2014-159-Minutes for Meeting February 11,2014 Recorded 3/17/2014 DESCHUTES
NANCY BLANKENSHIP,FCOUNTY CLERK
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COMMISSIONERS' JOURNAL 03/17/2014 08;22;28 AM
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Deschutes County Clerk
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Deschutes County Information Technology
Department Performance Report
For
Deschutes County Board of Commissioners
Tuesday, February 11, 2014
Allen Room, Deschutes Services Building
Present were County Commissioners Tammy Baney,Anthony DeBone and Alan Unger. Also present
were Tom Anderson,County Administrator; David Givans, Internal Auditor;and Information Technology
staff:Joe Sadony, Director; Robert Haas,GIS Program Coordinator and Developer; Kevin Furlong,
Technology Division Manager.
Sadony convened the meeting at 9:00 a.m., introductions were made, and handouts of the presentation
were provided.
Sadony opened with the Information Technology Department's mission statement,and an overview of
the services provided by the department.
Anderson asked the meaning term"COTS".
Sadony stated it stands for"Commercial Off-The-Shelf"software.
Sadony briefly explained an organizational chart of the department.
Sadony presented a list of Operations Team members and their respective job focuses.
Baney asked if Jon Spring was the department's liaison to the District Attorney's office.
Furlong replied no. During the Deb Walker was the primary contact during the implementation of the
DA's case management software.
Sadony discussed the members of the department's Applications Team.
Sadony discussed performance measures that include a county-wide satisfaction survey results and a
comparison chart showing the"Cost of IT per FTE". Both of these statistics were part of an audited
performed by the County Auditor.
Sadony then displayed one of the County goals and objectives and stated the remainder of the
presentation will be a look forward in time and show how department plan align with County goals.
Sadony began with a table showing past and current internal services fund requirements and FTE
allocations. He stated the information on the table was to establish a trajectory for the future of ISF
charges and staffing levels.
Anderson asked if the move to reduce ISF charges was because of all of the new software departments
have purchased.
Sadony stated the software purchase were only part of the reasoning for the reduction. Anticipated
changes in the services provided by IT to department suggest that staffing levels should be adjusted and
will result in lower IT ISF requirements.
Sadony discussed target staffing level,the need to develop skillsets and opportunity to bring on new
hires. However the pool of potential employees in the area seems to present a challenge for hiring.
Sadony also stated there is a lack of tools for management to provide for employee professional growth,
advancement and retention.
Sadony discussed future organization changes in the department,future projects and timelines,and
future wants for the Department and the County. He stresses the importance of employee training to
the efforts of the IT Department.
Baney suggested providing more information to employees at the time of hire.
Sadony agreed and recommended the county revisit an employee training program. He express interest
in being at the table should the discussion occur.
The meeting adjourned at 10:10 a.m.
DATED this 20 "Day of '?"-ithnut-✓rl---- 2014.
BOARD OF COUNTY COMMISSIONERS
OF DESCHUTES COUNTY, OR-EGON
TAMMY BANE
, Chair
adeOelgaYtA-
ANTHONY DEB/ONE Vice Chair
ALAN UNGER, Commissioner
ner
ATTEST:
Recording Secretary
Information Technology
Performance Review & Service
Outlook
Our Mission
• "Deliver reliable, sustainable, innovative, cost-
effective and proven information technology
solution to the citizens, the business
community and County staff."
Services
Data Center Services Desktop Services System Project Support
Servers,Storage,Backup,Power File Storage,File Sharing,Printing, RFI/RFP,Selection,Contracting,
Protection, Environmental Protection Security,Support Implementation
Data Network Services Voice Services Software Development
Resource Access at All County Locations, Phone System Access at All County Data Tracking Systems,Interfaces,
Secure Remote Access Facilities Reports
Email Video Services COTS Software Support
Outlook Functions,Spam and Virus Video Surveillance,Video Conferencing Problem Resolution,Vendor Relations,
Protection,Encryption Upgrades and Maintenance
Internet Door Access Control Construction Project
Resources Access and Publication Badge Administration,Access Control Support
Design Technical Infrastructure Design
Device Access Records Management GIS Support Services
Smart Phones,Tablets,etc. Software Support and Configuration Data Analysis,Mapping,Data
Maintenance,Software Support
Staff & Services
Current Org. Chart
I.! ,..h..„,..,ty i
ll Director 1
1..00 FTI i
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1
1 I
i--- 71 i — — ----------1
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PC Specolest 0 PC Spectalt$t i
s r. rograrnrner/1 Sew.'web
1.00 FIE 3.00 FTE Pnograreirner
Analyst
too;-re eophie;obonvistOev,
2.00 rit
,_._._ 1 I • —
PCiNttworti .._....._
.. 1 i 1
.Systerns Analyst II
LLAdreinistnitor G:.5 Analyst/
LOD FIE Synernt Analyst 1 GIS Pm:rammer
2„00 FIE Progrararn
2..0 FTE • 1.00 FTE .
1..00 FIE
GtSlArurtyst
0:15 FTE
Operations Team
Kevin Furlong
Technology Division Manager
Dale Richardson Brent Hutchison
PC Network Specialist III PC Network Specialist I
(Data Storage,Server Virtualization,Citrix) (BH Software Coordination,Helpdesk Support)
Ron Tolley Jon Spring
PC Network Specialist III PC Network Specialist I
(Networked systems, Internet security,Data Center (LE Software Coordination,Helpdesk Support)
Maintenance)
Brandon Sunitsch
Loren Spurling PC Network Specialist I
PC Network Specialist 11 (Phone System,Video Systems,Door Systems,
(Software Projects,Systems Support,Door Systems) Helpdesk Support)
Deb Walker
Systems Analyst II
(Software Projects,Records System,Finance System,
Helpdesk Support)
Applications Team (GIS)
Bob Haas
GIS Program Developer& Coordinator
Emery Grantier Toby Cundell
Senior Systems Analyst&Programmer Systems Analyst I
(Legacy Systems) (Database Development,Software Support)
Ray Wingert Jim Vernon
Senior Systems Analyst&Programmer Systems Analyst I
(Legacy Systems,Application Support) (Software Development and Support)
Shad Campbell Diana Jackson
GIS Programmer
(GIS Software Development,Software Projects) Applications Analyst/Programmer
(Legacy Systems,Software Support,Purchasing and
Administrative Support)
Geri Hauser
GIS Analyst
(GIS Data and Mapping Projects) Melinda Campbell
GIS Analyst/Programmer
[OPEN]
Senior Systems Analyst—Web Solutions
(Public Web,Intranet,Software Projects)
Performance
Customer Satisfaction
a
asers 5 0 .,.• ...... ..., Count -'�"Average Overall Rating
........ .. . ...... ....... .,,.. 140
4.5 .
4 ;
r 120•
D35 .. . . 100
a
2 30 _._. ._.__.._ __..._..._......_ _....._. .T_� — %
2.0
1.5 40
0.0 Community Justice Support Services Public Safety Direct Services Health Services
Performance
Comparison: Cost of IT Per FTE
10,000
9,000 .................
8,000 r
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w 4,000 .7.._•_ __...__.__.. _.
to
m
i 3,000 ;..._
m
1,000
1,000 +......._
City of Bend Deschutes Marion County Jackson County Lane County Clackamas Washington
County County
Alignment FY2014 Goals
• General Government: Promote confidence in
County government by ensuring fiscal responsibility,
openness and accessibility in all aspects of County
operations
2. Identify and evaluate regional cooperation
opportunities to enhance service delivery and the cost
effectiveness of public services
3. Promote policies and actions that improve access to
County government, including enhanced on-line presence
Outlook
• Fiscal
• Staffing
• Technology Projects
Fiscal Outlook
ISF Charge
„w+k,,a,wC, , i .1 , 1e. M res:..n, yeµ
Fund 660 16.90 17.00 16.70 16.70 16.30
(IT)
Fund 305 4,10 4.00 3.05 3.05 2.45
(GIS)
TOTAL 21.00 21.00 19.75 19.75 18.75
ISF Charge 2,257,245 2,257,245 2,326,844 2,334,403 2,270,514
(660)
* Department budget request.
Fiscal Outlook
Fund 305 - GIS
1,000,00000 r ................ ...... ....... .........
000.00 .. .._....... .. .
800,030.00 �.
7O000no
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-Revenue
400'00000'--............. •••••••EepenSe
900.030.00 .........._....-
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10Q00000L.................................. ........ ...............- ...--_.___... --------- -..----...- ..............,.,....... ...........
0,00 r
..................
2010 2011 2012 2019• 20140 2015°°
•20%of 305 Total PersurvA Services moved To 660
••36%0t 905 Person nel Service5m0ved to 660(ea.)
Staffing Outlook
• Expect FTE count to fall to 17.0 to 18.0 around
fiscal 2017. (Down from 21.0 in 2012)
• Development of new skilisets for Applications
Team
• New hire opportunities are on the horizon
• The market for I.T. talent is at least
challenging, if not dismal
Staff & Services
Current Org. Chart
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Gl5 Analy..,ti
1.00:l•TE llySterna Analyst i tr,r.Programmer
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GS Analys.t
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Staff & Services
FY 2015 Org. Chart
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Staff & Services
FY 2017 Org. Chart
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Project Outlook
• Community Development Planning and Code
Enforcement (6 months)
• Enhance data protection capabilities (12
months)
• About 6-8 small legacy system replacements
still to be addressed (24 months)
• Public website and intranet (24 months)
• ERP system implementation - Financials, HR,
Payroll (36 months)
Department Outlook
• IT Department
— Work closely with departments to develop custom
technology strategies
— Look and budget for outsourcing opportunities to
augment service offerings
— Budget requirements should remain flat
County Outlook
• Apply technology to the agenda development
process and develop online public meeting archive
• Consider a global replacement strategy for desktop
computers
• Continue training efforts