Loading...
HomeMy WebLinkAbout08-13-18 Information and Technology �p4spUT11 `�Ud \PEACE % ae 1865 OFFICE OF THE CITY CLERK KAREEMAH FOWLER, CITY CLERK INFORMATION & TECHNOLOGY AUGUST 13, 2018 4:01 P.M. Committee Members Present: Tim Scott, Gavin Ferlic, Jake Teshka, Sharon L. McBride Committee Members Absent: None Other Council Present: Regina Williams-Preston, Karen White, John Voorde, Jo M. Broden, Oliver Davis Other Council Absent: None Others Present: Kareemah Fowler, Graham Sparks, Bob Palmer, Gabriel Murei, Elivet Navarro Presenters: Santiago Garces, Dan O'Connor, Danielle Fulmer Agenda: Update- City Services- Santiago Garces, Innovation& Technology (10 minutes) Update- City Website- Danielle Fulmer, Innovation& Technology(5 minutes) Update- PSAP- Dan O'Conner, Innovation&Technology (10 minutes) Committee Chair Tim Scott called to order the Information and Technology Committee meeting at 4:01 p.m. He introduced members of the Committee and opened the floor to main motions. Committeemember Gavin Ferlic made a motion to recess and reconvene in the full Council Chambers. Committeemember Jake Teshka seconded this motion by a voice vote of four(4) ayes. The Committee recessed at 4:02 p.m. and reconvened in the full Council Chambers at 4:06 p.m. Committee Chair Scott then gave the floor to the presenters. Update- City Services- Santiago Garces, Innovation & Technology (10 minutes) Santiago Garces, Chief Innovation Officer for the City of South Bend with offices on the 12th floor of the County-City Building, stated, I will talk a little bit about the website while we get time to put up the presentation for the City Services Survey. So this past month, we released our new website. We focused on accessibility, making it more user friendly and just overall easier to connect with all the different web applications the City has. We have been focusing on the compliance with accessibility standards that even goes beyond ADA compliance. We've been able to reduce the amount of time it takes for people to find information on the website, on average,by INTEGRITY1 SERVICE1 ACCESSIBILITY JENNIFER M.COFFMAN BrANcn L.Tnum JosEm R MOLNAR CHIEF DEPUTY/DIRFaroR OF OPERATIONS DEPUTY/DIRE=R 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 twenty(20) seconds per visit. That is a big win and we wanted to make the website much simpler. We have also been getting more visitors to the website. We have about 2,000 more page visits per week than we had in the past. Another thing that is very interesting with the launch of the 311 portal is our ability to track how people access different issues. So ususally the issue people access the most in a given week is how to pay their water bills and how to schedule extra trash pickups. Since the inception of the portal we are also able to track people interested in looking at the home improvement programs and all the media attention that the program received. With 1,800 views it became the most viewed article. Committee Chair Scott then asked Dan O'Connor to present to the Committee. Update-PSAP-Dan O'Conner, Innovation & Technology (10 minutes) Dan O'Connor, Chief Technology Officer for the City of South Bend with offices on the 12th floor of the County-City Building, stated, I've been asked a couple of questions that I am prepared to answer this evening. The first (1St) one (1) is `What is the role of IT with the current PSAP environment?' The City team has been taking the lead on GIS related errors and corrections. We have been monitoring the daily log and additions to those. Then, in coordination with the County GIS team, those errors are corrected and we have a process to pass them on to the test CAD environment and then on to production. So that has been ongoing for quite some time. We were in conversations with the County to merge the two (2) GIS teams thinking that a consolidated group would have more strength in efforts and capabilities than a County one (1) and a South Bend one (1). Last week on August 2nd, 2018, that was changed when the County came back and said they are contracting with a third(3rd)party entity to come in and do an analysis and survey of the County GIS Department. They want to understand who their business customers are and how the County GIS team is running things. So from that aspect it kind of put a stop to the attempts to merge our forces. The role for the City will simply be to deliver on a promise we made and that was to coordinate the efforts of the GIS analysis of the data that was found of the 911 Center. Specifically, the GIS data that was used by the CAD System. A third(3rd)party came in and did an analysis and we offered to lead that initiative and clean-up effort. That clean-up effort will be done with South Bend and County resources. Mishawaka has chosen not to participate in the effort in which we will be undertaking. The County and South Bend will make sure that is taken care o£ We hope to have all things remediated by September 2018. John Lankowicz from the City is taking the lead on that. That effort isn't going to necessarily correct all the verification issues but the way that it is explained is that making these changes and corrections will give a higher likelihood of a successful verification when the dispatchers type in an address. Committee Chair Scott asked, What is the accumulation of man power that you've put towards this? We are talking full-time people here, right? Mr. O'Connor replied, Yes. With the County moving forward with their focus on their GIS, we are kind of pulling back on some of the day-to-day oversight and management. The County has asked to take a lead on that and we will continue to support them as requested. So our number one (1) focus right now is just cleaning up that GeoCom data. That will take a significant amount of work and effort primarily from my GIS manager and the County GIS team.They will be significant hours but I don't have a number of how much will be spent yet. EXCELLENCE I ACCOUNTABILITY I INNOVATION I INCLUSION I EMPOWERMENT 455 County-City Building 227W.Jefferson BvldI South Bend,Indiana 46601'p574.235.9221If574.235.91731TTD574.235.55671www.southbendin.gov 2 ®CITY OF SOUTH BEND I OFFICE OF THE CLERK He continued,The other question asked by President Scott was, `How does a push for a new CAD system affect the South Bend IT team and emergency services?' The hardest thing there is, obviously, there is going to be a cost associated with that. So the County can tell you the cost for the software but I don't think they have captured the cost for any or all of the agencies to do the training. So all of our public safety individuals, and us being the largest agency in the consortium, will be the most burdened. Ideally if they can do it in normal business hours, that is great but if it takes anything outside the business hours, you are looking at potential overtime. Again, I'm not sure if they have mapped that out,yet,but that is a number you will want to take into consideration when you're looking at the whole cost of potential replacement. The other idea as far as hardware, South Bend I know just implemented our hardware for this CAD system. I would like to think it should work fine on this platform or any other platform since it is not old. Until another solution will be picked, I can't say that for sure. Committee Chair Scott stated, So the way I understand it is the CAD system they are looking at could be another $3 million. How that is divvied up, we don't know quite yet. It will probably follow the policy. Then talking to Chief Cox, his people are pretty easy because his people could train while they're on down time or some other way. But the Police Department is probably a bigger issue because we are going to pay overtime to train these officers because they really can't be trained while they are doing their police duties. Then going back to the GIS, we have had man power put into that. I know one (1) of the goals in the mayor's introduction of the budget was possibly taking over the County GIS system, so, if they've hired a contractor, is that a waste of money? Mr. O'Connor replied, We were made aware of them hiring a contractor the day after the mayor presented his update on the budget. So, up to that point, we were not aware of that. I think them bringing in a consultant will take a minimum of six (6) months, I would think, to do that. That takes us beyond 2018 and into 2019 so I don't think we could include merging the entities in next year's budget. Councilmember Oliver Davis asked, Do we have a legal document that stipulates the roles and duties of the County Council when it comes to these kinds of things? Mr. O'Connor replied, There was definitely a contract signed when they chose the current CAD provider. Councilmember Davis followed up, Can you refresh us with that document so we can look at that again in this process?Because to me,with all those hours of meetings,there is some understanding of roles. But then you hear that Mishawaka doesn't want to do this, and then the County doesn't want to do this, that was my concern from the beginning that all of this would fall on the City of South Bend. So I am highly concerned with that. Mr. Garces replied, Just to clarify,there is the Interlocal Agreement that services the PSAP. With regards to the IT support,both for the system and the GIS,that has always been a County function. We stepped in about two (2) years ago because there were some needs needing to be met with regard to the project timeline and its implementation. But there was no agreement and it was never our responsibility. We are doing that out of good faith. Part of what we were exploring was merging the two (2) groups because it really, in our opinion, made a lot more sense to pool resources between the County and the City. But since the County expressed the desire of EXCELLENCE I ACCOUNTABILITY I INNOVATION I INCLUSION I EMPOWERMENT 455 County-City Building 227 W.Jefferson BvldI South Bend,Indiana 466011p574.235.9221if574.235.9173 ITfD574.235.5567jwww.southbendin.gov 3 ®CITY OF SOUTH BEND I OFFICE OF THE CLERK reassuming that responsibility, we are not being compensated to do so. Just like Mishawaka, they can assign us work to fix our data but we won't be leading the project management. Councilmember Davis asked, So at the end of the day,they will be responsible for paying that and not us, is that correct? Mr. Garces replied, Yes, sir. Committee Chair Scott stated, I do want to say that our IT Department stepped in and helped. As you guys all know,the South Bend School Corporation was not properly verified and 911 couldn't even direct calls to the proper school. So until we got involved with AT&T, that is what was happening. Councilmember Davis stated, We do need some more clarity about the funds we put in because the more we take control, the more people back away and then we get left with the bad stuff. Councilmember Jo M. Broden asked, So the consideration of the new CAD system and the $3 million price tag on that,we aren't too far out from when we bought the first(1St) system, correct? Mr. O'Connor replied, Correct. Councilmember Broden followed up,And obviously that was a considerable price tag,then. In my understanding, at least from the meetings I've attended and minutes I've read, there are performance issues in terms of follow-up support. So I guess my question is who is writing the specs for that RFP? It needs to be comprehensive and we need to get what we are looking for this time around. Mr. O'Connor replied, The REP has been published and sent out. County Legal, Mr. Agostino, took the lead on putting that together and then forming the RFP Committee. South Bend was directly involved in that initially. Representatives from Police and Fire were invited and they were involved in it. Regarding the $3 million, I believe that is an estimate from one (1)of the vendors. So no vendor has been selected. I don't think they can promise a $3 million price tag until they select the vendor and put those pieces together. All those other costs would be there regardless of what vendor they go with. Committeemember Jake Teshka asked, Could we do a joint Committee meeting on this? There seem to be a lot of questions that are probably outside the purview of IT. That's why a lot of these questions are best directed to Mr. Schultz. I would love to see a copy of that contract. Something's got to give here. Council President Scott ensured there to be a joint Committee meeting with follow up on this issue. Update- City Website- Danielle Fulmer, Innovation & Technology (5 minutes) Danielle Fulmer,Director of Business Analytics for the Department of Innovation and Technology with offices on the 12th floor of the County-City Building, stated, I'm going to move through this fairly quickly. You all have access to the full report but I want to go over the highlights. You also should have a handout with the slides on it. So we worked with the ETC Institute to conduct a EXCELLENCE I ACCOUNTABILITY I INNOVATION I INCLUSION I EMPOWERMENT 455 County-City Building 1227 W.Jefferson Bvld I South Bend,Indiana 466011 p 574.235.9221 If 574.235.91731 TTD574.235.5567 1www•southbendin.gov 4 I ®CITY OF SOUTH BEND I OFFICE OF THE CLERK Community Services Survey in April and May of this year. The goal of that survey was to gather feedback from residents to get a snapshot of what they are thinking overall about how the City is doing and how they feel about the services we are providing. We wanted to find out how satisfied they were with the services and what is most important to them. We then also got access to benchmarking data to compare how we are doing among other cities both regionally and nationally. The vendor we worked with has done over seven hundred (700) municipal surveys. That is what they specialize in. They helped us to make sure we get a sample that is representative of the City of South Bend. So over seven hundred (700)households participated, it was a random sample, and the results are representative by Common Council District. That means we can tell if the responses we got say something different about residents living in one (1) district or another along with their experiences. The surveys were mailed out and could be completed online or by mail. They could also be completed over the phone and in Spanish. She continued, So as you can see (referencing a presentation which is available in the City Clerk's Office) we did have at least one hundred (100) responses in each Council district. Our vendor worked to make sure we had about one hundred (100) in every district and the responses were representative of South Bend in terms of the demographics. So we asked about how people feel about South Bend overall and the general perceptions. We also asked about satisfaction with all these different service areas. I just want to go over some very high-level results. We did ask about satisfaction with City leadership. I just pulled out a few questions as a highlight. About half the residents who responded were satisfied with the overall quality of life in the community.Forty two percent (42%) were satisfied with the leadership of the elected officials. And one (1) of the ones we got a lower response on is the level of public involvement in local decision-making and planning. That was something the residents wanted to see more of.Nineteen percent(19%) of the residents that took this survey said they have met their current City Council Member. She went on, The other thing that is really useful about this tool is it not only asked how satisfied they were with different services but it also asked them to rank which services they feel are most important. Combined,both these sources of information will help the City prioritize which services to work on improving over the next couple of years. Basically, the survey asked how they feel about these categories of services overall and then how important you think they are. When you compare all the City services side by side, the one (1) that came out on top in terms of not very satisfied and thinking it is important is the maintenance of City streets, sidewalks and infrastructure. The high priority items were quality of police protection, how well the City is planning growth and the enforcement of codes and ordinances. It is important to note on this because it accounts for importance in satisfaction. Then these (referencing a slide in the presentation) were the secondary priority, ranging from Parks and Recreation, facilities, all the way down to Fire and EMS. She continued, We also, as I mentioned, got access to benchmarking data. We did rate below average compared to the national and regional cities in a few areas. I want to highlight a few of them here. Generally,we are rating below the benchmarks on enforcement of codes and ordinances and public safety. I pulled up some of the specific services where that was true on the slide here (referencing the presentation). We also did rate above average on some benchmarks. We are doing pretty well in the solid waste category, customer service and downtown revitalization. One (1) of the other things that is important of the survey is that we can break down results by the Council district level. This will help us understand the differences in people's experiences, perceptions or priorities in the different parts of the City. There are a few different ways to look at this. I put EXCELLENCE I ACCOUNTABILITY I INNOVATION I INCLUSION I EMPOWERMENT 455 County-City Building',227 W.Jefferson Bvld I South Bend,Indiana 466011 p 574.235.92211 f574.235.9173 TfD 574.235.5567 I www.southbendin.gov 5 ®CITY OF SOUTH BEND I OFFICE OF THE CLERK together some maps (referencing a website which is available in the City Clerk's Office) and you will have a link to these as well. So for example, the green is more positive and the red is less positive and then the yellow is in the middle. For each of the questions, it is basically showing the council districts relative to one (1) another and how they feel about this topic. The one (1) in the middle(referencing the website)is about safety in your neighborhood. The Council districts in red are ones where people relative to the other districts are saying they feel less safe and the green ones are where people feel safer. These are all relative to one (1) another so if you hover over the results it will give the data for that district and for that question. She went on, So for example, the one (1) on the right is the percentage of people saying their neighborhood has improved in the past five(5)years. You can see how districts did with regard to that question. So we also have sidewalks and streets that are similar to each other. The two (2) on the left, there, the green and yellow are doing better and orange and red are people whom are less satisfied. You will have access to that and please let me know if you have any questions. She continued, So back to the presentation, this is important for departments. It helps to make the results manageable for the City departments and I hope it was helpful for you all. It can be really overwhelming to get all of these results so this kind of gives an idea of potential areas to focus on if we want to try something new,talk to residents and understand their experiences better. In terms of next steps, we are working together with the City departments to be sure the department heads have access to the results. We will then help work with them to identify projects and incorporate that into our performance management program moving forward. The idea is that we can conduct the survey again and measure our progress based on the things we worked on. With no further business, Committee Chair Scott adjourned the Information and Technology Committee meeting at 4:31 p.m. Re ectfully Submitted, Tim Scott, Commie hair 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 574.235.91731 TTD 574.235.5567 I www.southbendin.gov 6