HomeMy WebLinkAboutFIN 2018-09-18 Item 2B - Budget - 2019-2020 Biennial Budget: Technology & Innovation Services �,J��Y11LA' y1,,
of z City of Tukwila
a ' i o Allan Ekberg, Mayor
290a INFORMATIONAL MEMORANDUM
TO: Finance Committee
FROM: Joseph Todd, Technology & Innovation Service Director and CIO
BY: Joel Bush, Technology and Innovation Service Integration Manager
CC: Mayor Ekberg
DATE: September 12, 2018
SUBJECT: Technology & Innovation Services Budget
ISSUE
City departments are developing their proposals for the 2019-2020 biennial budget while also
incorporating methods of Priority Based Budgeting (PBB). The 2019-2020 biennial budget will
include general fund department budgets allocated to programs. The City Council requested
that individual departmental budgets be presented to its standing committees as they become
available.
BACKGROUND
The City is committed to developing and passing a fiscally-sound, balanced budget. Two
challenges the City is encountering are 1) sales tax revenue growth of 3% projected for 2018
has not been realized to date, and 2) sales tax mitigation payments will end in late 2019. As a
result, the City is seeking a balanced budget with expenditure reductions and possible new
revenue opportunities.
The 2019-20 Technology & Innovation Services budget proposal covers staffing, infrastructure,
and services which enable the delivery of high quality services to City of Tukwila departments
and citizens.
DISCUSSION
The following will summarize the proposed changes to the Technology & Innovation Services
Department:
Budget reduction
The proposed reductions to the budget are in the area of professional services.
Professional Services costs are reduced for the 2019-2020 budget cycle as $122K had been
budgeted to support the realignment of TIS staff to lead the refreshing of City Technology. Most
other Services line items are remaining constant.
The Professional Services reduction areas include cancelling the Dimensional contract for City
Council video recording services and reducing the spend on our Tier 1 help desk service,
Vitalyst by 50%.
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INFORMATIONAL MEMO
Page 2
Cancelling the Dimensional contract will enable TIS staff to gain needed depth in audio and
video services that will be beneficial when gathering requirements for the new City Hall.
Analysis of Vitalyst services in 2018 have indicated that reducing our Tier 1 help desk service by
50% will better align to existing needs while reducing the 2019-2020 budget.
Salaries & Benefits
COLA increases were applied to salaries, and benefits were adjusted to account for changes in
healthcare and retirement. An internal restructure has resulted in three new positions
(Technology Integration Manager, Information Systems Project Analyst, IT Systems Engineer)
replacing three positions from the prior budget (Systems Administrator, Database Administrator,
IT System Administrator).
Supplies
In order to control costs, no increase was made to the budget for supplies.
Priority Based Budget
The priority-based budget breakdown by program area can be found in the budget document.
RECOMMENDATION
Staff is seeking Finance Committee feedback on the proposed department budget and direction
and to forward it to the Committee of the Whole for consensus on September 24, 2018.
ATTACHMENTS
-Draft 2019-2020 Technology & Innovation Services Budget
26 W:12018 Info Memos\TIS Budget Memo.doc
Technology & Innovation Services
Technology &
Innovation Services
Director
(1)
,
Systems/Network
Technology Integration
Administrator
Manager (1)
(2)
Senior Technology
115 Project Analyst
---- Services Specialist
(1)
(1)
GIS Coordinator Services Specialist
(1) (2)
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DEPARTMENT: Technology Services (12)
FUND: General FUND NUMBER: 000
RESPONSIBLE MANAGER: Joseph Todd POSITION: Director
Description
The Technology Services (TS) Department provides support for the City's information and
communication infrastructure to assist the City in delivering the highest quality services and information
for internal and external customers in an efficient, effective and fiscally responsible manner. The TS
Department oversees all technology systems for the City, including the City's network, system
administration, computer hardware and software and telecommunications — both internal VolP phone
system and mobile phones/devices.
2017-2018 Accomplishments
* Implemented Dual factor authentication for Police. Strategic Goal 4.
• Created transparency in the processing of Public Records search criteria, making sure multi-
departmental sources had input and agreement in the process. Strategic Goal 1 & 5.
• New Kyocera's Multi-Function Printers (MFP) have been deployed throughout the city. Moving
to these systems resulted in demonstrable financial savings to the City. Strategic Goal 4 & 5.
• Improved scan functionality by deploying PinPoint scan in multiple locations to increase ease of
use and efficiency. Strategic Goal 5.
• Deployed Kodak i2620 scanners in the Court for the New 0-Court system speeding up the
process of moving paper documents to the 0-Court cloud application. Strategic Goal 4.
. Implemented System Center Configuration Manager (SSCM) making it now possible to push
software updates to user desktops remotely. Strategic Goal 4.
• Upgraded AirWatch to ensure the City has the right software platform to manage mobile devices
in the field for application and software updates. Strategic Goal 4.
. Updated computing use policy to incorporate the strategy of cloud-first-mobile only environment.
Strategic Goal 1, 4 & 5.
• Worked with City Clerk, Municipal Court, and vendor to procure, install, configure, and implement
upgraded version of Laserfische/RIO that augments current abilities. Strategic Goal 1, 4, & 5.
. Installed and configured web adaptor to support King County accessing our published map
services. Strategic Goal 1, 4 & 5.
• Moved ArcGIS to cloud services and implemented city-wide site licenses. Strategic Goal 1, 4 &
5.
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• Upgraded all on-premise server operating systems form Windows Server 2003 to a supported
version of windows server to reduce security risk. Strategic Goal 1, 4 & 5.
• Implemented phase 1 GIS Single Source addressing to ensure that the City has one complete
source for all addresses in the City in a single repository. Strategic Goal 1, 4 & 5.
• Created departmental user mappings to ensure we are delivering the right capabilities for the
users. Strategic Goal 4.
• Implemented One Drive and SharePoint workloads for Office 365 to support a mobile workforce
and increased computing security. Strategic Goal 4.
• Deployed new Cisco appliance for data encryption between the City and the Washington State
Patrol to allow for delivery of secure criminal justice data to the City. Strategic Goal 4.
• Hired and established a Police records management system competency to ensure successful
implementation of a modern records management system. Strategic Goal 4.
• Implemented express route for City access to cloud applications. Strategic Goal 4.
• Migrated all city backups to Azure cloud backup services to reduce data center costs, satisfy
federal and state out of region storage requirements which increases the ability to recover
systems in the event of a disaster. Strategic Goal 4
• Deployed a new email archive system to support public records requests. Strategic Goal 4.
• Modernized network infrastructure aged and out of support hardware. Strategic Goal 4.
• Completed proof of concept for Tukwila Public WIFI, planning phase 1 and 2 of expanded the
service. Strategic Goal 1.
• Partnered with Tukwila School to launch a City of Tukwila Digital Academy which graduated its
1st class in the area of techniques for basic software development. Strategic Goal 2.
• Formalized and implemented sourced help desk model for 1 and 2 level work and move core
team to level 3 support and one on one support for the departments. Strategic Goal 4.
• Refreshed aging computing technology through lease agreements. Strategic Goal 4.
• Moved video evidence off premises to the Taser cloud for both in-car and body camera systems.
Strategic Goal 1 & 4.
• Established Service Level Agreements for response to tickets. Strategic Goal 4.
• Connected at least four City of Tukwila applications to our GIS addressing service providing one
source for addressing, mapping, and location data for City of Tukwila employees and citizens.
Strategic Goal 4.
• Enhance infrastructure security services. Strategic Goal 4.
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2019-2020 Outcome Goals
• Implement the City's cloud-first strategy to ensure application scalability, redundancy, disaster
recovery. Strategic Goal 4, 5.
• Optimize our GIS system and provide integration with customer facing and frontline employee
systems. Strategic Goal 1, 4.
• Implement network redundancy w/ Ruckus campus ring as part of the Public Safety Plan.
Strategic Goal 4.
• Deploy and increase usage of SharePoint and Microsoft Teams. Strategic Goal 4.
• Continue to implement IT Service Management to efficiently deliver support and services to
departments and users. Strategic Goal 4.
• Continue to move City of Tukwila file shares to office 365 cloud service. Strategic Goal 4.
• Deploy new cell phone use policy. Strategic Goal 4.
• Continue to update in-car systems for the Police Department and other staff in the field to take
advantage of tablet technology and reduce total cost of hardware. Strategic Goal 1 & 4.
• Continue to deploy new capabilities to cellular devices for Public Works to increase efficiencies.
Strategic Goal 1 & 4.
• Continue to deploy connected student capabilities with Tukwila School District through Smart
Cities initiatives. Strategic Goal 2.
• Implemented a City-Wide insight portal to provide Council and Administration key data to aid in
decision making. Strategic Goal 4.
• Implement IT Customer Portal to ensure all departments have one place to request and consume
IT services. Strategic Goal 4.
2019-2020 Indicators of Success
• All major on-premises systems deployed to the cloud.
• Meet Service Level Agreements 90% of the time
• Fully utilize tools deployed internally and public facing (externally) as part of GIS expansions by
providing training and knowledge base.
• Establish a regional community of practice to foster Lucity collaboration.
• Reduce expensive on-premises storage of data by 100%, thereby reducing cost.
• Technology Stakeholders Group held once a quarter.
• All service contracts include provisions for availability and reliability with recourse
• Ensure the last 10% of all systems updated to current software version.
• Service Level Agreements applied to 100% of services delivered by TIS.
• Optimize at least 20 business processes that directly benefit the community.
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� Optimize Vendor Management process to ensure cost-effective technology contracts are agreed
upon across the city.
� Obtain the goal of zero unplanned downtime for two years.
� Continue to increase collaboration across the City of Tukwila through the usage of Office 365
collaboration applications.
� Deploy and maintain availability metrics
* Establish maintenance windows and operation rhythm tosupport
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Budget Change Discussion
Salaries & Benefits COLA increases were applied to salaries, and benefits were adjusted to account for
changes in hao|thoana and retirement. An internal restructuring has resulted in three new positions
(Technology Integration Manager, Information 8yatenno Project Analyst, IT Systems Engineer) replacing
three positions from the prior budget (Systems Administrator, Database Administrator, IT System
Administrator).
Supplies In order to control ooata, no increase was made to the budget for supplies.
Services Service costs are reduced for this budget cycle as $122K had been budgeted in the prior
biennium to cover costs related to refreshing much of the City's technology. For the current budget cycle,
only o portion of these funds is needed for Professional Gen/ioee related to the ongoing transition from
old technology to new. Most other Services line items are remaining constant.
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Department Detail
Staffing and Expenditure by Program
PERCENT
PROGRAMS FTE BUDGET CHANGE
2019 2020 2019-20
End-User Infrastructure Service 0.50 223,709 227,131 1.5%
GIS Services 0.65 198,422 201,402 1.5%
Mobility Services 0.46 188,424 191,239 1.5%
Business System Management and Support 0.76 178,575 180,248 0.9%
Service Desk 0.98 129,800 133,472 2.8%
Tier/Tier 2 Helpdesk-Vitalyst 0.00 152,523 152,523
Justice Center 0.90 133,447 138,792 4.0%
Research&Development: New Technologies 0.76 126,725 131,208 3.5%
Transition to Cloud 0.78 126,361 131,102 3.8%
Business Application Services 0.63 114,576 118,520 3.4%
Network Infrastruture Services 0.54 104,256 108,453 4.0%
Vendor Management 0.55 91,043 94,423 3.7%
Emergency Application Services 0.53 75,469 79,088 4.8%
Business Analysis: Integrations Support, Professional Services, Technical Consultation 0.40 72,584 75,395 3.9%
Traffic Camera Server Infrastructure 0.47 65,445 68,521 4.7%
Office 365 Training 0.10 36,509 36,982 1.3%
Training(TIS Professional Development) 0.00 12,856 12,856
Travel 0.00 12,356 12,356
Office Equipment/Leases 0.00 856 856
PROGRAM TOTALS 9.00 2,043,933 2,094,564 2.5%
*Pnbrity Based Budgeting was implemented beginning with the 2019-2020 biennium budget.
Therefore;no historical data is available.
Program Descriptions
End-User Infrastructure Service: End-user hardware services; laptops, desk phones, PC, point of sale,
first responder (rugged tablets and cameras).
GIS Services: Enterprise GIS Application and Service support including emergency services.
Mobility Services: Cell phones, in-car wireless, virtual private networks, iPads, loT (internet of things
connected smart devices)
Business System Management and Support: Maintaining and supporting enterprise application relational
databases to ensure integrity of application data.
Service Desk: Advanced Troubleshooting, Device Provisioning and Service Fulfilments.
Tier/Tier 2 Helpdesk-Vitalyst: Tier 1/2 support and triage (Basic IT support and Training).
Justice Center: Materials for technology build-out
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Research and Development: New Technologies: Researching, developing, and applying best practices
and/or proof of concept for new and current technologies that offer improved performance and/or cost
savings.
Transition to Cloud: Modernizing how service and application are delivered while reducing risk, improving
availability, and increasing stability.
Business Application Services: Business application which include financial, asset management (fleet,
facilities, parks, and city infrastructure e.g. water, sewer, surface water and street), human resources
support.
Network Infrastructure Services: Network design and support, maintenance, and security.
Vendor Management: Utilizing outside research and analysis to ensure product selection maintains value
over time and reduce risk.
Emergency Application Services: Emergency service (Fire and Police) application support.
Business Analysis: Integrations Support, Professional Services, Technical Consultation: Applying critical
assessment of existing processes to increase efficiency/productivity and reduce costs.
Office 365 Training: Training for City Staff to fully leverage Office 365 capability and realize productivity
gains.
Traffic Camera Server Infrastructure: Traffic Camera Server Infrastructure support
Training (TIS Professional Development): Improving staff efficiency by staying up to date on latest
technologies and methods.
Travel: Budget used for local training and travel
Office Equipment/Leases: Daily operating supplies
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Expenditure & Revenue Summary
Actual Budget Percent Change
pn4emau
Expenditures BvType 2016 2017 2018 2018 2019 2020 e018-19 2019'20
Salaries uvva8ou $ 699,550 * 806,005 $ e02.489 $ 889.17e $ 945,558 $ 9e2.0e6 6.34% 3.86%
Personnel Benefits 270.362 301.762 359,009 3e5.102 380,355 3e7.26e -1.23% 4A5%
Supplies e1.47e 71.*74 29.438 16.26e 16.266 16.2e6 0.00% 0.00%
sermnen 457.354 767.211 70:.450 750.12* 6e1.755 sao.e** -7.78m -0.41m
Capital Outlays 7.064 48.303 *6.590 - 10.000 10.000 0.00% 0.00%
Department Total * 1.515.809 $ 1.994.956 $ 2.0*0.e76 $ z.o^o.nn * 2.043,933 * 2.094.564 0.16% 2.48%
Expenditure Detail - Salaries and Benefits
GG|@rieS are based OD actual costs for existing positions and include a cost of living adjustment per
COnt[8Ci agreements.
Technology&-Innovation^
Position 2018 2019 2019Budgetod 2020 2020Budgebd
Description FTE FTE 8a|mrinu Benefits FTE Salaries Benefits
IT Director 1 1 $ 157.738 $ 53.120 1 $ 160.968 $ 54.688
Technology Integration Manager O 1 120.228 50.150 1 128.840 52.811
Information Systems Project Analyst 0 1 108.096 47.407 1 114.850 49.979
rr Systems Engineer U 1 108.907 47.299 1 112.772 49.801
GISCoordimatnr 1 1 98.398 57.873 1 100.344 39.176
Technology Operations Supervisor O 1 87.630 45.349 1 100.844 47.190
Business Analyst 1 1 94.700 28.348 1 89.984 29.809
Senior/Info Technology Specialist 3 2 159.302 70,555 2 163.974 73,466
Systems Administrator 1 O - - O ' '
Database Administrator 1 O - O -
|T System Administrator 1 O O ' '
Extra Labor 2.500 248 2.500 248
Department Total 9 V $ 945.558 $ 380366 V $ 982,086 $ 397.268
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Expenditure Detail - Supplies, Services and Other
Supplies include office supplies, computer supplies and network supplies; services include connectivity
services, cell phone services, televising Council meetings, hardware and software maintenance, travel
and training, and registrations, among others. Capital includes capital computer equipment, as needed.
Technology&Innovation Services
Actual Budget
Projected
Account Number 2016 2017 2018 2018 2019 2020
000.12.518.880.31.00 Supplies-Office&Operating $ 14,902 $ 6,201 $ 4,442 $ 16,266 $ 16,266 $ 16,266
000.12.518.880.31.01 Supplies-Repair - -- - - -
000.12.518.880.31.43 Supplies-Food - -- - _ -
000.12 -.518.880.31.44 Supplies-Training - - - - -
000.12.518.880.35.00 Small Tools& Equip. -Computer parts 45,779 65,473 24,996 - - -
000 12 518.880.35 01 Small Tools-Nextel 2,101 - - - - -
-
000.12.518.880.35.02 Small Tools-Network 18,697 - - - .
Total Supplies 81,479 71,674 29,438 16,266 16,266 16,266
000.12.518.880.41.00 Prof Svcs-Transition costs, help desk 134,574 429,938 297,672 314,686 369,686 369,686
sourcing, Puget Sound Access
000.12.518.880.41.01 Prof Svcs-Technical support 3,487 - - - - -
000.12.518.880.42.00 Communication-connectivity expense, 39 93,743 101,413 120,900 122,900 122,900
repair&maint.for tech. items
000.12.518.880.42.01 Communication-City- -wide cell phone 65,622 - - - -
service
000 12 518.880.42.02 Communication-telephone charges 14,115 (201) - - - -
000.12.518.880.42.03 Communication 49,771 18,715 66,761 - -
000.12.518.880.43.00 Travel-Meals, Parking, Mileage, Lodging 2,325 8,175 2,846 11,500 11,500 11,500
for conferences:ACCIS,Active,Accela
000.12.518.880.45.00 Rental-Technology Refresh 4,669 141,466 149,378 150,000 150,000 150,000
000.12.518.880.45.94 Rental-Equipment Replacement Fund 1,833 1,339 1,339 1,339 4,343 1,339
000.12.518.880.45.95 Rental-Equipment Rental 0&M 2,260 6,691 2,500 2,500 8,126 8,319
000.12.518.880.48.00 R&M-Office&Network Equipment 133,814 33,827 534 - - .
000 12 518.880.48.01 R&M-Telephone maintenance 20 - - 2,000 - -
000.12.518.880.48 02 R&M-Puget Sound Access(Televise 6,137 - - - -
Council Meeting)
000.12.518.880.49.00 Misc-Computer system component 17,872 23,426 15,526 - - .
upgrades
000.12.518.880.49.01 Misc-Software new and upgrade 20,618 1,261 49,845 122,000 - -
purchases, Microsoft Enterprise License
000.12.518.880.49.02 Misc-Registrations for conferences and 124 4,704 12,149 13,200 13,200 13,200
training
000.12 518.880.49.03 Misc-Registrations for conferences and 75 4,125 3,487 12,000 12,000 12,000
training
000.12.518.880.49.44 Misc-Training - - . - -- -
Total Services 457,354 767,211 703,450 750,125 691,755 688,944
000.12.594.180.64.02 Capital-Machinery&equipment 7,064 48,303 46,590 - 10,000 10,000
Total Other 7,064 48,303 46,590 - 10,000 10,000
Total Supplies,Services and Other $ 545,897 $ 887,188 $ 779,478 $ 766,391 $ 718,021 $ 715,210
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