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HomeMy WebLinkAboutI. C. CIP RETREAT PRE-BRIEFING (INFORMATION TECHNOLOGY) 11.19.2024Information Technology CIP City Council Retreat Pre-CIP Briefing André L. Jenkins, IT Business Architect November 19, 2024 CIP Section Overview •FY24-25 Adopted CIP -28 projects totaling $233M, including appropriations to date •Programmed funding for FY25-FY30 is $74M •Funding Sources: •General Fund (26 projects & programs) •Federal Contribution (1 project) •Franchise Fees (1 project) 2 Franchise Fees Funded Project Project Number/Name District Year of Origin Status ATD FY26 FY27-30 Total BTC PG100083: Cable Access Infrastructure Replacement II All FY18 Maintenance $1,575,000 $315,000 $1,260,000 $3,150,000 - Total:---$1,575,000 $315,000 $1,260,000 $3,150,000 - 3 Federally Funded Project Project Number/Name District Year of Origin Status ATD FY26 FY27-30 Total BTC PG100645: EOC Modernization 2 FY23 Implementation $1,482,900 --$1,482,900 - Total:---$1,482,900 --$1,482,900 - 4 General Fund Projects No Changes Project Number/Name District Year of Origin Status ATD FY26 FY27-30 Total BTC PG100665: Employee Engagement Tool All FY23 Implementation $75,000 --$75,000 - PG100541: Enterprise Electronic Content & Records Mgmt (ECRM)All FY18 Planning $250,000 --$250,000 - PG100569: Libraries Meeting Space Technology Modernization 8 FY21 Closing $325,396 --$325,396 - PG100533: Next Generation 911 All FY20 Implementation $4,061,397 --$4,061,397 - PG100067: Next Generation Content Management System All FY19 Implementation $575,000 --$575,000 - PG100068: Sheriff Inmate Tracking and Status Monitoring 2 FY17 Implementation $820,034 --$820,034 - Total:---$6,106,827 --$6,106,827 - 5 General Fund Programs No Changes Project Number/Name District Year of Origin Status ATD FY26 FY27-30 Total BTC PG100105: Maintain and Secure Corporate Data All -Maintenance $9,982,078 $1,959,853 $9,508,404 $21,450,335 - PG100118: Telecommunications Replacement II All -Maintenance $6,924,494 --$6,924,494 - PG100572: HR/Finance Software Sustainment All -Closing $5,632,431 $95,872 $383,488 $6,111,791 - PG100618: Revenue Management System Sustainment All -Maintenance $1,047,696 $250,000 $1,000,000 $2,297,696 - Total:--$23,586,699 $2,305,725 $10,891,892 $36,784,316 - 6 General Fund Projects/Programs (Changes Requested) Project Number/Name District Year of Origin Status ATD FY26 FY27-30 Total BTC PG100074: 21st Century Enterprise Resource Planning (HCM) All FY18 Implementation $13,465,426 $4,000,000 -$17,465,426 $1,895,309 PG100087: Communications Infrastructure Replacement III All -Maintenance $30,989,768 $626,801 $14,507,204 $46,123,773 $7,000,000 PG100107: Network Infrastructure Replacement III All -Maintenance $36,008,276 $1,357,073 $6,428,292 $43,793,641 $41,000,000 Total:--$80,463,470 $5,983,874 $20,935,496 $107,382,840 $49,895,309 7 Locally Funded Projects with Flexibility Project Number/Name District Year of Origin Status ATD FY26 FY27-30 Total BTC PG100621: Children's Services Act Modernization All FY22 Implementation $975,000 --$975,000 - PG100084: City Software Upgrade/Replacement Plan All -Maintenance $19,749,946 $2,944,146 $7,776,584 $30,470,676 $7,500,000 PG100574: Courts Technology System Sustainment 2 -Implementation $2,143,064 $250,000 $1,000,000 $3,393,064 - PG100570: ECCS Back-Up Site Phase II All FY21 Implementation $2,807,200 --$2,807,200 - PG100624: Forensic Evidence Management All FY22 Initiating $506,000 --$506,000 - PG100620: Human Services - Document Management System All FY22 Implementation $1,353,000 --$1,353,000 - PG100622: Human Services - Evidence Management System All FY22 Implementation $520,000 --$520,000 - 8 Locally Funded Projects with Flexibility Cont. Project Number/Name District Year of Origin Status ATD FY26 FY27-30 Total BTC PG100680: Integrated Emergency Management Framework All FY24 Implementation $1,897,500 --$1,897,500 - PG100103: IT Service Continuity II All -Maintenance $8,932,211 $496,337 $1,953,896 $11,382,444 $3,191,903 PG100679: Mass Care Management All FY24 Implementation $685,209 --$685,209 - PG100657: MyRevenue System Cloud Migration All FY23 Implementation $4,373,200 --$4,373,200 $2,096,100 PG100106: Next Generation Network All -Implementation $17,892,720 $250,000 $1,000,000 $19,142,720 $6,450,000 PG100658: Treasurer’s E-Billing All FY23 Implementation $414,000 --$414,000 - Total:---$62,249,050 $3,940,483 $11,730,480 $77,920,013 $19,238,003 9 100621: Child’s Services Act Modernization Project Description: This project addresses the need for an acquisition and implementation of a modernized financial software solution and a comprehensive case management solution to replace legacy Harmony system. Additionally, this project will streamline the purchase orders and invoice processing, and efficiently manage case records. Status: Implementation Council District: Citywide 10 100084: City Software Upgrade/Replacement Project Description: This project will implement a City-wide release management plan for enterprise and departmental applications. Implementation will consist of major version upgrades, migration to hosted or cloud solutions, innovative enhancements, and replacement analysis for applications that meet designated criteria. The overall goal is to ensure applications provide continuing value, innovative capabilities, enhancements and remain cost effective. The scope includes updating software applications based on the prioritized and documented needs of the organization. Upgrades, replacements, enhancements, and migrations are scheduled throughout the six-year program based on the funding available and criticality of the upgrade. Status: Maintenance Council District: Citywide 11 100574: Courts Technology System Sustainment Project Description: The goal of this project is to address the immediate and future technology needs of the Courts as a comprehensive program instead of uncoordinated, separate business requests. This funding will also be available to support changes that require additional technology solutions resulting from any State or Federal mandated legislation that could have an impact on Court environment. The Courts have a legacy technology infrastructure, some of which has not been upgraded since the building was built in 1994. Status: Implementation Council District: District 2 12 100570: ECCS Back-Up Site Phase II Project Description: This project will fund the technology and infrastructure needed to provide Emergency Communications and Citizen Services (ECCS) back-up operations at the current training site at 4160 Virginia Beach Boulevard. The scope is to expand the existing technology services to improve resiliency and security to operate as the physical back-up site for ECCS. Additionally, this initiative will implement an enhanced technology solution at the back-up site to include the addition of Call Handling Equipment (CPE) for 911 calls, logging and recording capabilities, radio capabilities through the installation of radio consoles and the Computer Aided Dispatch (CAD) workstations. Status: Implementation Council District: Citywide 13 100624: Forensic Evidence Management Project Description: Evidence management is a crucial component of the forensics process at every stage. Forensics is responsible for identifying, collecting, categorizing, analyzing, and documenting the analysis findings. Each stage of this process is critical in ensuring evidence is not compromised, contaminated, or degraded, as well as ensuring that all chain of custody procedures is followed at every step. The scope of this project is to provide a business analysis for solutioning, complete market scanning, and implement a viable Forensics Evidence Management solution as associated hardware. Status: Initiating Council District: Citywide 14 100620: Human Services- Documentation Management Services Project Description: This project is to establish a paperless document management cloud-based system that supports all 65 of the Human Services programs and administrative/operational teams to gain efficiencies in processing documents, ensuring files reside in the appropriate systems of record, documents are retained in accordance with Federal statutes, the Virginia Library of Records code, and City of Virginia Beach policies, and documents are readily available when required for review to improve audit outcomes and reduce risks to the organization. The overarching goal for the DMS program is to improve service delivery for citizens and gain operational efficiencies for Human Services administrative/operational teams Status: Implementation Council District: Citywide 15 100622: Human Services-Evidence Management System Project Description: This project is to procure an Evidence Management System (EMP) Program for Adult Protective Services (APS) and Child Protective Services (CPS) to provide a cloud-based enterprise class solution for video, audio, and image files that are part of the documentation and potential evidence that APS and CPS Case Workers/Investigators obtain during investigations. These files may be received from a variety of sources including law enforcement, family members, witnesses and other relevant individuals connected to a case. If the files received become evidentiary then a chain of custody must be verified, and the files need to be presented to the Courts or the Commonwealth’s Attorney in a physical media format (usually blue ray or DVD). Files may also need to be uploaded into On-line Automated Services Information System (OASIS), the Virginia Department of Social Services (VDSS) system of record for Child Protective Services, or PeerPlace, the Virginia Department of Aging and Rehabilitative Services (DARS) system of record for Adult Protective Services. Both APS and CPS frequently have to provide these files in response to requests from FOIA, defendants, and attorneys. Status: Implementation Council District: Citywide 16 100680: Integrated Emergency Management Framework Project Description: Develop a federated technology support model that supports the integration of the City’s new centralized security program and systems and the revamp of emergency management systems to maintain effective situational awareness through key security and emergency management initiatives. The system will enhance the departments response capabilities while also supporting daily operations and aligning closely with FEMA’s Community Lifelines to provide a Common Operating Picture that is intuitive and streamlined for seamless coordination and reporting during critical situations. Status: Implementation Council District: Citywide 17 100103: IT Service Continuity II Project Description: This project allows for the funding of planned and unplanned Information Technology (IT) needs in coordination with proposed IT projects both in the CIP and Operating Budget. This project also allows for system extension, improvement, and implementation as well as disaster recovery, GIS, and emergency equipment replacement contingencies. Previous work done through this project include the creating the service desk and upgrading SharePoint. This project also provides supplemental funding for technology needs which were not part of the original operating budget. Status: Maintenance Council District: Citywide 18 100679: Mass Care Management Project Description: This project develops a Shelter Management System, utilizing the existing Cloud-Based Salesforce Customer Relationship Management (CRM) Software. The Shelter Management System will provide Residents with the ability to submit requests via mobile devices (phones, tablets, etc.) when sheltering is needed and receive a sheltering assignment based on specific needs (Medical, Pet Care, Hoteling). The intention of this project is to leverage the existing Salesforce CRM with interfaces to WebEOC and ArcView GIS. CRM will create the electronic environment for managing resident's information regarding sheltering request. The WebEOC component will be utilized to manage and coordinate information and resources during a disaster while ArcView GIS will be purposed for obtaining and analyzing spatial information. IT devices including 2-Way Radio's, iPads, Mobile Wi-Fi, and Public Safety Radio's will be used to effectively support shelter management communications using existing enterprise services and contracts. Status: Implementation Council District: Citywide 19 100657: MyRevenue System Cloud Migration Project Description: The Enterprise Revenue Management team implemented the Revenue Business System (RBS) module of the myRevenueSystem® software from vendor PCI in Nov of 2018. This client-based software is the primary tool used by the Commissioner of the Revenue and Treasurer to perform Tax Administration and Accounting including the assessment and collection of payments of various bill types in the city. These bill types include Personal and Business Property, Business License, Parking Tickets and multiple miscellaneous bill types like Police False Alarms, School Bus Stop Arm and others. The system also interfaces with DMV and the Department of TAX for Dept Set Off which is one of the delinquent collections methods. The system also interfaces with City departments such as Zoning and Permits. We use the Revenue Collections System (RCS) cashiering module of the software to process certain payment batches that post updates to accounts. Though several modifications have been made to this application, it remains a client-based application requiring frequent software updates to be completed as often as once a week. Status: Implementation Council District: Citywide 20 100106: Next Generation Network Project Description: This project will expand and enhance the existing matrix of underground optical fiber to connect off-campus sites. This expansion will significantly increase bandwidth and alleviate slow network speeds. In addition, implementing optical redundancy at six super-sites will virtually eliminate network outages to provide continuous service and enable regional partnerships. If the existing, in-building cabling cannot support Next Generation Network (NGN), funds from this project can be used to upgrade or replace the cabling to ensure compatibility. This CIP will also fund the City's participation in the Regional Fiber Ring Initiative, the expansion to new city owned, leased or occupied spaces, and the ability to contract for architecture services for planning, implementation and recommendations for NGN changes and strategic planning. The following activities are included within the scope of this project: hiring contractors to lay the fiber, extending network fiber to identified locations, implementing network redundancy among six facilities (super-sites), and transitioning post-implementation support from contractors to city resources. Status: Implementation Council District: Citywide 21 100658: Treasurer's E-Billing Project Description: The Treasurer’s Office (TRO) currently has an existing Citizen Portal that allows electronic payments for Personal Property, Real Estate, and other miscellaneous bills. The current platform does not have the functionality for citizens to receive electronic (text, emails) notices and bills for Personal Property or Real Estate. It still requires some form of physical paperwork to be mailed to the citizen to initiate the interaction. Recently, this platform expanded on the business side, in partnership with the Commissioner of the Revenue (COR) to provide citizens and businesses with the ability to file and pay on their business licenses and trust taxes as well. Status: Implementation Council District: Citywide 22 Summary of Project/Programs Needs Existing Projects Programmed Funding BTC 100087: Communications Infrastructure Replacement $46.1M $7M 100106: Next Generation Network $19.1M $6.5M 100107: Network Infrastructure Replacement III $43.8M $41M 100103: IT Service Continuity II $11.3M $3.1M 100074: 21st Century Enterprise Resource Planning (HCM)$17.4M $1.9M 100084: City Software Upgrade/ Replacement Plan $30.4M $7.5M 100657: MyRevenue System Cloud Migration $4.3M $2.1M Total $172.4M $69.1M 23 Summary of Project Needs New Projects Requested Funding BTC Voting System End of Life Replacement $2,282,174 $0 Cardiac Monitor Sustainment Program $4,705,551 $0 Business and Personal Property Tax & Dept Rev. Mgmt System Modernization $0 $15,445,800 USDD Station Alerting “Samantha” Upgrade $1,595,027 $0 Real Estate Forms Digitization & Process Automation $575,000 $0 Voter Registrar System Sustainment $497,650 $3,732,658 Citizen and Park Safety Initiative $575,000 $0 Public Safety & Security Communications $649,175 $0 Flock Safety Expansion $365,000 $0 Security Camera Expansion $665,631 $0 File Digitization Initiative $638,880 $1,214,400 24 Summary of Project Needs Cont. New Projects Requested Funding BTC Command & Control Tools $284,232 $0 GPS Asset Management & Tracking System $52,500 $262,500 Library Technology Infrastructure Modernization $1,221,300 $0 Enterprise Audio Visual Lifecycle & Support $540,500 $1,621,500 Public Use Meeting Space Modernization $574,741 $0 Remote Libraries $626,750 $0 Canteen eCommerce and Warehouse System $323,000 $0 Total $16,172,111 $22,276,858 25 Section Challenges Available funding in the 6-year program does not match anticipated need for current projects and programs FY20-24 avg annual IT CIP funding $31.2M (8.2% of overall program) FY25-29 avg annual IT CIP funding $12.4M (4% of overall program) Risk: inability to complete required technology replacement leading to equipment failure and security breaches p26 Section Challenge Examples Network Infrastructure Replacement (100107) requires $86.1M but has only $45.1M programmed Communications Infrastructure (100087) requires $57.7M but has only $50.7M programmed 27 Section Challenges: Network Infrastructure City network is the Information Superhighway that enables local, regional, & global connectivity. Our Superhighway allows City staff, residents, businesses & tourists citywide to communicate and share information w/o a single thought…until it doesn’t work. It connects thousands of computers and electronic devices, crisscrossing miles in our regional and national boundaries. City Data Center is the life blood of VB operations, as it is home to hundreds of apps and all city secured data allowing each of our departmental staff the to do our work and serve our residents, tourists, & businesses. Public Safety Depts Public Works & Public Utilities Leisure & Recreational Depts (Aquarium, Libraries, P&R) Treasurer, Comm. of Revenue, Assessor 28 Section Challenge: Network Infrastructure Supports servers for city apps & data Lose the ability to run mission critical apps that support City Wide services Public Safety Depts Public Works & Public UtilitiesSupports storage of citywide data Lose the ability to process, save & retrieve important info related to residents & businesses Aquarium, Libraries, P&R Treasurer, Comm. of Revenue, AssessorSupports city wide network for all VB operations Lose the ability to serve the public and communicate with other staff Public Safety Depts Public Works & Public Utilities Aquarium, Libraries, P&R Treasurer, Comm. of Revenue, Assessor 29 Section Challenge: Communications Infrastructure Supports all 911 technologies to answer life saving calls and dispatch Police, Fire, & Emergency Medical Services. Supports all Public Safety technologies to receive, manage, and respond to critical life saving situations for the residents, visitors, & businesses of VB. Radio towers Handheld radios Includes non-Public Safety Depts such as P&R & Aquarium First responder emergency vehicle radios First responder emergency vehicle computers 30 Summary We wanted to provide a high-level overview of the IT Section. We attempted to communicate that we don’t exist for ourselves or for the sake technology. IT exists to serve every department in VB. We enable all our customers to serve the residents, tourists, & businesses in our City. 31 Thank You Questions? 32