2018 Innovation and Technology Annual Report

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CITY OF SOUTH BEND INNOVATION &TECHNOLOGY We supported departments in digitizing their work and better using tools that the City already has available to them in order to be more efficient and data-driven • Together with our Services division, we worked with multiple departments, including Code Enforcement, Fire, and Community Investment to help them digitize paper documents, making it easier to store and utilize historic information • Assisted VPA and Community Investment to establish data tracking systems in SharePoint, which allows them access to real-time dashboards, supports mobile data entry for staff, and improves data quality Division of Services The Division of Services is responsible for the financial management of the department, service planning, and service fulfillment. It oversees the HelpDesk, outsourced to an outside vendor since 2016 • Print Management o Replaced and deployed 66 Multi-Function printing devices across all departments to promote solution consistency and allow for new features o Consolidated hardware leases for MFPs to simplify billing and leverage better lease terms o Implemented secure printing across network printing devices to save paper waste and enhance security o Installed a new Faxing solution to eliminate dependence on legacy phone technology and promote with the City's green initiatives by digitizing an area that previously relied heavily on paper o Consolidated hardware maintenance and toner replacement in a new Managed Print Service model that allowed for aggressive pricing for printing costs • Workstation Management o The Services division worked with a vendor partner to enhance the management of the City's fleet of workstations by implementing a new tool called N-Able o N-Able strengthens security by allowing for network probes to identify unauthorized network-connected devices o N-Able allows for 3rd party software patch management to help ensure all systems are up-to-date o We contracted with our partner vendor to manage and apply all critical patching and feature enhancements for workstations. Deployed —190 Windows security patches per Windows 10 machine through WSUS to keep machines safe from malware and malicious attacks, as well as add features and functionality to Windows-native programs. • Document Management Solution o Services helped departments that rely heavily on archived paper files (Code Enforcement and Fire Inspection Bureau) begin file digitization initiatives EXCELLENCE I ACCOUNTABILITY I INNOVATION ( INCLUSION I EMPOWERMENT 1200 County-City Building 1 227 W.Jefferson Bvld.1 South Bend.Indiana 46601 1 www.southbendin.gov