How To Improve Your Business

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1 Information Technology Software Services Council Committee May 7, 2013

2 Technology Software Presentation Identify stakeholder software demands. Challenges (requirements) and vision (outcomes). Timeline roadmap. 5 year cost for software services.

3 Who uses Information Technology? Mission Statement Information Technology The Information Technology Department is an internal department, which operates under the general direction of the City Manager. Our mission is to deliver technology solutions to our Internal stakeholders that create and sustain operational efficiencies and promote an exceptional quality of life for our External stakeholders. Objectives Effective operational and fiscal management of the City s technology hardware and software resources. Maintain and promote the confidence of the stakeholders we serve. Provide service and support to all City departments. Assist users in the effective and efficient utilization of our systems. Maintain system up time and availability to ensure that information and system resources are accessible and usable. Maintain strong security and system recovery procedures.

4 Internal Stakeholders Governing Body Administration, Legal, City Clerk, & Court Services Development Services & Planning Finance Human Resources Parks & Recreation Public Safety Police & Fire Public Works & Codes Administration External Stakeholders E-Government City Services Online City Web Sites 800+ Pages of Content GoodStartsHere.org CityofShawnee.org OldShawneeDays.org ShawneeGreatGrillers.org ShawneeTown.org Business & Economic Development Vendors and Bidders

5 Stakeholders Top Software Initiatives Application Vendor/Platform Stakeholder Court System Court System Management CSDC Internal & External Electronic Ticketing (E-Ticketing) NONE Online Traffic Citation Payment ncourt Internal & External HR / Payroll System Applicant Recruitment, Tracking, and New Hire Lotus Notes - In-house Onboarding Developed Internal & External Benefits Enrollment Lotus Notes - In-house Developed Internal Employee Portal Self Service NONE Internal Employee Maintenance Lotus Notes - In-house Developed Internal HR Reporting: Metrics, Compliance, and Forecasting Limited Internal & External Payroll, Compliance, and Time & Attendance ADP Internal Performance Management Lotus Notes - In-house Developed Internal

6 Stakeholders Top Software Initiatives Application Vendor/Platform Stakeholder CBRM (Citizen & Business Relationship Management) Citizen Service Request CSR Application Lotus Notes - In-house (Codes Enforcement, Work Orders) Developed Internal & External Citizen & Contractor Portal Online Payments NONE Internal & External Infrastructure Asset Management - Lotus Notes - In-house (street signage, storm water, traffic signals) Developed Internal & External Land Management Lotus Notes - In-house Developed Internal License Management Lotus Notes - In-house Developed Internal & External Mobile Application (311) NONE External Permitting & Inspection Management Lotus Notes - In-house Developed Internal Firehouse Management Software Upgrade Day-to-Day Operations & Management Software Xerox Internal Field Inspections -- Mobility NONE Internal NFIRS 5.0 and NEMSIS Certification Xerox Internal

7 Stakeholders Top Application Initiatives Application Vendor/Platform Stakeholder Online Police & Crime Reporting NONE Internal & External Capital Improvement Project Management Lotus Notes - Excel Internal Automatic Vehicle Locating Public Works & Parks Location Technologies Internal & External Financial Management GEMS (Finance System) MS Govern Internal Receipts & Reconciliation Lotus Notes - In-house Developed & MS Govern Internal Budget Planning and Management Software Excel Internal & External

8 Court System & E-Ticketing Our Challenges Daily tasks remain manual. Lack of automation and work flow creates delays and increases staff time. Legacy Hardware. Application install and set up required on every workstation. Current system does not offer web services. Processing of Web services are performed manually. Current system does not offer direct system integration with E-Ticketing. Reduce data entry staff time. Free staff to facilitate paperless court. New vendor must be able to convert our current system data. Our Vision Vendor Commitment to innovation & automation (R&D). Automation of court services to facilitate paperless court. Browser based application will use Internet Explorer or similar web application. No application install required. Web Services Online traffic citation payment. Court docket. Paperless - electronic ticketing (E-Ticketing). Facilitate a full conversion of existing records mandated records retention.

9 Our Challenges Online HR services are limited and lack a comprehensive approach for HR / payroll staff, employees and applicants. Duplication of work processes creating inefficiencies. HR / Payroll System Our Vision Enterprise Web (Online) based solution: Payroll, Time & Attendance, Benefits Administration, Applicant/ Recruitment processes, Performance Management, Self Service, and Compliance. Vendor commitment to HR / Payroll work flow automation. Lack of automation and work flow creates delays and increases staff time. Streamline and automate HR / Payroll activities. Separate systems require I/T and vendor assistance for daily operations and support. Lacks customer service for employees and applicants - A user-friendly self service-employee portal is needed. Limited reporting capabilities. Inefficient processes to ensure compliance with the Patient Protection and Affordable Care Act (PPACA). Cloud Software - SaaS (Software As A Service) single vendor. Increase efficiency of staff time for HR functions- Benefits enrollment. Applicant recruitment & new hire onboarding. Employee portal self service. HR Reporting: Metrics, Compliance, and Forecasting.

10 CBRM (Citizen & Business Relationship Management) Our Challenges Modernization- Design and security cost. Transparency- Expand customer service for citizens and contractors. A user-friendly self service portal is needed. Limited I/T capacity - I/T design and support staff. Lack of visualization and analysis capabilities within GIS. Separate systems requiring export/imports. Lack of automation and work flow creates delays and increases staff time. Track and maintain city assets - sign reflectivity mandate, Storm water infrastructure. Reduce paper and contractor courier cost - plan document reviews. Limited reporting capabilities. Monthly reporting. Our Vision Next Generation - Service request & codes enforcement Citizen Service Request (CSR) management Mobility (smart phones & tablets)- Field work (Inspections). Mobile app (311). Web Services- Citizens and contractor portal. Inspections - electronic requests and scheduling. Online submission, renewals, & payments. Comprehensive business management solution. GIS integration. Comprehensive business management workflow. Infrastructure asset inventory and management. Land & plan management- Electronic plan review. Reporting and costing.

11 FireHouse Management Software Upgrade Our Challenges Firehouse system upgrade is needed. Electronically perform occupancy/property inspections. Collect/update premise, contact, and preplan information in the field. Application install and set up required on every workstation. Our Vision SaaS - Software As A Service (Cloud). Field inspections app ipad. Web-based - no installation on user desktops. Online Police & Crime Reporting Our Challenges Collect reports from citizens online. 24/7. Reduce staff cost to complete police reports. Allocate patrol resources to our community priorities. Provide citizen efficient access to report crimes. Our Vision SaaS - Software As A Service (Cloud). Collect misdemeanor crimes reports online. A convenient way to report minor incidents through an online service.

12 Capital Improvement Project Management Our Challenges Public relations and economic development tool. Manage debt and consolidate projects to reduce borrowing costs. Preserve City's infrastructure while ensuring the efficient use of public funds. Project Management of CIPs. Our Vision Project planning and evaluation. Funding and budget cost Information. Labor and project cost control. Scheduling, forecasting, and control. Automatic Vehicle Locating Public Works & Parks Our Challenges Inability to electronically track the 25 vehicles during snow removal. Monitor equipment and supplies on vehicles. Minimize downtime to maintain equipment and restock supplies. Effectively dispatch during emergency calls. Our Vision Provide real-time data to stakeholders concerning snow removal. Track snow plow route completions with mapping software. Monitor vehicle location, status of the plow blade, and status of the salt spreader using GPS. In case of emergency calls staff can identify and dispatch the vehicle closest to the location of emergency. No data is available. Data is collected. Use this data for further analysis - Assess claims of damage. Driver training. Costing and estimating.

13 Our Challenges Vendor no longer marketing GEMS-Financial Management System. Receipts and reconciliation are two different systems. Budget data is Excel spreadsheets. Highly dependent on formulas; not error free. Salary & benefit forecasting is limited. Financial Management Our Vision Vendor Commitment to Innovation & Automation (R&D). Receipts and reconciliation part of Financial Management suite. Integration to Financial Management System. Browser based application will use Internet Explorer or similar web application. No application install required. Automation of Salary & benefit forecasting. Lack of automation and work flow creates delays and increases staff time. Ability to load budget to financial system. Increase efficiency by reducing setup and errors. Track budget revisions. Accurate tracking of actual vs. budgeted costs and revenue. Centralized data management and repository- Data mining. Change history. Historical data. Ability to create unlimited "what if" scenarios. View and perform history of budget.

14 The Road Map - Active Projects FireHouse Management Upgrade 2013R Implement-P1; SaaS SaaS SaaS SaaS SaaS Field Inspections App Implement-P2 SaaS SaaS SaaS Online Police & Crime Reporting CBRM Street Sign Asset Management Implement-P1; SaaS RFQ ProdEval: Demo-Presentation; Implement-P1 SaaS SaaS SaaS SaaS Maintenance Maintenance Maintenance Maintenance Demo-Presentation Stakeholder Presentations Maintenance Annual Software Maintenance Implement-Px Implementation Phase 1, Phase 2, Phase 3 ProdEval Product Evaluation Proof of Concept RFQ Request for Qualifications SaaS -Software As A Service (Cloud) Cost

15 The Road Map R/2014 Budget Additions Court System 2013R RFQ; ProdEval: Demo- Presentation; Implement-P1 Maintenance Maintenance Maintenance Maintenance HR System RFQ; ProdEval; Implement-P1 SaaS SaaS SaaS SaaS Demo-Presentation Stakeholder Presentations Maintenance Annual Software Maintenance Implement-Px Implementation Phase 1, Phase 2, Phase 3 ProdEval Product Evaluation Proof of Concept RFQ Request for Qualifications SaaS -Software As A Service (Cloud) Cost

16 The Road Map R/2014 Budget Items Cloud Software (Net Increase) $4,000 $4,000 $4,000 $4,000 $4,000 FireHouse - Mobile Inspections Software (Net Increase) $4,000 $1,000 $1,000 $1,000 $1,000 Online Police & Crime Reporting $11,500 $7,000 $7,000 $7,000 $7,000 $7,000 CBRM (Citizens & Business Relationship Management) - Street Sign Asset Management $15,000 $3,000 $3,000 $3,000 $3,000 Active Projects Totals (Net Increase) $26,500 $11,000 $4,000 $15,000 $0 $15,000 $0 $15,000 $0 $15,000 Court System $198,500 New System Maintenance Cost (Net Increase) $17,000 $17,000 $17,000 $17,000 H/R System $40,000 Replacement Application (Net Increase) $10,000 $25,000 $25,000 $25,000 $25, R/2014 Addition Totals (Net Increase) $238,500 $10,000 $0 $42,000 $0 $42,000 $0 $42,000 $0 $42,000

17 Court System - E-Ticketing CBRM Citizen Service Request Management Business Relationship Management The Road Map - Software Not Budgeted 2013R RFQ; ProdEval: Demo- Presentation; Implement-P2 Implement-P2 Maintenance Maintenance Maintenance Maintenance Implement-P3 Maintenance Maintenance Capital Improvement Project Management Automatic Vehicle Locating Public Works & Parks Implement-P1; SaaS RFQ; ProdEval; Demo-Presentation; Implement-P1 SaaS SaaS SaaS SaaS SaaS SaaS SaaS Demo-Presentation Stakeholder Presentations Maintenance Annual Software Maintenance Implement-Px Implementation Phase 1, Phase 2, Phase 3 ProdEval Product Evaluation Proof of Concept RFQ Request for Qualifications SaaS -Software As A Service (Cloud) Cost

18 The Road Map - Financial Management Financial Management Budget Planning & Management 2013R RFQ; Demo- Presentation; ProdEval Implement-P1 Maintenance Demo-Presentation Stakeholder Presentations Maintenance Annual Software Maintenance Implement-Px Implementation Phase 1, Phase 2 Phase 3 ProdEval Product Evaluation Proof of Concept RFQ Request for Qualifications SaaS -Software As A Service (Cloud) Cost

19 The Road Map - Software Not Budgeted 2013R Application Capitalized Recurring Capitalized Recurring Capitalized Recurring Capitalized Recurring Capitalized Recurring Court System - E-Ticketing $75,000 $5,000 $5,000 $5,000 CBRM (Citizens Service Request Management) $150,000 $25,000 $25,000 $25,000 CBRM (Business Relationship Management) $150,000 $25,000 $25,000 $25,000 Capital Improvement Project Mgmt $35,000 $15,000 $15,000 $15,000 $15,000 Automatic Vehicle Locating - Public Works & Parks $22,072 $4,748 $7,719 $7,796 $7,874 $7,953 Not Budgeted Totals (Net Increase) $22,072 $4,748 $260,000 $22,719 $150,000 $77,796 $0 $77,874 $0 $77,953 Financial Management $200,000 Budget Management Software $54,000 Replacement Application Maintenance (Net Increase) Budget Cost Financial Totals (Net Increase) $0 $0 $0 $0 $0 $0 $254,000 $0 $0 $30,000 $30,000

20 Application 2013R Capitalized Recurring Capitalized Recurring Capitalized Recurring Capitalized Recurring Capitalized Recurring Active Projects Totals (Net Increase) $26,500 $9,000 $4,000 $15,000 $0 $15,000 $0 $15,000 $0 $15, R/2014 Addition Totals (Net Increase) $238,500 $10,000 $0 $42,000 $0 $42,000 $0 $42,000 $0 $42,000 Not Budgeted Totals (Net Increase) $22,072 $4,748 $260,000 $22,719 $150,000 $77,796 $0 $77,874 $0 $77,953 Financial Totals (Net Increase) $0 $0 $0 $0 $0 $0 $254,000 $0 $0 $30,000 RECURRING TOTALS (Net Increase) $23,748 $79,719 $134,796 $134,874 $164,953 CAPITALIZED TOTALS $287,072 $264,000 $150,000 $254,000 $0 5 Year Recurring Cost $538,090 5 Year Capitalized Cost $955,072

21 Questions?