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

Pin inellas County

Business Technology Services

BTS Board Meeting April 18, 2019

Agenda

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

BTS Board Meeting – February 27, 2019

• 4. Citizen Comments – (Bernie McCabe, Chair)
• 5. Legal Update – (Jason Ester, County Attorney)
• 6. Budget Overview – (Jeff Rohrs, CIO)
• 7. OPUS Availability Update – (Jeff Rohrs, CIO)
• 8. BTS Goals Subcommittee – (Jeff Rohrs, CIO)
• 9. Adjournment

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3

BTS Budget Summary

Working for You

Labor Summary

4

Run the Business

Operating & Capital Improvement Plan Summary

5

Infrastructure

Compute, Storage, Network, Telecom, Endpoints

Cybersecurity

EGIS OPUS Justice

Open Data & Integrations

Governance

BTS

BTS

BTS Budget by Strategic Pillar

Total Labor & OpEx

6

BTS Budget by Strategic Pillar

Labor vs OpEx

7

CHANGES & TRENDS

• Migrate to next generation storage platform
• Begin migration to next generation Backup

and Archive solution

• Catch up on technical debt (CIP)
• Upgrade to latest Virtualization Platform
• Cloud readiness ( foundation created, first

workloads moved)

• Identity Management Redesign and Cloud

enablement

• End user experience – desktop/mobile

devices

BTS Strategic Pillars: Infrastructure

$2,229,060 $953,092 $1,802,464 $2,072,580 $405,700

ENTERPRISE NETWORK ENTERPRISE TELEPHONE SERVER & STORAGE ENTERPRISE OFFICE365 & DEVICE MANAGEMENT OPERATIONS CENTER

FY20 Operating by Infrastructure Service LABOR, $11,262,730 , 60% OPERATING, $7,462,830 , 40%

BUDGET

Management, 5, 5% Network & Telephone, 17, 18% Server & Storage, 16, 17% Ent Office & Device Mgmt, 11, 11% Operations Center, 13, 14% IT Operations & Support, 25, 26% Custom IT Support, 9, 9%

#FTE: 96

BTS

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CHANGES & TRENDS

• Planned external third-party Risk &

Vulnerability Assessment.

• Continuing to expand Security Awareness

Training program and possible change of solution.

• Establish business hours Security Operation

Center.

BTS Strategic Pillars: Cybersecurity

$328,087 $260,000

OPERATING AGREEMENTS & TOOLS SECURITY ASSESSMENT & REMEDIATION

FY20 CyberSecurity Operating LABOR, $598,690 , 50% OPERATING, $588,090 , 50%

BUDGET

Management,1, 20% Support Staff, 4, 80%

#FTE: 5

BTS

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CHANGES & TRENDS

• New ESRI contract in 2020. Estimated 38%

True-Up (included in base budget request).

• 3D Base map FY19 Approved Decision

Package: 50% estimated completion. 50% re-budgeted FY20.

• Oblique Aerial Imagery: Schedule to fly FY20

BTS Strategic Pillars: EGIS

$308,981 $945,000 $125,000

OPERATING AGREEMENTS & TOOLS ESRI AGREEMENT 3D BASE MAPS FY19 APPROVED DP

FY20 EGIS Operating LABOR, $1,549,300 , 53% OPERATING, $1,378,990 , 47%

BUDGET

Management,1, 8% Support Staff, 12, 92%

#FTE: 13

BTS

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CHANGES & TRENDS

• Oracle (Perpetual) Agreement Extended 1

year; term ending Jan 29, 2020.

• Additional Year Extension is requested thru Jan 29,

2021

• Oracle Cloud Disaster Recovery for

Enterprise Business Suite.

• Continued testing of technical viability thru FY19 &

20

• Office of Management & Budget put out to

RFP for potential replacement of Hyperion Budgeting Software.

• Human Resources Taleo Phase 2

Enhancements is a FY20 Decision Package.

BTS Strategic Pillars: OPUS

$2,318,547 $180,512 $233,203

ORACLE AGREEMENT (PERPETUAL) ORACLE CLOUD DR OTHER OPERATING AGREEMENTS & TOOLS

FY20 OPUS Operating LABOR, $1,066,660 , 28% OPERATING, $2,732,280 , 72%

BUDGET

Management,1, 12% Support Staff, 7, 88%

#FTE: 8

BTS

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CHANGES & TRENDS

• FY18 & 19 Approved Decision Package efforts

to be completed FY20.

• $851,013 re-budgeted FY20 in support of FY18 & 19

approved efforts.

• FY20 Decision Package submitted in support
• f New unfunded efforts.

BTS Strategic Pillars: JUSTICE

$315,911 $771,412 $5,280

TYLER MAINTENANCE & SUPPORT TYLER PROFESSIONAL SERVICES (DP) OTHER AGREEMENTS & TOOLS

FY20 JUSTICE Operating LABOR, $1,071,860 , 50% OPERATING, $1,092,620 , 50%

BUDGET

Management/Coo rdinator, 1, 12% Support Staff, 7, 88%

#FTE: 8

BTS

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CHANGES & TRENDS

• Establishing Governance at Enterprise Level.
• Formalize the strategy.
• Mature and leverage Enterprise Service Bus.
• Architect and build the foundation (Data

Warehouse/Lake/Mart) that can be leveraged across the enterprise through many presentation layer tools and visualizations.

BTS Strategic Pillars: Open Data & Integrations

LABOR, $825,010

#FTE: 6

BTS

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Approval of BTS Budget Request

Pinellas County Business Technology Services

FY20 Decision Packages

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

CJIS User Policy Board ❑ Justice Business Developments OBAEC ❑ Human Resources: Taleo Phase 2

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Justice CCMS Budget History

Prior Approved Decision Package Funding

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Current Justice CCMS Work Effort Status

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Effort

AO Status PO Status FY19 EST Est Completion

Project 11149 Sentencing API’s Signed Issued 426548, $88,350 $8,835 FY19 Project 11092 (2017) Traffic Case Number Search in Attorney Manager TBD, $58,450 TBD $0 FY21 Public Access (2017) Clerk Contra, $150,000 N/A $0 FY20 Project 11038 Change Case Type in Attorney Manager Signed Issued 427400, $29,040 $13,068 F19 Project 11088 Display Predefined Custody Status Signed Issued 429649, $19,140 $5,742 FY19 Project 11020 Auto Judge Assignment Signed Issued 429647, $23,760 $4,752 FY19 Project 12144 Place Hyperlinks to all Cases TBD TBD $14,190 FY20 REQ- 2279 Ability to Copy and Paste TBD, $30,000 TBD $0 FY20 Project 11899 Auto Case Assignment on Reassignment Signed Issued 434986, $21,120 $10,560 FY20 Project 12145 Modify Offense Code to Add Case Security TBD TBD $24,420 FY20 Project 12398 Add/Delete Party Flags with Event Codes TBD, $46,200 TBD $0 FY21 Project 11964 Registry API’s Signed Clerk, $16,995 $0 FY20 Project 11733 Sortable Column Headers in List Manager Signed Issued 435113, $6,600 $6,600 FY20 Project 12273 Send Document for Manual Review to CSI Queue Signed Issued 434988, $81,510 $40,755 FY21 Project 12350 Custom API to Specify Task Queue Signed Issued 434987, $47,520 $23,760 FY20 Project 10304 Jury Signed Issued 426558, $267,686 $87,686 FY20 TOTAL 16 EFFORTS IN FLIGHT 240,368

Justice CCMS Business Developments

CJIS Policy Board NEW Initiatives

FY20 Decision Package

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Proposed FY 20 Development Items Estimated Cost Project 12033 Active Parameter Token Should Only Return Active Charges (core update) - SAO $30,000 REQ-2409 Appeals ‐ Confidential Record Build - Clerk $78,084 Attorney Manager Case Header Region Display Additional Information - SAO $27,000 Project 10372 Party Record: Special Instructions and Alerts Region - Clerk $17,760 Event Data Prompts with Group Add Events - Clerk $30,000 Add Excel Functions in Word forms to work with tokens - Clerk $15,000 Provide Audit Trail for Court Calendaring and Session Closure - Courts $24,000 Total (Voting Item) $221,844

Decision Package FY20 One-Time Recurring Budget $221,844 $0

Human Resources Taleo Phase 2

FY20 Decision Package

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Key Points

• Phase 2 provides:
• Implementation of Oracle Taleo Cloud Services On-

Boarding module, synchronization between Oracle Taleo and Oracle EBS, single sign-on functionality. Goal is to provide smoother and simpler application process for current and prospective employees and use the Taleo suite of applications (e.g., iPerform, iRecruit).

• Human Resource (HR) Performance Objectives:
• Improve time to fill vacant positions.
• Improve reporting for diversity, hiring and retention

goals.

• Cessation of dual entry in two disparate systems.
• Increase data accuracy.
• Reduce manual entry.
• Reduce login support calls as result of Single Sign On.
• Increase employee satisfaction via annual employee

survey as an indicator of improved performance development tools and processes.

• Improve retention as a result of improved methods

for measuring and developing employees.

• Improve retention as a result of improved methods

for measuring and developing employees.

✓ Customers Impacted: All departments and agencies Represented by the Unified Personnel Board (UPS). ✓ Estimated Funding Source: General Government. Decision Package FY20 One-Time Recurring Budget $50,000 $0

FY20 Decision Packages

❑ Sponsor / Governance ❑ Decision Package ❑ FY20 One-Time Cost ❑ Recurring CJIS Use Policy Board Justice User Policy Board Initiatives (FY20 Pipeline) $221,850 $0 OBAEC Human Resources Taleo Phase 2 $ 50,000 $0 $271,850 $0

Discussion or Questions?

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OPUS Availability

OPUS Availability (last 9 months)

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Ticket # Open Date Approximate Downtime Payroll Processing Week Suspected Root Cause Resolution / Changes INC0013850 03/13/2019 5.21:20PM 1.25 Hours Wednesday Generate Run Balance process running same time as Backup Cancelled Generate Run Balance / Cancelled midweek backup INC0011943 1/9/2019 2 Hour Wednesday Database & Application Tier Restarted DB / None INC0011083 12/11/2018 10:20AM 4 Hours Tuesday Application Tier Restart / enhanced alerting for the Application Tier I739238 11/16/2018 7:13AM 2 Hours Backup running during business hours Rescheduled outside of business hours I739022 11/14/2018 7:44AM 6.25 Hours Unknown Moved to faster storage (U03) I738917 & I738942 11/13/2018 10:51AM 6 Hours Tuesday Access Manager Restart / None I738600 11/07/2018 3:05AM 3 Hours Identified Storage was not optimized Moved to faster storage (U04) I737791 10/30/2018 8:49AM 1 Hour Tuesday Locks on Table (DB) None / Investigate Root Cause I735313 10/09/2018 10:14AM .5 Hours Unknown Resolved prior to BTS Involvement / None I722364 09/18/2018 7:44AM 6.25 Hours Tuesday Database & App Tier Restarted DB & App server / None I732314 09/17/2018 2:57PM 1.5 Hours Monday Database Restarted DB / None I725138 07/27/2018 7:03AM 2 Hours Storage Tier Error Restarted Storage Protocol / None

March 1.25 Hours February January 2 Hours

December 4 Hours November 17.25 Hours October 1.5 Hours September 7.75 Hours August July 2 Hours June

OPUS Availability Issues

Stabilization Efforts:

• Continuing enhanced performance monitoring
• Changes recommended by Oracle
• Ran ‘Generate Run Balance’ process
• Parameter change to ‘Gather Schema Stats’ – reduced run time
• Increase RAM (added 144GB)
• Operating System modifications (updates to kernel)
• Change recommended by Red Hat Linux
• Updated memory settings
• Change recommend by AST
• Disabled auto jobs enabled by default by Oracle
• Run backup only once a week
• Continuing to work with Oracle and AST
• Working with Oracle to schedule of Proof of Concept of an Application Monitoring Tool
• AppDynamics & DynaTrace don’t have confidence they can assist with the current version of EBS

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BTS Goals Subcommittee Update

• BTS Board Subcommittee:
• Tax Collector - Charles Thomas (Chair), Director - Jason Malpass (Vice-Chair),

Commissioner - Kenneth Welch, Commissioner – Kathleen Peters, Clerk of the Circuit Court - Ken Burke, BTS CIO - Jeff Rohrs

• BTS Goals Working Group:
• Aubrey Phillips (BCC), Rachel Panter (Tax), Jason Malpass (PCSO), Shannon

Mills (BCC), Fredrik Tucker (BTS), Jeff Rohrs (BTS)

• Next Steps:
• Working Group to develop a survey to be sent to members of the BTS Board,

Appointing Authorities, and Technology Steering Cooperative (TSC).

• BTS Board Subcommittee to review results and make recommendation to the

BTS Board.

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