6-2. Campbell County Information Technology Annual Report September TABLE OF CONTENTS

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1 6-2 Campbell County TABLE OF CONTENTS INTRODUCTION WEB SITE ANNUAL REPORT BY DAVE BAKER...2 ANNE BLAIR UPDATE...4 INTRODUCTION SOFTWARE ANNUAL REPORT BY SHAWN SMITH...5 HELP DESK ANNUAL REPORT BY STEVEN DEAN...7 SYSTEMS ANNUAL REPORT BY JODI CREWS...7 VIRTUALIZATION BENEFITS BY MICHAEL BLUM...9 COMMUNITY SERVICE...9 FISCAL YEAR (FY) 2009 INITIATIVES...9 FY 2008 STAFF EDUCATIONAL PURSUITS BY BARBARA ADAMS

2 6-3 Campbell County INTRODUCTION WEB SITE ANNUAL REPORT BY DAVE BAKER 2008 INFORMATION TECHNOLOGY WEBSITE REPORT "Information on the county website was a key factor in deciding where to move in central Virginia. My wife and I wouldn't have considered Rustburg without the information on Campbell County's website." -Phil Smith Implemented SharePoint 2007, a website management system to modernize the County website. Complete redesign of the County's website, including reviewing over 1400 pages and documents and verifying and updating information. 2

3 6-4 Campbell County Increased efficiency and speed of service by implementing a by-department web publishing system; creating the ability for departments to publish their own information to the County website. We have received many calls from citizens who have seen our programs on the County web page. By displaying our program offerings and recreation resources on-line, citizens can access this information seven days a week, twenty-four hours a day. This marketing tool is essential for our continued success. We deeply appreciate IT s work in updating and maintaining the web page; it has made a very positive impact on our recreation services. Sherry Harding Director of Recreation Programming Implemented a more accurate statistic tracking systems to identify website usage, and trends to better predict current and future citizen needs. Averaged over 12,000 unique visitors to the County website each month. 3

4 6-5 Campbell County Over 34,000 documents were downloaded from the County website, including Board of Supervisors meeting agendas, employment applications, County Code documents, and newsletters. ANNE BLAIR UPDATE DISASTER RECOVERY PROJECT Protecting key technology utilized to support Campbell County s key business processes is a multidimensional challenge. An effective protection strategy typically involves one for ensuring continuity of operations from a business process perspective known as business continuity planning. The other key component of a comprehensive strategy deals specifically with the technology aspect of the problem. This component is commonly referred to as disaster recovery. The purpose of developing a plan is to develop a comprehensive disaster recovery strategy for the County s Information Technology to follow. During FY08, Phase 1 and 2 of Campbell County s Disaster Recovery Plan were completed. The goal of phase 1 was to confirm scope and availability baselines. It included the development of a scope of the assessment and planning work identified. The availability of baseline requirements for applications, services and technology within the scope were identified. The goal of phase 2 was to identify technology resources. This incorporated the following: Identification of key components such as related applications, hardware/infrastructure, software, etc. that relate to each identified application. An evaluation of the technology components was performed to assess overall recoverability as well as to define the mean time to recover the components in general and then for the application and service functions as a whole. IT Staff provided information on the implementation and management of the County s technology which was needed to develop a comprehensive understanding of the technology and how it is managed in the current environment for the key applications. In FY09, Phase 3 and Phase 4 will result in a complete disaster recovery strategy and design product. 4

5 6-6 ADP TEAM EFFORT Information technology worked with the County s Management Services Department on the implementation of ADP s ENTERPRISE e-time recording system. The work involved providing hardware to house this system. Staff worked with ADP on configurations needed to ensure it was accessible both inside and outside the County s network. One of the system requirements was a specific version of JAVA software be installed on each county computer which Information Technology Staff assisted with. Our Administrative Assistant, Barbara Adams, developed the training curriculum, training materials, and facilitated the staff training sessions. INTRODUCTION SOFTWARE ANNUAL REPORT BY SHAWN SMITH This report will provide an update on Campbell County s application platform environment. Fiscal Year 2008 was a very productive year, full of enhancements that will assist our staff in providing the most efficient and cost effective services to our citizens. ISERIES MIGRATION During Fiscal Year 2008, the County s iseries hardware platform was replaced, due to decreased system efficiency and support expiration. The new iseries, a model 520, has more storage capacity, a newer operating system, increased system memory, and a faster processor. The last two on the list are of particular note. The faster processor and increased system memory allow the new iseries to perform tasks at a much faster pace than the previous system. This allows our users, such as those in the Treasurer s Office and Commissioner of the Revenue Office, to help our citizens in a much shorter amount of time. The increased efficiency is anticipated to cause customer satisfaction with our service to improve. The less time a user has to wait on their processing to be completed, the more work they can accomplish. Other benefits of note include the reduction of cost from $1 / gigabyte for backup tapes to $0.15 / gigabyte and the ability to relocate the iseries to another site in case of a disaster. ACCOUNTS PAYABLE (A/P) CHECK PRINTING Another system improvement undertaken during the last Fiscal Year involved the production and printing of A/P checks. The improvements made to the A/P check printing process are two-fold: 1.) A/P checks are now produced and printed on a schedule. 2.) A/P checks are now printed on a laser printing platform. 5

6 6-7 A/P CHECK SCHEDULE The first improvement requires a little bit of explanation. The software we utilize for A/P will not allow a user to be signed into the system while a check run is being produced. While checks are being produced, no user can process anything else in the A/P module. Previously, the checks were written as the user was ready to write them. While this sounds like it would be a positive thing, for the organization as a whole it was not. Under the previous system, the user would call to run checks and Information Technology (IT) would then have to call and request everyone on the system to sign out of the A/P module for the duration of the check production. This caused a loss of productivity for all involved. The users that were currently doing work in the system would have to save their work and sign off while the checks were being produced. The IT associate running the process would have to spend time tracking down people who were in the system and request that they back out, before they could even run the check process. The user requesting the check process would lose time waiting for other users to sign out of the system, as well. All told, this was not an optimal way of doing things. The solution that was implemented was an A/P check writing schedule. This schedule delineates the days and times that users in a particular area could produce checks. The new schedule also gives all users of the A/P system a set period that they know the system will be unavailable to them. No longer will they have to be interrupted at their work and wait for someone else to finish writing their checks before they could continue their work. Now, the users can schedule their work around the downtime of the A/P module, thus saving a lot of potentially wasted work effort. A/P CHECK PRINTING I like using the AP Printing Forms Solution because of the time saved in the processing and mailing of the checks. One of the Treasurer s Deputies does not have to schedule time twice a week to meet with me to sign and separate the checks with the Burster machine. Time and materials are cut in half as the checks are in the formatted envelope ready to mail when I receive them. The new schedule we are using for IT to write our checks is excellent. Lee Elliott, Management Services The previous system for printing checks relied on a machine-fed spool of checks. Every time checks were printed on this printing system, any rip or failure of the printer would cause the IT associate producing the checks to have to void out the whole run of printed checks, reset the system to immediately before the checks were produced, and produce a whole new set of checks. This was not an efficient system. The old system also required the printed checks to be fed through a check signing machine and then hand stuffed into envelopes. Again, this is another instance where time could be saved. 6

7 The new system is, basically, a new application of the AIG Doc eserve form printing system we already utilize for the tax tickets and School payroll. We were able to use the same standard payroll check paper form, the existing MICR toner cartridges, the existing printers, and the current signature keys to produce A/P checks. This made the startup cost virtually nothing. This new system allows us to reprint the checks at will, in case of a printing error, automatically signs the checks upon printing, and allows IT to fold and seal them mechanically. A user no longer has to feed the checks through a second machine to sign them, nor do the recipient departments have to hand stuff envelopes with checks. The cost of forms is even the same as the old system, if not better, with bulk purchase leveraging. 6-8 THOMAS BROTHERS SOCIAL/INVOICE APPLICATION Responding to the needs of the Department of Social Services (DSS), IT assisted in the installation of an accounting and vendor management system created by Thomas Brothers. The application, SOCIAL / INVOICE, allows the DSS to more closely integrate their accounting and purchasing practices. It also allows for better integration with the County s BAI financial software package. IT provided the DSS with a location on the network to install the application to, and the necessary connections to the applications. HELP DESK ANNUAL REPORT BY STEVEN DEAN Help Desk calls completed 7/2007-6/2008 2,210 calls SYSTEMS ANNUAL REPORT BY JODI CREWS Jodi Crews applied for and was awarded the position of Network Engineer on January 1, She had held the position of Systems Engineer for the past two years in the IT Department. This position is one that the IT Department had a great need for as the County s technology needs increase. Michael Blum was hired to fill the position of Systems Engineer, vacant due to Jodi s new assignment. Michael joined us on June 1, The Campbell County Courthouse will be remodeled as part of the Phase I Master Plan project. Part of the project will include the installation of new network cabling throughout the building which will be overseen by the Network Engineer. In conjunction with the Courthouse renovations, two new buildings will be constructed, for Citizen s Services and for the Maintenance Department. These buildings will require network cabling as well. 7

8 6-9 The County s aging network infrastructure was upgraded through a major project to replace 33 Cisco Switches located in various buildings throughout the campus. The upgrade provides for faster, more reliable network connections between buildings. An additional high speed internet line was added in response to increased demand. The addition of the second line provides room for growth which will prove to be beneficial as the County continues to offer more egovernment services in addition to online GIS maps, online tax payments, and access to real estate information. Technical: An additional T-1 line was added to provide increased bandwidth on the County s network. A T-1 line can carry about 192,000 bytes per second, which is roughly 60 times more data than a normal residential modem. It is also extremely reliable. As gas prices continue to increase, the desire for the ability to telecommute has increased. IT Staff has utilized VPN or Virtual Private Network technology over the past year as a means of remote connectivity to the County network. This technology will be offered to other County staff as well to provide them with the ability to work from home. A VPN policy has been implemented and any County employee requesting access to the County s network over the VPN connection will be required to sign the policy which will be placed in their personnel file. 8

9 6-10 VIRTUALIZATION BENEFITS BY MICHAEL BLUM At the close of FY08 and continuing into FY09, Information Technology began looking into how and/or whether virtualization would be beneficial. Some of the known benefits include: - make more efficient use of hardware - run multiple applications independently on a single server - fewer infrastructure requirements in the LAN server room - faster server deployment/replacement - easier application testing - improved disaster recovery processes (hardware independence) - less power consumption - less cooling power COMMUNITY SERVICE Members of the IT Staff have taken active roles in volunteering in the community once again over the past year. Staff participated in the United Way Day of Caring event in May, participating in building a wheelchair ramp for an AltaVista resident. A member of the staff has worked extensively (working with eight different projects) with the Rebuilding Together organization to help improve the lives of needy Campbell County residents. Over 50 hours were volunteered with the Free Clinic of Central Virginia and the 32 hrs with the Store to Door organization. Another staff member donated hours for Gleaning for the World projects. FISCAL YEAR (FY) 2009 INITIATIVES PRIORITY 1 INITIATIVES Information Technology July 1, 2008 to June 30, 2009 Review hosting services for Manatron Reassessment data to determine moving to internal hosting. Implement if this has a sound cost/benefit. (TECH)(01/09)(Integration Specialist /Baker/Blair/Lawler/Phillips). Added Implement if this has a sound cost/benefit. Establish common platform for electronic imaging and reproduction. (TECH)(10/08)(Blair/Smith/Consultant). Research to determine the need, and develop a plan, for implementation and purchase of CASS software for Personal Property and Real Estate mailings in 9

10 order to reduce mailing costs. (TECH)(11/08)(Integration Specialist/Jefferson). Implement Interactive Forms. (TECH)(06/09)(Smith/Baker). Research and develop plan for the purchase of an Uninterruptible Power Supply Solution at the County s Public Safety Building to resolve existing voltage surges that occur to computer equipment. (TECH)(06/09)(Blair/Cheatham). Research need and benefits of purchasing enhanced Spam and Spyware hardware and software solutions. (TECH)(06/09)(Network Engineer/Crews/Integration Specialist/Smith). Changed date from 06/08 to 06/09 Provide technical oversight with regard to technology infrastructure to include fiber, cabling and projectors which will be installed as part of the Phase I Master Plan project. (TECH)(06/09)(Network Engineer/Blair/IT Contractor). Work with Economic Development to complete a Broadband assessment to include the research obtained during the evaluation of the Brookneal 501 Corridor Wireless Internet Broadband Internet system. The assessment will provide the breadth and depth of broadband service in the County, the providers involved and the prices and service packages available. (TECH)(06/09)(Davidson/Blair/Schwarz). Develop implementation strategy for a Network Area Storage system based on benefits and needs identified during research. (06/09)(Integration Specialist/Crews/Smith). Work with Management Services and Treasurer to make a recommendation to the Board concerning accepting debit card payments for payments and credit card payments for all payments except taxes. (TECH)(07/08)(Lane/Jefferson/Blair). Implement Contact Management Software as determined by research. (TECH)(09/08)(Smith/Baker/Dean). Implement online employment application system so that candidates seeking employment can apply through the website. (TECH)(01/09)(SWright/Baker/Integration Specialist). Implement phone system upgrade to include Voice-Over IP Technology. (TECH)(01/09)(Blair/Ingram/Lane/Embarq). Develop implementation strategy based on research for providing broadband access solutions to enhance County Services including Building Inspections, Public Safety and Sheriff s Department. (TECH)(01/09)(Blair/Network Engineer/Integration Specialist). Provide access to County Network for school resource officers at each County middle and high school. (TECH)(07/08)(Integration Specialist/Network Engineer/Contractor/Hutcherson/Lawhorn) Sheriff s Office desires to have this priority completed prior to July 2008; therefore, if adequate funding is located this priority will be completed prior to July 1, Based on available funding, purchase and install equipment and related software used for in-car video program in designated Sheriff s Department vehicles and computers. (TECH)(12/08)(Hutcherson/Jordan/Contractor) Sheriff s Office has purchased one camera and is currently pursuing the

11 6-12 Campbell County purchase of additional ones via grant funding. This priority is anticipated to be completed prior to July 1, Provide secure wireless access using from at least four parking spaces, located in close proximity to the Sheriff s Department Building, using existing wireless access points, cellular air cards or additional access points. They may be purchased using grant funds. The wireless access will provide Sheriff s Department employees with the capability to complete reports using Mobile Data Terminals. (TECH)(12/08)(Hutcherson/Network Engineer). FY 2008 STAFF EDUCATIONAL PURSUITS BY BARBARA ADAMS UNC Chapel Hill School of Government, Chief Information Officers (CIO) Certification Program for the 2008 Class Liberty University, Lynchburg, VA - Six credit hours towards Bachelor of Science Central Virginia Community College, VA Nine credit hours towards Associate of Science Exam : Developing and Implementing Windows-based Applications (Certification) Security+ Certification Network+ Certification Campbell County Supervisor Training (Pilot) Campbell County Leadership Training FEMA: IS-100 Introduction to Incident Command System IS-100 HC Certification IS-200 ICS for Single Resource and Initial Action Incidents IS-700 National Incident Management System Introduction 11