HomeMy WebLinkAboutFIN 2017-12-05 Item 2C - Report - Technology and Innovation ServicesCity 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: 12/11/2017
SUBJECT: Technology and Innovation Services Quarterly Report, Q3 2017
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.
21
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
r
$ 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
$123,000.00
r$ 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
22 Z:\Council Agenda Items\Technology Services1120517_Finance_forl211171Infomemo_technology report_3Q_2017.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
Schedule90%G"
Q1—Q42017
60%
70%
95%
Budget
$166,000
$130,000
$77,000
.
Other IT Budget Actual
$43,000
$35,000
IT Budget Actual
$133,249
$113,000
IT Budget Actual
$301,000
$132,000
$90,000
■
Other IT Budget Actual
$150,000
$140,000
IT Budget Actual
Resources
•
11 = 1.70
IT
•
1111=1.50
IT
•
11= 2.00
IT
•
11= 2.0011=1.80
IT
•
IT
Achievements
✓ Implement I -map in Esri online services
✓ Working with MS on POC for moving to
cloud database services
✓ Perfect Mind Go -Live (Aug 1)
✓ Tukwila I -map go live (Apr. 30)
✓ Signed contract with Zayo for express route
(Sept)
✓ Phase I transition SharePoint completed
✓ Azure Cloud Environment Provisioned
✓ Made new investment in threat protection
and data loss protection
✓ Deployed Wi-Fi infrastructure to all fire and
maintenance cityfacilities
✓ Started Process of delivering Wi-Fi
infrastructure for communityconnection to
the Internet
✓ Implemented full network monitoring
✓ Implemented Vitalyst Help Desk Service
✓ Implemented Self-service training hub
✓ Implemented Service Desk Hub
✓ p
Hired Police Technology Support
✓ Transition GIS Coordinator IT
✓ Made Key Investments in GIS software City
Engine and ESRi Analytics
✓ g y
Implemented ESRi Online Services
✓ Deployed Tukwila I -Ma
✓ p
Transition GIS Coordinator to IT
✓ Negotiated laptop Lease and Service
contract with Dell
✓ Council Approved Leased
✓ PP
Signed PO and contract by Mayor
✓ Dell started ManufacturingProcess
✓90%
Device refresh complete
Ney Milestones
Upgrade Network Backbone Speed
Upgrade Network Backbone Speed
Client Based VPN Testing
Wi-Fi connect City Zone 1
Wi-Fi connected City Zone 2
Hired Integration Manager
Building out additional layers for online
self-service GIS
ADA project with PW
Re-classify DBA to Project Analyst
Re -purpose newer computer systems for
Point of Sale refresh
Complete device refresh
Legend:
Project Status : 0 On
Schedule
11 WorkII
Complete FTE
Off Plan Stopped
Percent Complete Schedule:
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 City Benefit: Transition to cloud applications to create more reliable scalable systems and implement out of region disaster
loads: SharePoint, One Drive, Single Sign On, Two Factor Authentication, GIS Online, Online Services for DCD and Public Works recovery plan.
2017 Schedule
Office 365 Milestone 1
Phase 1 Perfect Mind
Outlook Kickoff
January
Office 365
Phase 2
One Drive
February
March
April
End user Training
Milestone 4
Perfect Mind
May
Office 365
Phase 3
Shar int
June
Azure Cloud
environment
provisioned
July
Signed contract
with Zayo for
express route
August
■
■
■
■
■
■
■
■
■
■
■
■
■
September
Contract Signed
Perfect Mind
Discovery Phase
Milestone 2
Perfect Mind
Purchase GIS
Analysis Tools
(City Engine and
ESRi Analytics )
Software
Configuration
Admin training
Milestone 3
Perfect Mind
0
User Acceptance
Milestone 5
Perfect Mind
Go
Milestone 6
(Aug 1, 2017)
Perfect Mind
HR Performance
Management
Project &
implementation
Lanteria (started)
Overall Status:
• Perfect Mind implementation completed
• Office 365 Phase 1 and 2 complete. Phase 3 currently underway with training and planning for SharePoint transition
• RFP process for cloud timekeeping/staff scheduling software
• HR Performance management software implementation in process
• Express route and Internet lines waiting for Zayo to provision
Risks & Mitigation Plan
Organization/Program level:
Project level:
Issues:
Actions:
0
Technical Plan
Issues:
No Issues on plan
Actions:
Accomplishments:
• Perfect mind project site created, kick-off, discovery, training, implementation
• Had high level discussion with Zayo on our transition from VMWare to Azure cloud.
• Locked in price for 1Gbps Express Route to Microsoft datacenter as well as increasing our Internet bandwidth
• Working with En Pointe and Microsoft on Cloud PBX pricing
• Phase 1 of users clearing out network shares has been completed.
Budget
$100,000
P & R
$77,000
IT
$16,000
DCD
$50,000
Fire
Issues:
No issues
Actions:
Schedule
Issues:
Actions:
Legend:
Project Status :El
o"
Schedule
Off
Plan
Work ■
Stopped Complete Current Date : • Milestone :
Overall Status
v
Connected City and Network Infrastructure Changes
Technology and Innovation Services City of Tukwila
Status Date: 04/18/2017
Manager: Joseph Todd
Project Manager: Bao Trinh
Project Description: Implement Network 2.0 extending 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.
2017 Schedule
Password Reset
Portal
New Web Proxy
Testing Phase
Increase Internet
Bandwidth
Web Based VPN
Testing Phase
Wi-Fi Phase 1
Installation Of
Equipment at FD
February
Wi-Fi Phase 1
Equipment
Configuration
March
Installation Of
New Firewall
Services (Proxy,
Antivirus)
Upgrade Ntwork
Backbone Speed
Phase 1:
Information
Gathering
April
Client Based VPN
Testing Phase
City Benefit : Transform our network infrastructure to be scalable, reliable, and better positioned for catastrophic events.
May
Replaced Firewall
for public safety
(PD, FD) with
added features of
Proxy, Antivirus,
and Botnet
detection
June
Completed
Deployment of
Duo 2FA for VPN
access in TIS
July
Updated VMWare
infrastructure to
version 6.5
August
Received Quotes •
to replace Cisco •
4507 chasis and •
add 10Mbps •
capability •
September
Internet Speed Started •
Upgrade, Express Deployment of •
Route Connection Duo 2FA for VPN.
to Microsoft. access in PD •
Information through
gathering with Netmotion
Zayo
Overall Status:
• Started Wi-Fi access extension throughout city owned buildings. Phase 1 is in progress.
• Testing Network Security investments
• Web and client based VPN configuration and testing phases.
Risks & Mitigation Plan
Organization/Program level:
0
Project level:
Issues:
Proactive Detection of Internet related security risks.
Actions:
Wij&e implementing additional firewall based security
mores which include virus checking, malware sandboxing,
and intrusion detection.
Technical Plan
Issues:
No Issues on plan
Actions:
Accomplishments:
• Completed self help password reset portal
• Internet bandwidth increased by a factor of 10.
• Increased Network Security Capabilities
• Deployed Wi-Fi to all fire facilities
Budget:
43,000
IT
Issues:
No issues
Actions:
Schedule
Issues:
No current issues
Actions:
Legend:
Project Status : On
Schedule
Off
Plan
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: 4/18/2017
Manager: Joseph Todd
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
Project Manager: Mike Marcum
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
0
0
Phase 4 Fresh
Services ongoing
evaluation
0
Expansion of Fresh
Services Service
Catalog
O
•
■
■
■
■
•
■
January
February
Phase 3 Fresh
services ongoing
evaluation
March
April
May
June
July
August
September
0
Phase 1 Vitalyst
Go -Live
0
Phase 2 Vitalyst:
Ongoing evaluation
of services to refine
end-user experience
Overall Status:
• Overall all plan is on schedule
• Ongoing expansion of the Service Catalog
Risks & Mitigation Plan
Organization/Program level:
Project level:
Issues:
No Risks to report
Actions:
Fresh Services
Phase 1:
Setup of new
Helpdesk
Technical Plan:
Issues:
No Issues on plan
Actions:
O
0
Fresh Services Phase 2 Vitalyst:
Phase 2: Ongoing evaluation
Go -Live of services to refine
end-user experience
0
0
Fresh Services Phase 3:
Persona Based Service
Catalog
Phase 3 Vitalyst:
Ongoing evaluation
of services to refine
end-user experience
Accomplishments:
• Went live with live with fresh services and TIS customer portal
• Vitalyst Implementation is complete
• Fresh Services Implementation is complete
• Refined Vitalyst workflows, increasing efficiency while decreasing end-user time impacts
Budget:
$133,000
IT
Issues:
No issues
Actions:
0
Schedule:
Phase 3 Vitalyst:
Ongoing evaluation
of services to refine
end-user experience
continued....
Issues:
No Issues on schedule
Actions:
•
■
■
■
Legend:
Project Status :El
o"
Schedule
Complete Current Date : • Milestone :
Overall Status
v
GIS Integrated Data and Services
Technology and Innovation Services City of Tukwila
Status Date: 4/18/2017
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.
2017 Schedule
Update GIS as
single source of
Addressing
1�5
Purchased GIS
Analysis Tools
(City Engine and
ESRi Analytics )
•
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.
Updated VR
experience with
ESRi city Engine
•
Updating Streets
Data to for Police
and Fire
•
•
•
Addressing Project
•
Tukwila I -map Expand Esri
Project Online services
•
GIS Based Asset
Tracking RFP
5/10
Self -Service
Addressing
6/2
RFP process, Asset
management
•
January
February
March
April
May
June
July
Initiate ESRI ELA
discussion to
expand online
GIS services utilizing
enterprise licensing
August
September
GIS Based Asset Tracking
Application acquisition and
development
6/10 - Lucity contract in place
Overall Status:
• Working with finance, Public Works, DCD, Police and Fire to establish phase 2 process for updating the GIS data warehouse
• Lucity Asset Management selected, contract in place, kick-off scheduled Q4 2017
• Building out GIS layers to support self-service, including ADA, Parks Assets, PW Assets
Risks & Mitigation Plan
Organization/Program level:
Project level:
Issues:
No Risks to report
A ns:
v
Legend:
0
Accomplishments:
• Reconciled addressing with a mailing successes right of 99.6%
• Self service mailing list generator completed and in use
• Corrections to address points completed
Technical Plan
Issues:
No Issues on plan
Actions:
Project Status : o"
Schedule
Off
Plan
Budget:
$ 90,000
IT
$ 301,000
PW
13 Work ■
Stopped Complete Current Date : ■
Issues:
No issues
Actions:
Schedule:
Issues: No issues
Actions:
Overall Status
v
Computing Refresh
Technology and Innovation Services City of Tukwila
Status Date: 02/14/2017
Manager: Joseph Todd
Project Description: Refresh aging computers, peripherals, and laptops in all departments
2017 Schedule
Dell Device
Services
Negotiations
Dell Lease
Contract Approval
Project Manager: Mike Marcum
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
Phase 2 device
deployment
Phase 3 Device
Deployment
continued...
•
■
■
■
•
■
January
February
March
April
May
June
July
August
September
0
Dell Lease Pricing
Negotiations
0
Dell Device
Contract Defined
Start Initial Device Phase 1 Device
Deployment POC Deployment
Phase 3 Device
Deployment
V
Phase 3 Device
Deployment
continued...
■
■
■
•
•
•
Overall Status:
• Lease has been signed dell is currently manufacturing equipment
• Deployments are 90% complete
Risks & Mitigation Plan
Organization/Program level:
0
Project level:
Issues:
Current computing is 3 years over computer utilization bench
mark
Actions:
Technical Plan
Issues:
No Issues on plan
Actions:
Accomplishments:
• Lease has been signed Dell is manufacturing product
• Images created
• Deployment Schedule established
• Systematically rolled out 90% of laptop deployments to all divisions of the city
0
Budget:
$150,000
IT
Issues:
No issues
Actions:
0
Schedule
Issues:
Actions:
0
Legend:
Project Status : On Off
Schedule Plan
Work
Stopped
Complete Current Date : • Milestone :