Countywide Information Technology Strategic Initiatives Status Update

The objective of this initiative is to develop a cost-effective IT Managed Services model that is suited to the County’s business needs and contract with a vendor(s) to provide these services.

CEO/IT is leading this effort through an RFP process, with participation from County Agency and Department representatives. It is anticipated that the County will transition to the new Managed Services model during FY 12-13.

The key difference from the current model is that the focus will be on ensuring results (achieving service level requirements) rather than managing resources.

Given Countywide expenditures for ongoing IT services, as well as budgetary pressures, CEO/IT is leading this initiative to find the most cost-effective means to deliver high-quality IT services to our customers. This initiative will address the following business goals:

• Provide cost-effective IT service delivery
• Redirect IT expenditures to programs and business operations
• Provide technology capability to meet business needs today and into the future

FY 11-12

1. Develop Scope of Work for Utility Services and Voice and Data Converged Network Services ✓
2. Issue Request for Proposal ✓
3. Evaluate proposals and recommend Vendors for Best and Final Offer (BAFO) process to the IT Sourcing Committees. ✓
4. Perform Vendor site visits ✓
5. Perform due diligence and BAFO process ✓
6. Award contracts. IN PROGRESS

1. Transition to new Managed Service model – April 2013
2. Implement Converged Voice and Data Network - Schedule to be determined.

• Received permission from the Board to negotiate with the top Scope 1 and Scope 2 vendors in December 2012.
• Contract award scheduled for April 2013.

Due to funding challenges, the eGov Working Group, consisting of County Department representatives, was asked to explore cost reduction options. As a result, in 2012, the County will transition core eGov technology and support services to a hosted, managed service solution. This transition is expected to reduce eGov’s annual operating budget by 40% annually once fully implemented in September 2012, while providing improved website functionality.

Due to funding challenges, the eGov Working Group, consisting of County Dept. representatives, was asked to explore cost reduction options for the eGovernment initiative.

FY 11-12

1. Select a new eGovernment managed service provider. ✓

1. Perform a redesign of County websites - ✓
2. Transition 57 County websites onto new eGov platform – ✓

Complete - All of the County’s new, redesigned websites went live in January 2013. In the next quarter, CEO/IT will continue providing Agencies and Departments with post-launch support, monitor the vendor’s transition of eGov to a managed-service, and retire unneeded equipment from the legacy Vignette system.

This project will provide recommendations and a roadmap for the implementation of a Countywide Identity Management and Access Management solution. The solution will:

• Provide a single Countywide directory of all County IT system users
• Control user access to County applications and systems in a uniform manner
• Allow users a self-service function for the ongoing maintenance of passwords and accurate contact information
• Provide Regulatory Compliance capabilities and reporting

This will address recent external audit findings, security assessments, operational review, regulatory changes, and the work of the Security Steering Group has highlighted that the County does not have effective control over which users have access to which systems. With much staff movement, the County also lacks an integrated, accurate and timely user directory. This system will also help meet Regulatory requirements; e.g., HIPAA.

FY 11-12

1. IT Executive Council approved Countywide Provisioning and De-Provisioning Policy. ✓
2. The Team approved a Project Charter and plan to deploy Open IAM Countywide in FY 11-12. ✓
3. 3. FY 2011-12 ISR Submitted and approved in the amount of $420,000 for OpenIAM Phase I – User Directory ✓
4. 4. OCID Phase I – IN PROGRESS

1. FY 2012-2013 ISR submitted to fund deployment of additional application integrations. ISR approved ($292,000). ✓
2. OCID Phase II – Application Integrations - IN PROGRESS
3. 3. A rate will be developed for on-going maintenance and support of the OCID solution for FY 12-13. Rate effective Jan 2013. ✓

OCID Phase I – In progress, 6 months behind schedule due to platform design and purchase delays.

• Production cutover to the new Managed Service appliances was completed in January 2013.
• The decommission of the legacy OCid systems is in progress.
• Automated User Directory updates, synching with CAPS+HR, is in final stages of testing. ECD 3/31/2013.

OCID Phase II - Key application integrations in progress include:

• SSA and the Courts – JUICE implementation for SSA scheduled in March/April 2013.
• Mileage Claim, eGovernment & Sharepoint integrations are in progress – ECD August 2013.
• Guides for Agencies to integrate their Agency-specific applications have been released to 2 Agencies for review.
• Next steps – onboarding Agencies>

This project will explore the opportunities of establishing a Countywide collaboration technology solution that would:

1. Achieve economies of scale by leveraging shared technology across all departments
2. Improve the County’s ability to produce a more productive workforce by implementing a Countywide employee portal solution for business information & knowledge sharing, automated business processing, employee self-service processing, document management and cross-agency collaboration.
3. Provide Agencies with technology to implement advanced Intranets and business portals.

The County’s budget situation is at a critical state and therefore the County as a whole must deploy technological initiatives that will reduce County operating costs while improving the productivity of its workforce. Collaboration technology supports and promotes cooperative processes among different parties within an organization in order to achieve organizational goals. County Agencies are increasingly implementing, or planning to implement, collaboration technology solutions that support department business processing. In lieu of implementing multiple, costly departmental-systems within the County, a shared solution will achieve Countywide economies of scale and provide a foundation for all County departments to reach goals of long-term process maturity, efficiency, productivity, staff development and lower operating cost.

FY 11-12

1. Microsoft SharePoint has been selected as the County technology standard for cross-agency collaboration. – ✓
2. Establish a SharePoint test environment at the OCDC to give agencies hands-on capability to explore SharePoint – ✓

1. Submitted an Information Systems Request (ISR) FY12-13 for 038 funds to establish the shared SharePoint 2010 Platform and to implement the Countywide Employee Portal. HRD and CEO have agreed to co-sponsor the Employee Portal effort. - ISR APPROVED. ($497,000) ✓
2. Implement a new Employee Portal using SharePoint, replacing the current County Intranet - IN PROGRESS
3. Establish an operational rate in FY13-14. - IN PROGRESS

Intranet Portal In Progress :

• Held extensive meetings with Microsoft re: licensing and application deployment options (July – September 2012)
• Convened a cross-Agency Technical Solutions Team (TST) and a Business Solutions Team (BST) to participate in the design and implementation of the new Employee Portal
• TST has undertaken review of technical solution options and recommended a hybrid SharePoint Cloud system
• BST has completed the initial design of the Employee portal Information Architecture.

The role of EA is to enable business by aligning strategic business objectives with IT. The EA project seeks to educate business and IT leaders on the meaning of Enterprise Architecture and the roles played by both business and IT in enabling EA in the County.

EA can provide an approach for:

• Building stronger relationships between business and IT, ensuring IT meets business needs
• Establishing a collaborative environment in which to share information and decision strategies concerning business and IT solutions
• Provide savings through shared services

FY 11-12

1. Conduct EA workshops to educate Business & IT Leaders ✓
2. Finalize Core EA Principles ✓
3. Build on foundation of organizational awareness – IN PROGRESS

1. Determine a County EA approach and roadmap. – Needs Executive sponsorship
   

Mahesh Patel has been discussing Enterprise Architecture with County Executives. The idea of shared services provided both internally and externally is becoming more and more relevant. The Treasurer’s Office is looking to provide billing and payment processing services, cities and districts are looking for fleet services and other entities are looking for IT and print services. The implications can be significant and a policy will be required that address what services can and should be offered.

This project addresses the business need to identify the business applications in use by the County in a centralized, self-service database inventory. APM can assist in reducing costs; aligning IT with business; making accurate funding decisions on future applications; and prioritizing IT/business goals, all of which contribute to strategic planning and effective Enterprise Architecture.

This project addresses the business need to identify the business applications in use by the County in a centralized, self-service database inventory. APM can assist in reducing costs; aligning IT with business; making accurate funding decisions on future applications; and prioritizing IT/business goals, all of which contribute to strategic planning and effective Enterprise Architecture.

FY 11-12

1. Establish initial requirements for County APM. ✓
2. Establish a centralized application repository ✓

1. Define APM and business objectives - IN PROGRESS
2. Implement the Application Self-Service Portal - IN PROGRESS
3. Develop APM strategy relative to Agency business plans and goals.
4. Develop reports to facilitate EA-related decisions

• Collected baseline application information from all Agencies.
• Data is now stored in a central CEO/IT repository; a gap analysis is in progress to determine the critical fields we want populated by all Agencies/Departments.
• All application data has been ported to a SharePoint site in order for Agencies to update the information as required. Internal Audit is using this site for their annual IT Assessment.

This project responds to the business needs of the mobile workforce. The team is developing Mobile device Strategy including; a business driven roadmap, policy, a technology solutions framework, funding model and recommended implementation plan.

Mobile Device Management is focused on responding to the business need of mobile workers using consumer available portable devices, with web access to accomplish tasks normally done via controlled workstation in office settings.

FY 11-12

1. Develop requirements for Countywide solution to manage mobile devices. ✓
2. Purchase & Implement Solution ✓
3. Develop Mobile Device Policy & User Agreement – in progress
4. Deploy solution to Agencies ✓
   Note: Select Agencies will deploy independent Mobile Iron systems to address their immediate need for exclusive management of their mobile users (OCCR, HCA).✓

1. MobileIron service expenses will be funded through a per-device chargeback rate. ✓
2. All MobileIron systems will be consolidated into a single Countywide system when MobileIron can support tiered management. – In progress

• CEO/IT implemented a shared Mobile Iron platform to manage mobile devices. The production server was installed, configured and tested – March 2012.
• Mobile Iron was rolled out to ten (10) Agencies, 225 users are using the service – August 2012
• Current Mobile Iron software will be upgraded in March 2013 to allow “Tiered Administration” for Agencies to manager their own users.
• Per IT Executive Council, a new team was formed to revise the Mobility Policy and User Acceptance form. The revised draft was reviewed by County Counsel and HRS; however, is still pending regarding decisions around using personal devices and data.