Oversight Committee July 20, 2016 AGENDA As required, please be - - PowerPoint PPT Presentation

July 20, 2016

Oversight Committee

July 20, 2016

AGENDA

As required, please be advised that a copy of the rules of the Open Meeting Act as amended is located in the folder on the north wall of Jesse Lowe Conference Room and assistance will be provided for anyone needing help.

• Call to Order - Deb Sander
• Approval of Minutes from the June 15, 2016 Oversight Meeting - Deb Sander
• Standing Business

○ IT Service Management - Julie Stangl ○ Projects - Tracy Svevad ○ Capital Improvement Plan - Bob Nord ■ Approval of 3 items ○ Operations - Bob Nord ○ Applications: Vijay Badal/Tom Olson: No Update for July ○ Security - Greg Andersen ○ Financials - Tracy Svevad ○ Organization - Derek Kruse ○ Innovation Topic: None for July

• New Business

○ Officer Election - Deb Sander

• Public Comments
• Next Regular Meeting - September 21, 2016 at 2:30-4:00 in Jesse Lowe Conference Room, Civic Center (No August Meeting)
• Adjournment
• Executive Session (as needed) for the purpose of discussing personnel and legal issues in conformance with Nebraska Rev. Stat. 84-1410(d)

July 20, 2016

IT Service Management

(Julie Stangl)

July 20, 2016

2018 Cost Model Proposed cost model changes are being analyzed; project is on track

July 20, 2016

2016 Hours by Category Time for projects and incidents was higher in June

July 20, 2016

The split of DOTComm direct support hours between the City and County for June was 41% / 59%, but on track for the year*

Direct Support Hours Allocation

* vs. the 2015 cost model split of 46% City / 54% County

59% 45% 55% 41%

July 20, 2016

Projects

(Tracy Svevad)

April 20, 2016

Project Bucket Hours Summary At the end of June, total project hours were at 58% of forecast, ahead of projections.

County = 33 Projects GTL = 263

HD Health Data Website = 225 Landmark = 140 HR ACA = 121 Sheriff CMS = 94

Shared = 15 Projects

AWS Migration = 541 Oracle OBIEE Reporting = 405 Salesforce IT Inventory DB = 286

2,775 (8%)

City = 26 Projects

Library PC Lease = 102 CiPlan - EPA Superfund = 67 OPL - Music Server = 48

3,307 (10%) 3,848 (11%) 3,144 (9%) 3,099 (9%) 3,447 (10%)

July 20, 2016

Projects Update

County Shared City 2016 Total Forecast Bucket Hours: 9,302 11,865 12,531 YTD Bucket Hour Actuals:

5,158 7,666 6,796

% Bucket Hour Actuals: 55% 65% 54%

Project Bucket Hour Summary by Portfolio

YTD - thru June 2016

July 20, 2016

Pending = Pending Initiation which is generally due to resource constraints (excludes Pending Project Requests)

Projects - Summary

July 20, 2016

Pending = Pending Initiation which is generally due to resource constraints (excludes Pending Project Requests)

Projects - Summary

July 20, 2016

Projects - Completed 2Q 2016

July 20, 2016

Projects Update - Shared Services Portfolio

Active Phase Highlights Status

Amazon Web Migration Executing & Controlling CDC website went live last month. City Public Works and DC JAC have revised deployment dates. Several new website are added to schedule. Oracle US Bank Integration Executing & Controlling Completion of this project is low priority due to City looking at current contract with US Bank. Oracle OBIEE Reporting Executing & Controlling Work continues on reports. Reports are migrated to production as they completed and accepted. SQL/Infrastructure Upgrade Executing & Controlling OFD RMS application had issues the day of go-live. Decision was made to backout of the deployment and re-assess. Beginning to assess and plan for Picture Link (Mugshots) application migration. Windows 2003 Server Upgrades and Decommissioning Executing & Controlling Customer apps/servers are in progress. 63 of 146 servers have been

• completed. Four (4) servers remain that need research / discovery.

Faster Upgrade Executing & Controlling Server environment completed. Vendor creating the installer package to be deployed via SCCM. City/County Attorney - CMS upgraded for NE eFiling Planning Vendor has code changes do to requirements change in the process. Vendor working with another agency prior to Douglas County/City. Team continues to work with vendor on status and next steps. 2018 Cost Model Planning Kick-off of the 2018 cost model completed. Charter has been approved and initial meetings scheduled. Oracle Testing Suite Implementation Initiation Project moved to Active. Resource has been assigned and installation documentation is being reviewed.

July 20, 2016

Amazon Web Migration (2015-2018)

Project Manager: Bavitha Govindarajulu

July 20, 2016

CIP Project Updates - SQL Upgrade

Project Manager: Kelly Gray

Current State: July 13, 2016

34 of 65 Complete

65 Applications

In Planning County Applications:

• eJurer
• Millennium
• Airvision
• ANSOS
• Victim CMS
• Corr - Access DB’s

City Applications:

• FireRMS
• Flowmaster
• Accela
• FlowLink
• US Bank Card

Shared Applications:

• Picture Link
• Faster

July 20, 2016

Salesforce Program Update

Program Manager: Julie Stangl

Implementation of the Service Cloud module (ticketing system) kicked off July 11.

July 20, 2016

Shoretel VoIP Projects Update

Project Manager: Randy Pauley

July 20, 2016

Projects Update - Douglas County Portfolio

Active Phase Highlights Status

DC Admin, Pub Prop, EMA and Vital Stats - VoIP Closing Project completed. GTL Implementation Executing & Controlling Progress is continuing on 3rd party integrations and interfaces. No definite go-live data available. ECM - Land Book Scan & Store Executing & Controlling Continuing to complete final work with customer and vendor on “Lands” data and user functionality. Expected close within the next 30 days. Health Data Website Phase 2 (DCHD) Executing & Controlling Project extended to September for closing. Work continues on JOOMLA admin tasks. DCSO-Records Mgmt Executing & Controlling Vendor submitted change requests for Sheriff to consider. Working with Sheriff to determine if changes requests should be accepted or not. Executive meeting schedule to discuss status of project and next steps. DCROD-Landmark Implementation Planning Discussion on hardware, storage environment and Filebound continue. Vendor continues to work on design and implementation plan. DC County Clerk VoIP Planning Project plan was signed and accepted. Equipment was ordered. Expected go-live will be in July 18th. DCTRES - Oracle Treasury Implementation Initiating Kick-off meeting scheduled for July 18th. Implementation consultant start date being determined. DC Youth Center VoIP Initiating Project moved to active. Customer discussion and charter in progress. Additional Active Projects Various Phases Includes several year-end projects, Court Room 50, BOE 2016 Open Enrollment, and HD File Server Replacement.

July 20, 2016

Projects Update - City of Omaha Portfolio

Active Phase Highlights Status

HCM/Payroll System Eval. & Selection HR Web Equifax Ph II Closing Projects are in closing phase. OCVB Move Executing & Controlling DOTComm works with construction manager, lease manager and customer to plan and prepare for network and phone equipment installation and configuration. Move in scheduled for September. CiPlan - EPA Superfund Executing & Controlling Development continues. Team fixes issues as they are identified. Go-live is expected for the end of August. CIHR&R CC1 Online Form Submission Executing & Controlling Continue to review items with customer and perform testing. CIHR&R-SEB Enhance Executing & Controlling User testing continues. As changes are requested they are completed. Working with customer to determine go-live date. CIOPD - Video Storage Executing & Controlling Working with vendor on the test environment. Completed a test migration

• f data. Application vendor configuring data repository and validating.

CIRec/GolfTrac Upgrade Executing & Controlling Completed hardware installation. Vendor has access to begin the application load and configuration. CIFIN-Phase 2 Invoice Process in Filebound Planning Team worked through an issues with desktop scanners. POC is in progress. CIPW-Fleet Mgmt VoIP Planning Project charter approved by customer. Project plan and final discovery started.

July 20, 2016

Capital Improvement Projects Update

(Bob Nord)

July 20, 2016

2016 Capital Status

June Activity

Requesting approval for the items in red below

July 20, 2016 EXPENDITURES Quote 2016 2017 2018

DESCRIPTION CATEGORY Microsoft Renewals

$79,370.61 $21,646.53 $28,862.04 $28,862.04 Software Assurance Renewals for Active Directory and SCCM with Operational User licenses Security and User Productivity

Microsoft Renewal

$147,636.06 $51,034.72 $51,034.72 $45,566.62 Server Datacenter licensing for virtual server environment Application Modernization

VM License Renewals

$165,649.53 $55,216.51 $55,216.51 $55,216.51 VMWare Licensing for virtual server environment Application Modernization

Total

$392,656.20 $127,897.76 $135,113.27 $129,645.17

Estimated Capital Requested/Approved

$152,222.00 $152,222.00 $152,222.00 Summed total from licensing renewals attributed to Security, User Productivity and Application Modernization ($5,500, $32,667 and $114,055 respectfully)

Remaining Balance

$24,324.24 $17,108.73 $22,576.83

2016 Capital Status

June Activity

• Storage Maintenance
• Network Hardware Routers and Switches Maintenance and Refresh
• Second Core Switch
• Java Upgrade

4Q - Anticipated Submissions for Approval:

July 20, 2016

Call for approval of $127,897.76

July 20, 2016

Operations Update

(Bob Nord)

July 20, 2016

Tech Center Hosting

Total Invoiceable: 7 State in planning process to move their new mainframe to the TC

Operations Service Update

MF Operations

• MF upgrade and update efforts

○ Replaced obsolete HW and Eliminate Physical Tape

○ Upgrade OS

• PSeries update and upgrade efforts

○ Replace obsolete HW and Eliminate Physical Tape ○ Move second Pseries to Lincoln

• Analysis of Pseries Database Needs
• Analysis of MF Applications

July 20, 2016

IT Service Management Update

Incident and Service Request SLAs

July 20, 2016

Operations Service Update

June Priority 2 Service Outages Ticket Summary

*Breached SLA

➢ 166924 OPD NE Precinct - Lost Network Connectivity - UPS Failed ➢ 167009 Parks NPDodge Park - Lost Network Connectivity - CenturyLink Area Outage ➢ 167246 IMS Outage - MF application hung - Roscoe Restarted ➢ 168296 OPD SW Precinct - Lost Network Connectivity - OPPD Area Power Outage ➢ 168403 City Prosecutor - Virus Ransomware Misc Drive Shares and Application Database Encrypted ➢ 169140 Google Calendar Outage

July 20, 2016

Incident Resolution SLA by Priority

May 2016

Service Request Resolution by Priority

May 2016

June Ticket Summary - P3

May 2016

June Ticket Summary - P4

May 2016

June Ticket Summary - P5

July 20, 2016

Tech Support Statistics and Customer Satisfaction Survey Results

May 2016

Tech Support Call Statistics

June Average Speed of Answer 14 Seconds Average Call Duration 5:32 (Min:Sec)

May 2016

Tech Support Call Statistics

Weekdays Monday 6PM - Friday 6AM

Calls Accepted Calls Answered Abandoned Calls Longest Wait Time in Queue Avg Duration

• f Calls

Longest Call Avg Hold Time 111 109 2 0:00 5:16 24:01 0:00

Weekends Friday 6PM - Monday 6AM

Calls Accepted Calls Answered Abandoned Calls Longest Wait Time in Queue Avg Duration

• f Calls

Longest Call Avg Hold Time 122 115 7 9:50 4:30 20:12 0:00

Extended Hours - June

May 2016

Customer Satisfaction Survey Results

June Incident Survey Response Rate at 26% Service Request Survey Response Rate at 24.7% Industry Survey Response Rate 29.4%

July 20, 2016

Applications Support Services Update

(Vijay Badal / Tom Olson) NO UPDATE FOR JULY

July 20, 2016

IT Security

(Greg Andersen)

July 20, 2016

IT Security - July Update

Compliance Update

▪ Regulatory compliance needs have similar underlying themes across CJIS, PCI, HIPAA, Etc. ▪ Need for more advanced Identity Management capabilities ▪ Example: 2-Factor authentication ▪ Additional potential benefits self-service password reset and single-sign-on. ▪ Need for Network Segmentation to isolate sensitive information ▪ Installation and configuration of networking equipment and network firewalls ▪ Satisfying these needs is best done across the Enterprise and not department by department ▪ Project submitted for “Information Security Enhancements RFP” to address our compliance and

• ther high risk needs

▪ Will specify that any solutions work well with existing technology in our environment ▪ Will allow vendors to reply to parts or entire RFP, based on what best serves the City and County

Operations

▪ Expanded admin rights reduction scope to: Library, DOTComm, and DC Corrections ▪ Additional ransomware malware incidents ▪ Resolved quickly ▪ Very common across all industries right now ▪ One area of interest is Spam / virus detection in Google Groups vs. Gmail

July 20, 2016

Financials

(Tracy Svevad)

July 20, 2016

Financials - Operating Income Statement

July 20, 2016

Financials - Funds Restricted for Capital

July 20, 2016

Financials - Outstanding Receivables

.

July 20, 2016

Financials - Cash Projections

July 20, 2016

Financials - Chargebacks 2016 (as of 07/08/2016)

July 20, 2016

Organizational Update

(Derek Kruse)

July 20, 2016

New Business

July 20, 2016

OFFICER ELECTION

July 20, 2016

▪ PUBLIC COMMENTS ▪ NEXT MEETING: September 21, 2016 @ 2:30 p.

• m. in Jesse Lowe Conference Room

No August Meeting

▪ ADJOURN (to Executive Session as needed)

Page 1 of 3

DOTComm Oversight Committee Meeting Minutes June 15, 2016 – 2:30 p.m.

Jesse Lowe Conference Room, Civic Center, 3rd Floor PRESENT: Deb Sander, Chair – (City) Stephen Curtiss – (City) Elizabeth Davis – (City) John Friend – (County) Mike Grandgenett – (Citizen Member) Tim Kelso (County) Joseph Lorenz – (County) OTHERS: Derek Kruse – (DOTComm) Tracy Svevad – (DOTComm) Bob Nord – (DOTComm) Tom Olson – (DOTComm) Greg Andersen – (DOTComm) Julie Stangl – (DOTComm) Vijay Badal – (DOTComm) Jeanette Butzin – (DOTComm) Bernard In den Bosch – (Legal) Dianne Wallace – (County IT) Chair, Deb Sander called the meeting to order at 2:32 p.m. She advised that the rules for the Open Meeting Act were located in a folder on the north wall of Jesse Lowe Conference Room. Approval of Minutes:  Sander called for a motion to approve the minutes of the April 20, 2016 Oversight Committee meeting. With no discussion, motion was then made by Friend to approve the 04/20/16 minutes as presented. Seconded by Davis. Minutes were thereby approved. Standing Business:  IT Service Management – Stangl presented on the Service & Total Cost Benchmarking

• Initiative. This is an on-going effort and will include all services over the course of time.

For 2016, 2nd quarter will look at total IT costs, 3rd quarter Project Management and 4th quarter Network services. Julie reviewed the approach in looking at the data and reviewed those items that are completed and those that need further work. She then reviewed the total 2016 DOTComm hours by category through May.

Page 2 of 3

 Projects – Svevad reviewed the current projects. The 2016 bucket hours through May were reviewed with the City at 49% or 4,530 hours of their 9,302 forecast hours, County was at 53% or 6,239 hours of their 11,865 forecast hours and Shared Services was at 42% or 5,303 hours of their 12,531 forecast hours. Highlighted projects were then

• discussed. Progress on the Amazon Web Migration, SQL Upgrade, Salesforce and VoIP

projects were reviewed.  Capital Improvement Projects Update – was discussed in the budget presentation later in the meeting.  Operational Services Update - Nord reported on Operational Services for May. Tech Center hosting remains at 7 invoice-able services. We have two reciprocal services (communication line to Lincoln and hosting two cabinets in Lincoln). He reviewed the Mainframe Update and the Priority 2 service outages, none of which breached SLA. He then reviewed the routine SLA statistics through May, the Tech Support call statistics, and Customer Satisfaction surveys as well as the extended hour statistics for May.  Applications Support Services Update – Vijay Badal gave an update on Oracle/OBIEE and gave a demonstration of the Spend Analytics. This covered our Innovation topic of Big Data Analytics as well.  IT Security – Greg Andersen updated on Security activities for June. He reported that a PCI Consultant will be on-site working with DOTComm June 22-24th.  Financials – Svevad briefly reviewed the May Financial Statement. We are at 42% of the budget year and May ended at 40% of the budget. The Income Dedicated for Capital Report had a total amount of $27,840 for YTD as compared to $16,923 last year (2015). She reviewed the Past Due Accounts Receivable as of June 6th. There were a number of past due accounts over 90 days but lots of work has gone into resolving these and this report will look much better next month. Chargebacks to date were also reviewed.  Organizational Update – Kruse gave the Organizational update. We had one new hire and no terminations this period. Kali Lewis began on 5/31/16 as a Technical Support Technician on Andy’s team. Kruse then briefly reviewed the various internal employee committees at DOTComm and the role these committees have within the organization. He also reported that DOTComm is one of the top 5 finalists from over 100 entries in the ”Amazon City on a Cloud Challenge”. The winner has not been announced yet but none the less, this is quite an accomplishment for DOTComm to finish in the top 5.  Reminder of the 2016 Meeting Schedule. There will be a July meeting (July 20th) but no meeting in August.

Page 3 of 3

New Business:  Sander requested nominations for officers of the DOTComm Oversight Committee. Davis nominated Deb Sander to another term as Chair of the Oversight Committee, seconded by Friend. Sander then nominated John Friend to another term as Vice-Chair

• f the Oversight Committee, seconded by Curtiss. A vote will be conducted at the July

20th meeting.  2017 Budget Presentation – Kruse then presented the proposed 2017 Operating Budget and Capital Funding Budget. After presentation, Sander called for a motion to approve the proposed 2017 budget. Motion was made for approval as presented by Lorenz and seconded by Curtiss. Approved.  CIO Contract Approval – Sander called for approval of the contract extension for the CIO that was sent for review prior to today’s meeting. Motion to approve was made by Friend, seconded by Lorenz. There was one abstention. With a vote of 6 in favor and

• ne abstention, contract extension was approved.

Public Comments:  None Next Meeting:  Next meeting of the DOTComm Oversight Committee is on July 20, 2016 at 2:30 in Jesse Lowe. Adjournment:



Sander called for motion to adjourn the meeting. Friend moved for adjournment, seconded by Lorenz at 3:25 p.m.

Minutes submitted by: Jeanette Butzin Executive Secretary