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Home My WebLink AboutC-3254 - Installation, testing, training and maintenance of a Microsoft Windows NT wide area network&I�►3�� January 11, 1999 Council Agenda Item 11 Page 1 of 3 TO: Mayor and Members of the City Council FROM: Timothy Riley, Fire and Marine Chief �-(� Dick Kurth, Acting Administrative Services Director SUBJECT: Fire and Marine Department Computer Network Upgrade APPROVED RECOMMENDATION: C _ 3?-5`i -Q2� That the City Council approve Budget Amendment BA -35, transferring $52,377 from the Building Excise Tax Fund (BET) into the Fire and Marine Department Capital Outlay Account 2310 -9010 to fund the installation of our Network Upgrade Plan, and That the City Council authorize the Fire and Marine Chief to enter into an agreement with Pacific Blue Micro in the amount not to exceed $52,377 for the installation, testing, training and maintenance of a Microsoft Windows NT wide area network, and That the City Council approve Budget Amendment BA- 35, transferring $17,250 from the General Fund into the Fire and Marine Department 2310 -7000 accounts to provide for the position of Fire and Marine Technical Support Specialist, effective February 1, 1999, with salary and benefits not to exceed $69,000 per year. BACKGROUND: Over the past twenty years, the Fire and Marine Department has slowly migrated through many and varied computer technology solutions to meet its changing needs. Prior to 1990, Department computer management was instituted and maintained through the volunteer efforts of one of our Fire Captains. He developed a centrally managed, computer network environment that introduced the department members to electronic mail, word processing and custom database applications. To date, many of his original database designs are still in use, though showing signs of age. (As an aside, this particular individual is within a few years of retirement, taking with him a great deal of knowledge regarding our current set of computer programs.) With the increase in technology came an increased need for support. In 1990, the Department created the position of Fire Information Systems Manager. During the next five years, we were able to keep pace with changes in computer hardware and software but were unable to expand efforts in the area of management information systems, such as accurate payroll accounting, response time analysis, and fire prevention and hazardous materials permit tracking. As part of the 1995/96 budget reduction process, the Fire Information Systems Manager position was eliminated. The department is now fully reliant on the Management Information Systems Division of the Administrative Services Department for all of our support. (For the past several months, MIS has been running with three vacant positions.) For the past four years, we have been attempting to migrate from an aging network and application environment created in the 1980s to modern technology. Many of the . recommendations outlined in the 1995 City of Newport Beach MIS Strategic Plan have yet to come to fruition even though a large percentage of the Warner Group recommendations have been implemented. Due to the budget deficits we experienced during the early 1990s, much of the work attempted or performed over the past four years has been plagued by a lack of funding or inadequateoport. We have attempted to improve 41business processes without - creating an additional impact on the General Fund and have been frustrated because of it. KEY MIS ISSUES: . In January 1997, Fire and Marine Department staff members identified "the analysis of our current and future MIS support issues" as one of our top goals for 1997/98. Our staff felt that in order to continue to provide basic services and develop an ability to perform timely and accurate management assessments, we needed to improve our data collection and reporting capabilities through the implementation of a current and cohesive technology plan. The department executive management team was tasked with the development of an upgrade plan that would: I. Identify current business support needs 2. Address system efficiency and reliability 3. Project future MIS needs 4. Address compatibility with external systems and agencies 5. Develop a method for ensuring adequate technology support To assist us in that effort, we contracted with Centric Resources, Inc., to study our current computer network environment. Their report, delivered on June 19, 1998, recommends a comprehensive migration to a Microsoft Windows NT network configuration, which includes a major upgrade to our system hardware and software, the complete migration to the city- wide electronic mail standard, and post - installation training and support. Concurrently, Fire and Marine and MIS staff have conducted an in -house needs analysis to develop a list of business principles that guide our MIS needs. The following depicts a . summary of our principle issues: • Critical services in the Fire and Marine Department create a unique environment requiring technological systems (telecommunication, radio and computer networks) that operate efficiently and reliably on a 24- hour - per -day, seven - days - per -week, basis. • Critical services rely on key computer applications to ensure optimal performance, such as: reliable and accurate emergency incident information, timely medical billing and revenue collection programs, fire prevention and harbor inspection and permit generation programs, minimum emergency unit personnel staffing and notification recall programs, emergency apparatus and equipment repair and replacement programs. Efficient cost control management of a complex personnel system demands accurate management information. Eleven remote locations with 31 computer workstations serving over 120 users working many different work schedules creates a high demand for support service. • Lack of exclusive department MIS staff support creates a management void that effects many department managers and programs. Based upon the Centric Resources Report and staff discussion regarding our current MIS • issues, we are recommending the following plan for immediate implementation. r NETWORK UPGRAI&LAN . Step 1— Following the recommendations of the Centric Resources, Inc., Enterprise Blueprint, conduct an RFP to select a vendor to assist M.I.S. in the implementation of a comprehensive network environment transition from Novell Netware to Microsoft is Windows NT. We have done so and feel that Pacific Blue Micro is the most responsible vendor. Step 2 — Finalize the migration of all department members from ccMail to Microsoft Mail, consistent with the rest of the City electronic mail users. Step 3 — Re- institute a designated Technical Support Specialist position in the Fire and Marine Department as soon as possible. This is consistent in departments with high MIS support needs, such as Police and Community Services. Step 4 — Develop a joint plan between the Fire and Marine Department and the MIS Division of the Administrative Services Department clearly delineating lines of MIS support responsibility. LONG RANGE BUSINESS PLANNING Step 1— During Fiscal year 1999/2000, perform a department -wide audit, by program, of the current and projected MIS needs beyond those addressed in this upgrade plan. Step 2 — Develop a long range MIS strategic plan and return to the City Council with an implementation plan. FISCAL IMPACT: This recommendation will result in a one -time General Fund increase to our 1998/99 budget of $17,250 and a one -time B.E.T. Fund increase of $52,377. The current balance of the Building Excise Tax Fund is $565,848. It is recommended that the Network Upgrade Plan be funded through revenue derived from the Building Excise Tax fund. As defined in Section 3.12.110 of the Newport Beach Municipal Code, "this fund shall be used only for the purpose of acquiring, building, improving, expanding and equipping City Fire Stations... ". In light of the growth of our community in the past twenty years and the essential nature of computers in the fire stations for the provision of service, I feel this is an appropriate use of these funds and would preclude this component from impacting the General Fund. The hiring of a Fire and Marine Department Technical Support Specialist will result in a General Fund allocation of $17,250 for the remainder of Fiscal Year 1998/99 and an on- going General Fund designation of $69,000 in future years to fund the requested position. Unfortunately, the budget reductions experienced between 1992 and 1996 took a tremendous toll on our MIS support system. In realization of the City's fiscal situation, we have attempted to limp along and are now paying the price with inadequate computer system development, maintenance and repair. We do not believe we will be able to maintain, let alone advance, our management information systems any longer without this critical staff position. • City of Newport Beach NO. BA- 035 • BUDGET AMENDMENT • —T- . 1998 -99 AMOUNT: $70,127.00 EFFECT ON BUDGETARY FUND BALANCE: Increase Revenue Estimates X Increase Budget Appropriations ANQ Transfer Budget Appropriations from existing budget appropriations from additional estimated revenues X from unappropriated fund balance EXPLANATION: Increase in Budgetary Fund Balance �X Decrease in Budgetary Fund Balance No effect on Budgetary Fund Balance This budget amendment is requested to provide for the following: To appropriate $52,377 for upgrades to the Fire and Marine Department's Network from the Building Excise Tax fund which currently has surplus reserves of $565,848. No prior amendments for this account have been requested. This amendment also requests $17,250 from the General Fund to increase the Fire and Marine Department's salary appropriations to provide for the position of Fire and Marine Technical Support Specialist. No prior amendments for this account have been requested. ACCOUNTING ENTRY: BUDGETARY FUND BALANCE Eund Account Building Excise Tax 270 3605 General Fund 010 3605 REVENUE APPROPRIATIONS (3601) Fund /Division Account EXPENDITURE APPROPRIATIONS (3603) Description Fund Balance Control Fund Balance Control Description Signed: 6dA C- >C,c &o Financial Approval: Finance Director Signed: Administrative Approval: City Manager Signed: City Council Approval: City Clerk Amount Debit Credit $52,377.00 $17,250.00 5 $52,377.00 $17,250.00 Date Date Description Division Number 2310 Fire and Marine Administration Account Number 9010 Computer Equipment Division Number 2310 Fire and Marine Administration Account Number 7000 Salaries Division Number Account Number Division Number Account Number Division Number Account Number Signed: 6dA C- >C,c &o Financial Approval: Finance Director Signed: Administrative Approval: City Manager Signed: City Council Approval: City Clerk Amount Debit Credit $52,377.00 $17,250.00 5 $52,377.00 $17,250.00 Date Date C* of Newport Beach 0 BUDGET AMENDMENT 1998 -99 EFFECT ON BUDGETARY FUND BALANCE: Increase Revenue Estimates X Increase Budget Appropriations Transfer Budget Appropriations from existing budget appropriations from additional estimated revenues qX from unappropriated fund balance EXPLANATION: NO. BA- 035 4 ( I AMOUNT: $70,127.00 Increase in Budgetary Fund Balance Add X Decrease in Budgetary Fund Balance No effect on Budgetary Fund Balance This budget amendment is requested to provide for the following: To appropriate $52,377 for upgrades to the Fire and Marine Department's Network from the Building Excise Tax fund which currently has surplus reserves of $565,848. No prior amendments for this account have been requested. This amendment also requests $17,250 from the General Fund to increase the Fire and Marine Department's salary appropriations to provide for the position of Fire and Marine Technical Support Specialist. No prior amendments for this account have been requested. ACCOUNTING ENTRY: Amount BUDGETARY FUND BALANCE Debit Credit Eund Account Description Building Excise Tax 270 3605 Fund Balance Control $52,377.00 General Fund 010 3605 Fund Balance Control $17,250.00 . REVENUE APPROPRIATIONS (3601) Fund /Division Account Description EXPENDITURE APPROPRIATIONS (3603) Signed: �� "I 1&4 ""q ` -& / 5 / Fi�ro� Fine Dir'` Date Signed: � -6 Administrative Approval: City Manager Date Signed: �(l e yn _ d-c2� / - // -99 Description Division Number 2310 Fire and Marine Administration Account Number 9010 Computer Equipment $52,377.00 Division Number 2310 Fire and Marine Administration Account Number 7000 Salaries $17,250.00 Division Number Account Number Division Number Account Number Division Number Account Number Signed: �� "I 1&4 ""q ` -& / 5 / Fi�ro� Fine Dir'` Date Signed: � -6 Administrative Approval: City Manager Date Signed: �(l e yn _ d-c2� / - // -99