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HomeMy WebLinkAbout05-29-18 Information and Technology �o�souTx 8��d d w IIuv - a P IIE�i x x 1865 OFFICE OF THE CITY CLERK KAREEMAH FOWLER, CITY CLERK INFORMATION& TECHNOLOGY MARCH 29, 2018 4:56 P.M. Committee Members Present: Tim Scott, Gavin Ferlic Committee Members Absent: Sharon L. McBride Other Council Present: Regina Williams-Preston, Karen White, John Voorde, Jo M. Broden Other Council Absent: Oliver Davis Others Present: Kareemah Fowler, Bianca Tirado, Graham Sparks, Bob Palmer, Casey Colvin Presenters: Santiago Garces, Dan O'Connor Agenda: Update- General Update on Innovation and Technology - Santiago Garces and Dan O'Connor, Innovation and Technology Committee Chair Tim Scott called to order the Information and Technology Committee meeting at 4:56 p.m. He introduced members of the Committee and proceeded to give the floor to the presenters. Update- General Update on Innovation and Technology - Santiago Garces and Dan O'Connor, Innovation and Technology Santiago Garces, Chief Innovation Officer for the City of South Bend with offices on the 12th floor of the County-City Building, introduced himself. Dan O'Connor, Chief Technology Officer for the City of South Bend with offices on the 12th floor of the County-City Building, introduced himself. Mr. Garces stated, So our Department's mission is to empower our workforce using technology data, strategic partnerships and every tool to thrive and be better off. He began referencing a presentation which is available in the City Clerk's Office.He continued,We have six(6)divisions. We have Services, Infrastructure, Applications, Business Analytics, Three-One-One (311), and Civic Innovation. We support over forty-five (45) locations in the City. I think people don't often realize we are supporting every park, Fire Station, Police Station, the Utilities Facilities, the County City Building and all of that. It is a fair amount of what we have to cover. We have over 1,000 internal users. Over the summer that increases with the seasonal hires. We have about 4,200 INTEGRITY1 SERVICES ACCESSIBILITY JENNIFER M.COFFMAN BIANCA L.T nw)o JOSEPH R MOLNAR CHIEF DEPUTY/DmEGTOR OF OPERATIONS DEPIjDIREcroR OF POLICY ORDINANCE VIOLATION CLERK EXCELLENCE I ACCOUNTABILITY I INNOVATION I INCLUSION I EMPOWERMENT 455 County-City Building 1 227 W.Jefferson Blvd.I South Bend,Indiana 466011 p 574.235.92211 f 574.235.9173 1 www.southbendin.gov CITY OF SOUTH BEND I OFFICE OF THE CLERK municipal utility customers. We have over 100,000 residents we are also serving through 311 and 911. We provide those services twenty-four seven(24/7). Mr. Garces continued, This is a graphic that I introduced during the last budget presentation. This is just a layout for how the different divisions are configured. Some are more external than others. The three (3) basic IT functions are in the bottom corner and then we have some that are more external. 311 and Civic Innovation are more external. We are a finalist in the Mayor's Innovation Challenge with Bloomberg Philanthropies. We received $100,000 and we have been testing how to connect third(3rd) shift and second(2nd) shift with unmanned transportation. We are measuring how that improves people's ability to retain their jobs. We also received$500,000 as a Community with the Wal-Mart and Google Foundation in partnership with the Drucker Institute to develop an understanding of life-long learning.We want to understand how people,all the way from the cradle to post career, get access to abilities,opportunities and information on how to learn new skills. We are partnering with MetroNet and the library to create this Digital Connectivity Center. So we are repurposing space and, initially the Martin Luther King Jr. Center, connecting people to the same devices offered at the libraries. Mr. Garces went on, We have been helping the School Corporation as part of their tech Committee and some of their planning. 311 added Code Enforcement since April 9th, 2018 so we have been taking about forty (40) calls per day and the Code Enforcement calls take a bit longer than the other calls. We are monitoring the impact of the availability of the call center. We also plan on adding the Building Department and, at that point, we will have all the City Departments. We received about 3,792 calls in 2017 regarding County services. That would make it the fifth (5th) largest Department if we were to consider the County as a Department. So this is just something interesting to monitor. Mr. Garces continued, We are also working on a new logo and brand for 311. We want to make sure the citizens feel special and are well taken care of. We have also been piloting SB Academy which is a potential new training program. We have trained over forty(40)people on Basic Excel and will be dong another round of training soon. We have trained thirty-four(34)people in process improvement and innovation. Those are similar to the processes that Denver used in their Peak Academy Program. We have people some almost every Department going through this process that helps them save time,money, and also helps them reduce errors. We are also keeping track of the projects they complete. Mr. Garces went on, We've completed eight (8) performance improvement meetings. We have a draft Drone policy. We want to make sure that as we start using drones as part of City services that they are compliant with the FAA. We've also done some analysis on credit card fees so we make sure we are maximizing efficiency on the payment of utility bills and what not. We also supported the launch of Community Paramedicine with the Fire Department. There was one (1) person last year that used seventy-two(72)transports whereas the average is one(1)per person.That program helps us understand how to proactively reach those people so they don't have to call for transportation every time. Hopefully that will save the City and the Health Care System some money. Mr. Garces continued, We completed a City Services survey and we will share those results later in the summer but I think all of the results have come in. That will provide, at the Council level, statistically significant results on questions about health,transportation and all other City Services. EXCELLENCE I ACCOUNTABILITY I INNOVATION I INCLUSION I EMPOWERMENT 455 County-City Building 1 227 W.Jefferson Bvld 1 South Bend,Indiana 466011 p 574.235.9221 If 574.235.91731 TTD 574.235.5567 I www.southbendin.gov 2 ®CITY OF SOUTH BEND I OFFICE OF THE CLERK We have also been working on a pilot for electronic signatures. We have worked with President Scott on that. We will try to have that up by the fall. Mr. Garces went on, Our Services Division are the folks that are there if you need a computer and other things. In January, we went with an enhanced help desk program. Now MicroIntegration does tier one (1) and two (2). They reach out to vendors to help debug cases. That gives us a little more capacity to that group that was tied up with requests. They are twenty-four(24)hour support. We are currently evaluating the centralization of printing. Right now, every Department is buying their own printer and some may be inefficient. We are planning on centralizing that so we can start tracking and doing a better job of helping that. We have prepared our first(ls)version of the 2019 budget. Mr. Garces continued, Some of the things we have done we have been doing over the past couple of years. Some have been accounting changes. They are not changes in the overall expenditure but our budget now includes all of the leases for technology for work stations. The centralization of printers and data plans is also happening. We used to not know if someone wasn't using an iPad and we would continue paying for it so centralizing all of that will be good. We have also done some transfers along with the reorganization of the Century Center. Mr.Garces went on,Infrastructure,again,are the folks that maintain all the servers and the network to connect all forty-five (45) locations. We completed a big upgrade of the Morris wireless network. Some of the shows are requiring more connectivity so we installed eighteen (18) new access points plus what was already there. We have also done some pretty significant upgrades with the Police Department. We have made some big improvements to our cyber security system. Infrastructure is helping and leading a lot of the help that our Civic Innovation is doing. So we are looking to increase the coverage of the free Wi-Fi to different corridors. They are also looking to establish connection points to ensure everyone has access to high speed, space internet within a fifteen(15) minute walk. Mr. Garces continued, They have completed phase one (1) of the MetroNet build up and some of the phase two (2)projects are coming online. We have already noted some of the benefits of these changes. We are incorporating the Century Center into the infrastructure. Applications is focusing on doing some major upgrades of our main software systems, or,in some cases installing them for the first (Is') time to help manage some critical business processes. With financials and procurement,we are in the final stages of selecting a vendor and hopefully we will go live in 2020. We have made some major redesigns to our CRM which is the system that runs 311. So by summer, 311 will be using a different backend system but that will enable the sharing of the 311 services portal. And in the later stages, residents will be able to report issues online. It will be mobile friendly as well. We are also making changes in KRONOS. Mr. Garces went on, We will have a new website in the next few months. There has been a lot of feedback to making the new website more accessible. We are starting to prioritize and strategize work tracking with technology. Some things in Streets, Sewers and Park Maintenance haven't had much tracking electronically. Mr. O'Connor stated, I would like to offer a brief update on PSAP. As you know, last ye, we spent a lot of time operationally getting to learn the new system. This year, we are focusing more on the GIS which is the mapping. Every CAD System today is very much dependent on the EXCELLENCE I ACCOUNTABILITY I INNOVATION I INCLUSION I EMPOWERMENT 455 County-City Building 1 227 W.Jefferson Bvld I South Bend,Indiana 466011 p 574.235.9221 If 574.235.9173 1 TM574.235.5567 www.southbendin.gov 3 ®CITY OF SOUTH BEND ( OFFICE OF THE CLERK mapping and address verification. A reoccurring issue was getting addresses to verify. If they verify automatically, it speeds up the dispatch time which is always a good thing. We have most recently been correcting any errors that a dispatcher may identify. We have a weekly update schedule for that. We just finished two(2)different analysis' of the GIS data. One(1)was provided by an unbiased third(3rd)party called GeoCom. They do analysis for multiple CAD Systems. They did one (1)for our TYLER System. They identified several areas of improvement and changes we can continue to make.There was another assessment done by Motorola. That is a direct competitor to TYLER but one (1)the center has been having some conversations on. That one (1)was geared more toward if the center was to be on the Motorola System. We can't really act on those, per se. Yes it is good information but I would say after seeing both analysis,the one (1)that GeoCom did for our TYLER System identified, most likely, everything that was on the Motorola one (1) and even more. The City of South Bend,the City of Mishawaka and the County have all been working collaboratively to do that. South Bend has taken the role of project managing it because there are a lot of tasks. We have the most resources as well. Committee Chair Scott opened the floor to questions and comments from the Committee and Council Members. Committee Chair Scott asked, How many hours have we spent on PSAP? Mr. O'Connor replied, Right now, the majority of the work effort is actually being done by the County. But I am putting in a couple hours a week. We are,the City of South Bend, is building a whole new GIS environment. Theoretically, we could be positioned to have that be kind of the GIS for the entire region. Councilmember Karen White requested a copy of the presentation. Committeemember Gavin Ferlic stated, Great job with the grants. Committee Chair Scott then opened the floor to members of the public wishing to comment. Lisa Artusi, 2411 Eisenhower Avenue, stated, Great stuff. I work at Kennedy Primary Academy and I run the planetarium there. I know how hard it is to get grants. That is why I'm here. I don't want to be in the wrong. I am trying to upgrade and innovate the planetarium. One(1)of the grants I am applying for needs signatures of support and I would like those from you. Sue Kesim,4022 Kennedy Drive, stated, Yeah, great stuff. I'm glad to hear you are doing stuff for seniors. Aaron Perri said we just need a bigger area for them to play cards, so. I'm glad to see you are addressing the seniors. I am a little concerned we have gone from two hundred (200) datasets down to sixty (60)that are not available to citizens. One (1)thing was the open checkbook and as taxpayers, we like to see where the money is being spent more specifically than just a big huge amount. I would also like to see online, as datasets,the TIFs and abatements with the breakdowns and the jobs that resulted in those as well as the APRA filings. There were over 10,000 APRA filings and I would like to see what it is the City could put online and then eliminate those APRAs because the information would be there and people wouldn't have to file an APRA. I would like to see the listings of those. EXCELLENCE I ACCOUNTABILITY I INNOVATION I INCLUSION I EMPOWERMENT 455 County-City Building 227 W.Jefferson Bvld I South Bend,Indiana 466011 p 574.235.9221 If 574.235.9173ITM574.235.5567lwww.southbendin.gov 4 CITY OF SOUTH BEND I OFFICE OF THE CLERK Mr. Garces replied, There were some legal questions to the open checkbook and the data behind that. We are looking to address that and bring it back in some way with a different software. With no further business, Committee Chair Scott adjourned the Information and Technology Committee meeting at 5:23 p.m. 'Rtesp!ectfu:11y nSui d, Tim Scott, air EX CELLENCE I ACCOUNTABILITY I INNOVATION I INCLUSION I EMPOWERMENT 455 County-City Building 1 227 W.Jefferson Bvld I South Bend,Indiana 466011 p 574.235.9221 f574.235.9173 TM574.235.55671www.southbendin.gov 5