Oversight Committee July 20, 2016
AGENDA As required, please be advised that a copy of the rules of the Open Meeting Act as amended is located in the folder on the north wall of Jesse Lowe Conference Room and assistance will be provided for anyone needing help. ● Call to Order - Deb Sander ● Approval of Minutes from the June 15, 2016 Oversight Meeting - Deb Sander ● Standing Business ○ IT Service Management - Julie Stangl ○ Projects - Tracy Svevad ○ Capital Improvement Plan - Bob Nord ■ Approval of 3 items ○ Operations - Bob Nord ○ Applications: Vijay Badal/Tom Olson: No Update for July ○ Security - Greg Andersen ○ Financials - Tracy Svevad ○ Organization - Derek Kruse ○ Innovation Topic: None for July ● New Business ○ Officer Election - Deb Sander ● Public Comments ● Next Regular Meeting - September 21, 2016 at 2:30-4:00 in Jesse Lowe Conference Room, Civic Center (No August Meeting) ● Adjournment ● Executive Session (as needed) for the purpose of discussing personnel and legal issues in conformance with Nebraska Rev. Stat. 84-1410(d) July 20, 2016
IT Service Management (Julie Stangl) July 20, 2016
2018 Cost Model Proposed cost model changes are being analyzed; project is on track July 20, 2016
2016 Hours by Category Time for projects and incidents was higher in June July 20, 2016
Direct Support Hours Allocation The split of DOTComm direct support hours between the City and County for June was 41% / 59%, but on track for the year* 55% 59% 45% 41% July 20, 2016 * vs. the 2015 cost model split of 46% City / 54% County
Projects (Tracy Svevad) July 20, 2016
Project Bucket Hours Summary At the end of June, total project hours were at 58% of forecast, ahead of projections. County = 33 Projects GTL = 263 HD Health Data Website = 225 3,848 Landmark = 140 (11%) HR ACA = 121 3,447 Sheriff CMS = 94 3,307 (10%) (10%) 3,144 3,099 (9%) (9%) 2,775 City = 26 Projects (8%) Library PC Lease = 102 CiPlan - EPA Superfund = 67 OPL - Music Server = 48 Shared = 15 Projects AWS Migration = 541 Oracle OBIEE Reporting = 405 Salesforce IT Inventory DB = 286 April 20, 2016
Projects Update Project Bucket Hour Summary by Portfolio YTD - thru June 2016 Shared County City 2016 Total Forecast Bucket 9,302 11,865 12,531 Hours: YTD Bucket Hour Actuals: 5,158 7,666 6,796 % Bucket Hour Actuals: 55% 65% 54% July 20, 2016
Projects - Summary Pending = Pending Initiation which is generally due to resource constraints (excludes Pending Project Requests) July 20, 2016
Projects - Summary Pending = Pending Initiation which is generally due to resource constraints (excludes Pending Project Requests) July 20, 2016
Projects - Completed 2Q 2016 July 20, 2016
Projects Update - Shared Services Portfolio Active Phase Highlights Status Amazon Web Migration Executing & CDC website went live last month. City Public Works and DC JAC have Controlling revised deployment dates. Several new website are added to schedule. Oracle US Bank Integration Executing & Completion of this project is low priority due to City looking at current Controlling contract with US Bank. Oracle OBIEE Reporting Executing & Work continues on reports. Reports are migrated to production as they Controlling completed and accepted. SQL/Infrastructure Upgrade Executing & OFD RMS application had issues the day of go-live. Decision was made Controlling to backout of the deployment and re-assess. Beginning to assess and plan for Picture Link (Mugshots) application migration. Windows 2003 Server Executing & Customer apps/servers are in progress. 63 of 146 servers have been Upgrades and Controlling completed. Four (4) servers remain that need research / discovery. Decommissioning Faster Upgrade Executing & Server environment completed. Vendor creating the installer package to Controlling be deployed via SCCM. City/County Attorney - CMS Planning Vendor has code changes do to requirements change in the process. upgraded for NE eFiling Vendor working with another agency prior to Douglas County/City. Team continues to work with vendor on status and next steps. 2018 Cost Model Planning Kick-off of the 2018 cost model completed. Charter has been approved and initial meetings scheduled. Oracle Testing Suite Initiation Project moved to Active. Resource has been assigned and installation Implementation documentation is being reviewed. July 20, 2016
Amazon Web Migration (2015-2018) Project Manager: Bavitha Govindarajulu July 20, 2016
CIP Project Updates - SQL Upgrade Project Manager: Kelly Gray Current State: July 13, 2016 In Planning 34 of 65 Complete County Applications: ● eJurer 65 Applications ● Millennium ● Airvision ● ANSOS ● Victim CMS ● Corr - Access DB’s City Applications: ● FireRMS ● Flowmaster ● Accela ● FlowLink ● US Bank Card Shared Applications: ● Picture Link ● Faster July 20, 2016
Salesforce Program Update Program Manager: Julie Stangl Implementation of the Service Cloud module (ticketing system) kicked off July 11. July 20, 2016
Shoretel VoIP Projects Update Project Manager: Randy Pauley July 20, 2016
Projects Update - Douglas County Portfolio Active Phase Highlights Status DC Admin, Pub Prop, EMA Closing Project completed. and Vital Stats - VoIP GTL Implementation Executing & Progress is continuing on 3rd party integrations and interfaces. No definite Controlling go-live data available. ECM - Land Book Scan & Executing & Continuing to complete final work with customer and vendor on “Lands” data Store Controlling and user functionality. Expected close within the next 30 days. Health Data Website Phase Executing & Project extended to September for closing. Work continues on JOOMLA 2 (DCHD) Controlling admin tasks. DCSO-Records Mgmt Executing & Vendor submitted change requests for Sheriff to consider. Working with Controlling Sheriff to determine if changes requests should be accepted or not. Executive meeting schedule to discuss status of project and next steps. DCROD-Landmark Planning Discussion on hardware, storage environment and Filebound continue. Implementation Vendor continues to work on design and implementation plan. DC County Clerk VoIP Planning Project plan was signed and accepted. Equipment was ordered. Expected go-live will be in July 18th. DCTRES - Oracle Treasury Initiating Kick-off meeting scheduled for July 18th. Implementation consultant start Implementation date being determined. DC Youth Center VoIP Initiating Project moved to active. Customer discussion and charter in progress. Additional Active Projects Various Includes several year-end projects, Court Room 50, BOE 2016 Open Phases Enrollment, and HD File Server Replacement. July 20, 2016
Projects Update - City of Omaha Portfolio Active Phase Highlights Status HCM/Payroll System Eval. & Closing Projects are in closing phase. Selection HR Web Equifax Ph II OCVB Move Executing & DOTComm works with construction manager, lease manager and Controlling customer to plan and prepare for network and phone equipment installation and configuration. Move in scheduled for September. CiPlan - EPA Superfund Executing & Development continues. Team fixes issues as they are identified. Go-live Controlling is expected for the end of August. CIHR&R CC1 Online Form Executing & Continue to review items with customer and perform testing. Submission Controlling CIHR&R-SEB Enhance Executing & User testing continues. As changes are requested they are completed. Controlling Working with customer to determine go-live date. CIOPD - Video Storage Executing & Working with vendor on the test environment. Completed a test migration Controlling of data. Application vendor configuring data repository and validating. CIRec/GolfTrac Upgrade Executing & Completed hardware installation. Vendor has access to begin the Controlling application load and configuration. CIFIN-Phase 2 Invoice Planning Team worked through an issues with desktop scanners. POC is in Process in Filebound progress. CIPW-Fleet Mgmt VoIP Planning Project charter approved by customer. Project plan and final discovery started. July 20, 2016
Capital Improvement Projects Update (Bob Nord) July 20, 2016
2016 Capital Status June Activity Requesting approval for the items in red below July 20, 2016
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