Related Cost: $ 20,000 Tax Funds Recurring Recommend - No Net Cost: $ 20,000 Property Tax Impact: $ 0.0079 0.09 % Activity:Administration Significant Line Items Employee Expense 1. FY 2025 employee expense reflects a 5.00% wage package increase. 2. The lowa Public Employee Retirement System (IPERS) City contribution of 9.44% is unchanged from FY 2024. The employee contribution of 6.29% is unchanged from FY 2024. -6- 3. The City portion of health insurance expense is unchanged from $1,119 in FY 2024 to $1,119 in FY 2025 per month, per contract, which results in an annual cost unchanged of$—or 0.00%. 4. Overtime is unchanged from $3,513 in FY 2024 to $3,513 in FY 2025. The FY 2023 Actual was $222. 5. 50% Sick Leave Payout decreased from $4,736 in FY 2024 to $4,397 in FY 2025 based on FY 2023 Actual of$4,187 . 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. 6. The Information Technology department will be receiving part-time administrative support from the Office of Shared Prosperity & Neighborhood Support's Administrative Assistant going from part-time to full-time in FY 2024. This change will be solely funded through the OSPNS budget, and FTE's will not be reflected under Information Technology. It is estimated that the employee in this position will spend approximately 60°/o of their time on the OSPNS tasks, 20% on IT department tasks, and 20% on Equity and Human Rights tasks. Supplies & Services 7. Lease expense is increased from $3,690 FY 2024 to $81,714 in FY 2025. This line item represents the portion of Information Technology's property lease at 7900 Chavenelle Rd both the lease agreement amount for square footage and utilities charge per square footage as well has some parking costs for staff during the transition to the new facility. Previously this line item had only included parking costs for department staff in the downtown area. 8. Technology Services is increased from $626,302 in FY 2024 to $940,217 in FY 2025. This line item represents the cost of all enterprise software in the City. The City-wide software licenses budgeted for FY 2025 are based on FY 2024 actual expenses. Software renewal costs vary each year, and the cost of renewal tends to increase over time. Some software products renew every year, while others renew on a multi-year schedule. Many contracts are set up as multi-year contracts to capture savings. a. The changes from FY 2024 to FY 2025 are largely due to the following software:Azure, Fresh Service, Laserfiche, Microsoft 365 (M365), Sophos, Superna, Windows Server& SQL and Knowb4. Fresh Service, Laserfiche Support and M365 costs increased due to an increased number of users under these services.Azure is no longer a software cost as these services are now part of the M365 costs. Windows Server& SQL is due to be renewed in FY2025. This is a five year license. Knowb4 is also due to be renewed in FY 2025. This is now a three year license instead of the one year license it had been previously. Superna was renewed in FY 2024 and is not due for renewal until FY 2029. b. During Fiscal Year 2024, City Council approved a software, multi site selection for backup software for$210,000. This was done to ensure a secure storage solution to address current storage needs, address current shortcomings in the system and implements a secure technological solution. These costs for the backup software are for three years. FY 2025 budget includes the following software: -7- Software & Data Service FY 2024 FY 2025 Budget Requested Achieve IT $ - $ 24,930 ARIN $ - $ 500 Aristotle Insight $ 1,510 $ 15,061 Azure Premium 1 $ 52,000 $ - Battery& Environment Monitoring $ 861 $ 6,862 Cartegraph Licensing $ 15,780 $ 18,850 Chronicall $ 889 $ 938 Deep Freeze $ - $ 74 Domain Renewals $ 1,705 $ 985 Envisionware $ - $ 583 FreshService Licensing $ 15,000 $ 23,374 GIS Annual Support $ 63,000 $ 63,375 GitHub Maintenance $ 306 $ - GoToAssist $ 2,123 $ - GoToMeeting $ 14,014 $ 14,014 GoToMyPC $ 11,424 $ 11,424 Knowb4 (renewed 2025, 3 year license) $ 23,660 $ 60,000 Laserfiche Support $ 51,739 $ 54,890 LastPass Manager $ - $ 17,136 M365 $ 152,026 $ 253,760 Microfocus Email Archive (formerly Retain Email Archive) $ 38,000 $ 38,000 Mitel Maintenance $ 10,241 $ 10,240 Novus Agenda $ 5,800 $ 5,840 Open Finance/Open Budget used Tyler Data previously) $ - $ 31,333 Open Text Online Fax (formerly Rightfax) $ 2,900 $ 1,936 Path Solutions $ 5,700 $ 2,966 PDQ Inventory and Update $ 7,875 $ 9,563 Pluralsight $ - $ 1,200 Print Audit Annual maintenance $ 8,070 $ 11,744 Ruckus Watchdog Support $ 2,348 $ 2,349 Sharefile FTP $ 5,232 $ 7,306 Smartphone Data Plan (IT dept only) $ 1,629 $ 1,629 Solstice Pod $ - $ 2,700 Sophos Licensing & Maintenance $ 33,877 $ 20,000 Spam Filter $ 7,778 $ - SSL Certificates $ 495 $ 495 Superna- 5 yr 2024 $ 33,000 $ - Tyler Data & Insights $ 29,000 $ - VMWare $ 23,120 $ 26,160 Windows Server& SQL Licensing $ - $ 200,000 Total $ 621,102 $ 940,217 -8- Machinery 8� Equipment 9. Equipment replacement items include ($46,750): Information Services Machinery and Equipment Smart Phones and Case (5) $ 1,750 Desk Phones (100) $ 25,000 Recommended Improvement Packages $ 20,000 Total Equipment $ 46,750 Revenue 10. Specialized Services revenue related to department contracts and maintenance recharges is increased from $327,447 in FY 2024 to $381,750 in FY 2025. Information Technology uses a recharging system for help desk support, PC set-up, troubleshooting, and repair using service agreements with departments. Recharges are for labor and enterprise software costs allocated based on the number of users, the number of devices, and the number of licenses consumed.Any increase in licensing includes an increase in Specialized Services revenue. 11. Central IT Processing is increased from $429,018 in FY 2024 to $478,343 in FY 2025. Information Technology uses a recharging system for help desk support, PC set-up, troubleshooting, and repair using service agreements with departments. Recharges are for labor and enterprise software costs allocated based on the number of users, the number of devices, and the number of licenses consumed. Any increase in licensing includes an increase in Central IT Processing revenue. -9- INFORMATION TECHNOLOGY Information Technology 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. -10- INFORMATION TECHNOLOGY FY 2023 FY 2024 FY 2025 Full-Time Equivalent 12.00 13.00 13.00 Resource and Property Tax Support 2,000,000 1,500,000 1,000,000 500,000 _ 0 Operating Revenue Property Tax Support � FY 2023 FY 2024 FY 2025 Information Technology is supported by 13.00 full-time equivalent employees, which accounts for 56.25% of the department expense as seen below. Overall, the departments' expenses are expected to increase by 23.33% in FY 2025 compared to FY 2024. Expenditures by Category by Fiscal Year Employee Expense $1,408,386 $1,517,753 $646,470 Supplies & Services $731,664 $1,133,685 $1,955 Machinery& Equipment $47,735 $46,750 $0 $475,000 $950,000 $1,425,000 $ (Millions) � FY 2023 FY 2024 FY 2025 -11- INFORMATION TECHNOLOGY Mission & Services Information Technology 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 800 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 2025 CHIEF INFORMATION OFFICER 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 LAW ENFORCEMENT USER SUPPORT 1.00 Total FT Equivalent Employees 13.00 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 2022 FY 2023 FY 2024 Performance Actual Actual Estimated Indicator %Virtual Servers Updated (% updated of 100% N/A g5% gg% Goal in total 99 servers) Progress % Overall Up-Time 99% + N/A 99.99% 99.99% Goal Met 2 Dept. Objective: Provide solutions 8�services that maximize the investment in technology assets. % storage growth N/A N/A N/A N/A N/A #Training sessions/education provided for 75 N/A 62 80 Goal Met employees by IT staff # Hours planned "down-time"for network 75 NA 75 75 Goal Met maintenance -12- 3 Dept. Objective: Data assets are safe and continuity of business is insured. °/o of total inbound intrusions that were 100% 99% 100% 100% Goal Met blocked °/o of total inbound viruses that were blocked 100% 100% 100% 100% Goal Met -13- Recommended Operating Revenue Budget - Department Total 77-INFORMATION TECHNOLOGY FY22 Actual FY23 Actual FY24 Adopted FY25 Rccomm'd Fund/Account/Accaunt Title Revenue Revenue Budget Budget 100-General 4A-Charges for Services 45500-Miscellaneous Chg for Svcs (285) 0 0 0 47100-Reimbursements (300) 0 0 0 47150-Rcfunds 0 0 0 0 47820-Spccializcd Scrviccs (371,171) (369,340) (327,447) (381,750) 47880-Central IT Processing (247,673) (243,467) (429,018) (478,343) 4A-Charges for Services Total (619,429) (612,807) (756,465) (860,093) INFORMATION TECHNOLOGY-Total (619,429) (612,807) (756,465) (860,093) -14- Recommended Operating Expenditure Budget - Department Total 77-INFORMATION TECHNOLOGY FY22 Actual FY23 Actual FY24 Adopted FY 25 Recomm'd Fund/Account/Accouut Title Expense Expense Budget Budget 6A-Salaries&Wages 100-General 60100-Salaries-Regular Full Time 652,580 703,495 1,007,821 1,ll0,342 60200-Salaries-Regular Part Time 0 208 0 0 60300-Hourly Wagcs-Temp/Scasonal 0 15,508 31,602 33,302 60400-Ovcrtimc 3,332 222 3,513 3,513 60630-Special Pay Sick Lv Payout Ret 5,227 5,880 5,658 5,662 60635-Special Pay Sick Lv Payout 50% 3,539 4,187 4,736 4,397 60640-Special Pay-Vacation Payout 7,426 0 0 0 60710-Special Pay-Parental Leave 0 17,800 0 0 6A-Salaries&Wages Total 672,103 747,299 1,053,330 1,157,216 6B-Employee Benefits 100-Gencral 61100-FICA-City Contribution 48,928 54,142 79,783 88,527 61300-IPERS-City Contribution 63,585 68,151 98,456 108,293 615 LO-Health Insurance 104,256 147,708 174,499 161,076 61540-Life Insurance 342 384 598 552 61600-Workers'Compensation 1,195 1,383 1,720 2,089 61700-Unemployment Compensation 0 0 0 0 61992-Physicals 0 0 0 0 6B-Employee Benefits Total 218,306 271,769 355,056 360,537 6C-Staff Development 100-General 62100-Association Dues 0 0 966 966 62325-Mileage 77 202 630 630 62400-Meetings&Conferences 2,594 2,210 14,470 5,980 62500-Education Reimbursement 3,305 7,627 12,560 21,050 6C-Staff Development Total 5,976 10,039 28,626 28,626 6D-Repair/Maint/Util 100-General 63400-Equipment Maint/Repair � 45,483 47,ll0 51,240 51,240 63730-Telecommunications 7,1 1 I 7,138 7,1 11 12,248 6D-Repair/Maint/Util Total 52,594 54,248 58,351 63,488 6E-Contractual Svcs 100-General 64004-Internal Service Charge 0 0 0 0 64020-Advcrtising 411 1,600 411 411 64080-Insurance-Property 0 0 0 0 64081-Insurance-Liability 4,306 5,929 6,894 10,295 64140-Printing 0 42 58 43 64145-Copying 53 72 172 72 64160-Rental-LandBldgs/Parking 3,690 4,365 3,690 81,714 64190-Technology Services 601,543 544,519 626,302 940,217 64900-Other Professional Service 4,450 21,395 5,500 5,500 6E-Contractual Svcs Total 614,452 577,922 643,027 1,038,252 6F-Commodities -15- Recommended Operating Expenditure Budget - Department Total 77-INFORMATION TECHNOLOGY FY22 Actual FY23 Actual FY24 Adopted FY 25 Recomm'd Fund/AccounUAccount Title Expense Expense Budget Budget 100-General 65040-Small Tools&Equipment 0 0 0 0 65045-Technology Equipment 7,329 1,955 47,735 26,750 65060-Office Supplies 1,660 4,261 1,660 3,319 65080-Postagc/Shipping 0 0 0 0 65925-Uniform Purchase 502 0 0 0 190-Cab1eTV 65080-Postage/Shipping 0 0 0 0 6F-Commodities Total 9,491 6,216 49,395 30,069 6G-Capital Outlay 100-General 67210-Furniture/Fixtures 0 0 0 20,000 67500-Buildings 0 0 0 0 6G-Capital Outlay Total 0 0 0 20,000 INFORMATION SERVICES-TOTAL 1,572,922 1,667,493 2,187,785 2,698,188 -16- Recommended Expenditure Budget Report by Activity & Funding Source 77-INFORMATION TECHNOLOGY � FY25 Recomm'd Fund/Activity FY23 Actual Expense FY24 Adopted Budget Budget 7701- Administration 100-General 6A-Salaries&Wages 747,299 1,053,330 1,157,216 6B-Employee Benefits 271,769 355,056 360,537 6C-Staff Development 10,039 28,626 28,626 6D-Repair/Maint/Util 54,248 58,351 63,488 6E-Contractual Svcs 577,922 643,027 1,038,252 6F-Commodities 5,274 49,395 30,069 6G-Capital Outlay 20,000 190-Cab1eTV 6F-Commodities 7701- Administration Total 1,666,551 2,187,785 2,698,188 7799- Pcard Clearing 100-General 6F-Commodities 942 7799- Pcard Clearing Total 942 — INFORMATION SERVICES TOTAL 1,667,493 2,187,785 2,698,188 -17- CITYOFDUBUQUE , IOWA DEPARTMENT DETAIL-PERSONNEL COMPLEMENT 77 INFORMATION TECHNOLOGY DIVISION FY 2023 FY 2024 FY 2025 FD JC WP-GR JOB CLASS FTE BUDGET FTE BUDGET FTE BUDGET 61010 Full Time Employee Expense 100 9400 GE-44 CHIEF INFORMATION OFFICER 1.00 $149,237 1.00 $156,098 1.00 $ 164,526 100 8650 GE-37 SENIORNETWORK/SYSTEMSADMIN 1.00 $100,629 1.00 $105,255 1.00 $ 107,713 100 8600 GE-35 LEAD APPLICATIONS/NETWORK 4.00 $347,424 4.00 $368,779 4.00 $ 404,078 100 8500 GE-30 INFORMATION TECH SPECIALIST - $ - - $ - - $ - 100 GE-27 HELP DESK TECHNICAL SUPPORT 3.00 $150,184 3.00 $151,292 3.00 $ 172,654 100 GE-39 CHIEF SECURITY OFFICER 1.00 $ 85,390 1.00 $ 99,033 1.00 $ 123,725 100 490 GE-29 USER TECHNOLOGY SPECIALIST 1.00 $ 51,365 1.00 $ 59,576 1.00 $ 66,198 LAW ENFORCEMENT USER 100 GE-29 SUPPORT SPECIALIST - $ - 1.00 $ 67,788 1.00 $ 71,448 TOTAL FULL TIME EMPLOYEES 11.00 $884,229 12.00 $1,007,82' 12.00 $1,110,342 61030 Seasonal Employee Expense 100 650 NA-38 INTERN-SEASONAL 1.00 $ 28,752 1.00 $ 31,602 1.00 $ 33,302 TOTAL SEASONAL EMPLOYEES 1.00 $ 28,752 1.00 $ 31,602 1.00 $ 33,302 TOTAL INFORMATION TECHNOLOGY 12.00 $912,981 13.00 $1,039,42: 13.00 $1,143,644 -18- CITY OF DUBUQUE,IOWA ACTIVITY PERSONNEL COMPLEMENT SUMMARY FY 2023 FY 2024 FY 2025 ACCT FD JC WP-GR POSITION CLASS FTE BUDGET FTE BUDGET FTE BUDGET Information Technology-General Fund 10077100 61010 100 9400 GE-44 CHIEF INFORMATION OFFICER 1.00 $149,237 1.00 $156,098 1.00 $ 164,526 SENIOR NETWORK/SYSTEMS 10077100 61010 100 8650 GE-37 ADMIN 1.00 $100,629 1.00 $105,255 2.00 $ 218,657 10077100 61010 100 8600 GE-35 LEAD APP/NETWORK ANALYST 4.00 $347,424 4.00 $368,779 3.00 $ 293,134 10077100 61010 100 8500 GE-30 INFO TECHNOLOGY SPECIALIST — $ — — $ — — $ — nc�r ucan i c�nrvi�,r�,� 10077100 61010 100 GE-27 SUPPORT 3.00 $150,184 3.00 $151,292 3.00 $ 172,654 10077100 61010 100 GE-39 CHIEF SECURITY OFFICER 1.00 $ 85,390 1.00 $ 99,033 1.00 $ 123,725 10077100 61010 100 490 GE-29 USERTECHNOLOGYSPECIALIST 1.00 $ 51,365 1.00 $ 59,576 1.00 $ 66,198 LAW ENFORCEMENT USER 10077100 61010 100 GE-29 SUPPORT SPECIALIST 1.00 $ 71,448 Total 11.00 $884,229 0 V $1,007,82' 12.00 $1,110,342 Information Technology-General Fund 10077100 61030 100 650 NA-38 INTERN-SEASONAL 1.00 $ 28,752 1.00 $ 31,602 1.00 $ 33,302 Total 1.00 $ 28,752 1.00 $ 31,602 1.00 $ 33,302 TOTAL INFORMATION TECHNOLOGY DIVISION 12.00 $912,981 13.00 $1,039,42: 13.00 $1,143,644 -19- Capital Improvement Projects by Department/Division INFORMATION TECHNOLOGY Project FY 25 Recomm'd Number Capital Improvement Project Title Department Fund Account Budget Information 7769900002 City-wide comp/printer replac Technology 671 65045 2,800 Information 7769900002 City-wide comp/printer replac Technology 611 65045 43,560 Information 7769900002 City-wide comp/printer replac Technology 301 65045 10,158 Information 7769900002 City-wide comp/printer replac Technology 190 65045 2,800 Information 7769900002 City-wide comp/printer replac Technology 621 65045 8,828 Information 7769900002 City-wide comp/printer replac Technology 950 65045 32,720 Information 7769900002 City-wide comp/printer replac Technology 304 65045 300,595 Information 7769900002 City-wide comp/printer replac Technology 811 65045 5,800 I nformation 7769900017 Network Switch Replacement Technolo�ry 304 65045 120,000 INFORMATION SERVICES TOTAL 527,261 PRGRM/ DEPT PROJECT DESCRIPTION FY 2025 FY 2026 FY 2027 FY 2028 FY 2029 TOTAL PAGE INFORMATION TECHNOLOGY Business Type City-Wide Computer and Printer Replacements- Business $ 93,708 $ 72,150 $ 102,604 $ 166,959 $ 46,970 $ 482,391 287 General Government City-Wide Computer and Printer Replacements-General Gov $ 313,553 $ 571,760 $ 400,596 $ 950,454 $ 1,295,865 $3,532,228 288 Network Security Risk Assessment $ — $ — $ — $ 15,000 $ — $ 15,000 289 Network Switch Replacement $ 120,000 $ — $ — $ — $ — $ 120,000 290 $ — 304 TOTAL $ 527,261 $ 643,910 $ 503,200 $1,132,413 $ 1,342,835 $4,149,619 -20- �`'� . _ ..�.._ . � , n � 1 1 � ' � � 1 r � , • • • '� - � . 7 \ • � -� � � � - _ ��a- .��' - '� � . ��`�+'�al \ � � \ . � ,��,�..� � 4 � '�h� f ,�� r • .'� � - � / � � � T � � I Information Technology Department Information Technolo is committed to 9►Y 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. ew a m es + ew aces � - , � � � , . . � _ Informat� on Serv� ces to , �� - �� I nformat� on Tech nolo _ g v ____ DLEC Forensics Intern Christo her Billme er o.5 FTE p y Hel Desk ERP Justin Gooch � .0 FTE p Se n i o r N etwo rk Ad m i n i strato r Steve P u I s � .0 FTE Hel Desk Colleen Shabunas � .0 FTE p Administrative Su ort Elizabeth Martin 20 % pp � I � � � � , � I 1 1 � I Chief Information Officer Chris Kohlmann hief Security Officer Joe Pregler Senior Netw Administrator enior e Tony Steffen Administra Steve Pul Lead Applications Network Analyst Lead Applications Lead Applicati Analyst Network Anal urnis Scott Schlicht Technology IT Intern orensics User Technolo Help Desk Technical pecialist (DLEC) Specialist Support n Cummer Christopher Billmeyer Jacob Hoffman atricia Munson Help chnical Desk Technical Information Support upport ERP Technology Intern Colleen Shabunas ustin Gooch Nikeesh Shah • . � ' . • • . • ' • • ' • • • etwor . . . . m i n istration u ic a et . ersecurit nte r ri se . . � cat � ons C REATI N G AN � Hi�h-�er�orm�n�� r�ani��ti�n ��nd ��mrnun�t�� rith Er��ed �m�� a�a ��id�r�t� tl�� i� ��t��i�er� �r�d EQUITABLE _ - . �U�� n �r�� . COMMUNITY OF CHOICE � � ` . i � t . - i � � � ■ ■ � � r.�. � � r � ,r ;t � i ' y rti J ��- � � � ■� �r - �� ,y r' � ,' • � + �� . . � • . • � • • . • - ' DUBUQUE ��INA - � .c E� „ • ' � • ' . • : � , . . � . � `� ,.,,,�, - M . � � _ � � _ _ � I� • ` � i � �" ,��s- i � w � � w M � ' � • • � � � � � � � - -- - . " -1: � �.� . - - - - - - � � , t . , : , • - • • - - , � . �:� � � � ' �� : �r � �1� �. �� i"f ..��`� � � , � _ . � . . . - • - - �— = . � , a - � .�� _ . , - _ _ � � � i � , . . . . , . , , How It VlTarks . . . ACP gives a dis�ount on your househald's monthly intereret serviee.Participating infernet service providers will apply this discount direc�ly to your service � • � � � � � �lan. If eligible,your household can receive: , � � � � • 53� per month discnunt on wireless internet plans and a free phone • QR S30 per month discount an wired internet service ta your home • Dne•time discaunt oF up lo S�O�for a laptop,la�le[,ar desklop compufer.A small fee will be required. h A r I n n ivi P r r m Status o t e o a e Co ect t o a Y � • The Affordable Connectivity Program (ACP), established in 2021 • The program will stop providing full discounts in April 2024 and all d i sco u nts i n M ay 2024 • S.3565 • Introduced January 2024 • Referred to Committee on Appropriations • Bi pa rtisa n su pport with 3 co-sponsors • H . R.6929 • Introduced January 2024 • Referred to Committee on Appropriations • Bipartisan support with 221 co-sponsors Lif lin n A P Pr r m m ri n e e a C o a Co a so � p Lifeline ACP 1. Purpose and Scope 1. Purpose and Scope • A federal subsidy program initially designed for phone services; Lifeline now also provides • Managed by the Federal Communications Commission (FCC), the discounts for internet services. It aims to make ACP focuses exclusively on broadband service. It addresses communication more affordable for low-income connectivity needs for jobs, education, and healthcare. households. 2. Eligibility Criteria 2. Eligibility Criteria • Household income below 200% of federal poverty guidelines. • Household income must be no more than 135% • Participation in various government-assisted programs (e.g., SNAP, of federal poverty guidelines. Pell Grant, housing assistance). Participation in federal assistance programs 3. Providers � � Broader participation but requires paperwork for providers. (e.g., Medicaid, SNAP, SSI) also qualifies 3. Providers • Fewer broadband providers participate 4. Benefits � A monthly discount of up to $30 per month towards internet compared to the ACP. service for eligible households and up to $75 per month for 4. Benefits households on qualifying Tribal lands. • a monthly discount of $9.25 on phone or � Also offers a one-time discount of up to $100 for a laptop, internet services for eligible low-income desktop computer, or tablet purchased through a participating subscribers. provider if the household contributes more than $10 and less than $50 towards the purchase price FISCAL YEAR 2023 -24 HIGHLIGHTS Resiliency � � Broadband Partnerships • Partnership with GDDC, Engineering, IT, Eau�tv Water and Legal • Over 65 Agreements with 18 Providers and Partners • Resulting in an ongoing leverageable network investment • Fiber to the Home (FTTH) : • . • • . • � ' • . 5 i x �j �' ImOn Fiber to the .. ..,. �, � �- �f ��Y Home by Cabinet - ; � �� ;�a�: � � ,.�1 � �� ry aLi . � J.IY __ � i~� Jl� / �} i 72'�- ��.� � 774 . � •- � i•i "� I � 7:[ r�. .s y :{ �: '� 2d7�■ �.,, ••.�. 7777,U� � .;5, rt a�[i h' }�[ � �X '217k ._ ir i�N Y.['_.. .. � .�Sar �µ r;a�r ' 7 �� w T+fs-+g �� ic�r � a�x t5} 2�•+ � � � L.EGEF� � ret,aiu zo:�-hnC u.�- 0 tTor�C�,N �. - o Mt,�iw��3-hfiC u.�- 0 nr.�,M•rv1�-r rw��n ;�'�E: a Mt,aiu zo:+-hnC u.�- 0 nr.�,M�ow-r no�� Mt,aiu zo:5-hnC u.�- 0 nr.�,M•rv1�-r ro-,�� +{ � �� 2022 Builds 2023 Builds 2024 Builds Actua Is Actua Is ( Projected ) � , • Numberof Numberof Numberof . • • Ca b i n ets 19 Ca b i n ets 8 Ca b i n ets 29 � � • Number of Numberof Numberof Addresses Ad d resses Se rved Ad d resses Served 6, 710 3,915 Served 11, 299 236,733 Lineal Ft Aerial Fiber 307,572 Lineal Ft Underground Fiber FISCAL YEAR 2024 Resiliency HIGHLIGHTS � � • Cybersecurity Prevention and Awareness • H i ri n g a n d F u I I Staff Eau;ty • Backup and Replication • Secu rity Aud it • Data Center • Implementation of Co-Location and Disaster Recovery Servers and Storage � - . . :s � �� -�� . � _��_ -_:y�.. � , �~ • . . . i • ►�� ^ . � � � i� w : �k - � �� . � -` � � � ' r ,v , � , �;� :. '� • � • � � � - ' '�'' #;� :w�. � �r - � � .^ � - - : � ♦ � `��.'.� � .*'�. " � ! � " , � �f . . � • ��+ / .�`� ''. � �� a J . • ' • � I r '"�, .� ' � ; r " :. �-�r . ,� ,� � . -'' �' �-''• , � � � �i �' "'` I I / / I � ' � -� . ' * � � � ,.'' ��, •' ' -� ",.. �^^ ,,,,r r � - :.,..• " ' • s,r. � .•~ �.�. �.[�. . �. K � ' �. — -. r iw.y _ - ,he •• � �' .�� 'p'L'. F +M... * � � Y� � r' � +r * � = � � r � . � . �� ITY IT � T .. _ _r ,__, � � � �� . rJ StatUS �_ �� +I I I�� r � _: ti� �� . � � • — • Data Center Move- I n Projected � July 2024 � ��} � � • Bid January 2024 � � � , � � • Recommendation In Progress ��i� � r- I� � � • Off i ce Ce nte r M ove- I n � .. �� . � �� Pro ected for Fall 2024 J � _ • Plans and Specifications �� Completed �I�f� �I�� ..f� � � . � � �� Co nt ra cts Revi ew � � � 15 FISCAL YEAR 2024 Resiliency HIGHLIGHTS • Application and Support � ERP System Implementation � Finance/Budget � UB � Time and Attendance/Payroll � Off i ce365 � E-Mail for All Staff • Replacement Cycle of Hardware • Work From Home/Hybrid . � - . - • Support Ticketing and Issue Tracking . � • Broadband Public - Private Partnerships . - - � Fiber to the Home ' ' = � Extension of Fiber (ARPA) . . . • Broadband Public - Private Partnerships • Fiber to the Home ` ' • Digital Equity Initiatives ■ ■ • Extension of Fiber (ARPA) • On-Going Application Support • ERP System Implementation and Support • Public Safety Software Replacement • 911 Center Move • AI • Policy — Education — Pilots • Replacement of CRM • Network and Cybersecurity • Security Risk Assessment and Response • Zero-Trust Secu rity Arch itectu re • Disaster Recovery Testing and Implementation • . • ' • • • � ■ ' • . ' 1 � !� � � � � J � �+ ■ � I_�.l�Z�1J � 1 838 095 27 . 28 � � 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 Technolo JY (*Avg. home value of $196,508) 1 • , , � • � . . 1 . Ergonomic Furniture 20, 000 2 . Rad io Re lacements 5, 110 p Information Technology Department FY 25 CAPITAL IMPROVEMENT PROJECTS - . . City-Wide Computer & Printer 407 261 Replacements $ , Network Switch Upgrade $ 120,000 Information Technology 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 75 40 50 62 � � em lo ees b 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