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Home My WebLink About15- Information Technology Plan FY15-FY17-public Information Technology Plan Fiscal Years 2015 - 2017 October 20, 2014 City of Bozeman, MT - IT Plan, FY 2015-2017 City of Bozeman, MT ii Table of Contents Table of Contents .................................................................................................................. ii Table of Figures and Tables ................................................................................................... iv Executive Summary ............................................................................................................... 1 Why Develop an IT Plan? ................................................................................................................1 What are Strategic Technology Initiatives? ......................................................................................2 Resources ......................................................................................................................................2 Information Technology Plan 2015 - 2017 .............................................................................. 4 IT Plan Vision .................................................................................................................................4 Background to the IT Network in the City ........................................................................................5 City Strategic Technology Initiatives ................................................................................................7 Departmental IT Planning Documents .................................................................................. 10 IT Planning Document for the Administrative Services Department ............................................... 10 IT Planning Document for the Clerk’s Office .................................................................................. 13 IT Planning Document for the Community Development Department ............................................ 15 IT Planning Document for the Economic Development Department ............................................... 18 IT Planning Document for the Facilities Management Division ....................................................... 20 IT Planning Document for the Fire Department ............................................................................. 22 IT Planning Document for the Global Information Systems Division ............................................... 24 IT Planning Document for the Information Technology Division ..................................................... 26 IT Planning Document for the Law Department ............................................................................. 29 IT Planning Document for the Library ............................................................................................ 31 IT Planning Document for the Municipal Court .............................................................................. 33 IT Planning Document for the Parking Office ................................................................................. 35 IT Planning Document for the Parks and Recreation Department ................................................... 36 IT Planning Document for the Police Department .......................................................................... 39 IT Planning Document for the Public Works Department ............................................................... 41 Appendix A: Technology Infrastructure Description ............................................................. 46 Current Software Systems ............................................................................................................ 46 Current Network Characteristics ................................................................................................... 49 Current Hardware Characteristics ................................................................................................. 49 Capacity Building of City Staff (Training)........................................................................................ 55 Appendix B: 4 Year Server Replacement Schedule ................................................................ 55 Appendix C: 4 Year PC Replacement Schedule by Department .............................................. 59 City of Bozeman, MT - IT Plan, FY 2015-2017 City of Bozeman, MT iii Appendix D: 4 Year Ruggedized Replacement Schedule by Department ............................... 61 Appendix E: Guidelines for Changes to Software and Hardware ........................................... 86 Appendix F: Current IT Policies ............................................................................................ 88 IT Use Policy ................................................................................................................................. 88 Social Media Use Policy ................................................................................................................ 88 BYOD Policy ................................................................................................................................. 88 Website Policy ............................................................................................................................. 88 Appendix G Budget Worksheets (Departmental Overview) .................................................. 89 City of Bozeman, MT - IT Plan, FY 2015-2017 City of Bozeman, MT iv Table of Figures and Tables FIGURE 1 - NEW SERVER MINIMUM RECOMMENDED HARDWARE CONFIGURATION ................................................. 5 FIGURE 2: NEW DESKTOP PC MINIMUM RECOMMENDED HARDWARE CONFIGURATION .......................................... 6 FIGURE 3 - NEW LAPTOP MINIMUM RECOMMENDED HARDWARE CONFIGURATION ................................................. 6 FIGURE 3: STRATEGIC TECHNOLOGICAL INITIATIVES AND FINANCE OFFICE PRIORITIES ............................................ 11 FIGURE 4: STRATEGIC TECHNOLOGY INITIATIVES AND FINANCE OFFICE PRIORITIES ................................................. 11 FIGURE 5: BUDGET WORKSHEET – ADMINISTRATIVE SERVICES ................................................................................. 12 FIGURE 6: STRATEGIC TECHNOLOGY INITIATIVES AND CLERKS OFFICE PRIORITIES .................................................... 13 FIGURE 7: BUDGET WORKSHEET – CLERK’S OFFICE .................................................................................................... 13 FIGURE 8: STRATEGIC TECHNOLOGY INITIATIVES AND COMMUNITY DEVELOPMENT PRIORITIES ............................. 16 FIGURE 9: STRATEGIC TECHNOLOGY INITIATIVES AND BUILDING DIVISION PRIORITIES ............................................ 16 FIGURE 10: BUDGET WORKSHEET – COMMUNITY DEVELOPMENT DEPARTMENT ..................................................... 16 FIGURE 11: STRATEGIC TECHNOLOGY INITIATIVES AND ECONOMIC DEVELOPMENT DEPARTMENTAL PRIORITIES .. 18 FIGURE 12: BUDGET WORKSHEET – ECONOMIC DEVELOPMENT ............................................................................... 19 FIGURE 13: STRATEGIC TECHNOLOGY INITIATIVES AND FACILITIES MANAGEMENT PRIORITIES ............................... 20 FIGURE 14: BUDGET WORKSHEET – FACILITIES MANAGEMENT ................................................................................. 20 FIGURE 15: STRATEGIC TECHNOLOGY INITIATIVES AND FIRE DEPARTMENT PRIORITIES ........................................... 22 FIGURE 16: BUDGET WORKSHEET - FIRE DEPARTMENT .............................................................................................. 22 FIGURE 17: STRATEGIC TECHNOLOGY INITIATIVES AND GLOBAL INFORMATION SYSTEMS PRIORITIES .................... 24 FIGURE 18: BUDGET WORKSHEET – GLOBAL INFORMATION SYSTEMS ...................................................................... 25 FIGURE 19: STRATEGIC TECHNOLOGY INITIATIVES AND INFORMATION TECHNOLOGY PRIORITIES........................... 27 FIGURE 20: BUDGET WORKSHEET – INFORMATION TECHNOLOGY ............................................................................ 28 FIGURE 21: STRATEGIC TECHNOLOGY INITIATIVES AND LEGAL DEPARTMENT PRIORITIES ........................................ 30 FIGURE 22: BUDGET WORKSHEET – LEGAL DEPARTMENT .......................................................................................... 30 FIGURE 23: STRATEGIC TECHNOLOGY INITIATIVES AND LIBRARY PRIORITIES ............................................................ 31 FIGURE 24: BUDGET WORKSHEET – LIBRARY .............................................................................................................. 32 FIGURE 25: STRATEGIC TECHNOLOGY INITIATIVES AND MUNICIPAL COURT PRIORITIES ........................................... 33 FIGURE 26: BUDGET WORKSHEET – MUNICIPAL COURT............................................................................................. 33 FIGURE 27: STRATEGIC TECHNOLOGY INITIATIVES AND PARKING OFFICE PRIORITIES ............................................... 35 FIGURE 28: BUDGET WORKSHEET – PARKING OFFICE ................................................................................................. 35 FIGURE 29: STRATEGIC TECHNOLOGY INITIATIVES AND PARKS AND RECREATION PRIORITIES .................................. 37 FIGURE 30: BUDGET WORKSHEET – PARKS AND RECREATION DEPARTMENT ............................................................ 37 FIGURE 31: STRATEGIC TECHNOLOGY INITIATIVES AND POLICE DEPARTMENT PRIORITIES ....................................... 39 FIGURE 32: BUDGET WORKSHEET – POLICE DEPARTMENT ........................................................................................ 39 FIGURE 33: STRATEGIC TECHNOLOGY INITIATIVES AND PUBLIC WORKS DEPARTMENT ............................................ 42 FIGURE 34: STRATEGIC TECHNOLOGY INITIATIVES AND SOLID WASTE PRIORITIES .................................................... 43 FIGURE 35: STRATEGIC TECHNOLOGY INITIATIVES AND STREETS PRIORITIES ............................................................ 43 FIGURE 36: STRATEGIC TECHNOLOGY INITIATIVES AND WATER AND SEWER PRIORITIES ......................................... 43 FIGURE 37: STRATEGIC TECHNOLOGY INITIATIVES AND WTP PRIORITIES .................................................................. 44 FIGURE 38: STRATEGIC TECHNOLOGY INITIATIVES AND WRF PRIORITIES .................................................................. 44 FIGURE 39: BUDGET WORKSHEET – PUBLIC WORKS DEPARTMENT ........................................................................... 44 FIGURE 40 - SUNGARD MODULES ............................................................................................................................... 46 FIGURE 41 - SOFTWARE USAGE MATRIX ..................................................................................................................... 48 FIGURE 42 – CITY OF BOZEMAN SERVER LIST – PHYSICAL AND VIRTUAL .................................................................... 50 City of Bozeman, MT - IT Plan, FY 2015-2017 City of Bozeman, MT v FIGURE 43 – SERVER REPLACEMENT SUMMARY ......................................................................................................... 51 FIGURE 44 - PC REPLACEMENT 4-YEAR SUMMARY ..................................................................................................... 52 FIGURE 45 - RUGGEDIZED REPLACEMENT 4-YEAR SUMMARY .................................................................................... 53 FIGURE 46 - CABLE PLANT MATRIX .............................................................................................................................. 54 City of Bozeman, MT - IT Plan, FY 2015-2017 City of Bozeman, MT 1 Executive Summary Why Develop an IT Plan? A strategic plan helps establish a road map to success. It also allows various departments or divisions within an organization to align themselves with common goals of the organization’s leadership. By aligning each Strategic Technology Initiatives of the City of Bozeman with various technology projects, the impact of the access to technology and its usage becomes apparent at the department and city levels. A Strategic Technology Initiative is a program that has a specific set of goals that have a citywide impact. The initiatives structure the City’s IT Plan by linking goals, policies, and project implementation. The IT Plan also catalogs the City’s resources in terms of hardware and software and discusses their uses, discusses ways in which the IT Departments plans to improve its services, provide action steps on how to support the initiatives, provides a planning framework and budgetary tool so that departments can better plan technology expenses, and provides a framework that will better allow for internal evaluation of the impact of the initiatives. This is a living document. It is our hope that we can update this document yearly, being able to identify a good portion of the critical objectives/projects that are coming up over the next 3-year period. New projects will be added and other projects may be removed if they have lost importance. Estimates for project costs and timelines will also be adjusted as necessary. Strategic Technology Initiative Description City Project 1. Mobile Computing To improve access to mobile computing devices and usage of mobile applications by city workers. Cityworks for Streets Mobile Field-Building public stuff web app 2. Cloud Computing The City can save resources by either off-loading data services to a remote public location or creating an internal private network that would streamline resources. Explore Cloud Opportunities Pagefreezer 3. Improving Technology Utilization and Proficiency The goal is to improve the efficiency of technology usage and providing services through training and hardware upgrades. Improve collaboration among staff and public. Better fiber between locations 4. Public Web Presence The goal is to increase the ability of the City to deliver a higher level of service to taxpayers by making it more convenient for them to conduct business with the City. Building – Click 2 Gov Public Stuff Web App City of Bozeman, MT - IT Plan, FY 2015-2017 City of Bozeman, MT 2 As a budgeting tool, the IT Plan gives departments the number of PC’s and Servers that need to be replaced, and when, with estimated costs for the replacements. In general, the department adheres to a 4-year replacement schedule with PCs at an estimated cost of $1200/computer given the cost of hardware and configuration. Currently the City has a 5-year minimum replacement cycle on servers, with an estimated cost for a new configured server at $5000. The plan shows similar information for large software purchases. The Plan also shows the larger technology initiatives within departmental areas that will need to be added to future Capital Improvement Plans and annual budget requests. What are Strategic Technology Initiatives? Strategic Technology Initiatives are the enacted policies of the City Commission, City Manager, and the IT Department as it pertains to technology access and usage. The initiatives align with each City project that impact each department. In the following table is a list of the Strategic Technology Initiatives, a short description, and an example of a project that is aligned with the initiative. The Strategic Technology Initiatives provide the goals for the IT Department to utilize resources to support citywide projects. By better understanding the Information Technology goals of the City, each Department should be better able to budget for technology expenditures, use technology in the field more efficiently, and evaluate the usage of technology in relation to the goals of the Strategic Technology Initiatives. Resources Provided below are a list of resources for city departments to conduct their own needs assessment and evaluation, including: Budget Worksheets: Appendix G Budget Worksheets (Departmental Overview) Current IT Policies and Procedures: Appendix E: Guidelines for Changes to Software and Hardware Appendix F: Current IT Policies 5. Effective Use of ERP The goal is to use SunGard system software efficiently through training that targets employees’ lack of understanding, training, or unwillingness to learn and use the software. HR Applicant Tracking Applications 6. Records Management To better user Laserfiche as a way to structure record management and archiving. Explore how to better use Laserfiche 7. Disaster Recovery Planning To continually review contingency plans for disaster recovery on an ongoing basis. Create Robust Disaster Recovery Plan for Main Data Centers 8. GIS System Development To more effectively integrate GIS (Global Information Systems) into the provision of City services. Upgrade to Web Mapping City of Bozeman, MT - IT Plan, FY 2015-2017 City of Bozeman, MT 3 Technology Replacement Schedules: Appendix B: 4 Year Server Replacement Schedule Appendix C: 4 Year PC Replacement Schedule by Department Appendix D: 4 Year Ruggedized Replacement Schedule by Department Infrastructure Review: Appendix A: Technology Infrastructure Description City of Bozeman, MT - IT Plan, FY 2015-2017 City of Bozeman, MT 4 Information Technology Plan 2015 - 2017 IT Plan Vision The vision of the IT Plan is to foster communication between the City departments, the IT Department, and City leadership to effectively streamline the information technology strategic initiatives, the various IT projects approved by City Departments and the City Commission, and the goals and priorities of City departments in their budgetary tasks (planning) and meeting their IT needs in service to the general public (implementation). Stated another way, the main goal of the IT Plan is to bring the use of, and goals for, technology into alignment with the overall strategic initiatives and critical objectives of the City of Bozeman. Another goal of the IT Plan is to facilitate technology understanding by allowing departments to gain some insight into what the rest of the organization is doing to accomplish technology goals. This plan is a living document in that the Plan will be updated annually to identify new projects and any changes in the critical objectives that are raised in planning for the next three years. New projects will be added and other completed projects may be removed from the planning document. Any changes in the objectives of the strategic initiatives or projects will be incorporated in the document as well as changes in each department’s IT goals and priorities The IT Plan is to be used for department planning and budgeting, to guide IT implementation at the department level, and to structure the evaluation of IT initiatives. The document provides background information about the number of PCs, servers, and Ruggedized equipment that are to be replaced annually. It also shows the larger technology initiatives of the City within the area mission of each department and may reflect additions to future Capital Improvement Plans and annual budget requests. The IT Plan also frames how IT initiatives are to be implemented by outlining vision, purpose, and critical objectives of each strategic initiative and each department goal. Third, we can measure progress towards achieving each department’s priorities and finishing projects by evaluating IT implementation in line with these objectives. Goals and Priorities The City has established specific goals for the expansion and use of their technological infrastructure reflected by the eight Strategic Technology Initiatives that frame each city technology project. Time bound priorities establish the Next Steps for the City and each department to pursue in order to achieve their goals. Building on the correspondence between goals and priorities, the IT Department and other City administrators will offer their own recommendations on how the City and each department should acquire and use their technologies in the future. In this IT Plan there are three levels of priorities reflecting different timelines within the Plan: low, medium, and high. A low priority project is considered important but not immediately critical to the mission of the City and each department. A low priority project will start within the next 36 months. A medium project is considered important to long-term success of each City strategic initiative and should be implemented within the term of the Plan, and will have a start date within the next 24 months. A high priority project is considered mission critical for the City and should be implemented within the next 12 months. City of Bozeman, MT - IT Plan, FY 2015-2017 City of Bozeman, MT 5 Background to the IT Network in the City This section of the plan overviews the City’s current software usage and systems, current infrastructure, hardware characteristics of the network, and procedures and policies that guide network usage. Review of Current Software Systems The primary software applications that are in use by the City of Bozeman are SunGard resource planning software; Cityworks work order and asset management software, GIS related applications, Microsoft Office (2007 and 2013), Justware, Fullcourt, Firehouse, Kentico, and Laserfiche. Most City employees use SunGard when they enter a bill into accounts payable or receive their paycheck that was generated by SunGard. Cityworks interfaces with ESRI GIS software applications to allow city workers to make use of asset information in a mapped environment. ESRI is the vendor that provides most of the GIS applications and forms the backbone of the City's infrastructure records. All departments use Microsoft Office and many departments are upgrading to Microsoft Office 2013. Justware is used by the Legal Department for tracking City Prosecution case files. Fullcourt is used by the Municipal Court to operate, track, and record the court's work. Firehouse is the software that the fire stations use for personnel tracking, apparatus, and incident management. Kentico is the City's Internet Content Management System for internal and external websites. The City Clerk, Community Development, and other City Departments use Laserfiche for maintaining records. Police uses MPS, APS, iLeads, Netmotion and Arbitrator to perform it’s critical functions. Review of Current Network and Hardware A critical piece of the City's Information Technology is the network backbone that allows servers, personal computers, ruggedized equipment and other devices to communicate. The City’s network of copper cable, fiber optics, and wireless connectivity is critical to the ability of the city to provide services to the community. The City's network contains a redundant connectivity solution that uses radio links as backup (secondary) connections in the event that we lose one of our primary connections. There are two data centers in the City's network (in City Hall and in the Professional Building). Data centers are physical locations that house large quantities of server and network equipment. There are four server rooms in the network: Emergency Operations Center, Fire Station #3, Law and Justice Center, and the Library. Each server is on a five-year minimum replacement cycle, however actual replacement depends on the current application demand and whether the warranty can be extended beyond five years. Each server has an estimated replacement cost of $5000.00, including the hardware and configuration. The City has recently increased the number of virtual servers, which are more cost effective. Provided below is additional information about City requirements on server replacements: Figure 1 - New Server Minimum Recommended Hardware Configuration ITEM CONFIGURATION Processor 2 Processor capable, whatever newest processor is RAM 128 GIG of RAM Disk Space Appropriate space in a RAID configuration Network Interface Card Operating System Dual 100/1000Mbps 64 Bit OS City of Bozeman, MT - IT Plan, FY 2015-2017 City of Bozeman, MT 6 The City has approximately 415 PC devices including a large number of Ruggedized equipment (Tough Books and Tough Pads). The vendor for desktops and laptops is Dell and the Ruggadized equipment are purchased from Panasonic. The City sponsors a 4-year replacement cycle on all PCs, although many are not replaced for six years or more. Two reasons for replacing old computers is that older computers are subject to increased security risks and it may be more cost effective to purchase a new computer given the costs of new applications and updates. Each computer has an estimated replacement cost of $1200.00 including the hardware and configuration. Ruggedized equipment has a longer life cycle, from five to ten years before the equipment needs to be replaced. Surface devices and other tablets are subject to current manufacturer builds and range from $800-$1,500. Provided below is additional information on City requirements for hardware and software acquisitions. Figure 2: New Desktop PC Minimum Recommended Hardware Configuration ITEM CONFIGURATION Processor Duo or Quad Core 3.0 GHZ RAM 8 GIG of RAM Disk Space 320 GB Network Interface Card 100/1000Mbps Video Card 1 GB Video Card Operating System Microsoft Windows 7 Pro 64 bit Figure 3 - New Laptop Minimum Recommended Hardware Configuration ITEM CONFIGURATION Processor Duo or Quad Core 3.0 GHZ RAM 8 GIG of RAM Disk Space 320 GB Network Interface Card 100/1000Mbps Video Card 1 GB Video Card OS Microsoft Windows 7 Pro 64 bit Review of IT Procedures and Policies Regarding Technology Acquisitions and Upgrades The general guidelines for departments when updating or acquiring new software and hardware is to make sure the IT manager is knowledgeable of any changes, to investigate whether other departments will need access to the application and its data, what kind of interruption will the acquisition/upgrade have on my department’s current computing environment, and will the new acquisition or upgrade change how data and information is presented to the public. Departments should not be independent in their purchasing of new equipment (e.g. they should follow the City’s standardized recommendations), they should not dramatically change the way the City presents itself to the general public (e.g. by changing the look and feel City of Bozeman, MT - IT Plan, FY 2015-2017 City of Bozeman, MT 7 of a department’s web presence), and the departments should not hire outside IT consultants without first consulting the IT Department (e.g. a web developer that could change the department’s web presence). Guidelines for New Software Acquisitions and Upgrades In regards to new applications, the IT Department recommends that departments refer to existing SunGard applications to see if they will meet department needs and address closely their need for a third party application. SunGard applications have the potential to provide seamless integration with other City services and will reduce the amount of dual entry that is performed. Third party applications should be researched looking for the way a new application can be linked to other applications (e.g. Microsoft SQL applications), what kind of support the vendor will provide, who within the organization will maintain the application and provide training, and the departments should research if there is a cloud based opportunity. Many factors need to be understood when upgrading an application, including whether or not the department has a plan for the install, whether the vendor will help with the upgrade, whether new hardware should be in place before the upgrade, and whether new training should be given to employees. Guidelines for New Hardware Acquisitions Upgrades In general City workers should follow IT standardization procedures mandated by the City including the use of Dell for personal computers and servers, Panasonic for Ruggedized equipment, Microsoft Surface devices for tablets, and the Microsoft Office Suite for productivity software. Use of Dell/Panasonic allows the City to work with two vendors for all support and to grow relationships that are beneficial to bring down the cost of the equipment and support its use. These vendors also provide one stop shops that allow us to streamline the servicing of equipment. The use of Microsoft Office allows for the standardized use and sharing of documents. Current IT Policies The City of Bozeman has adopted four policies that guide computing in the City: IT Use Policy, Social Media Use Policy, the BYOD Policy, and the Website Policy. The City has developed and adopted an official IT Use Policy for its employees. It is designed to provide guidance for employees with questions on what is or is not allowed as far as IT resource usage. The Social Media Policy presents a number of guidelines that must be followed by City employees when they are using social media. The BYOD policy clarifies the use of personal computing device by employees when they are working. The website policies clarify content that is to be made available to the general public. City Strategic Technology Initiatives Strategic Technology Initiatives are larger organization wide objectives that are critical to the success of the City of Bozeman over the term of the IT Plan (three years). Annually, the IT Department and other key city personnel, review the City's strategic initiatives and update the IT Plan to reflect recent changes in the initiative and the addition/removal of technology projects to reflect changing priorities and completion of technology goals. Mobile Computing Mobile Computing is any technology whether hardware or software that allows users to connect to, use, and interact with software applications from any locations. The goal of the Mobile Computing Initiative is to City of Bozeman, MT - IT Plan, FY 2015-2017 City of Bozeman, MT 8 improve access to mobile computing devices and usage of mobile applications by city workers serving the City of Bozeman’s public. Examples of ongoing city projects related to this initiative include building-mobile inspections, implementing Cityworks for Streets Department, Cityworks for Parks, Recreation, and Cemetery Department, Cityworks for Public Works Department (Solid Waste), Cityworks for the Facilities Department. Use of mobile data terminals both laptop and tablet configurations. Also related to this initiative is the need to better communicate the City's BYOD policy (Bring Your Own Device) for employees that use their own technologies at work, IT Use policy, and Social Media Use policy. Cloud Computing Cloud computing in its most basic form is the use of computing resources (hardware and software) that are available in a remote location but accessible over a network (usually the Internet). The City can save resources by either off-loading data services to a remote public location or creating an internal private network that would streamline resources. Off- loading data services to a remote location would remove the need to back up and update computers on the City's network. A private cloud computing initiative preforms the same tasks, but the location of the data center is within the organization. The IT Department and the City of Bozeman will strive to clarify the future role of cloud computing within the city by framing how cloud computing faces legal, political, and resource constraints in the City. The IT Department will explore private cloud opportunities as well as public offerings. Improving Technology Utilization and Proficiency The goal is to improve the efficiency of technology usage and providing services through training and hardware upgrades. If technologies can be identified that can automate some of these procedures then the technologies can make people perform their work tasks more efficiently. In addition, training on both hardware and software is critical to the successful use of the technologies along with just-in-time technical support (provided by the IT Department). There are three kinds of training provided by the IT Department: Required General Training (provided over the first six months of employment), Advanced Training in such topics as Microsoft Office applications, Microsoft Access, and Adobe Professional; and Training Opportunities for future professional enrichment. The primary ways that the City is promoting technology utilization is through four projects: AV capture is used by the City Clerks Office which will help City Commission meeting preparation and execution, relocation of data centers, networking with fiber optics from Fire Station 1 to City Hall, and networking from the Shops Complex/Emergency Operations Center and City Hall. Network infrastructure is crucial since no other single component of the Plan has a larger effect on people's ability to use the City's systems. The primary way to improve technology proficiency has been to upgrade Microsoft Office to the latest version; offer enhanced training opportunities that are specific to department needs, and streamlining help desk priorities. Public Online Presence The primary goal is to increase the ability of the City to deliver a higher level of service to taxpayers by making it more convenient for them to conduct business with the City. The goals in updating the City's web presence are to also streamline online service provision and reflect the recent reorganization in the City City of Bozeman, MT - IT Plan, FY 2015-2017 City of Bozeman, MT 9 government. Three city projects that update the online presence of the City are the use by the Building Department of Click 2 Gov, use by the City of electronic plan review, and Online City Hall. A rewrite of the city website to make it mobile friendly and have a design structure that approaches things from the perspective of a citizen trying to conduct business with the city. Effective Use of ERP This initiative is an ongoing process of determining if City employees in different departments have received enough technology training to take full advantage of the SunGard system software. The goal is to use SunGard system software efficiently through training that targets employees’ lack of understanding, training, or unwillingness to learn and use the software. Three projects currently underway are the provision of more SunGard training by the Planning and Community Development Department, applicant tracking by the Human Resources Division, and employee self-service opportunities and time tracking offered by the Human Resources Division. Records Management The primary goals related to the City’s record management are to better use an upgraded version of Laserfiche as a way to structure record management and archiving by FY 2016, to assess different document types by department by FY 2015, and to implement Litigation Hold Software. Of all City departments, only the Clerks Office has performed a comprehensive needs assessment including document types, classifications, and retention schedules applied to the document types. This needs assessment is seen as a model for the rest of the City’s department to conduct. The purpose of the Litigation Hold Software is to facilitate an easier and more dependable way of placing a litigation hold on city records and to help in the search for records when a records request is made to ease the burden of time to go through and redact certain pieces of information. Much work is needed to foster an environment of true collaboration on documents with version control and work flow of records. Disaster Recovery Planning The main goal of the City in relation to Disaster Recovery Planning is to continually review contingency plans for disaster recovery on an ongoing basis for main data centers, the IT Department, and the City of Bozeman (by FY 2015). By reviewing each data center and identifying critical services being served by the data center, it is easier to mitigate the risks identified by laying out a plan of recovery in case a disaster does occur. The same process will be conducted by the IT Department and the City of Bozeman as a whole. GIS System Development The main goal of the City in relation to GIS Systems Development (Global Information Systems) is to more effectively integrate GIS into the provision of City services by providing for web mapping upgrade and to use Safe Source applications in the development of the system. City of Bozeman, MT - IT Plan, FY 2015-2017 City of Bozeman, MT 10 Departmental IT Planning Documents IT Planning Document for the Administrative Services Department The mission of the Administrative Services Department addresses the need to efficiently serve the citizens of Bozeman through coordinated services of the Finance, Human Resources, and Information Technology Offices. The Department serves a variety of internal and external customers and much of the department’s technology needs are premised by the need for accurate service delivery and convenience for external customers. The Department has an array of technological tools used for delivering services. In the City’s General Fund, there are fourteen servers that are replaced on a five-year cycle. It has fifty-nine personal computers that are replaced on a four-year cycle. The strategic goals and priorities of the Finance and Human Resources offices will be addressed in this section. A separate planning tool for the Information Technology Office is included in this document. IT Plan Goals for the Finance Office For the public, the Finance Department conducts billing and collection of all amounts owed to the City (Treasury); accounts payable (Accounting); grant proposals, awards, project completion, and reporting (Grants); and implementation of the City’s Municipal Climate Action Plan (Sustainability). The main goal of the Finance Office is to provide efficient customer service, accurate revenue processing, and reliable reporting of financial activity. As it pertains to software usage, the goal of the Finance Department is to make more effective use of QREP, provide more SunGard training and better use SunGard products, and engage in regular hardware upgrade cycles. This includes a goal of streamlining the City’s bill paying web presence and assessing the bill paying model for the City by better using existing software for electronic payments. As it pertains to public services, the Finance Department will review the website to assess how to better provide services and information to the public and provide more e-services in order to complete the Department’s Mission. Many online bill-paying applications have recently been provided to the general public, however there is a need to streamline usability. An example of streamlining applications for internal use includes the integration and enhancement of databases used by the Sungard system by Accounting. IT Plan Goals for the Human Resources Office The mission of the Human Resources Office addresses the need to provide efficient customer service to the City’s applicant pool, current employees, and past employees. Confidentiality, competency of systems, and accuracy of records are three service-orientated objectives. Competency of systems addresses the need to provide enhanced services through the Sungard system and an assessment of how to better organize employee training through the integration of a learning management system. Next Steps Two priorities of the Finance Office are to provide enhancements to the City’s database applications of the Sungard system - Navline (FY 2016) and an assessment of the need to replace the Sungard system (FY 2019). Efforts should also be made to improve the usability of the online services so that external customers may more conveniently submit payments to the City (FY 2015). The Office should also conduct an assessment of a new bill-paying model (FY 2015). As it relates to the reporting of financial activity, City of Bozeman, MT - IT Plan, FY 2015-2017 City of Bozeman, MT 11 employees report the goal to integrate the Cognos.bi application to the Sungard system (FY 2016). Also important is the increased use of Laserfiche for documentation and reporting purposes (FY 2016). As it relates to hardware improvements, the Office is undergoing enhancements by adding a new Interactive Voice Response System (FY 2015). Figure 3: Strategic Technological Initiatives and Finance Office Priorities Finance Office Project Strategic Tech Initiative Priority Assessment of New Bill Paying Model Effective Use of ERP High Assessment of SunGard for Potential Replacement Effective Use of ERP Low Enhancements to Online Presence for General Public Mobile Computing High Hardware Upgrades (e.g. New Scanner) Records Management High Improved Usability of Online Services Public Online Presence High Integration of Cognos.bi Improved Technology Use Medium Interactive Voice Response System Improved Technology Use High Laserfiche for Documentation and Reporting Records Management Medium Upgrades to SunGard – NavLine Effective Use of ERP Medium A priority of the Human Resources Office is to provide more HR Modules through the existing Sungard Software Application, including modules on performance appraisals and time tracking of employees (FY 2015) and tracking of new applicants (FY 2015). Also, employees hope to explore options for an upgraded or new learning management system (FY 2017). Hardware improvements include consolidating personal computers, mobile technology, and purchasing a new office printer. Figure 4: Strategic Technology Initiatives and Finance Office Priorities Human Resources Project Strategic Tech Initiative Priority Applicant Tracking Improved Technology Use High Learning Management System Improved Technology Use Effective Use of ERP Medium Performance Evaluations Improved Technology Use Medium Time Tracking Improved Technology Use High City of Bozeman, MT - IT Plan, FY 2015-2017 City of Bozeman, MT 12 The following budget summary is provided to give context to the thirteen IT priorities. Figure 5: Budget Worksheet – Administrative Services FY 2016 Hardware Communication Technologies Personal Computers $4,400.00 Printers Ruggedized Equipment Servers Software Resources Provided below are a list of resources for city departments to conduct their own needs assessment and evaluation, including: Budget Worksheets: Appendix G Budget Worksheets (Departmental Overview) Current IT Policies and Procedures: Appendix E: Guidelines for Changes to Software and Hardware Appendix F: Current IT Policies Technology Replacement Schedules: Appendix B: 4 Year Server Replacement Schedule Appendix C: 4 Year PC Replacement Schedule by Department Appendix D: 4 Year Ruggedized Replacement Schedule by Department City of Bozeman, MT - IT Plan, FY 2015-2017 City of Bozeman, MT 13 IT Planning Document for the Clerk’s Office The City Clerk's Office is dedicated to preparing the proceedings of the City Commission and preserving City records, using integrity to offer timely and courteous service to the citizens and staff of Bozeman, Montana, along with enhancing the ability of the citizenry to participate in local government. As it relates to the IT Plan, the Clerks Office has automated and incorporated an online presence in its records keeping and efforts to promote the participation of Bozeman’s citizens. In the past it has strived to streamline the right of the citizenry to connect through the online city hall as well as its use of social media. Next Steps The Clerks Office has three technology goals in the near future: to improve the use of Laserfiche for records keeping and connecting Laserfiche to Legal Hold (FY 2015), to promote the use of paperless packets and strive for a paperless office (FY 2016), and to improve the use of technologies available for office use, including a better scanner, new monitor, and ergonomic keyboards for office employees (FY 2015). Figure 6: Strategic Technology Initiatives and Clerks Office Priorities Clerk’s Office Project Strategic Tech Initiative Priority Better Utilize Laserfiche for Records Keeping Records Management High Improve Office Access to Technologies Improved Technology Use High Institute a Paperless Office Environment Records Management Medium The following budget summary is provided to give context to the three IT priorities. Figure 7: Budget Worksheet – Clerk’s Office FY 2016 Hardware Communication Technologies Personal Computers $2,200.00 Printers Ruggedized Equipment Servers Software City of Bozeman, MT - IT Plan, FY 2015-2017 City of Bozeman, MT 14 Resources Provided below are a list of resources for city departments to conduct their own needs assessment and evaluation, including: Budget Worksheets: Appendix G Budget Worksheets (Departmental Overview) Current IT Policies and Procedures: Appendix E: Guidelines for Changes to Software and Hardware Appendix F: Current IT Policies Technology Replacement Schedules: Appendix B: 4 Year Server Replacement Schedule Appendix C: 4 Year PC Replacement Schedule by Department Appendix D: 4 Year Ruggedized Replacement Schedule by Department City of Bozeman, MT - IT Plan, FY 2015-2017 City of Bozeman, MT 15 IT Planning Document for the Community Development Department The Mission of the Community Development Department is to preserve and enhance Bozeman’s unique quality of life through innovative and responsible planning and community development. The City of Bozeman, like many other communities, invests community resources in planning for the following purpose: to protect the public health and safety and advance the well-being of the community at large. The goal of the Community Development Department is to provide development review in a timely and comprehensive manner to their customers. The goal of community development is to encourage efficiency and effectiveness of government through coordinated policies and programs. Department of Community Development staff assist the Planning Board in preparing plans for the community. The Planning Board is made up of 9 members of the community. The mission of the Building Division is to provide the community with a source of knowledge and expertise in the review of building plans and the inspection of building projects to safeguard life, limb, health, property and public welfare. The Building Inspection Division team will continually strive to improve the public's satisfaction with their service, professionalism and knowledge. Public safety in building project plan review, permitting, and inspections will not be compromised and, of necessity, problems will be resolved within the guidelines of the adopted codes. Community awareness and education is an important function of the Building Inspection Division and will continue to be part of the building permit process. IT Plan Goals for the Community Development Department The community development has four broad goals including the improved use of software through improved technology training, improved use and mobility of hardware by migrating staff members to laptops, improved service provision to its customers (development review program), and improve design to the Department’s web presence. Over the long term, the Community Development Department wants a role in the assessment of a possible replacement for the Sungard system (FY 2019). IT Plan Goals for Building Division The main goal of the Building Division is to use technology more accurately and efficiently. As the department has undergone significant recent technology upgrades, much of the goals of the department relate to use of the technologies. The division views training in existing systems as a high priority as well as improving the consistency of how the hardware works in the field. Over the last year, the Building Division has undergone extensive upgrades to its technology infrastructure, including the addition of ten Tough Pads that are used in the field when employees are conducting building inspections. The department has also enhanced its usage of the Sungard system and third party applications such as Mobile Field used for the department’s Electronic Plan Review. Next Steps Listed in the Table below are six projects that pertain to every division of the Community Development Department. A High Priority represents a project that is scheduled to be address by FY 2014 - 2015, a Medium priority is scheduled to be addressed by FY 2015 – 2016, and a Low priority is scheduled to be addressed by FY 2016 – 2017. City of Bozeman, MT - IT Plan, FY 2015-2017 City of Bozeman, MT 16 Figure 8: Strategic Technology Initiatives and Community Development Priorities Community Development Project Strategic Tech Initiative Priority Assessing the Replacement of the Sungard System Effective Use of ERP Low Conduct a Better Development Review Program Improved Technology Use High Enhanced Training Opportunities Improved Technology Use High Improved Use of Click2Gov Improved Technology Use High Improved Website Redesign Public Online Presence High Improved Use of Technologies (including laptops) Mobile Computing Medium The Building Division will transition all computers to Microsoft Office 2013 (FY 2015) and begin a new process of the digitization of the Building Department’s records (FY 2016). In regards to hardware improvements, the Building Department will introduce a new Interactive Voice Response System (FY 2015), purchase an office printer, consider purchasing a large format scanner, and provide for periodic computer changes. Figure 9: Strategic Technology Initiatives and Building Division Priorities Building Division Project Strategic Tech Initiative Priority Enhanced digitization of Records Records Management Medium Improve Consistency in Use of Hardware Services Improved Technology Use High Introduce a New Interactive Voice Response System Improved Technology Use High Provide Enhanced Training Opportunities Improved Technology Use High Purchase Office Technologies Improved Technology Use Medium Transition all Computers to Microsoft Office 2013 Improved Technology Use High In order to support these twelve projects, a preliminary budget tools is offered below. Figure 10: Budget Worksheet – Community Development Department City of Bozeman, MT - IT Plan, FY 2015-2017 City of Bozeman, MT 17 FY 2016 Hardware Communication Technologies Personal Computers $5,500.00 Printers Ruggedized Equipment Servers Software Resources Provided below are a list of resources for city departments to conduct their own needs assessment and evaluation, including: Budget Worksheets: Appendix G Budget Worksheets (Departmental Overview) Current IT Policies and Procedures: Appendix E: Guidelines for Changes to Software and Hardware Appendix F: Current IT Policies Technology Replacement Schedules: Appendix B: 4 Year Server Replacement Schedule Appendix C: 4 Year PC Replacement Schedule by Department Appendix D: 4 Year Ruggedized Replacement Schedule by Department City of Bozeman, MT - IT Plan, FY 2015-2017 City of Bozeman, MT 18 IT Planning Document for the Economic Development Department The mission of the Economic Development Department is to facilitate job creation and increase the growth of sectors with jobs that pay well and to communicate the value of Bozeman as a place to do business. Communicating Bozeman’s value requires professional presentation and access to data. The department is a highly mobile office and many of their meetings are offsite. The department anticipates using lightweight and highly mobile computing devices with an increasing reliance on wireless access for work related programs and data. IT Plan Goals for the Economic Development Department The department supports a modern redesigned website geared towards promoting economic development. The department also continues to support GIS applications that make it easier to extract and share community development data. The department supports the broad objective of collaborating with the IT department on a community fiber optic network that lowers the cost of fiber connections for businesses and residents. A major goal of the department is to construct Phase 1 of the Fiber Master Plan connecting City, County, and School locations within the Bozeman area. Next Steps A high priority of the Economic Development Department is to implement the Bozeman Fiber Master Plan by connecting city facilities, in particular between the Shops Complex and City Hall and a second link between City Hall and the Professional Building. The department’s hardware needs include new smart phones, lightweight laptops, and tablets for mobility. The office also supports the ongoing effort to share City data more effectively and improve the use of common software applications used by the City. Listed in the Table below are four goals that the Economic Development Department. A High Priority represents a project that is scheduled to be address by FY 2014 - 2015, a Medium priority is scheduled to be addressed by FY 2015 – 2016, and a Low priority is scheduled to be addressed by FY 2016 – 2017. Figure 11: Strategic Technology Initiatives and Economic Development Departmental Priorities Economic Development Project Strategic Tech Initiative Priority Hardware Upgrades Improved Technology Use Medium Improve the City’s Online Presence and Ability to Share Data Public Online Presence Medium Media Library Improved Technology Use High Phase 1 Fiber Master Plan Mobile Computing High City of Bozeman, MT - IT Plan, FY 2015-2017 City of Bozeman, MT 19 The following budget summary is provided to give context to the four IT priorities. Figure 12: Budget Worksheet – Economic Development FY 2016 Hardware Communication Technologies Personal Computers $ - Printers Ruggedized Equipment Servers Software Resources Provided below are a list of resources for city departments to conduct their own needs assessment and evaluation, including: Budget Worksheets: Appendix G Budget Worksheets (Departmental Overview) Current IT Policies and Procedures: Appendix E: Guidelines for Changes to Software and Hardware Appendix F: Current IT Policies Technology Replacement Schedules: Appendix B: 4 Year Server Replacement Schedule Appendix C: 4 Year PC Replacement Schedule by Department Appendix D: 4 Year Ruggedized Replacement Schedule by Department City of Bozeman, MT - IT Plan, FY 2015-2017 City of Bozeman, MT 20 IT Planning Document for the Facilities Management Division The mission of the Facilities Services Division is to ensure safety for all users of City buildings, foster efficiency in energy usage, put in place a solid water use and conservation plan, and ensure the maintenance of all the City’s critical assets. The main IT goal of the division is the community broadband initiative (Bozeman Fiber Master Plan). Phase 1 of the initiative involves connecting more City buildings to City Hall. Two additional IT goals of the Facilities Management Division are Wireless building lock and entry security system and building security camera system. The division also has the goals of replacing/upgrading hardware on a regular schedule and fostering training opportunities for all employees. The implementation of Cityworks is critical to the divisions efficiency and effectiveness and will allow for better facility planning and maintenance. Next Steps Listed in the Table below are four goals of the Facilities Management Division. A High Priority represents a project that is scheduled to be address by FY 2014 - 2015, a Medium priority is scheduled to be addressed by FY 2015 – 2016, and a Low priority is scheduled to be addressed by FY 2016 – 2017. Figure 13: Strategic Technology Initiatives and Facilities Management Priorities Facilities Management Project Strategic Tech Initiative Priority Community Broadband Initiative Improved Technology Use Medium Improved Training Opportunities (e.g. Cityworks) Improved Technology Use Medium Replace Upgrade Hardware (Toughpads and IPads) Mobile Computing High Upgrade Microsoft Office and Cityworks Improved Technology Use High City Works Improved Technology Use High The following budget summary is provided to give context to the four IT priorities. Figure 14: Budget Worksheet – Facilities Management FY 2016 Hardware Communication Technologies Personal Computers $1,100.00 Printers Ruggedized Equipment $6,000.00 Servers Software City of Bozeman, MT - IT Plan, FY 2015-2017 City of Bozeman, MT 21 Resources Provided below are a list of resources for city departments to conduct their own needs assessment and evaluation, including: Budget Worksheets: Appendix G Budget Worksheets (Departmental Overview) Current IT Policies and Procedures: Appendix E: Guidelines for Changes to Software and Hardware Appendix F: Current IT Policies Technology Replacement Schedules: Appendix B: 4 Year Server Replacement Schedule Appendix C: 4 Year PC Replacement Schedule by Department Appendix D: 4 Year Ruggedized Replacement Schedule by Department City of Bozeman, MT - IT Plan, FY 2015-2017 City of Bozeman, MT 22 IT Planning Document for the Fire Department The purpose of the programs of the Fire Department is to ensure the health, safety, and welfare of those living in the City of Bozeman. The Fire Department focuses on making and maintaining reliable systems, enhancing robust services, and creating redundant systems that provide a consistent ability to respond well to emergencies. The goal of the Fire Department in relation to its IT use is to effectively use technologies in order to mitigate situations out of the City’s ability to manage. The Fire Department seeks to manage IT issues within the department through the use of one local administrator and a system of contact with the IT department. A goal of the Fire Department is to integrate the Firehouse application with the Sungard system. Another goal is to upgrade its hardware by purchasing over the next three years replacement PCs, improved Tablet devices, and a new server. In regards to issues other than hardware and software, the Fire Department hopes to improve City – County IT relationships, engage in a records management overhaul, and to build on the existing disaster recovery plan by addressing IT to a greater extent. Next Steps Listed in the Table below are four projects that the Fire Department. A High Priority represents a project that is scheduled to be address by FY 2014 - 2015, a Medium priority are scheduled to be addressed by FY 2015 – 2016, and a Low priority is scheduled to be addressed by FY 2016 – 2017. Figure 15: Strategic Technology Initiatives and Fire Department Priorities Fire Department Project Strategic Tech Initiative Priority Improve the IT Components of the Disaster Recovery Plan Disaster Recovery Plan Medium Improve the Records Management System Records Management Medium Plan for Integration of Firehouse 4 (GIS enabled) Improved Technology Use Medium Upgrade to a .NET version of Firehouse Improved Technology Use Medium The following budget summary is provided to give context to the four IT priorities. Figure 16: Budget Worksheet - Fire Department FY 2016 Hardware Communication Technologies Personal Computers $2,200.00 Printers Ruggedized Equipment Servers Software City of Bozeman, MT - IT Plan, FY 2015-2017 City of Bozeman, MT 23 Resources Provided below are a list of resources for city departments to conduct their own needs assessment and evaluation, including: Budget Worksheets: Appendix G Budget Worksheets (Departmental Overview) Current IT Policies and Procedures: Appendix E: Guidelines for Changes to Software and Hardware Appendix F: Current IT Policies Technology Replacement Schedules: Appendix B: 4 Year Server Replacement Schedule Appendix C: 4 Year PC Replacement Schedule by Department Appendix D: 4 Year Ruggedized Replacement Schedule by Department City of Bozeman, MT - IT Plan, FY 2015-2017 City of Bozeman, MT 24 IT Planning Document for the Global Information Systems Division The purpose of the GIS division is to provide accurate and complete spatial data for the City of Bozeman. The GIS division uses this data to simulate intelligent growth and management decisions while promoting the use of electronic data publically in a fair, efficient, and effective manner. The primary goal of the division is to improve the efficiency and effectiveness of the organization including access to public information. The primary IT goal of the GIS department is to improve the use of technologies across the city by enabling GIS components on numerous applications (as seen below). Next Steps Listed in the Table below are eleven projects of the Global Information Systems Division. A High Priority represents a project that is scheduled to be address by FY 2014 - 2015, a Medium priority are scheduled to be addressed by FY 2015 – 2016, and a Low priority is scheduled to be addressed by FY 2016 – 2017. Figure 17: Strategic Technology Initiatives and Global Information Systems Priorities GIS Division Project Strategic Tech Initiative Priority 311 Services Public Online Presence High Automatic Vehicle Location for Solid Wastes and Streets Division GIS Systems Development High Cityworks Upgrade GIS Systems Development High Cityworks Implementation in Parks and Recreation and Public Works Departments GIS Systems Development Medium ESRI Upgrade GIS Systems Development Medium FME Implementation Effective Use of ERP High Granite XP Upgrade GIS Systems Development Medium GTG/Sungard Implementation Effective Use of ERP High Interactive GIS Website Replacement Public Online Presence High Montana Data Portal GIS Systems Development High Use Innovyze for Asset Management Improved Technology Use Low City of Bozeman, MT - IT Plan, FY 2015-2017 City of Bozeman, MT 25 The following budget summary is provided to give context to the eleven IT priorities. Figure 18: Budget Worksheet – Global Information Systems FY 2016 Hardware Communication Technologies Personal Computers $2,100.00 Printers Ruggedized Equipment Servers Software Resources Provided below are a list of resources for city departments to conduct their own needs assessment and evaluation, including: Budget Worksheets: Appendix G Budget Worksheets (Departmental Overview) Current IT Policies and Procedures: Appendix E: Guidelines for Changes to Software and Hardware Appendix F: Current IT Policies Technology Replacement Schedules: Appendix B: 4 Year Server Replacement Schedule Appendix C: 4 Year PC Replacement Schedule by Department Appendix D: 4 Year Ruggedized Replacement Schedule by Department City of Bozeman, MT - IT Plan, FY 2015-2017 City of Bozeman, MT 26 IT Planning Document for the Information Technology Division The mission of the IT Division is to provide timely and effective levels of service to the employees and citizens of Bozeman by being proactive in their support approach and by keeping the City of Bozeman future focused on its use of technology. The IT Division is responsible for the design, ordering, installation, configuration, and ongoing support for all computer and network based technology in use at the City. The IT Division supports the hardware needs of the City through the work of six employees. The City currently has over 325 personal computers. The City also has servers that are used daily for the various functions of the City (45 servers that are used daily for various functions of the City), 46 switches and routers, 300 IP phones, and forty printers. The seven employees of the IT Division are the IT Manager, the Server Systems Administrator, the Network Systems Administrator, the Web Developer, two Help Desk Technician, and a part time library help desk person. The IT Managers job is to direct the work of the IT staff, manage IT projects, develop and implement long range IT plans, and to work closely with divisions to help them accomplish their technology goals. The Server Systems Administrator’s primary area of responsibility is to install, configure, and maintain the City's server infrastructure. The Network Systems Administrator’s primary area of responsibility is to install, configure, and maintain the City’s network infrastructure. The Web Developer has the responsibility of designing, updating, and supporting the City's website and all things web related. One Help Desk Technician supports the use of PCs throughout the City. The other Help Desk Technician is primarily focused on Public Safety issues. The library help desk Technician supports the use of pcs and servers in the library. IT Plan Goals for the Information Technology Division Two broad goals of the IT division focus on learning from the past mistakes of failed project implementations and to learn from the successes and failures of other City division in rolling out new initiatives. The IT Division proposes to pursue new avenues for cloud computing for more city services and programs (e.g. backup and storage). The IT Division supports the Bozeman Fiber Initiative and is actively involved in all phases of its deployment. In regards to public service, the IT Division would like to see an expanded use of 311 services that foster the involvement of the community and a greater focus on public safety needs. The IT division also supports the development of a new Disaster Recovery Plan (FY 2016). In regards to training, the IT department sponsors increased Sungard trainings that are relevant to the needs of the user. Next Steps The IT Division has numerous strategies that address how they may better provide their services. These priorities relate to technologies used in the City and in making sure that this use is efficient. The IT Division will strive to take advantage of the numerous opportunities presented by Cloud Computing technologies. The IT Division will further seek to integrate systems in order to streamline its services with the goal of providing increased IT access and usage. The division will seek to streamline the image and imaging process for PC computers and to replace computers on a regular schedule. Further, the division will seek to promote the efficiency of the use of technologies by fostering communication channels, streamlining priorities at the Help Desk; offering expanded training opportunities, and expanding online services. City of Bozeman, MT - IT Plan, FY 2015-2017 City of Bozeman, MT 27 Listed in the Table below are eight projects of the Information Technology Division. A High Priority represents a project that is scheduled to be address by FY 2014 - 2015, a Medium priority are scheduled to be addressed by FY 2015 – 2016, and a Low priority is scheduled to be addressed by FY 2016 – 2017. Figure 19: Strategic Technology Initiatives and Information Technology Priorities Information Technology Division Project Strategic Tech Initiative Priority Better Training Opportunities (e.g. Sungard applications) Improved Technology Use High Bozeman Fiber Initiative (Phase 1) Improved Technology Use Medium Improved Disaster Recovery Plan Disaster Recovery Plan Medium Increased Use of Cloud Computing Cloud Computing Medium Migration to Office 2013 or Office 365 Improved Technology Use High More Use of 311 Services/Mobile App for City Mobile Computing High Movement of Data Center (Rouse Offices) Improved Technology Use Low Replace iSCSI Device at City Hall Improved Technology Use Low More use of collaboration software like sharepoint Improved Technology Use High City of Bozeman, MT - IT Plan, FY 2015-2017 City of Bozeman, MT 28 The following budget summary is provided to give context to the eight IT priorities. Figure 20: Budget Worksheet – Information Technology FY 2016 Hardware Communication Technologies Personal Computers $2,200.00 Printers Ruggedized Equipment Servers Software Resources Provided below are a list of resources for city departments to conduct their own needs assessment and evaluation, including: Budget Worksheets: Appendix G Budget Worksheets (Departmental Overview) Current IT Policies and Procedures: Appendix E: Guidelines for Changes to Software and Hardware Appendix F: Current IT Policies Technology Replacement Schedules: Appendix B: 4 Year Server Replacement Schedule Appendix C: 4 Year PC Replacement Schedule by Department Appendix D: 4 Year Ruggedized Replacement Schedule by Department City of Bozeman, MT - IT Plan, FY 2015-2017 City of Bozeman, MT 29 IT Planning Document for the Legal Department The City Attorney is the legal adviser and attorney for the city. The City Attorney's Office is responsible for protecting the legal interests of the city. The City Attorney and staff represent the City before all courts, administrative agencies, and all legal proceedings involving the city; prosecute misdemeanors and traffic offenses committed within city limits; provide legal advice to the City Commission, City Manager, and all departmental staff; and prepare or review contracts, deeds, resolutions, ordinances, and other municipal documents. The Legal Department's staff includes, the City Attorney, two Assistant City Attorney's, two Prosecutors, two full time Legal Assistants and a part time Legal Assistant. In all, the Legal Department has ten users that are located in City Hall. They frequently use Adobe Professional, Laserfiche, Microsoft Office, Full Court, and Justware applications. IT Plan Goals for the Legal Department The Legal Department has four goals for IT in the department. The department seeks to foster a state of the art technology environment for both the police and the courts. The main goal is to better the work of the City Attorney so that the office can provide more efficient public service. By receiving more targeted training on the applications that the department uses and relevant to the specific tasks the department preforms, employee skills will be improved in such a way to improve efficiency and effectiveness. The department has the goal to be a paperless office during the scope of the IT Plan. This includes expanding the use of Laserfiche and improving the interface between Justware and Laserfiche. Also, the department wants to acquire new Civil Litigation software within the term of the IT Plan. The department also has determined it is time to investigate how to add more IT hardware to courtrooms. Another priority is for the department to be involved with any Records Information Management discussions throughout the City. Legal Hold software is at the top of the list of projects to get accomplished as soon as possible. Next Steps There are four IT projects specific to the Legal Department. The IT department will provide targeted Adobe training in the training lab specific to the needs of the Legal Department. Staff members will investigate the need to change courtroom equipment. Specifically, staff will look at the need for dual monitors with privacy screens for litigants. The Legal Department will also provide case information on CD and expand the use of Laserfiche whenever possible to cut down on the use of paper. Listed in the Table below are four goals that the Legal Department. A High Priority represents a project that is scheduled to be address by FY 2014 - 2015, a Medium priority are scheduled to be addressed by FY 2015 – 2016, and a Low priority is scheduled to be addressed by FY 2016 – 2017. City of Bozeman, MT - IT Plan, FY 2015-2017 City of Bozeman, MT 30 Figure 21: Strategic Technology Initiatives and Legal Department Priorities Law Department Project Strategic Tech Initiative Priority Assess Improvements to Records Management Records Management High Assess Potential to Provide More Technologies into Courtrooms Improved Technology Use High Expand the Use of Laserfiche (Paperless Office) Improved Technology Use Medium Improve Training Opportunities about Adobe Professional, Justware, and Laserfiche Improved Technology Use High Legal Hold Software Records Management High The following budget summary is provided to give context to the four IT priorities. Figure 22: Budget Worksheet – Legal Department FY 2016 Hardware Communication Technologies Personal Computers $4,400.00 Printers Ruggedized Equipment Servers Software Resources Provided below are a list of resources for city departments to conduct their own needs assessment and evaluation, including: Budget Worksheets: Appendix G Budget Worksheets (Departmental Overview) Current IT Policies and Procedures: Appendix E: Guidelines for Changes to Software and Hardware Appendix F: Current IT Policies Technology Replacement Schedules: Appendix B: 4 Year Server Replacement Schedule Appendix C: 4 Year PC Replacement Schedule by Department City of Bozeman, MT - IT Plan, FY 2015-2017 City of Bozeman, MT 31 Appendix D: 4 Year Ruggedized Replacement Schedule by Department IT Planning Document for the Library The Bozeman Public Library provides the community with free, open and equal access to general information on a broad array of topics; resources to promote personal growth and lifelong learning; popular materials to meet cultural and recreational needs; and the training needed to find, evaluate and use information effectively. A Board of Trustees governs Bozeman Public Library. The library has five broad strategic goals: creating an Information Epicenter, promoting Marketing and Awareness, conducting Outreach and Access, fostering Early Literacy, and engaging in Partnerships and Collaboration. For example, a strategic goal of the library is to build an Information Epicenter that would provide opportunities for the Library to bring organizations together to explore and share resources that will strengthen the community’s economic welfare and cultural environments. The Board sets library policies and oversees the general operation of library programs and services. The Library has forty users who include both full and part time staff. They use a mix of applications, including, Microsoft Office, Sirsi/Dynex, Cyrbaryn, and 3M Checkout System. The library has a server that is funded through its capital fund and replaced on a five-year schedule. IT Plan Goals for the Library The library has four broad goals in relation to the IT Plan: to conduct a website redesign and launch, to have mobile Internet within the Book Mobile, and to improve the quality of the hardware available in the library (city and for the public). For public access, the Library seeks to replace the PCs used in the Public Computer Lab, to improve the scanner station at the Library, and to open three new scanner stations. Next Steps Listed in the Table below are four projects of the Library. A High Priority represents a project that is scheduled to be address by FY 2014 - 2015, a Medium priority are scheduled to be addressed by FY 2015 – 2016, and a Low priority is scheduled to be addressed by FY 2016 – 2017. Figure 23: Strategic Technology Initiatives and Library Priorities Library Project Strategic Tech Initiative Priority Mobile Internet with the Book Mobile Improved Technology Use Medium Redesign the Library Website Public Online Presence Medium Replace Hardware Available to the Public Improved Technology Use Medium Replace Library Hardware (3D Printer, Projector and Training Station) Improved Technology Use High City of Bozeman, MT - IT Plan, FY 2015-2017 City of Bozeman, MT 32 The following budget summary is provided to give context to the four IT priorities. Figure 24: Budget Worksheet – Library/Public Machines FY 2016 Hardware Communication Technologies Personal Computers $6,600.00 Printers Ruggedized Equipment Servers Software FY 2016 Hardware Communication Technologies Personal Computers $ - Printers Ruggedized Equipment Servers Software Public Hardware/Software Resources Provided below are a list of resources for department planners to conduct their own needs assessment and evaluation, including: Budget Worksheets: Appendix G Budget Worksheets (Departmental Overview) Current IT Policies and Procedures: Appendix E: Guidelines for Changes to Software and Hardware Appendix F: Current IT Policies Technology Replacement Schedules: Appendix B: 4 Year Server Replacement Schedule Appendix C: 4 Year PC Replacement Schedule by Department Appendix D: 4 Year Ruggedized Replacement Schedule by Department City of Bozeman, MT - IT Plan, FY 2015-2017 City of Bozeman, MT 33 IT Planning Document for the Municipal Court The City of Bozeman is a City Commission/City Manager form of government with an elected Municipal Judge. These three entities form the legislative, executive and judicial branches of government. The Mission of the Municipal Court is to ensure the safety of Bozeman’s citizen and justice for the community. The Municipal Court has a server that is funded by the State of Montana that is scheduled to be replaced on a five-year schedule. This server needs to be replaced in FY 2015 and has already been acquired and installed and is being setup by State personel. Next Steps Listed in the Table below are two projects that the Municipal Court has identified. A High Priority represents a project that is scheduled to be address by FY 2014 - 2015, a Medium priority are scheduled to be addressed by FY 2015 – 2016, and a Low priority is scheduled to be addressed by FY 2016 – 2017. Figure 25: Strategic Technology Initiatives and Municipal Court Priorities Municipal Court Project Strategic Tech Initiative Priority Replacement Schedule for Essential Hardware (Scanners and Server) Improved Technology Use High Upgrading Software (Fullcourt and Microsoft Office) Improved Technology Use High The following budget summary is provided to give context to the three IT priorities. Figure 26: Budget Worksheet – Municipal Court FY 2016 Hardware Communication Technologies Personal Computers $2,200.00 Printers Ruggedized Equipment Servers Software Resources Provided below are a list of resources for city departments to conduct their own needs assessment and evaluation, including: Budget Worksheets: Appendix G Budget Worksheets (Departmental Overview) City of Bozeman, MT - IT Plan, FY 2015-2017 City of Bozeman, MT 34 Current IT Policies and Procedures: Appendix E: Guidelines for Changes to Software and Hardware Appendix F: Current IT Policies Technology Replacement Schedules: Appendix B: 4 Year Server Replacement Schedule Appendix C: 4 Year PC Replacement Schedule by Department Appendix D: 4 Year Ruggedized Replacement Schedule by Department City of Bozeman, MT - IT Plan, FY 2015-2017 City of Bozeman, MT 35 IT Planning Document for the Parking Office The mission of the Parking Office is to enforce City parking ordinances and to provide efficient customer service to the citizens of Bozeman. The bulk of the technology needs of the Parking Office are found in the Parking Garage and in the main office. The Parking Office had an old antiquated system that was replaced in FY 2014. The Parking Office has five users that are located in the Professional Building. They regularly use Microsoft Office, SunGard, and Autoissue. The Parking Office has five PC’s funded through enterprise funds that are replaced on a four-year schedule. IT Plan Goals for the Parking Office The Parking Office has two goals related to the IT Plan. Employees will look to maintain parking software that can take advantage of new technologies, specifically smartphones (AutoIssue and AutoProcess). The Parking Office will also seek to use applications more efficiently including using more fillable forms that may be emailed and using electronic signatures more frequently. The Parking Office will also provide more training opportunities for all employees (e.g. Adobe Professional). The Office will train employees about and use SQL databases more frequently. The Office will use share point or some other workflow application to foster internal communication. Next Steps Listed in the Table below are the main projects of the Parking Office. A High Priority represents a project that is scheduled to be address by FY 2014 - 2015, a Medium priority are scheduled to be addressed by FY 2015 – 2016, and a Low priority is scheduled to be addressed by FY 2016 – 2017. Figure 27: Strategic Technology Initiatives and Parking Office Priorities Parking Office Project Strategic Tech Initiative Priority Provide Enhanced Training Opportunities Improved Technology Use High Fillable Forms Improved Technology Use High The following budget summary is provided to give context to the IT priority. Figure 28: Budget Worksheet – Parking Office City of Bozeman, MT - IT Plan, FY 2015-2017 City of Bozeman, MT 36 FY 2016 Hardware Communication Technologies Personal Computers $ - Printers Ruggedized Equipment Servers Software Resources Provided below are a list of resources for city departments to conduct their own needs assessment and evaluation, including: Budget Worksheets: Appendix G Budget Worksheets (Departmental Overview) Current IT Policies and Procedures: Appendix E: Guidelines for Changes to Software and Hardware Appendix F: Current IT Policies Technology Replacement Schedules: Appendix B: 4 Year Server Replacement Schedule Appendix C: 4 Year PC Replacement Schedule by Department Appendix D: 4 Year Ruggedized Replacement Schedule by Department IT Planning Document for the Parks and Recreation Department The goals of the Parks and Recreation Department include engaging citizens in their community, improving public health, fostering education, and creating safer neighborhoods. The Department seeks to provide safe facilities and programs that enrich the lives of residents and visitors. This department oversees city parks and recreation activities, builds a community full of trees, and governs the Sunset Hills Cemetery. The Forestry Division is responsible for the planting of new trees and the maintenance of existing trees in city parks, cemetery, and on city streets. Sunset Hills Cemetery is dedicated to excellence in providing professional and dignified services to the community. The Information Technology needs of the Parks and Recreation Department involve data collection about services, finding efficiencies to existing work practices, and providing Internet services in city parks and facilities. The Department has three goals: to better use Sportsman software, to introduce and Cityworks for managing work orders, and to assess the idea of involving more mobile technology into the work of the department, including placing Tablet devices into Parks and Recreation vehicles. City of Bozeman, MT - IT Plan, FY 2015-2017 City of Bozeman, MT 37 Next Steps Listed in the Table below are four projects of the Parks and Recreation Department. A High Priority represents a project that is scheduled to be address by FY 2014 - 2015, a Medium priority are scheduled to be addressed by FY 2015 – 2016, and a Low priority is scheduled to be addressed by FY 2016 – 2017. Figure 29: Strategic Technology Initiatives and Parks and Recreation Priorities Parks and Recreation Project Strategic Tech Initiative Priority Assess the Provision of Mobile Technologies Mobile Computing High Improve the Use of Sportsman Software Improved Technology Use High Introduce and Use Well Cityworks Applications Improved Technology Use High WI-FI in the Parks-On/Off Technolgy Mobile Computing Medium Cityworks Improved Technology Use High The following budget summary is provided to give context to the three IT priorities. Figure 30: Budget Worksheet – Parks and Recreation Department FY 2016 Hardware Communication Technologies Personal Computers $ 5,500.00 Printers Ruggedized Equipment $45,000.00 Servers Software Resources Provided below are a list of resources for city departments to conduct their own needs assessment and evaluation, including: Budget Worksheets: Appendix G Budget Worksheets (Departmental Overview) Current IT Policies and Procedures: Appendix E: Guidelines for Changes to Software and Hardware Appendix F: Current IT Policies Technology Replacement Schedules: City of Bozeman, MT - IT Plan, FY 2015-2017 City of Bozeman, MT 38 Appendix B: 4 Year Server Replacement Schedule Appendix C: 4 Year PC Replacement Schedule by Department Appendix D: 4 Year Ruggedized Replacement Schedule by Department City of Bozeman, MT - IT Plan, FY 2015-2017 City of Bozeman, MT 39 IT Planning Document for the Police Department The mission of the Police Department is to improve the quality of life of the citizens of Bozeman, resolve concerns that may arise as to the safety, health, and well-being of citizens, and to engage in a partnership with the citizens of Bozeman about these matters. The two main IT related goals of the Police Department are to implement Body Cameras for Officers and to improve the use of Tablet devices that were purchased in recent years. Other goals include adding interview rooms in the Police Department facilities, implementing a evidence bar coding system, refining the policy for cloud computing, and instituting an improved records management system. Next Steps Listed in the Table below are five projects that the Police Department have identified. A High Priority represents a project that is scheduled to be address by FY 2014 - 2015, a Medium priority are scheduled to be addressed by FY 2015 – 2016, and a Low priority is scheduled to be addressed by FY 2016 – 2017. Figure 31: Strategic Technology Initiatives and Police Department Priorities Police Department Project Strategic Tech Initiative Priority Bar Coding System for Evidence Improved Technology Use Low Improve the Use of Tablet Devices Improved Technology Use High Interview Room Construction Improved Technology Use Medium Officer Body Cameras Mobile Technology Medium Records Management Improvements Records Management Medium E-Ticketing Improved Technology Use High The following budget summary is provided to give context to the six IT priorities. Figure 32: Budget Worksheet – Police Department FY 2016 Hardware Communication Technologies Personal Computers $8,800.00 Printers Ruggedized Equipment Servers Software City of Bozeman, MT - IT Plan, FY 2015-2017 City of Bozeman, MT 40 Resources Provided below are a list of resources for city departments to conduct their own needs assessment and evaluation, including: Budget Worksheets: Appendix G Budget Worksheets (Departmental Overview) Current IT Policies and Procedures: Appendix E: Guidelines for Changes to Software and Hardware Appendix F: Current IT Policies Technology Replacement Schedules: Appendix B: 4 Year Server Replacement Schedule Appendix C: 4 Year PC Replacement Schedule by Department Appendix D: 4 Year Ruggedized Replacement Schedule by Department