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HomeMy WebLinkAboutInformation TechnologyInformation Technology Presenter: Tania Mahood Kevin Furlong Shad Campbell Zach Neemann ▪FY24-25 Proposed Budget Presentation Budget Committee Meeting | May 21, 2024 IT Overview The IT Department’s mission is to deliver professional solutions, support, and consultation that enables Deschutes County to contribute to the success of our residents. IT Accomplishments •Adopted the first IT Strategic Plan. •Created internet redundancy and a plan for network segmentation. •Established an Incident Management Team (IMT), Incident Response Team (IRT), and completed an Incident Response Plan (IRP). •Established a process and implemented several cybersecurity tabletop exercises. •Hired an Information Security Manager. IT Accomplishments •Developed and established communication pathways to engage with stakeholders. •Implemented an enterprise-wide technical training resource for all employees. •Implemented an enterprise-wide digital e-Signature software. •Migrated all departments/offices intranet pages to SharePoint cloud. •Upgraded several conference rooms with web conferencing technology. •Supported an unprecedented number of department moves FY 24-25 IT Budget Details •IT is funded by internal service charges. •ISF charges increased 31% from the previous budget year. Increases are attributed to security, resource needs, and inflation. 24-25 RESOURCESFund 660 - IT Beginning Working Capital 1.2% Interfund Charges 98.8% Information Technology Reserves - Resources for 660 FY 24-25 IT Budget Details •Personnel Services and the cost of employees projected at $4.9M for FY25. •Major expenditures in this fund consist of employee costs, $150K for contracted cybersecurity vendor, and $304K for software maintenance and agreements. 24-25 REQUIREMENTSFund 660 - IT Personnel Services 73.3% Materials and Services 23.7% Contingency 2.9% Information Technology - Requirements 660 FY 24-25 IT Fiscal Issues •Staffing needs •Preparing for and managing the increased cost of labor, acquisition of technology, and maintaining systems to sustain current and expanding services. •On-going costs of cybersecurity •Managing the costs associated with meeting security requirements and needs. •Adequate personnel resources to meet the diverse needs of departments/offices. •Prioritizing the needs of a growing organization that has become more reliant on technology while striving to overcome technical debt. •The resources to harness data effectively for the organization to make data informed decisions. •Reacting to emergencies being the priority. Short-term Fiscal Issues Long-term Fiscal Issues Fund 660 - IT Current Challenges and Future Initiatives – 660 & 661 •Meeting cybersecurity requirements. •Become a trusted partner to effectively deliver strategic business projects for the County. •Implement a data initiative to ensure structured, accessible, and validated data. •Equip employees with the right scalable and supportable tools leveraging best practices with a fit-to-standard philosophy. •Create an IT governance structure for aligning IT with the business goals. •Transform IT to support the evolving needs of the County. •Implementing a robust cybersecurity program. •Resources available to optimize the products and services the County provides through technology and meet the diverse needs of the organization. •Creating standardization of software management, purchasing, and development. •Prioritizing off-the-shelf solutions. •Developing new IT policies and standards. •Securely meeting the requirements to move from .org to .gov •Lack of an enterprise-wide Information Technology Service Management solution. Challenges Future Initiatives FY 24-25 IT Budget Details •IT Reserve is funded by internal service charges. •ISF charges increased 317% due to security requirements, data regulation, and technical debt. •Working to rebuild this reserve fund in order to stabilize ISF charges. 24-25 RESOURCESFund 661 – IT Reserve Beginning Working Capital 43.9% Interfund Charges 56.1% Information Technology Reserves - Resources for 661 FY 24-25 IT Budget Details •Major required increases including Microsoft 365 licensing ($750K) and hardware replacements ($120K). 24-25 REQUIREMENTS Fund 661 – IT Reserve Materials and Services 64.9% Reserve 35.1% Information Technology Reserves - Requirements 661 FY 24-25 IT Fiscal Issues •Addressing technical debt.•Increased Microsoft costs to meet licensing and regulatory compliance. •Increased cybersecurity requirements. •Addressing technical debt across hardware and software. Short-term Fiscal Issues Long-term Fiscal Issues Fund 661 – IT Reserve 305 GIS Overview The IT Department’s mission is to deliver professional solutions, support, and consultation that enables Deschutes County to contribute to the success of our residents. FY 24-25 IT Budget Details •Majority of revenues from clerk and surveyor fees. •Have been relying on reserves. Current revenue doesn’t support resource needs. •FY24 moved 30% of one FTE into 660 •BWC has decreased 54% from FY24. 24-25 RESOURCES Fund 305 – GIS Dedicated Beginning Working Capital 97.7% Interfund Charges, 2.3% Information Technology GIS - Resources for 305 FY 24-25 IT Budget Details •Personnel Services and the cost of employees is projected at $315K 24-25 REQUIREMENTS Fund 305 – GIS Dedicated Personnel Services 55.7% Materials and Services 12.0% Contingency 32.4% Information Technology GIS - Requirements 305 FY 24-25 IT 305 Fiscal Issues •The revenue instability creates challenges with long-term planning. •Funding aerial imagery. •Revenue decreased over last two fiscal years due to less recording title transfers and security interests. Revenue is projected to stabilize FY25. Short-term Fiscal Issues Long-term Fiscal Issues Fund 305Fund 305 – GIS Dedicated Current Challenges and Future Initiatives •Planning for the future of this fund. •Instability of funding. •Implementing a sustainable method for funding aerial imagery. Challenges Future Initiatives Fund 305Fund 305 – GIS Dedicated FY 24-25 Special Requests Priority 1: Office 365 Administrator By hiring a Microsoft 365 administrator it would allow Deschutes County to: ▪Maximize the value of the significant investment the County makes in Microsoft 365 for employees in all departments. ▪Leverage solutions that will enable the County to meet compliance and regulatory requirements. ▪Have a dedicated in-house expert on Microsoft 365, a large and complex platform that is extraordinarily powerful and can provide significant capabilities to the County and its employees. ▪Enhance the County’s ability to be: More secure; offer user friendly tools; offer consistent solutions; and adopt current and new cutting-edge products. These needs are in alignment with these goals in the IT Strategic Plan: “Protecting Deschutes County Digital Assets and Information” and “Equip employees with the right scalable and supportable tools leveraging best practices with a fit-to-standard philosophy” and “Provide training opportunities and paths to continue to invest in our employees”. This position would be funded through ISF charges FY 24-25 Special Requests Priority 2: Endpoint Systems Administrator By hiring an Endpoint System Administrator, it would allow Deschutes County to: ▪Secure the County endpoints by enforcing policies and employing best practices. ▪Centralize and offer a consistent approach to managing computers and mobile devices, freeing up resources in other departments. ▪Have standard and scalable processes that allow the county to be more efficient in securing our technology. ▪Securely support additional operating systems beyond Windows, including Mac and Linux. These needs are in alignment with these goals in the IT Strategic Plan: “Protecting Deschutes County Digital Assets and Information” and “Transform IT to support the evolving needs of the County and foster IT agility, efficiency, and operational excellence as core competencies”. This position would be funded through ISF charges FY 24-25 Special Requests Priority 3: Update Deschutes.org Website •Critical tool that connects residents with the County. •In response to the IT Listening tour and the sites current limitations. •Some departments/offices are using third-party tools and/or outsourcing work. Cost would be funded through ISF charges. Thank you