FY 2018 Budget Work Session Information Technology Department April - PowerPoint PPT Presentation

FY 2018 Budget Work Session Information Technology Department April 18, 2017

Presentation Outline • Overview of Department • Mission • Organizational Chart • Levels of Service • Accomplishments • Efficiencies • Benchmarks – Mandated/required expenditures – Unfunded Challenges – Departmental Budget – Summary

Presentation Outline • Overview of Department • Mission • Organizational Chart • Levels of Service • Accomplishments • Efficiencies • Benchmarks – Mandated/required expenditures – Unfunded Challenges – Departmental Budget – Summary

Information Technology Mission To enable high performance within Lake County government through the delivery of powerful and innovative technology solutions designed to meet the needs of our users, businesses, and citizens.

Presentation Outline • Overview of Department • Mission • Organizational Chart • Levels of Service • Accomplishments • Efficiencies • Benchmarks – Mandated/required expenditures – Unfunded Challenges – Departmental Budget – Summary

Information Technology Organizational Chart Information Technology Geographic IT Business Technical Programming Information Office Services & Applications Services (12 FTE) (6 FTE) (4 FTE) (4 FTE) Information Technology (26 FTE)

Presentation Outline • Overview of Department • Mission • Organizational Chart • Levels of Service • Accomplishments • Efficiencies • Benchmarks – Mandated/required expenditures – Unfunded Challenges – Departmental Budget – Summary

Information Technology Levels of Service • IT Services  Telephone, mobile, and cellular services  Computer services • Computers, programming, applications, databases, file servers, networks, infrastructure design and support, Internet and e-mail services  Geographic analysis, mapping, data, and addressing services  Records Management services  Audio-Visual services

Information Technology Levels of Service • IT Provides Services to  BCC Departments – Full Range of IT Services  Supervisor of Elections – Full range of IT Services  Property Appraiser – Telecom, GIS, Internet Services, and Infrastructure Support  Tax Collector – Telecom Technical Assistance, GIS, and Infrastructure Support  Sheriff – Telecom, GIS, Internet Services, and Infrastructure Support

Information Technology Levels of Service • IT Also Provides Services to  Lake County Library System - Computer Services, Telecom, Infrastructure  Lake-Sumter MPO – Computer services, GIS data  Lake EMS – GIS data and Telecom Services  Clerk of the Court – Telecom and Infrastructure Support  Health Department – Telecom Services  The Citizens – eGov and the Welcome WiFi Network

Technical Services Division Levels of Service As Needed Services • EOC technical support during an emergency event • Technology support when meetings are held away from the main campus • Audio-Visual support to all entities using the Board Chambers

Information Technology Levels of Service • IT Service Desk Response Times  24 hours for most non-emergency calls  2 hours for emergency calls  After hours emergency calls are responded to 24/7/365

Information Technology Levels of Service  The Service Desk  Responded to 2,380 computer service requests  Replaced 36 desktops and 33 laptops  Technical Services  Responded to 1,090 requests for telephone related services  Responded to over 200 network service requests

Information Technology Levels of Service • GIS  Issued 3,884 new addresses  1,167 Active Addresses (CO’s issued)  2,717 Preliminary Addresses (in new Subdivisions)  Mapped ~42 miles of new streets  31 within municipalities  11 in unincorporated areas  Mapped 50 Annexations from 8 municipalities

Information Technology Levels of Service • GIS  Filled more than 140 Map and Analysis requests from 8 BCC Departments and 6 other agencies – Public Safety mapping and analysis support – Library Services mapping support – LakeXpress Route Maps – Election Districts updates – Wings & Wildflowers support – Mt. Plymouth/Sorrento CRA Support – Commerce Parks & Tourism Events Mapping – And more.…

Presentation Outline • Overview of Department • Mission • Organizational Chart • Levels of Service • Accomplishments • Efficiencies • Benchmarks – Mandated/required expenditures – Unfunded Challenges – Departmental Budget – Summary

IT Business Office Accomplishments  Security Focus  Implemented Advanced Threat Protection for emails.  Improved web site security bringing up encryption ratings on our web sites  Implemented a new training program for county computer users on various security topics  Negotiated additional Cybersecurity protection measures for FY18

PASS Division Accomplishments Sales Tax Application • Web based tracking system for tracking sales surtax money • Reports automatically generated • Data kept in the system so each entity can review historical information and reports • Backup documents can be attached to each project if necessary • Committee can see project descriptions, reducing questions

PASS Division Accomplishments Fire Rescue Pre-Incident Planning Application • Gives first responders data on potential hazards, shut off switches and water tanks • Helps reduce ISO rating

Technical Services Division Accomplishments  Upgraded network connectivity at Solid Waste to increase bandwidth from 1Gbps to 10Gbps  Refreshed many of the county’s wireless access points using higher performance but less expensive mesh technology

Presentation Outline • Overview of Department • Mission • Organizational Chart • Levels of Service • Accomplishments • Efficiencies • Benchmarks – Mandated/required expenditures – Unfunded Challenges – Departmental Budget – Summary

IT Business Office Efficiencies Integrated Service Desk AV and Computer Solution Mobile Users Devices • Eliminates duplication of work County Application Libraries Support • One stop shop for the customer • Common database for tracking IT • Automated workflow system Integrated Telephone GIS Requests Support Service • Enables better management Desk • Best practices incorporated in the design

IT Business Office Efficiencies  Began implementing cloud based technologies within the IT department and for other select projects  Access Information Anywhere from Any Device  Moved IT email boxes to the cloud  Free up server resources by moving users files to the cloud  Free up server resources by implementing new web sites in the cloud.

PASS Division Efficiencies CUP Web Application • Allows Code Enforcement to efficiently plan and coordinate their inspection efforts • Generates directions • Provides inspectors with additional information • In 2016, 148 conditional use permits were inspected using this application

GIS Efficiencies • Municipal Addressing User Interface (M.A.U.I) Map • Allows municipalities to add and update city addresses in a GIS format • Syncs with the County Address Database • Easy to use with no GIS experience • Helps ensure city addresses get added to county’s database

Technical Services Division Efficiencies Remote Office Network Connectivity  Saving using inexpensive broadband for network connectivity  Fire stations - $40k per year  Public Works Maintenance Area III - $3,100 per year.  Interlocal agreement with City of Leesburg to provide fiber for services  Public Works Maintenance area 2 and SOE warehouse – saving $4,800 per year  Awarding RFP for Telephone Bill Review

Presentation Outline • Overview of Department • Mission • Organizational Chart • Levels of Service • Accomplishments • Efficiencies • Benchmarks – Mandated/required expenditures – Unfunded Challenges – Departmental Budget – Summary

Information Technology FBC Benchmarks Number of IT Department FTEs FY16 180 156 160 140 120 100 80 65 59 60 43 33 40 26 23 20 N/A 0 *Lake Alachua Marion Orange Pasco Polk Sarasota St. Lucie * Reflects FY17 data

Information Technology FBC Benchmarks IT User Population FY16 12000 10,000 10000 8000 6000 4000 1918 2200 1957 1794 1492 2000 675 N/A 0 *Lake Alachua Marion Orange Pasco Polk Sarasota St. Lucie * Reflects FY17 data

Information Technology FBC Benchmarks Total Users Supported by Total IT FY16 St. Lucie 675 33 N/A Sarasota 1957 Polk 59 2200 Pasco 65 Orange 156 10,000 Marion 1492 23 1918 Alachua 43 1794 *Lake 26 0 500 1000 1500 2000 2500 * Reflects FY17 data

Information Technology Benchmarks IT Cost per Capita FY16 $16 $14.51 $14.62 $14 $12.78 $11.42 $12 $10.21 $10 $7.62 $8 $7.01 $6 $4 $2 N/A $0 Lake Alachua Marion Orange Pasco Polk Sarasota St. Lucie

Information Technology Benchmarks PC Replacement Cycle FY16 7 6 6 5 5 5 5 4 4 4 years 3 2 1 As As Needed Needed 0 Lake Alachua Marion Orange Pasco Polk Sarasosta St. Lucie