Technology Services

Strategic Plan for Operational Efficiency

2011-2014

To promote, facilitate, and deliver operational efficiency through the selective use of technology by providing business process planning and implementation, business continuity, data integrity, security, and efficient service to fulfill organizational vision and goals set forth by the Henry County Board of Commissioners, the Courts, and related Constitutional Offices.

Mission:

1999 - population = 90,000 ~ 900 FTE’s 3 AS400’s, and 3 Windows Servers 15 Dial up Internet Accounts (Inetnow) No County Web Site No Email 30 Gigs of data throughout the County Business processes extremely labor intensive,

paper based, and redundant.

Background

2011 – population = 204,000 ~ 1300 FTE’s 7 AS400’s and 75 Windows Servers Centralized, managed Internet World Class Web Site, fully integrated with live

data Centrally managed email system 60 Terabytes of data (60,000 gigs) Business processes mostly electronic, but

much work still exists to reduce redundant efforts, and streamline process efficiencies

Background (continued)

7 Total AS400 (iSeries) Servers – “Little Main Frames” 3 Active, 3 Passive (fail over), 1 Development

Costs = ~ $500,000 annually to maintain Applications used being phased out by vendor Support is hard to come by, and expensive Technology has changed in the past 12 years

AS400 Infrastructure

125 Windows Servers by 2014 One Physical Windows Server = 30 Windows

Servers Entire infrastructure can be managed by 2

people Support and skill set are abundant, and current

staff maintains these skills. Highly redundant, reliable, and flexible. Costs = ½ of Current AS400 or $250,000 per

year

Virtualization / Windows

Definition: ERP – Enterprise Resource Planning Finance, Payroll, HR, Building/Development/Code

Enforcement life cycle, Citizen Services 5 of 71 Departments Studied

Finance, Purchasing, HR, Building Permits & Licensing, Tax Assessor

Over $500,000 per year in wasted effort due to redundant, or inefficient business processes

Efficiency Study

Data Center Upgrades – Already in progress 3 Sites Servers: move from AS400 platform to Virtualized Windows

platform (already delivered) Storage (Hard Drive Space): This is where the data lives.

Planed for 5 year life cycle. Network Upgrades (to support increased network bandwidth

demand Phone System (5 years + old now) Upgrades Disaster Recovery, data continuity, integrity “E-Discovery”: which is very helpful for our Legal

Department performing instant searches of all data throughout the County when needed

Hardware

ERP: Enterprise Resource Planning Finance, Auditing, Grants Management Purchasing, Inventory, Asset Management Human Resources Permits and Licensing (Building and Business

Licensing) Planning and Development Work Flow Management – Citizen and department

work requests Citizen Access – Transparency in government,

requests, tracking requests, etc.

Software (Administration)18 months from time awarded

Police RMS (Records Management System) Replace AS400 software, with modern, windows based

software Increased capabilities, including integration with 911,

mobile applications such as e-citations, accident reporting, incident reporting, GPS, and many more.

911 CAD (Computer Aided Dispatch) Replace AS400 software, with windows based CAD

solution Include mobile CAD for SO, PD, Fire, Cities (cities pay

for their software) Include GIS / GPS (mapping and call routing) capabilities Increased reporting capabilities

Software (Public Safety)18 months from time awarded

Changing Business Culture Communication is key: Why we’re here today! Buy-In and Cooperation from ALL Stakeholders Essential

Board of Commissioners and Constitutionals County Management, Division Directors, Department Heads All users (all employees, and ultimately citizens)

Feedback and modifications of the Plan as needed Adoption of the Plan (set schedule) by the BOC All Departments will be required to participate in business

process reviews, identifying at least 2 decision makers with authority to make decisions, and communicate with their department.

Implementation of the Plan, including installation, data migration, integration, delivery, training, and ultimately Adoption by All Departments, and end users.

Change is Painful

October 2011: Communicate the need, proposed solution, and schedule to deliver October-November 2011: RFPs for Storage and Software (Servers already done) October-January 2012:

Installation of Hardware Acceptance of recommendations of software selection by BOC Begin Business Process Review and Discussions with each Department

January-July 2012: Installation of Software (ERP, PD, 911) Training of new software begins, and continues Software integration with 3rd party software components

July - January 2013: Implementation Training - Culture Change Dual Systems running and in production

July 2013 – January 2014: Acceptance of new system by departments (Sign Off) De-commission AS400’s

Estimated Schedule

Overall Expenses for entire project = $3.5 million 5 Years + Life for Hardware 10 Years Life for Software

$1.3 million = Infrastructure improvements for servers, storage, network phone system

$2 million = Software, including implementation, training, data migration, etc.

Maintenance = $200 K / year for first 5 years Cost per employee = ~ $512 per year

Expenses

Savings – AS400 Infrastructure = $500K per year

Savings – Improved Efficiency (5 departments studied = $500K per year) Estimate for all departments $2.5 Million per year)

Savings less cost – First 5 years = $15 Million (less costs = $3.5 million) = NET GAIN = $11.5 Million

Return on Investment

Please support this plan, through the County Manager’s office

Executive Level Support is Key to Success

Action Items

Questions?