Technology Services FY 2018-19 Budget Presentation Technology - PowerPoint PPT Presentation

Technology Services FY 2018-19 Budget Presentation

Technology Services Goals and Accomplishments • Overall, completed 74 projects, fulfilled 8,676 service/incident requests, and held uptime of 99.96% • Application Consolidation/Reduction initiative- Over the past year, decommissioned 39 applications resulting in a savings of $170,704. • DME GIS and Radio/Fiber moved into Technology Services to facilitate better communication, organizational efficiency and cost savings. Resulted in transfer of $1,650,992 of personnel, materials, operations and maintenance in FY18/19 and a reduction of $248,453 from previous FY17/18. • Completed the following projects; CMO staff/Boards/Committees public assess portal, New IT service management system, HR Onboarding automation, Remote access for Customer Service, Digital Roadmap assessment, Denton Energy Center SCADA system. • Completed the following software upgrades/implementations; JD Edwards ERP Upgrade, Picoterra, New Intranet site, Parks Rec1 Payment System, Phoenix G2 Stations Alerting system for Fire, Cartegraph OMS upgrade, Clevest Mobile workforce Management . 2

Technology Services Upcoming Goals • Cisco Equipment Refresh Phase II – Our networking equipment is over 7 years old and will need to be replaced. Project is estimated at $1,130,000. • Desktop/Laptop Replacements – Over 1,425 computers are approaching the end of their 5 year lifecycle and will need to be replaced. Project is estimated at $1,880,000. • Radio P25 upgrade – Radio system is over 18 years old and will need to be replaced. Project is estimated at $7,600,000. • Implementation of new software; Budget software, Customer Relationship management system (CitySourced), PowerBI. • RFP Public Safety Computer Aided Dispatch & Records Management System replacement – Project is estimated at $3,000,000. • DME GIS network consolidation -Move GIS network into city network to consolidate hardware, software and storage capacity. • Upgrade of Water Utility SCADA Network – Lifecycle replacement of hardware to include storage and backups. • Completion of 75 of 124 projects. 3

Technology Services Budget Emphasis • Lifecycle replacement of equipment. Most equipment is over five years old to include network, primary data center, backup data center, desktops and laptops. Radio system is over 18 years old. Projects are estimated at $10,004,000. • Provide integrated services where possible - Providing integrations between key applications and better ability to report and access data for departments. Projects are estimated at $100,000. • Consolidation of DME infrastructure. - Utilization of shared resources to include hardware, software and storage capacity. Projected costs savings of $100,000. • Mobile Data Computer replacement for Police and Fire – Project is estimated at $259,100. • Growing infrastructure needs – Capacity has been increasing by over 25%. • IT Security Enhancements – New anti-spam solution. Project is estimated at $50,000. 4

Technology Services Cost Containment Strategies • Application Consolidation/Reduction initiative resulted in a savings of $170,704. • Modified team approach to vendor management, as a result saved over $200,000 on JD Edwards upgrade. • Developed Requirements Process (Formal collection, documentation and confirmation of internal customer requests for technology services products or service modifications). • Phone/Air card audit ($25,000 in savings). • Implemented new consolidated DMZ infrastructure to improve reliability and availability. 5

Technology Services Process Improvements • Application Consolidation - Decommissioned 39 applications over the past year that resulted in a $170,704 savings. • Ongoing business initiative review process to determine application necessity and total cost of ownership of applications. • DME GIS and DME Communications moved into Technology Services to facilitate better communication, organizational efficiency and cost savings. • Advanced Group Policy Manager - Implement Change management to Group Policy. • IT Service Management System – Incorporated ITIL process (Incident, service request, problem and change) as well as established SLA’s for better service delivery. • Centralized management of DME computers. • Partnered with CMO on data analytics lunch and learn program. 6

Technology Services 5 Year Forecast Technology Service Fund 2018-19 Five Year Forecast (in millions) 2017-18 2018-19 2019-20 2020-21 2021-22 2022-23 Budget Proposed Proposed Proposed Proposed Proposed BEGINNING FUND BALANCE $2.44 $1.55 $0.39 $0.38 $0.39 $0.41 REVENUES $14.10 $15.96 $17.47 $17.96 $18.18 $18.42 TOTAL REVENUES $14.10 $15.96 $17.47 $17.96 $18.18 $18.42 TOTAL AVAILABLE RESOURCES $16.54 $17.51 $17.86 $18.34 $18.57 $18.83 EXPENDITURES $14.99 $17.12 $17.48 $17.95 $18.16 $18.43 TOTAL EXPENDITURES $14.99 $17.12 $17.48 $17.95 $18.16 $18.43 NET INCOME (LOSS) ($0.89) ($1.16) ($0.01) $0.01 $0.02 ($0.01) ENDING FUND BALANCE $1.55 $0.39 $0.38 $0.39 $0.41 $0.40 EFFECTIVE FUND BALANCE 10.3% 2.3% 2.2% 2.2% 2.3% 2.2% 7

Technology Services Revenue / Expenditures • Key Users • DME – $5,816,088 or 34.0% of budget • Public Safety - $3,472,888 or 20.3% of budget • Water - $966,788 or 5.6% of budget • Includes transfer of 11 FTEs from DME to include materials, operations and maintenance for a total of $1,650,992. • General Fund increase of $241,700(3.6%) due to Radio/Fiber 11 FTEs transferred from DME. • Proposed budget does not include costs for Radio upgrade to P25. 8

Technology Services Revenue / Expenditures • Radio Issue • Radio System is over 18 years old and is not supported by Motorola. Parts are difficult to find. Interoperability with other entities is difficult. Experiencing failures on system components. • Solution • Recommend to replace Radio solution with P25 system and join Denton County’s Core. This will expand coverage and capacity. Additionally, this avoids adding another tower. • Options • Motorola lease purchase for 10 year • Government bond funding for 10 year • Next Steps • Propose options and contract in June/July timeframe. 9

Technology Services Department FTE’s By Functional Area FTE’s By Functional Area FY 2015-16 FY 2016-17 FY 2017-18 FY 2018-19 Budget Budget Budget Proposed Administration 5 5 6 7 Infrastructure 8 8 8 8 GIS 2 2 2 2 Application Development 4 4 4 4 User Support 6 6 6 6 Radio/Fiber Communications *Previously - - - 11 DME Regulatory Compliance 1 1 1 3 Tech Services dedicated for Public Safety 2 2 3 3 Tech Services dedicated for DME 8 8 12 10 Tech Services dedicated for Solid Waste 0 1 1 1 Total FTE’s 36 37 43 55 10

Technology Services Organizational Changes • Radio/Fiber (11 FTE) transferred from DME. • Consolidated Security under Enterprise Security Manager • Security Compliance PCI/CJIS • Security Compliance Water/Waste Water • Security Compliance DME • Dedicated CAD Administrator. • Repurposed one (1) position to IT Project Manager. • Repurposed one (1) position to Water/Waste Water SCADA. • Realigned organizational structure around core services. • Two (2) FTEs that were in managerial roles were transferred to technical roles. • Created new Deputy IT Director position. 11

Technology Services Budget Highlights Revenues FY 2014-15 FY 2015-16 FY 2016-17 FY 2017-18 FY 2017-18 FY 2018-19 Actuals Actuals Actuals Budget Estimate Proposed General Fund $5,273,699 $5,574,445 $6,276,723 $6,639,847 $6,639,847 $7,208,735 Electric Fund 2,963,932 3,208,571 3,872,315 4,801,384 4,801,384 5,816,088 Water Fund 725,211 772,683 854,977 904,695 904,695 966,788 Wastewater Fund 380,124 416,876 412,315 414,655 414,655 494,519 Solid Waste Fund 357,748 378,605 383,838 532,282 532,282 591,730 Risk Fund 37,604 42,692 47,327 49,504 49,504 54,896 Municipal Court Fund 78,110 70,496 73,636 100,000 100,000 100,000 Street Improvement Fund 74,346 77,028 84,179 97,015 97,015 121,569 Airport 50,161 59,679 61,434 55,951 55,951 62,174 Engineering Service Fund 166,008 201,835 220,029 258,291 258,291 255,098 Materials Management Fund 74,809 87,125 91,750 95,486 95,486 124,057 Fleet Services Fund 106,674 95,564 88,196 109,804 109,804 115,054 Misc. 490,645 53,259 65,482 44,520 44,520 44,520 Total $10,779,071 $11,038,858 $12,532,201 $14,103,434 $14,103,434 $15,955,228 12

Technology Services Budget Highlights Expenses FY 2014-15 FY 2015-16 FY 2016-17 FY 2017-18 FY 2017-18 FY 2018-19 Actuals Actuals Actuals Budget Estimate Proposed Personal Services $3,595,891 $3,890,263 $4,237,601 $5,387,153 $5,194,242 $7,095,007 Materials & Supplies 101,368 111,319 128,574 179,683 148,389 394,493 Maintenance 2,185,282 2,627,666 3,332,567 4,130,435 4,047,826 4,080,839 Insurance 31,060 36,391 8,320 47,960 45,000 72,914 Operations 1,400,607 2,054,522 2,672,234 2,335,204 2,294,195 2,272,682 Debt 82,919 11,806 15,903 10,250 10,250 10,150 Cost of Service 2,299,921 1,546,216 1,845,854 660,112 660,768 684,962 Fixed Assets 328,996 111,603 16,353 2,697,000 2,592,000 2,504,100 Total $10,026,044 $10,389,786 $12,257,406 $15,447,797 $14,992,670 $17,115,147 13