CIO S PROGRESS FORWARD REPORT June 2015

CIO S PROGRESS FORWARD REPORT June 2015 Priority #1. IT Staff Retention and Development Recognized the County Service Anniversaries in June 2015 for the following IT Team members: Shirley Gardner, IT Senior Project Manager (20 th ) 10 years Vickie Buchanan, IT Senior Developer (26 th ) 9 years Nathan Dillinger, IT Senior Business Analyst (16 th ) 7 years Kim Tran, IT Enterprise Server and Storage Architect (9 th ) 7 years LaTanya Cayetano, Technical Support Analyst (18 th ) 3 years Raison Thompson, IT Technical Support Analyst (9 th ) 1 year Jason Davis, IT Server Administrator (24 th ) 2 years Aaron Holland, IT Technical Support Analyst (24 th ) 2 years Jason Moreau, IT Applications Support and Development Manager (24 th ) 2 years Janice Nelson, IT Project Manager (24 th ) 2 years James Westfall, IT Server Administrator (24 th ) 2 years Sujanna Venna, IT Oracle Database Applications Developer (9 th ) 1 year Candace Pierce, IT Senior Systems Analyst, was recognized by the Commissioners Court as the County IT Department s Employee of the Month. Per the IT Phase II Organizational Review, note the County Civil Service Commission approved on 5/18/15 the designations for an IT Lead Network Engineer and an IT Lead Server Administrator in the County IT Operations Team along with a corresponding IT Operations organizational structure change. Denny Maxwell has been designated as the IT Lead Network Engineer and Keith Eatwell as the IT Lead Server Administrator. As part of the TechShare Program Management Group (TPMG), have welcomed aboard the following contract Team members as part of the TPMG: Terrence Twine, Project Coordinator Danielle Rhodes, Business Analyst Rajendra Yanamadala, Data Analyst Enrique Velazquez, Senior BizTalk Developer Venu Ramineni, Senior Systems Analyst Pending the Commissioners Court s approval, plan to on-board the following TPMG contract Team members by the end of June 2015: David Minson, Senior Business Analyst Ryan Works, Business Analyst Several County IT Team members attended the CUC-hosted Digital Media Evidence Summit in Austin, Texas the week of 6/8/15. The Commissioners Court approved an 18-month IT training engagement with Global Knowledge for the County IT full-time Staff. The Commissioners Court approved OnBase v14 Systems Administration Training (tentatively 8/10/15 8/14/15) and Advanced Systems Administration Training (tentatively 9/28/15 10/15) for several County IT Team members to attend. Sadly accepted the resignations of Michael Rogers and Jason Davis, two of the County IT Server Administrators, who took positions with other organizations. This means four of Attachment B CIO Progress Forward Report 20150616 Page 1

the eight Server Administrators for the County s Windows OS Environment are vacant. Will continue to network with the County HR Office and our designated contract Staffing firm partners to fill all of the IT vacancies as quickly as possible, especially the Server Administrator and the Security Analyst positions, which continue to prove to be very difficult to fill. Priority #2. IT Infrastructure Protection and Stabilization Note the implemented Palo Alto network security appliances proved to be instrumental in assisting the County IT Enterprise Security Office with safeguarding the County s data network against a recent virtual attack. The County IT Teams are networking to take the appropriate next steps to further strengthen our County IT infrastructure security program. Have scheduled to replace a faulty redundant power supply on the Oracle EBS server platform for Sunday, 6/21/15. Priority #3. IT Program Management Administration & Finance Community County Purchasing and the Civil DA s Office continue in their efforts to finalize the new agreement for the award of the Desktop Support RFP to Winndalco Enterprise, therefore, the current provider s agreement will need to be extended to allow for the expected 30-day transition period. The Commissioners Court approved the purchase of Oracle s Hyperion Financial Close Suite application license for the subsequent implementation in the County Auditor s Office. With the approval of the TechShare Program s implementation budgets on 6/9/15 by the Commissioners Court, plan follow-up meetings in by early July 2015 with the County Budget Office to update the revenue and fund pay-back projections so that County IT can update its 10-year MTF budget projections. A related update is planned for the ITEGC at their July 2015 Meeting. Per the initiative to upgrade the software on the County s PoS devices by 9/30/15, have completed the upgrade for the County Clerk s Office (Criminal) at the FCCB and in the process of scheduling the upgrade for the systems at the District Clerk s Office (Criminal) and at the County Passport Office. The County Electronic Document Management Stakeholders Committee (EDMSC) is preparing to release a document inventory survey in June 2015 to the County Departments to gain insights on the types of documents being retained at the County. Civil Justice Community Per the project s approval by the ITEGC and networking with the County Purchasing Office, plan to brief the request to release an RFP for the Civil DA s Office s Document Control System to the Commissioners Court on 6/23/15. As part of the Juvenile Courts Case Management System (CMS) Project, two of the County SQL DBAs were slated to attend additional custom training on the Intermediate File Layout (IFL) Tool during the week of 6/10-6/12/15 so that the DBAs could begin the data conversion process, however, due to the need to address issues with quality of the Attachment B CIO Progress Forward Report 20150616 Page 2

data, this training has been delayed. Odyssey Juvenile Courts CMS Project Kick-Off is schedule for 6/25/15. Per the Dallas County IT & Tyler meeting, tasks have been identified and started which can run in parallel with data conversion. The Business Analyst has also been working on the following conversion items: OnBase to Odyssey Document Conversion, Defining OnBase requirements for Juvenile after Go-Live, Identification of Mainframe and Staging file layout and Composing the Data Dictionary. A temporary War Room has been identified for the purpose of data conversion validation as well as configuration. Community Services Community Currently assisting the County Elections Office with evaluating nine (9) bidders responses to the Electronic Poll Book RFP. Criminal Justice Community Per the County Open Arrest Compliance Report on 6/9/15, note that the County is at 90% compliance for its Adult cases and at 95% compliance for its Juvenile cases for the current 5-year window. Per notice from the District Clerk s Office, note that the State of Texas Court of Criminal Appeals has released criminal efiling rules on 6/12/15 applicable to the County and District Criminal and Justice Courts of Texas. The rules have a permissive effective date of November 1, 2015. TechShare.Courts o The participating Counties began County functional testing (CFT) sessions on 5/18/15 for items developed in Release Candidate #1 (RC1). Completed Groups 1 & 2 testing. o Dallas County is scheduled to participate in an additional session of CFT for scheduling & accounting sessions on June 23-26, 2015 in Tarrant County. o The Commissioners Court was briefed on 6/2/15 and approved on 6/9/15 the TechShare Implementation budget. TechShare.Prosecutor: o LEA Portal and Defense Portal Rollout Briefed Commissioners Court with regard to LEA Portal and Defense Portal rollout on June 2, 2015 and note the Court approved the rollout budget on 6/9/15. Met with DPD on May 28 th, to discuss participation in the Portal Rollout Project. DPD has been provided with the pre-requisites for participation as well as the MOU. The DPD staff were excited about the opportunity and will be assigning a point person to work with the DA s office to coordinate rollout activities. The date for engagement is pending. o Resource Sharing Addendum The TechShare.Prosecutor Resource Sharing Agreement was briefed on 6/2/15 and Court ordered on 6/9/15. Attachment B CIO Progress Forward Report 20150616 Page 3

TechShare.Juvenile Case Management Project: o The development and implementation budget was briefed to the Commissioners Court on 6/2/15 and Court ordered on 6/9/15. The Pre-kickoff meeting is scheduled for 6/19/15 with the primary stakeholders and the TechShare Project Management Group (TPMG). LEA Community Arbitrator Video System: o Staff from the DA s Office and from County IT attended the Digital Media Evidence Summit in Austin, TX on June 10-11, 2015. Brazos E-Citation System: o MC-67 Kitting Process: All kits have been created, configured and profiled. MC-67 kits delivered to DCSO and stored in evidence room. Met with JP Chief Clerk Zoe Harlan to go over offense codes. Project that the offense codes will be configured and approved by 06/20/15. Note the project will be delayed until the offense code requirements around speeding and construction zone have been delivered. These requirements around the offense codes are new and will delay the rollout of the project from the scheduled date of 6/22/15 to a date to be determined. o Mainframe integration testing: Testing End to End Process completed. Fixed logging issues of items not being sent to the correct group. o Offense Code Configuration: The Offense code table has been provided to Brazos and has been loaded into the test environment. After new requirements have been completed, will need to re-test the entire e- citations process. With the exception of the 96 new offenses, the offense code table has been accepted by the business unit, but needs to be approved and reworked in order to finalize all the offense codes. o Note that Visual Pro 360, the vendor from whom the systems were purchased, has filed bankruptcy. Dallas County Legal has been assigned to review the situation and is working to determine Dallas County s options to protect our investments and vendor relationships moving forward on the project. o Note that Brazos Technology was recently acquired by Tyler Technologies. This should not impact the current requirements of this project. DCIM: o Completed Change Order # 7 for adding AIS Booking Number to DCIM for DPD Denali Spoke and E-booking Updates and for including additional demographic information that is being re-keyed from DCIM e-booking forms. o Finalizing AIS, RMS, and web service modifications and testing requirements with IT App Support, Sypherlink, and Indico. Sypherlink will update DC-DEx with booking number (AIS) on the national register of NIEM IEPDs. Attachment B CIO Progress Forward Report 20150616 Page 4

o Resolved TRN and TRS issue with Duncanville PD through OSSI Spoke E-booking. o Resolved random duplicate charges created by inconsistencies in several agencies Jail Management System information and their corresponding Record Management Systems. o Restarted Farmers Branch PD e-booking. Garland PD and Mesquite PD to be rescheduled by DSO DCIM Admins with follow-up meetings and procedural reviews with the cities jail personnel. o Completed new hardware configuration for Multiple HUB installation. Two production VMs were created and one test VM. Sypherlink has been given remote access to servers for installation of software and processing validation. o Indico has contacted Orion (Vendor of DPD HR System) in order to validate interface and set-up testing for interactive DSO staff updating with DCIM. o IRPD has validated and approved Tiburon Spoke processing and mapping. o IRPD has approved Tiburon Spoke 2 years of Historical Record processing. Pending production replication of IRPD Tiburon database for production testing (timing, communications, and data transfers). Agency DCIM Agency Roll-Out Information Sharing e-booking Comments SWRCC (DeSoto, Duncanville, Cedar Hill, Lancaster PDs) Dec 2013 Aug 2014 Addison PD TBD TBD Web-Based Balch Springs PD TBD TBD Web-Based Carrollton PD TBD TBD Web-Based Cockrell Hill PD TBD TBD Web-Based Combine PD TBD TBD Web-Based Coppell PD TBD TBD Dallas PD Nov 2015 Sept 2015 Delayed - DPD RMS Denali issues DART PD TBD TBD Web-Based DC Sherriff Office June 2006 June 2007 efiling completed 10/2010 Farmers Branch PD March 2014 Sept 2014 Ferris PD TBD TBD Web-Based Garland PD Sept 2014 Aug 2015 Date adjusted for dup charge mods Glenn Heights PD TBD TBD Web-Based Grand Prairie PD TBD TBD Web-Based Highland Park PD TBD TBD Web-Based Hutchins PD TBD TBD Web-Based Irving PD June 2015 Aug 2015 Completed the final IRPD production data review. Waiting on IRPD production environment to be completed. Mesquite PD July 2014 July 2015 Date adjusted for dup charge mods Attachment B CIO Progress Forward Report 20150616 Page 5

Ovilla PD TBD TBD Web-Based Richardson PD TBD TBD Web-Based Rowlett PD TBD TBD Web-Based Sachse PD TBD TBD Web-Based Seagoville PD TBD TBD Web-Based Sunnyvale PD June 2006 June 2007 Web-Based University Park PD TBD TBD Web-Based Wilmer PD TBD TBD Web-Based Wylie PD TBD TBD Web-Based NOTES: 1. Web-Based agencies represent 6% - 8% of Dallas County incidents, booking, arrests, offences and case filings. 2. DCSO has been e-filing since October 2010. E-filing for remaining LEAs is dependent on the implementation of the Prosecution Module interface. 3. All TBD items are dependent on the availability of future funding. Priority #4. IT Infrastructure Maintenance and Development Completed the transfer of a network firewall to the City of Wilmer, Texas to facilitate their connectivity to and operational use of the TechShare.Juvenile System. In the process of completing the tasks from the Site Specific Survey for the AgileJury Jury Management System. Per meetings with the CUC and with CrossMatch and per CrossMatch s continued development of the new TecShare.Juvenile-to-CrossMatch LiveScan interface, project that the new interface will be implemented by early August 2015. This will obviate the interface from the JIS platform and move us one step closer to retiring the JIS. Reinitiated activities to research options for and potentially implement a Single Sign-on program for Dallas County end-users. Priority #5. IT Cost Containment Per the review of options for reducing the County s recurring maintenance costs for its Oracle EBS platform, have follow-up meeting scheduled for Monday, 6/29/15 with a potential provider. Plan to provide an update at the Meeting of the ITEGC Meeting in August 2015. Currently re-evaluating the County s Microsoft Office 365 subscription service to possibly reduce the number of subscribed licenses along with the corresponding costs. Attachment B CIO Progress Forward Report 20150616 Page 6