Information Technology

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1 Information Technology Mission Develop, leverage and implement technology to make government more efficient, transparent and responsive to citizens. This includes driving business efficiency and "Green IT" solutions at the desktop and core systems level. Information Technology (IT) operates as an internal service fund, meaning that the department charges the other City departments for services provided. The rates for the services are based on cost recovery. Costs include City personnel costs, costs for outside maintenance and professional support of City computer equipment and program software, providing technology related training to City personnel, telephone costs, and operational and maintenance equipment and supplies. There are several divisions in the IT department. The Administration division provides the overall strategy and administration for the department, including franchising responsibility for video and cable services within the City of Santa Rosa and overall website administration for the City s website: srcity.org The IT Operations division provides the strategy and operations management of the core City data, storage and phone storage networks. The division also provides "Help Desk" support for all City employees (currently over 1,500 desktop units). The Help Desk is available to employees from 8:00 am to 5:00 pm, Monday through Friday. It completes the support of approximately 70% of the service calls, with the remaining calls being forwarded to development or technical staff. Technical Support within IT Operations includes the support of all voice communications, data communications, computer networks, and all peripheral equipment, i.e., printers and personal computers (PCs). The division supports 260 printers, over 1,200 PCs, roughly 70 servers, a City-wide computer network with 1,280 connections in over 60 City locations with hundreds of pieces of communications equipment and a phone system that includes six separate switches and over 1,200 phone instruments. The Technology Programs division provides the strategy and leadership for the large City-wide enterprise software migrations programs. (continued next page) Information Technology

2 Technology Programs, continued Current programs include Utility Billing / Customer Information Systems (CIS) support; finance/payroll/human resources software system replacement (the ARP-IFAS project); Parking Management system support; Asset Management and Work Order system improvement; and, Citizen Relationship Management / Citizen Report a Problem Portal (CRM) system investigation. The Application Development division includes the development and maintenance of over 85 computer applications that run on the central computer system. For perspective, this group handled 1,345 requests for service in fiscal year 2009/10. The Geographical Information System (GIS) Services division provides coordination, support and maintenance of the City's GIS system and GIS services for all departments. The City GIS group also works closely with Sonoma County GIS to support county-wide 911 dispatch. The GIS system is accessible by employees and the public. FY 2010/11 Key Objectives Assist in the planning and implementation of redundant data center. Plan and implement network infrastructure to new and existing City buildings. Continue to strengthen security and improve reliability of City's systems and network. Implement phone system upgrade to VOIP. Deploy or upgrade tools to better manage desktop and server environments throughout the City's network. Continue to consolidate physical servers to virtual server environment. Go-live with new finance/payroll/human resources software core system. This is the interdepartmental software replacement project (entitled ARP-IFAS) that will replace the City s 30 year old legacy software system. Implement IFAS/Prophix Budget module. Lead implementation of IFAS Phase II modules and enhancements. Manage implementation of new centralized cashiering system. Continue to develop our next generation GIS website. Update Master Address layer and integrate with Hansen Asset Management System. Service Indicators 3 3 FY 2007/08 FY 2008/09 FY 2009/10 Operations Division service requests completed 5,213 5,184 6,219 (estimate) Online GIS log-ins per month 2,000 5,300 n/a Information Technology

3 FY 2009/10 Key Accomplishments Migrated all City data from server-based platform to SAN infrastructure. Strengthened City's data infrastructure for high-availability and disaster recovery. Implemented electronic door card access system. Implemented web-based helpdesk system. Consolidated 68 out of 131 servers to virtual server environment. 5 Led City-wide teams in implementation and configuration of ARP-IFAS project. Supported implementation of new CIS system for Utility Billing. Supported implementation of new EDMS Records Management system. Published next generation Public and Internal GIS Web Sites. Expenditures by Fund Funding Source Actual Actual Estimate Budget Request Information Technology $4,508,964 $4,186,206 $4,771,515 $4,668,071 $4,058,846 Total $4,508,964 $4,186,206 $4,771,515 $4,668,071 $4,058,846 Expenditures by Category Actual Actual Estimate Budget Request Salary $1,961,474 $2,049,664 $2,228,379 $2,297,982 $1,909,989 Benefits $617,664 $642,624 $721,896 $755,717 $648,029 Serv ice and Supplies $1,630,586 $1,075,661 $979,590 $988,564 $1,111,119 Indirect Costs $248,045 $256,081 $344,808 $344,808 $279,245 Capital Outlay, Projects and Other $51,195 $162,176 $496,842 $281,000 $110,464 Total $4,508,964 $4,186,206 $4,771,515 $4,668,071 $4,058,846 Major Budget Changes The Information Technology Fund decreased by approximately $600K (or 13%) year over year. The primary drivers of the decrease are the elimination or reduction of four positions ($350K) and the reduction in project funding of $170K. The positions eliminated/reduced include moving both a Programmer/Analyst and an IT Section Manager from fulltime to half-time; eliminating an IT Support Specialist; eliminating an IT Technician; and, effective January 2011, eliminating a Programmer/Analyst. Technology Upgrade projects were reduced by over $150K and GIS project funding was eliminated Information Technology

4 Employees Expenditures by Program 2010/11 Request Network Support 15% Customer Support 29% GIS Services 5% Programs 12% Development 13% Administration 26% Historical Staffing Information Technology

5 Information Systems Development Supervisor (1) Senior Programmer/ Analyst (1) Programmer/Analyst (3.5) IT Project Manager- ARP/IFAS (1) Technology Application Specialist- ARP/IFAS (1) IT Section Manager- Programs (1) Technology Application Specialist- CIS (1) Chief Technology Officer (1) Senior IT Technician (3) IT Technician Helpdesk (1) IT Section Manager- Operations (1) IT Supervisor (1) IT Technician- Field Technician (5) GIS Analyst (2) Programmer/Analyst- Web Administration (0.5) Administrative Secretary (0.25FTE) (.75 FTE to Finance) Organization Chart Information Technology

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