Loading...
HomeMy WebLinkAboutAgenda - 01-25-2011 - 1ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: January 25, 2011 Action Agenda Item No. ~ SUBJECT: Information Technologies Report DEPARTMENT: Information Technologies PUBLIC HEARING: (Y/N) No ATTACHMENT(S): INFORMATION CONTACT: Report Todd Jones, (919) 245-2285 PURPOSE: To provide the Board with a report on the major accomplishments of the Information Technologies Department. BACKGROUND: With the retirement of the Information Technologies Advisory Committee in 2010, the County Manager and the Chief Information Officer have sought new ways to ensure the BOCC can monitor the goals and achievements of the Information Technologies Department. The enclosed report seeks to provide a high-level view of the major accomplishments of the County's Information Technologies Department for calendar years 2009 and 2010. It provides a brief description of each major accomplishment, asummary of major hardware purchases and support activities. FINANCIAL IMPACT: There is no financial impact with the Board receiving this report. RECOMMENDATION(S): The Manager recommends that the Board receive this report and provide any feedback to the Chief Information Officer and County Manager. 2 ~a,~ ~~ ~fi~' ~~xn~ Orange County Information Technologies Department Board of County Commissioners Report Major Accomplishments in 2009-2010 Todd E. Jones Chief Information Officer ~~ January 25, 2011 Accomplishments 2009-2010 2009 2010 Summary of IT Accomplishments This report serves to document the major accomplishments of Orange County's Information Technologies department. While nearly all of these accomplishments represent a collaborative effort with other County staff, this report should provide an accurate high-level view of the value the IT department has brought to the County through its stewardship of Capital and Operating monies and staff effort over the calendar years 2009 and 2010. Major Accomplishments by Month December 2010 • Migration from County mainframe Begun before the CIO's arrival in 2003, this milestone achievement ensures the County is no longer reliant on antiquated, unsupportable technology for operations. Capital Investment to Implement: imbedded in projects. Much staff time. • Virtual server environment This serves as a pilot for new environmentally friendly, lower cost server technology while also providing the Tax offices with testing equipment for new releases of software. Capital Investment to Implement: Pilot cost $7K Phase I GIS Consolidation Personnel have been transitioned from DEAPR and Planning/Inspections to provide a strong central GIS organization within IT. The newly bolstered organization can now handle long languishing GIS needs throughout the County. Capital Investment to Implement: None November 2010 Laptop encryption This initiative prevents the unintended disclosure of protected information through laptop loss or theft. With data encryption, HIPAA, personnel and other protected data can not be extracted from laptops without the use of proper County credentials. Capital Investment to Implement: $20K October 2010 • Deployed the Property Information Management System (PIMS), including: ~. PIN App -custom application for managing index of real property 2. AssessPro -real property assessment system 3. NCPTS -revenue and collections application 3 1/21/2011 Orange County IT Department Page 2 Accomplishments 2009-2010 4. PNS App -integrates GIS to PIN App and AssessPro and creates public record documents for Register of Deeds 5. Decommissioned mainframe tax system from production s. Interfaces to: o Munis o Permits Plus (Inspections) o GIS o AmCad (Register of Deeds) o County website This new system is more flexible than the old mainframe system of 30+ years, offers more modern integration mechanisms and leverages modern technologies to ensure full supportability. Capital Investment to Implement: $2.1 M Parks and recreational facilities locator This new public-facing web utility provides the public a convenient and intuitive mechanism for locating parks and recreational facilities by amenity. It is across-governmental collaboration that includes all parks and recreational facilities operated by Chapel Hill, Carrboro, Hillsborough, Mebane (Orange County portions) and Orange County. Its integration with Google maps ensures familiar ease-of-use while reducing development effort considerably. Capital Investment to Implement: Internal resources and $2K contract resources September 2010 • Training room complete The provision of a dedicated training room allows astate-of-the-art training facility for County staff. It provides a more effective training environment for staff while reducing resources required for setting up training facilities. Capital Investment to Implement: $10K August 2010 Mobile email policy This policy ensures secure management of mobile devices accessing County email, a growing trend among SmartPhones, while allowing staff the convenience and efficiency of accessing County email from email-enabled phones 24 hours a day. Capital Investment to Implement: None 4 1/21/2011 Orange County IT Department Page 3 Accomplishments 2009-2010 Cross-browser compatibility web template evolution This ongoing evolution of templates used in authoring County websites ensures broad access by a growing number of browsers, including Internet- enabled SmartPhones, thus broadening access to County web resources to an expanding array of devices. Capital Investment to Implement: Internal resources and $2K contract resources • Boundary layer corrections GIS completed review and corrections for boundary layers to automate Land Records, Planning, and Addressing functions, creating efficiencies while reducing errors. Capital Investment to Implement: None July 2010 Implemented new jury selection/management system This function, a responsibility of the County, has been fully transitioned from a mainframe system to a modern PC-based application. It is now in use by the Clerk of Courts to directly and efficiently manage their jury pools and has eliminated County staff's involvement in creating and maintaining jury pools for the Courts. Capital Investment to Implement: $7K PIN/TMBL/Parcel lookup tool Although the County has fully transitioned all land based activities to the Parcel Identification Number system, IT has provided a lookup tool for the public, who may still be using older land identification systems. This allows businesses to transition (or not) to the County's PIN system at their discretion. Capital Investment to Implement: None June 2010 New data center The successful completion of this project mitigates along-standing concern - the vulnerability of the County's data center. The new data center has dedicated climate control systems, an enterprise grade uninterruptable power supply, generator support, and a data center quality fire suppression system. All these improvements comprise a quantum leap in the reliability, safety and continuity of County data operations. Capital Investment to Implement: $50K IT Capital, balance in construction budget • Collaborated on implementing Sheriff's in-car video system This project advances the Sheriff s program for providing in-car video for his fleet of patrol cars. Capital Investment to Implement: covered in Sheriffs budget ' 5 1/21/2011 Orange County IT Department Page 4 Accomplishments 2009-2010 April 2010 Implemented subscription service via website This service allows the public to sign up for distributions lists in a number of interest areas. The service is integrated into the County website and can easily be expanded as new interest areas are identified. Capital Investment to Implement: No capital costs March 2010 New County GIS website The new GIS website features a number of improvements, including providing a convenient mechanism for the public to create address lists based on buffer maps. It replaces the much older GIS website, whose interface was increasingly antiquated. Capital Investment to Implement: internal staff resources and $5K in contract resources February 2010 Streaming Videos of BOCC meetings This project makes provides the public streaming and archived video of BOCC meetings. A second system has been set up at DSS Meeting Room to provide multi-site video streaming capabilities. An archival system ensures the County will be able to provide the public access to videos far into the future. Capital Investment to Implement: $45K Wireless hot spots New hotspots in the Main Library, Office Building, Hillsborough Commons for public access and staff mobility. Capital Investment to Implement: $5K January 2010 • Phone system 694 phones and attendant back office equipment installed and confirmed operational. This total replacement of the Hillsborough phone system ensures the County is on supported and reliable phone equipment. Capital Investment to Implement: $580K • Social Services, Library move support Implemented network, desktop and laptop technology in support of newly opened DSS and Library facilities Capital Investment to Implement: $15K 6 1/21/2011 Orange County IT Department Page 5 Accomplishments 2009-2010 December 2009 Planning/Inspection, Economic Development, Environmental Health and Elections move support Implemented network, desktop and laptop technology in support of newly opened Planning/Inspections, Economic Development, Environmental Health and Elections facilities Capital Investment to Implement: $2K Network fiber installation for Public Works This installation links our last remaining major County facility to the network using high-speed fiber. As a result, staff at the Public Works campus can now share data in real time with other County staff and have effective access to a large array of Internet services previously impractical to use. Capital Investment to Implement: $2K November 2009 • Information Technologies and AMPS move support Implemented network, desktop and laptop technology in support of newly opened and beautiful new IT and AMPS facility Capital Investment to Implement: No capital costs • Fiber Installation for Office Bldg, Hillsborough Commons This installation brought all the new downtown buildings into our fiber network. Capital Investment to Implement: $15K covered in construction costs October 2009 • County Manager, Clerk, Attorney, Financial Services, HR renovation support Implemented network, desktop and laptop technology in support of newly renovated County Manager, Clerk, Attorney, Financial Services, HR facilities Capital Investment to Implement: No capital costs Data switch replacement Completed replacement of entire data switch infrastructure of Hillsborough offices in preparation for new phone system. In addition to providing a modern infrastructure for the phone system, data flows more efficiently through the new equipment, yielding performance benefits in staff using network resources. Capital Investment to Implement: $160K (some covered in VOIP project) 1/21/2011 Orange County IT Department Page 6 Accomplishments 2009-2010 September 2009 Implemented major upgrade for entire County website. 17,000+ files updated with new look and feel, new navigation mechanisms, broad accessibility, consistency, ease of updating and unified toolset with full IT support. The resulting customer experience has been made faster (including for customers on dial-up systems), more consistent, more easily maintained and compliant with ADA guidelines. Traffic increases to the County website since these improvements have been significant. Capital Investment to Implement: $14K Aug 2009 GIS standardizes Orange County land data for NC One Map compliance NC One Map is a comprehensive clearinghouse to North Carolina's geospatial data resources. By joining this state initiative, Orange County leverages statewide mapping resources and contributes to a comprehensive mapping view of all areas of the state, while providing the County with access to neighboring counties' compatible data for use in analyses. Capital Investment to Implement: No capital costs • Negotiated enterprise fiber agreement IT and AMPS negotiated an enterprise agreement with TWC (the only fiber provider serving Hillsborough and Chapel Hill offices), yielding flexibility in managing bandwidth. This arrangement allows the County to reallocate underutilized bandwidth to facilities based on need. This contract was negotiated at no additional cost to the County. Capital Investment to Implement: No capital costs July 2009 • GIS standardizes data in conformance to National Grid model By conforming our GIS data to the National Grid model, we have met a major pre-requisite for many public safety grants and ensured future compliance for myriad new GIS initiatives. Capital Investment to Implement: No capital costs May 2009 • Animal Services move support Implemented network, desktop and laptop technology in support of newly opened Animal Services facilities Capital Investment to Implement: $2K 8 1/21/2011 Orange County IT Department Page 7 Accomplishments 2009-2010 Major Munis implementation Implemented new database backend, new server and major software upgrade to ensure our financial systems software is more flexible, more secure and more supportable. Capital Investment to Implement: $15K March 2009 Carr Dentaf fiber Implemented fiber network at Carr Dental. Their offices now have very high speed data access and reliable use of county network resources with which they can share data more effectively with other County staff (including the Health Department's main offices) and access Internet resources more efficiently. Capital Investment to Implement: $2K February 2009 • Real time synchronization of GIS data Implemented real time synchronization of GIS database between Orange County GIS, Chapel Hill GIS and Carrboro GIS (OC currently provides this service for Hillsborough) for all streets and addresses, greatly increasing levels of timeliness & accuracy for addressing data, while ensuring more reliable and effective collaboration between our important municipal partners. Capital Investment to Implement: No capital costs • Implemented Bentley Building fiber Upgraded Bentley Building network connection for Visitors' Bureau, Skills Development Center, HR&R and Animal Services. Their offices now have very high speed data access and reliable use of county network resources. Capital Investment to Implement: $2K • Implemented technology request tool Web based database and query system implemented into purchasing process, yielding tighter control on technologies implemented in County operations and ultimately ensuring a more compatible technology architecture which can more effectively be used to collaborate across departments and leverage economies of scale. Capital Investment to Implement: No capital costs January 2009 • Solid Waste move support Implemented network, desktop and laptop technology in support of newly opened Solid Waste Operations Center. Capital Investment to Implement: $56K (includes fiber installation along Eubanks Road) 9 1/21/2011 Orange County IT Department Page 8 Accomplishments 2009-2010 • Central Orange Senior Center move support lmplemented network, desktop and laptop technology in support of newly opened Central Orange Senior Center. Capital Investment to Implement: $22K (includes fiber installation from EMS headquarters to COSC facility) Sheriff s Office move support Implemented network, desktop and laptop technology in support of newly opened Sheriffs office. Capital Investment to Implement: $2K • Southern Human Services Center network upgrade Implemented major upgrade of SHSC networking equipment, yielding more reliable and faster data sharing between this campus and other parts of the County network (in particular, Whiffed and Hillsborough Commons partners}. Capital Investment to Implement: $20K Moves Information Technologies spent much of 2009 and 2010 providing extensive technology support for the many office relocations of County staff and operations. In 2009 and 2010, we moved and installed computing, server, network, and attendant technologies for 460 staff moves. Between these moves and the telephone system replacement project, the County network has essentially been totally revamped. The staff effort required to support the moves and telephone project has delayed the less urgent, but important desktop and laptop replacement project. The resumption of the full laptop/desktop replacement program will take place over the next calendar year. Servers In order to support new technologies and ensure existing servers are reliable and up-to-date, information Technologies purchased and implemented several new servers in 2009 and 2010. These servers and their functions are as follows: • DSS Automation (2) • Library System Upgrade (3) • PIMS (4} • GIS Web Server • AmCad Redaction Services • Granicus Streaming Video (3} • Storage Area Network Upgrades • Data Backup Expansion Total costs of these servers and attendant hardware is: $153K 10 1/21/2011 Orange County fT Department Page 9 Accomplishments 2009-2010 Desktops/Laptops In order to support new technologies and ensure existing desktops and laptops are reliable and up-to-date, Information Technologies purchases and installs desktops and laptops regularly. In 2009, IT installed 15 laptops and 33 desktops, a County investment of $64K. In 2010, IT installed 73 laptops and 30 desktops, a County investment of $157K. Support Providing technology support to County staff remains one of Information Technologies' most critical and relied upon services. The tables below illustrated the volume of service request the department handles, as well our measured performance in satisfactorily resolving those requests. 2009 '2010 Measure Significance Numbers Numbers Measures percentage of time in which network connectivity and servers are Network and available. This includes planned off- Server Uptime hours downtime for maintenance 99.92% 99.62% Incoming This is the total number of service Trouble Tickets requests called into IT from County staff 6,111 7,232 This is the percentage of Priority one P1 tickets help tickets resolved within 4 hour target 68.67% 72.57% This is the percentage of Priority two P2 tickets help tickets resolved within 9 hour target 85.19% 76.89% This is the percentage of Priority three help tickets resolved within 40 business P3 tickets hour target 84.25% 82.48% Backup Success Rate This is the success rate for data backups. 98.50% 98.42% Incoming Numbers of emails received from outside emails County network 78,343,924 41,482,502 Incoming emails blocked Number of emails received from outside as spam County network blocked as spam 76,858,565 39,200,807 11 1/21/2011 Orange County IT Department Page 10 Accomplishments 2009-2010 This Year During 2011, we plan to achieve the following major accomplishments: • Wireless networking for ALL major County buildings This initiative will bring public wireless access points to all County buildings on our fiber network. • On-line pet registration Providing an Internet based tool with which the public can register their pets. • On-line recreation registration Providing an Internet based tool with which the public can sign up for classes, team sports and recreational facilities. • On-line room reservation In concert with the upcoming facilities use policy, we want to provide an Internet based too{ with which the public can reserve rooms designated for public use. • Virtual servers and desktops Deploy new server and desktop technologies that use less energy, have a lower lifetime cost, allow for quicker disaster recovery and position the County for future business continuity programs in collaboration with peer local government IT organization. • Electronic timesheets Deploy technology in support of the new Human Resources timesheet initiative. This will provide more efficient and accurate time reporting across all County staff. • Email archiving Implement technology for long-term archival of all incoming and outbound County email, for more efficient response to public records requests. • Continued stewardship of County data and support of County staff We will continue to manage the County's growing digital assets and help ensure County staff are able to fully utilize existing technology to maximize the value of technology investments. 12 1121!2011 Orange County IT Department Page 11