COMMITTEE ON INFORMATION TECHNOLOGY

Transcription

1 4/5/ COMMITTEE ON INFORMATION TECHNOLOGY PLANNING & BUDGETING SUBCOMMITTEE IT Project Review For FY & FY Board of Supervisors April 5, 2013

2 4/5/ COIT Project Request Overview Board of Supervisors Project Request for FY and FY Project 1. Legislative Record Digitization Status Update on Previously Approved Projects Project 2. Assessment Appeals Board System Replacement Project 3. Chamber Switch Replacement

3 Project 1: Legislative Record Digitization Overview Fully digitize the City and County s legislative record More efficiently and effectively comply with the Board of Supervisors Charter mandate to maintain the legislative record Allow the public to electronically retrieve documents Key Milestones April June: Create records management strategy Determine naming conventions July: Begin procurement process when budget is finalized October January: Create database and web portal February May: Scan and index paper documents June: Implement search tool

4 Project 1: Legislative Record Digitization Details Budget for FY and FY General Fund: $400,000 total Database and portal creation: $145,000 Scanning costs: $255,000 Staffing Project Manager: Records Manager (1823) Technical Expert: Consultant Support Roles: BOS Deputy Director, BOS IT Staff (One 1052 and two 1022 positions) Key Performance Indicator(s) Number of documents retrieved online after digitized

5 Project 1: Legislative Record Digitization Range of Impact Scope Description Score Justification The project has major service area impact. It will allow the public 24 hour a day, seven days per week access to the City s legislative record. 2 Public records requests in all departments may decrease with additional information available to the public online. Core Business Support The project provides key core department and city business support. Legislation is a key core business of the City. 3 Maintaining the legislative record is a core business function of the legislative branch of government. Compliance Innovation The project addresses mandatory standards, specifications, or laws. The Charter requires that the Board of Supervisors maintain the legislative record. The project significantly advances/transforms core department services. 3 Charter Section states, The Clerk of the Board of Supervisors shall keep a permanent public record of the proceedings of the Board showing all action considered and taken, the text of ordinances and resolutions voted upon and the vote of each member of the Board regarding any matter before the Board. The Clerk of the Board shall cause the text of all ordinances or resolutions passed by the Board to be readily available to the public. 2 The majority of the legislative record is available only by ordering paper records to be delivered from storage. Priority This is the department s only request for IT project funding and it is the top priority. 1 The digitization project is the department s highest project priority.

6 Project 1: Legislative Record Digitization Support of ICT Plan Goals ICT Plan Goal Description Score Justification Goal 1 Efficiency Project generates ($100k to $250k annually) operational efficiencies and savings/income. Goal 2 Access Project significantly improves public access to information or government services. Transparency Project improves government transparency. 2 Estimated 1.8 FTE (approximately 3,750 staff hours) currently retrieve paper documents for records and information requests from the public. These hours could be reallocated if the public has access to the legislative record. 3 The purpose of the project is to increase access to information for the public. This will allow the public to immediately access the City s legislative record all day every day 2 This project increases the amount of information readily available to the public and allow for more transparency in our legislative process. Goal 3 Security N/A 0 This project does not address ICT systems and information being misused, destroyed or modified Disaster Recovery Project significantly addresses disaster recovery needs. 3 If the original files are damaged or destroyed digital files will allow for the continuation of critical business functions. Goal 4 Infrastructure N/A 0 This project does not address infrastructure.

7 Summary of Ratings & Criteria Impact Scope 2 Core Business Support Project 1: Records Digitization 3 Compliance 3 Innovation 2 Priority 1 ICT Plan Goals Goal 1 Efficiency 2 Goal 2 Access 3 Transparency 2 Goal 3 Security 0 Disaster Recovery 3 Goal 4 Infrastructure 0

8 4/5/ STATUS OF ON-GOING OR PREVIOUSLY APPROVED PROJECTS Board of Supervisors

9 Status of Project 2 Project Name: Assessment Appeals Board System Replacement Department: Board of Supervisors Project Status Trend Comment Scope Schedule G Y G Y Project Description Update assessment appeals tracking system COIT $ Approved COIT ID# Duration Total Project Cost: $350,000 BOS-963 Project Information 18 months Total COIT Approved: $350,000 Dollar Amt Received: $350,000 Dollar Amt Spent: $0 GFS/NGFS Both Start Date % of Project Completed End Date Planned GFS 09/ /2013 Future phases may take longer than anticipated Risks and Issues Status In progress according to schedule

10 Status of Project 2 Project Name: Assessment Appeals Board System Replacement Department: Board of Supervisors Milestones Start End Notes Identify and hire technical staff and consultants 09/ /2013 Complete Review existing system 11/ /2013 Complete Update business requirements and draft replacement requirements 12/ /2013 Build new system 04/ /2013 Complete, but may be reviewed and revised based on future phase results Data migration to SQL based system Implement web portal 07/ /2013 Public site testing and go live Completion Date: December, 2013

11 Status of Project 3 Project Name: Chamber Switch Replacement Department: Board of Supervisors Project Status Trend Comment Scope G G Schedule Y Y Replacement took longer than expected Project Description Update assessment appeals tracking system COIT $ Approved COIT ID# Duration Total Project Cost: $15,000 BOS-873 Project Information 10 months Total COIT Approved: $15,000 Dollar Amt Received: $28,602 Dollar Amt Spent: $28,341 GFS/NGFS Both Start Date % of Project Completed End Date Planned GFS 12/ /2012 Staff changes, DT requirements, and funding restrictions created delays Risks and Issues Status Completed

12 Status of Project 3 Project Name: Chamber Switch Replacement Department: Board of Supervisors Milestones Start End Notes Replace Chamber Switch 12/ /2012 Complete Completion Date: October, 2012