The URL can be used to link to this page

Home My WebLink About01 - PowerPointu ° IT Strategic Plan City of Newport Beach Information Technology Strategic Plan Presentation Newport Beach City Council November 29 , 2011 IT Strategic Plan City of Newport Beach Response to Council Initiative: ■ City Leaders Vision of a Faster, Smaller, and Smarter organization ■ Citizens Technology Task Force Recommendation uc IT Strategic Plan City of Newport Beach What We'll Cover • Information Technology Strategic Plan (ITSP) • IT Operational Action Summary • IT Implementation Schedule and Funding Recommendations IT Strategic Plan City of Newport Beach ThirdWave Project Goals: • Create a comprehensive IT Strategic Plan • Ensure sound investments in IT • Automate many tasks currently done by hand, resulting in staff reductions /savings • Ensure that each investment in hardware / software will be made through a lens of best practices IT Strategic Plan City of Newport Beach ThirdWave Objectives of the ITSP Project: ■ Enhance public access to information & services (ex. eGovApplications) ■ Identify an optimum operating model (ex. Insource, Outsource, Hybrid) ■ Develop a Citywide IT focus (ex. Citywide vs. Departmental) ■ Ensure a fiscally sound IT investment strategy responsive to business requirements / public service uc IT Strategic Plan City of Newport Beach Business & Service Delivery Requirements Findings ED ThirdWave uc IT Strategic Plan City of Newport Beac Rigorous Needs Assessment: 32 Workshops with 242 City Staff WTV Nepd4A4 u��..rar 4nt:@u41nn! ApuINIMNd /06An0m GAY d N.N Ds o Session 7: Budget Process 1,2,5,10,11 n,s, 4,8 1,2.6 I�. LIU- �. 6 -W /+ww.4F,p r .nr u1F • (MWFrtwi •ea�nAlUMgs •Iai.�FNhiv Imo, » FA.riiFWb aawp4l •ooa !IPl:1MIIFMF +.r.Ma.Y1.,Rl .iI9` Wnwi .w.�.w�vrbP•v.Fw ,�YIFaFr Y w°�uFp r� ` E � 112,A n �7t• r.NY mM R F ,C,MM f Jay Yp • MIIYnIMMMy RIPM ANIIOY9ulkfiow° PFx!// MPM, gKwOw 4-3,2011 MMMb.Y F A _ OF-Off �� CIS, F' Ay.IMrna Rapid Workflow workshops identified: ■ 103 IT solutions ■ 36 Operational solutions Goner. ■ 22 Management solutions M1�b'LdMY. C!v'4'liic.a LirW rFwe. , F��,b • fnrr ygpp Ga'a Fire b.rai wpYyYF • y,.i APy[ • Rrdmn f� Imo, OMI p'aYaF/y M•Y�K6J'W �[•YMIM!MK•i ,rnutb Wl,N A/al /Ilp! INA r., .iI9` Wnwi .w.�.w�vrbP•v.Fw M „nM1.FM� i.i zFr Fw[. +/hMC dr. 9b4 lTrryr b I,Lp1 pgMg A/IF o dpp�,Y'MF 11ppp MFpyNli,bn,Fi MpYMJUy} _ ■ $16M in potential savings ■ 71,481 inefficiency hours .itl - - - wC7w -wrs. Nauni. �yFN.MN MBYMFN. PRW , ,Ipas'gl,bal.x�v, 1•,.,.�., -- pi•'I,FI,FI/11iL6�rdMMVvb ,.... .. Fwa'. . ,. 2„IA,WL,:,.i.. .Yb,lMq.>iP.�,�«,I..� Y AWd4M,mi ury +A F4tt[fa., Nni]N•1W 2 11B IEKdlAM /P(M1YIlwlw Imo, OMI p'aYaF/y M•Y�K6J'W �[•YMIM!MK•i ,rnutb Wl,N A/al /Ilp! INA r., Wnwi .w.�.w�vrbP•v.Fw '.1 P.prV�l/Pq i�ili4YM nr1 i Fuel: - Ri,M1PNN Olowls - Mlwe lorN'!M OMs • hMYVb Y 1 1'rJb�va A/IF o dpp�,Y'MF 11ppp MFpyNli,bn,Fi MpYMJUy} _ Ni/11 Mi1iwFOi1+IM. FMi41BPP.BNq. _. 1 114,�wM /rMPraFMl.n✓FI {bIMlMIIN 0 IlMPYVPn WFd PiLWbb •. Y Abea'YeQq,la.M br. /ire 5 ] SfeM Ww i SIIbY/ipY, rtnF M,Itr MYFFa n iaarr/b....pg4.e� ,dpt.py/IijMhiPi' MIaPa,P, Gt,rri+++...Mti. w.FrnS p'�.�A .. sAMlw.a urwW e.rFwelimuaoe...+m. 1 SMi M>tF b414mtY�GI 9 lMi Fl,1NYiM4(pIMfM�b aCM�ra1I `3 faP,PIaPM%1 IgiMIF Plpillf'nY Mtl i. YY /OlYtl rfa iNfl5b6iECpR �,f/ib PAM► 0010A 6 Cil/IMOIF /ipMn IMMI AlJJ,i OlfylbYipeyMfoeb.. Kiibbl4 pp,4riv�Yisii4 YiePM,nkli A/50MI tl+✓p a. /Mr/Y Cq}i'BIOIW tlalFloaf 9Am1A CS%1!'JLP,�CA4niPI,M,PPTr'/4 ••p'yM<R'•M]M ptFYaa✓�,Yy, Tr;Gmlaltluld F. fv],p bl G.o-.,/e /err .wPIlaY MtlHFMf/ YYYrY14 GAp,Y4 }. TYni NYMYT4iPi1JI M]t.[F.bsiN +ipka lP+iiliM1rF.l., iii•y�! roa4nrP4,b,16au MYMW:IWlfdM9C.4yM1Yi [iiiS 6'OM1.' IbFSIWm7 LblY Pd•a0ilieM, M. D AI4. o iatlr! CQIYp +RM,/iF .�PI/.9P,bN(M Ki Rfp+r.M l qv Fffu P Farr E..iFd<.Y b,b�p�1�.5Mn ]. iNi+q+FYh tl/POJ iM (Mi$MIy F1>rlYe /. Nw. .v•mAfar Y. 9o"MiM'. FYA/Mq 4iM.niY 3,1YM :TMa WctIMNPiI. 9 Mgbq'MbwNMq�pwWq+!4. W. G'•PAbOwmPwAwpyrgFp,n !. Mara 6g7,/vlgwu- OMi1YJij,(afYd 4 llpy/mw 4uwYON,LPCM�NFq 10.iy.TW#I,Iyp4ib W. 41MY0 - Ir�T.TFTlW14VMYMMItl. 9. iAP (.iG✓rlilipM wlwy tlY.f[6t`iIW,T 4 IIPT!RPMMiPI5lt4 MYIISM I�l4vM14p' 11 YtiwrFimmw AMPOYkM iaywl I1. JblF.gv rtlalaMb.p rle,mMY/ iw' Iprt YMV,,MtrA/! wPaviyWMF'.IwiO l dOmbsia�simLr�d,Yiba�OYfsmMer,i rd ICS. �'Pabiep4w9 nwwra[aewl 10 be•nYtlMpir+wwPwNaYw4inc pq /MAb Pl1R1 p/F Mart M� tlMiFYNY,Y M•iYL N,^➢MP+.9 rtAaVSi'ML 61N, CiP/FY,y{FwyMIMY15YdlIN�'YIl IdPiPa/. SM II. §#tlFN /4} YI SrM rNd II�,IS lb�al„wY pe,Mn Miaeliin,s„YYYii.eV ieIYRYII �.b w1a8- s4/6NIe1hV�IbYV1i s,YfPTwlMiis/ I4- Mp+w M MNPIaG 18!} 34F MNY IMIIIMI' srMS�Ow m IT Strategic Plan City of Newport Beach Extensive Data Synthesis: Business Process Improvement Maps Findings & L M, w �ThirdWave Implementation Plan ■ Resulted in a Comprehensive analysis contained in a 107 page Findings and Recommendations Report ■ Focused on locating Gaps for Improving Customer Service ■ Identified Management, Operational and Technology Opportunities Fo "` ° IT Strategic Plan City of Newport Beac' High Level Findings: ThirdWave City's IT has been neglected for years resulting in: • Outdated systems (i.e., PD 911 CAD / RMS and City Finance /Budget Systems) • Disconnected systems that don't share / report on valuable data required for operational and management decision making • Numerous standalone home grown "shadow systems" requiring significant ongoing support • The City requiring major investment in IT to make up for years of neglect uc IT Strategic Plan City of Newport Beach ITSP Implementation Plan ED ThirdWave IT Strategic Plan City of Newport Beach New IT Operating Approach ■ Objective: Enhance public access to information & services Recommend: New focus on eGov, Web enabled apps ■ Objective: Identify an optimum operating model Recommend: Analyze correct staffing model for each new application deployed ■ Objective: Develop a Citywide IT focus Recommend: IT Governance Committee, Standardization of hardware and software ■ Objective: Ensure a fiscally sound IT investment strategy Recommend: ROI Business Case conducted for all new IT acquisitions uc IT Strategic Plan City of Newport Beac' ITSP: 5 Year Implementation Plan ThirdWave 44 IT projects identified over 5 years ■ Infrastructure: 7 initiatives ■ Hardware: 8 initiatives ■ Software: -� • Departmental: 12 applications i.e., CAD /RMS 12- 18 months • Enterprise: 11 applications i.e., ERP: 12 — 18 months ■ E- government: • Internal: 3 applications • Public Facing: 8 applications ■ Will require a phased approach for the organization to absorb successfully uc IT Strategic Plan City of Newport Beac' ITSP Qualitative & Quantitative Citywide Benefits • - U. 1. More efficient use of staff time 27 2. Enhanced customer service 19 3. Cost savings 4. Staff time savings 13 11 5. Better information / decisions 11 6. Eliminate / reduce paper / costs 10 7. Streamline business processes 10 8. Reduced errors / quality 6 9. Reduced staff stress 4 10. Minimize lost documents 3 11. Faster retrieval of information 3 ThirdWave uc IT Strategic Plan City of Newport Beac! ITSP Cost - Benefit Analysis The ITSP provides a compelling business case for IT investment: 5 year ROI projection. $13.8M Invest. $13.7M Savings ED ThirdWave 9,000k B, 000k 7,000k 6,000k 5,000k 4,000k 3,000k 2,000k. 1,000k Year I Year 2 Year 3 Year 4 Year 5 Year 1 2 3 4 5 Costs 8,317,084 1,415,907 2,043,773 927,773 1,175,773 Benefits 854,401 2,845,773 3,310,511 3,363,956 3,393,668 IT Strategic Plan City of Newport Beach ITSP Implementation Benefits • Improve business processes • Reduce costs ■ Enhance /faster customer service ■ Better financial information ■ The right tools to support accurate performance based budgeting ThirdWave ThirdWave recommends the City Council adopt and fund the ITSP IT Strategic Plan City of Newport Beach NB IT Department Operational Update th 1 � IT Strategic Plan City of Newport Beach IT Department Operational Changes • Centralized and Coordinated IT Operations • Best Practice from Private and Public Sector organizations • IT staffing model that focus experts in core areas with outsourcing used for demand spikes • Developing Common IT infrastructure Standards - Data Centers, Desktops, Software Applications • Beginning the replacement of old legacy systems - Laserfiche, VOIP Phones IT Strategic Plan City of Newport Beach IT Strategic Plan City of Newport Beach IT Department Operational Changes • Virtualization of Servers underway, Virtual Desktops coming soon • Consolidating Data Centers Creation of Project Priority List with time added for Research and Development • R +D - Cloud applications, RFID study, New CAD RMS. etc IT Strategic Plan City of Newport Beach IT Implementation Schedule and Funding • Progress already: — LaserFiche — VOIP phones • Significant investment needed • Must be prioritized with other City needs — but this is a "cost of doing business" • All Win context of FY 2012 -13 budget IT Strategic Plan City of Newport Beach QUESTIONS?