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Home My WebLink AboutII. C. FY 2025- 26 RESOURCE MANAGEMENT PLAN ( BUDGET) 6. INFORMATION TECHNOLOGY & CIP 4.29.2025PROPOSED FY 2025-26 OPERATING BUDGET & CIP City of Virginia Beach Peter Wallace, Chief Information Officer André L. Jenkins, IT Business Architect Information Technology April 29, 2025 Department Organization Summary •Total FTEs •Total FTEs •Number of Divisions •Total FY 2024-25 Budget •Number of Divisions •Total FY 2024-25 Budget Total FTEs Number of Divisions Total FY 2025-26 Budget 199.00 10 $57,441,743 •- Eight General Fund divisions •- Two Internal Service Funds •- Unified Communications •- Information Technology ISF •- IT Subscriptions/Software •- Computer Replacement Program 2 FY 2025-26 Programmatic Budget •Total FTEs •Total FTEs •Number of Divisions •Total FY 2024-25 Budget •Number of Divisions •Total FY 2024-25 Budget Mail Services, $226,148 , 0%Business Center, $2,826,231 , 5% Applications Support, $9,213,591 , 16% Data & Info Mgmt, $3,298,545 , 6% Center for GIS, $1,705,831 , 3% IT Security, $1,359,748 , 2% Strategy & Architecture, $1,521,899 , 3% Technology & Support, $5,485,170 , 9% IT ISF - Subscriptions, $25,020,747 , 44% IT ISF - Comp Repl, $3,422,598 , 6% Unified Comm ISF, $3,361,235 , 6% PROPOSED 3 Department Operating Budget Summary 4 Program FY 2024-25 Amended FY 2024-25 FTE FY 2025-26 Proposed FY 2025-26 FTE Change ($)Change (%) Mail Services $208,543 3 $226,148 3 $17,605 8.44% Business Center $2,823,327 23 $2,826,231 23 $2,904 0.10% Data & Info Management $3,278,285 21 $3,298,545 21 $20,260 1.30% Center for GIS $1,736,623 14 $1,705,831 14 ($30,792)(1.77%) Technology & Support $4,955,996 32 $5,485,170 32 $529,174 10.68% IT Security $985,608 5 $1,359,748 9 $374,140 37.96% Strategy & Architecture $1,487,067 9 $1,521,899 9 $34,832 2.34% Applications Support $9,258,659 67 $9,213,591 67 ($45,068)(0.49%) Information Systems $1,289,844 0 $0 0 ($1,289,844)(100.00%) Total $26,023,952 174 $25,637,163 178 ($386,789)(1.49%) Department Operating Budget Summary - Continued Internal Service Fund 605 FY 2024-25 Amended FY 2024-25 FTE FY 2025-26 Proposed FY 2025-26 FTE Change ($)Change (%) Unified Communications $3,293,529 9 $3,361,235 9 $67,706 2.06% Total $3,293,529 9 $3,361,235 9 $67,706 2.06% Internal Service Fund 606 FY 2024-25 Amended FY 2024-25 FTE FY 2025-26 Proposed FY 2025-26 FTE Change ($)Change (%) Computer Replacements $3,208,367 5 $3,422,598 5 $214,231 6.68% Subscriptions/Software $19,523,653 11 $25,020,747 7 $5,497,094 28.16% Total $22,732,020 16 $28,443,345 12 $5,711,325 25.12% 5 Major Changes •IT is often perceived as a project delivery and implementation entity, rather than the mission-critical, product-centric service provider that it truly is. •In our context, a "product" refers to the final deliverable or service offered to users, such as a software application, designed to meet ongoing customer needs and evolve over time. •In contrast, a "project" is a temporary initiative with a defined start and end date, focused on delivering specific features to achieve a particular goal. Products have a long-term lifespan with continuous development and improvement, while projects are temporary endeavors with set completion dates. •A product team (IT) is typically cross-functional and dedicated to the product's long-term success, while a project team is assembled for a specific project and may disband once it's completed. It is time for Virginia Beach to embrace technology product management over the traditional project management model, focusing on continuous improvement and the evolution of technology services. Products will always be aligned with customer and employee outcomes, experiences, and business capabilities. 6 Major Changes - Continued •Information Technology Internal Service Fund - $5,711,325 - (4.0 FTEs) In an effort to more accurately reflect the cost of information technology services across all funds and departments within the city, the Information Technology Internal Service Fund was established in the FY 2024-25 Operating Budget. The IT ISF serves as a more accurate reflection of costs by departments and various year to year increases for technology contracts like Microsoft, Amazon Web Services, and Adobe. In FY 2025- 26, the following programs received increased funding based on identified needs or gaps in service for the Service Desk, Service Now, VBTime, Oracle Financials, and Accela. Four (4.0) FTEs have been redirected to the IT General Fund budget after determination that this staff more accurately work in core IT services supported by the General Fund. 7 Initiatives Underway and Conclusion •Updates to our Customer Relationship Management System to include ChatBot for 311 inquiries, Credit card and echeck payments for Public Works Waste Management for sold cans, and yard debris trailer rentals, and improved address location processing for all services •Continuation of the replacement of legacy Human Capital Management Systems (for Human Resources, Benefits, and Finance Payroll) into a single enterprise solution (Targeting January 2026) •Continued improvements for the Accela permitting application including enhanced reporting capabilities (completion of Phase 9 & 10 enhancements by the end of July 2025) •Improved technology initiative support via dedicated technology support teams for Planning, Housing, ECCS, and Public Safety Agencies •Development of an Enterprise Content Management Strategy and Road Map for Libraries Records Management (in-Progress) 8 Section Overview ▪26 total projects in the IT CIP Portfolio ▪7 projects targeted to be closed by the end of FY25 ▪$22.4M planned for FY26 (4.8% of overall CIP) ▪Average allocation is approx. $14.4M in years 2-6 ▪Total Program is $261.8M, which includes appropriations to date 9 Section Overview-Continued ▪Major projects include: ▪Maintain and Secure Corporate Data (Cybersecurity)* ▪ECCS Back-up Site ▪Voting Equipment Replacement ▪Treasurer’s E-Billing ▪21st Century Enterprise Resource Planning (HCM) ▪Station Alerting System Upgrade *6% of IT Budget (Operating & CIP) is dedicated to Cybersecurity. CVB is slightly above the industry average (5.6%). 10 Projects with No Change (16) 11 Project Appropriations to Date FY26 Budget FY27-31 Budget Total 100621-Children Services Act Modernization 975,000 0 0 975,000 100570-ECCS Back-Up Site Phase II 2,807,200 0 0 2,807,200 100645-EOC Modernization 1,482,900 0 0 1,482,900 100624-Forensic Evidence Management 506,000 0 0 506,000 100620-Human Services - Document Management System 1,353,000 0 0 1,353,000 100622-Human Services - Evidence Management System 520,000 0 0 520,000 100680-Integrated Emergency Management Framework 1,897,500 0 0 1,897,500 100679-Mass Care Management 685,209 0 0 685,209 100118-Telecommunications Replacement II 6,924,494 0 0 6,924,494 Projects with No Change-continued 12 Project Appropriations to Date FY26 Budget FY27-31 Budget Total 100083 Cable Access Infrastructure Replacement II 1,575,000 0 1,575,000 3,150,000 100087 Communications Infrastructure Replacement III 31,045,801 626,801 19,134,005 50,806,607 100574 Courts Technology System Sustainment 2,143,064 250,000 1,250,000 3,643,064 100105 Maintain and Secure Corporate Data 9,982,078 1,959,853 11,885,505 23,827,436 100618 Revenue Management System Sustainment 1,047,696 0 1,250,000 2,297,696 100658 Treasurer’s E-Billing 414,000 0 0 414,000 100103 IT Service Continuity II 9,297,211 496,337 2,450,231 12,243,779 Total 72,656,153 3,332,991 37,544,741 113,533,885 Projects with Modifications (5) 13 Project Appropriations to Date FY26 Budget FY27-31 Budget Total 100657-My Revenue System Cloud Migration 5,869,300 0 0 5,869,300 100107-Network Infrastructure Replacement III (For Public Safety)36,008,276 5,237,006 7,785,365 49,030,647 100106-Next Generation Network 17,892,720 1,850,000 1,250,000 20,992,720 100084-City Software Upgrade/Replacement Plan (For ADA)19,749,946 3,394,146 9,720,730 32,864,822 100074-21st Century Enterprise Resource Planning (HCM)15,360,735 4,000,000 0 19,360,735 Total 94,880,977 14,481,152 18,756,095 128,118,224 100084: City Software Upgrade/Replacement Plan 14 Council District Appropriations to Date FY26 Budget FY27-31 Budget Total ALL 19,749,946 3,394,146 9,720,730 32,864,822 ▪Funds used to upgrade or modernize department’s apps when not funded in their operating budgets. ▪Expanded scope of the project to include ADA compliance and AI innovation projects. ▪CIP Accomplishments: ▪Upgraded of 60 applications across all departments ▪Replaced 17 apps across all departments ▪Removed 445 servers using outdated operating systems 100106: Next Generation Network (NGN) ▪Expands and enhances the existing fiber optic network to off-campus sites. ▪227 miles of fiber optic cable has been connected approximately 160 total facilities. ▪Fire Station 6 (Creeds) put on the fiber network. ▪FY26 installation plans: ▪Holland Road ▪London Bridge ▪Sandbridge (Fire Station 17) Council District Appropriations to Date FY26 Budget FY27-31 Budget Total ALL 17,892,720 1,850,000 1,250,000 20,992,720 15 100107: Network Infrastructure Replacement III 16 Council District Appropriations to Date FY26 Budget FY27-31 Budget Total ALL 36,008,276 5,237,006 7,785,365 49,030,647 ▪Funds the annual Information Technology (IT) infrastructure replacement program including hardware replacement, recurring maintenance, associated licensing and upgrades. ▪Supports lifecycle management of the city’s investments in technology infrastructure including data center hardware, data center services, licensing and associated data center software. ▪FY26 Installation Plans: ▪Expand VBPD license plate reader program. New Projects (5) 17 Project Appropriations to Date FY26 Budget FY27-31 Budget Total 100697-Business and Personal Property Tax & Departmental Revenue Management System Modernization 0 0 9,950,000 9,950,000 100698-Cardiac Monitor Replacement 0 420,352 4,285,199 4,705,551 100694-Enterprise Audio Visual Lifecycle & Support 0 275,000 1,375,000 1,650,000 100696-Voting Equipment Replacement 0 2,282,174 0 2,282,174 100695-Station Alerting System Upgrade 0 1,595,027 0 1,595,027 Total 4,572,553 15,610,199 20,182,752 100697: Business and Personal Property Tax & Departmental Revenue Management System Modernization ▪Comprehensive initiative designed to transform and consolidate critical functions of the City’s overall revenue management ecosystem. ▪Future system will focus on personal and business property tax assessments, billing and collections. ▪Centralized billing and collection functions for external departments that are currently managed within the Treasurer's office will be enhanced and consolidated. ▪The goal is to achieve new efficiencies in business processes, improve the taxpayer experience and enhance revenue collection capabilities. Council District FY26 Budget FY27-31 Budget Total ALL 0 9,950,000 9,950,000 18 100698: Cardiac Monitor Replacement ▪Replace the current LifePak devices and associated equipment for EMS and Fire Departments that will be partially paid for by Compassionate Billing. ▪Part of lifecycle replacement for the older units. ▪New units offer several life saving features: ▪Enhanced EKG reading w/ heart-attack recognition. ▪Improved ability to accurately read blood-pressure. ▪Cellular connectivity allowing data transmission to receiving hospital prior to emergency vehicle arrival. Council District FY26 Budget FY27-31 Budget Total ALL 420,352 4,285,199 4,705,551 19 100694: Enterprise Audio Visual Lifecycle & Support ▪This project is an enterprise lifecycle management (install to retire) program to support the city’s on-going investment in audio visual (AV) technologies. ▪The purpose is to continue to acquire, install, support, and replace AV equipment and/or collaboration systems across the City, including public facing facilities. ▪Ensures that AV equipment standard, policies, processes and security compliance across all city facilities are maintained. Council District FY26 Budget FY27-31 Budget Total ALL 275,000 1,375,000 1,650,000 20 100696: Voting Equipment Replacement ▪Project funding is to replace the current voting system equipment which ensures compliance with Virginia Code, continued availability, reliability and security of our voting system. ▪Project scope includes replacement of the current system with sufficient voting equipment for all voting precincts, equipment to support early voting activities and equipment spares. Council District FY26 Budget FY27-31 Budget Total ALL 2,282,174 0 2,282,174 21 100695: Station Alerting System Upgrade ▪Project funding is to replace the current Station Alerting hardware at all Fire Department (22) and Emergency Medical Services (EMS) (22) station locations. ▪Project is a modernization effort as the current system was installed in 2013. ▪Updated system features include: ▪Multiple alerting methods for staff during an incident. ▪Mobile app alerting on phone, tablet and smartwatch. ▪Centralized IT administration, configuration and monitoring. Council District FY26 Budget FY27-31 Budget Total ALL 1,595,027 0 1,595,027 22 Requested but Not Funded (10) 23 Project Existing/New Total 100087 Communications Infrastructure Replacement Existing 7,000,000 VRE - Voter Registrar System Sustainment New 4,230,308 REA - Real Estate Forms Digitization & Process Automation New 575,000 VBPL - Remote Libraries New 626,750 VBPL – Library Technology Infrastructure Modernization New 1,221,300 VBSO - Canteen eCommerce and Warehouse System New 323,000 VBPD - GPS Asset Management & Tracking System New 315,000 OCA - File Digitization Initiative New 1,853,280 VAMSC - Public Safety & Security Communications New 649,175 CR - Public Use Meeting Space Modernization New 574,741 Major Challenges ▪Available funding in the 6-year program does not match anticipated need for current projects and programs. ▪Technology is more expensive as vendors are raising their prices for hardware, software and any associated services. 24 Challenge Highlight: 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 25 Projects Underway ▪100574: Courts Technology System Sustainment ▪Upgraded General District courtroom camera and improved the AV systems. ▪Upgraded the Clerk of Court call recording system. ▪Integrated Polycom system in Traffic D and Civil G into the existing city AV system. ▪100570: ECCS Back-Up Site Phase II ▪Evaluated existing facilities and technology for primary and backup 9-1-1 systems at Bldg 30. ▪Developed a technology roadmap and a list of "quick win" items to improve resiliency and redundancy of 9-1-1 systems and reduce the potential impacts of system failures. ▪100680: Integrated Emergency Management Framework ▪Worked closely with the vendor (ESRI) to identify detailed requirements required for product development ▪Developed Roadmap for software development path and developed detailed EPICs ▪Developed SWOT Analysis for both the existing and future environments to aid in decision-making on which environment to utilize. 26 Conclusion Questions? 27