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Information Services FY2017 Budget PresentationCopyright 2014 City of Dubuque Public Hearings # 1. IT EM T IT LE:Information Services FY 2017 Budget Presentation SUM MARY: SUGGEST ED DISPOSIT ION: ATTACHMENTS: Description Type Information Services FY 17 Recommended Budget Supporting Documentation Information Services -7- This page intentionally left blank. -8- INFORMATION SERVICES DEPARTMENT Budget Highlights FY 2014/15 Actual FY 2015/16 Adopted FY 2015/16 Amended FY 2016/17 Recomm'd % Change from Adopted FY 2015/16 Employee Expense 711,197 716,262 716,262 753,285 5.2% Supplies and Services 416,794 522,588 522,588 593,795 13.6% Machinery and Equipment 5,657 5,592 5,592 7,724 38.1% Total 1,133,648 1,244,442 1,244,442 1,354,804 8.9% Operating Revenue 479,409 516,249 516,249 527,800 2.2% Total 479,409 516,249 516,249 527,800 Property Tax Support 654,239 728,193 728,193 827,004 98,811 Percent Increase (Decrease)13.6% Personnel - Authorized FTE 9.00 9.00 9.00 9.00 Improvement Package Summary 1 of 6 This improvement package would provide funding for licensing of Office365 at the E3 level. Office 365 Enterprise E3 provides users with the latest full Office across most devices, plus a wide range of integrated collaboration services coupled with advanced compliance features. Office 365 Enterprise E3 includes Office 365 ProPlus for up to five PCs or Macs, five tablets, and five smartphones. It also includes Exchange Online, SharePoint Online, Lync Online, and Yammer Enterprise—along with access rights to equivalent on-premises server workloads The licensing model would change licensing from an Office license purchased with a PC (and re-purchased at each PC replacement) to a license that stays with the user. E-Mail and calendaring would move from on premise Groupwise to cloud hosted Exchange e-mail. Each user would have 50G mailbox. Included in this package is the collaboration tool SharePoint used for project management as well as initiatives such as an Enhanced Neighborhood focus where several departments are working with different groups and portions of a project and coordination and communication are critical. In addition to software licensing, funding for one-time staff training is requested to manage and use this environment ($10,000). The recurring software maintenance cost for Office365 is $163,488; however there is annual realized savings from eliminating Novell software maintenance cost -$81,034 along with software savings of -$60,000 related to computer replacements due to Office365 assigned to the user rather than the computer. This decision package supports the Financially Responsible City Government and High Performance Organization Related Cost: $163,488 Tax Funds – Recurring Recommend – Yes Related Cost Savings: ($141,034) Tax Funds –Recurring Related Cost: $10,000 – Non-Recurring Net Cost: $32,454 Property Tax Impact: +$.0138/+.12% Activity: Information Services -9- 2 of 6 This improvement package would provide funding for detailed inbound and outbound telephone call reporting. The city currently has some very basic reporting tools to extract call data from Shoretel. 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: Do I have enough staff to handle the 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, unhappy citizens, and potential lawsuits. A comprehensive custom report creator with a fully customizable real-time views help departments make informed business decisions and improve citizen interaction when calling. It will help answer the questions manager that managers need to know as well as populate performance metrics. This decision package supports the Financially Responsible City Government and High Performance Organization. Related Cost: $6,911 Tax Funds – Non-Recurring Recommend – No Related Cost: $494 Tax Funds –Recurring Total Cost: $7,405 Property Tax Impact: +$.0031/+.03% Activity: Information Services 3 of 6 This improvement package would provide funding for an additional battery and environmental monitoring to servers which currently do not have this installed 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: $2,600 Tax Funds – Non-Recurring Recommend – Yes Related Cost: $845 Tax Funds –Recurring Total Cost: $3,445 Property Tax Impact: +$.0015/+.01% Activity: Information Services 4 of 6 This improvement package would provide funding for Information Services Manager to attend the annual Socrata User Conference in Washington, DC. The Socrata Customer Summit brings together hundreds of open data practitioners and innovators to have open and honest conversations about the future of data-fueled technology. The conference consists of user group meetings, trainings, certifications, and "best of" tips and tricks for using the software. The City has made a commitment to use Socrata software for Open Budget, Open Finance and Open Performance. Attendance at this conference would bring added value to the implementation and use of the software. This request supports the council goal of a Financially Responsible City Government and High Performance Organization. Related Cost: $2,000 Tax Funds –Recurring Recommend – No Property Tax Impact: +$.0008/+.01% Activity: Information Services -10- 5 of 6 This improvement package would provide funding for purchase of a large screen 40” monitor that would be mounted on the wall of Information Services in the main office area. The large screen would scroll various screens of network and server health as well as informational items for staff to be aware of. It would replace the computer that is currently used as a monitoring station for network health that provides for minimal alerts of connectivity issues. This package supports the council goal of Improved Connectivity: Transportation and Telecommunications and Financially Responsible City Government and High Performance Organization. Related Cost: $2,100 Tax Funds –Non-Recurring Recommend – Yes Property Tax Impact: +$.0009/+.01% Activity: Information Services 6 of 6 This improvement package would provide funding for the purchase of 25 additional Shoretel client licenses. Currently, as users and devices are added to the Shoretel system they are added one at a time. The vast majority of client license additions are not planned and purchased in an “expedited” manner. By having a pool of available licenses the installations ca be done much faster. The requested licenses are anticipated to cover the need for 2 – 3 years. This request supports the council goal of a Financially Responsible City Government and High Performance Organization. Related Cost: $3,250 Tax Funds –Non-Recurring Recommend – No Property Tax Impact: +$.0014/+.01% Activity: Information Services Significant Line Items at Maintenance Level (Without Recommended Improvement Packages) Employee Expense 1.FY 2017 employee expense reflects a 2.5% wage package increase. 2.The Iowa Public Employee Retirement System (IPERS) City contribution remains at 8.93% and the employee contribution remains at 5.95% in FY 2017. 3.The City portion of health insurance expense increased from $1,040 in FY 2016 to $1,325 in FY 2017 per month per contract, resulting is an increase of $23,940 (27.40%). 4.The Help Desk Technical Support position in Information Services remains frozen in Fiscal Year 2017 with a savings of $64,095. Supplies & Services 5.Machinery and Equipment Maintenance increased from $54,000 in FY 2016 to $61,656 in FY 2017 due to moving the annual Shoretel maintenance on switch equipment from software licensing (+$7,656). -11- 6.Software License increased from $406,545 in FY 2016 to $461,432 in FY 2017 based on the following increases and decreases: Novell Licensing and Maintenance +$12,204a Identity Management Maintenance +$ 1,324a GoToMyPC (75 licenses)-$ 612 Microsoft Licensing Server & Desktop +$ 4,389 Informix 4J’s User +$ 506 Laserfiche Licensing +$25,309b Sonian E-Mail Archive +$ 6,240 Solar Winds -$ 568 VmWare Vsphere +$ 6,095c a) There were 64 licenses added for the Sheriff’s Department in the Dubuque Law Enforcement Center. b) Laserfiche licensing was changed to RIO which is charged per user rather than by a floating number of licenses which results in more licenses being required. c) VmWare Vsphere licenses, which control the City’s virtual environment, were previously included in the cost of the purchase of new servers; however this practice has been discontinued and the licenses are now budgeted in the recurring software license line item where the cost is better reflected. 7.Internet Services decreased from $22,824 in FY 2016 to $600 in FY 2017 due to a new contract negotiated for data plans for tablets which reduced the monthly cost from $40 per month per device to $10 per month per device and eliminating the internet services contract with Lightedge (-$18,646) due to receiving free internet service through an agreement with Wisconsin Independent Network. Revenue 8.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 $279,516 in FY 2016 to $285,173 in FY 2017 based on FY 2016 plus 2%. -12- 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. 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. Ci tyM a na ger ' s O f f i c e I nf or ma ti on S er v i c es -13- INFORMATION SERVICES Information Services is supported by 9 full-time equivalent employees, which accounts for 55.6% of the department expense as seen below. Overall, the departments’ expenses are expected to increase by 8.9% in FY 2017 compared to FY 2016. Expenditures by Category by Fiscal Year 0 100000 200000 300000 400000 500000 600000 700000 800000 900000 O per a ti ngR ev enue P r oper tyT a xS uppor t R es our c ea ndP r oper tyTa xS uppor t FY2015 FY2016 FY2017 $0 $200, 000 $400, 000 $600, 000 $800, 000 Empl oyeeExpens e S uppl i es a ndS er v i c es M a c hi ner ya ndEqui pment $711, 197 $416, 794 $5, 657 $716, 262 $522, 588 $5, 592 $753, 285 $593, 795 $7, 724 FY2017 FY2016 FY2015 -14- 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: Staff Support.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, Implementation and Administration.Information Services staff provide assistance in the specification, recommendation, purchase, installation and configuration of new and replacement systems and hardware. In the past fiscal year 84 personal computers, 2 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. 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 computers in the public safety vehicles, remote water meter readings and surveillance cameras. Network backbone speeds were increased to 10G in the past fiscal year. -15- INFORMATION SERVICES Communications and Citizen Outreach.Information Services specifies, supports and works with departments to better utilize features and functionality of the City’s communications 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 525 Shoretel IP Telephones and 725 extensions, 110 smart phones, 85 tablets, 70 mobile data access devices and 145 cell phones. Mobile device deployment continues to show an growth in both applications and number of devices. In FY2016 telephone support for the Dubuque Law Enforcement Center was added. 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 approximately 415,000 prints and processes 350, 000 inserts with a majority of these mailed for revenue generating and informational purposes. Position Summary FY2016/17 FT E’ s I nf or ma ti onSer v i c es M a na ger 1. 00 S eni orN etwor kSys tem Admi ni s tr a tor 1. 00 Lea dAppl i c a ti on/N etwor kS pec i a l i s t 3. 00 I nf or ma ti onT ec hnol ogyS pec i a l i s t 1. 00 U s erT ec hni c a l S uppor t 1. 00 Hel pDes kT ec hni c a l S uppor t 1. 00 I nf or ma ti onSer v i c es I nter n 1. 00 Total FT Equivalent Employees 9.00 Highlights of the Past Year Providing technology implementation and administration assistance for Intermodal and Parking Ramp in Millwork district Addition of 64 Dubuque County Sheriff E-Mail Accounts Implementation of a 10G Backbone Expansion of telephone service and support to DLEC and GDDC On-going design, implementation and training for Sungard Public Safety Software serving City and County law enforcement and Fire Open Budget and Open Finance applications -16- INFORMATION SERVICES Future Initiatives Providing technology implementation and administration assistance for construction and move of transit garage Continuing Open Data initiatives including Open Performance Measures, Open 311 and access to open data sets Implementation of updated technologies including financial software, permitting and inspections and document management Performance Measures Goal: Financially Responsible & High Performance Organization Outcome #1: Providing high quality of technical solutions and support services to all users. 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. 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. 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: Providing a highly available and scalable technology environment consisting of: o Virtualization of servers at a 7:1 ratio o A regular replacement schedule for servers, workstations and mobile devices o Efficient use of large capacity Storage Area Networks (SANs) Maximizing the use of a fast, robust and scalable communications services – both wired and wireless Regular updates and evaluation of software Partnering with highly competent applications and services partners Performance Measures Overall Up-Time: 99% Servers Replaced in past fiscal year: 5 Workstations Replaced in past fiscal year: 84 Bandwidth increase/decrease: 1G to 10G backbone increase -17- INFORMATION SERVICES Goal: Planned and Managed Growth Outcome #2: Providing the 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 technology resources where and when needed. Investment in current technology is leveraged What this means to the citizen: Investments in technology are maximized. This objective is accomplished by: Use of products within a “suite” of product offerings so integration and support for that integration is built in to the product Using software solutions that are highly available and functional across desktop and mobile devices Using tools that regularly alert and notify of security, performance and availability issues Use of Western States Alliance and State of Iowa contract pricing to leverage buying power Identifying and using capacity management tools to project growth and use of network and storage capacity Solutions and services provide proactive monitoring and alerting Automating regular processes such as software update delivery 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 Performance Measures Storage growth: 20%/year Storage Use: DLEC 31%; City 79% Staff Provided Training/Education: 52 sessions Planned “down” time for System Maintenance: 72 hrs -18- INFORMATION SERVICES Outcome #3: Insuring that data 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 Maintaining e-mail archival Maintaining security of systems per standards of HIPPA, employment and law enforcement Performance Measures Security and Performance notifications: 100% received and acted upon System breach/compromise: 0% Backup Job Success: 99.9999% Production jobs delivered on-time: 100% -19- Recommended Operating Revenue Budget - Department Total 77 - INFORMATION SERVICES Fund Account Account Title FY14 Actual Revenue FY15 Actual Revenue FY16 Adopted Budget FY17 Recomm'd Budget 100 53510 FINANCE-DP SERVICE 18,161 21,039 21,922 22,383 100 53511 PAYROLL-DP SERVICE 16,558 19,142 19,944 20,362 100 53512 PERSONNEL-DP SERVICE 4,396 3,795 3,955 4,041 100 53513 BUDGET-DP SERVICE 802 949 989 1,010 100 53515 ACCTS REC-DP SERVICE 12,549 14,398 15,001 15,311 100 53516 FLEET MAINT-DP SERVICE 9,840 1,848 1,848 1,848 100 53517 PARKING FINES-DP SERVICE 14,255 13,597 14,165 14,401 100 53518 POLICE-UNIX/SYS SUPPLIES 125,268 104,955 107,879 111,180 100 53519 UTIL BILLING-DP SERVICE 41,979 48,978 51,030 52,091 100 53530 SPECIALIZED SERVICES 186,375 242,311 279,516 285,173 100 53620 REIMBURSEMENTS-GENERAL 1,100 8,397 0 0 53 - MISCELLANEOUS 431,283 479,409 516,249 527,800 77 - INFORMATION SERVICES TOTAL 431,283 479,409 516,249 527,800 -20- Recommended Operating Expenditure Budget - Department Total 77 - INFORMATION SERVICES Fund Account Account Title FY14 Actual Expense FY15 Actual Expense FY16 Adopted Budget FY 17 Recomm'd Budget 100 61010 FULL-TIME EMPLOYEES 487,925 505,568 507,554 518,287 290 61010 FULL-TIME EMPLOYEES 11,884 2,265 0 0 100 61030 SEASONAL EMPLOYEES 22,999 0 25,696 26,246 100 61050 OVERTIME PAY 2,037 2,963 3,513 3,513 290 61050 OVERTIME PAY 104 25 0 0 100 61071 HOLIDAY PAY-OVERTIME 0 117 0 0 100 61310 IPERS 44,637 45,419 47,932 48,941 290 61310 IPERS 1,070 205 0 0 100 61320 SOCIAL SECURITY 38,162 37,716 41,062 41,926 290 61320 SOCIAL SECURITY 905 172 0 0 100 61410 HEALTH INSURANCE 112,926 114,240 87,360 111,300 290 61410 HEALTH INSURANCE 2,599 0 0 0 100 61415 WORKMENS' COMPENSATION 2,067 2,103 2,129 2,036 290 61415 WORKMENS' COMPENSATION 46 0 0 0 100 61416 LIFE INSURANCE 394 402 1,016 1,036 290 61416 LIFE INSURANCE 10 2 0 0 100 61660 EMPLOYEE PHYSICALS 80 0 0 0 61 - WAGES AND BENEFITS 727,845 711,197 716,262 753,285 100 62010 OFFICE SUPPLIES 240 2,482 2,134 2,140 100 62030 POSTAGE AND SHIPPING 94 9 98 11 290 62030 POSTAGE AND SHIPPING 272 0 0 0 100 62050 OFFICE EQUIPMENT MAINT 0 407 0 0 100 62090 PRINTING & BINDING 0 44 20 20 100 62110 COPYING/REPRODUCTION 0 291 365 291 100 62190 DUES & MEMBERSHIPS 345 495 1,205 1,205 100 62206 PROPERTY INSURANCE 7,807 9,131 9,771 9,535 100 62208 GENERAL LIABILITY INSURAN 4,286 4,281 4,273 4,484 100 62310 TRAVEL-CONFERENCES 1,306 2,339 1,389 1,449 100 62320 TRAVEL-CITY BUSINESS 0 40 0 0 100 62340 MILEAGE/LOCAL TRANSP 270 459 275 474 100 62360 EDUCATION & TRAINING 2,320 333 4,060 14,060 100 62421 TELEPHONE 11,489 8,583 6,709 6,700 100 62424 RADIO/PAGER FEE 639 559 240 560 100 62436 RENTAL OF SPACE 2,880 2,880 2,880 2,880 100 62611 MACH/EQUIP MAINTENANCE 58,417 21,150 54,000 61,656 100 62663 SOFTWARE LICENSE EXP 276,263 341,881 406,545 484,730 100 62667 INTERNET SERVICES 16,343 18,646 22,824 600 100 62671 MISC. OPERATING SUPPLIES 674 0 0 0 100 62716 CONSULTANT SERVICES 2,783 2,783 5,800 3,000 62 - SUPPLIES AND SERVICES 386,428 416,794 522,588 593,795 100 71120 PERIPHERALS, COMPUTER 0 0 5,592 2,600 100 71123 SOFTWARE 5,495 0 0 0 100 71124 MICRO-COMPUTER 11 0 0 0 100 71125 SERVERS 0 5,301 0 0 -21- Recommended Operating Expenditure Budget - Department Total 77 - INFORMATION SERVICES Fund Account Account Title FY14 Actual Expense FY15 Actual Expense FY16 Adopted Budget FY 17 Recomm'd Budget 100 71211 DESKS/CHAIRS 0 356 0 0 100 72414 TELEVISION 0 0 0 2,100 100 72418 TELEPHONE RELATED 0 0 0 3,024 71 - EQUIPMENT 5,506 5,657 5,592 7,724 77 - INFORMATION SERVICES TOTAL 1,119,779 1,133,647 1,244,442 1,354,804 -22- Recommended Expenditure Budget Report by Activity & Funding Sounce 77 - INFORMATION SERVICES INFORMATION SERVICES - 77100 FUNDING SOURCE: CABLE TV Account FY14 Actual Expense FY15 Actual Expense FY16 Adopted Budget FY17 Recomm'd Budget EQUIPMENT 5,506 5,657 5,592 7,724 SUPPLIES AND SERVICES 386,428 416,794 522,588 593,795 WAGES AND BENEFITS 727,845 711,197 716,262 753,285 INFORMATION SERVICES 1,119,779 1,133,647 1,244,442 1,354,804 INFORMATION SERVICES TOTAL $1,119,778.90 $1,133,647.48 $1,244,442.00 $1,354,804.00 -23- C I T Y O F D U B U Q U E , I O W A DEPARTMENT DETAIL - PERSONNEL COMPLEMENT 77 INFORMATION SERVICES DIVISION FD JC WP-GR JOB CLASS FTE BUDGET FTE BUDGET FTE BUDGET 61010 Full Time Employee Expense 100 9400 GE-41 INFORMATION SERVICES MANAGER 1.00 110,930 1.00 111,317 1.00 113,720 100 8650 GE-35 SENIOR NETWORK/SYSTEMS ADMIN 1.00 78,847 1.00 79,101 1.00 80,821 100 8600 GE-32 LEAD APPLICATIONS/NETWORK 3.00 199,613 3.00 200,488 3.00 204,586 100 8500 GE-30 INFORMATION TECH SPECIALIST 1.00 59,028 1.00 58,751 1.00 60,030 100 GE-27 HELP DESK TECHNICAL SUPPORT 1.00 40,246 1.00 0 1.00 0 100 0490 GE-29 USER TECHNOLOGY SPECIALIST 1.00 57,768 1.00 57,897 1.00 59,130 TOTAL FULL TIME EMPLOYEES 8.00 546,432 8.00 507,554 8.00 518,287 61030 Seasonal Employee Expense 100 0650 NA-38 INTERN-SEASONAL 1.00 25,602 1.00 25,696 1.00 26,246 Total 1.00 25,602 1.00 25,696 1.00 26,246 TOTAL INFORMATION SERVICES 9.00 572,035 9.00 533,250 9.00 544,533 FY 2016 FY 2017FY 2015 -24- Run Date: 01/22/16 ACCT FD JC WP-GR POSITION CLASS FTE BUDGET FTE BUDGET FTE BUDGET CITY OF DUBUQUE, IOWA ACTIVITY PERSONNEL COMPLEMENT SUMMARY FY 2015 FY 2017FY 2016 Information Services - General Fund 10077100 61010 100 9400 GE-41 INFORMATION SERVICES MANAG 1.00 110,930 1.00 111,317 1.00 113,720 10077100 61010 100 8650 GE-35 SENIOR NETWORK/SYSTEMS ADM 1.00 78,847 1.00 79,101 1.00 80,821 10077100 61010 100 8600 GE-32 LEAD APP/NETWORK ANALYST 3.00 199,613 3.00 200,488 3.00 204,586 10077100 61010 100 8500 GE-30 INFORMATION TECHNOLOGY SPE 1.00 59,028 1.00 58,751 1.00 60,030 10077100 61010 100 GE-27 HELP DESK TECHINICAL SUPPOR 1.00 40,246 1.00 0 1.00 0 10077100 61010 100 0490 GE-29 USER TECHNOLOGY SPECIALIST 1.00 57,768 1.00 57,897 1.00 59,130 Total 8.00 546,432 8.00 507,554 8.00 518,287 Information Services - General Fund 10077100 61030 100 0650 NA-38 INTERN-SEASONAL 1.00 25,602 1.00 25,696 1.00 26,246 Total 1.00 25,602 1.00 25,696 1.00 26,246 TOTAL INFORMATION SERVICES DIVISION 9.00 572,035 9.00 533,250 9.00 544,533 -25- Capital Improvement Projects by Department/Division INFORMATION SERVICES CIP Number Capital Improvement Project Title FY 14 Actual Expense FY 15 Actual Expense FY 16 Adopted Budget FY 17 Recomm'd Budget 1001069 INTERNET,MICROS & PRINTER 193,433 0 0 0 1011069 INTERNET,MICROS & PRINTER 65,000 130,614 0 294,618 1011847 STORAGE AREA NETWORK UPGR 8,018 0 0 0 1012435 CITY WIDE MULTIFUNC RPL 3,426 81,006 0 0 1012490 LASERFICHE UPGRADE RIO 0 27,889 0 0 1021069 INTERNET,MICROS & PRINTER 62 0 0 404,120 1022435 CITY WIDE MULTIFUNC RPL 0 159,233 0 0 1022488 10G BACKBONE UPGRADE 0 61,094 0 0 1022489 DATA DOMAIN UPGRADE 60,215 37,960 60,000 0 1022684 LASERFICHE FULL USER LICE 0 0 0 5,000 2501069 INTERNET,MICROS & PRINTER 7,463 25,861 33,596 0 2901069 INTERNET,MICROS & PRINTER 0 279 4,338 8,270 3001069 INTERNET,MICROS & PRINTER 0 103,961 0 19,100 3501069 INTERNET,MICROS & PRINTER 0 0 320,331 0 3502490 LASERFICHE UPGRADE RIO 0 27,889 0 0 3502565 10 GBE NETWORK CARD CABLE 0 0 0 0 3502626 TEST ENVIRONMENT 0 0 35,000 0 3502627 DATA MINING/OPEN DATA 0 0 30,000 30,000 3502628 NOVELL FILE MGMT SUITE 0 0 26,475 0 3502683 WORKSTATION/CHAIR REPLACE 0 0 0 19,000 6701069 INTERNET,MICROS & PRINTER 0 0 0 5,200 7101069 INTERNET,MICROS & PRINTER 2,709 12,074 17,886 23,034 7201069 INTERNET,MICROS & PRINTER 2,709 5,158 7,024 942 7301069 INTERNET,MICROS & PRINTER 1,950 2,072 12,729 13,242 7401069 INTERNET,MICROS & PRINTER 15,899 3,085 24,100 75,100 8101069 INTERNET,MICROS & PRINTER 3,902 11,685 7,200 5,542 9401069 INTERNET,MICROS & PRINTER 0 8,278 39,850 3,592 INFORMATION SERVICES TOTAL 364,786 698,137 618,529 906,760 -26- City of Dubuque Recommended Capital Improvement Program Summary Fiscal Year 2017-2021 PROGRAM/DEPT PROJECT DESCRIPTION SOURCE OF FUNDS FY 2017 FY 2018 FY 2019 FY 2020 FY 2021 TOTAL PAGE INFORMATION SERVICES General Government City-Wide Computer and Printer Replacements General Fund,Sales Tax Fund (20%),Road Use Tax Fund,Sales Tax Fund (30%),Cable TV 726,108$ 643,026$ 446,637$ 958,909$ 510,717$ 3,285,397$ 371 Data Mining and Open Data Sales Tax Fund (20%)30,000$ -$ -$ -$ -$ 30,000$ 372 Replacement of Workstations and chairs Sales Tax Fund (20%)19,000$ -$ -$ -$ -$ 19,000$ 373 Laserfiche Full User Licenses DRA Distribution 5,000$ 5,000$ 4,000$ -$ -$ 14,000$ 374 Business Type City-Wide Computer and Printer Replacements Refuse,Landfill,Sewer/St ormwater,Water,Parking, Garage Service Fund 126,652$ 62,406$ 95,038$ 41,252$ 146,492$ 471,840$ 375 Total - Information Services Department 906,760$ 710,432$ 545,675$ 1,000,161$ 657,209$ 3,820,237$ -27- Copyright 2014 City of Dubuque Public Hearings # 2. IT EM T IT LE:Legal Services (City Attorney's Of f ice) FY 2017 Budget Presentation SUM MARY: SUGGEST ED DISPOSIT ION: ATTACHMENTS: Description Type City Attorney's Offic e FY17 Recommended Budget Supporting Documentation Information Services Department FY 2017 Budget Presentation February 8, 2016 02/09/2016 2 Staff Support Planning, Implementation Administration Communications & Outreach Print & Production •Help Desk •Application Support •Network •PC’s and Applications •Data •Telephone •Mobile •Transparency Applications •Financial, Payroll and Utility Billing •Billing •Mailing Inserts Information Services at a Glance 02/09/2016 3 Information Services at a Glance 02/09/2016 4 Information Services Manager Chris Kohlmann Lead Applications/ Network Analyst Tony Steffen Information Technology Specialist Alicia Turnis Lead Applications/ Network Analyst Joe Pregler User Technology Specialist Jim Vosberg Lead Applications/ Network Analyst DLEC Stacey Moore Intern DLEC John McCloy Senior Network Administrator In Process of Hiring IS Intern Unfilled Help Desk/Data Analyst Frozen Information Services Outcomes How Does IS Define “Success” Providing a high quality of solutions and services Maximizing the investment in technology assets. Technology assets are safe and continuity of business is insured 02/09/2016 5 What does this mean to residents? –Virtualization allows for less costly, more scalable and more power efficient server hardware than “standalone” alternatives –Regular replacements = less downtime –Bandwidth increase allows for efficient and effective communications Providing a High Quality of Solutions and Services 02/09/2016 6 What does this mean to residents? •Leveraging the investment in current software and State and National Contracts = less cost and support time •Staff education and training through NICC H1B Technical Skills Training Grant from the Department of Labor's Employment and Training Administration •Fiber Optic Partnerships •Open Data and Transparency Applications Maximizing the Investment in Technology Assets. 02/09/2016 7 02/09/2016 8 Fiber Optic and Conduit Partnership Opportunities 02/09/2016 9 Fiber Optic and Conduit Partnership Wisconsin Independent Network (WIN) 02/09/2016 10 Open Data and Transparency Applications http://dollarsandcents.cityofdubuque.org http://expenses.cityofdubuque.org What does this mean to residents? –Exposure to threats are minimized by monitoring and good practice = maximized uptime and availability of technology –Production jobs are delivered on time = efficient billing and financial operations Technology Assets are Safe and Continuity of Business is Insured 02/09/2016 11 Information Services 2017 Recommended Capital Improvement Projects •City-wide Computer and Printer Replacements $906,760 •Data Mining and Open Data $30,000 •Replacement of Workstations and Chairs $19,000 •Laserfiche Document Management Full Licensing $5,000 02/09/2016 12 Information Services FY 2017 Recommended Improvement Packages •Office 365 net cost $32,454 •Additional Battery and Environmental Monitoring $3,445 •Large Screen Monitor for Server Health Display $2,100 02/09/2016 13 Thank You What Are Your Questions? 02/09/2016 14