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HomeMy WebLinkAboutAgenda - 06-18-2002 - 8e ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: June 18, 2002 Action Al a Item No. _ � SUBJECT: Establish Chief Information Officer Position DEPARTMENT: Managers ORCelPersonnel PUBLIC HEARING: (YIN) No ATTACHMENT(S): INFORMATION CONTACT: 1 - Infornatlon Technology Review John Link, County Manager, Recommendation with Manages Extension 2300 Comment Rod Viaser,Assistant County Manager, 2- Major Functions of Chief Information Extension 2300 Officer Elaine Holmes, Personnel Oirector, 3—Letter from the Chair, County Extension 2660 Information Technology Committee TELEPHONE NUMBERS: 6-Class Specification for Chief Information Hillsborough 7324181 Officer Chapel Hill 968-0301 Durham 683.7331 Mebane 336 4273031 PURPOSE: To consider establishing a Chief Information Officer position in follow up to the County is Information Technology Review and to amend the Classification and Pay Plan b add the new class of Chief Information Officer at Salary Grade 80. BACKGROUND: As pert of its planned Organization Assessment,the Board of County Commissioners approved a contract with the Institute of Government(IGG)in September 2001 to complete an Information Technology review. This review included • Benchmarking the Count"technology capacity, organization and practices with selected other North Carolina coun0es and towns, • Interviews with Orange County Commissioners, selected department heads, Information Systems staff and Information Technology Committee as well as focus groups with employees. At the January 28,2002 Boats of Commissioners' meeting, Institute of Government consultant Kevin FitzGerakl presented his findings and recommendations. At that meeting, the Board asked that the County Manager consider the consultant's findings and recommendations and report back to the Boom an recommended next steps. Attachment l lists verbatim the IOG consultant'a recommendations along with the Managers comments. Given the Coul substantial pending information technology needs, the Manager recommends the County proceed on a priority basis to establish the Chief Information Officer i position with the functions as outlined in the consultant's report. Attachment 2 lists the proposed functions for the Chief Information Officer position. In summary,the Chief Information Officer will provide direction and oversight for all aspects of information technology and services in the Cou my and will facilitate the integration and alignment of technology with County business functions. This includes leading a strategic planning process to assess needs, develop goals and develop the specific business plans to accomplish the goals in collaboration with the Manager, the Commissioners and the County department heads. Once hired the Chief Information Officer will evaluate the IOG consultants remaining recommendations such as those for additional staffing and develop specific proposals for the Manager and Board consideration. Among other things, the Chief Information Officer will direct and oversee the existing Information Systems Department. With implementation of the Chief Information Officer position, the Information Systems Directors concentration will move predominantly to the development, operation and maintenance of the County's increasingly complex computer network and support of County software applications. In the process of developing this agenda abstract and proposal, staff has obtained input from Commissioners and the County's Information Technology Committee in addition to the work done by the IOG consultant In this process, staff received several additional excellent. suggestions from County Commissioners such as the idea to change the name of the I nfornation Systems Department to the Information Technology Department. While not a part of this abstract,these suggestions will be matters staff pursues further when the new Chief Information Officer begins work. The Countya Information Technology Committee also has provided feedback on the agenda abstract and proposal. For Informal Attachment 3 is the Information Technology Committee's feedback letter. FINANCIAL IMPACT: The estimated annual cost of the Chief Information Officer position is about $100,000 (salary and benefits). Based on the proposed effedive date of January 1, 2003,the estimated cost(salary and benefits)of the Named for 2002-03 is about$50,000. With the Boards approval of the position, staff will initiate the recruitment process in the summer with the target of having the position filled in January 2003. RECOMMENDATIONI The Manager recommends the Board approve: • Establishing the new permanent full time position of Chief Information Officer effective January 1, 2003 and • Amending the Classification and Pay Plan to add the new class of Chief Information Officer at Salary Grade 80 which has a salary range of$57,938 w $92,123. r 3 Attachment 1 Organization Assessment Informallon Technology Review Recommendations (Listed Verbatim) From Institute of Government Consultant Kevin FitzGerald With Manager's Comments Noted Recommendation d —Staffing—Chief Information Officer Create a Chief Information Officer(CIO) position responsible to the County Manager and functioning as a senior staff member. Responsibilities of the position include: • Providing direction and overnight for all aspects of information technology and services in the County and facilitating the integration of technology with County business functions. • Leading the strategic planning process to assess needs, develop goals, and develop specific business plans to accomdish the goals. • Leading the development of a vision and plan for eGovemment. • Managing the procurement, operation and support for the network and all equipment and applications. • Providing project management support for all new information technology initiatives. • Leading the County's effort to replace its present legacy software systems and to mil form mainframe to web-enabled applications. Manager's Comment: The Manager is recommending the County establish the Chief Information Officer position with functions as recommended by the IOG consultant and as outlined in Attachment 2. Recommendation 2—Staffing—Other Information Technology Positions • Add two full time business analysts to provide the following: 1) Help forme department business requirements and develop business cases for systems development and applications migration. Including needs assessment and Business Process re�engineenlrg. 2) Project management support to ongoing and proposed technology projects through development and implementation. 3) Ongoing support including troubleshooting and enhancements and communicating change requirements to IS staff. • The chief locus of these positions (business analysts) is to facilitate clear and ongoing communication between the IS department and the County departments. 4 • Upgrade 2 temporary help-dese posttions to permanent status. Provide additional training to these positions to extend their capacity to answer a broader range of questions. Add 1 Network support person to provide assistance to existing staff with special emphasis on supporting Internet applications and assuring that matters affecting the security of the network are maintained. Manager's Comment. Clearly the County needs to significantly expand its information technology staffing. If funds bei available during 2002-03,the Manager's plan is to set aside a reserve amount that along with some realignment of existing information technology budget would be used to begin addressing the information technology staffing needs, The Manager recommends that the new Chief Information Officer. once hired,assess the staying needs as part of the strategic planning process and develop recommendations for the needed staffing and configuration of the staff to build the organizational capacity to realize the County's strategic objectives. Recommendation 3—Scope of Responsibilities • The County Manager should set a Countywide policy that specifies that the IS Department has overall responsibility for the operation and maintenance of the County network and all applications and equipment that run on h. • The policy should include the role of the CIO and consukation with departments, Manager's Comment In conjunction with the appointment of the Chief Information Officer and with the Input of the Information Technology Committee, the Manager plans to set a Countywide policy that the Chief Information Officer has responsibility for overseeing the operation and maintenance of the County network and all applications and equipment that m n on it This policy would Include the role of the Chief Information Officer and the role of the Information Technology Committee. In conjunction with the Chief Information Officer, the involved departments and the Information Technology Committee, the Manager also will assess the current information technology staffing in departments outside of IS, consider recommendations to best align staff to accomplish the County's technology Initiatives and than submit a plan for staff realignment to the Boats of County Commissioners for consideration and approval. Recommendation 4—Training Survey employees who have taken the Durham Tech courses about the effectiveness of the courses. Pay attention to the number of employees who have taken advantage of these courses. Consider a renegotiation of the agreement with Durham Tech to include the auction of courses geared to a train the trainer approach. • Study the relationship between ongoing costs and effectiveness of training. consider making on-line technology training available. Manager's Comment Currently empoyees complete feedback/evaluation questionnaires at the conclusion of each training course and Durham Tech provides these to Personnel. The feedback is uniformly excellent. To supplement this Personnel will undertake the recommended follow up survey of those who have participated in Durham Tech cowaea to seek their further ' assessment of the helpfulness of the course and any additional feedback an the training effectiveness and needs. As m the train the trainer approach,the Chief Information Officer when appointed will work collaboratively with Personnel and department heads to identify individuals in the County who have the skills and availability to serve as trainers and then work with Durham Tech to develop a curriculum. As to on line technology training, some already is available. Personnel will want with the Chief Information Officer to assess and evaluate current use and future use of on line training. Recommendation 5—Department Communication and IT Strategic Planning • The County Manager,with assistance from the CIO, should examine ways to involve County departments in the executive governance of IT policies, planning and initlatives. • The CIO,with consultation from County departments and the IT committee, should assume the lead in developing a new IT Strategic also that further aligns and pnontizes IT activities to support the strategic business direction of the County. The plan should be submitted to the Board of County Commissioners for approval. Manager's Comment: The involvement of the County departments is a critical part of the success and effectiveness of fire Countys information technology program. It will be a responsibility of the proposed Chief Information Officer to lead the strategic planning process and to involve County departments in this process as well as in the executive governance of IT policies, planning and initiatives. The strategic planning process also will involve the County's Information Technology Committee and the County Commissioners. Thereaulting recommended strategic plan will be submitted W the Board of County Commissioners for consideration and approval. Recommendation 6—EeScreamment Planning • Conduct a planning process to identify potential business functions and services for support by Web-based applications. • The plan should summarize each Department's analysis of: Current business functions, re- engineering current practices, and survey of citizens and identifcation of available beat practices that use Web-based tools. Based upon this information, departments should prepare business cases that include appropriate return on investment calculations and priorities for implementation. • The aGovernment planning work should be included in the overall IT Strategic Plan. Manager's Comment: It will be a responsibility of the proposed Chief Information Officer to lead the aGovernment planning process including appropriate analysis, citizen surveys,and development of business cases for web-basetl applications, 6 Recommendation T—Project Management The CIO assess and recommend a project management methodology. • All County sanctioned information technolcgy projects should be required to utilize the approved methodology. • The new business analyst should assume responsibility for training and support of the methodology. Manager's Comment: It will be a responsibility of the proposed Chief Information Officer to assess and recommend a project management methodology to be used for information technology projects. Given the possible number and scope of projects related to information technology initiatives in progress, planned or needed in the future, such methodology will be important to the County's successful delivery of timely project outcomes that meet the service objectival. As to the staffing for the training and support of the methodology, it is the Manager expectation that the Chief Information Officer will assess this as part of the staffing needs assessment and consider the training and support options in collaboration with Personnel. Attachment 2 Chief Information Officer General: The County's Chief Information Officer provides direction and oversight for all aspects of information technology and services in the County and facilitates the integration and alignment of technology with County business functions. The Chief Information Officer functions at the senior management staff level and provides strategic leadership for the County as it moves into e3overnment. Major Functions: 1. Information Technology Strategic Plan a. Lead the strategic planning process to assess needs, develop goals and develop specific business plans to accomplish the goals. From the strategic planning process, develop recommended alignment and priority of information technology activllies to support the strategic business direction of the County. b. Consult with the County departments as to needs and assure the Countys strategic plan as well as panache updates are communicated to department heads and other information technology users. a Advise the County Manager on ways to involve the County departments in the executive governance of information technology policies, planning and initiatives. d. Lead committees and groups made up of the diverse user community and the public, e. As a member of senior management, participate in County management discussion involving change management and strategic planning. f. As appropriate, pursue multi-junadictional collaboration to address community-wide information system needs and Issues. 2. E-Government a. Lead the development of a vision and plan for the Count's transition into expanded use of e-Government. b. Conduct a planning process to identify potential business functions and services for support by web-based applications, In the planning process, provide for citizen input and feedback as well as that of County departments. 3. Proiect Management a. Assess and recommend a project management methodology for information technology projects to support the management of projects from inception to delivery in a timely manner that meets the planned service objectives. 8 b. Assure the use of the pored management methodology for information technology Projects. c. Provide project management support for all new information technology initiatives. d. Assure effective communication and integration between the business that needs to be done and the technology to support that business function. e. Completes feasibility studies and analyses 4. Lecacv Software Systems a. Lead the County's effort to replace its present legacy software systems and migrate from mainframe to web-enabled applications. b. Provide oversight and project leadership to the process of framing department business requirements and developing business cases for systems development and application migration, including needs assessment and business process re-engineering. 6. Suoervisipn a. Supervise the Information Systems Department and staff, including planning the organization and staffing. Prioritize the work. b. Supervise the information technology positions in other departments, if such supervisory responsibility is established as an outcome of the planned information technology stalling assessment. c. Oversee technology staff development and training. 6. Computer Network Equipment Applications a. Oversee the development, operation and maintenance of the County network and all applications and equipment that con on it. b. Manage the procurement, operation and support for the network and all equipment and applications, including development of necessary budget proposals. c. In consultation with the County departments, oversee the development of County Information technology policies such as those governing electronic mail, Internet accesslusage, security, personal computer usage and the like. ]. Other a. Inform, counsel and advise the Manager and County Commissioners on matters associated with information technology. b, Educate department management on automation capabilities and business technology issues. / 9 Attachment 3 Friday,Aten126tre,2002 Board of Cowry Comnussiours Hdisbomu6h,NC as Inheren on Technology Committee CRC)has observed the outcome of the recent School ofOovmenent lofo=timt Twc oloR(H)Rmewwfmconeidembleinmeet. wenemeonmgdNtmformatlnnwvhoingy is maintains me attention of the Bond,even Leringthese fiscally challenged times. Indeed,it ie me extsunx utm many,emuenwtls,as illustrated by We throw trip cub to We IFNotion of fire Capital Improvement Plan(CIP), that has Prompted the CIC ro bring its vows to the Board. The IT Review pointed out lip Compared with pen turnover,IT in Orange Century has done mood with modest es,pn4alvrlY StaRre, s. We are uraud that the Brad is tertstedin addressing this point. Th recommrndan®o£Me IT Renew,to create ac Chief Information Officer(CIO)position is degrades of the vi uer of the Board to col that mfomudon technology is retrezened to the highest stmte®c levels of County Ornamental. A CIO works to align business and cecMOlogY pnerities with an mgwvntron. A CIO mug tbomughlyundersnnd technology,but u CIO is not neceswn ly a tmbrc mchnologest—M large ergmimtions that is amps filled by Ma Chief Technology OBCer(CIO)or other denim technical architects. the CIO bas ovaamlting maponaibilily Pf leclmulogy munues,be r should walk wopervively with singer borrowed more(such as the IT Directon0 throw and implement technological reactions. At this juncture,ore conceal is that the Board seems quite interested in moving forward with the creation of a Cto position,a position Nat must be very well fumk8 to mood qualified candidates,at time when there are many unfwdedmundmfmded lT initivdves. Weelealyundetstandllwt OhcsnamgicfmuswMchco dbedeliveredby a CIO would be beneficial to Cowry Occurring. We have read the drop action i[uu prepared by me Mandates other,but we would the to compressor the informal of fending net only me CIO poaifioa itself,but also Retammrndadrm 2,Staffing—Order Information Technology Positions. Fee the CIO W he effective,he or she must have appropriate resources;wr would like to implore the Board to make alma to cuntmue to provide resonances to improve iNmmation technology staffing congruent with the recommendation. The most important and coolye ffpostot for the put lung year is the replacement of Orange COUnry's cote bouseresessystarm. While for previous system replacements the llC has reorchestrated contended.we nominated that rMS implemmmtionbe led by anew snfl position Asuweu lhuenesssystemimplensutltimwillruWre �W e 6atiura tbet i[will lske adv¢munm o[S I OO,gp plea tmefib b enact the an eppmprieb ooEdab. �COSb tmyrwgeup fowMe bl llionwhen livnx'6craW rlaHlut¢art wnsiderM 10 e fun time mofre,ourre to pion and consent. The ITC believes mat Ims position(Business sysmms aoai should haw a higher Mommythan the CIO nation ifordy me of the two can be funded Membeas of the ITC would be happy In meet with the Board In discuss this fonM1ef at the pl®.we of the Board. lad hum Chair,Infamoner TecMalopy Cnmmince ael^dinn w Attachment 4 Chief Information Officer GENERAL DEFINITION OF WORK: Performs complex professional and tllfficult technical and administrative we* providing direction and oversight for all aspects of information technology and services in the County and facilitating the integration and alignment of technology with the County's business functions. Work is performed under general supervision. Supervision is exercised over information systems personnel. TYPICAL TASKS: Lead the strategic planning process to assess needs, develop goals and develop specific business plans to accomplish the goals. Advise the County Manager on ways to involve the County departments in the executive governance of information technology policies, planning and initiatives. Lead committees and groups made up of the diverse user community as well as the public. Lead the development of a vision and plan for the Countys transition into expanded use of e- Govemment. Provide project management support for all new information technology initiatives. Lead the County's effort to replace its present legacy software systems and migrate from mainframe to web-enabled applications. Provide oversight and project leadership to the process of framing department business requirements and developing business cases for systems development and application migration, including needs assessment and business process re-engineering. Supervise the Information Systems Department and staff, including planning the organization and staffing, as well as information technology staff in other departments, as determined. Oversee the development, operation and maintenance of the County network and all applications and equipment that run on R. Manage the procurement, operation and support for the network and all equipment and applications, including development of necessary budget proposals. Oversee the development of County Information technology policies such as those governing electronic mail, Internet accesslusage, security, personal computer usage and the like. KNOWLEDGE. SKILLS AND ABILITIES: Comprehensive knowledge of the principles,objectives and techniques of automation. telecommunications.dataNdice and business technologies; comprehensive knowledge of automation program planning, design and project management; ability to analyze a wide range of business processes and assess the necessary supporting automation; ability to express ideas effectively both orally and in writing; ability to build collaborative working relationships with users: ability to direct and supervise the work of professional and technical staff. EDUCATION AND EXPERIENCE: Any combination of education and experience equivalent to graduation from an accredited college or university with major coursework in computer science or related field and at least 6 years experience in automation and business technology management including at least two years supervisory expenenca.