Strategic Technology Plan - 2019-2024

STRATEGIC  TECHNOLOGY PLAN 

2019‐2024

STRATEGIC TECHNOLOGY PLAN 

EXECUTIVE SUMMARY The City of Irvine’s (City) Strategic Technology Plan (STP) highlights the City’s investments in Information  Technology (IT) and provides a five‐year technical and financial forecast. The STP supports the City’s  immediate needs and defines strategic priorities to maintain operational viability, increase efficiency, and  promote innovation. The STP is updated bi‐annually to capture evolving City priorities, reflect the latest  technology trends, and ensure responsiveness to customer needs. The City Council adopts the STP, setting  priorities, and funding for technology initiatives.  STP Focus Areas   Cloud Computing  Cyber Security  Disaster Recovery

 Innovative Solutions  Mobility Solutions  Open Data

The STP helped achieve significant accomplishments in increasing efficiency and enhancing services in  Fiscal Year 2018‐19.   Achievements 

 Access Irvine Mobile Application  Electronic Plan Review System

 Inspector Mobility Systems  Microfiche Digital Conversion  Server Virtualization and Datacenter Consolidation The proposed technology budget of $19,230,800 for FY 2019‐ 20 and $19,088,818 for FY 2020‐21 consists of shared costs,  department projects, and telecommunications.   The FY 2019‐20 budget decreased over the previous year as a  result of completing various projects, consolidation of three  data centers, and implementation of cost saving initiatives.

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FY 2019‐21 Adopted Budget 

STRATEGIC TECHNOLOGY PLAN 

INTRODUCTION The City outsourced technology services in 1995 and maintained key staff to provide strategic oversight  of critical functions, including management of the outsourced IT services contract. In 2016, the City  restructured the IT services contract to establish higher service levels, improve service quality, and  incorporate additional services, such as security monitoring and extended help desk hours. The FY 2019‐ 24 STP continues to support core services and cost containment, while investing in innovative solutions  to enhance services and increase efficiencies. Priority projects include security improvements, enhancing  the City’s wireless infrastructure, and expanding cloud‐computing capabilities. As the City further  implements initiatives and focus areas outlined in the STP, it will continue to see improvements in  operational efficiency and innovative opportunities.   The following sections of the STP further describe the current environment, funding guidelines, focus  areas, five‐year financial outlook, strategic priorities, sole source vendors, and a financial summary. 

Our technology Mission and Vision guide our efforts in providing exceptional services to our customers. 

Mission 

To provide innovative solutions enabling the City to deliver exceptional services to  improve the quality of life for Irvine. 

Vision 

Through precise execution and innovative leadership, ensure Irvine is a premier leader in  state‐of‐the‐art digital solutions that deliver exceptional public service and the highest  quality of life.

Current Environment  Rapid changes in technology are transforming how government can interact with customers, analyze data,  manage resources, and enhance services. The STP is intended to communicate the direction for  technology services and how the City will invest in strategic technologies including mobility, collaboration,  innovation, and cloud computing.  The City plans to continue to outsource its IT operations while maintaining strategic oversight of critical  functions, such as strategic planning, business analysis, purchasing, IT contracts, and project management.  The current outsourcing contract establishes specific service levels to ensure service quality.  In addition,  the vendor’s financial compensation is directly connected to achieving these service levels. The contract  covers several services including helpdesk, network, security, application development, and project  management support services. 

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 FY 2019‐21 Adopted Budget

STRATEGIC TECHNOLOGY PLAN 

The Strategic Technology Fund supports the maintenance and enhancement to the City’s systems. This  includes more than 300 servers, over 800 terabytes of data storage, more than 100 applications, and a  network infrastructure connecting City Hall with 30 remote sites.   Accomplishments  Guided by objectives established in the STP, the following accomplishments improved efficiency and  services in Fiscal Year 2018‐19: 

A CCESS  I RVINE M OBILE A PPLICATION  Launched the new Access Irvine application with enhanced features including a new interactive design,  improved Geographic Information System (GIS) map, and upgraded status notification system.   E LECTRONIC P LAN R EVIEW AND  I NSPECTOR M OBILITY  S YSTEMS  Implemented a cloud‐based electronic plan review system to streamline the City’s permitting process by  providing a seamless permit review and approval process. The new solutions are expected to reduce trips  to City Hall, increase efficiency, decrease response time, and provide an enhanced customer experience.  M ICROFICHE D IGITAL C ONVERSION Converted 95 percent of legacy microfiche to digital assets to increase efficiency and enhance access to  information. This project is on track to be completed by December 2019.  S ERVER V IRTUALIZATION AND D ATACENTER C ONSOLIDATION Virtualized servers and consolidated three data centers to reduce on‐going costs, increase productivity,  enhance security, decrease energy consumption, and reduce the floor space footprint.

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FY 2019‐21 Adopted Budget 

STRATEGIC TECHNOLOGY PLAN 

Focus Areas and Supporting Projects  The STP supports core services and cost containment, while investing in strategic initiatives to better  position the City and to leverage innovation and technology trends.  In support of these directions, the  following focus areas were established: 

 Mobility Solutions   Cyber Security 

 Cloud Computing 

 Innovative Solutions   Disaster Recovery 

 Open Data 

Mobility Solutions  Mobility continues to expand in popularity, and is a major service delivery platform for businesses and  consumers. Mobility frees technology users from the constraints of physical locality, and enables  immediate access to IT services.   Focus on Mobility includes the following:    Deploying mobile applications in a secured and managed architecture to access City assets and  cloud services.   Mobile Device Management (MDM): Utilize MDM solutions to secure access to mobile devices  and mobile applications.  Cyber Security  Digital information is a critical asset in all organizations. The way information is managed, controlled,  tracked and protected has a significant impact on the delivery of City services and on the trust of users of  those services. Further, information assets must be available when needed, particularly during  emergencies and times of crisis.   Focus on Security includes the following:   Management of an Information Security Framework that sets priorities for the City to effectively  promote security awareness necessary to protect the City’s information assets and establish  programs to enhance the City’s security posture.  Cloud Computing  Cloud computing is an emerging technology wherein physical servers, storage, and network systems are  being moved from onsite data centers to secure cloud‐based services. The City leverages cloud‐computing  solutions to achieve scalability, cost efficiencies, higher system availability and rapid deployment.   Focus on Cloud Computing includes:   The City has migrated email accounts to Microsoft Office 365 and utilizes cloud‐based  collaboration tools such as Microsoft SharePoint and OneDrive.

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STRATEGIC TECHNOLOGY PLAN 

Disaster Recovery  Disaster Recovery (DR) is the ability to recover predefined systems and infrastructures after a major  disruption.  To ensure service availability, the City is investing in cloud‐based DR services to maintain  high levels of service availability and mitigate risks associated with disasters.   Focus on DR infrastructure includes the following: 

 The City uses cloud‐based DR enabling services and solutions to achieve higher service availability. 

Open Data  Sharing City data with the public increases transparency and improves service. Users experience higher  efficiency levels when searching, analyzing, and sharing information.   Open Data Projects include:   Rich GIS data expands ability to visualize and interpret data to better understand relationships,  patterns, and trends.   Sharing City data utilizing online open data platform services.  Innovative Solutions  In accordance with the City’s mission statement and core values, innovation is a focus of the STP. Every  year the City identifies and invests in solutions to increase operational efficiencies, effectiveness,  capabilities, and sustainability.  Innovation projects include:   Public Safety Computer Aided Dispatch (CAD) and Records Management System (RMS).   Community Development Permitting System.  

SUPPORTING PROJECTS Financial Analysis Five‐Year Outlook 

The technology budget outlook reflects the anticipated growth of the City and anticipates technology  investments to enhance service levels and business processes. The five‐year outlook includes hardware  and software upgrades to maintain reliable infrastructure and services.  

Shared Technology  The major appropriations for the Shared Technology Fund 579 are shared costs that are spread to all City  departments and the Great Park through internal service costs. These shared costs include contracted  services, recurring maintenance costs, hardware, software, and City personnel to manage IT services.

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FY 2019‐21 Adopted Budget 

STRATEGIC TECHNOLOGY PLAN 

Strategic technology initiatives include enhancement of core services and high value new projects. Core  IT services include outsourcing contracts, operational services, and recurring maintenance. Strategic  initiatives include accommodating new facility technology needs, replacement of end‐of‐life equipment,  and upgrades to mission‐critical applications.   Department Projects  In addition to the Shared Technology costs, there are other technology costs specific to department  operations which are allocated directly to each department. The departments are investing in recurring  maintenance items specific to their operations and in new technologies that add value and return on  investment. Projects targeted in the STP as department projects include the permitting software (Eden)  for Community Development and replacement of the Public Safety Record Management and Computer  Aided Dispatch systems.   Telecommunications  The Telecommunications Fund supports the enhancement and maintenance of the City’s unified  communication systems, including telecommunications service providers, support contracts, hardware,  and City staffing to manage the program.  Telecommunications initiatives continue to support evolving City needs. Basic services for telephone and  data are expanded to support existing and future uses. Expanding fiber optic and broadband connectivity  between sites will improve service levels and security at City facilities.   City facilities with high data capacity requirements will be better served with direct, City‐owned, fiber  optic cabling. Many of these cables are already in place and additional cables continue to be installed  through the City’s development standards.   Duplicating  The Duplicating Fund manages all functions related to the production of printed media.  This includes  contract services, City staffing, equipment and supplies to support office copiers, printers, and scanners.  The copy machine services contract, Duplication Center and requisite staff, and printing supplies and  services are supported by program funds. The fund also supports the Managed Print Services for desktop  and workgroup printers. This program was implemented to centralize all printing services in order to  reduce overall printing costs.   The City’s printing costs are expected to decline as we expand the use of mobile devices and digital forms.  While it is anticipated the City will continue to produce less printed material, a completely paperless  environment is unrealistic at this time. Managed Print Services, will shift use away from inefficient low  volume printers to the large office machines with lower cost per printed page.

6                                                                                                                                               FY 2019‐21 Adopted Budget

STRATEGIC TECHNOLOGY PLAN 

FINANCIAL SUMMARY Proposed FY 2019‐21 IT Budget 

IT Budget 

2019‐20  Budget  $6,811,043  $1,485,065  $790,593  $893,413  $1,005,288  $1,396,064  $208,837  $787,500  2019‐20  Budget  $43,427  $324,650  $518,682  $398,210  $333,695  $218,142  $1,406,057  $1,409,973  $453,592  $168,669  $577,900  $5,852,997  $0  $0  $13,377,803 

2020‐21  Budget  $6,456,573  $1,443,808  $643,392  $727,608  $1,143,052  $1,044,252  $244,695  $826,875  $52,221  $311,555  $620,559  $398,303  $339,386  $1,000,000  $200,539  $1,384,933  $1,480,471  $212,960  $156,349  $401,287  $6,558,563  $12,530,255  2020‐21  Budget  $0 

Shared Technology and GIS  Services 

2018‐19* 

2021‐22 

2022‐23 

2023‐24 

Enterprise Services **  Software Agreements  Software as a Service  Telecommunications 

$7,704,350  $1,552,048  $822,471  $889,428  $890,750  $750,958 

$8,004,034  $10,009,689  $9,894,915 

$1,883,345  $1,056,351  $1,195,807  $1,309,579  $889,100  $258,552  $868,219 

$1,622,026 

$1,778,363 

$869,978 

$884,310 

$1,011,992  $1,511,777  $910,746  $279,736  $911,630 

$1,061,807  $1,758,264  $927,560  $301,765  $957,211 

Data Services 

GIS 

Duplicating 

$81,535 

Duplicating Contract 

$750,000 

Subtotal 

$13,441,540 

$15,464,987 $17,127,574 $17,564,195 

2018‐19* 

2021‐22 

2022‐23 

2023‐24 

Department Budget 

City Manager 

$773,335 

$47,097  $291,861  $490,839  $410,940  $345,258  $1,500,000  $281,321  $2,363,835  $800,000  $310,225  $500,000  $266,050  $402,273  $8,009,699 

$56,061  $299,589  $659,048  $424,068  $351,317  $1,100,000  $287,276  $1,777,975  $800,000  $460,041  $500,000  $209,821  $593,288  $7,518,484 

$58,115  $329,260  $507,551  $437,706  $357,570  $216,000  $260,564  $2,067,552  $800,000  $830,188  $60,000  $81,667  $594,334  $6,600,507 

City Clerk 

$0 

Financial Management 

$796,008 

Human Resources 

$0 

Community Development 

$594,953 

Permitting System  Community Services 

$0 

$790,578  $1,389,118  $1,342,831  $233,834  $65,500  $200,000  $6,186,157  $0 

Public Safety 

CAD/RMS System 

Public Works 

Permitting System 

Transportation 

Great Park 

Subtotal 

TOTAL COST 

$19,627,697   $19,230,800  

$19,088,818   $23,474,686  $24,646,058  $24,164,702  

Carryover from previous fiscal year for ongoing projects  Prior Year Funding ***  $2,445,980  TOTAL COST  $22,073,677 

$19,230,800 

$19,088,818 

$23,474,686 $24,646,058 $24,164,702 

*FY 2018‐19 adjusted budget as of February 28, 2019 including transfers. **FY 2018‐19 includes transfers out of $161,630.  ***Carryover from previous fiscal year for ongoing projects.

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FY 2019‐21 Adopted Budget 

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