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HomeMy WebLinkAboutCOW 2017-12-11 Item 4F - Report - 2017 3rd Quarter Report: Technology and Innovation ServicesCOUNCIL AGENDA SYNOPSIS Int ials Meeting Date Prepared by Mayor's review Council review 12/11/17 TEH ,Gz///C<_ T1,g ❑ Ordinance Mtg Date ❑ Bid Award Mtg Date ❑ Public Hearing Mtg Date ❑ Other A11g Date CATEGORY -1 Discussion Mtg Date SPONSOR Council ❑Mayor ❑HR ❑DCD Finance Fire TS ❑P&R ❑Police ❑PIF Court SPONSOR'S During the 2017/2018 biennial budget process, Technology and Innovation Services (TIS) SUMMARY committed to City Council to provide a quarterly report on the status of the City's new investments in technology. RI?\'IM1?D BY ❑ C.O.W. Mtg. ❑ CDN Comm ❑ Trans &Infrastructure ❑ Arts Comm. DATE: 12/5/17 /1 Finance Comm. ❑ Public Safety Comm. Comm. ❑ Planning Comm. CHAIR: SEAL ❑ Parks COMMITTEE ITEM INFORMATION ITEM No. 4.F. 293 STAFF SPONSOR: JOSEPH TODD ORIGINAL AGI'.NDA DiV11:: 12/11/17 AGENDA ITEM TITI,k Technology & Innovation Services Q3 report, 2017 12/11/17 ❑ Motion Alts Date ❑ Resolution Mtg Date ❑ Ordinance Mtg Date ❑ Bid Award Mtg Date ❑ Public Hearing Mtg Date ❑ Other A11g Date CATEGORY -1 Discussion Mtg Date SPONSOR Council ❑Mayor ❑HR ❑DCD Finance Fire TS ❑P&R ❑Police ❑PIF Court SPONSOR'S During the 2017/2018 biennial budget process, Technology and Innovation Services (TIS) SUMMARY committed to City Council to provide a quarterly report on the status of the City's new investments in technology. RI?\'IM1?D BY ❑ C.O.W. Mtg. ❑ CDN Comm ❑ Trans &Infrastructure ❑ Arts Comm. DATE: 12/5/17 /1 Finance Comm. ❑ Public Safety Comm. Comm. ❑ Planning Comm. CHAIR: SEAL ❑ Parks COMMITTEE RECOMMENDATIONS: SPONSOR/ADMIN. COMMITI Technology & Innovation Services EI? Finance Committee COST IMPACT / FUND SOURCE EXPENDI'I'URF REQUIRI?D AMOUNT BUDGETED APPROPRIATION REQUIRED $ $ Fund Source: Comments: MTG. DATE RECORD OF COUNCIL ACTION 12/11/17 MTG. DATE ATTACHMENTS 12/11/17 Informational Memorandum dated 12/11/17 Technology & Innovation Service Q3 Report Minutes from the Finance Committee meeting of 12/5/17 293 294 City 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. 295 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 $123,000.00 ►$ 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 Z:\Council Agenda Items\Technology Services1120517_Finance_for1211171Infomemo_technology report_3Q_2017.doc 296 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—Q42017 65% G 95% G 60% G G 70% G 90% G Budget $166,000 $77,000 Other IT Budget $130,000 Actual $43,000 --- $35,000 + $133,249 $113,000 $301,000 $90,000 $132,000 Other IT Budget Actual $150,000 IT Budget $140,000 Actual IT Budget Actual IT Budget Actual Resources • 11 = 1.70 IT • = 1.50 IT • 2.00 11= IT • 2.00 11= IT • 11180 IT Achievements ✓ Implement I -map in Esri online services ✓ Working with MS on POC for moving to cloud database services 1 Perfect Mind Go -Live (Aug 1) Tukwila I -map go live (Apr. 30) 1 Signed contract with Zayo for express route (Sept) 1 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 1 Started Process of delivering Wi-Fi infrastructure for community connection to the internet 1 Implemented full network monitoring ✓ Implemented Vitalyst Help Desk Service 1 Implemented Self-service training hub ✓ Implemented Service Desk Hub 1 P Hired Police Technology Support ✓ Transition GIS Coordinator IT ✓ Made Key Investments in GIS software City Engine and ESRi Analytics g y 1 Implemented ESRi Online Services ✓ Deployed Tukwila I -Map 1 Transition GIS Coordinator to IT 1 Negotiated laptop Lease and Service contract with Dell 1 Council Approved Leased PP ✓ Signed PO and contract by Mayor 1 Dell started Manufacturing Process ✓ Device refresh 90% complete Key Milestones o Upgrade Network Backbone Speed + Upgrade Network Backbone Speed • Client Based VPN Testing • Wi-Fi connect City Zone 1 + Wi-Fi connected City Zone 2 o Hired Integration Manager a Building out additional layers for online self-service GIS o ADA project with PW Re-classify DBA to Project Analyst ' Re -purpose newer computer systems for Point of Sale refresh ,: Complete device refresh I Legend: Project Status : G on Schedule Off Plan R Work Stopped C • Complete FTE :IF Percent Complete Schedule: % Milestone Overall Status 0 Transition to the Cloud Technology artd 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 Milestone 1 Phase 1 Perfect Mind Outlook Kickoff Office 365 Phase 2 One Drive End user Training Milestone 4 Perfect Mind 0 Office 365 Phase 3 SharOoint Azure Cloud environment provisioned 0 Signed contract with Zayo for express rote ■ ■ ■ ■ ■ ■ January February March April May June July August September Contract Signed Perfect Mind Discovery Phase Milestone 2 Perfect Mind Purchase GIS Analysis Tools (City Engine and ESRi Analytics ) 0 Software Configuration Admin training Milestone 3 Perfect Mind User Acceptance Milestone 5 Perfect Mind 0 Go Live 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/s(aff scheduling software • HR Performance management software implementation in process • Express route and Internet lines waiting for Zayo to provision Accomplishments: • Perfect mind project site created, kick-off, discovery, troining, 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. Risks & Mitigation Plan Organization/Program level: Project level: Issues: Actions: 0 Technical Plan Issues: No Issues on plan Actions: 0 Budget $100,000 P & R $77,000 IT $16,000 DCD $50,000 Fire Issues: No issues Actions: 0 Schedule Issues: Actions: 0 Legend: Project Status :CI On Schedule Off Plan ©Work • Stopped Complete Current Date : • Milestone : 0 1 verall Status City and Network Infrastructure Changes G Connected 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. City Benefit : Transform our network infrastructure to be scalable, reliable, and better positioned for catastrophic events. Replaced Firewall for public safety (P15P6) with Received Quotes added features of to replace Cisco � Proxy, Antivirus, 4507 chasis and , and Botnet add 10Mbps • detection capability• 0• 2017 Schedule Password Reset New Web Proxy Wi-FiPhase 1 Wi-Fi Installation 1 Portal Testing Phase Equipment at FD O O ® Upgrade rtetwo7k Backbone Speed Phase 1: Information Gathering ® March February"2124tri April MayJune July August 9 September P l * * * IncreAse Internet Bandwidth Web Based VPN Wi-Fi Phase 1 Installation Of Testing Phase Equipment New Firewall Client Based VPN Configuration Services (Proxy, Testing Phase Antivirus) e� Completed Updated VMWare Deployment of infrastructure to Duo 2FA for VPN version 6.5 access in TIS sit Internet Speed Started a 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. 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 Risks & Mitigation Plan G level: Technical Plan Issues: G Budget: G Schedule Issues: G Organization/Program Project level: Issues: 43,000 IT Issues: No Issues on plan Actions: No issues Actions: No current issues Actions: Proactive Detection of Internet related security risks. Actions: Will be implementing additional firewall based security measures which include virus checking, malware sandboxing, and intrusion detection. Complete Current Date : . Milestone Legend: Project Status :Off Work r; S Schedule Plan R Stopped C () O Overall Status El IT Help Desk Support, Training, IT Service Management Technology and Innovation Services City of Tukwila Status Date: 4/18/2017 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 1 Vitalyst Phase 2 Vitalyst Fresh Services Go -Live Ongoing evaluation Phase 1: of services to refine Setup of new end-user experience Helpdesk Phase 3 Fresh services ongoing evaluation March . Fresh Services Phase 2 Vitalyst: Phase 2: Ongoing evaluation Go -Live of services to refine end-user experience Phase 4 Fresh Services ongoing evaluation 11111111111p July Fresh Services Phase 3: Phase 3 Vitalyst: Persona Based Service Ongoing evaluation Catalog of services to refine end-user experience Expansion of Fresh Services Service Catalog • August • ■ ■ ■ • ■ ■ September . Phase 3 Vitalyst: Ongoing evaluation of services to refine end-user experience continued.... ■ ■ ■ ■ Overall Status: • Overall all pion is on schedule • Ongoing expansion of the Service Catalog Risks & Mitigation Plan Organization/Program level: Project level: Issues: No Risks to report Actions: 0 Technical Plan: Issues: No Issues on plan Actions: 0 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: Schedule: Issues: No Issues on schedule Actions: 0 Legend: Project Status : El On Schedule Off Work III ■ ,,� Plan ICI Stopped Complete Current Date : ■ Milestone : <. ? 1 Overall Status O 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. 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 Initiate ESRI ELA discussion to • Update GIS as Purchased GIS Updating Streets ■ P Updated VR expand online single source of Analysis Tools Data to for Police • 9 experience with GIS services utilizing Addressing (City Engine and ESRI city Engine and Fire enterprise licensing • 1/15 ESRI Analytics ® • February May July August September • © Self -Service S Addressin Pro ect Tukwila -map Expand Esri GIS Based Asset RFP process, Asset GIS Based Asset Tracking• g J Project Online services Tracking RFP Addressing management Application acquisition and • 5/10 6/2 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 04 2017 • Building our GIS layers to supportself-service, including ADA, Parks Assets, PW Assets 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 Risks & Mitigation Plan Organization/Program level: G Technical Plan G Budget: G Schedule: G $ 90,000 IT Issues: Project level: Issues: No Risks to report Issues: No Issues on plan Actions: No issues Issues: No issues $ 301,000 PW Actions: Actions: Actions: Legend: Project Status :On off Schedule Plan R Work Stopped C ■ complete Current Date : ■ Milestone : ,, w 0 Overall Status 0 Computing Refresh Technology and Innovation Services City of Tukwila Status Date: 02/14/2017 Manager: Joseph Todd Project Manager: Mike Marcum 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 Phase 3 Device • Services Dell Lease Phase 2 device Deployment • Negotiations Contract Approval deployment continued... • • • • February litileMIRIMMIMMPIRIM July September Dell Lease Pricing Dell Device Start Initial Device Phase 1 Device Phase 3 Device Phase 3 Device• Negotiations Contract Defined Deployment POC Deployment Deployment Deployment continued... • • ■ ■ Overall Status: Accomplishments: • Lease has been signed dell is currently manufacturing equipment • Lease has been signed Dell is manufacturing product • Deployments are 90% complete • Images created • Deployment Schedule established • Systematically rolled out 90% of laptop deployments to all divisions of the city Technical Plan Schedule G Risks & Mitigation Plan Budget: G Organization/Program level: G G Issues: Issues: $150,000 IT Issues: Project level: No Issues on plan No issues Actions: Issues: Current computing is 3 years over computer utilization bench Actions: Actions: mark Actions: ■ Current Date : ■ Milestone : • On Legend: Project Status : Schedule Off Work Plan R Stopped C Complete City of Tukwila City Council Finance Committee FINANCE COMMITTEE Meeting Minutes December 5, 2017 - 5:30 p.m. - Hazelnut Conference Room, City Hall Councilmembers: Verna Seal, Chair; Kathy Hougardy, Thomas McLeod Staff: David Cline, Peggy McCarthy, Vicky Carlsen, Tracy Gallaway, Joseph Todd, Joel Bush, Jay Wittwer, Stephanie Brown, Erika Eddins, Laurel Humphrey (by phone) CALL TO ORDER: Committee Chair Seal called the meeting to order at 5:30 p.m. I. PRESENTATIONS 11. BUSINESS AGENDA A. Health Care Brokerage Services Staff is seeking Council approval of a contract with R.L. Evans in the amount of $51,250.00 for healthcare brokerage services regarding the active employee and LEOFF 1 retiree health plans during 2018. R.L. Evans has been providing excellent service to the City since 1990 and there are few firms with as much experience with self-funded plans. The proposed contract amount represents a 2.5% increase over2017. Councilmember Mcleod reminded staff that when the 2017 contract was presented in February, he and the other Committee members asked for additional research to determine if this contract is still the best value for the City. Staff stated that there are only a few self-funded plans in the region and a list of the available brokers will be provided to the Committee in a follow-up meom. UNANIMOUS APPROVAL. FORWARD TO DECEMBER 11, 2017 SPECIAL MEETING CONSENT AGENDA. B. 3rd Quarter 2017 Sales Tax and Miscellaneous Revenue Report Staff presented the 2017 3rd Quarter Sales Tax and Miscellaneous Revenue Report, including details on retail sales tax, gambling tax, and admissions tax revenues with sale tax broken out by industry classifications. Total sales tax collections for the 3rd quarter were $54K below those for the same period in 2016. DISCUSSION ONLY. C. Technology and Innovation Services Quarterly Report Staff provide the Committee with an update on activities and highlights from the Department of *Technology and Innovation Services. The Department is now fully staffed and making progress on its five key strategic initiatives. Of particular note is the deployment of public wifi in the vicinity of South 144th Street on December 15, 2017. This program will be expanded in the future, and future grants may be available if the proof of concept shows correlation with student achievement. The computing refresh previously discussed in Committee is nearly finished. DISCUSSION ONLY. 303