Town Manager’s response to the Technology Committee Technology Plan presented October 23, 2000.

 

 

This report combines presentation format and discussion to provide the Town Manager’s response to the Technology Committee Technology Plan presented on October 23, 2000.

 

 

 

 

The report contains five parts.

 

PART 1 – BACKGROUND

 

 

An overview of the Town’s information technology infrastructure is provided as background for understanding the Manager’s recommendations.
 

 

The Town’s network was established in 1996 to provide services for Town Hall departments and six remote department sites.

 

 

 

 

The network services initially included financial management services and information services, email, and access to the Internet.

 

 

 

Network connections now include access to additional sites: NC Division of Criminal Information, mobile data terminals in Town police cars, Internet access for library patrons, and data access for parking services.

 

 

 

 

We plan to add data access for remote fire stations and police substations, and mobile access for inspectors and engineers conducting field inspections.

 

 

To support these services the number of Town computers has grown to 275.

 

 

 

 

The number of Town users has increased to 475.

 

 

The Town uses nineteen departmental database systems to manage services, facilities, and  equipment . These database systems operate on the same computers used to support the network and thus must be fully compatible with the Town’s network.

 

 

 

 

Network servers are located throughout the town to support a variety of network services including file storage, printing services, database services, remote modem access, email, security, and web services. Currently there are 31 servers in use.

 

 

There are three permanent information technology staff members to provide support for planning, installation, maintenance, and problem resolution.

 

The quantity of Town hardware, software, and users has grown out of proportion to the available staff support capability. We use a variety of time saving and efficiency measures, such as remote system administration and internal departmental support, but these capabilities are stretched very thin.

 

We will need to improve staff support, to properly maintain our information technology services.

 

PART 2 – Review of the Technology Committee’s report

 

 

 

 

 

 

The Technology Committee report addressed seven major areas regarding the Town’s use of technology. The recommendations offer an excellent starting point for a comprehensive effort to improve town services.

 

 

 

 

There are a number of recommendations that are being actively pursued during the current budget year. Improvements to web services, library services, and geographic information services are in progress. Additional support and resources are required to attain the level of improvement envisioned by the Technology Committee.

 

Records management and radio services require further study to determine the best solution for the Town.

 

 

Implementing the recommendations offered by the Technology Committee can be accomplished in a number of ways. Some can be done in steps. Some should be done as comprehensive projects. Some are inter-dependent and do not become well defined until other items are decided. For example, infrastructure requirements for servers depend on the level of services chosen for other areas such as web services and records management systems.

 

Costs for implementing the recommendations also vary according to the level of service desired. Two areas, records management and radio communications, potentially involve major projects with significant costs. In the case of radio communications, Orange County now is requesting proposals from consultants to assess the needs of Orange County emergency services providers, public works operations, the University, OWASA and others. We will keep the Council informed as this work progresses.

 

We believe the best approach is a plan to accomplish the recommendations using a phased implementation process spread over several budget years.

 

 

 

We plan to incorporate all Technology Committee recommendations.

 

PART 3 – Technology Goals

 

 

 

A proposed set of goals has been developed. They are intended to provide general guidelines for planning technology improvements. The goals are not intended as mandates. The plan would be reviewed annually to update the goals as needs and technologies change and to reflect the decisions of the Council.

 

 

 

 

The proposed set of goals incorporates all of the key recommendations in the Technology Committee’s report and includes key elements of the existing plans that departments’ have developed to improve services.

 

 

 

 

These are the eight overall goals for the Town’s technology plan. Initiatives and implementation planning is provided for each goal. Recommendations for initiatives to be considered for the FY2001-2002 budget are also listed.

 

 

Technology Committee recommendations:

7B.  Remove Information Technology (IT) Division from Finance Department and have it report to Town manager.

1A.  Adopt replacement cycle for servers and establish centralized funding for it.

7C.  IT Division should contract with outside vendors for new services.

7D.  IT Division should function as cost center and charge user departments for services.

 

Manager’s Comments: We support the recommendation that the Town develop a separate group for Information Technology. The time frame for doing this will depend on the ability to support the necessary costs. The total number of staff required will depend on the Town’s needs as assessed year to year. At the outset, we believe there is an immediate need for one additional position to support users.

 

Efforts to centralize planning and budgeting will require further review and input from departments. We will begin the review process and will work with the Technology Committee to identify cost effective methods or systems that will benefit all affected departments.

 

A planned replacement cycle for key servers is appropriate for implementation now.

 

Initiatives For Consideration in FY2001-2002 (and estimated growth for FY2001-2002 budget):

 

 

 

 

Technology Committee recommendations:

7C.  Information Technology Division 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.

1B.  Increase wide area networking speed.

1C.  Conduct engineering evaluation to determine proper electrical power supply and backup support requirements for centralized in-house computer equipment.

1E.  Join with neighboring communities and governmental/educational entities to explore options for high speed networking services.

 

Manager’s Comments:  Expertise in four areas is needed – (1) web site development, (2) server management and data storage, (3) desktop user training and support, and (4) communications. The total number of positions will depend on the Town’s needs as assessed year to year. Future cost of additional permanent employees is estimated to be about $60,000 per position (with full costs of salary, benefits, and support facilities, etc.).

 

An engineering study to evaluate Town Hall electrical circuitry should be accomplished in conjunction with the installation of the emergency generator at Town Hall.

 

Cost effective high speed networking services would be of great benefit to all community citizens. We should explore every opportunity to accomplish this goal.

 

Initiatives For Consideration in FY2001-2002 (and estimated growth for FY2001-2002 budget):

 

 

Technology Committee recommendations:

2A.    Centralize Web-site management.

2B.    Provide standards for information software and hardware, and train personnel to keep site up-to-date efficiently.

2C.    Obtain outside expertise to develop integrated, easily managed and easily accessed site.

2D.   Provide for telephone or other technologies that will provide access to citizens who do not have easy Web access.

2E.    Evaluate expansion of electronic services including licensing, class sign-ups, development proposals, and fee collections.

 

Manager’s Comments: Basic enhancements to the Town’s web site as prescribed in recommendations 2A, 2B, and 2C should be accomplished. Implementation costs for these steps is about $25,000. ($1000 per department for web publishing software and $10,000 for web development).

 

Advanced enhancements as prescribed in recommendations 2D and 2E will require further study to determine the most cost-effective solution for the Town. Initial estimates for database and interactive solutions start at $25,000.

 

Initiatives For Consideration in FY2001-2002 (and estimated growth for FY2001-2002 budget):

 

 

Technology Committee recommendations:

7A.    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.

 7B.    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.

 

Manager’s Comments: The Library Director and Library Trustees are working with a consultant on a proposed master plan for library development, including a technology plan.

 

Initiatives For Consideration in FY2001-2002 (and estimated growth for FY2001-2002 budget):

 

 

Technology Committee recommendations:

4A.    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.

4B.     Hire programmer/analyst for advanced GIS applications

 

Manager’s Comments: The network has been upgraded to support data transmission speeds sufficient to support geographic information systems (GIS) applications. GIS software upgrades have also been completed. We plan to implement basic web services during the current year. To ensure reliability of data storage, the GIS server needs to be replaced. In addition, a web server is needed to support planned applications.

 

The recommendation to hire additional personnel may need to be deferred. In the interim, contract support should be considered for GIS application support.

 

Initiatives For Consideration in FY2001-2002 (and estimated growth for FY2001-2002 budget):

 

 

 

Technology Committee recommendations:

5A.  Develop Document Management Program for processing, filing, and storing all Town documents.

5B.  Determine how best to engage available resources to implement findings of structured process identified above

 

Manager’s Comments: Comprehensive record management systems are expensive and will require further evaluation and study to determine what system is the best choice for the Town. Some funds should be budgeted to support initial evaluation of equipment as well as systems in use at other municipalities.

 

Initiatives For Consideration in FY2001-2002 (and estimated growth for FY2001-2002 budget):

 

 

 

 

Technology Committee recommendations:

1D.   Adopt database standard for major systems.  Upgrades and replacements to existing programs should be evaluated for potential conversion.

 

Manager’s Comments: The database standard that offers the best option for future needs is the structured query language database format. Web based application compatibility is also a consideration. Of the nineteen database programs in use by Town departments, four already use databases that are compatible with web applications or SQL databases. Eight other database systems are scheduled for upgrade or replacement in the next year. The remaining systems will be evaluated for possible upgrades. Potential costs vary from $2,000 for an upgrade to $25,000 and up for a full-featured replacement program. Some database programs also require annual maintenance plans.

 

Initiatives For Consideration in FY2001-2002 (and estimated growth for FY2001-2002 budget):

 

 

Technology Committee recommendations:

6A.  Current radio communications system used by Town has several problems: different public service groups have difficulty communicating with each other; system often fails; and obtaining parts to repair the system is becoming increasingly difficult.

6B.  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.

 

Manager’s Comments: We will evaluate options for maintaining existing radio systems. Orange County is studying options for a comprehensive countywide new radio system.

 

Initiatives For Consideration in FY2001-2002 (and estimated growth for FY2001-2002 budget):

 

 

 

The Town’s technology goals would be updated semi-annually so that any changes can be incorporated into budget planning.

 

PART 4 – Initiatives for FY2001-2002

 

 

 

Altogether there are twenty-six initiatives under consideration for implementation in FY2001-2002.
PART 5 – Summary 

 

 

 

 

Attached are two tables that summarize the proposals. The first table provides a summary of the Technology Committee recommendations with preliminary estimates of cost; this table also indicates the Town goal that would incorporate the recommendation. The second table provides a summary of the proposed Town Technology Goals with estimated costs under consideration for FY2001-2002.

 

This concludes our initial response to the Technology Committee report. We welcome further discussion and comments from the Town Council and the Technology Committee as the budget process for the upcoming budget continues.

 

We will continue to assess technology needs and potential resources available within the overall context of the proposed budget for 2001-2002. We plan to include our initial funding recommendations for technology plan improvements in the preliminary budget report scheduled for presentation to the Council on March 26.