Information Technology Services PROPOSED SERVICE PLAN

Transcription

1 P1 1. Mandate: Information Technology Services PROPOSED SERVICE PLAN To provide information management, systems, and technology solutions through a balanced approach of leadership and partnership with all City departments and its agencies to deliver effective and efficient municipal programs and services. FTE 1 Table Year (proposed) # Budgeted FTE s Calculation of the number of FTE positions is for budgeted positions based on 2019 budget guidelines 2. Transfer of 1.0 FTE from Police Department; less 0.34 FTE Mail and Print Room cost savings 3 Increase of 1.5 FTE FTE to support System Wide Intelligent Transit and 1.0 for Web Development and Support (.5 will be funded by operating budgets and.5 funded by capital budgets). 2. Department Priorities: Corporate Information Technology Master Plan A Corporate Information and Technology Master Plan will be completed in early Over the next 3 years, prioritized initiatives identified in the plan as part of the roadmap will take place to help move Information Technology, at the City of Red Deer, to its desired future state. Enterprise Business Applications Implementation Based on the direction established by the EBA Steering Committee, this project will implement the upgrades and/or replacements of the Financial Management Systems and Human Resource Information Systems. Oblique Imagery Oblique Imagery is a type of ortho-photography that will be used by many departments because it provides multiple views of the sides of buildings and natural areas. The image produced is spatially correct allowing accurate measurement both vertical and horizontal. Ortho-photography will also be updated as part of this project. 3. Priority Categorizations: TITLE: Corporate Information and Technology Master Plan Implementation Layer Cake & Description (please select one category) CHANGING ACCOMODATING MAINTAINING Description: Information Technology plays a significant role in the delivery of City Services for the City of Red Deer. The Information Technology Services Department (ITS) has many of the building blocks in place but lacks an overarching master plan for the future. The Corporate Information Technology Master Plan will be a critical planning and guiding document for the ITS Department and it will also be a key communication

2 P2 Information Technology Services mechanism with all Divisions, Departments, Staff and various other stakeholders. It will ensure that the business and IT are aligned and integrated in their view of and planning for future technology to ensure that the organization s business needs are met. The Corporate IT Master Plan will provide the corporate guidelines and parameters that will keep the ITS Department and the technology it provides, positioned to deliver the best value for money to benefit the business more holistically. It is expected that the Corporate Information Technology Master Plan and Roadmap will be completed and approved in early Over the next 3 years, initiatives that have been identified in the plan and are part of the roadmap will be carried out to help move Information Technology, at the City of Red Deer, to its desired future state. TIMELINE: (quarter and year) Start: 1 st Quarter 2018 Complete: 4 th Quarter 2021 FAR, FARPITAL, or Capital related to this request Future FARs to implement IT Master Plan Future Capital Budgets to implement IT Master Plan

3 P3 Information Technology Services TITLE: EBA Implementations Layer Cake & Description (please select one category) CHANGING ACCOMODATING MAINTAINING Description: Based on the direction established by the EBA Steering Committee, this project will implement the upgrade or replacement of the Financial Management Systems and Human Resource Information Systems. The Financial Management Systems and Human Resources Information Systems implemented will provide the systems, tools and processes to enable the use of information across the corporation to: encourage informed decision making, enable process improvements enable the evaluation of programs and services, increase accountability and transform reporting TIMELINE: (quarter and year) Start: Q Complete: Q FAR, FARPITAL, or Capital related to this request Capital Budget (2020) - implement Human Resource Information Systems Future FAR for changes in operating costs TITLE: Oblique and Ortho Imagery Layer Cake & Description (please select one category) CHANGING ACCOMODATING MAINTAINING Description: Oblique Imagery is a type of aerial photography that will be used by almost every City Department because it provides multiple views of the sides of buildings and natural areas. The 45 degree angle of the image is also spatially correct and allows accurate measurements to be calculated in both vertical and horizontal directions. Orthophotography Imagery is also created from the same data capture with no additional costs. It is recommended that we take aerial photography of these types of Imagery annually to stay current and pick up changes for assessment and permitting purposes. With this technology, building footprints can be captured and would allow for automated change detection. Changes would be highlighted and evaluated by an Assessor which would allow for potential changes in assessed value. Current development permit information could be overlaid to identify building

4 P4 Information Technology Services enhancements that occurred without proper authorization. Numerous departments can use this information for planning without a field visit. TIMELINE: (quarter and year) Start: 2 nd Quarter 2019 Complete: 3 rd Quarter 2019 FAR, FARPITAL, or Capital related to this request FAR Oblique and Ortho Imagery TITLE: Information Management Implementations Layer Cake & Description (check one of the following) CHANGING ACCOMODATING MAINTAINING Description: Information Management (IM) is the capture, management, preservation, storage, and delivery of the right information to the right people at the right time. Expected outcomes of the IM Roadmap are: Timely access for City staff to support decision making and efficiency Appropriate access to information by citizens with minimal effort from City staff The reduction of duplicate physical and electronic content at the City Ensure compliance with legal and regulatory requirements. A reduction of the City s reliance on physical storage needs for its collections. This initiative will advance Information Management (IM) by implementing the system, tools and processes that will move the City forward with its IM plan with a focus on implementing a new Electronic Records and Document Management System. TIMELINE: (quarter and year) Start: 1 st Quarter 2019 Complete: 4 th Quarter 2021 FAR, FARPITAL, or Capital related to this request Operating and Capital Budgets are in place TITLE: Collections Storage Facility

5 P5 Information Technology Services Layer Cake & Description (please select one category) CHANGING ACCOMODATING MAINTAINING Description: The City s Records Center and Records and Information Management Section is located in the old ATCO building under a lease that will end on December The Red Deer and District Archives are still located within the Red Deer Museum consuming much needed Museum space. Based on the previously completed needs assessment, Council direction and the evaluation of possible options, The City will re-locate Records and Archives into a common location to gain synergy and efficiency. Moving the Records Center to a more appropriate location and out of the ATCO building will eliminate the lease costs and moving Archives staff and the archive collection out of the Red Deer Museum will provide some medium term capacity for the Museum s collection storage needs. TIMELINE: (quarter and year) Start: Q Complete: Q FAR, FARPITAL, or Capital related to this request Capital Budget Request submitted. TITLE: System Wide Intelligent Transit Systems Implementation Layer Cake & Description (please select one category) CHANGING ACCOMODATING MAINTAINING Description: This project implemented a significant amount of hardware and software systems to support the on-bus technology to make the City s Transit System Intelligent. The components that were implemented include: Computer Aided Dispatch, Mobile Data Terminals, Automated Vehicle Location, Real Time Display, Next Stop Announcement, Onboard Cameras and Automated Passenger Counts. There is a significant amount of software, hardware and technical support and maintenance to sustain the operation of the System Wide Intelligent Transit Systems.

6 P6 Information Technology Services TIMELINE: (quarter and year) Start: 1 st Quarter 2017 Complete: 3 rd Quarter 2019 FAR, FARPITAL, or Capital related to this request FAR submitted to support the ongoing operations of the System Wide Intelligent Transit Systems. TITLE: Web Development and Support through Bi-Modal IT Layer Cake & Description (please select one category) CHANGING ACCOMODATING MAINTAINING Description: The City s IT Department has taken a Bi-Modal IT approach which is the practice of managing two separate, coherent modes of IT Delivery one focused on stability and predictability and the other on exploration and agility. Mode 1, the more traditional mode, takes a linear approach to change emphasizing predictability, accuracy, reliability, and stability. The majority of IT work follows Mode 1. On the other hand, Mode 2 is exploratory and non-linear emphasizing innovation, agility, and speed. The Web Development and Support area is using technology and approaches that are Mode 2, as they are more nimble and responsive to the needs of the business and are able to quickly implement digital based initiatives that are focused on improving customer experience. Below are some prioritized Mode 2 initiatives. 1. epermit - Implementation of a Web Based epermiting system which will allow for online application of Building Permits and integrates with the MyCity account. 2. Online Business Directory - Directory of the valid business licenses that are held within The City of Red Deer. This system will integrate with Tempest Licensing module to display all the active/current businesses operating within The City. 3. Red Deer Events Upgrade current reddeerevents.ca to be more modern, user friendly and integrated into reddeer.ca. 4. eplans There is a requirement for moving forward with this project to allow for the electronic submittal of plans into the system for markup and for workflow. 5. Upgrade the Web Site and the Technology used around the Web Site. 6. Various additions and enhancements to the Bridge (the City s internal web site) to better support employees. 7. Various additions and enhancements to the web site to improve the customers experience. In 2018 and 2019, there will be a focus on using the web site to support the Canada Winter Games and to improve Notify Red Deer.

7 P7 Information Technology Services TIMELINE: (quarter and year) Start: 1 st Quarter 2018 Complete: 4 th Quarter 2022 FAR, FARPITAL, or Capital related to this request FAR for Web Developer (and Designer) Capital Budget (2021) to upgrade Web Site and Technology TITLE: Technology, System and Infrastructure Refresh and Upgrades Layer Cake & Description (please select one category) CHANGING ACCOMODATING MAINTAINING Description: Prioritized technology and system upgrades are: 1. IT Technology Refresh for ongoing capital upgrades and replacements of technology in the areas of desktops, printers, tablets, servers, phone systems, network equipment, and audio visual equipment. Also included in the IT Technology Refresh budget is application systems improvements and innovations and cyber security upgrades. 2. RedNet Upgrade In 2019, the RedNet core switches will be replaced as they have reached the end of their current life and will no longer be supported in a couple of years. 3. Continued support of the Corporate Tempest Operational Group (CTOG) Continued enhancements, fine-tuning and strategic upgrades of the Land Information Systems software systems and processes. 4. Mobile Device Operations Management Expand the use of the Mobile Device Management system. Work with Human Resources to re-visit bring your own device idea and look at upgrading the Corporate Cellular contract. 5. Service Desk Software Upgrades and Enhancements upgrade IT Department Service Desk System 6. Internet Services The City s contract for Internet Services comes due at the end of Corporate Security Program - Technology Leadership and Support - The Corporate Security Program will standardize and centralize equipment and systems throughout the organization and integrate video surveillance management, access control and intrusion detection into one solution, in all new construction and existing buildings/ facilities. Significant technology support will be required for this initiative. 8. Phone System Replacement Complete the upgrade/replacement of the City s phone system. This upgrade will provide more current technology and look at new ways of using voice communications that will reduce costs.

8 P8 Information Technology Services TIMELINE: (quarter and year) Start: 1 st Quarter 2018 Complete: 4 th Quarter 2019 FAR, FARPITAL, or Capital related to this request Capital Budget Submitted for IT Technology Refresh and Upgrades Capital Budget Submitted for RedNet Upgrade Capital Budget Submitted for Phone System Upgrade as part of the 2018 IT Technology Refresh 4. Measures Please list the current measures you are using for the quarterly report to measure your current core service. If you would like to change these measures please identify those here. The benchmark project will be captured in a separate report. Print Smart Year over year reduction in print volume. Cloud Computing Compliance All cloud computing requests will be evaluated for risk to the City. Cyber Security Reduce the number of security incidence through security audit compliance and staff training

9 P9 P9 Information Technology Department CHANGES IN BUDGET 2019 Budget Department Operating Budget Summary Total Council Approved Budget - 8,037,505 Total of All Reallocations 13,111 - Reallocated Budget (net $0 impact on City Budget) 13,111 8,050,616 Budget Change to Base Prior Year Carry Forwards Reversals (201,000) - Subtotoal of Budget Changes to Base (201,000) 7,849,616 Changes within Submitted Budget Labour Reallocation/Adjustment 167,823 Internal Charges & Transfers Adjustment 105,001 Dept Changes within Submitted Budget (88,495) Subtotal of Dept. Changes within Submitted Budget 184,329 8,033,946 EXPENDITURE 2017 Budget 2018 Budget 2019 Budget % Change Personnel 6,066,630 5,145,787 5,209, % Fees, maintenance & Services 2,424,533 2,414,576 2,127,167 (11.90%) Materials, Supplies & Utilities 462, , ,867 (2.67%) Other 765,825 1,497,385 1,497,385 - SUB-TOTAL 9,719,808 9,492,204 9,257,114 (2.48%) Internal Charges & Transfers (1,346,297) (1,168,229) (1,011,453) (13.42%) TOTAL EXPENDITURE 8,373,511 8,323,975 8,245,661 (15.90%) Revenue 202, , ,715 - NET TAX LEVY 8,171,296 8,112,260 8,033,946 (0.97%) Percentage Change - (0.72%) (0.97%) - BUDGET FULL TIME EQUIVALENT

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11 P11 THE CITY OF RED DEER BUDGET FUNDING ADJUSTMENT RECOMMENDATION BRO Item No. 9 Initiative Title: Radio System Maintenance Department Name & Reference #: IT Services A. This FAR is required based on the following criteria: Maintain Service Levels B. This recommendation is related to: Base Budget Items C. The financial impact of this recommendation is: $(35,639) D. Provide your business case: Brief Description including a rationale: The City of Red Deer has implemented the Provincial Alberta First Responder Radio Communication System (AFFRCS) for all of its first responders and is in the process of upgrading to a new digital radio system for all other radio system users (non-first responders). These implementations and upgrades to the corporate radio system have resulted in a reduction to the ongoing support and maintenance costs. For an expenditure (only) FAR please answer the following: What change will we realize as a result (outcome)? This is a cost savings. We were able to find a more efficient way of implementing the digital radios and return this money. What other options did you consider to achieve the change? None

12 For a revenue FAR please answer the following: How you are increasing the revenue - increase in rates, increases in volumes, other mechanisms, or a combination. P12 If you are assuming a related expenditure please describe that briefly below. What other options did you consider to raise revenue without a related expenditure? E. Financial impact detail: Revenue Funding 35, Reserve Funding - New Ongoing (35,725) Reserve Funding - New One time Request Funding (86) Revenue Subtotal Total Labour Costs FTE One-time FTE Ongoing Fees, Maintenance and Services Materials & Supplies Other Internal Charges Internal Transfers Financial Impact (35,639) Ongoing (35,639) One-Time F. City Manager Comments Recommend support. This FAR represents a cost savings in the radio system for the organization.

13 P13 THE CITY OF RED DEER BUDGET FUNDING ADJUSTMENT RECOMMENDATION BRO Item No. 33 Initiative Title: Oblique Imagery and Ortho Imagery Department Name & Reference #: IT Services A. This FAR is required based on the following criteria: Maintain Service Levels B. This recommendation is related to: Maintenance and Modifications C. The financial impact of this recommendation is: $45,000 D. Provide your business case: Brief Description including a rationale: Oblique Imagery is a type of aerial photography that will be used by almost every City Department because it provides multiple views of the sides of buildings and natural areas. The 45 degree angle of the image is also spatially correct and allows accurate measurements to be calculated in both vertical and horizontal directions. Orthophotography Imagery would also be created from the same data capture with no additional costs. It is recommended that we take aerial photography of these types of Imagery annually to stay current and pick up changes for assessment and permitting purposes. Digital imagery is important to keep our mapping systems current. This mapping is important to departments in providing services and will be even more critical as we explore annexation For an expenditure (only) FAR please answer the following: What change will we realize as a result (outcome)? As part of this imagery collection, building footprints can be captured and would allow for automated change detection. Changes would be highlighted and evaluated by an Assessor for potential changes in assessed value. Current development permit information can be overlaid to identify building enhancements that occurred without proper authorization. This imagery will also change the way many City Departments work. Much of their planning and work will be done from their desktops to prepare for a field visit or instead of making a field visit. Some examples are: Protective services and event planning staff can create comprehensive pre-plans Field crews working in emergency situations could view clear, daytime images of the site. Enforcement and Inspection staff would have access to images of areas that can't be seen from public property. Assessors could do a desktop review of the building exterior. GIS and Engineering staff would be able to integrate the imagery into our existing GIS to increase the accuracy of our data. Parks staff could measure tree heights and coverage. Planners in Infrastructure and Transit could evaluate potential projects before leaving the office. What other options did you consider to achieve the change? We can update our mapping using our current (older) technology.

14 For a revenue FAR please answer the following: How you are increasing the revenue - increase in rates, increases in volumes, other mechanisms, or a combination. P14 If you are assuming a related expenditure please describe that briefly below. What other options did you consider to raise revenue without a related expenditure? E. Financial impact detail: Revenue Funding Reserve Funding - New Ongoing Reserve Funding - New One time (45,000) Request Funding (45,000) Revenue Subtotal Total Labour Costs FTE One-time FTE Ongoing Fees, Maintenance and Services 45, Materials & Supplies Other Internal Charges Internal Transfers Financial Impact 45, Ongoing One-Time 45, F. City Manager Comments Recommend support. This FAR represents the advancement of our current orthophotography to a new system which will provide oblique imagery in multiple views of buildings and natural areas. This enhancement should be cost effective for department and reduce field inspections.

15 P15 THE CITY OF RED DEER BUDGET FUNDING ADJUSTMENT RECOMMENDATION BRO Item No. 34 Initiative Title: Telephone System Cost Reductions Department Name & Reference #: IT Services A. This FAR is required based on the following criteria: Maintain Service Levels B. This recommendation is related to: Maintenance and Modifications C. The financial impact of this recommendation is: $(40,000) D. Provide your business case: Brief Description including a rationale: This cost saving will be a result of a reduction in stand-alone Internet connections Also the new phone system will allow the City to go to one number with reduced number of desk sets by using cell phones and/or softphones. Cost savings are an estimate and will be realized over the next 2 years. Requires a capital investment to replace current phone system, which was approved in the 2019 capital budget. For an expenditure (only) FAR please answer the following: What change will we realize as a result (outcome)? What other options did you consider to achieve the change?

16 For a revenue FAR please answer the following: How you are increasing the revenue - increase in rates, increases in volumes, other mechanisms, or a combination. We are improving our phone systems which will improve our systems and reduce costs. P16 If you are assuming a related expenditure please describe that briefly below. none What other options did you consider to raise revenue without a related expenditure? not applicable E. Financial impact detail: Revenue Funding 40, Reserve Funding - New Ongoing Reserve Funding - New One time Request Funding 40, Revenue Subtotal Total Labour Costs FTE One-time FTE Ongoing Fees, Maintenance and Services (40,000) Materials & Supplies Other Internal Charges Internal Transfers Financial Impact (40,000) Ongoing (40,000) One-Time F. City Manager Comments Recommend support. This FAR represents a reduction in cost of the telephone system with the migration to cell phone use. The capital expenditure to implement this change has been approved.

17 P17 THE CITY OF RED DEER BUDGET FUNDING ADJUSTMENT RECOMMENDATION BRO Item No. 57 Initiative Title: SWIT System Ongoing Support and Maintenance Department Name & Reference #: IT Services A. This FAR is required based on the following criteria: Operating Impact of Capital B. This recommendation is related to: Changing Service C. The financial impact of this recommendation is: $132,807 D. Provide your business case: Brief Description including a rationale: The System Wide Intelligent System (SWIT) project has implemented the hardware and software required to computerize and automate Transit systems by providing on-bus technology and information systems that will improve ridership experience. The information technology and systems will also provide better information for Transit decision making. The City of Red now has a SWIT system. The components implemented are: Electronic Signage Computer Aided Dispatch Mobile Data Terminals Automated Vehicle Location Real Time Display Next Stop Announcement Onboard Cameras and Automated Passenger Counts. Each bus now contains a fully functional computer system that integrates back to central systems. All of this new technology requires support and connectivity. The cost for this support is as follows: Information Technology Analyst - $109,800 + $5,000 one-time Software Maintenance and Connectivity - $18,000 Future FAR for ongoing Clever Devices Software Maintenance contract of approximately $60,000 will be required in 2023 once the warranty period expires. For an expenditure (only) FAR please answer the following: What change will we realize as a result (outcome)? There is a significant amount of technology on each bus that needs to be connected, supported, and maintained. This technology will improve the Transit users experience and ultimately increase ridership. These systems create a significant amount of data that will integrate back in to central systems to support ridership and provide management information for decision making. The technology must be supported and the new IT role will ensure a sustainable, effective, and efficient system that will meet the current and future needs of Transit. What other options did you consider to achieve the change? The option to provide ongoing support at a lower level was considered but this would lead to a loss of integrity with the system and also the likeliness that the City will not fully leverage the benefits of the new systems, technology, and information that comes out the SWIT system.

18 For a revenue FAR please answer the following: How you are increasing the revenue - increase in rates, increases in volumes, other mechanisms, or a combination. P18 If you are assuming a related expenditure please describe that briefly below. What other options did you consider to raise revenue without a related expenditure? E. Financial impact detail: Revenue Funding (63,906) (63,901) - - Reserve Funding - New Ongoing Reserve Funding - New One time (2,500) (2,500) - - Request Funding (66,406) (66,401) - - Revenue Subtotal Total Labour Costs 54,906 54, FTE One-time FTE Ongoing Fees, Maintenance and Services 9,000 9, Materials & Supplies 2,500 2, Other Internal Charges Internal Transfers Financial Impact 66,406 66, Ongoing 63,906 63, One-Time 2,500 2, F. City Manager Comments Recommend support. This FAR represents support with the IT Department for the ongoing maintenance of all of the components of the System Wide Intelligent Transit System (SWIT).

19 P19 THE CITY OF RED DEER BUDGET FUNDING ADJUSTMENT RECOMMENDATION BRO Item No. 58 Initiative Title: Web Development and Support Department Name & Reference #: IT Services A. This FAR is required based on the following criteria: Maintain Service Levels B. This recommendation is related to: Changing Service C. The financial impact of this recommendation is: $58,732 - D. Provide your business case: Brief Description including a rationale: To properly support the City's Web Site and be able to react to new ways of interacting with residents and businesses. It is recommended that a small dedicated team be assigned to enhance as well as continually support and upgrade the City's website. This requires at least one additional permanent Web Development and Support Analyst. For an expenditure (only) FAR please answer the following: What change will we realize as a result (outcome)? The City's website will offer services and information to residents and business. The new website will offer a comprehensive suite of services, enhance Red Deer's identity and increase online dialogue opportunities while maintaining a continual upgrade path that can incorporate emerging technologies. Citizens, businesses, customers and employees are making extensive use of the City's internal and external web sites to interact, obtain online services, and acquire information from the City. Continually enhancing, upgrading and supporting the web site is imperative as information technology moves at a very fast pace and there is increasingly higher expectations from residents and business to obtain services this way. What other options did you consider to achieve the change?

20 For a revenue FAR please answer the following: How you are increasing the revenue - increase in rates, increases in volumes, other mechanisms, or a combination. P20 If you are assuming a related expenditure please describe that briefly below. What other options did you consider to raise revenue without a related expenditure? E. Financial impact detail: Revenue Funding (53,732) Reserve Funding - New Ongoing Reserve Funding - New One time (5,000) Request Funding (58,732) Revenue Subtotal Total Labour Costs 107, FTE One-time FTE Ongoing Fees, Maintenance and Services Materials & Supplies 5, Other Internal Charges Internal Transfers (53,731) Financial Impact 58, Ongoing 53, One-Time 5, F. City Manager Comments Recommend support. This FAR represents an expansion and enhancement of services on the City's website. This site is increasingly important in conveying news on the city events and programs as the reliance on print media is declining

21 P21 THE CITY OF RED DEER BUDGET FUNDING ADJUSTMENT RECOMMENDATION BRO Item No. 59 Initiative Title: Video Digitization CHCA Department Name & Reference #: IT Services A. This FAR is required based on the following criteria: Maintain Service Levels B. This recommendation is related to: Changing Service C. The financial impact of this recommendation is: $55,000 D. Provide your business case: Brief Description including a rationale: To digitize high value CHCA-TV videocassettes to demonstrate public demand and interest in historical local television. These digitized videos will contain high priority, news, sports, and rodeo files. For an expenditure (only) FAR please answer the following: What change will we realize as a result (outcome)? That this high value asset of CHCA videos will be preserved and allow internal and external stakeholders to access them. What other options did you consider to achieve the change? There are no other options to digitization. These videos could be left in their current format but at some time in the future they will deteriorate and become unreadable which would mean we will lose valuable video history of Red Deer. For a revenue FAR please answer the following: How you are increasing the revenue - increase in rates, increases in volumes, other mechanisms, or a combination.

22 P22 If you are assuming a related expenditure please describe that briefly below. What other options did you consider to raise revenue without a related expenditure? E. Financial impact detail: Revenue Funding Reserve Funding - New Ongoing Reserve Funding - New One time (55,000) Request Funding (55,000) Revenue Subtotal Total Labour Costs FTE One-time FTE Ongoing Fees, Maintenance and Services 55, Materials & Supplies Other Internal Charges Internal Transfers Financial Impact 55, Ongoing One-Time 55, F. City Manager Comments Recommend support. This FAR represents one-time cuts to undertake the digitization of CHCA-TV videocassettes. The Archives believes these are an important part of Red Deer's video history which will deteriorate over time.

23 P23 THE CITY OF RED DEER BUDGET FUNDING ADJUSTMENT RECOMMENDATION BRO Item No. 60 Initiative Title: Software Support and Maintenance Contracts Department Name & Reference #: IT Services A. This FAR is required based on the following criteria: Contractual Obligations B. This recommendation is related to: Changing Service C. The financial impact of this recommendation is: $(48,900) D. Provide your business case: Brief Description including a rationale: All software contracts for support and maintenance were reviewed. Some required increases, some had minor adjustments, and some could be eliminated. Below is a list of the results from the review: Software support contract for the City's assessment program (Compass) has had an extraordinary increase due to a change in the costing model that is based on population. This has resulted in an increased cost of $16,800. Net inflationary increase on existing software maintenance contracts of $3600. Delay in implementation of a new Financial Management System and Human Resource Information System requires an extension to the AS400 Operating System Software Maintenance Costs for one year. This has resulted in a one-time cost of $19,700. Helpdesk software we are currently using is no longer supported by the vendor and will be replaced in the next couple of years. Software maintenance on the current product will be cancelled resulting in a reduction of $25,000 The City's integration tool set has evolved allowing the elimination of software maintenance on one of the integration tools and has resulted in a reduction of $24,000. Delay's in the EBA project has delayed the requirement for software maintenance and support costs. This has resulted in a 2019 reduction of $75,000. The implementation of the Electronic Records Management System is taking significantly more time than originally planned. A portion of the anticipated Software Maintenance Costs can be delayed until it is required (estimated at 2 years out). This has resulted in a reduction of $40,000.

24 For an expenditure (only) FAR please answer the following: What change will we realize as a result (outcome)? P24 Continued support of critical software used by the City. What other options did you consider to achieve the change? Consideration was given to cancelling software contracts and leave software unsupported. This was not deemed a viable alternative due to risk. For a revenue FAR please answer the following: How you are increasing the revenue - increase in rates, increases in volumes, other mechanisms, or a combination. If you are assuming a related expenditure please describe that briefly below. What other options did you consider to raise revenue without a related expenditure? E. Financial impact detail: Revenue Funding 143,600 (75,000) - - Reserve Funding - New Ongoing Reserve Funding - New One time (19,700) Request Funding 123,900 (75,000) - - Revenue Subtotal Total Labour Costs FTE One-time FTE Ongoing Fees, Maintenance and Services (123,900) 75, Materials & Supplies Other Internal Charges Internal Transfers Financial Impact (123,900) 75, Ongoing (143,600) 75, One-Time 19, F. City Manager Comments Recommend support. This FAR represents savings as a result of reviewing and consolidating all the City's software contracts with ongoing support and maintenance.

25 P25 THE CITY OF RED DEER BUDGET FUNDING ADJUSTMENT RECOMMENDATION BRO Item No. 61 Initiative Title: Telecommunications Vendor Fee for Service Department Name & Reference #: IT Services A. This FAR is required based on the following criteria: Revenue B. This recommendation is related to: Changing Service C. The financial impact of this recommendation is: $(24,000) - D. Provide your business case: Brief Description including a rationale: The City has been approached by a Telecommunications Vendor to enter into an agreement for the use of the City's equipment and infrastructure to expand their wireless network in City locations. This negotiated fee will create revenue of approximately $24,000. Council approved this approach in October For an expenditure (only) FAR please answer the following: What change will we realize as a result (outcome)? What other options did you consider to achieve the change? For a revenue FAR please answer the following: How you are increasing the revenue - increase in rates, increases in volumes, other mechanisms, or a combination. Revenue is a result of increased usage by a vendor who is currently asking for a 3 year contract.

26 P26 If you are assuming a related expenditure please describe that briefly below. What other options did you consider to raise revenue without a related expenditure? E. Financial impact detail: Revenue Funding 24, Reserve Funding - New Ongoing Reserve Funding - New One time Request Funding 24, Revenue Subtotal (24,000) Total Labour Costs FTE One-time FTE Ongoing Fees, Maintenance and Services Materials & Supplies Other Internal Charges Internal Transfers Financial Impact (24,000) Ongoing (24,000) One-Time F. City Manager Comments Recommend support. This FAR represents revenue from sharing our WIFI system with other providers.

27 P27 Initiative Title: Overtime reduction THE CITY OF RED DEER BUDGET COST SAVINGS BRS Item No Overtime Department IT Services cost savings A. The financial impact of this cost savings is: - - (Total) $ (Ongoing) $ 2019 (One Time) $ FTE Ongoing FTE One Time Financial Impact $(20,000) $(20,000) B. Brief Description: Reduce the need for overtime by changing some of our procedures for systems maintenance and potentially taking systems down during the day This will provide a lower level of service for end users as there will be some interruptions during the day. The IT department is working towards automating software updates and it continues to move more toward server redundancies that will allow for systems maintenance during the day. C. City Manager Comments Not recommended. This saving is achievable. However it will cause potential inefficiencies, which would ultimately be counterproductive. The IT Department should focus on automating the software updates.

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29 P29 Initiative Title: Helpdesk Service Level Reduction THE CITY OF RED DEER BUDGET COST SAVINGS BRS Item No Helpdes Department IT Services cost savings A. The financial impact of this cost savings is: - - (Total) $ (Ongoing) $ 2019 (One Time) $ FTE Ongoing FTE One Time Financial Impact $(20,001) $(20,001) B. Brief Description: This cost savings is based on a reduction in Helpdesk Service Levels by reducing the in-person and telephone support at the helpdesk. Helpdesk clients will be expected to request IT service by or online submission. This reduction in the hours that someone is available at the service desk will result in lower service levels for obtaining helpdesk support and will also result in an overall reduction in IT response time. C. City Manager Comments Not recommended. This saving is achievable. However eliminating phone answering will create a lower level of service and create unnecessary delays in response.

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