April 24, TO: City Manager FROM: Chief Technology Officer

Transcription

1 April 24, 2015 TO: City Manager FROM: Chief Technology Officer During the Budget Committee Meeting on April 23, 2015, there was a desire expressed by the Budget Committee to see a list of enterprise technology expense items and asked whether or not they should be capitalized. This memo is in response to that request. There are no enterprise technology items in the Information Technology Budget. There is a $50,000 Capital expenditure for both FY16 and FY17 that is needed for special purpose servers, networking hardware, and associated software requirements that exceed $10K. The Operations Services and Motor Pool M&S includes $24,000 for moving our CFA Fleet Maintenance software to our Enterprise Infor Asset Management system. This will not likely be a capital expense. The Computer Aided Dispatch upgrade expenses for the regional 911 centers, including LOCOM, is spread over two budget cycles (current and ). Our auditor has provided the City with an opinion that this should be a Materials & Services expense and not a capital outlay expense. The Finance Department budget includes $20,000 in capital outlay for an upgrade to the financial software that will involve the Accounts Payable module and upgrading the Business License module. The Planning and Building Department budget includes $193,000 carried over from FY15 to FY16 and an additional $150,000 in 2017 for a new Land Use Permitting enterprise system that would interface with our Building Division s Accela Permitting System. These expenses are currently in M&S but some of them may migrate to Capital Outlay when we get closer to deciding on a vendor and signing contracts. Very Respectfully, Chip Larouche Chief Technology Officer

2 CAO CodePublishing.com Automated Code Publishing enables the City Attorney's office and staff to quickly make changes to City Code language and have it able to be staffed internally then posted to the public via the City Website once approved. CMO+ CMO+ Finance Finance Fire Granicus LaserFiche ADP Incode by Tyler Technology Firehouse Granicus is an industry leading Agenda Creation and Public Meeting Video Archive Streaming system. It allows staff and citizens to tune into live Council, DRC and Planning Commission meetings anywhere in the world, automates agenda creation and vote tracking for these bodies, and archives all of these meetings that are available on the City website for future replay. LaserFiche is our newest Enterprise system which will act as our Document Archive, Retention and Process Automation tool. Once substantially implemented it will provide an almost paperless way to process documents, appliccations, and other citizen or staff initiated processes. This new system will soon replace PaperVision which has been our CMO document archive solution since the early 90s. Payroll and Time Management. This system is on inhouse servers that communicates with other enterprise systems internally as well as with ADP Corporation servers offsite This enterprise system houses all City Financials including Accounts Payable, Business Licensing, Utility Billing, Budgeting, Cash Collection, General Ledger, and payroll & HR interfaces. There is a small Capital Expense for this system to add an Accounts receivable and Business License Module Firehouse is the main Records Management Software for the Fire Department. It documents all fire and medical calls performed by the response units, and allows fire management staff to monitor quality control over the services that are provided in this public safety sector. Note: Items highlighted in green have current budget impact at the enterprise level, but many systems have maintenance cost that is included in M and S lines of the responsible departments. Page 1 of 8

3 Fire Telestaff This is the main staffing tool for the Fire Department. It handles automated telphone calls to find volunteers to replace staffing vacancies and also interfaces with the City's payroll and time management systems to ensure that firefighters time is properly recorded so that their pay, including the authorized overtime differentials will be accurate. HR NeoGov.com Recruitment/Hiring System that automates application processing for new hires, permits easy access to HR and the hiring managers and interviewers of the applicant's qualifications and provides screening tools to enable efficent and effective selections of candidate pools Barracuda Backup Barracuda Archiver Barracuda Web Portal When your information system contains millions of documents, pictures, film clips and other files, the ability to be ready to restore in case of accidental deletion, file corruption or disaster recovery is essential. Our Barracuda backup devices with integrated systems software current provide the City with this capability Every generated by the City or received from the outside world is capture by this system. It provides an efficent way to search for and deliver documents for any public records request or official investigations. Acccess to the internet is essential for staff to perform their important duties. The Barracuda Web Filter device allows all the employees to do this safely by ensuring that sites that are accessed have business content and no security issues that might compromise network integrity. Cisco Fire Sight Enterprise firewall control for the city. This system was refreshed in 2015 and is on an approximately ten year refresh cycle. This system protects the City network from malicious attacks by monitoring outside network traffic and providing intrusion protection. Note: Items highlighted in green have current budget impact at the enterprise level, but many systems have maintenance cost that is included in M and S lines of the responsible departments. Page 2 of 8

4 Cisco VoIP Telephony City Enterprise Telephone System is a state of the art voice over IP (VoIP) system that includes full integration into the system with voic . It was initially installed in 2002, and it continues to provide telephony services to all the employees at one third the cost that was being paid in City Website IP Session Manage Engine Desktop Central The City Website is an enterprise system which is a combination of Drupal, WordPress and Microsoft IIS. Drupal is the operating system for the City website just as Windows 7 is the operating system for all city computers. This enterprise system is "open source" so there are no royalites that need to be paid. Our website was totally redone in 2011 and now provides our citizens with access to over ten thousand web pages, documents and other services including bid processing, Granicus video access, Library catalog access and ability to pay water bills and fines. We use WordPress, another open source like Drupal and Microsoft IIS which permits the website to do a lot of business functions in a secure way. This system dovetails with a system called Threat Management Gateway and the Barracuda Web Portal to ensure maximum security for the website. This enterprise companion software to our telephony system is primarily used as a broadcast service for our 450 Cisco telphones that link all 17 networked facilities in the City. With the appropriate four digit phone number, departments or managers can communicate to a specific set of phones and broadcast a message ranging from paging for a specific firefighter in the firehouse to alerting every telephone that an emergency situation exists and that certain actions need to be taken. This enterprise sofware performs a continuous inventory of all computer hardware and software assets in the city and acts as a troubleshooting platform for Technicians to determine issues or develop problem solving steps to resolve employee technology issues with their equipment. Note: Items highlighted in green have current budget impact at the enterprise level, but many systems have maintenance cost that is included in M and S lines of the responsible departments. Page 3 of 8

5 Microsoft Exchange Microsoft SQL Server The City runs its own System to provide fully integrated support to employees, elected officials and select volunteers for about half the price of the best hosted models. This system is fully integrated into the enterprise voic and fax systems that are described elsewhere. SQL Server is the enterprise software that acts as the brains of the network. It permits all the disparate systems to share common sets of information and acts as an interface between software systems so that they can "talk" to each other. Symantec Endpoint Protection This system wide software protects end users from accidently or intentionally installing virus or malware on their comptuers. It allows to monitor all equipment for malware and virus issues and is an integral part of the overal system security for the City network. Symmetry Symmetry is the enterprise access control system for the City. It allows us to program doors to remain locked until a certain time or until an authorized invidual to a given secure area provides the appropriate credentials. The system is currently undergoing upgrade at City Hall. The water Treatment Plant is on the latest system and appropriate access points are added as the construction progresses. The City Hall upgrade is ongoing and we anticipate adding OPS facilities when they are constructed. UnityConnection XMediusFAX This enterprise software system is our unified voic capability that interfaces with Microsoft Exchange to enable employees to "see" their voic in their inbox and also with the Cisco VoIP telephone system described elsewhere Although faxing is a fairly old technology, it is still used significantly in various places in the city to avoid the issues of having to encrypt social security numbers, credit card numbers or Criminal Justice Information. This enterprise system integrates into our telephone and systems, providing the appropriate individuals with incoming "fax" phone numbers that deliver faxes as attachments to their inbox. Note: Items highlighted in green have current budget impact at the enterprise level, but many systems have maintenance cost that is included in M and S lines of the responsible departments. Page 4 of 8

6 +Parks Library Connected Sign FGC: Time Limit Manager Provides automated signage in both Parks and City Hall that shows Events happening that day in parks as well as City wide events in City Hall. This signage is configured to use already existing data from websites and other automated systems to minimize manual entries. This enterprise system controls client time limits on patron internet computers in the library, permitting a fair sharing of these computers during peak demand times. Library LPT:One An enterprise solution for the Library to control patron printing requests and to ensure appropriate fees are collected. Municipal Court Incode by Tyler Technology Court System Management Software that tracks offenses, interfaces with systems for violations that need to be processed, sets court dockets, creates arrest warrants, tracks remediation claseses, processes fines, and distributes fees to County and State channels. This module also interfaces seamlessly with the Cash Collection module and the main enterprise financials for the City. Parks & Recreation Active Network System that manages Classes, Services and Facilities Registration as well as fee collection and processing into the City Financial System Parks & Recreation ACC MySeniorCenter Touchscreen Access Control for Members of the ACC. Also tracks attendance and which activities are being used. Parks & Recreation Golf Golf Now (used to be ActiveGolf) Golf Now provides the municipal golf course with the ability to offer automated tee times to its customers as a web service. Planning Building Planning Building Accela Incode by Tyler Technology Centralized State Permitting System that is both staff facing for documenting plans review and code enforcement and inspection as well as customer facing so that citizens and contractors can track the status of their permits. Adding the Planning module for this system is being considered in this budet cycle Land Use and Code Enforcement Management module of Incode documents various Planning and Engineering actions that require documentation for Land Use actions. Note: Items highlighted in green have current budget impact at the enterprise level, but many systems have maintenance cost that is included in M and S lines of the responsible departments. Page 5 of 8

7 APS APS is the 's current paperless ticketing system. It is currently scheduled to be replaced by RegJIN and an inhouse written interface that will transmit wireless ticket information not only to the Records Management System but also to the Incode Court module for automatic scheduling of court dates. Computer Aided Dispatch (CAD) IBIS Netmotion CAD is the main communication platform for 911 services that are provided by LOCOM to the citizens of Milwaukie, West Linn and Lake Oswego. It communicates with over 120 computers in those cities and also has the capability to pass the information to the neighboring 911 centers in Clackamas, Washington and Multnomah counties. CAD information also is integrated into the new records management system call RegJIN and the Lake Oswego Fire Department's records management system called Firehouse IBIS is software and a device that integrates into the CAD system on the Mobile Data Computers (MDC) where the officer can scan a subject's fingerprints into the MDC and it transmits them down to Portland where they are processed and returned back to the MDC so the officer can verify an identity. This unique system software works with CAD to keep information links to mobile vehicles intact as those vehicles are moving around the city. It keeps track of every active police car and fire or ambulance vehicle that has been dispatched and makes the network link remain intact as these vehicles moved from one cell tower to other. Panasonic Arbitrator 360 DVR This is an enterprise video capturing system on every patrol car. It captures video from three on board cameras whenever the officers are on patrol. Video is automatically uploaded to City Hall servers when the cars return and appropriate backups occur automatically so that any evidence that might be needed later is always available. City Hall Surveillance system, monitored by LOCOM 24x7. The video is captured from 14 cameras and stored for about 7 days for possible future investigations. Note: Items highlighted in green have current budget impact at the enterprise level, but many systems have maintenance cost that is included in M and S lines of the responsible departments. Page 6 of 8

8 Pro QA Quetel RegJIN ProQA provides 911 dispatchers with an automated ability to give inteligent and useful information to medical personnel responding to an emergency while on their way to the site so that they can be ready to act when they arrive by walking them through the appropriate questions to ask the caller as the trained technicians are in route. Accounting for and propertly documenting police evidence is essential and that's what Quetel does for the department. It allows the evidence to be fully documented upon receipt including appropriate chain of custody, and allow retrieval when needed for court or other processes. RegJIN is the new records management system for the. It is a regional system, run by the City of Portland, and shared by all the surrounding member law enforcement organizations in the metro area. This system was just recently implemented in April 2015 and replaces an old but reliable system called the Portland Data System (PPDS) Surgard Alarm Receiver WebLEDS/CLASS Aquarius ArcGIS/Trimble/Mapoptix/Fle xmap/autocad This enterprise system receives alarm notifications from security and fire alarms, and notifies LOCOM personnel of a possible alarm situation that may require police, fire or medical response. Regional secure law enforcement systems that allow mobile officers on patrol to query county, state and national sources of Criminal Justice Information (CJI) AQUARIUS is a water data management system that collects data from key streams in the city to allow the water resource manager and Engineering to monitor water quality data to derive real time and historical reports for regulatory agencies. GIS/Mapping Development system that provides the City with it's location and mapping capabililty support for the Community Development departments as well as others. It provides mapping services directly to citizens as well both via the City website and actual published documents that are available over the counter. It is composed of many modules that also link into many other enterprise systems. Note: Items highlighted in green have current budget impact at the enterprise level, but many systems have maintenance cost that is included in M and S lines of the responsible departments. Page 7 of 8

9 Badger (Pilot) CFAWin Fuel Master Allows the water department at OPS to monitor water usage with one hour precision. provides an interface between Tyler and Infor to supply property owner data for Badger. Current Vehicle Inventory and Maintenance Records used by OPS. Will be migrating to Infor in next fiscal year and is part of the M&S expenses shown in OPS for next fiscal year. Replaced Gasboy. This is the main fuel system used by OPS to track fleet vehicle mileage and monitor fuel inventories with automatic FOBs in the vehicles that report this data automatically to the system when refuelling. Incode by Tyler Technology Engineering uses Incode to issue and track various permits like Street Opening, Encroachment, Public Improvement and Erosion Control Infor LoggerNet (weather stations) OMS WIMS Asset Management Software that tracks such items as streets, sewer lines, clean water and storm water resources, street signs and all of the other assets that require maintenance and design tracking by the various elements of. It also acts as the main Work Order tracking tool for OPS, and it interfaces with the City GIS software system to enable mapping support and information. LoggerNet is a server database system that enables the city to link several weather stations sprinkled around the city, with a webportal front end that displays real time and historical statistics for public and staff consumption When you think of all the "operating" manuals you would need to keep track of for the thousands of individual components of a Water Treatment Plant, a waste water system, sign making machines, street sweepers, it wouldn't take long to figure out that having an enterprise storage capability for this critical information from various places in the field is crucial. In a nutshell, that's what OMS provides to Public Works employees WIMS is the Water Treatment Plant's enterprise software for managing water production and quality monitoring. Note: Items highlighted in green have current budget impact at the enterprise level, but many systems have maintenance cost that is included in M and S lines of the responsible departments. Page 8 of 8