HomeMy WebLinkAboutMOU with State of Montana for state data portal_7Draft Commission Memorandum
REPORT TO: Honorable Mayor and City Commission
FROM: Brit Fontenot, Economic Development Director David Fine, Economic Development Specialist
SUBJECT: Authorize the City Manager to sign a memorandum of understanding
(MOU) with the State of Montana, Department of Administration, allowing the City of Bozeman to utilize the state data portal
MEETING DATE: June 23, 2014
AGENDA ITEM TYPE: Consent RECOMMENDATION:
Authorize the City Manager to sign a memorandum of understanding (MOU) with the State of
Montana, Department of Administration, allowing the City of Bozeman to access the state data portal
SUGGESTED MOTION: I move to authorize the City Manager to sign a memorandum of
understanding with the State of Montana, Department of Administration, allowing the City of
Bozeman to access the state data portal. BACKGROUND:
The State of Montana, Department of Administration, is creating a data portal to increase the
openness and transparency of government by allowing the public to more easily access State data sets. The State of Montana Department of Administration, which is leading the State effort, has offered the City of Bozeman and other cities the opportunity to utilize the Montana Data Portal
as a means of providing public access to City data sets. This service is being provided by the
State at no cost to the City. All data responsibilities remain with the City of Bozeman and data
will be uploaded to the Montana Data Portal at the discretion of the City. UNRESOLVED ISSUES: None at this time.
ALTERNATIVES: As suggested by the City Commission.
FISCAL EFFECTS: None.
Attachments: Montana Data Portal Memorandum of Understanding
Report compiled on: June 12, 2014
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Montana Data Portal
Memorandum of Understanding (MOU)
Between
City of Bozeman
and Department of Administration, State Information Technology Services Division
This MOU is by and between the City of Bozeman and the Department of Administration, State
Information Technology Services Division (“SITSD”), (collectively, “Parties”). I. Purpose and Scope The purpose of this MOU is to clearly identify the roles and responsibilities of the Parties
as they relate to the Montana Data Portal (“Portal”) and the data sets residing in the
Portal. The Parties understand that the Common Data Elements Technical Standard (https://montana.policytech.com/default.aspx?public=true&siteid=1) establishes governance for the Portal.
II. City of Bozeman Responsibilities
All data responsibilities remain with the City of Bozeman. City of Bozeman uploading data to the Portal transfers no data responsibilities to SITSD except as provided in Part
III. The Parties understand that use of the Portal may generate increased questions and
support requirements for City of Bozeman from both the public (if public facing) and
state employees.
City of Bozeman shall:
• Provide electronic data in one of the following formats:
o .csv (the preferred file format as others can sometimes cause formatting
errors); o .xls (Microsoft Excel 97 - 2003); o .xlsx (Microsoft Excel 2007 and later); and
o .tsv
• Provide and keep up-to-date the metadata for its data set(s).
• Ensure that its data sets are properly maintained.
• Adhere to the standards defined in the Common Data Elements Technical
Standard if City of Bozeman’s data contains common data elements. Remove any
data that has been determined to be inappropriate by City of Bozeman’s personnel by uploading a corrected version of the data.
• Follow all laws, rules, policies, standards and procedures that apply to the data
uploaded to the Portal.
III. SITSD Responsibilities SITSD shall administer and maintain the Portal to provide a repository of data sets
generated or produced by City of Bozeman. SITSD shall provide outage notifications for
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the Portal using normal notification procedures as outlined at:
(http://mine.mt.gov/it/changemanagement/default.mcpx).
IV. Data Set(s) Information (Metadata) Metadata is documentation about the data set(s). Each data set provided by City of
Bozeman must have the corresponding metadata information provided in the Portal. It is
imperative that the metadata be accurate and kept up to date by City of Bozeman.
Selected metadata information is provided on the Portal and gives the customer the
ability to interpret and understand the data set. It also explains why City of Bozeman is providing the data set(s).
V. Billing
There will be no charge to City of Bozeman during the term of this agreement for use of
the Portal. If City of Bozeman uses SITSD’s data translation services for compliance with common data elements and/or other development or professional services described
in the SITSD Service Catalog (http://sitsdservicecatalog.mt.gov/default.mcpx), SITSD
will bill City of Bozeman according to the rate schedule in the SITSD Service Catalog.
VI. Termination If either party fails to materially perform its duties under Section II (City of Bozeman
Responsibilities) or Section III (SITSD Responsibilities) of this MOU, the other party
may terminate this MOU in whole or in part after giving written notice of the stated
failure. The written notice must demand performance of the failure within a specified
period of time of not less than sixty (60) days. If the demanded performance is not completed within the specified period, the termination is effective at the end of the
specified period. The Parties may agree to extend the specified period at any time during
the specified period.
VII. Term The term of this MOU is from the last date of signature below through December 31,
2016.
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VIII. Entire Agreement/Amendment This is the entire agreement of the Parties. It supersedes all prior agreements and
understandings regarding the subject matter of this MOU. This MOU may only be
amended if done in a written document signed by the Parties’ authorized representatives.
Chris Kukulski, City Manager
City of Bozeman
Date
Sheila Hogan, Director
Department of Administration
Date
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Addendum A: Definitions
Common Data Elements – Fields within a data set that must comply with a set standard prior to being submitted to the Montana Data Portal
Data Set – A named collection of related records containing individual data units formatted in a
specific way Metadata – Contextual information on a data set that makes the data set easier to understand and
use
Public Facing Data Set – A data set that is available to the public that does not require credentials (a username and password) to access
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