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HomeMy WebLinkAbout2018 Annual Report of the Information and Technology Committee �0tj rite v � o ; PI:U E Filed in Clerk's Office r 1865 DEC 28 2018 Tim Scott KAREEMAH FOWLER 1ST District Council Member CITY CLERK,SOUTH BEND, IN Common Council President To: South Bend Common Council Office of the City Clerk From: Council Member Tim Scott, Information and Technology Committee Chairperson Date: December 28, 2018 2018 Annual Report of the Information and Technology (IT) Committee of the South Bend Common Council Pursuant to Section 2-10 of the South Bend Municipal Code,the following Annual Report to the Information and Technology Committee is filed which briefly highlights some of the activities and projects which took place this calendar year. Duties: The Information and Technology Committee is charged with "overseeing the various activities of the City's information technologies so that all computer systems, websites, and related technologies are maintained and upgraded so as to remain competitive and up-to-date with currently industry standards" pursuant to Section 2-10 of the South Bend Municipal Code. Committee Members: There were four(4) members on this Committee this year: Council President Tim Scott served as the Chair; Gavin Ferlic served as Vice-Chair; Dr. Dave Varner (replaced by Jake Teshka) and Randy Kelly (replaced by Sharon McBride) served as members. We had two (2) citizen members, Derrik Campau and Charles Barbour. Meetings and Activities: In 2018 the Information and Technology Committee held three (3) public meetings. Some of the topics addressed included: May 29th, 2018 meeting was an update from the Innovation and Technology Department of the City. 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 0' Connor, Chief Technology Officer for the City of South Bend with offices on the 12th floor of the County-City Building, introduced himself. Topics covered were: We have six (6) divisions of IT. We have Services, Infrastructure, Applications, Business Analytics, Three-One-One (311), and Civic Innovation. We support over forty-five (45) locations in the City. 227 W.Jefferson Blvd.Rm.441 Office: (574)235-5983 FAX: (574)235-5575 County-City Building South Bend,IN Voicemail: (574)235-5980 TDD: (574)235-5567 46601-1830 Cell: (574)538-1936 Email:TSCOTT@SOUTHBENDIN.GOV O� I J 1111� PEACE v .. se 1865 Tim Scott 1ST District Council Member Common Council President We received a $100,000 grant 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. 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. 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. Mr. 0' Connor stated, I would like to offer a brief update on PSAP. As you know, last year,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 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 analyses 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. August 13th, 2018 227 W.Jefferson Blvd.Rm.441 Office: (574)235-5983 FAX: (574)235-5575 County-City Building South Bend,IN Voicemail: (574)235-5980 TDD: (574)235-5567 46601- 1830 Cell: (574)538-1936 Email:TSCOTT@SOUTHBENDIN.GOV ���ou•rtt e�. 1'6 PEACE x 1865 Tim Scott 1ST District Council Member Common Council President 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 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 usually 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. Dan 0' 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 of. 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. 227 W.Jefferson Blvd.Rm.441 Office: (574)235-5983 FAX: (574)235-5575 County-City Building South Bend,IN Voicemail: (574)235-5980 TDD: (574)235-5567 46601-1830 Cell: (574)538-1936 Email:-TSCOTT@SOUTHBENDIN.GOV ,o'YFlQ . PEA Ch. > 1865 Tim Scott 1ST District Council Member Common Council President 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 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.The complete survey is online at the Common Council website or can be made available through the Clerk's office. Dec, 10th, 2018 meeting was to discuss and have the Director of Technology report on the use of Accela, the processing system used by Code Enforcement and the Violations Department. At this meeting Dan O'Connor, Director of Technology for the City of South Bend reported this system has not been utilized to its full effectiveness and efficiency to the departments' abilities. It was stated that Accela was utilized to about 70%of its capabilities.This was a concern of Tim Scott and other members of the Council. As stated by the Director of Code Enforcement,Tracy Skibbins and Ordinance Violations Department employee,Joe Molnar, that the program was not fully utilized and there was some frustration in the day-to-day job using Accela. It was noted the license contract for Acela was running out and that the City IT department would look at newer and better programs that work well for Code,Animal Care and Control as well as the Ordinance Violations Bureau. Tim Scott express his concern of paying for a program and not utilizing it for the past four(4) years. The Council hopes this mistake would not happen with any new programs. It does not look like we will maximize Acela prior to its departure from the City. 227 W.Jefferson Blvd.Rm.441 Office: (574)235-5983 FAX: (574)235-5575 County-City Building South Bend,IN Voicemail: (574)235-5980 TDD: (574)235-5567 46601-1830 Cell: (574)538-1936 Email.TSCOTT@SOUTHBENDIN.GOV yu rr1 At4o PEACE, _ y R 1865 Tim Scott 1ST District Council Member Common Council President In 2019 I hope the IT Committee continues to take up the PSAP issue as well as addressing drones within the city limits.We should see some technology changes to allow for legal-electronic filing of all information related to bills and resolutions; coming to the city council. R ecfTuily submittrd, Tim Sc �---� IT Committee Chairperson President, South Bend Common Council 1st District Common Council Representative. 227 W.Jefferson Blvd.Rm.441 Office: (574)235-5983 FAX: (574)235-5575 County-City Building South Bend,IN Voicemail: (574)235-5980 TDD: (574)235-5567 46601- 1830 Cell: (574)538-1936 Email:.TSCOTT@SOUTHBENDIN.GOV