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110 CITY OF SOUTH BEND OFFICE OF THE CLERK <br /> resolve them. We will track them and close them as necessary. We turned this on a week ago, <br /> maybe, and I think there have been about five (5) that have come through. As of earlier this <br /> morning there were two(2) still open in the tracking system. One(1)is being worked on internally <br /> and the other one (1) we opened up a case with the Accela tech people. This should give us some <br /> good data and tracking to really understand what some of the challenges and needs have been. <br /> Santiago Garces, Chief Innovation Officer for the City of South Bend with offices located on the <br /> 12th floor of the County-City Building, stated,There are over forty-five(45) software systems that <br /> the City maintains. When Dan shows this here, the example of governance is more of a typical <br /> relationship like we have with the records management system of the Police Department. Then, <br /> obviously, the CAD System that helps things like PSAP. A lot of departments have a number of <br /> pieces of software that accomplish very specific things. That is where in our model, central IT is <br /> best positioned to have a lot of ownership of the central types of applications such as the finance <br /> and procurement systems, the HR systems and that type of thing. Obviously with the Admin and <br /> Finance example of the purchasing, software is about process. It is about supporting the processes <br /> of different groups and we want to make sure that the people can say what the process should look <br /> like. They should have the ownership and we should all work together to solve the problems most <br /> effectively. I think the biggest finding for us is how can we change the relationship to make sure <br /> we address the issues that exist while addressing all our shared responsibility? That is what this <br /> matrix does. <br /> Mr. O'Connor continued, So a little summary of what we have done with Accela and with Code <br /> is throughout 2018,we tried to address questions,comments and concerns that came up.We realize <br /> that IT didn't have all the necessary resources to address all the needs in a timely fashion. So for <br /> that, we came up with the idea of contracting with a professional services company called Zen IT <br /> and we have prioritized and centralized some of the Accela development requests shared between <br /> Code and the IT team. The Business Analytics team and Code meet once every other week, they <br /> go through the list and they decide ones we will have the vendor help us with, which ones we can <br /> do internally,and so forth and so on. We just, like I said earlier, transitioned to the calls going into <br /> Microlntegration so we can track them. Then they have a new employee starting this or next week <br /> and we've talked together to make sure we work collaboratively to bring that person on board. We <br /> will share some knowledge and do some knowledge transfer on the Accela pieces that we have <br /> done in the past so this person can pick that up and be as supportive as can be. <br /> He went on, Then this (referencing a slide in the presentation) is the list of the seven (7) highest <br /> prioritized projects we are working on with the Code group. They are sorted by project type, so, if <br /> it says vendor, those three (3) are slated to be worked on by Zen IT. So those are in progress and <br /> in queue. Internal are the ones the Business Analytics team will be working on in conjunction with <br /> the Code Department. The last two (2) are yet to be scheduled. This is something we put together <br /> with them so we can track what their concerns on and we are continually asking ourselves what <br /> priority we should be taking by working with them to address them and to start getting these things <br /> completed and off the list. <br /> Committee Chair Scott then opened the floor to questions and comments from Committee and <br /> Council Members. <br /> Committee Chair Scott asked, I'll put them on the spot a little bit but our customers, Code and the <br /> Clerk's office, where do you think we've reached our potential on Accela? Are we at seventy <br /> EXCELLENCE ACCOUNTABILITY INNOVATION INCLUSION EMPOWERMENT <br /> 455 County-City Building 227W.Jefferson Bvld South Bend,Indiana 46601 p 574.235.9221 f 574.235.9173 TTD 574.235.5567 www.southbendin.gov <br /> 3 <br />