Loading...
HomeMy WebLinkAboutNN ORD-1997-044 Strategic Automation Plan Implementation Capital Project Ordinance ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: December 1, 1997 Action Agenda Item No. C�_a SUBJECT: Strategic Automation Plan Implementation DEPARTMENT: Information Systems PUBLIC HEARING: (Y/N) BUDGET AMENDMENT: (Y/N) ATTACHMENT(S): INFORMATION CONTACT: Capital Project Ordinance Dick Taylor,ext 2276 Presentation Short Term Plan Technical Narrative Short Term Plan Cost Summary TELEPHONE NUMBERS: Critical Items Technical Narrative Hillsborough 732-8181 Critical Items Cost Summary Chapel Hill 968-4501 Short Term Plan Detailed Costs Durham 688-7331 SAP Task Force Comments(separate cover) Mebane 227-2031 PURPOSE: To review the short term implementation plan for Orange County's Strategic Automation Plan(SAP), and to consider adopting a capital project ordinance authorizing funding for the first phase of the short term implementation. BACKGROUND: At the November 19 meeting, the Board received the report of the Strategic Automation Plan Technical Review Task Force. That report included recommendations that the County implement a short term plan comprised of the following six initiatives: • upgrade the Orange County network • upgrade the pool of County PCs • establish more effective technical support and training programs • upgrade department legacy systems • provide citizens and the County Commissioners with access to information and services • establish an Information Technology Advisory Council Short Term Plan Attachments to this abstract include the technical detail and cost summaries for the implementation of this short term plan. The 1997-98 budget includes a reserve of about$686,000 for 1997-98 SAP implementation. There are a number of information technology tasks that need funding now, including network and PC installation at the Southern Human Services Center that is scheduled to open early in 1998, associated network upgrades at the Whiffed Human Services Center and Government Services Annex(which houses the IS department and equipment), and funds to provide for aerial photography to update the County's GIS base maps. Additional detail on the critical needs is included in an attachment. The attached capital project ordinance would provide for the transfer of reserve funds in the amount of$182,429 to cover these critical short term needs. The Manager recommends that after the Board reviews and discusses the short term plan, that during the next two weeks staff invite members of the SAP Task Force to review further the remainder of the short term plan in light of any Commissioner questions or concerns discussed during the December I meeting. That review could lead to staff bringing back to the December 16 meeting the final budget and capital project ordinance amendments needed to authorize and fund the balance of the short term plan implementation. Information Technology Advisory_Council The Board expressed support for the Task Force's recommendation that a new Information Technology Advisory Council be established to assist the County in reviewing and carrying out its automation needs in future years. Staff suggest that the Board consider asking members of the Task Force to review the following proposed elements of a charge to this Council: • provide ongoing technical review and advice to the Board of Commissioners and County staff concerning the County's overall strategic direction for information technology • participate with SAP Working Group and IS staff on annual Strategic Automation Plan review and update • provide technical review in selection of appropriate expertise to apply to particular analysis work • identify technical alternatives,with pros and cons,for strategic information technology initiatives • review results of systems analysis and short term deployment efforts After getting Task Force input,the Board could adopt the charge to the Advisory Council at its December 16 meeting, and consider appointing members of the Task Force willing to serve in an extended advisory role on this new Council. The Board could then consider whether additional recruitment of possible Council members would be warranted. This Council could then begin work in January 1998 in providing technical review and advice to Information Systems staff during implementation of the short term plan. RECOMMENDATION(S): The Manager recommends that the Board discuss the short term plan and approve the capital project ordinance authorizing funding for the first phase; and direct staff to request SAP Technical Review Task Force input into the remainder of the short term plan implementation and a charge to the new Information Technology Advisory Task Force. 3 Information Technology Capital Project Ordinance Project Number Be it ordained by the Orange County Board of County Commissioners that pursuant to Section 13.2 of Chapter 159 of the General Statutes of North Carolina,the following capital project is hereby adopted. Section 1. The project authorized provides funds to implement the first phase of the short term plan under the County's Strategic Automation Plan. This project will be financed with proceeds from the County's portion of the one-half cent sales taxes. Section 2. The officers of the County are hereby directed to proceed with the project within the budget contained herein. Section 3. The following revenue is anticipated to complete this project: Transfer from General Fund(1997-98) S182.429 Section 4. The following amount is appropriated for this project: Information Technology Capital Project $182.429 Section 5. This ordinance,originally adopted December 1, 1997,shall be in effect until June 30, 1998. Adopted this 1st day of December, 1997. 4 SAP2001 Short Term Plan December 1, 1997 Presentation to Board — Page 1 Short Term Plan Technical Narrative — Page 4 Short Term Plan Cost Summary — Page 7 Critical December 1 Items Technical Narrative — Page 8 Critical December 1 Items Cost Summary -- Page 9 Short Term Plan Detailed Costs — Page 10 Additional Task Force Comments -- Separate Cover S SAP2001 Short Term Plan December 1, 1997 i Development of the Plan • 15 Member Working Group SAP2001 Short Term Plan I • Is staff • 18 Member PC Users Group i • Department Heads jDevelopment of the Plan ` • Outside Expertise ; Initiatives and Outcomes •Technical Review Task Force Costs i Recommendations and Initiatives Foundation Initiatives • Developed by 13 Member Technical • County Network Review Task Force • Desktop Systems • Recommendations Form Guidelines for a Support and Training Short Term Plan •Original SAP2001 Initiatives Regrouped and Reworked to Address Recommendations I i I I I County Network- Outcomes e Connect All Users Countywide •Standardize Network Software —125 plus New Users,New Connections —Better Reliability,Intranet/Intemet to Human Rights,CSE,Animal Control, Support Courthouse,EMS,Southern Human •Centralize Network Management Services,Skills Development Center i I —06icker Problem Resolution from e Reduce Points of Failure Central Location -Unreliable Network Connections with •Improved Reliability, Support and Planning,Public Works Troubleshooting —High Risk Wiring and Old Servers BOCC Presentation 1 6 SAP2001 Short Term Plan December 1, 1997 Desktop Systems - Outcomes —� •Reliable, Maintainable PC Systems •Solve Capacity Problems with for All Users j Specialized Systems -Mbre Systems Under Warranty -Upgrade GIS Server -Lower Hardware Failure Rate -Replace Older Workstations with PC -Faster Computers for Faster Work Platforms e Standardized Desktop Software -Expand Use of GIS in Departments -Better Support •Better Desktop Equipment and -Effective Training for Users and PC Software Users Group Support Support and Training Departmental Legacy Systems •Help Desk Calls and Outside PC a Conduct Pilot Projects-Animal Support Down Since Fall 1996 Control,Boards and Commissions, •Continued Network and Old PC Economic Development,Purchasing Repair Problems a Conduct Full Systems Analysis for •Improve E-mail Problem Reporting Business Systems •Enhance PC User Group Training •Assess Human Services Needs •Provide Shared User Information •Acquire Updated GIS Photography Documents Access "Costs .Implement Information Sharing a County Network-$206,310 1 Sertver a De �ktop Systems.$355,118 •Collaborative Computing •Su;port and Training-$48,362 i e intr�net Internal Document Sharing a Da artmant Legacy Systems- e Commissioner Document Sharing $75800 •More Access to Data for Citizens i •Access-$8,165 Through Internet i •TOTAL$693,573 I � BOCC Presentation 7 SAP2001 Short Term Plan December 1, 1997 Immediate Critical Needs ernaining Term— •County Network-$84,739 I •County Network-$121,571 -Southern Human Services,Whiffed,IS •Desktop Systems-$305,428 •Desktop Systems-$49,690 •Support and Training-$48,362 -Southern Human Services Only •Department Legacy Systems- •Department Legacy Systems- $271800 $48;000 •Access-$8,165 -GIS Photography •TOTAL$511,326 •TOTAL$182,429 BOCC Presentation 8 SAP2001 Technical Review Task Force Technical Overview-Short Term Plan December 97-June 98 1. Upgrade the Orange County Network Originally the SAP network upgrade initiative was based on an assortment of mixed leased and private line connections among County buildings.After review and recommendations of the Technical Review Task Force,a more consistent technology was chosen which would meet short-term critical needs and provide a foundation for current countywide operations. This initial critical short term network upgrade,followed by the PC upgrades countywide,will allow for a thorough long-term network design process,based on real network performance data,to anticipate needs over the next 5 to 10 years.The completion of cable TV franchise negotiations at a later time will also allow for examination of fiberoptic network alternatives at a reduced cost to the County. The currently mixed and incomplete network uses a variety of leased and private lines to connect buildings in Hillsborough,Chapel Hill and Carrboro.The entire network foundation will be replaced with frame rela, service with T1 level service at major buildings and 64K service at all others. The frame relay network will be a true"cloud"configuration without central funneling through the Government Services Annex,but the network will be centrally managed from the IS Department there. Cisco 2500 Series routers will be used in each of the 12 locations to be connected.Cisco 5500, 5000 and 1900 Catalyst 10baseT Ethernet switches will be used in each building to replace existing hub configurations.These switched network implementations significantly improve the performance of local area networks within particular locations. Two servers will be eliminated in locations close to the Government Services Annex. Servers will be upgraded to Dell Poweredge 2200 or 4200 servers in other locations and newer servers already installed will be moved to smaller offices with new connections to the network.Novell IntranetWare will be installed on all servers and Novell Managewise will be used for network management and administration. Intranetware provides Netscape browser licenses for all users.Groupwise 5.2 will be installed for all desktop network users for e-mail,scheduling and document sharing through intranet and Internet capabilities provided in this new release. Users will be able to share documents through both the Netscape browser for single user applications and through Groupwise for collaborative applications. Data communications equipment and wiring in the GSA computer center and in several other buildings needs to be rearranged and rebuilt to allow improved troubleshooting and network security and reliability. Intranetware,with the installation of dial-up phone lines and modems,will allow remote network access fo users. 2. Upgrade the pool of county PCs Base,mid-level and power user categories will guide the PC upgrade effort Users who require e-mail and word processor capability will be considered base level.Users who also occasionally require spreadsheet and database applications and are regular users of intranet and Internet capabilities will be considered mid- level.Heavy users of all the Microsoft Office applications,including presentation software,who are also heavy Internet and intranet users,or those with special application requirements,will be considered power users. Life cycle planning for user transition through these levels together with an annual replacement program allows for users to have the capabilities they need while the County is carefully managing the transition to newer technologies. State contract purchasing opportunities allow for initial cost-effective acquisition of 9 166Mhz,32Mbyte base-level systems,200Mhz,32Mbyte multimedia systems for the mid-level and 266Mhz,64Mbyte multimedia power user systems. Since in the short term we plan replacement of 192 of the remaining 270 older desktop systems in the County,this mix,with all systems base level replaced, keeps costs down and allows an effective staging of the annual replacement program. To take full advantage of Windows 95/98 operating system enhancements and Office 97 features,all new systems will use these standard software packages. Both are better integrated with the intranet and Internet and form a good longer-term foundation for collaborative work and document sharing. Addition of desktop/mainframe integration software for selected users builds upon evaluations done by IS staff.These terminal emulation environments allow users to extract data from the mainframe legacy operating system environment into Microsoft Office applications for additional analytical,MIS applications without additional legacy system program development.They also allow,through the use of Windows ODBC and DDE technologies,much better connectivity between the desktop and mainframe with reduced software development effort by IS staff. 3. Establish more effective technical support and training programs The planned improvements in support and training services will focus on quicker response help desk services,a quick replacement program and appropriate specialized outside support contractors. The help desk,established in IS in Fall 1996,originally had a typical workload of 70 calls on the help list at any one time.Currently that has been reduced to a typical list of 15 or fewer calls.This has been the result of solving IS staffing problems, improved IS staff skills,more efficient handling of help desk calls and use of outside PC support as needed.Another major contributor to this better service level has been replacement of some of the older PCs in use in the County which were causing an unacceptable number of help desk requests and downtime for users. The help desk currently uses an automated database for call entry and management of the call responses. Improvements to the help desk will include improvement of help desk calltaker knowledge of software problems to provide immediate phone resolution of problems,based on the addition of an additional full- time staff position in IS. Help desk calls will also be handled through e-mail submission when possible. The creation of a complete information technology inventory database will provide automated completion of the help desk database entry,quicker response time to reduce phone time,and improved accuracy of call information. Using the ability to share documents in the intranet/Internet environment,information will be provided to users and to the PC Users Group to assist with resolution of common software related problems by users and departmental PC coordinators. IS staff will continue training for improving skills in Windows 95/98, Microsoft Office,Novell Netware and Groupwise. Developer staff will pursue in-depth training in all the Microsoft Office components with specialized course and training materials in application software development. Specialized training will be provided to the PC Users Group in the form of short workshops provided by IS staff and outside trainers. Whenever appropriate,training in the form of books,videos,computer-based multimedia and tutorials will be made available to users and PC User Group members. 4. Upgrade department legacy systems To begin the process of upgrading department legacy systems,leading to more client/server software deployment,with less legacy software maintenance,the Technical Review Task Force recommended several strategies. These include systems analysis projects in appropriate departments,a"buy instead of build"philosophy for software systems when appropriate,the use of consultants to supplement staff expertise and the implementation of pilot projects. A consultant with information technology expertise in local government financial systems will be employed to assist in the ongoing work of the Business Systems Group.The BSG is made up of the 5 10 Finance Director,Purchasing Director,Personnel Director, Budget Director,IS Director and appropriate staff.The group has been developing needs assessments and,with the help of IS staff,examining workflow to form the basis for selection of an approach to replacing the legacy systems now used in these critical operational areas. A similar initiative will be undertaken in the human services area.A consultant with expertise in human services automation in local government will be employed to assist the Human Services Automation Committee,which includes IS staff.The support of this consultant will be used in thoroughly assessing information technology needs in these departments,which include Social Services,Health,Child Support, Housing,Aging,Library and Recreation and Parks. The completion of updating of the GIS parcel map database and the development of a street address network map will allow new applications of GIS in user departments.The short term plan includes funding for two copies of the necessary GIS software to deploy in two pilot project departments.The Town of Chapel Hill is receiving vendor proposals for an aerial photography update project and the short term plan includes funding for the County portion of this project.Photography can only be acquired during the winter months and if this cooperative project opportunity is missed this will lead to a one year delay.The photography is necessary to allow current update of parcel and street maps in the GIS database and synchronization of GIS data between the county and Chapel Hill. Pilot projects will be developed by IS staff in Animal Control,Purchasing,Economic Development and the Clerk's office.These will be based on a thorough needs assessment and workflow analysis and will focus on better analytical,management information system capabilities and efficiency improvements.The implementation approach,using desktop and data server technology to develop client/server.solutions,will allow evaluation of these approaches by technical and user staff. Each pilot project will be developed and documented in the same manner,resulting in a consistent set of materials for evaluation of the results. S. Provide citizens and the County Commissioners with access to Information and services A recommendation made by the Task Force was further enhancement of data and document sharing with citizens and with Commissioners.The technical approach to meeting this need includes the implementation of an Information Sharing Server(ISS),a computer system on the county network,which can support this kind of access.The server would provide intranet support for sharing documents and other data among County staff and Commissioners. It would also be the County's Internet server,allowing more direct,open and efficient access by citizens to County data,reports,documents and other information. IS staff will implement the ISS,based on the Windows NT network operating system and integrated with the Novell Netware County network.Web publishing software on the server and access to the Internet will allow all County staff users to access both internal ISS information and other outside information from the Internet.Policy for use of the ISS will be established by the Internet committee currently in existence and areas of shared information on the ISS will be managed by the appropriate departments and agencies. 6. Establish Information Technology Advisory Council The Information technology Advisory Council(ITAC)will be composed of professional experts in a variety of information technology fields.The Task Force has recommended that the ITAC meet monthly or bi-monthly with IS staff and with the ongoing Strategic Automation Plan working group to review results of systems analysis and short term deployment efforts,to advise on longer term strategies and technical approaches and to assist in selection of appropriate expertise to apply to particular analysis work. 6 11 SAP Short Term Plan Cost Summary 1. Upgrade County Network A. Order and install new network service and premise equipment $131,606 B. Order and install Netware network operating system upgrades $15,552 C. Order and install Groupwise e-mail, scheduling and task management upgrades $11,858 D. Order and install network server replacements $31,314 E. Order and install network wiring, cabling and data communications equipment $13,500 F. Order and install network remote access equipment and modem lines $2,480 Subtotal $206,310 2. Upgrade Desktop Systems A. Upgrade and replace desktop hardware $248,168 B. Upgrade Windows desktop operating system C. Upgrade Microsoft Office $54,000 D. Add desktop/mainframe integration software $4,950 E. Upgrade GIS server and map maintenance workstations $48,000 Subtotal $355,118 3. Technical Support and Training A. Support and troubleshooting improvements $34,200 B. Train IS Staff $12,362 C. Train Users $1,800 Subtotal $48,362 4. Upgrade Department Legacy Systems A. Conduct systems analysis, assess development approaches for business systems $9,000 B. Assess needs for human services systems $6,000 C. Pilot Projects $6,800 D. Deploy desktop GIS in user departments $6,000 E. GIS Photography $48,000 Subtotal $75,800 5. Provide Citizen and BOCC Access A. Implement Information Sharing Server $8,165 Subtotal $8,165 6. Citizen Advisory Committee Total $693,755 7 12 SAP2001 Technical Overview—Urgent Needs December 1, 1997 The short term urgent needs include acquisition and deployment of a portion of the County network upgrades,some of the desktop system PC replacements and the GIS photography initiative. The Southern Human Services Center,to be occupied in February,requires • installation and configuration of new network connections • installation and configuration of network servers • installation and configuration of data communications equipment • installation and configuration of network operating system software • installation and configuration of PC systems The initial portions of the frame relay network upgrade will be implemented connecting the Whiffed Human Services complex,the Southern Human Services Center and the Government Services Annex. These are the TI speed high capacity links in the overall six-month plan and the necessary service, equipment and software to implement them.The interdependent staff organizations at Whiffed and the SHSC will need a reliable,compatible network connection for access between the two locations. Implementation of frame relay now at the IS computer center will allow for integrated centralized network administration and troubleshooting. The other critical need for immediate funding is the GIS photography project,to take advantage of the Chapel Hill initiative currently underway and to avoid a one year delay.The County's current set of orthophotos is based on aerial photography completed in 1987. With the large amount of physical development during the last decade,new aerial photography is critical to providing updated base maps for the County's GIS. The Town of Chapel Hill is willing to participate in this aerial photography project and has funds currently appropriated for this purpose. It is important to conduct this photography during January or February,while leaves are off the trees,in order to get the best available images of the physical changes to the County's geography. A request for proposals from prospective mapping vendors has been circulated,and staff will make a recommendation to the Manager and Board after proposals are received on December 5. _ 8 13 Short Term SAP - Urgent December 1, 1997 Needs NETWORK SERVICE Location Service Install Monthly Year 1 Equip. Whitted T1 $1,560 $805 $11,220 $8,163 SHSC T1 $1,000 $525 $7,300 $8,163 GSA T1 $1,560 $805 $11,220 $7,792 $4,120 $29,740 $24,118 Support $2,000 Subtotal $55,858 NETWORK SOFTWARE Location Software WHITTED1 $3,249 250 User Increase/Upgrade from 3.12 SHSC $4,749 100 User New GSA $1,749 250 User Upgrade from 4.1 Subtotal $9,747 NETWORK SERVERS Location Server SHSC $9,567 Dell Poweredge 4200 GSA $9,567 Dell Poweredge 4200 Subtotal $19,134 PCs SHSC only Total Unit Cost Base-Level 25 $1,234 $30,850 270600-007 Deskpro 4000 5166X Mid-Level 10 $1,884 $18,840 278300-002 Deskpro 2000 6233X 35 Subtotal $49,690 GIS Photography Subtotal $48,000 TOTAL $182,429 9 Upgrade County Network 14 Frame Relay Service Provided by BellSouth I i Location Service ! Install Monthly Year Outyears Routers 'Switches ` Public Works 64K $865 ; $189 $3,133 $2,268 $2,775 $1,796 Carr Building 64K $865 $189 $3,133 $2,268 $2,775 $3,592 Whiffed :T1 $1,560 $805 $11,220 : $9,660 ' $4,200 $5,388 ,(SACWIS Switch) CSE 64K $865 ; $189 ! $3,133 ; $2,268 : $2,775 $1,796 Human Rights 64K $8651 $189 $3,133 i $2,268 : $2,775 ! $1,796 Court Street '64K $865 - $189 $3,133 $2,268 $2,775 ; $1,796 GSA 31 $1,560 $805 ; $11,220 $9,660 $4,200 $3,592 ' Courthouse 64K $865 $189 $3,133 $2,268 • $2,775 $1,796 ' Skills Development '64K $865 $189 $3,133 $2,268 $2,775 $1,796 SHSC IT1 $1,000 : $525 $7,300 ; $6,300 $4,200 $5,388 .(SACWIS Switch) EMS i64K $860 $138 $2,516 $1.656 , $2,775 $1,796 CH Senior Center :64K $860 ! $138 i $2,516 ; $1,656 $2,775 ' $1,796 DLCls $2,000 $13,895 $3,734 $56,703 $44,808 $37,575 $32,328 I ;Total 1st 1$126,606 Install Support ! $5,000: with Support $131,606 i NetwalS � i SZ{LQ des !OCEMAIL $1,749 :250 User Upgrade from 4.1 !CARR j $699 .50 User Upgrade from 4.1 WHITTE01 $3,249 250 User Increase/Upgrade from 3.12 'PUBLIC-WORKS $1,529 .25 User Increase/Upgrade from 3.12 EMS $489 `25 User Upgrade from 4.1 !SHSC $4,749 100 User New I CHSENIOR $489 25 User Upgrade from 4.1 CSE ! $2,599 25 User New _ ! $15,552 i New or Replacement ' Servers OCEMAIL $9,567 !High End !PUBLIC-WORKS : $5,016 :Base Level EMS $7,165 Midrange !SHSC $9,567 'High End ' i i I $31,314 Groupwlse I Base Kit $168 iGateways i i 350 Upgrades I $11,690 ;Clients $11,858 I I Rebuild Data i Gloset� ! GSC ! $500 ;Rack,Winng IS Computer Center $8,000 iRacks,Shelving,Wiring ! Whitted $4,000 Fiber,Wiring Carr Building! $500 Wiring Public Works $500 Rack,Wiring 10 Upgrade County Network 15 $13,500 I ,Remote , ;Access (Uses Features of Novell Intranetware Software Upgrades) i ; ! I Modems $800 i ! Phone Lines: $1,680 ! i $2,480 'Total Network UR•grade $206,310 I ' Base Level Dell Poweredge 2200 Server-20 Users i '266Mhz Pentium II Processor $2,634 64Mbytes RAM $219 i ;SCSI Controller ; $182 2GB Drive; $0 ! ' 12nd 2GB Drive $484 !10/100 Enet Card $9 3 Year NBD Service $61 ;4/8 GB DAT Tape Drive $685 Monitor $342 !Seagate Backup Software $399 i $5,016 Midrange Dell Poweredge 2200 Server-20 to 50 Users 266Mhz Pentium 11 Processor $2,634 ;128Mbytes RAM $731 RAID Controller w/1 6MB $1,508 4GB Drive; $156 2nd 4GB Drive $639 10/100 Enet Card $9 3 Year NBD Service $61 ;4/8 GB DAT Tape Drive $685 ! Monitor ' $342 iSeagate Backup Software $399 r l I $7,165 ! i I High End Dell Poweredge 4200 Server-50 Plus Users I 266Mhz Pentium II Processor 11 $4,341 I 128MB RAM $694 i RAID Controller w/16MB $1,508 i 9GB Drive $522 i I 2nd 9GB Drive $1,006 10/100 Enet Card ! $9 13 Year NBD Service $61 4/8 GB DAT Tape Drive $685 —'Monitor $342 •Sea ate Backup Software $399 $9,567 Upgrade Desktop Systems 16 Replace Total i Percent j Unit Cost Base-Level 176! 100%; $1,234 $216,567 270600-007; Deskpro 4000 5166X M3200 Mid-Level 681 20%! $1,884 ; $25,434 ;278300-0021 Deskpro 2000 6233X M3200CDS Power-Level 27! 10%; $2,284 ' $6,167 1270800-003; Deskpro 4000 6266X M3200CDS 2701 192 $248,168 ; HW Upgrade and Replace $248,168 Office 97 Upgrade 2701 $200 $54,000 : GIS Server $48,000 Desktop/MF Integration SW 50i $99 $4,950 :TOTAL Desktop Systems $355,118 1 i I Base Level 270600-007 COMPAQ Deskpro 4000 5166X M3200 $1,234 Intel Pentium 166 MHz Processor with MMX Technology 32MB SDRAM, Expandable to 384MB 512KB Cache 3.2136 SMART 11 Ultra ATA Hard Drive 3.5" 1.44MB Diskette Drive i S3 ViRGE/GX Enhanced 64-bit Graphics with 2MB SGRAM,Expandable to 4MB Embedded 10/100 Autosensing NIC with Remote Wakeup Support 5 Expansion Slots/4 Drive Bays Windows 95: i Compaq Intelligent Manageability i 3 Year Limited Warranty + i Mid-Level i 278300-002 'COMPAQ ! Deskpro 2000 6233X M3200CDS ' i $1,884! j Intel 233MHz Pentium It Processor) ' 32MB SDRAM, Expandable to 384MB 512KB Cache ! I 3.2GB SMART II Ultra ATA Hard Drive 24X MAX CD-ROM Drive and 16-bit Full Duplex Audio j 3.5"1.44MB,Diskette Drive Matrox MGA 1064 Graphics with 2MB SGRAM,Expandable to 4MB 5 Expansion Slots 15 Drive Bays I I Windows NT 4.0 Compaq Intelligent Manageability 3 Year Limited Warranty` ADDED: Embedded 10/100 Autosensing NIC with Remote Wakeup Support-$100 Sound Card and Speakers-$100 Power 12 Upgrade Desktop Systems 17 270800-003 'COMPAQ ! Deskpro 4000 6266X M3200CDS Minitower $2,284 Intel 266MHz Pentium II Processor 32MB SDRAM, Expandable to 384MB 512KB Cache 3.2GB SMART If Ultra ATA Hard Drive 24X MAX CD-ROM Drive and 16-bit Full Duplex Audio IT 1.44MB Diskette Drive Matrox MGA 1064 Graphics with 2MB SGRAM, Expandable to 4MB Embedded 10/100 Autosensing NIC with Remote Wakeup Support i 8 Expansion Slots/5 Drive Bays ! Windows NT 4.0 { Compaq Intelligent Manageability 3 Year Limited Warranty` i ADDED: 32Mbytes RAM to total 64Mbytes $200 Sound Card and Speakers-$100; _ 13 Support and Training 18 IS Staff Training $12,362 Spares $3,400 : 4 Upgraded PCs Ouside Support I $30,800 : $34,200 PC Group Support $800 4 half-day seminars taught by outside trainer PC Group Adv. Support $1,000 Training videos, books and CBT $1,800 ' TOTAL Support and Training $48,362 Outside Support Breakdown Dec.97-Jun 98 Hours Rate ; PC Supp. 240; $30 $7,200; Internet Support 180 $40 $7,200; Network Support 180: $80; $14,4001 Developer Support I 40i $50; $2,000 I $30,800; � I Applications Training i Windows 95 -4 people(Jane,Jack,Anne, Rowland) Intermediate -4 people Advanced -4 people 12 class days x$70= $840 Word Intermediate-2 people(Jack,Anne) Advanced-4 people ! 6 class days x$70 = $420 Excel Beginning 3(Jane,Anne, Rowland) Intermediate-4 people Advanced-4 people 11 class days x$70= $770 Access Intermediate-2 people(Jack, Rowland) ;Advanced -2 people(Jack, Rowland) 4 class days x$70 = $280 Crystal Reports-4 people 4 class days x$70 = $280 Intemet Explorer 4.0- 1 person(Jack) 1 class day x$70 = $70 I Outside Training Subtotal= I $2,660 Onsite Access Developer Training I $2,000 i Books and Magazines-to be circulated and stored in a location accessible to all At least 10 books on the above(Access and Windows 95 especially)and other subjects 10 books @$30= $300 These magazines: 14 Support and Training 19 t Inside Access annual $99.00 'Smart Access annual $99.00 Inside Microsoft Office 'annual $99.00 Classes in 98 to take AlphaNumeric Tech Support Training Class Number Cost Total Groupwise Admin. 3 $717; $2,151 Groupwise :Adv.Admin. 2 $477; $954' Groupwise Connectivity 2 $300! $600 Windows 95 Supporting 2 $1,063' $2,125, .:Windows 95 Install/config ' 3 $425 $1,2751 i ;Tech Support Training Subtotal $7,105 i Subtotal Books&Magazines= $297 i TOTAL IS Training $12,362 15 Departmental Legacy Systems 20 I I Bus. Systems f i $9,000 t 15 Days Consultant Support HS Client Apps I $6,000 10 Days Consultant Support Pilot Projects i $6,800 ODBC Software and Developer Tools Desktop GIS $6,000 2 Copies ArcView Software GiS Photography $48,000 Coordinated Project with Chapel Hill i I TOTAL Legacy Systems $75,800 - 16 Citizen and Board Access 21 1 Information Sharing Server $7,165 Web Server Software $1,000 TOTAL Access $8,165 ;Midrange Dell Poweredge 2200 Server 266Mhz Pentium II Processor $2,634 128Mbytes RAM 1 $731 RAID Controller w/16MB $1,508 4G8 Drive', $156 2nd 4GB Drive $639 10/100 Enet Card $9 3 Year NBD Service $61 4/8 GB OAT Tape Drive $685 Monitor $342 Seagate Backup Software $399 $7,165 17 5 �1 NOW, THEREFORE BE IT RESOLVED, that ORANGE COUNTY requests the release of its $6,961.04 share of these funds to the Triangle J Council of Governments at the earliest possible time in accordance with the provisions of section 16.5 of Senate Bill 352, the 1997 ratified budget bill. C. Classification Plan Amendment- Programmer/Analyst The Board amended the Orange County Classification and Pay Plan by establishing a new class of computer programmer/analyst, salary grade 68 ($29,301-$46,588); and changing the title of the existing programmer/analyst, salary grade 70 ($32,303-$51,365), to computer programmer/analyst II, to remain at salary grade 70. d. CJPP Implementation Grant Acceptance FY 1997-98 The Board accepted a grant for fiscal year 1997-98 from the N.C. Department of Corrections for continued implementation of the Orange Chatham Criminal Justice Partnership Program. e. Magnolia Place Deed of Trust Notification The Board approved a Deed of Trust Modifications for two lots in the Magnolia Place development. f. Housing Rehabilitation Contract Award The Board awarded a $25,350 housing rehabilitation contract for the HOME Program to Taylor Home Improvements. One other bid was received from Thames Construction Co. for$32,215. g Victoria Woods Subdivision - Preliminary Plan The Board approved a preliminary plan for the 21.16-acre Victoria Woods subdivision in Cheeks Township near the intersection of West Lebanon and Doe Run roads per the Resolution on file in the Clerk's Office. h. Examination of Boards The Board examined bonds for County officials and employees as required by N.C.G.S. 109-5 and recommended that the bonds be maintained at current levels. 9. ITEMS FOR DECISION - REGULAR AGENDA a. Strategic Automation Plan Implementation - Short Term Plan The Board considered the proposed Orange County strategic automation plan. The presentation is in the agenda. This short-term plan is through June, 1998. It will bring all computer systems up to a base level before starting with replacement due to life cycles. Commissioner Gordon said that if the County plans to hire someone with network expertise, that it needs to be done as soon as possible. She asked if this person needs to be hired before they expend any of the $182,000. Commissioner Brown asked about the new personal computers that the Department of Social Services have received and IS Director Dick Taylor said that they have received about 40 new computers. They will have 75 employees in the new Southern Human Services Center who will need computers. John Link said that he would like to take the suggestion of hiring someone with network expertise under advisement and ask the Advisory Committee to respond to this question and others. It was the consensus of the County Commissioners to call this committee the Information Technology Advisory Committee. Commissioner Halkiotis said that he is uncomfortable and uncertain about this plan. He also has a problem with the cost of this plan. He would like additional information before making a decision. Commissioner Brown agreed with this. It was decided that this item would be brought back on December 16 for further discussion. 6 Rod Visser noted that the proposal for the project including the flyover is due back the end of this week. They plan to bring back to the County Commissioners the contract for their approval at the next meeting. A motion was made by Commissioner Gordon, seconded by Commissioner Halkiotis to approve the Capital Project Ordinance as stated below which will implement the first phase of the short term plan under the County's Strategic Automation Plan. Revenue - Transfer from General Fund (1997-98) $ 182,429 Appropriation - Information Technology Capital Project $ 182,429 VOTE: UNANIMOUS b. Living Wage Ordinance The Board considered specifics of a potential Orange County living wage ordinance. Director of Economic Development Ted Abernathy briefly answered questions which were previously asked by the County Commissioners. He noted that all County contracts in excess of$25,000, including legal, accounting and construction contracts could be included. For the purpose of the draft ordinance, the Board agreed that $8.00 would be the appropriate living wage for the County. They agreed that the next steps would be to draft an ordinance for public hearing. A motion was made by Commissioner Gordon, seconded by Commissioner Brown to instruct the County Attorney to draft an ordinance for public comment at the next quarterly public hearing. VOTE: UNANIMOUS C. Computerized Information and Referral System - Orange Resource Connection The Board reviewed the operations of the computerized information and referral system, the Orange Resource Connections, and considered renewing an agreement with Triangle United Way to administer the system. Commissioner Gordon made reference to the survey of the users of this system and noted that they sent out 54 surveys and received 28 responses along with some verbal responses. It seemed that their concerns centered around the use of the software. The survey is included in the agenda. Bill Norcross, program administrator with Triangle United Way gave a brief demonstration of how this system operates. He noted that the demonstration shows information for West Palm Beach, Florida because the triangle system is being updated at this time. They have over 200 agencies from Orange County listed. Susan Mitchell of Triangle United Way went through the goals and objectives of Orange Resource Connection. They have over 1,000 entries in their data base which cover the entire Triangle area. They will be adding Chatham County to their data base in the near future. Commissioner Crowther asked about prior funding and was told that the County contributed $40,000 toward the startup cost and $31,000 in 1996 and set aside $31,000 for 1997. Commissioner Gordon asked about the budget item at the back of the agenda abstract. Susan Mitchell made mention of the options available if the Commissioners did not approve the $31,000. One option cost $35,000 and another option cost $20,000. These are both described in detail in the agenda.