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HomeMy WebLinkAboutItem 03 - IT Department Update ���`�� W IT PRESENTATION TO THE COUNCII� JULY 05 2011 . MY VISION FOR GRAPEVINE INFORMATION TECHNOLOGY . HISTORY OF GRAPEVINE INFORMATION TECHNOLOGY . WHERE WE ARE TODAY . WHERE ARE WE GOING IN THE FUTURE �_ . IT PRESENTATION TO THE COUNCIL 07/OS/11 MY VISI4N FOR GRAPEVINE INFORMATION TECHNOLUGY A. Safe . Plan far security in all new services implemented • Maintain stated policies with secwrity in mind . Follow industry best practices far security . Be in compliance with laws and regulations . Canstant rnonitoring far possible security incidents (see exh.ibit 1) . Periodic evaluations of existing services for security holes(ex periodic penetration test) B. Efficient . Strive for rnaximum uptime(ex network rnonitaring and on call procedures) • Strive far law application response time . keep network maintain.ed as best we can within budget restraints . handle problems quickly C. Strategic . Maintain an awareness af overall City and departrnental goals . Offer solutions ta support City goals . Be awaze of special events and rnake sure IT services are available for these events D. Professional • Strive ta o�'fer solutions for the City staff that are efficient and cwrrent in features • Strive to make aur business portals for the public dependable, efficient and professional in appearance and features. (ex new UB bill pay web site) HIST{?RY QF GRAPEVINE INF4I+'�MATIC?N TECHN4LOGY A. Grapevine Information Technolagy eight to ten years ago: . Qriginally responsible for data only. . Slaw liriks between buildings(leased T1lines at 1.35 MBPS} . Data centers in each major facility with servers for email, file storage and ta.pe data backup B. Changes in the last eight ta ten years: . Implemented a citywide Geographic Information System • Respansible for all vaiee, data and cell phane services in the City(except public safety cell phanes}{Note: all wark now done by IT staf�'} • Fiber optic data Iink�hetween all majar buildings . 4ne main data center at IT with a public safety data center at Police and a small one at the library. Mast all citywide services supplied from the IT data center. C. Trends for last seven years: . Fii�y percent reduction in the Verizan bili from seven years ago and the current bill is�till at the lower rate. This has saved the City about$14,40Q per month far the past seven years • Nine times more specialized applications requiring a dedicated file server • Fifteen tirnes more data that is stored and regularly accessed on network • Thirty Three times increase in Internet traffic . Huge increase in number of pictures, scanned images and PDF dacuments stared causing the average file size to more than double and the number of stored files ta increase at least sevenfold. • Mare applications provided via the Internet has increased the need for fast and dependable Tnternet access D. Changes rnade to accammadate trends: . Impiemented virtual server technology to accommadate the demand far more file servers. This technology allowed for multiple logical servers in a single host server thus saving on equipment cost,utilities and space. • Implemented an off-site data hackup service via the Internet that was able ta grow with our increased demands withaut increased yearly fees. We are cunently looking at a possible coaperatiVe project with Southlake, Calleyville, and Keller to create a regional data center for off-site data backups. . Replaced old siow Internet services with new faster ones(Verizon Fios and 1753 circuit) • Continuaus upgrades in netwark infrastructure to acco�runodate demands for mare bandwidth . Continuaus additions to starage area network ta accommadate the ever increasing amaunt of data we are storing as a City. WH:ERE VVE A►RE TOl}AY: . Sarne number of IT staff as seven years aga (aelually 112 employee less} • However, IT training budget has decreased by 75°lo makir�g it difficult to stay current in our technical skilis. . Fram 13 File servers ta 120 file servers and 8 vutual host servers . 6 new locations for a total of 291ocations we now serve : 55 new traffic locations we serve « 3 to 4 tirnes the number of unique applications . 30 times mare bandwidth utilization between buildings(data tra�c} • 15 times mare data being stored and backed up fram 1.5 terabytes to a total of flver 28 terabytes . Full responsibility for a11 vaice and data communications within the City �. . Mastly self contained shop with five ernplayees with major industry certifications and almost no outside consulting for day ta day aperations and new services. . However, Seriously behind an keeping up wit.�PC replacements and Microsaft Office due ta budget restraints in recent years. (See exhibit 2 for the value of IT hardware n.eeding scheduled replacements) . �VHEI2E ARE WE GOING IN THE FUTLfRE: (Please note exhibit 3, �'echnalagy Comrnittee Report) . Continuous upgrading of netwark infrastructure to accammodate the continuous increase in da.ta traff c and stora.ge . Scheduled redesign of City VtTeb site . Paperless storage and automated business processes (ex Municipal Court} . Collaboration toals for praject management(Public Works and other departments} . More wireless data.capture in field(Public Works and Parks) . More applications via the Internet . Replace existing PC's with virtual desktops o What are virtual desktops ■ Like a return to the old mainframe technology where all computing is done in a central . location and the users have dumb terminals ■ Better than the mainframe because each user still has a customized Windows desktop with all the productivity of a physical PC only the desktop is actually in the server room o What are the advantages ■ Better investment in the future (larger up front investment with continual replacement savings after the first year) (see exhi'bit 4) ■ Improved productivity for IT staff and end users ■ Green initiative- each desktop device draws 5 watts cornpared to 85 watts for a PC (see exhibit 5, email from Dewey Stoffels) ■ Better mobility-handles employee moves and supports mobile devices . Buy perpetual licenses for Microsoft Office and Windows operating systems o Due to the Office license tied to the PC and a lack of a regular scheduled replacement plan we now have 5 different versions of Microsoft Office in the city o This has led to a loss of productivity and frustrations due to the problems of documents not being compatible throughout versions. o As part of the virtual desktop project we will be purchasing perpetual (permanent) licenses for Office with future upgrade options. � - - w • .x . �r � .. . - _M _ . . . �-r _ . _ , . - . � . . . � �. , w � . , . �. . - � I"� _ , � � . _ --_.-�--z � -------- -- _ � _ ,� --- ._.____ .__..._ ��_ . :.... �«.� ...... I i ._ __ _. ._,_ --� �_,._. .. . . � � �:.. ,�N:�... � __ _ _ � _ ►'�._ .- _ _�_ ---_ - .;. . , ' � ::::::::::.::::::.:.:::. �..: ..... 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Tr�f �i P '.� . �� ___'--_._--�—�_..._. . . .__ .. � . . . .. i � . , i� �� �,t ..,... � ...G i . _. ��C t-} l$1''I' �.. _ /� �� �° EXHIBIT 2 IT ASSETTS BY REPLACEMENT SCHEDULE TOTAL ADD CAPACITY NOT IT OR CVB WATER GOLF SOURCE SHEET VALUE ANNUALLY 4 YEAR 5 YEAR 6 YEAR 7YEAR NEVER REPL FUND FUND FUND CISCO $158,700.00 $158,700.00 $5,900.00 $3,830.00 IT $806,100.00 $90,000.00 $147,400.00 $36,800.00 $6,200.00 $464,700.00 $147,000.00 CITY HALL $660,775.00 $133,150.00 $348,050.00 $40,000.00 $134,175.00 POLICE $2,431,525.00 $60,000.00 $207,900.00 $149,000.00 $244,375.00 $1,804,400.00 CAC $125,150.00 $18,600.00 $5,350.00 $65,000.00 $36,200.00 LIB $311,450.00 $110,400.00 $21,500.00 $94,500.00 $85,050.00 CC $57,875.00 $6,600.00 $1,500.00 $17,500.00 $32,275.00 $58,475.00 DEPOT $6,150.00 $3,300.00 $1,000.00 $750.00 $1,000.00 $6,150.00 SENIORS $63,100.00 $30,650.00 $7,500.00 $20,000.00 $4,950.00 WALLIS $110,150.00 $45,650.00 $51,250.00 $51,250.00 $110,150.00 MIDTOWN $19,775.00 $12,750.00 $1,100.00 $2,925.00 $17.275.00 WATER TOWER $5,000.00 $3,500.00 " 1 500.00 � $0.00� SC $246,750.00 $128,750.00 $78,450.00 $39,550.00 $48,310.00 FIRE1 $55,300.00 $21,750.00 $27,250.00 $6,000.00 $300.00 REMOTE FIRE $41,000.00 $10,000.00 $8,500.00 $20,000.00 $2,500.00 W WTP $11,275.00 $4,000.00 $5,100.00 $2,175.00 $9,175.00 WTP $18,050.00 $8,150.00 $7,850.00 $2,050.00 $15,950.00 GOLF $22,225.00 $10,300.00 $2,500.00 $8,500.00 $925.00 $22,225.00 ANIMAL CONTROL $20,425.00 $8,000.00 $11,250.00 $1,175.00 MALL SUBSTATION $47,275.00 $12,800.00 $22,000.00 $10,000.00 $2,475.00 POLICE OUTREACH $17,050.00 $13,000.00 $3,950.00 $100.00 TOTALS 55,235,100.00 5750,000.00 5936,650.00 $195,500.00 S760,800.00 5997,325.00 S2.350,475.00 5197.950.00 �77,265.00 �22,225.00 LESS POLICE RESP 51,685,000.00 TOTAL IT RESP S3,550,100.00 AVERAGE ANNUAL 5691,680.36 REPLACEMENT REPLACEMENT/ UPGRADE BUDGET SHORTFALL ISSUE Citywide demand for 6asic IT services expladed in ihe last 5 years Average annual amount needed for replacemerrt/upgredes over the last five years was: 5500,000.00 Average replacement 2007 to 2011 was: �197,070.00 Page 1 EXHIBIT 3 � CITY OF GRAPEVINE THREE YEAR TECHNOLOGY PLAN FY 2011—FY 2013 This plan is a results of a technology committee workshop held on May 20, 2010. This plan includes some major issues/directions for techology in the city over the next three years. The intent is to use this document as a guideline for Information Technology funding to help the City to leverage technoloogy for better effiiciency in internal processes, to inprove the way the public does business with the City thus improving our professional immage with the public. The members of the technology committee are: Chris Smith—Parks and Recreation Joey Schlapkohl—CVB Curtis Bergthold—Public Works Mark Bills—Police Craig Reed—Fire Jodi Brown—City Secretaries David Coulter—Library The following critical needs were identified in the technology workshop: • Redesign the City Website ♦ The current City Website has not been redesigned for almost seven years and is extremely outdated. ♦ Many features are broken and can not be fixed without a total redesign • Departments would like more flexability and control of the design of their departmental pages ♦ The current tools for distributed site updates is difficult to use and slow in performance causing many departments to give up on keeping their information current. ♦ Needs to be compatable with mobile browsers such as Safare on an Iphone ♦ Needs to be designed using common tools so we are not limited in who can support the site. ♦ Needs to be designed for better site security and faster performance ♦ This would be a one year project with an extimated cost of$80,000 ♦ Document Imaging/document ManagementlBusiness Process Management(paperless office) • Storage and handling of paper forms and documents is outdated and very ineffiicient • All departments are out of room for paper document storage ♦ Retrieving old paper documents is difficult and time consuming ♦ Forms are more efficient if automated, examples include Electronic Waivers for PARD Programs,Vacation Rrequest Forms. E-forms is extreemly helpful when the approval process flows between builldings. ♦ The end result is a lazge increase in efficiency and greatly improved customer service ♦ Collaberation software for special projects and commitees would help in sharing ideas and tracking individual conntributions to shazed electronic documents. ♦ Collaberation software saves time by cutting down on number of physical meetings needed since much of the sharing of ideas is accomplished through desktop appiications such as Microsoft Sharepoint ar Gaogle Apps. � ♦ This would be an ongoing Four to Five year project with an estimated cast of about $I20,000 per year ♦ Redesign the EtaC ♦ Current facility is hard to work in when both critical public safety persannel and public leaders are together . ♦ Needs a seperation between pubFic safety and public leaders ♦ Needs updated equipment ♦ Wireless mesh network for cameras and rnobile communications ♦ This would be an addition ta the current radio infrastntcture being implemented for the traffic light project ♦ Would allaw for cameras to be placed in strategic locatians in city facilities for security reasons (example in parks where there are problems with vandelism} ♦ allow for ability to move camera locatians as needs change without having ta provide cornunications circuits ♦ Ailow for public safety and other mabile city employees to be able to establish data mobile communications directiy into the City network ♦ This would be implemented as needed by various departments. The cost is governed by how rnany devices are added ta the radio network each year far cameras and mobile communications ♦ Better data communications at remote fire stations for tcaining ♦ This could be done through the radio network being implemented for the traffic project ♦ This would allow for live videa at stations 2—5 linked back ta Statian 1 to allow tarining at stations 2—5 without the firefighters and equipment leaving their assigned station. ♦ This would allow firefighters at stations 2—5 to take advantage of Internet based video traiing apportunities that do not work an the slower data links currently in place. ♦ This would be a short project two to four months and the cast w,ould be ???? ♦ Cunrent hardwaze and software ♦ due ta funding restrctions our average desktop computer is in service far six to seven years. This is causing our users to be using slaw and autdated equipment. The end result is wasted time due to slowness. ♦ This old equipment is often not campatable with the newer software that many job functions require. ' � • Our office soflware is old and outdated. This causes daily issues with cornpatability - with the outside arganizations we work with. ♦ Daily City employees aze dealing with documents they receive frorn state agencies and other agenncies we work with that will not open or display correctly witlx our old outdated applications. ♦ Network Infrastructure upgrade ♦ Current Traffic Light Timing Proj ect is overlaying a Citywide radio data camrnunicatians system on top of our current City network, This new radio network will add significant bandwidth requirements to our existing City network. � • Public warks and Public Safety departments will be viewing intersection camers. This adds live video traffic ta our network. ♦ Parks department is already�interested in adding cameras at pazks to this new radio network to be sending video to a video recarder for security purposes. This will add even rnore live video data traffic to our City network • Public safety and Public works are interested in adding mesh network modules to this radio network for mobile data access ta the City network in the field. • The Document imaging and business Process 1Vlanagement project mentianed above will add large bandwidth and data storage requirements to our City Network. ♦ The above items will be greatly impacting our City netwark. The best solution is to - ta.ke action now before perfarmance issues stazt slawing down our regular busin.ess needs ♦ The core network switch that cantrols all the whole City Network is already overloaded and needs to be replaced with a new technology that can handle the current Ioad and the future loads ♦ The network switching equipment that handles the traffic between all major City facilities needs to be uggraded ta newer rnodels that will handle 10 Gig bandwidth. ♦ The Storage Area Network needs to be expanded to handle the increased storage needs af scanned docurnents. This issue is already becoming an issue due to the the increased number of scanned immages already heing stored. ♦ Start plannning an securing funding ta close the Fiber loop.this would require runirig fibers from Fire 1 to the Library. As we add mare applications and add more outsaurced apglications our users are becoming more dependant on the fiber loap. If the loap was completed a fiber cut woud nat interrupt services dependant on the Fiber. Typically if the fiber is cut it is about one week before services are restored. EXIiIBIT 4 VIRTUAL DESKTOP—PERSONAL COMPUTER REPLACEMENT COMPARISON EXAMPLE:150 VIRTUAL DESKTOPS OVER TEN YEARS DESCRIPTION YEAR 1 YEAR 2 YEAR 3 YEAR 4 YEAR 5 YEAR 6 YEAR 7 YEAR 8 YEAR 9 YEAR 10 TOTALS Zero Desktop Clients Sao,zoo.00 So.00 So.00 $o.00 $o.00 $o.00 $o.00 $o.00 $o.00 Sao,zoo.00 MS Windows and Office $110,400.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $33,120.00 $0.00 S143,520.00 Server hardware $59,000.00 $0.00 $0.00 $0.00 $30,000.00 $0.00 $0.00 $0.00 $30,000.00 $O.OU 5179,000.00 TOTAL 10 YEAR VDI SZ09,600.00 50.00 �0.00 50.00 530,000.00 50.00 S0.00 50.00 563,120.00 $0.00 S302,720.00 EXAMPLE:'150 PERSONAL COMPUTERS OVER TEN YEARS 150 personal computers $135,000.00 $135,000.00 $135,000.00 �405,000.00 including windows and _ Office OEM licenses TOTAL 10 YEAR SAVINGS: S103,000.00 COMPLETE SAVINGS FOR 480 VIRTUAL DESKTOPS OVER 10 YEARS SAVINGS FOR 480 VIRTUALS $329,600.00 ESTIMATED POWER $212,746.00 SAVINGS FOR 480 PC'S TOTAL SAVINGS FOR $542,346.00 500 VIRTUAL DESKTOPS NOTE: Not all users are candidates for a virtual desktop;however,we think this technology should work for most of the Citys computer users.Our estimate is that we should be able to replace 480 personal computers with virtual desktops. NOTE:See email from Dewey Stoffels for power and environmental savings. Page 1 U7i�111 - . , ' - .. � ' " �rtuai DesEc�>ps:txt . - � � . -r . � 1 '� . E7{IiIBIT 5 , Fram: Dewey Stoffels To: John Jennery Date: 7/1/2011 11:36 AM Subject: Virtual Desktops John: Based an the �ollawing: 480 Personal Computers Saving 80 i,ratts per computer Half the camputers stay on all the time Half the computers stay on 8 hours a day; week days only. Using fhe abave information and extrapolating cost and emission sav3ngs £ram our 2010 electric bi11s and GH� Inventory: Save $0.12 {rounded up from 0.118006Z07} Save 12 cents per computer per day. Save $56.64 per day. Save $20,694.67 Ar:rtually Save 135.78 tonnes eCO2 Annually Save 0.85% o£ Total Grapevine Govt. Operations Green House Gas emissians. * A1sa Note: Public Warks is projecting a 2.9X increase 3.n kwh costs. Which would mean an additional $600 savings annually ($21,274.67) Dewey Stoffels, MS CSM ) Environmental Manager� Public Works Department City of Grapevine ( 501 Shady Brook Dr.� �rapevine, TX 76051 +1 81?-41Q-3989 p � +1 81?-410-3051 f ( +1 940-395-7174 m ( DStoffels@G�apevineTe�cas.gov - . �- , _ ,. . - _ - � ., . _ � - ; = � file'!llhoirie/jjemerylOVTed�riology Commiffie�rWai�De�aps:bct