To: Board of Supervisors
From: Board of Supervisors
Meeting Date: March 19, 2019
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Department Contact: |
Ted Williams |
Phone: |
463-4441 |
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Item Type: Regular Agenda |
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Time Allocated for Item: 30 min |
Agenda Title:
title
Discussion and Possible Action Regarding Approval of Information Services Efficiency and Modernization Items
(Sponsor: Supervisor Williams)
End
Recommended Action/Motion:
recommendation
Direct staff to collaborate with Supervisor Williams on the prioritization of the County’s IT Master Plan initiatives and business process improvements, and consider the feasibility of incorporating potential new efficiency and modernization items, to return to the Board of Supervisors with an updated IT Master Plan implementation strategy and cost analysis.
End
Previous Board/Board Committee Actions:
N/A
Summary of Request:
Modernizing processes with technology has great potential to increase efficiency of our County government, making best use of staff time and taxpayer dollars. The intention is to perform planning, scoping and preliminary cost analysis for each of the enumerated items listed below and return to the Board of Supervisors with an updated IT Master Plan implementation strategy and cost analysis.
(a) digitize all paper documents to reduce staff time and increase public access; (b) determine which applications Information Services should support, potentially reducing scope; (c) test existing video conferencing stream between board chambers and key satellite locations to increase public participation and lower carbon footprint; (d) enable offsite data backup; (e) implement employee benefits and payroll online self-serve; (f) implement business license submission online; (g) implement cannabis applications online only to reduce program cost and related fees; (h) implement software tracking of complete staff time for all individual cannabis permits; (i) provide employee software training to boost efficiency; (j) augment Information Services staffing to reduce outside consultant expenses and proprietary software acquisition, own our data and infrastructure and iterate on enhancements more timely; (k) equip a small number of County vehicles with data loggers to capture geotagged cell signal, data rates and VHF emergency communications signal reliability adequate for staff to create a heat map of coverage; (l) preliminary RF analysis and construction plan for a telecommunications tower targeted at a community currently unserved with broadband, to bolster emergency communication and create a co-location revenue stream to County; (m) migration to cloud services and Software-As-A-Service where beneficial; (n) cost analysis, pros/cons of combining County and Sheriff’s IT; (o) analysis of backhaul bandwidth potential of existing county owned emergency communications systems for public access; (p) data retention policies; (q) department level process audits to document potential uses of technology; (r) applicant project/aggregate permit tracking and reporting to force a tighter feedback loop; (s) real-time publication of data on public facing website for reporting and visualization of data sets; (t) development and publication of Burn day mobile app.
Alternative Action/Motion:
No action.
Supervisorial District: All
vote requirement: Majority
Supplemental Information Available Online At: N/A
Fiscal Details:
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source of funding: IT Reserve & BU 1960 |
budgeted in current f/y: N/A |
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current f/y cost: N/A |
if no, please describe: |
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annual recurring cost: N/A |
revenue agreement: N/A |
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budget clarification: The Executive Office/Information Services Division will need to assess the items suggested, analyze against the current IT Master Plan prioritization, and prepare additional cost estimates and potential timelines and return to the Board of Supervisors for consideration. |
Agreement/Resolution/Ordinance Approved by County Counsel: N/A
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CEO Liaison: Janelle Rau, Deputy CEO |
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CEO Review: Yes |
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CEO Comments:
FOR COB USE ONLY
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Executed By: Meribeth Dermond, Deputy Clerk II |
Final Status: Accepted with Direction |
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Date: March 20, 2019 |
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Direction was given that there be a formation of an IT Ad Hoc Committee consisting of Supervisor Gjerde and Williams. |
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Direction was given to staff to collaborate with newly formed Information Technology (IT) Ad Hoc Committee on the prioritization of the County's IT Master Plan initiatives and business process improvements, consider the feasibility of incorporating potential new efficiency and modernization items, and return to the Board of Supervisors with an updated IT Master Plan implementation strategy and cost analysis. |
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