[PPT] - Pin inellas County Business Technology Services BTS Board Meeting PowerPoint Presentation

SLIDE 1

Pin inellas County

Business Technology Services

BTS Board Meeting April 19, 2018

SLIDE 2

Agenda

1. Call to Order – (Commissioner Welch, Chair) 2. Designation of Voting Members – (Commissioner Welch, Chair) 3. Action Item: Approval of Meeting Minutes – (Commissioner Welch, Chair)

BTS Board Meeting – February 12, 2018

4. Citizen Comments – (Commissioner Welch, Chair) 5. Action Item: BTS FY19 Strategic Plan – (Jeff Rohrs, BTS CIO) 6. Action Item: BTS FY19 Budget – (Jeff Rohrs, BTS CIO) 7. Action Item: BTS FY19 Decision Packages – (Jeff Rohrs, BTS CIO) 8. Action Item: Presentation of TSC Charter – (Chris Short, TSC Chair) 9. Discussion Item: Centralized Email System – (Belinda Huggins, BTS Director) 10. Discussion Item: Cybersecurity Workshop – (Jeff Rohrs, BTS CIO) 11. Discussion Item: CIO Goals and Department Plan – (Commissioner Welch, Chair) 12. Discussion Item: BTS Board – Open Items 13. Adjournment

2

Agenda

SLIDE 3

BTS 2019 Strategic Plan

3

SLIDE 4

4

OUR VISION FQ,R A BRIGHTER TECHNOLOGY FUTURE

Our visio n is to be Pinellas Countis

Service Provider of

Choice, providi1 ng exceptional value-added Information Technology products and service, s w hile maxim izing t he

return on public investment in Business Technology

Service, s.

THE CORE VALUES OF OUR ORGANIZATION!

Our leadership adheres t o a11d promotes t he core values of Pinellas County Business Technology Services:

Integrity and Accountability
Diversity
Continuous Improvement
Teamwork and Collaboration
Innovation
Quality Service

I .

SLIDE 5

BTS Strategic Goals

Outstanding Customer Service
Mature Governance and Sustainability
Efficient Service Delivery
Talent Management and Development
Financial Stewardship

5

SLIDE 6

BTS Narrowed Mission

Focus on Enterprise Services

Infrastructure Excellence
Cybersecurity
Enterprise Applications

Opportunities

Open Data
Application Integrations
User Experience

Infrastructure

Compute, Storage, Network, Telecom, Endpoints

Cybersecurity

EGIS OPUS Justice

Open Data & Integrations

Governance

BTS

6

SLIDE 7

Discussion or Questions? Action Item

Approval of the BTS 2019 Strategic Plan

SLIDE 8

Pinellas County Business Technology Services

Action Item 2019 BTS Budget

Partnering to provide the solutions most important to our customers’ business

8

SLIDE 9

BTS Organizational Chart (High Level)

9 BTS Board Chief Information Officer Jeff Rohrs Application Services BTS Director Belinda Huggins Application Services 64 Directs/Indirects 5 Managers eGIS OPUS Justice Enterprise Apps Operation Center Disaster Recovery Infrastructure Services BTS Director Scott Davis Infrastructure Services 56 Directs/Indirects 3 Managers Server Storage Network Telecommunications Desktop Financial & Service Management BTS Manager Greg Carro Financial & Service Management 8 Direct Reports Finance Budget Asset Management PC Leasing Service Management Enterprise Architecture & Strategic Planning Chief Technology Officer VACANT Enterprise Architecture & Strategic Planning 2 Direct Reports Enterprise Architecture Strategic Planning Application Portfolio Management Cybersecurity BTS Manager Scott Butler Cybersecurity 4 Direct Reports Cybersecurity Compliance Auditing Incident Response Project Governance BTS Manager Lynda Morrill Project Governance 5 Direct Reports Project Management Organizational Change Management

SLIDE 10

BTS Succession Planning

10

SLIDE 11

BTS Succession Planning Continued

11

SLIDE 12

2010 2011 2012 2013 2014 2015 2016 2017 2018 2019 Total BTS Budget $52,117,080 $49,456,330 $39,855,950 $44,822,450 $40,430,450 $40,875,880 $40,007,240 $44,336,130 $50,642,070 $37,630,350 Base Budget* $34,576,430 $25,523,690 $22,705,080 $23,316,200 $24,773,710 $27,027,290 $28,756,510 $30,203,400 $31,578,210 $30,542,450

$- $20,000,000 $40,000,000 $60,000,000 Labor $17,416,800 46% Operating to Services $12,282,130 33% Department Operating $843,520 2% Inter-Gov Charges $2,275,210 6% CIP, $4,474,380 12% Justice, $338,310 1%

26%
11%

3% 6% 9% 6% 5%

5%
19%

12%

10%

1%

2%

11%

BTS Base Budget Request $32,817,660 Labor $17,416,800 Operating

w/Inter-Gov Charges

$15,400,860 Capital $4,812,690 BTS CIP $4,474,380 Projects $338,310 Total Request $37,630,350 BTS Base Budget Target

w/Inter-Gov Charges

$32,817,660

*Base Budget History (Chart): Without Inter-Gov Charges 4% 10%

BTS Budget Summary

3%
26%

Less OTI 12

SLIDE 13

171 144 146 148 158 162 164 162 165 146 133 140 142 151 146 146 155 148 146 2010 2011 2012 2013 2014 2015 2016 2017 2018 2019 Budget Actual $- $500,000 $1,000,000 $1,500,000 2010201120122013201420152016201720182019 Labor $17,416,800 46% Operating to Services $12,282,130 33% Department Operating $843,520 2% Inter-Gov Charges $2,275,210 6% CIP, $4,474,380 12% Justice, $338,310 1%

Technical 83% Admin 3% BRM 1% Management 10% Tax Collector Support (Technical) 3%

Position % to Purpose

BTS Base FTE Headcount Contractual Services

Working for You

Labor Summary

13

SLIDE 14

$- $5,000,000 $10,000,000 $15,000,000 2010 2011 2012 2013 2014 2015 2016 2017 2018 2019 2020 2021 2022

CIP ELM

Labor $17,416,800 46% Operating to Services $12,282,130 33% Department Operating $843,520 2% Inter-Gov Charges $2,275,210 6% CIP, $4,474,380 12% Justice, $338,310 1%

Funding Trend

End-of-Life Refresh, $2,622,252 59% Growth, $460,536 10% Future Years, $1,391,585 31%

FY19 CIP Budget Breakout

Services OpEx, $12,282,130 80% Inter-Gov Charges, $2,275,210 15% Dept OpEx, $616,530 4% Contractors $226,990 1%

FY19 Operating Budget Breakout

Run the Business

Operating & Capital Improvement Plan Summary

14

SLIDE 15

Top 10 Operating Expenses

Rank BTS Service Vendor Budget 1 OPUS Oracle America Inc $ 2,185,450 2 Office 365 Microsoft Enterprise Agreement – O365 Enterprise $ 1,627,210 3 Enterprise GIS Environmental Systems Research Institute (ESRI) $ 630,000 4 Enterprise Network Spectrum - Internet & Data Carrier $ 500,000 5 Enterprise Network CenturyLink/Level 3 - Internet & Data Carrier $ 500,000 6 Enterprise Network Cisco Systems Thru CDWG Partner $ 450,000 7 Enterprise Telephone ATOS/Unify/Siemens - VOIP Phone System Support $ 326,850 8 Justice CCMS Tyler Technologies $ 322,670 9 Enterprise Telephone CenturyLink/Level 3 - Voice over Internet Protocol (VoIP) $ 263,190 10 Enterprise Infrastructure Amazon Web Services (AWS) – Cloud Infrastructure $ 250,000

15

SLIDE 16

Discussion or Questions? Action Item

Approval of the BTS 2019 Budget

SLIDE 17

Pinellas County Business Technology Services

FY19 Decision Packages

Partnering to provide the solutions most important to our customers’ business

CJIS User Policy Board  Justice Business Developments  Clerk Jury EGIS Steering Committee  3D Basemaps  Routing OBAEC  Audit & Security

17

SLIDE 18

Evolving Justice CCMS

FY17 & 18 Business Development Efforts

Clerk 23% State Attorney 18% Public Defender 18% Courts 9% Multi- Agency 32% Process Improvement 32% Enhanced Business Capability 32% End of Life Replacement 4% Leverage Odyssey Platform 32%

Development Context Development by Stakeholder

18

SLIDE 19

Justice CCMS Budget History

FY11 FY12 FY13 FY14 FY15 FY16 FY17 FY18 FY19 FY20 Budget $6,543,5 $3,539,9 $6,082,0 $5,426,5 $1,600,0 $1,520,0 $1,133,1 $887,160 $388,311 $86,307 Actual $- $2,239,8 $3,173,1 $4,267,3 $337,033 $983,953 $201,529 $498,850 $302,004 $- $- $1,000,000 $2,000,000 $3,000,000 $4,000,000 $5,000,000 $6,000,000 $7,000,000

Jury Tyler Odyssey Project WBDQ Recurring Evolving Business Improvements

FY17 & 18 Budget Status for Current Dev Efforts FY18 Approved Budget $ 887,160 FY18 Estimated Total Remaining Expenses to be Paid $ (498,849) FY18 Remaining *Expenses to Carry Forward FY19

*Inclusive of $86K Contingency for Mandates & unknown requirements

$ 388,311 19

SLIDE 20

Prioritized & Supported New Business Development Efforts (Qty) FY18 (One-time) FY19 (One-time) FY20 (One-time) FY21 (One-time) 8 (10 Efforts now in Tyler Release) $ 234,560 9 $ 232,040 9 $ 236,880 9 $ 269,610

Justice CCMS Business Developments

CJIS Policy Board Initiatives

FY19 One-Time FY20 One-Time FY21 One-Time Budget $232,040 $236,880 $269,610

Estimated Spend

$187,240 $185,832 $196,030 Average $190K Recurring

20

SLIDE 21

Justice CCMS Business Developments

CJIS Policy Board Initiatives

FY19 Decision Package

Decision Package FY19 One-Time Recurring Budget $232,040 $190,000

21 21

SLIDE 22

APPROVED FY17 Decision Package FY17 (One-time) Clerk Jury Project $ 267,686

Justice CCMS- Clerk Jury

CJIS Policy Board Initiative

FY19 Decision Package

Decision Package FY19 One-Time Recurring Additional Budget $84,000 $0  Project is on Schedule.  Change in Scope Required:  Integration with In Court Docketing Application  Additional Funding Necessary:  $ 84K

22

SLIDE 23

Enterprise GIS

Service Update

BCC… Municipalities 2% Property Appraiser Office 5% Public Works 24% Sheriff 29% Utilities 23%

CURRENT SERVICE CONSUMPTION ($)

Enterprise 24% General Government 51% Special Revenue 25%

CURRENT FUNDING SOURCE

23

SLIDE 24

Enterprise GIS

Evolving Decision Making

Oblique Aerial Imagery

Approved Decision Package FY16

Light Imaging Detection and

Ranging (LIDAR) Approved Decision Package FY16

Countywide 3D Basemap & Routing

FY19 Decision Package

24

SLIDE 25

Enterprise GIS

FY19 Decision Package

Countywide 3D Basemap & Routing

Decision Package

FY19 One-Time Recurring Budget $304,000 $54,000

25

SLIDE 26

Audit & Security OBAEC Initiative

FY19 Decision Package

Decision Package

FY19 One-Time Recurring Budget $155,125 $43,750

Includes Software, Implementation & Support
Benefits Amount to:
Cost Avoidance/Potential Fraud Losses
Automation of Audit replaces manual process
5 year Benefit:
Total Project Benefit Estimated @ $536,535
Net Project Benefit Estimated @ $156,785

26

SLIDE 27

FY19 Decision Packages

Sponsor / Governance Decision Package FY19 One-Time Cost Recurring CJIS Use Policy Board  Justice Business Development $232,040 $190,000*

*Alternate way to Fund forward; Recurring vs. repeat annual One-Time

 Clerk Jury $84,000 $0 Total $316,040 $190,000 eGIS Steering Committee  3D Basemap $250,000 $0  Routing $54,000 $54,000 Total $304,000 $54,000 OBAEC  Audit & Security $155,125 $43,750 Total $155,125 $43,750 Grand Total $775,165 $287,750

Discussion or Questions?

27

SLIDE 28

Agenda

1. Call to Order – (Commissioner Welch, Chair) 2. Designation of Voting Members – (Commissioner Welch, Chair) 3. Action Item: Approval of Meeting Minutes – (Commissioner Welch, Chair)

BTS Board Meeting – February 12, 2018

4. Citizen Comments – (Commissioner Welch, Chair) 5. Action Item: BTS FY19 Strategic Plan – (Jeff Rohrs, BTS CIO) 6. Action Item: BTS FY19 Budget – (Jeff Rohrs, BTS CIO) 7. Action Item: BTS FY19 Decision Packages – (Jeff Rohrs, BTS CIO) 8. Action Item: Presentation of TSC Charter – (Chris Short, TSC Chair) 9. Discussion Item: Centralized Email System – (Belinda Huggins, BTS Director) 10. Discussion Item: Cybersecurity Workshop – (Jeff Rohrs, BTS CIO) 11. Discussion Item: CIO Goals and Department Plan – (Commissioner Welch, Chair) 12. Discussion Item: BTS Board – Open Items 13. Adjournment

28