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HomeMy WebLinkAboutReg 2018-01-02 Item 6 - Report - 3rd Quarter: Technology & Innovation Services DepartmentCOUNCIL AGENDA SYNOPSIS Iaaiti"�rfr -------------------- ,lledirrq Beale Prepared by Ala}sur'° rev' reg Coxncil review. 01/02/18 TEH ❑ Ordinance MIA Date j3L. ❑ R,thhc Hearing ,111g Dale ❑ Other 11 lig Dale CATEGORY W Diacwiji Alda Dm St'oNsc. 1R ❑Couriil ❑/-JR DCD ❑Fin Fire TS' ❑Pc% R ❑Police DPW' ❑Comet •Myyor- SP( )Ntic'1t'S During the 2017/2018 biennial budget process, Technology and Innovation Services (TIS) St'a1M.1RV committed to City Council to provide a quarterly report on the status of the City's new investments in technology. REVIEWED BY ❑ C.C1.\V. ❑ Trans &Infrastructure DATE: 12/5/17 Mtg. ❑ CDN Comm /1 Finance Comm. 0 Public Safety Comm. Comm. ❑ Planning Comm. CHAIR: SEAL ITEM INFORMATION ITEM No. 6 STAFF SPONSOR: JOSEPH TODD OR1i;1NAL:Wt.NIP, D;1i'f:: 1/2/18 r\GI3NDA I 1'1it4I'I'ri'1,1: Technology & Innovation Services Q3 report, 2017 n 1/2/18 ❑illotion Altg Date ❑ Resolution .bilg Date ❑ Ordinance MIA Date ❑ Bid A at& Afig Detre ❑ R,thhc Hearing ,111g Dale ❑ Other 11 lig Dale CATEGORY W Diacwiji Alda Dm St'oNsc. 1R ❑Couriil ❑/-JR DCD ❑Fin Fire TS' ❑Pc% R ❑Police DPW' ❑Comet •Myyor- SP( )Ntic'1t'S During the 2017/2018 biennial budget process, Technology and Innovation Services (TIS) St'a1M.1RV committed to City Council to provide a quarterly report on the status of the City's new investments in technology. REVIEWED BY ❑ C.C1.\V. ❑ Trans &Infrastructure DATE: 12/5/17 Mtg. ❑ CDN Comm /1 Finance Comm. 0 Public Safety Comm. Comm. ❑ Planning Comm. CHAIR: SEAL ❑ Parks COMMITTEE • _arts Comm. RECOMMENDATIONS: SPONSC alt/ADMIN. COMMI'1'l'I'•1 Technology & Innovation Services Finance Committee COST IMPACT / FUND SOURCE EXP NDttURE REQLIIRED AMOUNT BUDGETED APPROPRIATION REQUIRED $ $ Fund Source: Comments: MTG. DATE RECORD OF COUNCIL ACTION 1/2/18 MTG. DATE ATTACHMENTS 1/2/18 Informational Memorandum dated 12/11/17 Technology & Innovation Service Q3 Report Minutes from the Finance Committee meeting of 12/5/17 25 26 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. DISC USSION In 2015, 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. 27 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 5 90,000.00 $ 180,000.00 End user computing refresh $ 29,65700 $18,596.00 $123,000.00 $123,000.00 �$ 246,000.00 FTE Transfers FTE 2015 2016 2.017 2018 Police Tech Admin transfer 1 1 GI5 Cord inator transfer 1 1 Deputy public Works Director transfer 1 1 6 6 9 9 IT Staff Total ATTACHMENTS Quarterly report 28 Z:lGounc l Agenda ftemslTechnology Services\120517_Finance_ior121117' nfornemo_lechnology report_3Q.2017.dpc 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 7017 �` G I 60% �+ V Budget $165,000 $77,000 Other IT Budget $130,000 Actual $43,000 $35,000 $133,249 $301,000 $132,000 Other IT Budget Actual $15{},404 _ - - $113,000 11111S90,040 IT Budget Actual IT Budget $140,000 Actual IT Budget Actual Resources • =1.70 lT • T=1.50 rT • 1111= 2.00 IT • 1111= 2.00 FT • 7_1.80 IT Achievements -' Implement I -map In Esri onl ne services 1 Working with MS on a for moving to cloud database services '1 Perfect Mind Go -Live (Aug lj J Tukwila lwrra o p 8 live [Apr. r e ✓ Signed contract with Zaya for express route (Sent) 1 Phase I tranilliorl SharePoint tompteted 1 Azure Cloud Environment Provisioned r Made new investment in threat protection and data foss protection pimp 1 Deplored Wi-Fr infrastructure to all fire and maintenance city facilities J Started Process of delivering Wim infrastructure for communityconnect' to the Internet Implemented lull network monporing r Implemented Vitalys[ Help Desk Service 1 __rented' Self-service training hub ♦ Implemented Service Desk Hub 1 Hired Police Technology Support 1 Ylarssltion GIS Coordinator IT +� Made Key Investments in GIS software City Engine and ESRI Analytics I Implemented ESRi Online Services 1 Deployed Tukwila •Map Transition GIS Coordinator to IT 1 Negotiated is Lease and Service pill contract with Nil f Council Approved Leased 1 Sired PO and contract by Mayor 1 Dell started Manufacturing Process J Device refresh 90%. complete Key Milestones r Upgrade Network Backbone Speed 4 Upgrade Network Backbone Speed Client Based VPN Testing * WI -fl connect City Zone 1 r Wi-5 connected Gaty Zone 2 r hired Integration Manager 1 Building outaddikronaf layers frac online self -since_ GIS $ ADA project with PW 6 Re•classdy DBA to Project Analyst • Re -purpose newer computer systems for Point of Sale refresh + Complete device refresh Legend: Project Staters : G Schedule Off ppm Complete FTE : 7r Percent Complete Schedule: % Mirestone : Stopped N CO W OveralI Status Transition to the Cloud Technology and Innovation Services City of Tukwila Status Date: 04 /1512_01 Manager: Joseph Todd Project Manager Tami Eberle, Roman Linsao, Bao Trinh Project Description: Implement new parks and recreation loud based business management system. Deproy Office 365 work loads: SharePoint, One Drive, Single Sign On, Two Factor Authentication, GIS Online, Online Services for DECD 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 January Contract Signed Perfect Mind Office 355 Phase Z One Drive February Discovery Phase Milestone 2 Perfect Mind March Purchase GIS Analysis Tools (City Engine and ESRi Analytics April End user Training Milestone 4 Perfect Mind May Software Configuration Admin training Milestone 3 Perfect Mind Office 365 Phase 3 St?arGpint June User Acceptance Milestone 5 Perfect Mind azure Cloud environment provisioned July Signed contract with Zayo for express We August 0 Go Live Milestone 6 (Aug 1, 2017; Perfect Mind ■ r ■ a ■ September HR Performance Management Project & implementation Lanteria (started) ■ ■ ■ ■ ■ ■ Overall Status: • Perfect Mond uliplemenration completed • Once 30 Phase 1 and 2 complete. Phase 3 currently underway with training and planning for SharePoint transition RFP process for cloud timekeeping/staff scheduling soft:yore • NR Performance :management software implententotron in process • Express route and Internet lines waiting for Zayo to provision Accomplishments: Perfect mind project Site created, hick -off, discovery, Iroirrirrg, implementation • Nad high level discussion with Zoyo on our transition from vMWare to .+hole cloud. • lociedin price for iGhps Express Route to Microsoft dotocenter os well as increasing our Internet bandwidth • Working with Em Porn re and Microsoft an Cloud PBX pricing • Phase 1 of users clearing out network shares has heerr completed. Risks & Mitigation Plan Organialatian/Program level: Project level: Issues: Actions: Technical Plan Issues: Na Issues an plan Actions: Budget $100,000 P & R $77,000 IT $16,000 OCD $50,0110 Fire Issues_ No issues Actions: nSchedule Isles• Actions Legend: Pro ect Status : on Schedule OfF Plan Work Stopped Camptete Current Date : . Milestone Overall Status Connected City and Network Infrastructure Changes Technology and Innovation Services City of Tukwila Status Date: 04/ t 8/'2017 i Manager. Joseph Todd Project Manager: Bao Trinh Project Description: Implement Network 2.0 extending access to TIM -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 intern et with City excess bandwidth. CityBenefit : Transform aur network infrastructure to be scalable, reliable, and Letter positioner) for catastrophic events. Replaced Firewall for public safety i 2017 Schedule Password Reset Portal New Web Proxy Testing Phase 1":=40 Wi-Fi se 1 Equipment Configuration Incredse Internet Web Based VPN Bandwidth Testing Phase February Wi-Fi Phase 1 Installation Of Equipment at FD 0 March 0 In tion Of New Firewall Services (Proxy, Antivirus) 0 pg Backbone Speed Phase 1: Information Gathering 0 April Client Based VPN Testing Phase May 0 (PD, FD) with added features of Proxy, Antivirus. and Botnet detection June Completed Deployment of Duo 2FA for VPN access in TIS 0 July A Updated VMWare infrastructure to version 6.5 August Received Quotes to replare Cisco ■ 4S07 chasis and ; add 1DMbps • capability • • ■ September • Internet Speed Started I. Upgrade, Express Deployment of Route Connection Duo 2FA for VP E to Microsoft access in PD Information through gathering with fdetrnotion Zap Overall Status: • Snorted Wi-Fi access extension throughout city owned buildings. Phase 1 is in progress. • Testing P4etwarkSecurity investments • Web and client Closed VPN 04fag1uratian and testing phases. Risks & Mitigation Plan Organisation}Program level: 1:1 Project level: Issues: Proactive Detection of Internet related security risks, Actions: Will be implementing additional firewall based security measures which include virus checking, malware sartdboxing, and intrusion detection_ Technical Plan Issue3 No Issues on plan Actions: Accomplishments: Completed self irefp password reset -pan -0P • lnternet bortdvadth rncreoced 11y u factor of la • Increased Network Security Caw:Ni ries Deployed WI-Fi to oil fire facilities Budget: 43,000 IT issues: No issues Actions: Schedule Issues: No current issues Actions: Legend: Project Status : on Schedule Off Plan 11 Work Stopped Complete Current Date : . Milestone : W N Overall Status IT Help Desk Support, Training, IT Service Management Technology and Innovation Servr€es City of Tukwila Status Date: 4118;2017 Manager: Joseph Todd Project Manager- Mike Marcum Project Description: Provide a better framework for consuming 1T 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 Cty Benefit: City employees can receive end user training, immediate support, and tracking of software and services so they can focus on dithtens not on broken computing 2017 Schedule ■ • Indigo Slate Phase 3 Fresh Phase 4 fresh Expansion of Fresh • Creation of services ongoing Services ongoing Services Service • Customer Portal evaluation evaluation Catalog • ■ • =Md. Manch IME:It. July August September Phase 1 Vitalyst Phase 2 Vitalyst Fresh Services Fresh Services Phase 2 Vitalyst Fresh Services Phase 3: Phase 3 Vitalyst Phase 3 Vitalyst ■ Go -Live Ongoing evaluation Phase 1: Phase 2; Ongoing evaluation Persona Based Seance Ongoing evaluation Ongoing evaluation • of services to refine Setup of new Go-I.ive of services to refine Catalog of services to refine of services to refine ■ end-user experience Helpdesk end-user experience end-user experience end-user experience ■ Continued.... Overall Status: • Overultull plan is on schedule • OngPrrng expansion of the Service Cntalrtg AccompIishments: • went live with five with fresh servlres and f15 customer portal • Vitolyst implementation is complete • Fresh Services lmpremenrarinn it crarnpiele Refined Vitolyst workflows, increasing efficiency while decreasing end-user time impacts Risks & Mitigation Plan OrganizattonIProgrann level: Project level: Issues: No Risks to report G Technical Phan: Isvues: No Issues on plan Act ons: G Budget: G Schedule: G $133,000 I rr Issues: No issues ij2 Issues No Issues ars schedule Actions: Legend: Project Status : Schedule Off Plan D WorkStopped C Comprete Current Date : ca Milestone Overall Status 0 GIS Integrated Data and Services Technology and Innovation Service City of Tukwila Status Date: 4/18/2017 Manager: Joseph Todd Project Manager. Tauri Eber€e and Roman Unsao Project Description: All departments pulling integrated mapping, assets,. streets, parcel, and addressing data from singte 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,dty topography transparency, economic development detail maps for city marketing and central source For all city addressing and mapping needs. 2017 Schedute rnitime ESRI EUA discussion to • Purchased GIS Updating Streets Update GIS as Analysis Teals Updated UR Data t4 for Police expand online ■ single source of (City Engine and experience with and Fre GIS services utilizing ■ Ad*J essing ESRi city Engine enterprise licensing 1/15 E3Ri Analytics ] ■ 1V1, * a FebruaryMay,a July August September 1 1 1 40' 0 Self -Service `` ` ap Esri Addressin RFP process, Asset GIS Based Asset Tracking ■ Addressing Project Tukwila I-mExpandGIS Based Asset Project Online services Tracking RFP g management Application acquisition and• 5/10 development ■ 6/10 - Ludty contract in place ■ Overall Status: • Working with finance, FuL is Works, DCD, Pofire and fire to establish phase? process for updating the GJ5 dote warehouse • Lowy Asset Management selected, contract in piece, kick-off srhedu1ed Q4 2017 • Building out 61S layers to supportself-service, including ADA, Parks 45sei5, PW Assets Accomplishments: Recancited addressing with a nt[riiirrg iarre5Se5 right of 99.6% - Self service miffing list generator completed and in use • Corrections to address points completed Risks & Mitigation Plan Organization/Program level: G Technical Plan G Budget G Schedule: 0� S 9OE000 IT Project level: ' lssues No Risks to report l No Issues on plan Actions: No Issas Issues leo issues 5 301,000 PW Actions: ,4o' Actions: Led: rSQdl1S : Schee OFF dul Klan R Stopped © Complete •Current Date : . Milestone : cJ) W W Overall Status 0 Computing Refresh Technology and Innovation Services City of Tukwila Status Date: 020412017 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 del teams gain mobility allowing them to stay out in the field longer to meet increasing public demand 2017 Schedule ■ Phrase 3 Device • Dell Device • Services Dell Lease Phase 2 device Deployment continued._ • Negotiations Contract Approval deployment • • February July September Start Initial Device Phase 1 Device Phase 3 Device Phase 3 Device • Dell Lease Pricing Dell Device • Negotiations Contract Defined Deployment POC Deployment Deployment Deployment • continued,_ •II • Overall Status: • lease hos been signed ;Jett is currently manufacturing equipment Deployments are 90% complete Accomplishments: • Lease has been signed Dellis manufacturing product - Images created • Deployment Schedule established • Systematicattyrolled out 90% of laptop deployments to oll divisions of the city Budget G Schedule Icer. 6 Risks & Mitigation Plan Organisation/Program level: 6 Technical Plan G $150,000 rr Issues sues No Issues an pian Pe tions: Acigns Project level. Issues Current computing is 3 years over Computer ukdieation bench mark Actions:, No issues kt ns: Le Project Status : 13 Schedule Pan R Sapped C Complete Curr -enc Date : • 11t1ilestone: 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 II, 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 over 2017. 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. 3° 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. 35