CITY OF CAPE CORAL, FL
Information Technology Plan
FY 2011
Table of Contents
I Introduction
II Organization & Governance
II.i Organization
II.ii Governance
III ITS Mission Statement
IV Strategic Initiatives
IV.i Application Deployment across City Departments
IV.ii Aligning IT to the Business
IV.iii Key Strategic Initiatives
- E-Government
- Document Management & Archiving
- ERP Replacement
- GIS
- IT Infrastructure Capacity, Resiliency, Security
V Key Projects
V.i Update for FY 2010 Key Projects
V.ii Key Projects for FY 2011
VI Best practice frameworks
VI.i Service Management improvement via ITIL
VI.ii The COBIT best practice framework for IT Governance
VII Project Management
VIII IT Enterprise Architecture & Standards
VIII.i Network Architecture
VIII.ii Platform Architecture
VIII.iii Software Architecture
VIII.iv Data/Information Architecture
VIII.v Security Architecture
VIII.vi City of Cape Coral information Technology Standards
IX IT related awards & recognition
I Introduction
This is the FY 2011 update to the City of Cape Coral Information Technology Plan. Along with every other City department, ITS faces challenges associated with the changed budgetary landscape within Florida for State and Local governments following the adoption of Amendment 1 by the State legislature and the severe reduction in property values within the City over the last 3 years.
The FY 2011 Proposed ITS budget is reduced 1.9% from the FY 2010 Amended budget and 9.6% from the FY 2009 Actual budget. The steepest cuts over the last two years have been made for capital expenditures and operating expenses. We are able to absorb these and continue to provide value because of the investment in infrastructure and application software made over the last several years but recognize that capital funds for selected hardware upgrades will require to be budgeted in the short term future. The City budgeted for replacement of the legacy SunGard Public Sector iSeries based ERP in FY 2009. The bulk of the conversion to Oracle/JD Edwards Enterprise One for Financials, AMX Utiligy for utility billing, and Active Government for cash management, and CRW TRAKiT for Community Services has been completed. The Avolve Software ProjectDOX system for electronic plan submission and review is in pilot test phase.
Within the new fiscal year, priorities include completing the ERP migration with the remaining three modules of JD Edwards and implementation of the Sympro treasury management system. We have also determined that a more robust government budgeting capability is required than that natively provided by the JD Edwards package and are evaluating 3rd party add-on options to support the features desired.
II Organization and Governance
II.i Organization
The ITS Department consists of three Divisions: Business Applications, Network & Telecom Infrastructure, and GIS Services – see Organizational Chart below.
Business Applications is responsible for supporting all the application software packages deployed in the City. Our policy is to use Commercial off the Shelf (COTS) applications and develop software only when compelling cost reasons exist and/or there is a niche requirement where COTS is not available.
Network & Telecom Infrastructure is responsible for supporting the extensive physical infrastructure including data centers, interconnectivity, switching, routing and telecommunications.
GIS Services is responsible for developing & maintaining the enterprise GIS implementation at the City utilizing the ESRI ArcGIS product. Most routine GIS activity is farmed out to the user departments but GIS Services will perform the more complex mapping & data analysis tasks. GIS Services publish a separate multi-year GIS Strategic Plan document– see http://www.capecoral.net/Government/ITS/StrategicPlanning/tabid/629/Default.aspx
II.ii Governance
Effective IT governance helps ensure that the IT organization supports business goals, optimizes business investment in IT, and appropriately manages IT related risks and opportunities. Value, risk, and control constitute the core of IT governance. Effective IT governance enables the enterprise to take full advantage of its information, thereby maximizing benefits and capitalizing on opportunities.
In order to strengthen our IT governance, ITS began the process in FY 2009 of constructing a comprehensive set of IT policies, procedures, and documents supporting the COBIT® (Control Objectives for Information and Related Technology) Version 4 framework. This effort will continue in FY 2011. See section VI.ii below. COBIT® is the best practice IT governance framework published by the IT Governance Institute (ITGI.)
IT Steering Group
The IT Steering Group was reconstituted in 2009 to include selected department directors along with the ITS Director and various other managers to provide a strong user based perspective. The steering group charter was also updated. The Steering Group assembles annually to approve the annual IT Strategic Plan and quarterly to review status. It may also be convened on an ad-hoc basis throughout the year to determine the best solution or recommendation regarding key IT issues or decisions impacting the City as a whole.
Web Development Steering Group
The Web Development Steering Group consists of the Public Information Officer, the ITS Director, the ITS Manager of Business Applications, and the web coordinator from the City Clerk’s Office. This Group meets to develop strategic direction and developmental priorities for the City’s web presence. Additionally the departmental Web Coordinators formally meet on a monthly basis to coordinate actions relating to web content development.
III ITS Mission Statement
The Information Technology Services Department seeks to deliver innovative and high value added information technology solutions to provide City staff, citizens, and the business community with needed information and services in the most timely and efficient manner possible.
IV Strategic Initiatives
IV.i Application Deployment across City Departments
The City deploys Information Technology comprehensively across the entire organization. Strategic value provided by IT benefits the entire organization. Departments rely on IT to support their fundamental business processes and E-Government is a key component of technology deployed to let the public “use their fingers to do the walking.”
Major Application deployment
Following are the key enterprise class COTS applications deployed. Significant investment has been made in the last 3 – 5 years to deploy Oracle/JD Edwards EnterpriseOne Financials, AMX Utiligy (utility billing) Active Government Cash Management, CRW TRAKiT, the Sire Technologies’ applications, Vermont Systems’ Rec Trac, and Kronos products. The SunGard Public Sector Naviline Click2Gov E-Government capabilities were replaced by CRW’s E-TRAKiT and AMX Utiligy online features.
Oracle/JD Edwards EnterpriseOne Financial ERP:
· General Ledger
· Receivables, Payables
· Procurement
· Project Costing
· Inventory Management (FY 2011)
· Fleet Management (FY 2011)
· Work Orders (FY 2011)
· Budgeting
Active Government:
· Cashiering
· Payment Management
AMX Utiligy:
· Utility Billing
CRW TRAKiT Community Development system:
· Land Management including Parcels, Zoning and Future Land Use (LandTRAK)
· Building Permits (PermitTRAK)
· Projects (ProjectTRAK)
· Code Enforcement (CodeTRAK)
· Business Tax Receipts (LicenseTRAK)
· Contractor Management (AEC TRAK)
· Citizen Request Management (CRM TRAK)
· E-government applications for the public (eTRAKiT)
Avolve Software ProjectDox: (in pilot test phase – to be fully implemented in FY 2011)
· Electronic plan submission & review
Kronos iSeries Time & Attendance:
· Time & Attendance reporting utilizing clocks for hourly personnel
Kronos Workforce Central HRIS/Payroll:
· Integrated Human Resource & Payroll system
Sire Technologies’ Document Management System:
· High speed indexed document scanning & imaging
· Document archive management and searching
Sire Technologies Agenda Plus, Minutes Plus, Video Plus:
· Full featured Public Meeting Agenda Management, minutes taking, and archived video recordings indexed by the Agenda
SunGard Public Sector – OSSI Public Safety application:
· Computer Assisted Dispatch
· Records Management
· MCT – field wireless operation
Vermont Systems Rec Trac application:
· Specialized application for supporting Parks and Recreation activities including event scheduling and point of sale transactions
ESRI ArcGIS Geographical Information System:
· Enterprise GIS utilizing server based SDE
· ArcIMS for interactive web presentation
· Freeance partner product for developing web applications
· Cartegraph partner product for Traffic applications
Cloud/SaaS applications
The following applications are web based applications provided remotely by an external provider where City users access the application via the web and utilize a web browser as the client.
· The NeoGov solution for public sector workforce management is utilized by the Human Resource department for Applicant Tracking
· The “Cape Coral Prospector” economic development web search vehicle for commercial property within the City provided by GIS Planning, Inc.
· The Onvia DemandStar online service is used to manage the procurement RFP/bid submittal process.
· The GovDeals® online service is used for online auctions of surplus City equipment.
Additionally all video streaming services for public meetings, etc. are handled via cloud based vendor services.
Internally developed E-Government Capabilities
· Connect Cape Coral: this is a web accessed SQL database that is constructed from Business licensing and Occupancy data stored within the Community Development application. Built at the request of the Economic Development office, it categorizes all place and home based businesses within the city by the NAICS classification scheme. A web based interface allows the public to qery the database to search for businesses by category and to map the location using internal Google mapping capbility.
· Garage Sale Permits: this web based interactive system allows residents to register and apply for Garage Sale permits on-line and to print the permit at home. The system contains logic supporting the enabling ordinance regarding frequency of permits by address.
· “Mash-up” extensions to web GIS queries: several high value capabilities have been added to online GIS queries. These take data from the Community Development and Financial systems and present them as a component of GIS property address querying. Included are assessment payoff information and other financial data of significant use to the financial & real estate community within the City.
· Miscellaneous Archive Searches: we have enabled extensive document searches within our archive and have explicit links to certain documents of broad interest to residents including Flood Elevation Certificates.
Internally developed Web enabled databases
· Energy Efficiency Reporting System: this is a web accessed SQL database designed to track energy consumption and savings on a City-wide basis.
· Special Assessments System: this is a web accessed SQL database designed to track the status of special assessments associated with the City’s UEP (Utility Expansion Program.)
Systems supporting IT Infrastructure and Operations Management
· SolarWinds: used as the principal network management and monitoring tool.
· CA Unicenter Service Desk: used as the key application supporting the ITIL best practice initiative for Service Management.
Messaging (E-mail)
· Microsoft Exchange Server & Outlook client
· Symantec Enterprise Vault: Stores all incoming and outgoing e-mails. Provides powerful searching to facilitate public records requests. Also provides a separate searching archiving system for employee e-mail folders allowing mail history to be routinely archived from the Exchange server to save storage space.
IV.ii Aligning IT to the Business
The annual City Planning/Budgeting cycle is utilized to ensure that ITS strategic planning is aligned with overall city priorities as summarized in the diagram below.
The process begins with a Council list of strategic priorities. This is typically developed in an offsite Council work-shop session held with the City Manager and the department directors. Following the finalization and publication of the Council Strategic priorities, the City Manager and staff prepare their own supporting strategic project list to be incorporated into the budget planning cycle. Each department director builds a project list to be subsequently reviewed, finalized and consolidated by the entire City Manager team.
In some cases – for example E-Government – the ITS priorities may bear a direct relationship to a Council priority. However, since ITS is a service department, in most cases the ITS priorities support key customer departmental priorities. The ITS staff must work with each department to look for opportunities to provide technology solutions that add significant value to the business.
Typically projects identified for the Business Applications and GIS Services divisions will directly support customer departments. The Network & Telecom division’s priorities may indirectly support customers for example by adding resiliency, capacity, and resiliency to the infrastructure supporting their applications. Sometimes the projects may relate directly – for example the building of the 4.9 GHz Public Safety wireless communication backbone.
In building the ITS priorities full regard must be taken to ensure that the projects comply with developing IT architectural and technical standards and policies.
As the year progresses, the plan, priorities, and project list may be fine tuned. Indeed, some new customer requirements may surface during the course of the year and we typically provide budgetary provision for this eventuality.
The ITS Director and ITS division managers meet with department directors and staff on a monthly schedule to review projects impacting that particular department. Formal action registers are reviewed and maintained.
Additionally routine Requests for Service – e.g. for report customizations arise throughout the year and these must be handled effectively. The larger projects will require formal Project Management – see Section VII - and all requests must be delivered effectively complying with our developing ITIL compliant Service Management procedures.
IV.iii Key Strategic Initiatives
The following seven areas have been identified as strategic ITS priorities:
· E-Government
The E-Government program is designed to enable residents, businesses and the public at large to obtain needed information and transact on-line with the City. It is a major component for enhancing transparency and open government. E-Government has been a major IT priority for several years. The following table provides a partial listing of the features that are provided on-line:
On-line Capability / Enabling software / DescriptionUtility (Water) bill payments / SunGard Click2Gov migrating to Active Government with AMX Utiligy back-end in FY 2010 / Via secured account set-up
Business Tax Receipt renewal / CRW eTRAKiT / i.e. Business License renewal
Citizens’ Action Center – Submit/Track Requests for Service / CRW eTRAKiT / Via Account set up or anonymous. Enter requests, View status.
View Permits, Projects, Code Enforcement Cases, Parcel info / CRW eTRAKiT / General Public & Contractors
Schedule Permit Inspections / CRW eTRAKiT / Contractor activity
Common e-payment vehicle / Active Government interfacing with CRW TRAKiT and AMX Utiligy / Payment for Licenses, permits, utilities, etc.
Apply for Building Permit/View Status / CRW eTRAKiT
Full electronic commercial permit package submission – pilot program. / SIRE Technologies’ Electronic Permitting. Migration to Avolve ProjectDox in FY 2010. / Secured account with pin number. Full submission including CAD drawings. Internal electronic workflow for parallel review process including red-lining drawings
Code Enforcement Lien status / CRW eTRAKiT
Council & (other public meeting) Agendas, Minutes, and archived Videos / SIRE Technologies’ Agenda Plus, Minutes Plus, Video Plus / Videos are indexed by the Agendas.
Interactive access to GIS / ESRI ArcGIS, ArcIMS, Freeance / Most layers made public
Police P2C – Police to Community interactive system / SunGard OSSI
Fully searchable Document Archive / SIRE Technologies’ Document Management System (DMS)
Online Auction / Via GovDeals® online service
Online RFPs / Onvia Demand Star service
Online Job Postings & Applications / NeoGov – externally hosted
Cape Coral “Prospector” / GIS Planning – externally hosted / Tool for Economic development. Search for available commercial space
Connect Cape Coral / Internally developed / Business directory utilizing NAICS classification
Online Garage Sale Permits / Internally developed / Apply online and print permit at home
Online Burglar Alarm registration / Cry Wolf
Various forms and static maps / Internally developed
FEMA flood Elevation Certificates / Internal, SIRE DMS
Commercial Permit Cost Estimator / Internally developed / Allows contractors and the public to obtain permit cost estimates interactively
Residential Permit Cost Estimator / Internally developed / Allows contractors and the public to obtain permit cost estimates interactively
Powerful dedicated Google site search / Google appliance / In house Google “MINI” search appliance
The two most important E-Government projects in FY 2011 will be the building of a new Financial Transparency area on City the web site to provide residents with interactive search into budget to actual data, salary history, and expenditures and the electronic plan submission features of ProjectDox – see below.