oversight committee · oracle obiee reporting executing & controlling two tasks remain. once...

February 17, 2016

Oversight Committee

AGENDA

As required, please be advised that a copy of the rules of the Open Meeting Act as amended by LB898 is located in the folder on the north wall of Jesse Lowe Conference Room and assistance will be provided for anyone needing help.

● Call to Order - Deb Sander

● Approval of Minutes from the January 20, 2016 Oversight Meeting - Deb Sander

● Standing Business

○ IT Service Management - Julie Stangl

○ Projects - Tracy Svevad

○ Capital Improvement Plan - Bob Nord

○ Operations - Bob Nord

○ Applications - Tom Olson/Vijay Badal

○ Security - Greg Andersen

○ Financials - Tracy Svevad

○ Organization - Derek Kruse

○ Innovation Topic - Investment Updates (SQL and SCCM)

● New Business

● Public Comments

● Next Regular Meeting - April 20, 2016 at 2:30-4:00 in Jesse Lowe Conference Room, Civic Center - No March Meeting

● Adjournment

● Executive Session (as needed) for the purpose of discussing personnel and legal issues in conformance with Nebraska Rev. Stat. 84-1410(d)

February 17, 2016

IT Service Management(Julie Stangl)

February 17, 2016

2016 Hours by Category

DOTComm began tracking all hours in January.

The breakout of Incidents and Service Requests between the City and County was 44% / 56%

Direct Support Hours Allocation

City - 44%

County - 56%

* vs. the 2015 cost model split of 46% City / 54% County

February 17, 2016

Projects Update

The project bucket hour forecast for 2016 uses the 2015 cost model for allocation between the City, County and Shared Services

33,698

Projects Update

County Shared City

2016 Total Bucket Hours: 9,302 11,865 12,531

YTD Bucket Hour Actuals: 787 736 786

% Bucket Hour Actuals: 8% 6% 7%

Project Bucket Hour Summary by Portfolio January 2016

February 17, 2016

Projects Update

Project Bucket Hour Summary by Portfolio 2015 Actual Hours Used

County = 25 Projects

GTL = 315 BOE = 81 Sheriff Records Mgmt System = 64 ROD Land Book Records = 57

Enterprise = 17 Projects AWS Migration = 381 Oracle OBIEE Reporting = 144 Filebound 7 upgrade = 61 CMS NE eFiling = 51

City = 24 Projects Finance Budget Web App = 146 Planning EPA Superfund = 128 Fire ePCR= 81

2,309 (7%)

Total Direct Support Hours Allocation

City - 47%

County - 53%

* vs. the 2015 cost model split of 46% City / 54% County

Projects(Tracy Svevad)

February 17, 2016

Project Status

Total City CountyEnterprise / DOTComm

Feb Jan Feb Jan Feb Jan Feb Jan

Active 70 66 23 19 27 25 20 22

Pending(1) 39 30 10 6 22 18 7 6

Estimation 39 30 13 13 15 12 11(2) 5

Total 148 126 46 38 62 55 38 33

New Project Requests

25 2 8 1 8 1 9(2) 0

(1) Pending = Pending Initiation which is generally due to resource constraints (excludes Pending Request)(2) Includes 7 Windows 2003 Upgrade Sub-Projects

Projects - Summary

February 17, 2016

Projects - Closed Project Metrics

● What data is being evaluated?○ Hours: planned vs. actual○ Schedule: planned vs. actual○ Included in “planned” are Project Change Requests

● Projects - Closed projects from Sept. to January○ Exceptions: 2 large, multi-year projects were not graphed due

to extreme variances (both missed on schedule)■ ENT-Managed Print Services■ ENT-Microsoft WinXP Upgrade

● Current Chart - Nothing but the Facts (not good, not bad)

● What will we gain from reporting this information?○ Increased focus by PMs to report issues quickly○ Improve estimating capabilities for hours and schedules○ Improve start date planning for new projects

February 17, 2016

Projects - Closed Project Metrics

February 17, 2016

Projects Update - Enterprise PortfolioActive Phase Highlights Status

2017 Service Cost Model & Reports

Closing Project acceptance document signed and project closed.

Amazon Web Migration Executing & Controlling

City Landmark was completed and moved to production. Crime Stoppers and DC Treasurer continue on-schedule. EPA Superfund data was moved as additional scope was identified.

Oracle US Bank Integration Executing & Controlling

Production issue found in early February but fix has been applied. Customer continues to test.

Oracle OBIEE Reporting Executing & Controlling

Two tasks remain. Once completed (in February), project will be closed.

SQL/Infrastructure Upgrade Executing & Controlling

Planning continues to get a full schedule. City HCM/Payroll (SQL and Win2003 upgrade) moved from “hold” and is now active. Also active is the upgrade to the Synergy Datamart.

Filebound Upgrade to v7 Executing & Controlling

Project plan signed and approved. Test environment is in progress. Customer interviews are completed. Discussions regarding interfaces is in progress.

February 17, 2016

Amazon Web Migration (2015-2018)Project Manager: Bavitha Govindarajulu

CIP Project Updates - SQL UpgradeProject Manager: Kelly Gray

No ChangeNo Change

No Change

CIP Project Updates - Cox Fiber Upgrades

Sites Completed Last Month0

February 17, 2016

Projects Update - Douglas County PortfolioActive Phase Highlights Status

GTL Implementation Executing & Controlling

Reviewed schedule with Corrections management and GTL key personnel. Training plan is in process with tentative go-live scheduled for August 2016.

ECM - Land Book Scan & Store

Executing & Controlling

Continuing to work on “Lands” data and images for premium services. Working through duplicate image issue.

Health Data Website Phase 2 (DCHD)


2nd demo was completed. Project meeting customer expectations, but additional testing is in progress.

DCHC-EHR - MSite Connectivity


Dell changed circuit vendor to Cox. Cox delivered a circuit that did not meet customer requirement. Working with vendor to meet customer requirements.

DCTres - Rebuild Website Executing & Controlling

Customer requirements have been added to the website. Work is progressing on the JAVA applications.

DCSO-Records Mgmt Planning Action plan is in process which will allow for completion of the overall project plan and schedule. Initial draft of plan and schedule is due Feb.12th.

DCROD-Landmark Implementation

Planning Significant planning has been completed in advance of vendor discovery sessions scheduled for early March. Project charter and plan are in progress.

DC Env Services - VOIP Implementation

Planning Charter signed and approved. Project plan provided to customer for review and signature. Once plan is signed, chargebacks will be completed.

Additional Active Projects Various Phases

Includes several year-end projects, DCCDC Support Scanning, BOE 2015, JailTV, ACA Reporting, 2016 Open Enrollment, and HD File Server Replacement.

February 17, 2016

Projects Update - City of Omaha PortfolioActive Phase Highlights Status

CIOFD-Electronic Patient Care Reporting

Closing Lessons learned with customer completed on 2/11/16. Closing/acceptance documents provided to customer for signature.

CIPW - VoIP Street Maint & Construction

Closing Project completed and all closing documents signed.

CIHR&R CC1 Online Form Submission


Project has a technical issue that is being worked by staff and vendors. The issue is critical to go-live and impacts the SEB enhancement project.

New Status

CIHR&R-SEB Enhance Executing & Controlling

Initial customer testing completed. Issues being worked with database. Project is dependent on the CC1 project.

CIFIN Oracle Encumbrances


Final report validation is in progress.

CIOPD - Data Processing Costs


Final review meeting scheduled for 1/13/16.

CIFIN - Oracle AR Interface for Leases


Final data validation and data clean-up is in progress.

CIPR - VoIP Park Maint. and Facilities


Project plan completed with final schedule in discussion with vendor. Chargebacks signed and equipment order is in process.

CIOPD - Video Storage Planning Charter is signed and approved. Project plan is in progress. Equipment has been received and implementation is in progress.

Capital Improvement ProjectsUpdate(Bob Nord)

Capital Improvement Plan 2016/2017/2018

● Working to bring forth a three year capital plan○ Align with cost model budgeting cycles going forward○ Socialize 2016 needs in February

● Segmenting into priorities ○ Mandatory

■ Required to maintain operational stability; End of Life/Support replacement; Exceeded current hardware/software capacity

○ High■ Recommended to maintain operation performance;

approaching capacity or performance limitations within the year

○ Medium■ Not required in current year; approaching capacity or

performance limitations anticipated based on use trends ○ Low

■ Not required or will be proposed through individual business case; projected need in three years

February 17, 2016

Operations Update(Bob Nord)

Tech Center Hosting

Total Invoiceable: 7

Reciprocal Services:● Communication line to Lincoln● Hosting two cabinets in Lincoln

Operations Service Update

Storage ● Data backup devices have been moved

into the OCIO Lincoln Data Center○ Connected to the OCIO DC via a 10G

fiber link

MF Operations● Obsolete HW and Eliminate Physical Tape

○ Salvage old○ Use new shared services storage

● Move Shared Services Backups to Lincoln○ Test backup recovery annually

● Working Towards $0 Capital Outlay○ Targeting February for Extension

● Test MF backup recovery annually

February 17, 2016

Mainframe Update

February 17, 2016

February 17, 2016

IT Service Management Update

Incidentand

Service RequestSLAs

Operations Service Update

January Priority 2Service Outages

Ticket Summary

➢ 156354 OPD NW Prec - Server Drive Failure

➢ 156622 OFD #21 - Cox Area Outage

➢ 156768 Main Library - Power Failure

February 17, 2016

Incident Resolution Time

February 17, 2016

Service Request Resolution Time

February 17, 2016

January Ticket Summary - P3

February 17, 2016


Tech Support Statistics and Customer Satisfaction Survey

Results

IT Service Management Update

February 17, 2016

Tech Support Call Statistics

January

Average Speed of Answer 17 Seconds

Average Call Duration 5:37 (Min:Sec)

February 17, 2016

Tech Support Call Statistics

Weekdays Monday 6PM - Friday 6AM

Calls Accepted

Calls Answered

Abandoned Calls

Longest Wait Time in Queue

Avg Duration of Calls

Longest Call

Avg Hold Time

121 119 2 8:23 4:39 3:48 1:58

Weekends Friday 6PM - Monday 6AM

Calls Accepted

Calls Answered

Abandoned Calls

Longest Wait Time in Queue

Avg Duration of Calls

Longest Call

Avg Hold Time

52 49 3 8:23 12:04 51:49 4:52

Extended Hours - January

February 17, 2016

Customer Satisfaction Survey Results

January

Incident Survey Response Rate at 24.3%

Service Request Survey Response Rate at 26.4%

Industry Survey Response Rate 26.8%

February 17, 2016

Applications Update(Vijay Badal / Tom Olson)

February 17, 2016

No Update This Month

February 17, 2016

IT Security

(Greg Andersen)

February 17, 2016

PCI Compliance - Changes in obligations

Synopsis: The way some of our departments accept credit cards has changed. DOTComm is assisting finance staff by interpreting the IT requirements, working with vendors, outlining any compensating controls (risk mitigation), and drafting up a few long-term solutions.

How things were last year:

IT Security Program Update - PCI Compliance

February 17, 2016

After -

Plan of Attack:1. Gather full inventory of products and processes used2. Work with vendors to make sure products are correct for our use3. Look at the PCI Self-Assessment Questionnaire Part D requirements, look for a

few different solutions to bring forward for City and County4. Work with finance and merchant departments to maintain compliance, select

products based on compliance needs

IT Security Program Update - PCI Compliance

February 17, 2016

Metrics

IT Security Program Update

February 17, 2016

Financials(Tracy Svevad)

Financials - Operating Income Statement

Financials - Funds Restricted for Capital

Financials - Outstanding Receivables

.

Financials - Cash Projections

Financials - Chargebacks 2016 (as of 02/10/2016)

Organizational Update

(Derek Kruse)

I

Innovation TopicInvestment Update

SQL & SCCM

SQL Upgrade Performance Improvement

SCCM Update

● Lower security risk due to consistent updates and patching of desktop, laptop, tablet○ Currently deployed to 3,863 clients

■ Outliers: OPD/Fire Mobile units, 911, Sheriff, Treasurer○ Devices receiving updates for Windows, Adobe Flash, Adobe Reader, and

Google Chrome.■ The deployment/update compliance is between 92% and 98%.

● Adobe Flash - 96% compliance● Adobe Reader - 92% compliance● Chrome - 98% compliance● Windows Updates - 92-95% compliance ● Java and Firefox - 98% compliance for both.

● Reduced deployment of new device images○ It now takes approximately 1 hour from start to finish for a new PC○ Currently testing a method to image an existing PC that will keep the user

profiles intact● Remote administration of device issues reducing resolution times

Schedule Reminder

New Business

▪ PUBLIC COMMENTS

▪ NEXT MEETING: April 20, 2016 @ 2:30 p.m. in Jesse Lowe Conference Room (No March Meeting)

▪ ADJOURN (to Executive Session as needed)

oversight committee · oracle obiee reporting executing & controlling two tasks remain. once...

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