TECHNOLOGY COMMITTEE

 EXECUTIVE SUMMARY

OCTOBER 23, 2000

INTRODUCTION

Two years ago Chapel Hill Town Council chartered the Citizens’ Technology Committee (CTC) to give advice concerning technological matters.  Currently the Committee comprises eight citizens, eight Town staff members, and one Council liaison.  Since its inception, the Committee has met regularly once each month.  A year ago the Committee decided to develop a strategic plan to help guide the Town in its technology implementation.  To this end, between October 1999 and February 2000, the head of each Town department was interviewed.  From this process, seven key areas were identified for deeper study.  From March 2000 through October 2000 different Committee members chaired small subcommittees, including Town staff, to prepare a written plan for each of these areas.  The major recommendations are listed below.  To date, no estimate has been made of the cost to implement these recommendations, but during the next three months the Committee will make such estimates.

RECOMMENDATIONS

1.  Network Infrastructure

Since 1996, computing and data service demands have grown faster than infrastructure improvements.  There are various data systems in place that will not support e-government style services.  Technology goals and system standards should be established that will guide planning and procurement for information services.  The initiatives are:

• Adopt replacement cycle for servers and establish centralized funding to support it.
  
  
• Increase wide area networking speed.
  
  
• Conduct engineering evaluation to determine proper electrical power supply and backup support requirements for centralized in-house computer equipment.
  
  
• Adopt database standard for major systems.  Upgrades and replacements to existing programs should be evaluated for potential conversion.
  
  
• Join with neighboring communities and governmental/educational entities to explore options for high speed networking services for both business and residential customers.

2.  Web Site Development

Town’s Web site will evolve into one-stop access point for citizen, business, and inter-governmental transactions.  Steps to achieve transformation include:

• Centralize Web-site management.
  
  
•  Provide standards for information software and hardware, and train personnel to keep site up-to-date efficiently.
  
  
• Obtain outside expertise to develop integrated, easily managed and easily accessed site.
  
  
• Provide for telephone or other technologies that will provide access to citizens who do not have easy Web access.
  
  
• Evaluate expansion of electronicservices including licensing, class sign-ups, development proposals, and fee collections. 

3.  Library

Library Needs Assessment Report says Chapel Hill Public Library has “woefully deficient technology program.”  Library’s current positioning in new technology is and will continue to be dependent on statewide services explored and implemented by State Library. 

• Traditional library services must expand to include new technology.  Information offered only in digital format needs to be included in Library's collections.  Digitization will be heavy financial burden for Library.  Additional staff are needed.
  
  
• Needs include additional network bandwidth, full-time on-site technology coordinator, dynamic Web site, training room, and subscriptions to variety of electronic publications and databases.

4.  Geographic Information System (GIS)

GIS will be an important decision support tool for Town offices and Council in monitoring and evaluating development and in delivering Town services.

• Network improvements should be made so GIS is available to all staff to identify locations, facilities and parcels.  Town can develop its own GIS Internet site or link to Orange County site.
  
  
• Hire programmer/analyst for advanced GIS applications. 

5.  Records Management

Currently, Town staff manage records across a mixture of data platforms that includes digitally developed manuscripts, hand written forms, videotapes, audiotapes, and blueprints.  At present there are no Town-wide standards regarding records retention, nor how documents should be produced, stored, and archived.  Two major initiatives have been identified:

• Develop Document Management Program for processing, filing, and storing all Town documents.
   
• Determine how best to engage available resources to implement findings of structured process identified above

6.  Radio Communications

Current radio communications system used by Town has several problems:

• Different public service groups have difficulty communicating with each other.
  
  
• System often fails.
  
  
• Obtaining parts to repair the system is becoming increasingly difficult.
  
  
  An 800-MHz radio system is needed for all Town and County Emergency units.  Town should plan for prompt implementation of countywide 800-MHz trunking radio system for voice communications. 

7.  Information Technology Group (ITG)

• Establish cross-department planning team and budgeting process.
  
  
• Remove ITG from Finance Department and have ITG report to Town management.
  
  
• ITG needs additional positions to meet needs for (1) helpdesk and training; (2) network and server technology support; (3) programming for Web-based services; (4) clerical support , and (5) communications technology support.
  
  
• To provide budgetary accountability, ITG should function as cost center and charge user departments for services.
  
  
• To expedite system changes and contain cost, ITG should contract with outside vendors for new services.