Information Technology Services Branch Name - app06.ottawa.ca€¦ · Director's Office 372 411 431...

Branch NameInformation Technology Services

Department: Deputy City Manager: Branch: Director:

Branch Objectives The goal of IT Services is to provide secure access to information for City staff and citizens, and to support the delivery of City services. It does this by providing technology solutions that support and enable City staff to deliver municipal services, automating business processes to improve the City’s cost efficiency and effectiveness, and improving the management of information to make it accessible to City staff and citizens, while protecting privacy and fostering openness. ITS is responsible to: • Maintain, operate and support the wired and wireless

telecommunications and network infrastructure. Maintain, operate, support and enhance corpor• ate-wide and departmental business systems/applications. Maintain, operate, support and enhance records and • information management across the corporation; provide legal survey and mapping services in support of City infrastructure renewal. Plan, design, and support info• rmation/technology strategic direction and risk management.

Continue to ensure information technology investments

Branch strategic directions for 2008 In support of the Council Service Delivery priority to deliver agreed to level of service at the lowest possible costs, the IT Services branch plans to: • Support technology deployment and renewal across the

City to help departments reduce service delivery costs by improving productivity, reducing operating expenditures and improving service.

• Oversee the renewal of desktop operating systems and office suite to ensure a stable and secure computing environment and contain support costs. Continue progress on deploying electron• ic records software management to the organization to improve productivity, increase legislative compliance, and reduce risk (enhanced security and compliance). Ensure further adoption of best practices within IT to • realize operational efficiencies and maintain service quality.

• are prioritized and supported by business case analysis.

Department: Business Transformation Services Executive Director: Steve Finnamore

Branch: Information Technology Services Director: Janet Harris-Campbell

I. Branch Overview II. 2008 Considerations

696

ranc Operating Requirements

Director's Office 372 411 431 428 (3) 439 11 Technology Infrastructure 13,373 13,644 13,803 13,841 38 14,314 473 IT Architecture & Security 1,534 1,745 1,408 1,684 276 1,733 49 System Application Management 20,750 19,778 20,117 20,046 (71) 21,812 1,766 Information Management 6,603 6,975 6,788 7,035 247 7,350 315

Total Expenditures 42,632 42,553 42,547 43,034 487 45,648 2,614 Client Recoveries (819) (728) (1,485) (835) 650 (884) (49) Productivity Improvements - - - - - (520) (520) Water & Sewer Cost Allocation (2,582) (2,582) (2,582) (2,582) - (2,637) (55)

Net Expenditures 39,231 39,243 38,480 39,617 1,137 41,607 1,990

RevenuesFederal / Provincial - - - - - - - City Reserves - - - - - - - General/Fees/Charges (62) (54) (52) (57) (5) (58) (1)

Total Revenues (62) (54) (52) (57) (5) (58) (1)

Net Requirement 39,169 39,189 38,428 39,560 1,132 41,549 1,989

Compensation and Benefits 27,921 29,031 29,202 29,404 202 30,886 1,482 Materials and Services 14,586 13,373 13,232 13,480 248 14,609 1,129 Transfers/Grants/Financial Charges - - - - - - - Fleet Costs 25 80 55 81 26 84 3 Program Facility Costs - - - - - - Other Internal Costs 100 69 58 69 11 69 -

Total Expenditures 42,632 42,553 42,547 43,034 487 45,648 2,614

Full Time Equivalents 363.00 363.00 363.00 363.00 - 369.00 6.00

By Program

By Expenditure Type

Department: Business Transformation Services Branch: Information Technology Approved Operating Resource Requirement

Approved

$000 $000

2008Approved vs.

BudgetActual Budget

$000 $000

2006

Actual Budget

$000 $000

2007

$000

Actual vs. Budget

698

Director's Office 428 - 11 - - - - - 439 Technology Infrastructure 13,841 - 238 - 235 - - - 14,314 IT Architecture & Security 1,684 - 49 - - - - - 1,733 System Application Management 20,046 - 1,276 25 465 - - - 21,812 Information Management 7,035 - 235 - 80 - - - 7,350

Total Expenditures 43,034 - 1,809 25 780 - - - 45,648 Client Recoveries (835) - (49) - - - - - (884) Productivity Improvements - - - - - - (520) - (520) Water & Sewer Cost Allocation (2,582) - (55) - - - - - (2,637)

Net Expenditures 39,617 - 1,705 25 780 - (520) - 41,607

RevenuesFederal / Provincial - - - - - - - - - City Reserves - - - - - - - - - General/Fees/Charges (57) - - - - - - (1) (58)

Total Revenues (57) - - - - - - (1) (58)

Net Requirement 39,560 - 1,705 25 780 - (520) (1) 41,549

Full Time Equivalents 363.00 - - - 6.00 - - - 369.00

By Program

Department: Business Transformation Services Branch: Information Technology

Approved Resource Requirement Analysis

2007 Budget

$000

User Fees / New

Revenues$000

2008

$000

Approved

$000 $000 $000 $000 $000

Maintain Existing Services

Provincial / Legislated

GrowthNew

Operating Needs

Efficiency Target

$000

2007 Adjustments

699

Information Technology Services

Information Management - Surveys and Digital Data - Handling Fee/hr. 79.95 85.00 88.00 01-Jan-08Renewal of Existing License for a New Project 79.95 85.00 88.00 01-Jan-08

Hard Copy Map/Publishing FeesMicrofilm Paper Prints 1.09 1.50 1.55 01-Jan-0836' wide Computer Plot, Paper 15.99 16.50 17.00 01-Jan-0836' wide Computer Plot, Mylar 47.97 50.00 52.00 01-Jan-08Survey Control Book 159.91 165.00 170.00 01-Jan-081999 General Use Map Colour, Paper (2 parts - region & core area) 10.66 11.00

11.00 01-Jan-08

1998 General Use Map Colour, Paper (2 parts - region & core area) 10.66 11.00 11.00 01-Jan-08

Electronic Media/Materials feesCD-ROM 79.95 85.00 88.00 01-Jan-08Internet File Transfer (FPT) 26.65 28.00 29.00 01-Jan-08Internet Email (up to 1 megabyte per email) 26.65 28.00 29.00 01-Jan-08

Customization Fees/Electronic File TranslationProduction of Customized Map or Data (hourly rate)

79.95 85.00 88.00 01-Jan-08

CAD or GIS file 26.65 28.00 29.00 01-Jan-08

($)

2008RateProgram / Service

($)

2006Rate

($)

2007Rate

($)

Full Year Revenue

($)

Part Year Revenue

Effective Date

DD/MMM/YY

Department: Business Transformation Services Branch: Information Technology Details of User Fees & Charges

700

OneTime Digital Data Fee, Theme Set:Topographic 1:10,000 1:2,000 or 1:5,000 scale electronic Data

26.65 28.00 29.00 01-Jan-08

Aerial Ortho-photo, jpg format (6mb maximum) 79.95 85.00 88.00 01-Jan-08Road Centreline Graphics 2,665.00 2,750.00 2,850.00 01-Jan-08Road Centreline Graphics with Street names 5,330.00 5,500.00 5,700.00 01-Jan-08Road Centreline Graphics with attributes 21,321.00 22,000.00 22,700.00 01-Jan-08Topographic 1:2,000 scale (full coverage) 21,321.00 22,000.00 22,700.00 01-Jan-085.1 Hydrograph only 2,772.00 2,860.00 2,950.00 01-Jan-085.2 Culture only 3,731.00 3,850.00 3,970.00 01-Jan-085.3 Transportation only 3,731.00 3,850.00 3,970.00 01-Jan-085.4 Vegetation only 2,772.00 2,860.00 2,950.00 01-Jan-085.5 Altimetry only 2,772.00 2,860.00 2,950.00 01-Jan-085.6 Utilities 2,772.00 2,860.00 2,950.00 01-Jan-08Social Theme 1,599.00 1,650.00 1,700.00 01-Jan-08Environmental Themes 1,599.00 1,650.00 1,700.00 01-Jan-08Planning Themes 1,599.00 1,650.00 1,700.00 01-Jan-08Utilities 2,665.00 2,750.00 2,830.00 01-Jan-08Administration Areas 1,599.00 1,650.00 1,700.00 01-Jan-08General Transport Themes 1,599.00 1,650.00 1,700.00 01-Jan-08

Total Information Technology Services 1,000 -

($)

2008RateProgram / Service

($)

2006Rate

($)

2007Rate

($)

Full Year Revenue

($)

Part Year Revenue

Effective Date

DD/MMM/YY

Department: Business Transformation Services Branch: Information Technology

Details of User Fees & Charges

701

702

Capital Requirements

CW City Wide Ward 6 Stittsville – Kanata West Ward 12 Rideau-Vanier Ward 18 Alta VistaWard 1 Orleans Ward 7 Bay Ward 13 Rideau-Rockcliffe Ward 19 CumberlandWard 2 Innes Ward 8 College Ward 14 Somerset Ward 20 OsgoodeWard 3 Barrhaven Ward 9 Knoxdale-Merivale Ward 15 Kitchissippi Ward 21 Rideau – GoulbournWard 4 Kanata North Ward 10 Gloucester-Southgate Ward 16 River Ward 22 Gloucester – South NepeanWard 5 West Carleton Ward 11 Beacon Hill-Cyrville Ward 17 Capital Ward 23 Kanata South

704

Renewal of City Assets 11,607 - 11,607 - - - -

Growth - - - - - - -

Regulatory - - - - - - -

Strategic Initiatives - - - - - - -

Total 11,607 - 11,607 - - - -

Revenues

Tax Supported /Dedicated Reserves Gas Tax

Rate Supported Reserves

Development Charges Debt

Category

$000 $000 $000 $000 $000 $000

2008 Capital Budget

Service Area: Information Technology Services Approved Capital Requests

$000

705

900723 Light Vehicle & Equipment Repl. ProgramDept: Public Works & Services Category: Renewal of City Assets Ward: CW Year of Completion: Onging

2008 Request 35 Previous Authority 0

Revenues - Rate Supported - Tax Supported/ Dedicated 35 Development

Charges -

Gas Tax - Debt - Forecast 2008 2009 2010

Authority 35 105 35

Spending Plan 35 105 35

FTE's - - -

Operating Impact - - - 904554 Lifecycle Renewal - Network InfrastructureDept: Business Transformation Services Category: Renewal of City Assets Ward: CW Year of Completion: Ongoing



Charges -


Authority 990 1,260 1,160

Spending Plan 990 1,260 1,160

FTE's - 2 -

Operating Impact - 100 50

This program funds the lifecycle replacement and growth of the computer network infrastructure for all City departments. The network is comprised of specialized hardware and software, which is used to securely transport and store the data for City applications and systems such as SAP, GIS, MAP, CLASS, e-mail, security video cameras, and security card readers. Each year, investments must be made to replace aging infrastructure, and upgrade network capacity to accommodate increasing use of technology in City operations. These funds will be used to replace the enterprise-class central data storage unit that supports various systems such as SAP, GIS, 123Go registration technology, as well as for upgrades to the e-mail system.

Project Information Financial Details ($000's)

Service Area: Approved Capital RequestsInformation Technology Services


Enter Project DescriptionThis program provides funding authority for City light vehicles and equipment scheduled for replacement, life extension, modification, or major repair. The timely replacement of vehicles and equipment that have reached their life expectancy, or are no longer suitable or economical to operate, helps ensure the provision of a cost-effective fleet service. Vehicles and equipment replacement decisions are guided by the ongoing study of the condition of each vehicle, its application, and an assessment of its remaining useful life. All vehicles and equipment scheduled for replacement are inspected and evaluated to confirm the requirement. Commitments for vehicle purchases must be made at least one year prior to delivery. Further information on the replacement plan is contained in the 2008 Vehicle and Equipment Replacement Report which was approved by Council September 27, 2007 - ACS2007-PWS-FLT-0008.

706




904555 Lifecycle Renewal - Telecom SystemsDept: Business Transformation Services Category: Renewal of City Assets Ward: CW Year of Completion: Ongoing

2008 Request 1,190 Previous Authority 0

Revenues - Rate Supported - Tax Supported/ Dedicated 1,190 Development

Charges -


Authority 1,190 1,540 1,700

Spending Plan 1,190 1,540 1,700

FTE's - - -

Operating Impact - - 10 904556 Lifecycle Renewal - Computers/PeripheralsDept: Business Transformation Services Category: Renewal of City Assets Ward: CW Year of Completion: Ongoing



Charges -


Authority 2,700 1,940 2,372

Spending Plan 2,700 1,940 2,372

FTE's - 1 -


This program funds lifecycle upgrades and replacements for the City's voice telecommunications infrastructure, including voice mail for over 250 facilities distributed throughout the City. Voice telecommunication is particularly critical to delivery of services to clients at the Call Centre, Client Service Centers and through Interactive Voice Response (IVR) systems. A systematic and regular maintenance and/or replacement program is essential to minimize downtime caused by equipment malfunction or failure and ensure staff productivity. In 2008, this program will launch the implementation of Voice Over Internet Protocol (VOIP) technology. The transition to VOIP technology is required with the existing voice technologies becoming obsolete within the next few years. The annual savings forecasted as a result of the implementation of VOIP is estimated at $1 million dollars per year by the end of the fourth year of the upgrade project.

Enter Project DescriptionThis program funds the lifecycle upgrades and replacements of the City's computers and peripherals. The City of Ottawa owns more than 8,000 desktop and laptop computers installed in over 250 buildings ranging from major recreational complexes and administrative locations to libraries, fire stations and arenas. The industry best practice for lifecycle replacement of desktop computers is 4-5 years and 3 years for laptops. In 2008, this funding will allow the replacement of 800 desktops (equates a 6.8 year lifecycle) and start the deployment of MS-Office 2007. No ITS funding will be available to fund a laptop lifecycle replacement program in 2008. The deferral of lifecycle investments will result in increased operational costs, as more time/effort will be spent on fixing, supporting and maintaining older computers.

707




904557 Sustainment - Database & Business IntelligenceDept: Business Transformation Services Category: Renewal of City Assets Ward: CW Year of Completion: Ongoing



Charges -


Authority 380 270 310


FTE's - 1 -

Operating Impact - 120 20 904558 Sustainment - Web-Based Services TechnologyDept: Business Transformation Services Category: Renewal of City Assets Ward: CW Year of Completion: Ongoing



Charges -




FTE's - - -


Enter Project Description


There are close to 300 databases in the City that contain data and information processed by over 400 software applications. Databases such as those related to Parks & Recreation for program registration, Transit Services for bus operations, Revenue for water billing and property tax are critical to the City’s operations. This budget funds the hardware and associated software required to maintain the databases and ensure they are reliable, available, and secure. Associated with the databases is the "business intelligence" or BI technology used to compile, analyze, and report on information stored within them. Business intelligence projects have been implemented in several business areas including the 311 Call Centre and the resulting information has proved to be vital to the City's performance measurement program and its overall decision-making process. In 2008, funds will be used to sustain the database and BI servers and software to provide a stable environment to address the City demands.

The City of Ottawa’s Point of Service Strategy mandates that services be delivered through channels that residents and businesses prefer. This includes in-person, phone, e-mail, and web, while encouraging the use of lower cost web-based services, in keeping with Council strategic directions in improving service delivery. This sustainment program supports the City’s website Ottawa.ca (including over 50 eServices applications such as eFootprint, Cultural Calendar, and Parking ticket payment), as well as the employee Intranet portal, "Ozone". It is vital that these two information channels are available and reliable to meet the needs of the public and internal staff. In 2008, this budget will fund the appropriate lifecycle replacements of hardware and software tools as well as professional and technical support services needed to analyze, develop, and implement e-services applications based on City’s Web based Services Strategy and priority City initiatives as they are identified.

708




904559 Lifecycle Renewal - Business ApplicationsDept: Business Transformation Services Category: Renewal of City Assets Ward: CW Year of Completion: Ongoing



Charges -


Authority 750 1,890 1,230

Spending Plan 750 1,890 1,230

FTE's - - -

Operating Impact - 175 125 904560 Sustainment - Electronic Information TechnologyDept: Business Transformation Services Category: Renewal of City Assets Ward: CW Year of Completion: Ongoing



Charges -




FTE's - 1 -




In 2001, the new City inherited over 1,200 applications from the former municipalities and region. Since that time, the ITS branch has worked at standardizing, eliminating and consolidating these systems. Today the ITS branch supports 440 business applications, which enable the City to transact business with its citizens and businesses. Currently, over 100 of the 440 business applications ITS supports have reached the end of technical life and are at significant risk of failure. Effort required to support these legacy applications diverts resources away from the new systems required to meet ongoing client demand. The Business Applications Renewal Strategy aligns with best practices to ensure all business applications continue to meet business needs efficiently and effectively. In 2008, a detailed cyclical strategy identifying priority applications to be migrated or integrated to newer, more efficient technology platforms will be developed and put into action. The overall goal is to consolidate and reduce the total number of applications supported by ITS.

The computerized process that is used to manage the City's information with a common software tool, set of standards, and business processes is known as Enterprise Content Management (ECM). The City has invested in the Oracle Content Management enterprise application suite to provide ECM capability. This program funds the technology platform to sustain and manage information and web publishing for ottawa.ca and corporate Intranet (Ozone), electronic records management (eRM) and electronic document management (eDM). In 2008, this budget will fund the automation of the web publishing process (300+ contributors), ensure that appropriate lifecycle replacements and growth requirements of the ECM hardware and software tools are addressed, as well as professional and technical support services needed to sustain the City’s ECM system to ensure the reliability, availability, and security of the City’s records and information.

709




904561 Sustainment - Surveys & Mapping TechnologyDept: Business Transformation Services Category: Renewal of City Assets Ward: CW Year of Completion: Ongoing



Charges -




FTE's - - -

Operating Impact - - - 904562 Electronic Records & Information ProgramDept: Business Transformation Services Category: Renewal of City Assets Ward: CW Year of Completion: Ongoing



Charges -


Authority 1,050 460 760

Spending Plan 1,050 460 760

FTE's - - -

Operating Impact - - -



This program funds the acquisition and processing of aerial photography and base topographic mapping. This information is a foundation and a prerequisite for engineering design and construction, utility inventory, and maintenance and land use planning. Mapping is a critical component of the corporate MAP/GIS system, and must be maintained on a continuing basis to ensure this enterprise database is kept current. If the mapping isn’t made available then it must be procured as part of individual capital projects. This will result in a significant increase in overall costs to the City due to a loss of economies of scale in the procurement, as well as the loss of the ability to strategically plan the acquisition of data in concert with overall City objectives. This information is used extensively by the general public through the ottawa.ca website and should reflect existing conditions.

The goal of the Electronic Records Management (eRM) and Electronic Document Management (eDM) components of the Electronic Content Management (ECM) program is to efficiently manage information in order to create better outcomes, increased accountability and improved work group collaboration while ensuring compliance with legislated requirements, the Corporate Records Management Policy and the Records Retention and Disposition By-law. In 2008, the focus will be on training clients to use e-records management (eRM), and on converting as many existing electronic records as possible over to the new system. There will be additional concentration on the e-document management (eDM) roll-out, in order to reduce dependencies on saving information to the shared network drives that provide limited search capabilities and are not cost-effective to administer. A third component of 2008 ECM projects will focus on WorkGroup Collaboration capabilities for both eRM and eDM clients.

710




904563 IT Security & Business ContinuityDept: Business Transformation Services Category: Renewal of City Assets Ward: CW Year of Completion: Ongoing



Charges -




FTE's - - -

Operating Impact - - - 904564 Sustainment - SAP TechnologyDept: Business Transformation Services Category: Renewal of City Assets Ward: CW Year of Completion: Ongoing



Charges -


Authority 1,560 1,730 1,740

Spending Plan 1,560 1,730 1,740

FTE's - - 1




The City's technology and information environment is at continuous and growing risk from external threats such as hackers, computer viruses and worms, denial of service (DOS) attacks, unsolicited emails, and malicious spy ware. These threats affect the availability of the information technology systems used to provide services to the public as well as the productivity of staff delivering these services. This funding is used to implement specific enterprise-wide IT security initiatives to address and safeguard the City's technology in response to these growing threats. In 2008, priority initiatives include payment card industry (Visa, MasterCard, etc.) standards compliance to safeguard against unauthorized disclosure and identity theft, implementing OAG recommendations such as data logging for trouble shooting network failures or security breaches, and installing redundant hardware to ensure continuous availability of the Internet filtering service.

This sustainment program supports the City's SAP integrated software solution used to manage an extensive range of business processes including financials, material management, procurement, real estate management, plant and vehicle maintenance, as well as human resources and payroll. This robust software platform enables common data and business processes to be shared, to increase efficiency, and it improves decision making by providing “total picture” information. In 2008, funds will be used to replace aging hardware, contracting professional services required to support and maintain HR payroll to ensure city complies with terms and conditions set-out in collective agreement negotiations, and contracting professional services for minor enhancements and application development activities required to support and configure SAP functionality to meet the changing business processes and requirements of the City.

711




904565 Sustainment - GIS TechnologyDept: Business Transformation Services Category: Renewal of City Assets Ward: CW Year of Completion: Ongoing



Charges -




FTE's - 2 -

Operating Impact - 193 - 904566 RG-Lifecycle Renewal Network InfrastructureDept: Business Transformation Services Category: Renewal of City Assets Ward: CW Year of Completion: Ongoing



Charges -


Authority 1,045 - -

Spending Plan 1,045 - -

FTE's - - -

Operating Impact - - -



This sustainment program supports the enterprise MAP/GIS application used by over 2,400 staff across all City departments to collect and share information. It allows activities to be coordinated and flowed from one department to another and is the cornerstone technology used by the 311 Call Centre to track, route, and report on calls from residents. It is also used for planning and land development, building permits and inspections, inquiry tracking, election support, bylaw services, road cut permitting, pet and business licensing, property information, roads and traffic information and public health information line support. The underlying geographic Information technology is over 10 years old and is either no longer supported by the vendor or near end of life. To maintain the viability of these critical business applications, the technologies will need to be renewed. In 2008, the focus will be to replace the core enterprise spatial services while continuing to provide support for the mission critical applications.

This project has been included as part of the $20 million allocation approved by Council to reduce the infrastructure gap. This funding will supplement capital budget "904554 Lifecycle Renewal - Network Infrastructure", and will fund replacement of 32 of the oldest, most vulnerable servers; approximately 35% of those due for lifecycle replacement in 2008. This funding will allow three times the number of server units to be replaced. The expected lifecycle replacement of server technology is 5-6 years. The probability of technology failure increases with the number of end-of-life servers the City cannot replace each year. Note: In parallel with the completion of a data centre rationalization study early in the year, new server technology will be purchased to replace the old, which will allow the City to use fewer servers and reduce the overall "footprint" by consolidating the server environment. Increasing the number of servers replaced in 2008 will speed the rate at which this server reduction can take place.

712

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Information Technology Services Branch Name - app06.ottawa.ca€¦ · Director's Office 372 411 431...

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