AGENDA #5b
to: Roger L. Stancil, Town Manager
from: Bob Avery, Information Technology Director
subject: Technology Update
date: January 14, 2008
The purpose of this report is to respond to Town Council’s request for an update on technology upgrades.
Technology upgrades to improve citizen services and access to information have been a priority for the Town Council. Efforts to identify effective ways to accomplish these improvements have included an Information Technology Needs Assessment by RHJ Associates, Inc. that was presented to the Council on June 23, 2007, and a study of wireless and broadband connectivity that was reported to the Council on April 23, 2007.
A number of technology initiatives in progress are based on these studies and other ongoing efforts by Town staff to identify and implement improvements. RHJ Associates is working with four Town technology teams to develop processes for technology management, web development, Geographic Information Systems expansion, and implementation of remote data access for the Fire Department.
Technology improvements are being undertaken both as Town wide initiatives and departmental initiatives. The following is an update of key projects in both areas that have been undertaken in 2007:
Town-wide
Upgrade of the Town web site – The Communications and Public Affairs Department has initiated a detailed review of the web site to prepare a long term redevelopment plan for Fiscal Year 2009. The review involves input from all departments and will seek public input. RHJ Associates is assisting in this project. Web site improvement efforts also include internal development of open source web infrastructure on which to build future applications. A number of updates and changes to the existing site have been accomplished as well.
Expanded access to geographic information – The Geographic Information Systems (GIS) data is being loaded into a central database which will facilitate better management and access to the Town’s GIS data resources. All Town staff has access to the database resources and access for citizens is planned in early 2008. Improved capabilities for data updates with Orange County are also being implemented. A project to develop further integration of geographic data with departmental programs is being undertaken with the assistance of RHJ Associates.
Reverse 911 – A program for notification to citizens in the event of emergencies by direct telephone call has been activated and is in operation.
Technology project planning – The Technology Team was established in 2006 by the Town Manager and is currently developing a revised charter for reviewing and prioritizing technology projects. The effort will provide a more comprehensive overview of all technology projects. The changes to the Technology Team procedures will be implemented in early 2008. RHJ Associates is assisting in the development of a charter for this group.
Fiber Optic Network – In conjunction with the traffic signal upgrade project, the town is preparing a design for town-owned fiber optic cable to meet municipal service needs. Kimley-Horn, Inc. is assisting in this project. Design work will continue until 2009 and will be followed by the system construction. Interim upgrades for our existing services include fiber service extensions to Stormwater offices and to the Community Center.
Wireless Hotspots – A pilot project to install hotspots in the downtown area of Chapel Hill is in progress. Six hotspots are installed and providing Internet access for citizens and visitors alike.
Town Operations Center activation – The new site for Public Works and Transit include a number of technology improvements for Town maintenance activities and for support of the fleet of Town vehicles. Added computer facilities provide improved capabilities to ensure continuity of operations in the event of emergencies. The site telephone system was integrated with the Town system at Town Hall to create a common Town-wide system. The telephone system continues to be expanded and will include all Town facilities by 2009.
Departmental
Online recreation registration (Parks and Recreation) – The recreation activity registration program was updated, integrated with the Town web site, and upgraded to include online registration and online credit card payment. The online credit card payment upgrade included completion of the Payment Card Industry security standards for processing payments. Additionally migration of the Parks and Recreation web site from a commercially hosted service to one that is integrated with the Town web site is in progress.
Online employment job applications (Human Resources and Development) – The employment application process was upgraded to include the capability for applications to be completed online. Additional improvements to enhance internal department application processing are in progress.
Fire incident reporting (Fire) – A project has been undertaken to install mobile terminals in fire vehicles to aid in processing of fire incident response and reporting. Implementation is scheduled for 2008. RHJ Associates is assisting in this project.
Upgrade of the financial management system (Finance) – The server systems and desktop client software for MUNIS, our financial management software system, were upgraded to provide a more efficient and reliable system.
Automated position location for EZ Rider program vehicles (Transit) – A project is in progress to provide real time geographic position information for the EZ Rider vehicles and upgrade the route planning services. Implementation is scheduled for the spring of 2008.
Specialized software for fixed route scheduling management (Transit) – A project is in progress to implement specialized software for developing and managing the bus fixed route schedules. Implementation is scheduled for early 2008.
Work order management (Stormwater) – A project management tracking program to facilitate stormwater related asset and work order management is under evaluation. This will improve the efficiency to tracking stormwater projects and improvements.
Migration of the Library web site (Library) - The library web site was migrated to a new server and linkage with the Town web site was improved.
SUMMARY
There are a number of technology initiatives in progress throughout the Town, some of which are identified above. Overall, these initiatives will upgrade infrastructure and software to provide an efficient and secure electronic processing capability within the Town. All departments are working together to identify, plan, and implement the needed improvements.