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HomeMy WebLinkAbout19D - IT STRATEGIC PLAN UPDATEREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: OCTOBER 20, 2015 TITLE: INFORMATION TECHNOLOGY STRATEGIC PLAN UPDATE (STRATEGIC PLAN NO. 6, 11) Z CITY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ❑ As Recommended ❑ As Amended ❑ Ordinance on 1" Reading ❑ Ordinance on 2nd Reading ❑ Implementing Resolution ❑ Set Public Hearing For CONTINUED TO FILE NUMBER Receive and file the Information Technology Strategic Plan update. DISCUSSION The City of Santa Ana Mayor and City Council adopted a Five -Year Strategic Plan on March 18, 2014, establishing goals, objectives, and strategies for Santa Ana's future. The Five -year Strategic Plan has seven guiding principles, which provide the basis for how the organization will work to achieve its mission and vision. Given the City's new focus and direction, Information Technology (IT) and communications have come to the forefront and identified as a means by which to deliver on the goals and objectives of the Five -Year Strategic Plan. As such, the City in a collaborative effort with the various department stakeholders developed a draft IT Strategic Plan (ITSP) that was approved by the City's Executive Management Team (EMT) in June of 2014. The draft ITSP set forth the vision, mission, goals, and objectives to provide innovative and sustainable technology solutions to deliver quality services. On November 18, 2014, the Mayor and City Council approved an agreement with ThirdWave LLC to conduct an IT assessment to aid in identifying and prioritizing opportunities to improve operational efficiency and effectiveness. Over a 7 -month period, ThirdWave LLC, through a participatory process assessed the City's IT organizations and structure. The assessment included interviews of key stakeholders, staff surveys, review of IT infrastructure, policies and procedures, staffing levels, and IT governance. In addition, the assessment included a review of business processes to identify technology opportunities for the effective and efficient delivery of City programs and services. The results of the assessment were presented to the Finance, Economic Development, and Technology (FEDT) Council Committee on July 22, 2015 with funding recommendations presented during the August 18, 2015 City Council Retreat. The assessment provides a range of recommendations on technology initiatives and process improvements to implement over the next five years. Recommendations include the centralization of City IT functions, the addition of 1913-1 IT Strategic Plan Update October 20, 2015 Page 2 a Chief Technology Innovations Officer (CTIO) to provide a shared vision throughout the organization, the development of a governance committee to prioritize projects and resources, and a five -year roadmap with a focus on building City IT infrastructure. The assessment also highlights the need to build and leverage IT capacity through the addition of key IT staff, training, replacement of outdated equipment, use of web enabled technology, and automating processes. Furthermore, the IT assessment also validates and supports the ITSP developed in collaboration with EMT and departmental stakeholders. Currently, the City has embarked on the recruitment of the CTIO position to oversee the IT Department and overall implementation of the plan. Staff will seek General Fund allocation of surplus funds to implement the ITSP. STRATEGIC PLAN ALIGNMENT Approval of this item supports the City's efforts to meet Goal #6 Community Facilities and Infrastructure, Objective #1 (Establish and maintain a Community Investment Plan for all City assets), Strategy I (Assessment and development of a citywide Information Technology Master Plan to include elements such as Wi -Fi in City facilities including recreational /senior centers, PC /server /equipment replacement plan, information security, disaster recovery plan, etc.). FISCAL IMPACT There is no fiscal impact associated with this item Exhibit: 1. Information Technology Strategic Plan (ITSP) 2. Information Technology Assessment Summary 19D-2 CITY OF SANTA ANA Attachment #1 Information Technology Strategic Plan 2016-2021 This IT strategic plan was developed through consultative engagement with City departments and staff and is aligned with the City's 5 -year strategic plan. The 2016 — 2021 IT Strategic Plan purpose is to articulate the Information Technology vision and mission, to demonstrate our support and commitment to the City's mission. We thank members of the City Council, the Executive Management Team and City staff for their contribution in the development of the plan and success in our collaborative implementation. IT Strategic Planning Team Robert Cortez, Francisco Gutierrez, Haney Mostafa, and Eddie Duque IT Vision Build and enable a leading, next generation digital city. Promote and enable the best value next generation technologies for staff and the community, including residents, businesses, and visitors. IT Mission Provide innovative and sustainable technology solutions that empower City departments to deliver quality services. Guiding Principles • Innovative • Customer - Centric • Effective • Fiscally Responsible • Quality • Collaborative • Efficient ro Information Technology Strategic Plan 19 D -3 IT Goals and Objectives Goal # 1: Innovation and Efficiency Be highly innovative and use best value technology in a government context. Objectives: • Embrace and utilize technology as a strategic enabler to improve the way staff perform their jobs and deliver services to the community, including residents, businesses, and visitors • Implement proven technologies that consider enterprise values including, being web - based, GIS- enabled, mobility equipped, and using Commercial Off - the -Shelf solutions wherever possible and appropriate • Enhance use of solutions that move the City away from paper -based to digital processes for sustainable and secure operations • Maximize use of digital technologies and mobile connectivity so that City employees can easily collaborate, innovate, and facilitate the exploration of new tools Strategies: • Implement a technology refresh program, including personal computer, mobile device, and communication systems upgrades • In collaboration with the Budget Office, implement an enterprise budget application to streamline and enhance the budgeting process • In collaboration with the Public Works Agency, implement an enterprise asset management system to manage improvements and sustain the City's assets • In collaboration with the Personnel Services Agency, implement an enterprise recruitment and performance management solution • In collaboration with the Planning and Building Agency, implement a permitting application • In collaboration with the Clerk of the Council Office, implement a public record request application that is integrated with the City's enterprise content management system Goal # 2: Organizational Excellence Create an organizational environment where IT Goals and Initiatives are driven by accountability, milestones, and outcomes. Objectives: • Standardize and enhance capabilities across the City to create a consistently positive experience relative to technology service delivery • Build and enable City staff capacity for successful adoption of technology and maximize the return on investments in technology • Encourage an enterprise approach when procuring, implementing and managing the City's Information Technologies using architectural standards to improve interoperability, flexibility and integration • Foster effective communications between the City and constituents to keep all parties informed on the progress of IT initiatives Strategies: Information Technology Strategic Plan 19D-4 • Restructure the IT organization to reflect a progressive and responsive structure and develop a Technology Service Catalog • Enhance City website as a single portal for web services • Invest in professional and skills development of IT staff • Expand end -user training resources for new system deployments and conduct regular refresher training for application end - users. • Implement Project Management Office (PMO) and IT Governance that is inclusive and transparent Goal # 3: Dynamic and Secure Infrastructure Upgrade infrastructure to best value and scalable technology and ensure appropriate security of data. Objectives: • Develop and expand a secure technology infrastructure to provide reliable and sustainable services • Enhance broadband connectivity to benefit the City community • Maximize current infrastructure looking towards more cost - effective methods and technologies Strategies: • Establish Lifecycle Plan for Technology to budget for replacement of core infrastructure systems • Assess the information security and risk profile, and implement measurement and improvement processes • In collaboration with City stakeholders explore Wi -Fi coverage needs and strategize around addressing the needs of various City stakeholders • Implement a technology refresh program, including infrastructure and data center upgrades and communication systems upgrades Goal # 4: Best value digital city capabilities Identify and promote the use of innovative methods, partnerships, and the use of emerging technologies Obiectives: • Explore City participation in open government data and citizen engagement initiatives • Develop Public- Private - Community Partnerships for Innovation • Adopt an e- government strategy to expand web - enabled service delivery to City constituents Strategies: • Provide easier access of appropriate City data to the community, including residents, businesses, and visitors. • In collaboration with the City Attorney's Office, implement a contract management solution • In collaboration with the Community Development Agency, leverage technology in Economic Development Strategic Planning efforts • Implement resident utility billing and usage application, and online customer service request application 3 Information Technology Strategic Plan 19D -5 19D-6 vi rn 1; E ol �l 19D-7 N 0 0 E E 0 CD Co N 0 N E 0 E +-a T) %. 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