INFORMATION TECHNOLOGY 416 West Fourth Street Davenport, Iowa January 22, C. Ray Wierson, County Administrator

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1 INFORMATION TECHNOLOGY 416 West Fourth Street Davenport, Iowa Ph: (563) Fax: (563) January 22, 2004 To: From: Subject: C. Ray Wierson, County Administrator Matt Hirst, Information Technology Director Cover Letter for I.T. Update to BOS Please find attached the Quarterly Information Technology Update. The priorities for Scott County Information Technology as described to the Board of Supervisors this past October 03 in the 1st Quarter I.T. Update were: Recorder s System Replacement NovaTime e-time and attendance Citrix Deployment Help Desk Tracking Exchange Server Upgrade Centralized Backup Solution Summaries of the progress on these projects are: Recorder s System Replacement - The Recorder s System Replacement Committee has updated the RFP to include conversion requirements and submitted to pre-qualified vendors for bid. Bids are due back end of January with implementation planned to begin 30 days after vendor selection. NovaTime e-time and attendance - I.T. and the Auditor s Office are implementing with plans to implement by end of year. I.T. and FS&S are working to resolve barcode issues between NovaTime clocks and barcodes printed on employee badges. Citrix Deployment - On-going. Citrix clients are deployed on a majority of County desktops. AP and Payroll Zim upgrade this quarter will leverage this work. Help Desk Tracking - Call tracking and work order tracking implemented in I.T. using TrackIT software. Draft Help Desk Policy presented to County Offices and Departments and being currently utilized in draft form. Policy will be finalized this quarter.

2 Exchange Server Upgrade Exchange Server hardware has been acquired and I.T. staff has attended training for the latest version of Exchange, Server Next steps are installation, trial conversions of County mailboxes and final conversion. Centralized Backup Solution Project is on hold. CIP dollars budgeted for FY 05. The projects to be the primary focus of I.T. efforts for the next quarter include: Recorder s System Replacement NovaTime e-time and attendance PC Desktop Replacement ZIM Payroll and Accounts Payable (AU1 DB) Implementation Conservation RecTrac Upgrade Attorney s Prosecutor Dialog Upgrade Exchange Server Upgrade The Recorder s and NovaTime e-time and attendance application implementations continue as top priority for 3rd quarter FY 04. deployment of Citrix will continue to move forward with the completion of deploying the Accounts Payable and Payroll applications via Citrix. County PC s will be updated in a two phase PC Desktop Replacement project. Phase 1 will replace approximately 100 PC s by June 2004 and facilitate Conservation Department and Attorney Office application upgrades. Phase 2 will replace the remaining approximately 75 PC s at the County by end of year Help Desk Tracking has been implemented. Call volume and work order reports will be forth coming this quarter better describing I.T. Help Desk trouble ticket and add/change work load. If there are comments, questions, or suggestions about the status of any of the described I.T. projects above or I.T. projects not detailed in this report, please let me know.

3 Tax Application Replacement Convert to InCode-CMS InVision Property Tax application. Application is in production in all affected Offices. Currently working through training and functionality issues. Treasurer, Auditor, County Assessor, Recorder Recorder Application Replacement Recorders Office is working with I.T. to the Recorder Application which handles the three functions of the Office: Real Estate, Vital Records and Conservation Start-up Demonstrations completed in November with Vendors responding to RFP. RFP update sent to qualifying vendors with responses due end of January. Selection to be made in February with implementation to begin within 30 days of selection. Recorder Prosecutor Dialog Upgrade Upgrade County Attorney's application to facilitate migration to Citrix Prosecutor Dialog update has been tested and minor issues identified. Update to correct these issues scheduled for end of January. Meetings have been held with Attorney's Office and implementation set for February. Implementation will include migrating office to Citrix. County Attorney Platinum for Windows Upgrade Programmer Analyst PfW which the County uses for General Ledger has to be updated. The version currently in use will no longer be supported beginning October '03. Ores Midwest has been on-site and began PfW upgrade. PfW application has been installed on Windows 2000 Server. Conversion issues have been addressed and testing for PfW completed. Testing of interface application between GL and other County systems in process. PfW scheduled to be implemented in February. Fill open Programmer Analyst position Complete Lori Robinson hired in January. Administration, Auditor, Treasurer Information Technology 1/22/ I.T. Project Report - January 2004.xls Page 1 of 6

4 Migrate ZIM Applications to Windows 2000 Convert legacy County ZIM applications to ZIM version 7.0 to support Citrix/Windows 2000 environment Application conversion for the Auditor's Database is complete. Testing is in final stages to be completed in January with deployment planned for February. A longer testing period than originally identified was conducted to assure the success of this core Countywide system migration to Citrix. Implement Centralized Windows 2000 Backup Solution Consolidate many disparate backups and storage platforms into one system. Update also willaccommodate growth in network storage. On-hold Budget dollars to complete this project planned for the FY'05 CIP budget. Imageware Performance Problem Resolution The County enterprise document imaging solution not performing properly. Working with Canon USA through Advanced Systems to correct poor performance issues. I.T. will be implementing faster PC's at the four (4) scanning stations in the Treasurer's and FS&S's Offices. Quality Controls implemented FS&S and the Tresurer's Office in the scanning process. I.T. had recently worked through a backend Database problem with this application. Treasurer, Facilities and Support Services, Community Services, Health 1/22/ I.T. Project Report - January 2004.xls Page 2 of 6

5 Help Desk Tracking and Policy Exchange Server Upgrade Implement call tracking and trouble ticket tracking Upgrade hardware and software for to address system performance, functionality and dependabitity issues. Start-up I.T. has Implemented a Help Desk call tracking system and an I.T. trouble ticket tracking system. Systems are needed to establish accountability and reporting of I.T. services to the County. A Scott County Help Desk Policy has been presented to County Departments for review and Information comment. A final version should be ready Technology, for approval in February. Exchange Server hardware has been acquired and I.T. staff has attended training for the latest version of Exchange, Server Next steps are installation, trial conversions of County mailboxes and final conversion. E-time and Attendance Implementation Deploy NovaTime e-time and attendance. Application is loaded on Citrix and deployed to the Payroll Division of the Auditors' Office. Payroll Staff has been trained on functionality. Jail is currently using new time clocks. Auditor and I.T. working to input personel pay rules to use NovaTime. I.T. working with FS&S to print employee badges with barcodes compatible with Novatime time clocks. 1/22/ I.T. Project Report - January 2004.xls Page 3 of 6

6 Community Services Application Modification I.T. working with Community Services and the Auditor's Office to separate fiduciary responsibilities Cancelled The current Community Services application could not be midified to accommodate a seperation of duties between Community Services and the Auditor's Office. A physical seperation of responsibilities has been implemented while Community Services, the Auditor's Office and I.T. investigate third party solutions for this Payee function. Community Services, Auditor Community Services Payee System Replacement Community Services, Auditor's Office and I.T. are investigating third party Payee accounting applications. Start-up Applications with Payee accounting functionality are currently being sought. Community Services Mentally Handicapped / Developmentally Disabled System Replacement Community Services and I.T. are investigating implementing a MH/DD system developed for and currently in use in Polk County. Start-up Evaualating Polk County application developed by Quilogy. The application is SQL server and Web based which is a good fit for Scott County infrastructure. 1/22/ I.T. Project Report - January 2004.xls Page 4 of 6

7 Cody Record Management Implementation Implement Records Management module of Cody Public Safety application to eliminate dependence on City of Davenport records application. Citrix Implementation Deploy Citrix. Upgrade aging County PC infrastructure in a two stage approach with current hardware and operating system. Stage 1 will replace ~ 100 PC's FY'04 with Stage 2 replacing ~ another 75 PC's in PC Desktop Replacement FY'05. Sheriff's Office has trained all personnel in the Sheriff's Office and is using the application reporting. Cobra, a Database for sharing information across jurisdictions is up and running between the County and Bettendorf with all small towns with the exception of Eldridge planning on using the system. I.T. and the Sheriff's Office have implemented a remote thin client solution for County sub-stations at PV, Park View, Blue Grass and Donohue. Treasurer, Auditor, County Assessor and City Assessor have Citrix clients in profuction for the Invision Tax implementation. All Departments will be using Citrix for Payroll and Accounts Payable by February. Citrix clients have been setup at Sheriff's Office remote sites for Cody access. Approximately 100 PC's have been purchased for stage one of this project. A process for fast software configuration of the PC's has been identified and tested. PC deployment to begin with Attorney's Office and the Conservation Department. Sheriff 1/22/ I.T. Project Report - January 2004.xls Page 5 of 6

8 Conservation RecTrac Application Upgrade Upgrade Conservation Recreation Tracking application to latest version operating on new PC's with latest operating systems. Implement dedicated server for RecTrac and a Internet Web server to allow Internet based interactive transaction processing for Golf and Camp site reservation. Server for dedicated processing of RecTrac software purchased. Desktop replacements purchased. Implementation coordinated with Vermont Systems technical resources for latter half of February. 1/22/ I.T. Project Report - January 2004.xls Page 6 of 6