Information Technology & Resource Replacement

INFORMATION TECHNOLOGY & RESOURCE REPLACEMENT

Information Technology adheres to the CoC Technology Replacement Program that requires computer infrastructure components be replaced every three years. This document establishes the procedures regarding this program. The Technology Replacement Program (TRP) is designed to support the IT goals and objectives of achieving stable, predictable and reliable computers systems. This program ensures sufficient money is set aside to keep our computer infrastructure current, without the need to perform periodic, large-scale systems upgrades. The TRP is designed to level out the cost and disruption of upgrading major IT infrastructure over a 3-year period.

Strategy:

There are 3 distinct options for building the CoC infrastructure. Deciding on which strategy to employ depends on what needs to be accomplished with computer technology at the CoC. Analogy: Purchase a high performance sports car? Maybe an old used truck? More likely, a new Minivan?

In terms of technology, we could be the defacto leader in city government relating to automated systems, despite the costs. Basically, technology for technology’s sake; it’s cool, so we need it. We could allow each city department to solve their own business problems using their own technology strategies, resources and methods. But perhaps to implement efficient and effective automated systems within acceptable business constraints is the optimal solution; basically, buy what you can afford and what makes good sense for the entire organization.

Considerations:

We think a reliable, predictable, stable mini van is the best solution for the needs of the City. In terms of technology systems we must negotiate and define expectations with the end user and management, provide computer systems that work and are supported within acceptable business parameters (budgets), as well as provide adequate staffing and funding so we successfully deliver and meet customer’s expectations.

This goal can be accomplished by implementing sound IT Management policies and strategies (best practices). For instance: (a) Self contained, self sustaining systems with identified and mitigated points of failure (b) identified, agreed upon goals and objectives (c) requirements gathering, solution design and engineering, implementation plan (d) training and documentation (e) operational procedures (f) staffing (g) support.

Funding can take the 4 basic forms:

1. IT budget – allow IT to generate an all inclusive annual budget

2. Direct costs – bill the departments for exactly what they use

3. Allocation – determine an annual amount to budget for each department based on usage

4. Silo – allow individual departments to develop solutions for and solve their own technology issues.

Proposed Solution:

We think a combination would work best at the CoC. Based on our goals and objectives, IT provides shared computer infrastructure; analogous to the municipal services infrastructure such as sewer systems, solid waste, fire department or streets.

Just as it is not feasible for individual businesses to build their own streets or sewer systems, it is not effective for each city department to have it’s own IT infrastructure.

Just as public funds are used to build and maintain municipal infrastructure, allocated funds need to be collected from department business units to build and maintain technology infrastructure.

Questions to be considered: How do you allocate the expense? Based on what? How do you accommodate explicit direct expenses or projects? What about expenses and projects that are truly IT? There are many questions and many approaches. We need to choose one and modify it to continually meet our needs. The allocations need to be easily calculated, simple and fair.

Magic Formula:

On-going operations

• 60% of all IT operational costs are allocated to our customers based on the number of desktop computers a dept has. IT operational cost includes salaries, training expenses, contractor expenses, application maintenance agreements and 713 fund allocations.

• 40% of IT operational costs are budgeted for by IT

Projects – Annually, CoC will invest 7% of the total CoC budget