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HomeMy WebLinkAboutReg 2015-08-17 Item 2B - Powerpoint Presentation Shown at Meeting - Technology Services Departmental UpdateTECHNOLOGY SERVICES DEPARTMENTAL UPDATE PRESENTATION TO CITY COUNCIL AUGUST 17, 2015 INTRODUCTIONS TECHNOLOGY SERVICES STAFF MEMBERS CONSULTANT JOHN LUTHY - PRESIDENT,THE FUTURES CORPORATION DEPARTMENTAL NAME CHANGE! PURPOSE AND OVERVIEW Purpose of Presentation • Provide an update on the Technology Services Department operational and strategic direction Present a summary of the Technology Services Strategic Plan to City Council Oveies�' ' of Pr' entation • Timeline to date • Technology Services Operational Overview Technology Services Strategic Plan Technology Council Technology Team Next steps PROJECT TIMELINE rOr J Claw d% \VS, s0 x9O ✓ Used October ?014 Moss Adams report and September 2014 equipment failure after - action report as starting point ▪ Held `Customer Collaboration' meetings with all City departments / divisions to gain feedback beginning December 2014 h Hired John Luthy from The Futures Corporation as project consultant in April 2015 • Developed Technology Services Operational Overview April 30, 2015 Published Draft Strategic Plan June 29, 2015 Established Technology Council — First meeting held June 29, 2015 ▪ Technology Team - presented criteria and request for departmental membership nominations to Technology Council July 28, 2015 OPERATIONAL OVERVIEW Technology Services - Core Services Technology Service Center Business Analysis / Project Management Services Technology Application Services Technology Infrastructure Services Information Security Analysis Technology Services Business Support Each Core Services section contains Outputs & performance measures - Standards or benchmarks to be adopted • Planned operational improvements • Anticipated outcomes The Technology Services Operational Overview will be updated annually STRATEGIC PLAN Contents include: ▪ Major Accomplishments To-Date Major Challenge Areas /Issues Planned Operational Improvements Key Focus Areas Major Strategic Initiatives for FY 2015 - 2016 To maintain this Strategic Plan as a living, dynamic and valuable document,Technology Services will. Prepare an Annual Variance Report (AVR) ■ Produce Quarterly assessment to be used to inform theAVR Provide a monthly review to be included as a general agenda item of the Technology Council STRATEGIC PLAN HIGHLIGHTS Key Priorities /Focus Areas ▪ City Department Operating Efficiency ik Server Virtualization w Policy /Protocol Standards Wi -Fi and Mobility System Development Disaster Recovery Planning Improved Customer Experience and Expectations STRATEGIC PLAN HIGHLIGHTS (CONY.) Major Strategic Initiatives — In addition to Key Priorities /Focus Areas Prepare and conduct an updated `User Needs Assessment' to inform future decisions Develop a technology training curriculum Institute a `Business Process Analysis' approach for technology solutions Create a voice /data system orientation tutorial for staff Citywide As items are achieved, additional initiatives will be added over the remainder of this biennium Conduct an analysis of technology procurement and develop protocol • Update technology equipment replacement schedules and methodology Mitel VoIP phone system equipment and software upgrades to keep system current Unified Communications — Fully implement Microsoft Lync to integrate voice and email systems TECHNOLOGY COUNCIL Exists to facilitate citywide analysis, planning and development of technology requirements that directly impact efficiency, effectiveness, productivity, service quality and delivery costs. Represents all City departments Serves as central advisory council for technology - related projects Oversees development of City's Technology Master Plan Focus on 4P's — Planning, Problem- solving, Priority- setting, and Policy Formation Meetings monthly Short and Long -Term Planning Policy Formation Problem Solving Priority Setting INTERDEPARTMENTAL TECHNOLOGY TEAM Help to guide planning, gather information and maintain stronger connectivity with the Technology Services Department Share information within respective departments and to /from the Technology Services Department and Technology Council Ensure each department has a voice in Citywide technology decisions Knowledgeable individuals represent growing technology needs in each department Individuals who are technically savvy but also willing to learn and help strengthen overall City and department technical capability Meetings to be held once a month NEXT STEPS rOr J Claw d% \VS, s0 x9O u De- fragment user community through department Tech Teams and the Technology Council Develop an integrated framework for managing technology decisions/ costs Prioritize identified focus areas based on value to departmental users/ City Adopt and prioritize major technology strategic initiatives & conduct cost :benefit analysis Outline contents of the City's first long -term Technology Master Plan Establish business case planning for all technology decisions/ expenditures Conduct annual technology needs assessment to determine trends, mandates & direction Identify all areas where the use of technology will add to efficient, quality city government and provide an annual report to the Mayor and City Council QUESTIONS AND DISCUSSION THANKYOU FORYOUR CONTINUED SUPPORT!