Review of Current State Maria Callander, IT Director November 14, - PowerPoint PPT Presentation

Review of Current State Maria Callander, IT Director November 14, 2019

Infrastructure Overview • Cisco router, switch and server • Palo Alto firewalls • Netapp storage • Office 365 Government • Windows operating systems • VMware • Veeam data protection • Primary and secondary datacenters both in Carlsbad 2

Application Portfolio Overview 3

Financial Management • Central Square (IFAS) Legacy – Accts payable/receivable – Financial Reporting, Budgeting and Forecasting – General and Job Ledger – Purchasing • Core Technologies – OneStep Cashiering – Current project to upgrade to iPayment 4

Financial Management • Manual integrations with – False Alarm Reporting (FAAP) – Parking Citations (TurboData) – Recreation (CivicRec) – Permitting (EnerGov) – Involve manual entry and the use of spreadsheets to download/upload transactions 5

Financial Management • Fixed Asset Tracking – Central Square IFAS – Departmental spreadsheets and Access databases – Some tracked in Public Works Asset Management systems 6

Other Financial Management Tools • Treasury and Debt Management – Emphasys Sympro • Reporting – MS Excel/MS PowerPivot • Grant Management – MS Excel and Access • Project/Cost Accounting – MS Excel • Receiving and delivery tracking- Qtrak • Central Store Inventories - Sage 7

Human Resources • Infor Lawson hosted by Velocity – Benefits – Compensation – Human Capital Management • Sumtotal Workforce Management (WFM) – Time and attendance • Payroll – Combination of WFM and Lawson – 123 step process – Manual entry, spreadsheets, file uploads and downloads 8

Human Resources • Employee Scheduling – Kronos Telestaff: Police and Fire – When to Work: Library and Recreation • Applicant Tracking – Neogov – Onboarding is a manual process • Leave of Absence – Spreadsheets and manual entry • Personnel Action Forms – paper process and manual entry 9

Human Resources • Currently in the process of acquiring a Learning Management system 10

Public Works • Infor Hansen – Asset management – Work orders – Maintenance – Timekeeping • GeoKNX – mobile work orders • Central Square Lucity – Pavement Management • GraniteNet – Sewer video inspections 11

Public Works • AssetWorks – Fleet Management • Harris Northstar – Utility Billing (Water) – Upgrade in process including interface with InvoiceCloud • ITRON Advanced Meter Infrastructure • Mcare – Mobile workorders for Utility Billing • WaterSmart – Analytics, flat file upload from Harris 12

Land Management • Tyler Energov – Permits – Plans – Business licensing – Code enforcement cases – Resident online access to business license process only 13

Land Management • Building inspections - IGInspect • Code enforcement field inspections are conducted using a VPN connection into Energov 14

Police • Computer Aided Dispatch/Mobile – Central Square Tiburon CommandCAD – In process of acquiring new system • Crime and Field Reporting – Motorola NetRMS – Regional implementation • Axon Taser BodyCam 15

Police • Vigilant LPR • Traffic Accident and Citations – Crossroads eCite • Evidence Management – Quetel • Public Safety Cameras – Ocularis • Scheduling – Kronos Telestaff 16

Fire • Regional dispatch center – Central Square Tritech • Records Management – Street Fire • Emergency Medical Reporting - Street EMS • Digital dashboards – First Arriving • Scheduling – Kronos Telestaff 17

Other major applications • GovQA – – Public Records Portal and Request Management – Correspondence for management of Council inquiries • HPRM – Enterprise Content Management – Currently replacing with Laserfiche 18

Other major applications • Recreation – CivicRec Activity and Event Management • Library – Symphony Integrated Library System – RFID Self-check • Accela Public Stuff – Mobile app for citizen requests – Links to Lexis Nexis Coplogic for Online Crime Reporting, traffic complaints and homeless issues – Currently implementing new CitySourced app. 19

Issues • Decentralized business operations – Decisions optimal for individual department but not for whole organization – Duplicate and shadow systems – Complex integration – Reliance on manual processes • City desires to take an enterprise wide view in the creation of our digital transformation roadmap 20

Issues • Limited access to data and information – No central data warehouse – Multiple tools in use (Crystal, SSRS, Tableau) – Poor data quality – Hiring a Data and Business Intelligence Manager – City desires to create an enterprise business intelligence strategy to serve both staff and residents 21

Issues • Many systems implemented to duplicate current business processes • Many systems were not fully implemented • Lack of documentation • Limited training • Staffing 22