Information Services FY2016 Budget PresentationCity of Dubuque Public Hearings # 1.
ITEM TITLE:
SUMMARY:
SUGGESTED DISPOSITION:
Copyright 2014
Information Services Fiscal Year 2016 Budget Presentation
ATTACHMENTS :
Description Type
❑ Information Services FY 2015 Recommended Budget Supporting Documentation
Information Services
-8-
INFORMATION SERVICES DEPARTMENT
Budget Highlights
% Change
FY 2013/14 FY 2014/15 FY 2014/15 FY 2015/16 from Adopted
Actual Adopted Amended Recomm'd FY 2014/15
Employee Expense 727,845 790,243 788,566 716,262 -9.4%
Supplies and Services 386,428 482,438 482,438 522,588 8.3%
Machinery and Equipment 5,506 14,312 14,827 5,592 -60.9%
Total 1,119,779 1,286,993 1,285,831 1,244,442 -3.3%
Operating Revenue 431,283 471,012 471,012 516,249 9.6%
Cable TV Charges -network
support 16,889 - - - 0.0%
Total
Property Tax Support
448,172 471,012
471,012 516,249
671,607 815,981 814,819 728,193 (87,788)
Percent Increase (Decrease) -10.8%
Personnel - Authorized FTE
8.50 9.00 9.00 9.00
Improvement Package Summary
1 of 9
This improvement package would provide funding for a consultant to create a strategic planning
process and product for the Information Services department. Professional Baseball player Yogi Berra
is quoted as saying "You've got to be very careful if you don't know where you are going, because you
might not get there." The same can be said for information technology departments without a strategic
plan. The City's information technology culture has for the most part embraced an inward, institutional
focus, emphasizing speed, change, and short life cycles. As the City embarks on an outcome oriented
approach to performance measurement and heavily relies upon data in daily operations and decision
making, Information Services must do more than just plan capacity needs for the next round of
budgetary requests. The outcome would be evaluation of the current information technology
environment and departmental culture including an assessment of roles and responsibilities,
assessment of the organization's external and internal environments to identify strengths, weaknesses,
opportunities, and threats, identification of the strategic issues facing the organization, formulation of
strategies to manage these issues, and recommendations on how to align structure, objectives and
outputs (work product and technology deployment) with the needs of the organization. This work is
intended to create a meaningful set of metrics to measure success and would support a Top priority on
Council's Policy Agenda for City Staffing Level: Evaluation, Direction and Funding.
Related Cost: $15,000 Tax Funds — Non -Recurring
Property Tax Impact: +$.00671+.06%
Activity: Information Services
-9-
Recommend — No
2 of 9
This improvement package would provide funding for an additional battery and environmental
monitoring to servers currently without it, as well as additional software licensing to receive and analyze
the monitoring data from those servers. This would enhance the resiliency and provide a more
proactive response to power or environmental issues for critical information technology assets.
Related Cost: $ 845 Tax Funds — Recurring
Related Cost: $2,600 Tax Funds — Non -Recurring
Total Cost: $3,445
Property Tax Impact: +$.0015/+.01%
Activity: Information Services
Recommend — Yes
3 of 9
This improvement package would provide funding for additional administration and user training for the
latest version of Groupwise and assistance in migrating mailboxes to the latest version of Groupwise e-
mail and calendaring. The conversion assistance would also assist with integrations to e-mail archiving
and mobile asset and synchronization applications.
Related Cost: $2,800 Tax Funds — Non -Recurring
Property Tax Impact: +$.00121+.01%
Activity: Information Services
Recommend — Yes
4 of 9
This improvement package would provide funding for three computer tablets for 2 lead
network/application analysts and the information technology specialist. Staff would use the computer
tablets for remote assistance and help desk work, research of issues while not in the office and for
training and education.
Related Cost: $2,992 Tax Funds — Non -Recurring Recommend — Yes
Related Cost: $1,440 Tax Funds — Recurring
Total Cost: $4,432
Property Tax Impact: +$.00201+.02%
Activity: Information Services
5 of 9
This improvement package would provide funding for six additional licenses for Novell Service Desk so
that all Information Services staff would have a license. Novell Service Desk is a complete service
management solution that would allow the City's service technicians easily monitor and solve service
issues. It provides an online support system tailored to meet the service requirements of end-users,
administrators, and technicians. Novell Service Desk is integrated with and leverages the City's
investment in the ZENwork software application to enable Information Services staff to seamlessly work
with the software Bundle Management and Remote Management capabilities of Configuration
Management. This would increase the efficiency with which the Information Services staff can manage
service requests. Currently, Novell Service Desk software is included in the Open Workgroup Suite,
which comes with 2 Technician licenses. The Technician license allows the user to respond to and
provide solutions to end users' requests. The Technician license also includes the ability to create and
maintain a Service Catalog. As requests are resolved, a knowledge base is created to make finding
issues and answers very easy for both the Technician as well as the end user. There would be an
internal web site accessible to end users, where Information Services staff can post informational
messages about the status of servers and services.
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Almost 75% of the work of Information Services does involves some type of direct response to both
"planned" or "unplanned" end-user service requests. Although WebQA provides a great tool for "calls
for service" it does provide an ability to integrate into our user and hardware environment and create
Service Level Agreements and Service Catalogs unique to the technology environment. The Novell
Service Desk also provides a rich reporting and dashboard for technicians and the Information Services
Manager to view open issues and create Key Performance Indicators (KPIs) based volume of calls,
distribution of tasks, and commonly requested knowledgebase information. This application will also
provide a resource that will be helpful in determining revenue estimates. The purchase of six additional
Tech licenses will enable all Information Services staff to quickly track issues, access resolutions, and
provide better support to our end users. This will also allow our end users to request support or access
answers to common problems
Related Cost: $7,015 Tax Funds — Non -Recurring Recommend — No
Related Cost: $1,114 Tax Funds — Recurring
Total Cost: $8,129
Property Tax Impact: +$.00361+.03%
Activity: Information Services
6 of 9
This improvement package would provide funding for additional staff training for storage and server
virtualization equipment and management tools.
Related Cost: $4,800 Tax Funds — Non -Recurring
Property Tax Impact: +$.0021/+.02%
Activity: Information Services
Recommend — No
7 of 9
This improvement package would provide funding for the purchase of iPrint mobile software. The iPrint
Mobile software will allow the City's iPhone and iPad users an ability to print documents to the City's
networked printers. The software will also support most major mobile devices such as Windows, and
Android.
Related Cost: $3,323 Tax Funds — Non -Recurring
Related Cost: $ 525 Tax Funds — Recurring
Total Cost: $3,848
Property Tax Impact: +$.00171+.02%
Activity: Information Services
Recommend — No
8 of 9
This improvement package would provide funding for the purchase of reporting software for creation of
inbound and outbound telephone call reports. One of the most active citizen engagement methods in
the City is by telephone. The City averages over 7000 calls (inbound and outbound) per day. This
metric is important for departments in answering the questions such as "Do I have enough staff to
handle all the calls at this time?" "What is my call volume?" "How are calls being routed through my
department?" "Is the caller being transferred to many times?" Mishandled calls can be costly when
they result in unreturned calls leading to increased labor in responding to citizens. A comprehensive
custom report creator with fully customizable real-time views would help departments make informed
business decisions and improve citizen interaction when calling. It will help answer the questions
manager that managers need to know when creating performance indicators and measures in the area
of citizen engagement done primarily by phone.
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Related Cost: $6,911 Tax Funds — Non -Recurring
Related Cost: $ 494 Tax Funds — Recurring
Total Cost: $7,405
Property Tax Impact: +$.00331+.03%
Activity: Information Services
Recommend — No
9 of 9
This improvement package would provide funding for the purchase of Laserfiche forms for the Citizens
software module for Laserfiche. When citizens submit paper forms, there is no way to ensure that all
fields are completed, the information is correct or the handwriting is legible. It is also impossible to be
completely sure that confidential information is kept 100% secure. This software would "pull" user data
from primary applications to pre -populate forms for known audiences, reducing the need for staff to
rekey or manually validate information like name, address and phone number. With embedded routing
capabilities, Laserfiche Forms allows specified employees to quickly review and approve submitted
forms within the Laserfiche Forms application itself. Areas known to rely heavily on forms include: Art
on the River Applications, Art Grants Forms, Facade Grants, Financial Consulting Grants, and Planning
and Design Grants. This would support the environmental component of sustainability by reducing
printed paper forms.
Related Cost: $ 9,594 Tax Funds — Non -Recurring
Related Cost: $ 1,599 Tax Funds — Recurring
Total Cost: $11,193
Property Tax Impact: +$.0050/+.05%
Activity: Information Services
Significant Line Items at Maintenance Level
(Without Recommended Improvement Packages)
Employee Expense
Recommend — No
1. The City wage plan for non -bargaining unit employees will not increase and bargaining unit
employees will receive a 2.25% wage increase in FY 2016.
2. The Iowa Public Employee Retirement System (IPERS) City contribution remains at 8.93% and
the employee contribution remains at 6.18% in FY 2016.
3. The City portion of health insurance expense decreased from $1,190 in FY 2015 to $1,040 in
FY 2016 per month per contract, resulting is a savings of 14,400.
4. One position in Information Services will remain vacant in FY 2016 with a savings of $59,623.
This position includes a full-time Help Desk Technical Support (1.0 FTE).
Supplies & Services
5. Dues and Memberships increased from $300 in FY 2015 to $1,205 in FY 2016 due to adding
International City/County Management Association membership for $860 and replacing the
Urban and Regional Information Systems Association membership (-$150) with the Sungard
Users Group membership (+$195).
6. Conferences decreased from $1,995 in FY 2015 to $1,389 in FY 2016 based on the actual cost
of conferences attended.
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7. Education and Training decreased from $4,950 in FY 2015 to $4,060 in FY 2016 due to one-
time additional training for storage area network ($1,200) in FY 2015.
8. Telephone increased from $6,204 in FY 2015 to $6,709 in FY 2016 based on actual cost of
phone service which includes $3,948 for smartphones and cell phones (7), $1,200 HIDEF
conference calling, $1,561 desk phone local and long distance.
9. Machinery and Equipment Maintenance decreased from $59,000 in FY 2015 to $54,000 in FY
2016 due to a reduction in the network maintenance agreement (-$5,000).
10. Software License increased from $370,565 in FY 2015 to $405,700 in FY 2016 based on the
following increases and decreases:
GIS Annual Support Contract +$ 500
Novell Licensing and Maintenance +$11,945
Identity Management Maintenance -$ 803
Zenworks Asset Management +$ 2,600
GoToMyPC (increase of 45 licenses) +$ 4,587
Microsoft Licensing Server & Desktop -$10,683
Sophos Antivirus Licensing +$14,857
Postini Spam Filter Service +$ 7,500
Informix 4J's Compiler +$ 1,257
Informix 4J's User -$ 1,179
Renewal of Domain Names & SSL Certificate +$ 494
FTP Site Annual Maintenance +$ 801
Verdiem Surveyor +$ 189
Sonian E -Mail Archive +$ 720
Airwatch +$ 528
11. Internet Services increased from $17,160 in FY 2015 to $21,384 in FY 2016 due to an increase
of internet bandwidth in city-wide internet services (+$4,224).
Revenue
12. 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
fiscal year 2000. In addition, departments receive recharges for maintenance agreement costs
on City wide software based on the number of users in their departments. Specialized services
revenue related to these contracts and maintenance recharges is increasing from $242,311 in
FY 2015 to $279,516 in FY 2016.
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INFORMATION SERVICES
Information Services provides efficient, effective and functional use of resources to
create a resilient and sustainable information technology deployment for the City of
Dubuque.
City Manager's
Office
Information
Services
Expenditures and Resources by Department
and Category
Budget Hi
FY 2013/14
ghlights Actual
FY 2014/15
Adopted
FY 2014/15
Amended
FY 2015/16
Recomm'd
% Change
from Adopted
FY 2014/15
Employee Expense
Supplies and Services
Machinery and Equipment
Total
Operating Revenue
Cable TV Charges -network
support
Total
Property Tax Support
Percent Increase (Decrease)
727,845
386,428
5,506
1,119, 779
431,283
16,889
448,172
671,607
Personnel - Authorized FTE 8.50
790,243
482,438
14,312
1,286, 993
471,012
471,012
815,981
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9.00
788,566
482,438
14,827
1,285,831
471,012
471,012
814,819
9.00
716,262
522,588
5,592
1,244,442
516,249
516,249
728,193
9.00
-9.4%
8.3%
-60.9%
-3.3%
9.6%
0.0%
(87,788)
-10.8%
INFORMATION SERVICES
SUCCESS IS ABOUT PLANNING, PARTNERSHIPS AND
PEOPLE LEADING TO OUTCOMES
PEOPLE
A knowledgeable and competent
staff provides leadership in the
technology activities for the City
of Dubuque including help desk,
systems planning and
implementation, network
administration and telephony.
Information Services staff
regularly attend annual
conferences and education
sessions to gain knowledge and
best practices.
PLANNING
Information Services works with
all City Departments and
Divisions to ensure the latest
technology is available to carry
out City Goals and Initiatives.
PARTNERSHIPS
Information Services successfully integrates
people, process and technology by fostering
partnerships and consistently delivering
solutions that serve as the foundation of City
operations. Technology support is provided for
close to 700 end-users including Greater
Dubuque Development Corporation and City
and County public safety which includes 911
Dispatch, Dubuque County sheriff, jail and
police.
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INFORMATION SERVICES
Overview
The City of Dubuque maintains a centralized information processing center for all City
departments and divisions. This service is provided by maintaining current information
processing techniques to record, compute, store, process and convey information.
Among the goals of this activity are to:
• Provide direction for current and future technology projects
• Maintain and enhance the City's network infrastructure
• Maintain and enhance the City's investment in computers, servers and related
peripheral equipment
• Provide end-user training and support for installed software
• Provide for adequate safeguards and security of the City's digital information
The major functional areas of Information Services are:
Help Desk. Information Services staff provides guidance, troubleshooting and problem
resolution to over 685 end-users in the areas of software problem determination,
debugging, hardware maintenance, repair and procedural problem solving. User
support for over 100 different applications is provided with approximately 5000 hours by
staff expended in this activity. In addition, off -hours computer assistance is available on
weekends and holidays.
Technology Planning and Implementation. Information Services staff provide
assistance in the specification, recommendation, purchase, installation and
configuration of new and replacement systems and hardware. In the past year 122
personal computers, and 6 hosts/physical servers/appliances and 3 virtual servers have
been replaced or upgraded. Those replaced were at least four years old as part of the
budgeted replacement cycle. Staff provides implementation assistance to new and
upgraded software applications such as the Sungard Public Safety System and Transit
ITS projects as well as technology assistance needed for new construction projects
such as the Intermodal Center and new parking ramp.
Network Administration and Planning. Staff continues in the role of steward for all
data maintained on the central servers by maintaining a system of regular backups and
off-site storage. Staff regularly monitors and responds to network "health" issues. A
monthly schedule of network maintenance for troubleshooting and preventative
maintenance on all servers and network equipment keeps systems up to date and
running optimally. Working in partnership with Racom, Information Services provides
monitoring and trouble -shooting for the wireless networks which include mobile
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INFORMATION SERVICES
computers in the public safety vehicles, remote water meter readings and surveillance
cameras. Internet bandwidth for staff was doubled in capacity with a minimal operating
budget impact.
Telephony. Information Services specifies, supports and works with departments to
better utilize features and functionality of the City's telephony resources. As we move to
an "always and anywhere" connected workforce, unified communication and access to
data resources in the field are key to organization efficiency and effectiveness. Included
in this support are over 516 Shoretel IP Telephones and 700 extensions, over 150
managed mobile devices, 30 mobile data access devices and 145 cell phones. Mobile
device deployment increased 50% in the organization in the past year.
Print and Production Services. Information Services provides legacy system
production job scheduling, print services along with automatic financial and applications
data transfer (ie ACH.) All production job schedules, outputs and equipment are created
and monitored for accuracy, security and completeness. Equipment is monitored for
service needs. Annually the print services produce 412,425 prints and processes 338,
450 inserts with a majority of these mailed for revenue generating and informational
purposes.
Funding Summary
FY 2013/14
Actual
FY 2014/15
Adopted
FY 2015/16
Recommended
Expenditures
$1,119,779
$1,286,993
$1,244,442
Resources
$448,172
$471,012
$516,249
Position Summary
FY 2015/16 FTE's
Information Services Manager
1.00
Senior Network System Administrator
1.00
Lead Application/Network Specialist
3.00
Information Technology Specialist
1.00
User Technical Support
1.00
Help Desk Technical Support
1.00
Information Services Intern
1.00
Total FTE's
9.00
Supporting City, Organization and Community Goals
Planned and Managed Growth
• Providing data and technical assistance for the identification of properties and
mailings
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INFORMATION SERVICES
• Assistance with analysis of Smarter Discards data for Washington
neighborhood and determination of next steps
• Providing technology design and implementation assistance for Intermodal
and Parking Ramp in Millwork district
• Providing technical support for Housing Section 8 and Rental License
programs
Partnering for a Better Dubuque
• Providing 3,000 hours of technical support annually to DLEC including 911
Dispatch, Police, Sheriff, Jail
• Design and implementation assistance for surveillance cameras
• On-going design, implementation and training for Sungard Public Safety
Software serving City and County law enforcement and Fire
• Support and participation in ICMA International Exchange
Improved Connectivity — Transportation and Telecommunications
• On-going software support on -board and back office systems for the Jule
• Providing over 2100 hours in the maintenance, support and upgrade of network
resources and assets including 67 network devices at 20 locations.
• Leadership, guidance and support for the growing number mobile and wireless
devices and applications
• Expanding telephone service and support to DLEC and GDDC
Financially Responsible City Government and High Performance Organization
• Support for Finance including printing over 5,000 bills and checks each week
• Maintaining a secure and highly available technical environment including virus
detection, backups, regular updates, and off-site storage of critical backups
• Negotiating new contracts for telephony services, cell phone services and
multifunction contracts in a 25% — 35% savings in annual costs
Economic Prosperity
• Ongoing technical and telephony support for GDDC
Social/Cultural Vibrancy
• Technology support of MFC
• Donation of PC's to Schools and Non -Profits
• Staff has volunteered over 1000 service hours in the Community including Days
of Caring, Dubuque Kiwanis and Young Professionals
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INFORMATION SERVICES
Environmental Integrity
• Leadership and Support for Smarter Sustainable Dubuque completing the
Smarter Discards pilots
• PC and device power settings creating a projected annual energy savings of
24, 000kWh
• Purchase of devices with energy star rating and using that as a quantitative
metric in selection of device replacements
Performance Measures
Information Service — Activity Statement
Provide efficient, effective and functional use of resources to create a resilient and
sustainable information technology deployment for the City of Dubuque.
Goals
• Supported: Providing daily and off -hour support for applications, hardware,
telephones, mobile technologies, instrumented technologies (such as water reading
collectors or AVL,) installation, upgrades and procedural problem solving.
• Efficient: Virtualizing key physical servers to virtual servers at a 7:1 ratio for more
efficient usage of power resources and faster recovery in a disaster recovery event.
• Smart: Providing data, design and engagement assistance for Smarter Sustainable
Dubuque applications and end-users.
• Safe: Safekeeping for all data maintained by the City housed on a resilient Storage
Area Network as well as on cloud based hosts with a system of regular backups and
off-site storage. Virus detection and inoculation, spam filtering, e-mail archiving, web
site filtering, intrusion detection and monitoring.
• Connected: Leveraging high speed wired and wireless communications to locations.
• Sustainable: Implementing "smart" IT practices such as purchase of energy efficient
equipment, e -cycling or donating old equipment and energy management practices for
all pc's.
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INFORMATION SERVICES
Objective: Maintaining and striving to improve the high quality of technical
solutions and service provided by Information Services.
Whether it is for daily access or in a disaster situation, the City's end-users and citizens
have an expectation that their technical resources will be accurate, supported by a
technically competent and "user friendly" staff and readily available.
What this means to the citizen:
Technology resources are highly available with a service delivery of 99%
uptime for users of technology providing citizen and organization services.
This objective is accomplished by:
• Virtualization of servers ata 7:1 ratio
• A regular replacement schedule for servers, workstations and mobile
devices
• Efficient use of large capacity Storage Area Networks (SRNs)
• Maximizing the use of a robust and scalable IP telephone system
• Regular updates and evaluation of software
• Partnering with highly competent applications and services partners
E -Mall Boxes
Uses
Managed MobOe Devices
Servers
Workstations
Three Year Growth and Projection for Information Semites Menta
0
100 200 300 400 500 600 700 800
■ FY2016 Projected
■FY2015
• FY 2014
• FY 2013
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INFORMATION SERVICES
Objective: Providing the tools, solutions and services that maximize the
investment in technology assets.
The investment in technology is maximized when end-users are equipped and capable
of using those resources where and when needed.
What this means to the citizen:
Investments in technology are maximized.
This objective is accomplished by:
• Educating end users on technology resources and the availability of data assets
• Continuing staff education and collaboration
• Expanded use of mobile applications
• Use of AirWatch mobile device management
• Use of tools such as Zenworks to provide regular and automatic updates to applications
• Planned and managed use of wired and wireless technology and assets
160
140
120
100
80
GO
40
20
0
Growth in Mobile Devices
FY 2013
FY 2014
FY 2015
FY2016 Projected
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INFORMATION SERVICES
Objective: Insuring that technology assets are safe and continuity of business is
insured.
Although the potential for the City's technical infrastructure and data assets exposure to
internal and external threats is always present; those dangers are minimized through
effective processes, policies and applications.
What this means to the citizen:
Data is safe, the technology environment is resilient and citizen services are provided with a
high level of accuracy and availability.
This objective is accomplished by:
• Partnering with resilient service providers
• Monthly production schedule for legacy operations
• Maintaining a system of backups, virus detection and inoculation, web site filtering and
monitoring and off-site storage.
• Implementation of highly available network, telephony and mobile resources
• Implementing a change management policy for systems
• Production jobs are delivered on schedule and accurately
• Maintaining service level agreements for support through continued growth in support
requirements
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Recommended Operating Revenue Budget - Department Total
77 - INFORMATION SERVICES
Fund
Account
Account Title
FY13 Actual
FY14 Actual
FY15 Adopted
FY16 Recomm'd
Revenue
Revenue
Budget
Budget
100
100
100
100
100
100
100
100
100
100
100
53510
53511
53512
53513
53515
53516
53517
53518
53519
53530
53620
FINANCE -DP SERVICE
PAYROLL -DP SERVICE
PERSONNEL -DP SERVICE
BUDGET -DP SERVICE
ACCTS REC-DP SERVICE
FLEET MAINT-DP SERVICE
PARKING FINES -DP SERVICE
POLICE-UNIX/SYS SUPPLIES
UTIL BILLING -DP SERVICE
SPECIALIZED SERVICES
REIMBURSEMENTS -GENERAL
17,292
15,765
3,054
764
11,948
1,848
11,987
98,193
40,508
200,776
1,145
18,161
16,558
4,396
802
12,549
9,840
14,255
125,268
41,979
186,375
1,100
21,039
19,142
3,795
949
14,398
1,848
13,597
104,955
48,978
242,311
0
21,922
19,944
3,955
989
15,001
1,848
14,165
107,879
51,030
279,516
0
53- MISCELLANEOUS
403,280 431,283 471,012 516,249
77 - INFORMATION SERVICES TOTAL 403,280 431,283 471,012 516,249
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Recommended Operating Expenditure Budget - Department Total
77 - INFORMATION SERVICES
Fund
Account
Account Title
FY13 Actual
FY14 Actual
FY15 Adopted
FY 16 Recomm'd
Expense
Expense
Budget
Budget
100
290
100
100
290
100
100
290
100
290
100
290
100
290
100
290
100
61010
61010
61030
61050
61050
61099
61310
61310
61320
61320
61410
61410
61415
61415
61416
61416
61660
FULL-TIME EMPLOYEES
FULL-TIME EMPLOYEES
SEASONAL EMPLOYEES
OVERTIME PAY
OVERTIME PAY
WAGE ADJUSTMENT
IPERS
IPERS
SOCIAL SECURITY
SOCIAL SECURITY
HEALTH INSURANCE
HEALTH INSURANCE
WORKMENS' COMPENSATION
WORKMENS' COMPENSATION
LIFE INSURANCE
LIFE INSURANCE
EMPLOYEE PHYSICALS
467,479
8,645
20,703
3,144
0
0
42,597
750
36,584
652
80,820
1,998
1,480
263
400
6
0
487,925
11,884
22,999
2,037
104
0
44,637
1,070
38,162
905
112,926
2,599
2,067
46
394
10
80
538,357
0
25,224
3,561
0
11,501
50,645
0
43,387
0
114,240
0
2,103
0
1,075
0
150
507,554
0
25,696
3,513
0
0
47,932
0
41,062
0
87,360
0
2,129
0
1,016
0
0
61 - WAGES AND BENEFITS
665,520 727,845
790,243 716,262
100 62010 OFFICE SUPPLIES 249 240 2,715 2,134
100 62030 POSTAGE AND SHIPPING 137 94 144 98
290 62030 POSTAGE AND SHIPPING 14 272 0 0
100 62090 PRINTING & BINDING 133 0 20 20
100 62110 COPYING/REPRODUCTION 0 0 522 365
100 62190 DUES & MEMBERSHIPS 345 345 300 1,205
100 62206 PROPERTY INSURANCE 5,045 7,807 8,197 9,771
100 62208 GENERAL LIABILITY INSURAN 3,725 4,286 4,415 4,273
100 62310 TRAVEL -CONFERENCES 1,312 1,306 1,995 1,389
100 62320 TRAVEL -CITY BUSINESS 75 0 0 0
100 62340 MILEAGE/LOCAL TRANSP 305 270 311 275
100 62360 EDUCATION &TRAINING 1,410 2,320 4,950 4,060
100 62421 TELEPHONE 12,362 11,489 6,024 6,709
100 62424 RADIO/PAGER FEE 202 639 240 240
100 62436 RENTAL OF SPACE 2,880 2,880 2,880 2,880
100 62611 MACH/EQUIP MAINTENANCE 52,668 58,417 59,000 54,000
100 62663 SOFTWARE LICENSE EXP 296,741 276,263 370,565 406,545
100 62667 INTERNET SERVICES 14,760 16,343 17,160 22,824
100 62671 MISC. OPERATING SUPPLIES 1,182 674 0 0
100 62716 CONSULTANT SERVICES 8,628 2,783 3,000 5,800
62 - SUPPLIES AND SERVICES
402,171 386,428 482,438 522,588
100 71120 PERIPHERALS, COMPUTER 0 0 0 5,592
100 71123 SOFTWARE 0 5,495 5,995 0
100 71124 MICRO -COMPUTER 0 11 0 0
100 71125 SERVERS 0 0 8,317 0
-24-
Recommended Operating Expenditure Budget - Department Total
77 - INFORMATION SERVICES
Fund
Account
Account Title
FY13 Actual
Expense
FY14 Actual
Expense
FY15 Adopted
Budget
FY 16 Recomm'd
Budget
71 - EQUIPMENT
0
5,506
14,312
5,592
77 - INFORMATION SERVICES TOTAL 1,067,692
1,119,779
1,286,993
1,244,442
-25-
Recommended Expenditure Budget Report by Activity & Funding Sounce
77 - INFORMATION SERVICES
INFORMATION SERVICES - 77100
FUNDING SOURCE: GENERAL
Account FY13 Actual FY14 Actual FY15 Adopted
Expense Expense Budget
FY16 Recomm'd
Budget
EQUIPMENT 0 5,506 14,312 5,592
SUPPLIES AND SERVICES 402,158 386,156 482,438 522,588
WAGES AND BENEFITS 653,207 711,227 790,243 716,262
INFORMATION SERVICES 1,055,364 1,102,889 1,286,993 1,244,442
INFORMATION SERVICES $1,055,364.50 $1,102,889.49 $1,286,993.00 $1,244,442.00
TOTAL
-26-
CITY OF DUBUQUE, IOWA
DEPARTMENT DETAIL - PERSONNEL COMPLEMENT
77 INFORMATION SERVICES DIVISION
FD JC WP -GR JOB CLASS
61010 Full Time Employee Expense
FY 2014
FY 2015 FY 2016
FTE BUDGET FTE BUDGET FTE BUDGET
100 9400 GE -41 INFORMATION SERVICES MANAGER 1.00 109,291 1.00 110,930 1.00 111,317
100 8650 GE -35 SENIOR NETWORK/SYSTEMSADMIN 1.00 77,682 1.00 78,847 1.00 79,101
100 8600 GE -32 LEAD APPLICATIONS/NETWORK 2.82 184,747 3.00 199,613 3.00 200,488
290 8600 GE -32 LEAD APPLICATIONS/NETWORK 0.18 11,915 0.00 0 0.00 0
100 8500 GE -30 INFORMATION TECH SPECIALIST 1.00 57,712 1.00 59,028 1.00 58,751
100 GE -27 HELP DESK TECHNICAL SUPPORT 1.00 39,651 1.00 40,246 1.00 0
100 0490 GE -29 USER TECHNOLOGY SPECIALIST 1.00 56,851 1.00 57,768 1.00 57,897
TOTAL FULL TIME EMPLOYEES 8.00 537,849 8.00 546,432 8.00 507,554
61030 Seasonal Employee Expense
100 0650 NA -38 INTERN -SEASONAL 1.00 25,224 1.00 25,602 1.00 25,696
Total 1.00 25,224 1.00 25,602 1.00 25,696
TOTAL INFORMATION SERVICES
9.00 563,073
9.00 572,035
9.00 533,250
-27-
ACCT FD JC WP -GR
Information Services - General Fund
10077100 61010
10077100 61010
10077100 61010
10077100 61010
10077100 61010
10077100 61010
100 9400 GE -41
100 8650 GE -35
100 8600 GE -32
100 8500 GE -30
100 GE -27
100 0490 GE -29
CITY OF DUBUQUE, IOWA
ACTIVITY PERSONNEL COMPLEMENT SUMMARY
POSITION CLASS
Run Date:
01/15/15
FY 2014 FY 2015 FY 2016
FTE BUDGET FTE BUDGET FTE BUDGET
Information Services - Cable TV Fund
29077100 61010 290 8600 GE -32
INFORMATION SERVICES MANAGE 1.00 109,291 1.00 110,930 1.00 111,317
SENIOR NETWORK/SYSTEMS ADI1, 1.00 77,682 1.00 78,847 1.00 79,101
LEADAPP/NETWORK ANALYST 2.82 184,747 3.00 199,613 3.00 200,488
INFORMATION TECHNOLOGY SPE 1.00 57,712 1.00 59,028 1.00 58,751
HELP DESK TECHINICAL SUPPOR. 1.00 39,651 1.00 40,246 1.00 0
USER TECHNOLOGY SPECIALIST 1.00 56,851 1.00 57,768 1.00 57,897
Total 7.82 525,934 8.00 546,432 8.00 507,554
LEADAPP/NETWORK ANALYST 0.18 11,915 0.00
Total
Information Services - General Fund
10077100 61030 100 0650 NA -38 INTERN -SEASONAL
Total
0 0.00
0
0.18 11,915 0.00
1.00
1.00
25,224 1.00
25,224 1.00
0 0.00
25,602
0
1.00 25,696
25,602
1.00 25,696
TOTAL INFORMATION SERVICES DIVISION 9.00 563,073 9.00 572,035 9.00 533,250
-28-
Capital Improvement Projects by Department/Division
INFORMATION SERVICES
CIP Capital Improvement Project FY 13 Actual FY 14 Actual FY 15 Adopted FY 16 Recomm'd
Number Title Expense Expense Budget Budget
1001069 INTERNET,MICROS & PRINTER 0 193,433 0 0
1002091 CONVERSION OF PHONE SYSTE 40,322 0 0 0
1011069 INTERNET,MICROS & PRINTER 238,467 46,407 130,590 0
1011847 STORAGE AREA NETWORK UPGR 0 8,018 0 0
1012435 CITY WIDE MULTIFUNC RPL 0 3,426 0 0
1012490 LASERFICHE UPGRADE RIO 0 0 0 0
1021069 INTERNET,MICROS & PRINTER 66,329 62 0 0
1022435 CITY WIDE MULTIFUNC RPL 0 0 0 0
1022488 10G BACKBONE UPGRADE 0 0 76,000 0
1022489 DATA DOMAIN UPGRADE 0 60,215 0 60,000
2501069 INTERNET,MICROS & PRINTER 29,178 7,463 24,300 33,596
2901069 INTERNET,MICROS & PRINTER 3,863 0 4,800 4,338
3001069 INTERNET,MICROS & PRINTER 0 0 263,000 0
3501069 INTERNET,MICROS & PRINTER 0 0 0 320,331
3502490 LASERFICHE UPGRADE RIO 0 0 27,889 0
3502565 10 GBE NETWORK CARD CABLE 0 0 17,255 0
3502626 TEST ENVIRONMENT 0 0 0 35,000
3502627 DATA MINING/OPEN DATA 0 0 0 30,000
3502628 NOVELL FILE MGMT SUITE 0 0 0 26,475
6701069 INTERNET,MICROS & PRINTER 4,397 0 0 0
7101069 INTERNET,MICROS & PRINTER 2,709 2,709 7,950 17,886
7201069 INTERNET,MICROS & PRINTER 2,709 2,709 2,700 7,024
7301069 INTERNET,MICROS & PRINTER 34,751 1,950 2,100 12,729
7401069 INTERNET,MICROS & PRINTER 25,760 15,899 3,750 24,100
8101069 INTERNET,MICROS & PRINTER 3,691 3,902 9,200 7,200
9401069 INTERNET,MICROS & PRINTER 1,845 0 37,400 39,850
INFORMATION SERVICES TOTAL 454,020 346,193 606,934 618,529
-29-
City of Dubuque
Recommended Capital Improvement Program Summary
Fiscal Year 2016-2020
PROGRAM/DEPT PROJECT DESCRIPTION SOURCE OF FUNDS
FY 2016 FY 2017
FY 2018 FY 2019
FY 2020 TOTAL PAGE
INFORMATION SERVICES
General Government
Business Type
City -Wide Computer and Printer General Fund/Sales Tax $ 358,265 $ 450,241 $ 326,313 $ 391,369 $ 515,283 $ 2,041,471 389
Replacements Fund (20%)/Road Use Tax
Fund/Sales Tax Fund
(30%)/Cable TV
Data Domain Upgrade DRA Distribution $ 60,000 $ - $ - $ - $ - $ 60,000 390
Test Environment Sales Tax Fund (20%) $ 35,000 $ - $ - $ - $ - $ 35,000 391
Data Mining and Open Data Sales Tax Fund (20%) $ 30,000 $ 30,000 $ 30,000 $ 30,000 $ 30,000 $ 150,000 392
Novell File Management Suite Sales Tax Fund (20%) $ 26,475 $ - $ - $ - $ - $ 26,475 393
Laserfche Full User Licenses DRA Distribution $ - $ 14,000 $ - $ - $ - $ 14,000 394
City -Wide Computer and Printer Refuse/Landflll/Sewer/Storm $ 108,789 $ 116,696 $ 53,680 $ 74,265 $ 57,490 $ 410,920 395
Replacements water/Water/Parking/Garage
Service Fund
Total - Information Services Department $ 618,529 $
-30-
610,937 $ 409,993 $
495,634 $ 602,773 $ 2,737,866
Information Services
Department
FY 2016 Budget Presentation
February 4, 2015
1
Information Services at a Glance
Knowledgeable
Staff
Technology
Leadership
CU Supported
Help Desk
0
C)
0
S
ttO
i
. E
i
i
CO
0 -
Engaging
Departments
Secure
Connected
Systems and
Network
Planning
I
Integration of
CA People, Process
& Technology
Efficient
Smart
C
4-0 Sustainable
0
2/5/2015
Information Services
Staffing
FY 2016
2/5/2015
Information
Services
Manager
Chris Kohlmann
Senior Network
Administrator
Lisa Hamilton
Lead Applications/
Network Analyst
Tony Steffen
Information
Technology
Specialist
Alicia Turnis
IS Intern
Unfilled
Help Desk/Data
Analyst
Frozen
Lead Applications/
Network Analyst
Joe Pregler
User Technology
Specialist
Jim Vosberg
Lead Applications/
Network Analyst
DLEC
Stacey Moore
Intern DLEC
Unfilled
Help Desk
Technology Planning
and Implementation
— Network Admin and
Planning
Telephony
— Print and Production
Services
Administration
Aggregate Staff Time Distribution
by Functional Area
Information Services Outcomes
How Does IS Define "Success"
Providing a high
quality of solutions
and services
I
2/5/2015
Maximizing the
investment in
technology assets.
Technology assets
are safe and
continuity of
business is insured
Information Services Indicators
1. Information Services provides a high level of technical
knowledge in response to questions and issues.
83% Favorable;
6% Unfavorable;
11% "on the fence"
2. Information Services staff respond to issues in a timeframe
that matches expectations.
65% Favorable;
24% Unfavorable;
11% "on the fence"
2/5/2015
Information Services
2016 Recommended Capital Improvement
Projects
• City-wide Computer and Printer
Replacements $358,265
• Data Domain Upgrade $60,000
• Test Environment $35,000
• Data Mining and Open Data $30,000
• Novell File Management Suite $26,475
2/5/2 015
Hal
Information Services
FY 2016 Recommended Improvement
Packages
• Battery and environmental monitoring $3,445
($845 recurring)
• E -Mail and calendaring migration assistance and
training $2,800
• Additional tablets for staff $4,432 ($1,440
recurring)
2/5/2 015
2/5/2015
Questions
INFORMATION SERVICES
DEPARTMENT
1,5,2015
2/5/2015