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11 - Information ResourcesInformation resources Informad an Resources INFORMATION RESOURCES The Division of Information Resources provides information and technology management services in support of all City divisions. The division includes: 1) Information Resources Administration; and 2) Information Resources functional services that include Network Administration, Technology Training, Web Site Management, Computer and Peripheral Replacement and Maintenance, and Systems Administration. The division also manages the Information Services Internal Services Fund and the Mapping Fund. DIVISION FINANCIAL SUMMARY: INFORMATION RESOURCES ANNUAL OPERATING PLAN ELEMENT 2000/01 193 99/00 99/00 Projected 00/01 01/02 98/99 Budget Actual Adopted Projected Base Information Resources Operation 427,647 520,696 520,696 577,827 577,827 IR Capital Replacement 428,757 452,611 452,611 545,132 484,199 Mapping Fund 2,465 10,000 10,000 13,367 3,500 TOTAL 858,869 983,307 983,307 1,136,326 1,065,526 INFORMATION RESOURCES ANNUAL OPERATING PLAN ELEMENT 2000/01 193 INFORMATION RESOURCES Employees - Full Time Equivalents 1 Network j 1 Admin Asst 8 Total Employees 1 Webmaster Support lic Safety Syst Admin Personnel, Operations, & Capital Personnel Total Budget $1,136,326 INFORMATION RESOURCES 194 ANNUAL OPERATING PLAN ELEMENT 2000/01 ENDS & MEANS Growth and Physical Development Policy End 3.00 Citizens, business owners and organizations enjoy the benefits of well-planned land usage in which conflicting needs are balanced. Means (00-01) Conduct a City-wide analysis of in-kind and cash contributions for social services. (All Divisions) Means (00-05) Develop and implement an integrated address database, allowing access and security by all city divisions, therefore, reducing duplication of city resources. (Information Resources, Community Owned Utilities, Development Services, Finance & Administration, Fire Services, Police Services) Public Information and Education Policy End 7.00 City owned, sponsored or managed public information and education services enhance the quality of life of the citizens of Georgetown. Focus End 7.01 Public education and information services meet the diverse needs and requirements of citizens. Focus End 7.02 Public information is accessible to all citizens. Means (00-01) Provide citizens with web access to the Code Enforcement Issue Tracking software. (Information Resources) Means (00-01) Participate in the City's public information and awareness team. (Information Resources, Community Services, Finance and Administration, Fire Services, Police Services) Means (00-01) Conduct a City-wide analysis of in-kind and cash contributions for social services. (All Divisions) Means (00-05) Maintain the City's web site to provide information to the citizens of Georgetown. (Information Resources) Public S afety Policy End 8.00 Citizens of Georgetown feel safe and are well protected from crime and disorder, natural disasters and emergencies. Means (99-05) Assist Community Owned Utilities in the expansion of the "A Safe Place" Program to provide for the safety of youth by providing educational programs in area schools. (Information Resources, Community Owned Utilities, Development Services, Parks and Recreation) Means (00-01) Fully develop the Public Safety Software System capability by improving performance ` optimization on Public Safety System servers. (Information Resources, Fire Services, Police Services) INFORMATION RESOURCES ANNUAL OPERATING PLAN ELEMENT 2000/01 195 Urban Design Policy End 11.00 Georgetown's citizens and businesses enjoy an attractive community with a unique sense of place and a positive, identifiable image, at a cost which is consistent with other City social and economic priorities. Focus End 11.08 The City is well maintained and citizens enjoy a high standard of community urban design. Means (99-01) Coordinate the implementation and automation of code enforcement complaint tracking system, including web site access, to provide more aggressive identification and correction of violations. (All Divisions) Utilities and Energy Policy End 12.00 City owned sponsored or managed utilities provide safe, adequate and reliable services to all customers. Means (00-02) Support Community Owned Utilities and Finaice and Administration in the implementation of new utility billing and customer information system software. (Information Resources, Community Owned Utilities, Finance & Administration) Facilities and Services Policy End 13.00 The City provides for the safety of its citizens and supports the responsive delivery of coordinated services by the City and other public agencies. Focus End 13.03 The City provides appropriate, well managed information technology and services that support City operations and citizen access to information. Means (98-01) Implement an integrated financial, human resources and utility Customer Information System (CIS). (Information Resources, Finance & Administration, Management Services) Means (99-04) Connect all City facilities to the wide area network. This will include Fire Station 4 and Airport. (Information Resources, Community Services, Fire Services) Means (00-01) Improve the operation and efficiency of the City's computer network by installing new firewall software. (Information Resources) Means (00-05) Improve inter- and intra -division workflow by developing new Lotus Notes applications and expanding the City's intranet. (Information Resources) Means (00-01) Conduct a City-wide wide competitive fee analysis. (All Divisions) For an explanation of the Ends & Means, seepages one and two in the City Summary section. INFORMATION RESOURCES 196 ANNUAL OPERATING PLAN ELEMENT 2000/01 GEORG��o v1YDED This page intentionally left blank. INFORMATION RESOURCES ANNUAL OPERATING PLAN ELEMENT 2000/01 197 WHAT WE DO: This division is responsible for the planning, purchase, operation, support, and maintenance of information technology products and services. This includes application system development, acquisition, and implementation; installation and support of desktop computers and peripherals; administration of servers and communications infrastructure; administration of the City's web -site and professional management of electronic and paper information. WHAT WE ACCOMPLISHED IN 1999/00: • Streamlined and standardized the installation of hardware and software by using improved features of the Novell NetWare operating system. • Implemented remote management of desktop computers to improve the speed and accuracy of resolution to help desk calls. • Worked with Community Owned Utilities (COU), Accounting, and Management Services to develop the system requirements for an integrated financial, human resources, and utility customer information system. • Developed a software testing and evaluation laboratory to assist in software selection and upgrade projects. • Connected the Animal Shelter to the City's wide area network. • Completed the conversion from WordPerfect and Lotus 123 to Microsoft Office Applications, including Word, Excel, Access and PowerPoint. • Coordinated a Geographic Information System (GIS) Task Force to improve the City's street addressing policy & procedures. • Developed and enhanced Lotus Notes databases including Help Desk call tracking, Citywide Software Training, and the City's intranet to 198 improve the sharing of information and streamline workflow between all City divisions. • Completed Year 2000 testing to ensure City systems were prepared to handle the century date change. • Improved the operation and efficiency of the City's computer network by installing new backup hardware, monitoring software and contracting for an independent network audit. • Worked with Finance and Administration to implement an automated travel authorization process using Lotus Notes. WHAT WE PLAN TO ACCOMPLISH IN 2000/01: • Work with the Utility Office, Community Owned Utilities (COU), Management Services, and Accounting to implement an integrated financial, human resource, and utility customer information system. • Connect Fire Station 4 and the Airport Terminal to the City's wide area network. • Implement citizen complaint tracking and code enforcement software. • Upgrade the City's firewall software and hardware to provide improved security of all computer hardware, software and electronic files. • Continue development of the City's intranet and workflow automation applications using Lotus Notes. • Continue implementation of automated workstation management tools using Novell. • Expand in-house technology training offerings for the City's standard software applications. INFORMATION RESOURCES ANNUAL OPERATING PLAN ELEMENT 2000/01 2000/01 ADOPTED BUDGET AND 2001/02 PROJECTED BUDGET: ACTUAL ACTUAL BUDGETED PROJECTED PROPOSED ACTIVITY INDICATORS FY 97/98 FY 98/99 FY 00 FY 00 FY 00 01 1) Help desk calls 1,898 2,012 2,500 2,600 2,800 2) Number of networked City 577,827 (11.o%) 577,827 (0.0%) Employees: full time / part time FTE's * Percent change of 00/01 Proposed from 99/00 Projected Actual sites 7 18 20 21 23 3) Number of computer users 160 260 270 310 320 4) Number of hits to the City Web site (annual total) N/A 332,221 N/A 1,497,184 3,250,000 2000/01 ADOPTED BUDGET AND 2001/02 PROJECTED BUDGET: 99/00 00/01 01/02 98/99 99/00 Projected Adopted Projected Base Actual Budget Actual (% Change *) (% Change **) 5.75/0.5 7/0 7/0 # Employees 8/0 8/0 263,114 369,582 369,582 Personnel 435,643 (17.9°/6) 435,643 (0.0%) 164,533 151,114 151,114 Operations 142,184 (-5.9%) 142,184 (0.0%) 427,647 520,696 520,696 577,827 (11.o%) 577,827 (0.0%) Employees: full time / part time FTE's * Percent change of 00/01 Proposed from 99/00 Projected Actual ** Percent change of 01/02 Projected Base from 00/01 Proposed SIGNIFICANT CHANGES: The proposed budget includes the beginning or continuation of several long-term system implementation projects including the Geographic Information System and the Financial/Human Resources/Customer Information System. The number of hits on the City's web site increased by 400% from January 1999 to January 2000. INFORMATION RESOURCES ANNUAL OPERATING PLAN ELEMENT 2000/01 199 INFORMATION SERVICES CAPITAL REPLACEMENT The purchase and support of computers and peripherals, end-user training, major business applications, and the network system are included in this department. Costs are assessed on a per capita or per component basis, and charged back to the user division over the life of the equipment. Equipment is then purchased on a coordinated, centralized, pre -planned basis, which minimizes cost of purchase, maintenance, and training. During 2000/01, the fund will upgrade or replace 77 computers, 27 peripherals, 3 servers and add 8 new computers. Divisions are also charged for the maintenance of production applications and their proportionate use of network resources. CAPITAL REPLACEMENT SUMMARY: INFORMATION RESOURCES 200 ANNUAL OPERATING PLAN ELEMENT 2000/01 99/00 00/01 01/02 98/99 99/00 Projected Adopted Projected Base Actual Budget Actual (% Change *) (% Change **) Personnel 11,649 (N/A) 11,649 (0.0%) 192,890 231,814 231,814 Operating 250,150 (7.9%) 249,050 (-0.4%) 235,867 220,797 220,797 Capital 283,333 (28.3%) 223,500 (-21.1%) 428,757 452;611 452,611 545,132 (20.4%) 484,199 (-11.2%) * Percent change of 00/01 Proposed from 99/00 Projected Actual ** Percent change of 01/02 Projected Base from 00/01 Proposed INFORMATION RESOURCES 200 ANNUAL OPERATING PLAN ELEMENT 2000/01 Services: Software Technology Training Annual Contracts Desktop Operations Network Operations Contingency Total Services Information Resources Internal service Fund 00/01 01/02 02/03 03/04 04/05 39,100 50,000 10,000 10,000 50,000 40,000 40,000 40,000 40,000 40,000 133,550 140,000 140,000 140,000 140,000 10,000 10,000 10,000 10,000 10,000 20,000 20,000 20,000 20,000 20,000 7,500 7,500 7,500 7,500 7,500 250,150 267,500 227,500 227,500 267,500 Capital Outlays and Projects: 533,640 Replacement Desktop Hardware 143,500 143,500 143,500 New Desktop Hardware 17,500 Replacement Network Hardware 113,247 122,640 85,000 New Network Hardware 9,086 143,500 143,500 90,000 90,000 Total Capital Replacement 283,333 266,140 228,500 233,500 233,500 Total IR Internal Service Fund Number of Computers Replaced 533,483 533,640 456,000 461,000 501,000 77 77 80 85 90 INFORMATION RESOURCES ANNUAL OPERATING PLAN ELEMENT 2000101 201 MAPPING This account receives and holds monies paid to the City as part of the development review and approval process. These funds are intended to help maintain and upgrade the City's overall map program. In 2000/01 this will help fund the addressing policy and procedure portion of the long-term strategy for an integrated Geographic Information System. 99/00 00/01 01102 98/99 99100 Projected Adopted Projected Actual Budget Actual Budget Budget Ending Fund Balance 13,367 Beginning Fund Balance 11,022 11,672 13,367 9,867 0 REVENUES. Operating 3,958 5,000 6,000 3,000 3,000 Interest & Other 852 500 500 500 500 Total Revenues 4,810 5,500 6,500 3,500 3,500 EXPENSES. Information Resources 2,465 10,000 10.000 13.367 3.500 Total Expenses 2,465 10,000 10,000 13,367 3,500 Ending Fund Balance 13,367 7,172 9,867 0 0 INFORMATION RESOURCES 202 ANNUAL OPERATING PLAN ELEMENT 2000/01