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2 27 12 Information Services FY 2013 Budget PresentationInformation Services Department Budget Presentation Implementation of Multifunction Devices Replaced over 300 standalone printers, copiers, faxes and scanners with 65 multifunction devices High speed scanning technologies available to all departments Standardization and availability of devices FY 2011 4.3 million prints and copies $82,500 total cost copy and print with Multifunction $238,000 without Multifunction Great Investment in Networks High Speed Networking Wired and Wireless I -Net Fiber Investments gooMhz - Faster Speeds for Police and Fire Scalable Resources SAN Virtualization De- Duplication Accomp is ments Organizational Efficiencies Information Availabilit GIS November 2010 and October 2011, 365 mapping and data requests were received by the GIS Coordinator /Analyst More than 6o% were completed in less than 1 day More than go% were completed in less than 3 days City provided all maps for water meter replacement project Accurately Phasing of 22,000 meters to be replaced • Pressure mapping for safe installation of UFR's • Placement of Collectors Accomp is ments Organizational Efficiencies "The City's mission is to deliver excellent municipal services that support urban living, and contribute to a sustainable city. The City plans for the community'sfuture, and facilitates access to critical human services. The result is a financially sound city government and citizens getting services and value for their tax dollar." Technology has supported this Mission Accomplishments —Help Desk Daily and Off -Hours Support boo user accounts Print Center and Production After Hours and Emergency On -Call SSD Outreach and Support Smarter Electric SmarterTransportation SmarterWater Smarter Natural Gas Water Dept City Manager's Office Airport Drug Task Force Egii Transit Public Works Cable TV Sheriff Police Dept Legal Planning Svs INFORMATION i SERVICES Leisure Cs) Human Rights Finance Housing & Community Dev fire /Rescue Health Svs Svs Emergency ngnt Public Safety RFP • Housing RFP and Updated Software P Novus Agenda Software Implementation Financial and Utility Billing Upgrades Completion of Water Meter Replacement Project - Central Ave Parking Ramp • Zenworks Version 11 - Water and Resource Recovery Center Addition of disk storage to the existing Storage Area Network from 25Terabytes to 5o Terabytes • Upgrading Landfill Connectivity I - Security Cameras Central Parking Ramp Millwork Management and Troubleshooting Desktop Phones - 400 Smart Phones - 67 Traditional Cell Phones —148 Mobile Broadband Devices - 35 Long Distance, Analog and PRI Services Code Blue Emergency Phones Technical leadership in Smarter City partnership with IBM Support for staff and public users of the technology resources at the Multi- Cultural Family Center Donation of City owned computers, monitors and printers that are older than four years to schools and non - profit agencies Transit ITS Solar Panel Implementation at MSC Sta ing Information Services Manager Chris Kohlmann Senior Network Administrator Lisa Hamilton] Lead Applications/ Network Analyst' Tony Steffen 7 Information Technology Specialist Alicia Sprank SSD Helpdes Intern O Kelli Miller Lead Applications/ Network Analyst Joe Preglerj I User Technology Specialist Jim Vosberg Lead Applications/ Network Analyst DLEC Stacey Moore IIntern DLEC Joe LuGrain Future Initiatives Providing leadership in the acquisition and implementation of new and updated software for Law Enforcement Providing leadership as Smarter Sustainable Dubuque Projects go to scale in the community Assistance with planning, design and implementation of Emergency Phones, security and surveillance cameras throughout the City including Parking Ramps, Millwork District, Bee Branch Assistance with implementation of technology at new construction projects including Water and Resource Recovery Center, Landfill, Intermodal Facility Development of a New Model for Technology Delivery Engineerinc GIS GIS Water GIS Planning GIS • • • Wel- • Great investment in data and systems *Integration is on demand • Data may be duplicated • Reporting and website integration is not seamless *Citizen, community, staff and managementviews can be labor- intensive to produce GoToM_ Departmental and Individual Standalone data sources one, E -mail Voice mail Text Departmental Progress and staff reports Individual social media • • • Information Model Information Model Application Templates Enterprise 1 Local 11 Web Mobile Desktop Delivered Where Need Viewing and Reporting Community Indicators Public Information Center Request Service Social *die Gement wOgm.Uoc 1 TN baton elflxbon « «ode. pubic rob«. « afro. e4 el Iona Nrarew. .,d men Woke an be fordo bdmr. Velem tuft on* a. *was* .es n IM left nit**en One When you find • «tied « ..d youre mtereetal as, Sect R Ironba 1stanat dbe *NOW on to nap 11 you dtic on an rOmdtd earn or etrd le t• nab addax* deli wit O «W414. V Crty Condrodlon Proj«ta� Project Name: Wver.ak • M019 L *talon: Rrverwalk Perk Planned mart Date Fri Dec 312010 Project Name: Naoen•!• $SL.._R.6019 L«atpn . ,oen.lt Set le nwt Planned Mad Dale Sat *32011 Project Name: Wei** Se t94.pe...16107 LocaUOn wadv+den R and SC RS* Planned mart Date Tv Ma DI 2011 Project Name: Ocean' Park Satyr RdinneM1306 beat.* `iceberg of *kw Perk Planned Marl Date Not Doc 62010 Private utuMy and Transit Projects Ruble Notices and Alerts Water *in teak. and breaks > Sewer backup. Sewer Overflows Description Break Repair Status In Progress Start Wed Feb 15 2012 End Wed Feb 15 2012 Total Gallons Lost l0000 Repair Method Wrap Pipe Condition Good • Community Garden Informational meeting Club House Hwy zo West 7 oopm 3/11/2012 Washington St Location Washington St Project Status Assigned Planned Start Date Thu Mar 31 2011 Planned End Date Wed Aug 31 2011 Responsible Agency Public Works Supervisor Steve Jones S 1 1 *JIM . ■■ tis .• • . Coy CVbtMgn; ;e'en beet IX* red Trans Protects ® leak a Break Sewer Ovege.s ■ Pkblc N ce. and Alerts P arming or aSustaina• e Community jjVj Community Planning ,fl or J:u:IJin AIe CNr.Muny fla Creole **Plan Select a Land Use Classrt¢at on Sear., ■ LOw Density Retleentw inMedium DPnselRKlaenbal • High Density Res4enn' ■ Commercial Plan Name Email /baress W RWI Plan Submit My Plan Clear Please Enxr vine FINN fr dress 1 ( „; ear >✓:PP•V CarNr__ _.. 1 Ma r fl e 1 !w ■ Woman Ccnr 1 n O' (J if4 Stye r • A- P i•ce! Imagery • 4,toow - MOW wsleJJJJJ « $14 AY) .pvW.y xlox .t »a --'aa ua- a-a-a3 •.w Amertcra vw ps.A» -n-bap~ o•.- 'Waived 'wa uoow.n 01 PPP/ IDuCatpacbuozOw torOks PAP — aT.w IRA 0..1.00^ M P OM .Paax.M +TVN.M30 Ap OCOt u-oY-.O.PA»O.M txl4O1 :agwnh x J it saNeD auaej ytxa01 ; ipi1 0 •b 01909YQ■d101311PROsl awe. r,.y.,..: $ 9 auawwop oggnd asn pue-i Provi. ing Fee. • ac in a Sustaina• e Community Public Information Center Inlemotion deeunl Servlt Social Nods Foals: ordma..:6. 071 ydawfinprie.6,605W ■■ Q ■■ '7 Yob, an *0 downer Wool 6 being sod Fbo'4 coot end ectrvhea luadr.y n rd rardt a Oty of INpervie by loSoo; dose, et eoasl vn.. hods from TouTub6 Tuttle and I lockr. Please Dete: ib6 MamN.Mr bsq ;worded *soh fmm YauTOte. Tat* art! Reda sear end • eat flan/ before teed dspsd dllr sotame • Shan • Slc. is 24 M *wed M'Awen•ne from •keerd br'yn+enrlfe' f Connect Inform r L 1 DubuqueView Recommend Advise Information and Reporting are: Readily available Easy to Read and Interpret Available for citizens to analyze issues with current relevant data Increase citizen impact on City activity Increasing Citizen access and input Systems Planning and Implementation Administration Department Activities an. Focus Areas Help Desk Telephony Community Activities/ Partnership/ Outreach Network /Fiber Optic Administration Staff Development An integrated tool for staff and management to collect, report and review information from where and when needed to populate integrated information sources while also providing an online space for collaboration and discussion • Produces "roll up" of data for Staff Reports Provides project collaboration tools Provides online and social media tools (ie Twitter, Facebook, Youtube) to communicate project updates Delivering information to the Mayor, Council and Manager for projects and programs to evaluate and measure progress, make decisions and provide and track citizen feedback Providing an online space for collaboration and discussion between mayor, council, manager and staff Aggregate Reporting Mapping Drill Down Queries SDI Indicators i \Q /1 te M r-1 0 N LL • 4 • • Full -time support helpdesk position - Related Cost: $53,768Tax Funds- Recurring Related Cost: $ 2,100 Tax Funds - Non - Recurring Total Cost: $55,868 Property Tax Impact: +$.o265/ +.25% Improvement Item Smarter Sustaina • e Dubuque Support Helpdesk Tasks A Assistance, Engagement, Outreach and Training Testing and Partner Communications In -house SSD and SDI Support In -House Staff and Partner Support 3o% 20% Direct Citizen Support Improvement Item Smarter Sustaina • e Dubuque Support Helpdesk Smarter Sustainable Dubuque Portal Support Water Portal • 30o Volunteers • 710 e -mail, telephone, direct mailing Electric Portal • woo Volunteers 3068 e-mail, telephone, direct mailing, training Transportation 40)) • Target of woo Volunteers • 30o installations, e-mails and partner communications _— Natural Gas C(( )�) • 25o Volunteers c(( • 430 e- mails, letters and partner communications FY2on WebQA Service Requests 12,549 = 22% increase over FY2olo FY2on Citizen - Submitted Service Requests 2,001 = 91% increase over FY2olo FY2on Contact Us Service Requests 1,286 = 64% increase over FY2olo Citizen Efficiencies One Number to Call for On-line Delivered Applications Trained to provide support across "silos" Trained to support citizens Staff and Partner Efficiencies Assists with design, creation and support of automated Sustainable Dubuque Indicators (SDI) Identifying Data Sources Populating Data Models Improvement Item Message Discovery and Archival Service $19,800Tax Funds - Recurring Storage of email for periods defined by e- mail record retention schedules Tool to locate email quickly by searching archives on- demand by date range, sender, recipient, subject, content, or a range of other parameters Search results would be exported in easy to read formats for internal or FOIA requests Improvement Item Message Discovery and Archival Service Citizen Efficiencies = Faster Response Time to FOIA Requests Staff Efficiencies = Enable automated tools to manage and retrieve growing amounts of e -mail rather than having to use backup systems to find and catalog information = Eliminates the Need to Maintain Large e-mail Boxes Organizational Efficiency Comply with data discovery requests associated with litigation = Creates automated policies that can be wrapped around message retention time Staffing Data Accessibility Information Availability City -wide Computer Replacements Computers that are greater than 4 years old Incidence of Failure increases after 4 years City -wide Multifunction Replacements 2 year phased replacement Multifunction devices savings versus standalone Questions 1981 2.5 FTE 1981 2 Applications 1981 1.25 FTE per application 1981 1 Server 15 terminals 1981 2.25 FTE per server 100+ Applications 2013 .o85 FTE per application 1981 500 Megabytes Storage 1981 .16 FTE /terminal 2013 30 Physical Servers 4o Virtual servers 600 devices 2013 .115 FTE per server 2013 5o Terabytes of Storage 2013 .014 FTE per device 1981 2 Dedicated dial -up connections 2013 6o network devices 28 locations1Giga bit fiber backbone connection 1981 588.25 FTE 2013 Proposed FTE 55705 2013 Safer Community 1981 Highly Manual 2013 Highly Automated 1981 Limite Access 2013 Connected Community • Egn • In -Car Communications • Enhanced Public Safety Technologies 2013 ag8a Paper- Centric and Historical Universal Access 2013 On -line and RealTime • Number of Resources available to staff " "Connected -ness" Always on — Always available — Minimal downtime Increased number of GoToMyPC users and Smartphones Go to Meeting From Paper to Digital Paper Storage vs. Digital Storage Average time to retrieve one document Paper 7 min. D igital 4 sec. Average cost of an unavailable file Paper $izo.00 D igitalso.00 Average annual cost of maintaining a file Paper $3.44 D igital $1.81 2009 Dartnell Institute and ODDSAR Publication Dollar amounts based on a US $12 ooperhourwage, includes salary, fringe benefits, overhead and taxes Includes materials, space and labor Laserfiche Document Management Centralized Repository • Indexed • Secure Backed Up H ighly Available U niversally used by all departments Public Portal Staff Accessibility and Efficiency