RCIT 24 Month Project Overview

Transcription

1 RCIT 24 Month Project Overview RIVERSIDE COUNTY INFORMATION TECHNOLOGY KEVIN K CRAWFORD CHIEF INFORMATION OFFICER

2 RCIT 24 Month Project Overview A. What is the County Goal for technology... 3 B. What does the Goal mean... 3 C. How does RCIT get to the Goal... 4 D. How are Current Enterprise Projects moving us towards the Goal... 4 D.1. Public Safety Communications System (PSEC)... 5 D.2. Consolidation... 6 D.3. Converged Network Project (CNP)... 7 D.4. PeopleSoft Upgrades... 8 D.5. Constituent Relationship Management (CRM) Implementation... 9 D.6. ArcGIS On-line Implementation D Month Project Plan Timeline RCIT 24 Month Plan FY 13/14 Page 2

3 A. What is the County Goal for technology Specific County goals for technology are like technology itself, ever changing. However, the primary goal of the department is to meet the CEO s goal of: Customer Centric Public Service that is Better, Faster and Fiscally Prudent through Technology. To support the above, RCIT must meet all of the following sub-goals: 1. Meet the requirements of County Constituents; 2. Meet the business requirements of our Customers; 3. View a Department s business need as an opportunity for better service across the County; 4. Separate business needs from business processes; and 5. Use technology as the facilitator. B. What does the Goal mean The Department Head Goal 1 Group defined the County Goal as Riverside County intends to transform our customer s experience when seeking access to public services, making it more convenient, accessible and easy. We will begin this process through redesigned websites and/or establishment of new online public services based on the needs identified by our customers. The definition is very constituent focused, as it should be. The County government is here to support the constituents (residents and taxpayers) of its support area. Though RCIT may not provide every or any service directly to a constituent of the County, our support of our business customers must ensure that we help facilitate those and supporting services that meet the requirements of our Constituents, wherever possible. Utilizing the Department Head Goal 1 Group definition, the RCIT version is With our customer departments, RCIT intends to provide business solutions that facilitate the transformation of internal County processes and accesses to ensure that our customers experience is more convenient, accessible and easy, when seeking access to public services. RCIT 24 Month Plan FY 13/14 Page 3

4 C. How does RCIT get to the Goal First off, RCIT does not arrive at this goal alone. Secondly, there is no panacea within technology that will elevate or transport the County to the goal. Finally, as a Business Solutions Partner to the County, we are but one tool to help facilitate achieving the goal. The First two sub-goals, Meet the requirements of County Constituents and Meet the business requirements of our Customers can only be achieved in concert with one another. RCIT must understand the requirement (and the regulatory issues around it) to be able to help in meeting it. This means that we must listen to our customers (both internal and external) and understand that the subject matter expert is the not the technician. The rule here is to listen first. Ensure understanding, don t assume it. The third sub-goal, View a Department s business need as an opportunity for better service across the County, simply means that every requirement does not need a solution for it alone. Where ever possible, we must utilize each solution to answer as many requirements as we can. Does it mean that every want, wish or request will be met, probably not. However, if it costs a great deal (time, effort or money) to meet the last 5 or 10%, we should be ready to look at what we actually get for that extra time, effort and money. The fourth sub-goal, Separate business needs from business processes is a look at how we get to the end result. We need to be ready to honestly ask ourselves the following: Is this how I have always done this? Is it how I want to see it? Is it simplifying or clarifying the solution? Is it adding more steps to get to the same result? Does this meet a regulatory or statutory requirement? The final sub-goal, Use technology as the facilitator, is a reminder that technology is a tool to achieve the requirement. Technology for technology s sake is just a cost. A purely technological solution may not be the correct solution to a requirement. Utilizing the above will help us ensure that we are spending our technology assets in a good and consistent manner to meet the goal of Customer Centric Public Service that is Better, Faster and Fiscally Prudent through Technology. D. How are Current Enterprise Projects moving us towards the Goal RCIT has taken on several major enterprise projects that will assist the County in achieving the goal. These projects are diverse and complicated. The links between them and to the goal may not be readily apparent. The following is a high level overview of several Enterprise Projects and how they work together in moving the County towards its Goals. RCIT 24 Month Plan FY 13/14 Page 4

5 D.1. Public Safety Communications System (PSEC) Project Overview: The current analog radio system is outdated, can no longer support the County s population or number of users, and does not effectively meet the changing needs of its emergency first responders. The Public Safety Enterprise Communication (PSEC) System will provide the technology to meet the communication needs of our public safety and public service agencies with four distinct digital networks facilitating effective communication among these agencies. Those networks are voice, high performance data, 4.9 GHz broadband data, and microwave. Providing the 98% county wide voice coverage are seventy-five communication sites, including two sites in Arizona, four sites in San Bernardino County, two sites in Orange County, and one site in San Diego County. Twenty-seven of the seventy-five deliver the wireless data coverage in areas where the cellular coverage is non-existent. The PSEC System will be the most feature-rich public safety radio system across the nation. It will enable the County s public safety responders to communicate more efficiently and effectively with each other and with other agencies across the County. The PSEC System will provide a greater level of interoperability then ever possible. With the appropriate agreements in place, the system will interconnect dispatch centers of surrounding Counties. For the first time County, law enforcement personnel are not limited by the range of their communication system during pursuits and other events. Project Schedule: Project Phases Start Close Non-Public Safety Departments 10/1/2013* 12/31/2013 PSEC System Production Ready 12/1/2013* 12/31/2013 Public Safety Departments 11/1/2013* 2/15/2014 PSEC Governance 1/1/2014 On-going External Agencies 2/1/2014* On-going * - All timelines above are subject to successful delivery of a system upgrade from Motorola by Aug 30, Our Board has stated unequivocally that delivering Public Safety services is job 1 of the County. So obviously delivering a state-of-art Public Safety Enterprise Communication System is paramount. PSEC will utilize the capabilities of the Converged Network Project, as back up to the transmission sources it creates. The Converged Network Project will also use portions of the microwave backbone in the network design. The Converged Network Project will enhance the security at sites susceptible to vandalism. The CNP will allow for video surveillance and integrating site access to the badge entry system. RCIT 24 Month Plan FY 13/14 Page 5

6 D.2. Consolidation Project Overview: Consolidation of Riverside County IT services to a collaborative and coordinated centralized structure. The current structure for technology support and implementation is siloed, fragmented, contradictory and decentralized. This has caused overspending for duplicative systems, systems that are not available to all that need them, inventing the same wheel in differing locations and departments, and a requirement for many staff to support the infrastructure underlying these divergent applications and services. The project will address most of these issues in its 5-Year Project Plan. However, to accomplish the Consolidation it will require a substantial change in business structure. The result will be improved service, more County value for every technology dollar spent and approximately $10,000,000 in anticipated yearly savings to Riverside County through a collaborative effort and a whole county approach to IT service delivery, upon project completion. The Consolidation Project is in its 15 Month of 60, will see the 15 th department consolidated in September 2013, and has seen a savings of approximately $3 million. Phase 1 is on track for completion by the end of FY 13/14 and Phase 2 was initiated in July Project Schedule: Project Phases Start Close Phase 1 Staffing 5/1/2012 6/30/2014 Phase 2 Infrastructure 7/1/2013 6/30/2015 Phase 3 Applications 7/1/2014 6/30/2017 The consolidation of IT services supports the tenet of County Goals by focusing on improved constituent and customer access to county services and information by drawing together the diverse skills and talents of our IT professionals into deeper specialized resource pools, consolidation of the county s core infrastructure to reduce the cost and complexity of the county s computing environment, and adoption of enterprise class business tools throughout the organization to improve access, reliability and consistence. The consolidation project is a foundational project. It supports the Converged Network Project, PeopleSoft Upgrades, the new County Technology Facilities and many others. RCIT 24 Month Plan FY 13/14 Page 6

7 D.3. Converged Network Project (CNP) Project Overview: The Converged Network Project will combine voice, data and video over a single physical network, reducing operating costs through the elimination of network equipment and consolidation of voice and data circuits. This new system is designed with geographical redundancy for critical voice applications and will provide a robust, high availability system through the standardization of enterprise voice and data network services. Included in the project is the implementation of Wireless LAN at locations of 5 or more county staff, providing greater work efficiency and mobility for County users. Over 540 County locations will be migrated to the new system with a phased implementation. To realize the quickest savings, County locations currently on the Aastra Telephone System will be migrated first, with locations served by other telephony services addressed afterwards. Over 21,000 new VoIP telephones and 30,000 network ports will be deployed in the project. The project commenced in February 2013 and is expected to be completed in August Project Schedule: Phase 1 Build Out Items Start Close Unified Communications Installation 7/1/2013 8/12/2013 UCCE Core Equipment Installation 7/10/2013 8/11/2013 Wireless Core Equipment Installation 7/15/2013 8/5/2013 RCIT Pilots ( 7 locations) 7/26/2013 9/4/2013 Eastern County - Aastra Sites 7/19/ /5/2013 Western County - Aastra Sites 8/14/2013 1/26/2014 Southwest County - Aastra Sites 9/21/2013 2/15/2016 All Non-Aastra Sites 9/30/2013 4/22/2014 Fire 2/1/2014 8/8/2014 RCRMC 5/20/2014 8/9/2014 Phase 2 Connectivity Items Start Close CoRNet Ring 8/1/ /1/2013 RC 3, RCIC 8/1/ /1/2013 CoRNet County 11/1/ /31/2014 Departmental Connectivity 3/1/2014 6/30/2015 The CNP supports County Goals by addressing disparate networks and technologies by converging the multiple networks to a single enterprise infrastructure, increasing efficiencies while reducing operating, maintenance and support costs. Completion of this project will position the County with a network more prepared to support our customers business requirements. The Converged Network Project will provide the foundation for voice, data and video network connectivity; enabling departments and constituents to more easily access County information and resources via a highly available network. The CNP will provide the resources to delivery and sustain robust IT services to meet business needs. It supports the Consolidation project, PSEC, CRM, the new County Technology Facilities and many others. RCIT 24 Month Plan FY 13/14 Page 7

8 D.4. PeopleSoft Upgrades Project Overview: The upgrades to our PeopleSoft Suite support the County s requirement that the ERP: 1. gain additional features and functionality available; 2. remain on current releases, maintenance packs, and tax updates; and 3. obtain the ability to meet more timely upgrade schedules. To meet these requirements, RCIT will continue to work with our Customers in identifying business needs within the ERP, removing outdated and unneeded modifications, and reviewing business processes to better utilize the capabilities of the system. With the collaboration of our customers, the modifications for the Financial system have been reduced from around 1000 to less that 200 (that is an 80% reduction). Specifically, PeopleSoft Upgrades will provide the following: The Financials upgrade improves the Financial Management System (FMS) by reducing customizations thus simplifying future enhancements. Talent Acquisition Management (TAM) improves constituent services by allowing the public to apply for County jobs and to track their application status online in real time. The Human Capital Management or HCM upgrade streamlines access to pay advices and W-2 s enabling County employees to update their personal data through the use of Employee Self Service (ESS). ESS also provides more self-service capabilities for employees, managers and constituents. Project Schedule: PeopleSoft Projects Start Close Financial Upgrade to 9.1 4/1/2013 2/28/2014 HCM Upgrade to 9.2*,^ 2/1/2014 1/31/2015 ERP Architecture 1/1/2013 7/1/2016 eprocurement* 7/1/2014 6/30/2015 * - Projects not currently funded in FY13/14 ^ - Employee Self-Service or ESS is part of the HCM Upgrade Project Funding Requirements for Unfunded Items: PeopleSoft Projects Cost Estimate HCM Upgrade to 9.2 $3,000, eprocurement $2,000, The Enterprise Solution System meets Goal Group 1 s objectives by improving efficiencies and providing cost savings through automation, elimination of paper, centralized document management thereby enhancing the County s business processes. PeopleSoft provides smart, effective technology solutions to the public and the County. Obviously, if the ERP is providing more services to all County employees and constituents from various locations and through various means, we need a network able to handle and secure the transactions, which is what the CNP will do. RCIT 24 Month Plan FY 13/14 Page 8

9 D.5. Constituent Relationship Management (CRM) Implementation Project Overview: CRM enables rapid application development and streamlines deployment in the County technology environment. CRM provides an enterprise wide application to facilitate efficient and effective communication with our constituents. CRM solutions preserve and enhance our County s day-today interactions with our Public. With the impact of AB109 Public Safety Realignment, CRM can provide the County with an accurate case management system for tracking and accounting detainee mental health, medical, and dental services. The CRM technology platform enables better and faster application development through features such as integrated security, forms builder, workflow engine and business data modeling. Project Schedule: CRM Projects Start Close Technology Procurement H-11 2/1/ /1/2013 BoS Constituent Management System 6/1/ /30/2013 AB109 8/1/3013 5/31/2014 Law Enforcement HR 10/1/2013 4/15/2013 Business Outreach 10/1/2013 5/15/2014 * - Projects not currently funded in FY13/14 Project Funding Requirements for Unfunded Items: CRM Project Cost Estimate BoS Constituent Management System $100, AB109 $375, The CRM system meets the County Goal objectives by improving efficiencies and attaining cost savings through automation. CRM helps eliminate paper forms, automates business processes, provides an advanced approach to data sharing, and supports single points of data entry. CRM meets County Goals by providing customer centric public service and rapid application deployment. CRM services assure a more fiscally prudent approach to application development, deployment, and maintenance. CRM is being deployed enterprise wide using the Converged Network across County departments. Current consolidated departments utilizing CRM include DPSS, EDA and RCIT. The BOS, EO, and Sheriff departments are considering CRM as well. CRM allows data sharing thereby eliminating silos of information to enhance County data reporting and transparency. CRM provides an enterprise approach utilizing a multi-tenancy architecture as hosted in the County s RC 3 Data Center. RCIT 24 Month Plan FY 13/14 Page 9

10 D.6. ArcGIS On-line Implementation Service Overview: ArcGIS Online (AGOL) is a collaborative, cloud-based platform that lets members of an organization create, share, and access maps, applications, and data, including authoritative basemaps published by ESRI. AGOL was rolled out to RCIT GIS staff on December 4, 2012 and was branded as the Riverside County Mapping Portal. Several informational products were developed by ESRI and county GIS staff to demonstrate the environment at the January 2013 department head meeting. A similar effort was undertaken at the next department head meeting. However, these working demonstrations included GIS staff assisting departments with their demonstrations. This team approach by RCIT GIS has fostered a collaborative enterprise environment that will continue to prove itself moving forward Service Schedule: ESRI ArcGIS Online Start Close Account activated 11/ /2015 * - Projects not currently funded in FY13/14 Service Funding Requirements for Unfunded Items: ESRI ArcGIS Online Cost Estimate N/A $0.00 In the nine months AGOL has been implemented, GIS has grown the user account subscription to 85 users throughout the county. GIS staff continues to support GIS users county-wide, which enables the greater use of the enterprise system. The GIS team continues to promote the use of GIS throughout the County so departments county-wide can have more tools available to make their business decisions and/or enhance their services to the communities they serve. AGOL is available to be dispatched to a greater user base with a simple departmental request via . RCIT GIS staff stands ready to support these future users. AGOL integrates well within the county s existing GIS platform, which is comprised of ArcGIS for Server, SDE and ArcGIS. The system will provide data for other systems and provide updateable maps and information to our Web. RCIT 24 Month Plan FY 13/14 Page 10

11 Project Phase-System D Month Project Plan Timeline Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul PSEC Upgrade to 7.13 Phase1 - Staffing Consolidation Phase 2 - Infrastructure Phase 3 - Applications Converged Network Project (CNP) PeopleSoft Initiatives & Enhancements Phase 1 Build out Phase 2 - Connectivity 1. Finance 2. HCM Upgrade to ERP Architecture 5. eprocurement 1. Automate H-11 Processing Constituent Relationship Management (CRM) New County Facilities 2. BoS Constituent Mngmt. Sys. 3. AB Law Enforcement HR 3. Business Outreach 1. RCIC Implementation 2. RC 3 Implementation 1. Green Computing Back-Office Upgrades 2. Virtual Desktop Initiative 3. Strategic Storage Initiative 4. SaaS 1. B-23 HIPPA Compliance Security Compliance Initiatives 2. A-68 Trusted Systems Comp. 3. A-58 Training Compliance 4. Enterprise MDM 5. Encryption Departmental Systems Upgrades & Implementations Health & Human Systems Upgrades & Implementations 1. Land Management System 2. GeoCortex 3. Enterprise ArcGIS On-Line 4. Web Standardization 1. RCRMC 2. Health Systems 3. VDI for PHEPR 4. Envision Connect Upgrade RCIT 24 Month Plan FY 13/14 Page 11