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Home My WebLink About10 - Information Resources0 Shelly working on the City of Georgetown's Web page. Patty working on the Lotus Notes Electronic Mail Server. The Information Resources Division in the Network Room. Information Resources Information Resources Operations Page 178 Capital Replacement Page 180 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 to include Information Services, Network Administration, Applications Development, and City Web -site Maintenance/Management. The division also manages the Information Services Internal Services Fund and the Mapping Fund. DIVISION FINANCIAL SUMMARY: 98/99 97/98 98/99 Projected 99/00 00/01 Actual Budget Actual Adopted Projected Base Information Resources Operations 311,471 461,452 429,725 487,880 479,586 IR Capital Replacement 738,009 479,498 402,354 448,711 398,304 Mapping Fund 10,000 2,500 2,500 10,000 5,000 TOTAL 1,059,480 943 450 834,579 946,591 882,890 Employees - Full Time Equivalents 1 Networ 3 Te 7 Total Employees I Admin Asst INFORMATION RESOURCES ANNUAL OPERATING PLAN ELEMENT 1999/00 Director Public Safety Syst Admin 175 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 (99-00) Coordinate a Geographic Information System task force to improve the City's property addressing policies and procedures. (Information Resources Operations, Community Owned Utilities (COU), 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 (99-04) Maintain the City's web site to provide information to the citizens of Georgetown. (Information Resources Operations) Public safety Policy End 8.00 Citizens of Georgetown feel safe and are well protected from crime and disorder, natural disasters and emergencies. Means (99-04) Fully develop the Public Safety Software System capability by hiring a full-time administrator for the system. (Information Resources Operations) Focus End 8.04 Georgetown is prepared to respond to large-scale natural and technological emergencies. Means (99-00) Provide coordinated, responsive City services through the century date change by ensuring all City systems are ready and by preparing for possible community needs. (Information Resources Operations, COU, Community Services, Development Services, Finance & Administration, Fire Services, Management Services, Police Services, Parks & Recreation) INFORMATION RESOURCES 176 ANNUAL OPERATING PLAN ELEMENT 1999/00 ^1 Urban Design Policy End 11.00 Georgetown's citizens and businesses enjoy an attractive community with a unique sense ofplace and a positive, identifiable image, at a cost which is consistent with other City social and economic priorities. D Focus End 11.08 The City is well maintained and citizens enjoy a high standard of community urban design. Means (99-00) Coordinate the automation of code enforcement complaint tracking to help implement a one-stop calling point and provide more aggressive identification and correction of violations. (Information Resources Operations, Development Services, Fire Services, Management Services) Utilities and Energy J Policy End 12.00 City owned, sponsored or managed utilities provide safe, adequate and reliable services to all customers. J Means (97-00) Support COU and Utility Office in the implementation of the automated meter reading phase of the Customer Choice & Control System. (Information Resources Operations) �, Facilities and Services J 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 (96-00) Connect all City facilities to the wide area network. (Information Resources Operations) `) Means (98-00) Convert all City computers from WordPerfect and Lotus 123 to Microsoft Office applications including: Word, Excel, Access and PowerPoint. (Information Resources Operations) Means (98-01) Develop requirements and request for proposals, evaluate and implement an integrated financial, human resources and utility customer information system. (Information Resources Operations, Employee & Organizational Services, Finance & Administration) Means (99-00) Improve the operation and efficiency of the City's computer network by installing new backup hardware, system monitoring software and contracting for an independent network audit. (Information Resources Operations) � J Li For an explanation of the Ends & Means, seepages one and two in the City Summary section. �J INFORMATION RESOURCES Li ANNUAL OPERATING PLAN ELEMENT 1999/00 177 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 1998/99: • Implemented cost-saving program to provide Internet access to City employees. • Developed requirements for a new Customer Information System in coordination with Finance and Administration (F&A) and Community Owned Utilities (COU). • Completed implementation of major com- ponents of a new Public Safety Software System (PSS) including: Computer Aided Dispatch, Police and Fire Records Management. • Connected Fire Station #3, two Automatic Meter Reading network control units, Electric Depart- ment, Parks Maintenance facility, Vehicle Service Center, Warehouse and Pumps Maintenance to the City's wide area computer network and converted COU, Fire Station #2, Parks, and Georgetown Industrial Foundation to fiber network connections. • Developed and implemented a Year 2000 com- pliance program including: an inventory of all computer hardware, software and embedded systems; a comprehensive remediation schedule; and testing. • Began conversion from WordPerfect and Lotus 123 to Microsoft Office applications including: Word, Excel, Access and PowerPoint. 178 WHAT WE PLAN TO ACCOMPLISH IN 1999/00: • Streamline and standardize the installation of hardware and software by using improved features of the Novel Netware operating system. • Implement remote management of desktop computers to improve the speed and accuracy of resolution to help desk calls. • Evaluate proposals and select a vendor for a new Financial/Human Resources/Customer Infor- mation System in coordination with F&A, Employee & Organizational Services, and COU. • Develop a software testing and evaluation laboratory to assist in software selection and upgrade projects. • Connect Animal Shelter to the City's wide area network. • Complete the conversion from WordPerfect and Lotus 123 to Microsoft Office Applications, including: Word, Excel, Access and PowerPoint. • Coordinate a Geographic Information System (GIS) Task Force to improve the City's street addressing policy & procedures. • Develop and enhance Lotus Notes databases including: Help Desk call tracking, City-wide Software Training, and others to improve the sharing of information and streamline workflow between all City divisions. • Complete Year 2000 testing to ensure City systems are prepared to handle the century date change. • Fully develop the PSS capability by hiring a full- time system administrator. • Improve the operation and efficiency of the City's computer network by installing new backup hardware, monitoring software and contracting for an independent network audit. INFORMATION RESOURCES ANNUAL OPERATING PLAN ELEMENT 1999/00 ACTIVITY INDICATORS 1) Help desk calls 2) Customer Service rating FY 96/97 (Scale of 1 to 4) 3) Number of networked City FY 00 sites 4) Number of computer users 5) Number of inquiries to the 1,898 City Web site ACTUAL ACTUAL BUDGETED PROJECTED PROPOSED FY 96/97 FY 97/98 FY 98/99 FY 98/99 FY 00 Actual 142,290 (-6.1%) 4/0.5 5.75/0.5 867 1,898 1,800 2,000 2,500 N/A 3.5 3.5 3.5 3.5 7 7 15 18 20 160 160 234 260 270 N/A N/A N/A 220 350 1999/00 ADOPTED BUDGET AND 2000/01 PROJECTED BUDGET: 311,471 461,452 429,725 Employees: full time / part time FTE's * Percent change of 99/00 Adopted from 98/99 Projected Actual ** Percent change of 00/01 Projected Base from 99/00 Adopted 99/00 00/01 98/99 Projected Base 97/98 98/99 Projected 7/0 Actual Budget Actual 142,290 (-6.1%) 4/0.5 5.75/0.5 5.75/0.5 # Employees 207,329 298,386 266,659 Personnel 104,142 163,066 163,066 Operations 0 0 0 Capital 311,471 461,452 429,725 Employees: full time / part time FTE's * Percent change of 99/00 Adopted from 98/99 Projected Actual ** Percent change of 00/01 Projected Base from 99/00 Adopted 99/00 00/01 Adopted Projected Base (% Change *) (% Change **) 7/0 7/0 332,866 (24.8%) 337,296 (1.3%) 151,514 (-7.1%) 142,290 (-6.1%) 3,500 (N/A) 0 (-100.0%) 487,880 (13.5%) 479,586 (-1.7%) 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 department will add a full time public safety system administrator in 1999/00. INFORMATION RESOURCES ANNUAL OPERATING PLAN ELEMENT 1999/00 179 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 1999/00, the fund will upgrade or replace 47 computers, 12 peripherals and add 6 new computers. Divisions are also charged for the maintenance of production applications and their proportionate use of network resources. CAPITAL REPLACEMENT SUMMARY: 98/99 97/98 98/99 Projected Actual Budget Actual 108,577 227,101 218,546 Operating 629,432 252,397 183,808 Capital 738,009 479,498 402,354 * Percent change of 99/00 Adopted from 98/99 Projected Actual ** Percent change of 00/01 Projected Base from 99/00 Adopted 180 99/00 Adopted (% Change *) 00/01 Projected Base (% Change **) 243,656 (11.5%) 220,101 (-9.7%) 205,055 (11.6%) 178,203 (-13.1%) 448,711 (11.5%) 398,304 (-11.2%) INFORMATION RESOURCES ANNUAL OPERATING PLAN ELEMENT 1999/00 Information services Internal service Fund 99/00 00/01 01/02 02/03 03/04 Services: Desktop Hardware Purchases and Replacements 108,915 130,340 137,800 236,245 236,245 Desktop Software 44,072 29,072 29,072 29,072 29,072 Network Software 2,500 2,500 2,500 2,500 2,500 Training 26,730 26,730 26,730 26,730 26,730 Application Maintenance 84,438 84,438 81,438 81,438 81,438 Desktop Maintenance 10,000 10,000 10,000 10,000 10,000 Network Maintenance 62,361 62,361 67,861 67,861 67,861 Contingency 5,000 5,000 5,000 5,000 5,000 Total Services 235,101 220,101 222,601 222,601 222,601 Capital Outlays and Projects: Desktop Hardware Purchases and Replacements 108,915 130,340 137,800 236,245 236,245 Network Hardware Purchases 44,600 45,500 25,500 25,500 25,500 and Replacements Computers for New Staff 15,700 Internet Access 2,363 2,363 2,363 2,363 2,363 Microsoft Office Desktop 33,577 Conversion Year 2000 Contingency Account 8,555 Total Capital Replacement 213,710 178,203 165,663 264,108 264,108 Total IS Internal Service Fund 448,811 398,304 388,264 486,709 486,709 Number of Computers Replaced* 53 67 67 67 67 *Includes 6 computers purchased for new staff positions in 99/00, following years include replacement only. INFORMATION RESOURCES ANNUAL OPERATING PLAN ELEMENT 1999/00 181 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 1999/00 this will help fund the addressing policy and procedure portion of the long-term strategy for an integrated Geographic Information System. Total Revenues 5,777 3,150 3,150 5,500 5,500 EXPENSES: Information Resources 10,000 2,500 2,500 10,000 5,000 Total Expenses 10,000 2,500 2,500 10,000 5,000 Ending Fund Balance 11,022 8,466 11,672 7,172 7,672 INFORMATION RESOURCES 182 ANNUAL OPERATING PLAN ELEMENT 1999/00 98199 99/00 00101 97198 98/99 Projected Adopted Projected Actual Budget Actual Budget Budget Beginning Fund Balance 15,245 7,816 11,022 11,672 7,172 REVENUES: Operating 5,039 2,500 2,500 5,000 5,000 Interest & Other 738 650 650 500 500 Total Revenues 5,777 3,150 3,150 5,500 5,500 EXPENSES: Information Resources 10,000 2,500 2,500 10,000 5,000 Total Expenses 10,000 2,500 2,500 10,000 5,000 Ending Fund Balance 11,022 8,466 11,672 7,172 7,672 INFORMATION RESOURCES 182 ANNUAL OPERATING PLAN ELEMENT 1999/00