IT Steering Committee Meeting 9282017 Agenda Project List

IT Steering Committee Meeting 9/28/2017

Agenda • Project List and Updates • • BP Logix highlights GIS highlights • Spiceworks Tickets • Priorities for IT heading into 2018 • Future of IT Steering Committee

Project List and Updates • • • Project list updated to include all known business facing requests 104 projects in total #1 project: Switch RMS Systems from Zoll to Pro. Phoenix - Training Personnel, Activities, Fleet Roster 41 projects date back to March 2016 List does not included IT Sponsored Infrastructure efforts Ø Google Chrome roll out; Windows Server 2003 retirement; Mobile device strategy; etc… Need a better way of managing this going forward. #1 priority

BP Logix - Volume

BP Logix – other highlights • • • HVAC Replacement Permits have gone live Counter Computers in Building Inspection have been updated to accommodate the live applications Electrical Permits under development Updated the Online Help system to accommodate two new employees Trained those two new employees Working with Engineering and Records/Police to make minor modifications and updates to assist in their workflows The continued growth and use of the system More pet licenses have been entered Online Help submittals increased HVAC Permits On-street Parking permit purchases increased

GIS Highlights • • • • Creation of Forestry Mowing data and Mapbooks, approx. 110 acres of grass areas Hydrant Flow Tracker and Valve Exercising Web. Map • Flush, Flow, Valve webmap Templates, layers, Reports, mobile i. Pad access • Addition of Pressure ID to hydrants 2018 data for Special Assessment CIP Program Water Department Parcel Data Clean up Sanitation Department Parcel Data Clean up and routing information. Numerous State Fair Maps for fire Department Recycling Cart rollout data and maps Fire Alarm distribution maps and data for Fire to install free alarms Development Projects Web. Map site implemented for Public to view new Developments Leaf Relief public facing Web. Map site improved for 2017 so residents know when leaf pickup is Flooding incident reporter Web. Map along with intake for EOC use Opioid Mapping Initiative Task Force – Naloxone / Narcan Web. Map presentation NPR Public Radio broadcast mention of West Allis GIS and Fire Dept working on Narcan events

Top IT Priorities We studied the Strategic goals of the city: We Interviewed our customers: Our 5 IT Priorities Improve project portfolio management & project execution Reduce risk of overdependence on single resources + = Build stronger relationships between IT and customer Improve IT Teamwork Optimize ongoing support needs

Top IT Priorities We then broke out the priorities into actionable tasks: Ø Ø Ø Ø Improve project portfolio management & project execution Reduce risk of overdependence on single resources Build stronger relationships between IT and customer Ø Ø Ø Ø Ø Improve IT Teamwork Ø Optimize ongoing support needs Ø Ø Ø Additional resource to help manage the portfolio of projects and institute best practices for project delivery Secure Long Term Temp resource dollars to add a BP Logix developer to the team Creation of a single backlog that contains all IT work Utilize Agile/Lean techniques and visual displays to pull top priority work in 2 week increments Project Management training for individuals accountable for project delivery Reevaluate the purpose of the IT Steering Committee All members of IT take on business liaison/relationship duties • Help departments with strategic planning Reinstitute ITUG meetings Simplify channels to initiate IT support requests (Evaluate use of Spiceworks) Evaluate current IT support requests and eliminate low-value add tasks Improve the transition from project delivery into support Establish standards for ticket prioritization and response/resolution time • New classification/process for critical incidents? Provide training to raise the IT technical knowledge of all IT Support personnel Institute weekly ticket review sessions. Goal to not have tickets open for longer than a week Use open FTE (Kevin Koenig) to fill junior system admin position • Knowledge transfer from Jim Jandovitz required • Mitigates risk of Jon Kuzma being only system administrator Set date on completing knowledge transfer from Kathryn Perrone to Mike Barylski (Oct 31 st). • Knowledge transfer from Jim Jandovitz required (Special Assessments System) Creation of a Public Safety IT support practice • 2 FTE (Jack Coffey + 1 new FTE) • Both rotate between Fire & Police Explore options to have a dedicated IT resource for DPW • Particularly important is working to implement an asset management solution Take entire IT Team through an Agile/Lean workshop Establish an action plan stemming from Gallup survey results Initiate daily stand-up meetings to review results from day before and adjust priorities for new work Schedule weekly team meetings Reconfigure IT Space on Ground floor • Capital improvement effort • Has benefits beyond IT Teamwork And highlighted any additional budget 2018 needs

Top IT Priorities Next we need to determine measures to chart our progress on these priorities…. Improve project portfolio management & project execution Reduce risk of overdependence on single resources Build stronger relationships between IT and customer Improve IT Teamwork Optimize ongoing support needs Ø Ø Ø Ø Continue to refine this list of activities as priorities change…. Ø Ø Ø Ø And find ways to illustrate our progress to our customers and stakeholders Ø Ø Ø Ø Additional resource to help manage the portfolio of projects and institute best practices for project delivery Secure Long Term Temp resource dollars to add a BP Logix developer to the team Creation of a single backlog that contains all IT work Utilize Agile/Lean techniques and visual displays to pull top priority work in 2 week increments Project Management training for individuals accountable for project delivery Reevaluate the purpose of the IT Steering Committee All members of IT take on business liaison/relationship duties • Help departments with strategic planning Reinstitute ITUG meetings Simplify channels to initiate IT support requests (Evaluate use of Spiceworks) Evaluate current IT support requests and eliminate low-value add tasks Improve the transition from project delivery into support Establish standards for ticket prioritization and response/resolution time • New classification/process for critical incidents? Provide training to raise the IT technical knowledge of all IT Support personnel Institute weekly ticket review sessions. Goal to not have tickets open for longer than a week Use open FTE (Kevin Koenig) to fill junior system admin position • Knowledge transfer from Jim Jandovitz required • Mitigates risk of Jon Kuzma being only system administrator Set date on completing knowledge transfer from Kathryn Perrone to Mike Barylski (Oct 31 st). • Knowledge transfer from Jim Jandovitz required (Special Assessments System) Creation of a Public Safety IT support practice • 2 FTE (Jack Coffey + 1 new FTE) • Both rotate between Fire & Police Explore options to have a dedicated IT resource for DPW • Particularly important is working to implement an asset management solution Take entire IT Team through an Agile/Lean workshop Establish an action plan stemming from Gallup survey results Initiate daily stand-up meetings to review results from day before and adjust priorities for new work Schedule weekly team meetings Reconfigure IT Space on Ground floor • Capital improvement effort • Has benefits beyond IT Teamwork

IT Steering Committee • Open discussion