HomeMy WebLinkAboutAgenda - 09-04-2001-8dORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: September 4, 2001
Action Agenda
Item No. 'g_~
SUBJECT: Organization Assessment -Proposed Phase 2 Information Technology Review
_. By Institute of Government
DEPARTMENT: Manager's OfFce PUBLIC HEARING: (Y/N) No
ATTACHMENT(S):
Institute of Government Proposal
INFORMATION CONTACT:
John Link, County Manager,
Extension 2300
Elaine Holmes, Personnel Director,
Extension 2550
TELEPHONE NUMBERS:
Hillsborough 732-8181
Chapel Hill 968-4501
Durham 688-7331
Mebane 336-227-2031
PURPOSE: To consider approving a proposal for consulting services from the Institute of
Government, in follow up to the Board's request, to complete the information technology review
planned as Phase 2 of the County's organization assessment initiative.
BACKGROUND: At the June 25 Board of Commissioners' meeting, the Board approved the
Phase 1 proposal from the IOG to initiate work on the planned organizational assessment with
an organizational study survey and a communications review. The Board also expressed its
desire to have a Phase 2 study that would review the County's Information Technology plan in
terms of what has been accomplished and how the infrastructure is supporting County
communications. For the Phase 2 review, the Board indicated its desire to assess information
technology and services from the perspective of the users of the technology and systems. The
Board asked staff to return with a proposal for the Phase 2 IT review.
The IOG's Kevin FitzGerald, Planning Director for the Center for Public Technology, now is
conducting the Phase 1 review to be completed later this month and in the course of the Phase
1 interviews also has been engaged in discussions related to the Phase 2 IT review. Mr.
FitzGerald has submitted on behalf of the IOG the attached proposal for the Phase 2 review. In
summary, the IOG review would include:
• Interviews with Orange County Commissioners, selected department heads, IS staff and
selected leaders of the County's Information Technology Committee.
• Review of the status of infiormation technology in the County as it relates to the County's IT
plan.
2
• Technology benchmarking comparisons with selected other governmental units.
• A written report with findings and recommendations to be completed in early November
2001.
FINANCIAL IMPACT: The IOG charge for the Phase 2 work is $5,000. Funds for the
organizational assessment project are included in the approved budget for 2001-02. The cost
for the Phase 1 study now in progress is $7,500.
RECOMMENDATION(S): The Manager recommends the Board approve proceeding with the
IOG Phase 2 study and authorize the County Manager to sign an amended agreement with the
IOG for this work in addition to the Phase 1 work in progress, subject to review of staff and the
County Attorney.
Attachment
Ms. Elaine Holmes
Personnel Director
Orange County
August 17, 2001
Dear Elaine:
Attached is a proposal to conduct an organizational review of the technology services supported
by Orange County. This proposal is intended to be considered as an amendment to the
contract in effect related to the review of the Strategic Communications.
The process benchmarks Orange County with peer governmental units in terms of the
organization capacity of its existing staff and organization supporting technology networks,
applications and equipment. This benchmarking process will include the same units included in
the Strategic Communications effort and will incorporate the current Technology Plan that is in
effect. The work covered by this amendment will provide county senior management with a
contextual framework and plan to improve the utilization of technology by county departments.
Elaine, I look forward to working with Orange County on this important project.
Sincerely,
Kevin FitzGerald
Planning Director
Center for Public Technology
Institute of Government
Qrange County Technology Revlew
Purpose of the Review:
1. Better understand the organizational support, functioning and use of technology. The scope
will include: staffing, hardware, software, and applications.
2. Compare Orange County technology staffing, organization and practices with those of peer
counties and cities.
3. Evaluate and make recommendations related to the organization, planning, use and support
ofi technology used by the County to accomplish its various functions,
Tasks:
1. Benchmark Technology capacity, organization and practices of Orange County with the
following governmental units: Durham, Guilford, Forsyth, Catawba, Buncombe and New
Hanover counties; Hickory, Salisbury and Cary cities: 9 telephone ,interviews with 3 in-
person follow-up interviews.
2. Interviews with Orange County Commissioners, Department Heads, and IS staff.
3. Interview selected leaders of the County Information Technology Committee.
4. In conjunction with County staff, to be named, review the status of the existing County
technology status vis a vis the current IT plan. .
5. Write-up findings with recommendations.
Time Required:
Six weeks from acceptance.
Deliverables:
1. Written report.
2. Presentation to Commissioners and Manager.
Staff:
Kevin FitzGerald, MPA
Cost:
$5,000