HomeMy WebLinkAboutFIN 2017-04-18 Item 2D - Report - Technology and Innovation Services Quarterly ReportCity of Tukwila
Allan Ekberg, Mayor
INFORMATIONAL MEMORANDUM
TO: City Council
FROM: TIS Department
BY: Joseph Todd Technology and Innovation Services Director
CC: Mayor Ekberg
DATE: 04/18/2017
SUBJECT: Technology and Innovation Services Quarterly Report
ISSUE
During the 2017/2018 biennial budget process, Technology and Innovation Services (TIS)
committed to City Council to provide a quarterly report on the status of the City's new
investments in technology.
DISCUSSION
In 2016, Technology and Innovation Services, along with departmental stakeholders, developed
a technology strategy that required new investments from the City General Fund. These
investments are funding 5 key technology initiatives that are critical to the implementation of the
City's technology strategy. As a refresher, here are the 5 key initiatives:
1. Transition to the cloud (transition on premises applications and infrastructure to the
to the cloud)
2. Connected city and network infrastructure changes (invest in robust security
measures, increased bandwidth, city and facility wide Wi -Fi, and scalable
infrastructure)
3. Contract Helpdesk Support, Training, IT Service Management, and FTE Increases (hire
tier 1 and 2 contract help desk support, deliver onsite and webinar based training,
transition city to IT service management model, increase staff through internal
transfers)
4. GIS services expansion and integrated data services (expand GIS services to cover
city wide addressing, asset management, and back in integration with city wide
records management systems)
5. End user computing refresh (update end user computers with new leased
computing model)
As part of City Council's approval of the new technology investments, TIS was asked to provide
a quarterly report outlining the status of the 5 key initiatives in both progress and budget
expenditure.
41
INFORMATIONAL MEMO
Page 2
FINANCIAL IMPACT
Initiatives Budget
Initiative
2015
2016
2017
2018
2017/2018 Total
Transition to the cloud
X
X
$ 77,000.00
$ 77,000.00
$ 154,000.00
Connected city and network
infrastructure changes
$34,417.00
$10,000.00
$ 43,000.00
X
$ 43,000.00
Help Desk Support, Training, IT Service
Management
X
$73,000.00
$ 124,000.00
$124,000.00
$ 248,000.00
GIS services expansion and integrated
data services
X
X
$ 90,000.00
$ 90,000.00
$ 180,000.00
End user computing refresh
$ 29,657.00
$ 18,596.00
$ 123,000.00
$123,000.00
1'$ 246,000.00
FTE Transfers
FTE
2015
2016
2017
2018
Police Tech Admin transfer
1
1
GIS Cordinator transfer
1
1
Deputy Public Works Director transfer
1
1
6
6
9
9
IT Staff Total
ATTACHMENTS
Quarterly report
42 https : / /tukwilawa- my.sharepoint.com/ personal /joseph_todd_tukwilawa _govt /Documents /Infomemo_technology report.doc
Projects
KPI
(Key Performance Indicators)
Transition to the cloud
Connected City and Network
Infrastructure Changes
Help Desk Support, Training,
ITSM, Increase FTE
GIS and Integrated Data
Services
Computing Refresh
Schedule
_
Q1 Q4 2017
Q
25 Q
Q
25
Q
G
25%
Q
45 Q
Budget
$166,000
$77,000
$20,000
$43,000
$2,600
$133,249
$17,000
$317,000
90 000
$52,000
m
Other IT Budget Actual
$150,000
$123,000
IT Budget
Actual
IT Budget Actual
m.
Other IT Budget Actual
IT Budget Actual
Resources
•
11=1.70
IT
•
1111 =1.50
IT
•
111 = 2.00
IT
•
11 = 2.00
IT
•
11
IT
Achievements
✓ Perfect Mind Parks and Recreation
Management implementation kickoff
✓ Implement I -map in Esri online services
✓ Working with MS on POC for moving to
cloud database services
✓ Made new investment in threat
protection and data loss protection
✓ Deployed Wi -Fi infrastructureto all fire
city facilities
✓ Started Process of delivering Wi -Fi
infrastructure for community connection
to the internet
✓ Implemented Vitalyst Help Desk
Service
✓ Implemented Self - service training hub
✓ Deployed transition to SharePoint
v Hired Police Technology Support
✓ Hiring
✓ Transition GIS Coordinator IT
✓ Made Key Investments in GIS softw are
City Engine and ESRi Analytics
✓ Implemented ESRi Online Services
✓ Deployed I -Map
✓ Negotiated laptop Lease and Service
contract w ith Dell
✓ Council Approved Leased
✓ Signed PO and contract by Mayor
✓ Dell started Manufacturing Process
Key
to ilestones
Perfect Mind Go -Live (Aug 1)
l-map go live (Apr.30)
Database Services POC starts in
July
• Upgrade Network Backbone Speed
• aient Based VPN Testing
• Wi -Fi connect City Zone 1
e Wi -Fi connected City Zone 2
Hired Police Support
In process of hiring IT Business Analyst
Transition GIS Coordinator to R
Start Deployment POC in May with
frontline employees
Legend:
Project Status : On
Schedule
Off Plan
•
complete FTE : Ill Percent Complete Schedule:
Work
Stopped
Milestone :
Overall Status
v
Transition to the Cloud
Tecnnology and Innovation Services City of Tukwila
Status Date: 04/18/2017
Manager: Joseph Todd
Project Manager: Tami Eberle, Roman Linsao, Bao Trinh
Project Description: Implement new parks and recreation cloud based business management system. Deploy Office
365 work loads: SharePoint, One Drive, Single Sign On, Two Factor Authentication, GIS Online, Online Services for
DCD and Public Works
City Benefit: Transition to cloud applications to create more reliable scalable systems and implement out of region
disaster recovery plan.
2017 Schedule
Office 365
Phase 1
Outlook
Milestone 1
Project Kickoff
Azure Cloud
SQL Services POC
January
Office 365
Phase 2
One Drive
February
Software
Configuration
Admin training
Milestone 3
Perfect Mind
March
■
■
■
■
■
■
■
April
End user Training
Milestone 4
Perfect Mind
May
Office 365
Phase 3
SharePoint
June
July
August
September
Contract Signed
Perfect Mind
o
Discovery Phase
Milestone 2
Perfect Mind
Purchase GIS
Analysis Tools
(City Engine and
ESRi Analytics )
■
■
■
■
■
■
Data integrations
Milestone 3
continued....
Perfect Mind
Cloud based time
keeping for Fire
User Acceptance
Milestone 5
Perfect Mind
Go Live
Milestone 6
(Aug 1, 2017)
Perfect Mind
Overall Status:
• Kick -off meeting with vendor to review requirements of the project Jan
• Started business process Discovery with parks and recreation staff, with members of the team participating to bring
current business processes knowledge
• Vendor is creating Tukwila's site and solidifying the timeline
• Office 365 Phase 1 and 2 complete. Phase 3 currently underway with training and planning for SharePoint transition
Accomplishments:
• Perfect mind project site created
• Participated in perfect mind Kick -off meeting Jan 2017
• Discovery meeting completed with perfect mind support Feb 2017
• Started training and Implementation
Risks & Mitigation Plan
Organization /Program level:
Project level:
issues:
Actions:
Technical Plan
Issues:
No Issues on plan
Actions:
Budget
$100,000
P & R
$77,000
IT
$16,000
DCD
$50,000
Fire
Issues.
No issues
Actions.
Schedule
Issues:
Pushed Implementation dateoutfromApriltoAug 1, 2017 due
to contract negotiations.
Actions.
Legend:
Project Status :
13
o"
Schedule
Off
Plan
II Work
Stopped
■
Complete Current Date : • Milestone :
Overall Status
El
Connected City and Network Infrastructure Changes
Technology and Innovation Services City of Tukwila
Status Date: 04/07/2017
Manager: Joseph Todd
Project Manager: Bao Trinh
Project Description: Implement Network 2.0extending access to TUK- Public, refresh network infrastructure, provide
access points, increase network speed, provide end user virtual private network solution, add additional layer of
network security, Provide free public access to internet with City excess bandwidth.
City Benefit : Transform our network infrastructure to be scalable, reliable, and better positioned for catastrophic
events.
2017 Schedule
Password Reset
Portal
•
New Web Proxy
Testing Phase
•
Wi -Fi Phase 1
Installation Of
Equipment at FD
• Upgrade Network
▪ Backbone Speed
• Phase 1:
Information
Gathering
•
•
•
•
Wi-Fi Connected
City Zone 1
Deployment POC
Wi -Fi Connected
CityZone2
Deployment
O
January
February
March
April
May
June
•
Increase Internet
Bandwidth
•
Web Based VPN
Testing Phase
•
Wi -Fi Phase 1
Equipment
Configuration
Installation Of
New Firewall
Services (Proxy,
Antivirus)
Client Based VPN
Testing Phase
•
•
•
•
•
•
•
August September I]
Overall Status:
• Started Wi -Fi access extension throughout city owned buildings. Phase 7 is in progress.
• Testing Network Security investments
• Web and client based VPN configuration and testing phases.
Accomplishments:
• Completed selfhelp password reset portal
• Internet bandwidth increased by a facto r of 1 0.
• Increased Network Security Capabilities
Schedule
Issues:
G
Risks & Mitigation Plan
Organization /Program level:
Project level:
Issue:
G
Technical Plan
Issues:
G
Budget
G
$43,000
IT
Issues'
No Issues on plan
Actions:
No current issues
Actions.
No issues
Actions
Become more proactive with Internet related security risks.
Action:
Wi be implementing additional firewall based security
m ureswhich include virus checking, malwaresandboxing,
an intrusion detection.
Legend:
Project Status : On
Schedule
Off
Plan
is Work •
Stopped Complete Current Date : Milestone :
Overall Status
IT Help Desk Support, Training, IT Service Management
Technology and Innovation Services City of Tukwila
Status Date: 04/18/2017
Manager: Joseph Todd
Project Manager: Mike Marcum
Project Description: Provide a better framework for consuming IT services. This includes ITSM, IT Service
Management, Help Desk Portal, Customer Portal and persona driven IT service, Vitalyst Help Desk Services, Improved
access to data
City Benefit: City employees can receive end user training, immediate support, and tracking of software and
services so they can focus on citizens not on broken computing
2017 Schedule
Indigo Slate:
Creation of
Customer Portal
•
•
■
Phase 3Wresh
services c going
evaluAion
Phase4 Fresh
Services ongoing
evaluation
January
February
March
May
June
May
June
June
•
Phase 1 Vitalyst
Go -Live
•
Phase 2 Vitalyst:
Ongoing evaluation
of services to refine
end -user experience
•
Fresh Services
Phase 1:
Setup of new
Helpdesk
Fresh !ervices
Phase 2: Ongoing evaluation
Golive of services to refine
•
end -user experience
•
Phase 2 Vitalyst:
O
Fresh Services Phase 3:
Persona Based Service
Catalog
O
Phase 3 Vitalyst:
Ongoing evaluation
of services to refine
end -user experience
Overall Status:
• Overall all plan is on schedule
Accomplishments:
• Completed Phase 1 go live of Vitalyst
• Went live with live with fresh services and TIS customer portal
Risks & Mitigation Plan
Organization /Program level:
Project level:
Issues:
No Risks to report
Actions:
Technical Plan
Issues:
No Issues on plan
Actions:
Issues:
No Issues Cost on track
Actions.
Schedule:
Implement by end of 2^d Quarter
Issues:
No Issues on schedule
Actions-
Legend:
Project Status : On
Schedule
Off
Plan
Work II •
Stopped Complete Current Date : • Milestone :
Overall Status
GIS Integrated Data and Services
I Technology and Innovation Services City of Tukwila Status Date: 04/18/2017
1
Manager: Joseph Todd
Project Manager: Tami Eberle and Roman Linsao
Project Description: All departments pulling integrated mapping, assets, streets, parcel, and addressing data from
single location.
City Benefit : Expanded GIS data services provides one integrated source for all department business and
emergency systems to be synced with one source of city detailed latitude and longitude data. This increases accuracy
of emergency response information, crime data transparency ,city topography transparency, economic development
detail maps for city marketing and central source for all city addressing and mapping needs.
2017 Schedule
Update GIS as
single source of
Addressing
1/,15
Deploy Streets
Data to Police and
Fire
■
•
■ Updated VR
• experience with
• ESRi city Engine
•
•
January
February
March.
April
May
JIng•
July
August
September
Addressing Project
Tukwila I -map
Project
Expand Esri
Online services
■
•
•
•
•
•
GIS Based Asset
Tracking RFP
5/10
0
Self- Service
Addressing
6/2
GIS Based Asset Tracking
Application acquisition
and development
6/10
Overall Status:
• Working with finance, Public Works, DCD, Police and Fireto establish phase 2 process for updating the GIS data warehouse
Accomplishments:
• Reconciled addressing with a mailing successes right of 99.6%
Risks & Mitigation Plan
Organization /Program level:
Project level:
issues:
Actions.
Technical Plan
Issues:
No Issues on plan
Actions:
Budget
$ 90,000
IT
$ 301,000
PW
Legend:
Project Status :
El
o"
Schedule
Off
Plan
Work •
Stopped Complete Current Date : • Milestone
Issues -
On budget on
issues
Actions.
Schedule:
Issues:
Actions-
Overall Status
G
Computing Refresh
Technology and Innovation Services City of Tukwila
Status Date: 02/14/2017
Manager: Joseph Todd
Project Manager: Jay Smmot
Project Description: Refresh aging computers, peripherals, and laptops in all departments
City Benefit: New computers have the processing powering needed to run new software packages, Laptops can be
used to ensure business continuity during a major disaster event, Vendor imaging, deployment, and easier
replacement,
Our public works, fire, police, and dcd teams gain mobility allowing them to stay out in the field longer to meet
increasing public demand
2017 Schedule
Dell Device
Services
Negotiations
Dell Lease Pricing
Negotiations
Dell Lease
Contract Approval
February
timmo
Dell Device
Contract Defined
•
•
•
•
•
Phase 2 device
deployment
Start Vial Device
Deploprnent POC
•
•
•
•
Phase 1 Device
Deployment
Phase 3 Device
Deployment
July
August.
September �
Overall Status:
• Lease has been signed dell is currently manufacturing equipment
Accomplishments:
• Lease has been signed Dell is manufacturing product
Budget: $150,000
Issues.
G
Schedule
Issues:
G
Technical Plan
Issues:
G
Risks & Mitigation Plan
Organization /Program level: G
Actions
Project level:
issues:
Current computing is 3 years over computer utilization bench
mark
Actions:
No Issues on plan
Actions:
Actions
Legend:
Project Status :
El
o"
Schedule
Off
Plan
Work II •
Stopped Complete Current Date : • Milestone :