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TECHNOLOGY ASSESSMENTGARTNER BEST PRACTICES DRIVENINFORMATION TECHNOLOGY DEPARTMENTCITY OF PALM COASTJULY 2019“Together with our clients, we fuel the future of business sothat a more successful world takes shape.”
GARTNER ASSESSMENT PROCESS FOUNDED ONCITY STRATEGIC PRIORITIESEnhance & Expand Citizen ExperienceIncrease Efficiency & AccessEnsure SecurityEnhance Digital Capabilities
THIS PRESENTATION IN PARTNERSHIP WITHGARTNER CONSULTING WILL PROVIDEGartner Consulting & Analysis Model Used for AssessmentApplication Portfolio Inventory & Yearly InvestmentAssessment of Business Applications Fit/Health & FuturesShort and Long Term Direction & Investment Strategy
GARTNER ASSESSMENT OF THE LANDSCAPEPOSITION RESEARCH “Select Applications That Further Your DigitalGovernment Technology Platform Priorities” –Dec 2018 What are DGTP? What strategy does Gartner recommendbuilding?What are the core platforms to be considered?What are the opportunities & constraints inbuilding a successful DGTP?BUSINESS DRIVERS
WHAT ARE DGTP AS DEFINED BY GARTNER?Digital governmenttechnology platformsare a set of crosscutting, integrated,horizontal capabilitiesthat enable governmentservices across multipleapplications, such ascitizen experience,ecosystem, Internet ofThings (IoT), informationsystems, and data andanalytics
WHAT ARE THE CORE PLATFORMS TO BE atformsInformationSystemPlatformsIoT PlatformBusinessIntelligenceHUBProvides interfacesand technologies thatfacilitates for citizenand businessengagement via UserFriendly Services.Provides digitalinterfaces forpartners to exchangedata and services inthe cloud.Provides the heart ofGovernment backoffice processes,record keeping &compliance viatechnology processes.Provides gateway toaccess services,information & datacollecting processesvia internet & intranetweb services.Provides analytics,geospatial and decisionmaking data that iscollected or stored fromany area of theplatform. This is the HUBof the DGTPMeasures the userexperience.
TODAYS OPPORTUNITIES & CONSTRAINTS INBUILDING A SUCCESSFUL DGTP?OpportunitiesConstraintsGROWTHEnterprise providers have expanded oracquired applications beyond core finance& human resource functions.Vendors focus on the integration of theirapplications and not interoperability withcompeting products.WALLEDEXPANSIONVendors have expanded into citizenexperience, BI, Cloud Hosting, self-servicefeatures and community development.Proprietary platform create a lock-in that iscomplex and expensive to replace.COMPLEXEFFICIENCYLarger singular data repositories providemore real time BI; Singularity technologyapproaches offer cost efficienciesNew services by Enterprise providers offerbest practices, but not always leading edgeMIDDLEROAD
WHAT STRATEGY DOES GARTNER RECOMMEND BUILDING?BALANCE SHORT-TERM BUSINESS REQUIREMENTSWITH LONGER-TERM APPLICATION ARCHITECTURE GOALS Multi-Application Platform Approach Institute Cross Platform Technology Standards Proactively Embed Application Functions in Cloud Challenge Vendors To Demonstrate Ability act with Other ApplicationsChallengePartners
GARTNER ASSESSMENT MODEL &DECISION MATRIX SELECTEDApplication ReviewUsing Fitness &Value Processes* How well does this applicationfit current and emergingbusiness needs & technicalrequirements Assess Application Value & Fitto Mission with Operational &Technical Risk [Now/Future]TIME DecisionPlacement Matrix Applications EliminateGartner Resources: Jim Duggan VP Research & Stefan Van Der Zijden
THREE PHASED APPROACH TO ASSESSMENTOneTwoThree Identify Technology Portfolios Highlight Specializations & Cost Leaders Apply Gartner Model & Decision Matrix Focus on Enterprise Application Portfolio Highlight Pressing Issues & Decisions Demonstrate Alignment to Strategic Priorities Propose Roadmap Set Next Steps & Future Governance
CORE TECHNOLOGY frastructureSupportAnnual Cost 505KAnnual Cost 181KAnnual Cost 248K22 Systems15 Systems &Tools16 Systems &Tools
ENTERPRISE PORTFOLIO COMPONENTSCustomer & BusinessApplications Annual Cost 408K 12 Singular or MultiFunctional Systems Local Custom SolutionsTop Three ExpensesMunis 145Salesforce 98KGIS ApplicationsFire –SpecializedLife SafetyApplications Annual Cost 51K 2 Multi-Functional Systems Annual Cost 44K 8 SystemsCD-PLUS 68K
OFFICE OPERATIONS PORTFOLIOTop Three ExpensesOffice FunctionalApplications Annual Cost 120K 10 SystemsVerizon Fleet 58Target LMS 48KIT Service Desk 14KSupport Tools Annual Cost 61K 6 Systems & Tools
INFRASTRUCTURE SUPPORT PORTFOLIOTop Three ExpensesFoundationalSystems & Tools Annual Cost 223K 12 SystemsDesktop VM 60Phone Sys 40KSAN Strg 22KSpecialized UtilitySystems Annual Cost 25K 4 Systems
NEXT PHASE STEPSTwo Apply Gartner Model & Decision Matrix Focus on Enterprise Application Portfolio Highlight Pressing Issues & DecisionsPortfolio ReviewUsing Fitness &Value ProcessesTIME DecisionPlacement MatrixEnterpriseApplicationsAnnual Cost 505KCitizenEngagement22 SystemsCityFuturesLeaders &Best Fit toMission
PORTFOLIO REVIEW USING FITNESS & VALUEMEASUREMENTS1-PoorFIT TO MISSION3-FairOPERATIONALRISK5-GoodTECHNICAL RISKCOST Mission Fit Complexity Architectural Alignment License & Support Cost Data Quality Reliance of SME Base Technology Service, Maintenance Utilization Maintenance ChangeFactor Future Role Supportability Availability & Cost ofAlignmentEnhancement Cost Extensibility & Total Application LifeScalabilityCost Technical ExecutionSupportMax Score 20Max Score 25Max Score 20Detail Break Down of Measurement Point Analysis in Presentation AppendixMax Score 15
APPLICATION MEASUREMENTS OUTCOMESCORE APPLICATIONS – AVG SCORE 51.980706050403020100FITOPER RISKTECH RISKCOST
PRESSING ISSUES & DECISION FOCUS Issues – difficult to administer; poor tracking;cumbersome for end users, part OnBase 3releases behindDocuMed/Fire Programs Issues – poor fit; no integration; single user,old technology; no planning/mgt reporting6050Agenda Manager SUPPORTING APPLICATIONSFleet Manager (Enterprise Asset Management)Issues – fragments applications; not cloudbased/limited access; non agency standardfor CountySharePoint (City Internal Portal) Issues – 10 yrs old version; No Mission; ITResource Support Challenges403020100Fleet Manager OnBase - Agenda DocuMed/FireMgr ModuleProgramsFITOPER RISKTECH RISKSharePoint (CityInternal Portal)COST
PRESSING ISSUES & DECISION FOCUS - MUNIS NO INVESTMENT IN NEW OR ENHANCED MODULESCURRENT MUNIS MODULESSINCE PURCHASE - 10 YRS SOME MODULES NEVER FULLY IMPLEMENTED MISSING MODULES/SUPPORT FUTURE VERSIONS TYLER CONTENT MANAGER OUTDATED UTILITY BILLING TWO MAJOR RELEASES BEHIND CLOUD BASED MODULES AVAILABLE50454035302520 TYLER 311 CSS/INCIDENT MANAGER & NOTIFY15 MULTIPLE CITIZEN, BUSINESS & EMPLOYEE SELF10SERVICE FEATURES NOT IMPLEMENTED REAL TIME BILL PAY50ONLINE DOCUMENT SUBMITTALBUSINESS LICENSE REGISTRATION & PAYMENTEMPLOYEE APPLICATION/TRACKING NO MULTI YEAR ADVANCEMENT PLANFITOPER RISKTECH RISKCOST
PHASE THREEThree Demonstrate Alignment to Strategic Priorities Propose Roadmap Set Next Steps & Future GovernanceCITY PRIORITIESROADMAP GUIDELINES Enhance & ExpandCitizen Experience Increase Efficiency &Access Ensure Security Enhance DigitalCapabilities New Solutions NeedsFIT/GAP Solution Choices (Fit 2 Purpose) Enact Product Update Requirements Greater Vendor EngagementFUTURES Solution Choices FitHybrid DGTP Model Set Two Year Road Map Develop Investment Plan Renew Every Two Years
PALM COAST DIGITAL GOVERNMENT TECHNOLOGY PLATFORMSalesforcePC ConnectDocuSignCivic RecMunis SelfServiceData SharingAgreementsPaymentusCitizen Engagement PlatformEcoSystems PlatformGISCity WebDataWarehouseIoT PlatformFireRFIDEAMFleet MgInformation System PlatformsOnBaseSharePointFireZoneDocuMedBusiness IntelligenceData Mgt HubBonfireCADMobileMunisFuelMasterCD Plus Kronos TeleSatffGartner Recommended StrategiesMulti-Application Platform ApproachInstitute Cross Platform Technology StandardsProactively Embed Application Functions in CloudChallenge Vendors To Interact with Other Applications
TIME DECISION MATRIX APPROACHTolerate Bonfire Civic Rec FuelMaster CD Plus CADMobile Fire RFIDMigrate/Modernize Munis OnBase AgendaManager Fire ESOSharePointFire SceneFleetManager(EAM)Invest/Integrate Salesforce TeleStaff ESRI/GIS DocuSign KronosNew Tools Business Intelligence Data Warehouse MangerEliminate DocUMed Fire Zone FleetManager
NEXT STEPS FOR MOVING STMENTPLANS Analysis Feedback City Council & Executive Leadership Support Agreement on DGTP Future Set Direction & Priorities Short/Long Term Determine Fiscal Needs Short Term Fit/Gap Solutions for Long Term Fiscal Plans
PROPOSED ROADMAP SEGMENT ACTIONSSolution Replacements Fire Applications Agenda ManagerAlignment Strategic PrioritiesMunis Actions Advance Versions Obtain FoundationalModules Tyler Content Business IntelligenceData WarehouseSalesforce Phase Two Palm CoastConnectMunis VS Other Product Solutions New Solutions Product UpdateRequirementsFit/Gap To PurposeEvaluationsNew Solutions &Next Phases Self Service ModulesFleet Management (EAM)Cloud Based 311 SystemsHR Applicant TrackingSharePoint Internal City Portal – Fit ToPurposeManagement Utility Billing Evaluate Core ModulesNot Implemented
REFERENCE DATA
ENTERPRISE PORTFOLIO COSTING DETAILSSoftwareCore UsageAnnualCostRenewal DateSoftwareCore UsageRenewal /20195K4/27/20192.4K9/1/2019Red-Sky911 Call Locates Traffic1.6K5/25/2019BonfireCAE Healthcare, Inc.3.8K11/2019CDPlusDocuMedFire - Mannequin SoftwareFire - Medical RecordsSoftware13.2K9/3/2019CivicRec (CivicPlus)Fire RFIDPilot Program (Quadmed)7.5K01/2020CyberGolfParks & ReqGolf Course Point of SaleSystemFireProgramsVarious Fire Applications4.1K10/22/2019DocuSignSecure Document SignageFireZone Preplan1K10/01/2019Engagement ProFX11.6K02/2020Feul Master10/01/20193.2K8/5/2019KronosFinanceFuel Management/UsageApplicationStaff Work/Time ManagementApp.5.5KTeleStaffBlue Marble GlobalMapper for GISFire Deployment SupportPublic Safety Sfw Licensing forDispatchFire Dept. SchedulingApplication24.7K11/1/2019GIS Mapping Software1.5K01/2020Land-FXBuilding Depart Fax App1.5K10/01/2019ESRIMapping and Geo Sfw (GIS)50K11/20/2019MunisERP - Core Business Functions145K01/2020SalesforceCarahsoft - Citizen Portal Sfw.98K01/2020OnBaseRecords Management36K11/1/2019Flagler Co. BOCPortfolio TotalProcurement & BiddingPermitting, Bldg, Comm Dev &Code Enf.AnnualCost505K
OFFICE OPERATIONS PORTFOLIO COSTING DETAILSSoftwareAdobe PDFCore UsageRenewal DateSoftwareCore UsageMaterial Safety DataSheets20K4/1/2019MSDS Online4.8K10/2/20195K10/8/20192.7K10/1/2019Mobile VPNIT Svc Desk TicketServiceDesk (ManageEngine) ManagementTraining Tracking LMS(Fire & City Wide)Target Solutions1.1K5/5/2021GovQuote (SmartProcure)Email SfwGov't Quote System forapproved vendors3K10/24/2019JaguarCheck Processing2.2K11/30/2019ConferencingFleet LocationVerizon Fleet Monitoring GPS Monitoring/TrackingPrinter e Control6K3/16/2020Portfolio TotalArchive SocialAutoDesk/AutoCadConstant ContactExclaimer.pdf Doc Reader/EditorAuto Archival of SocialMedia Accts.AnnualCostDLT SolutionsCRM Used by Mktg &CommunicationsNetmotionWebExAnnualCostRenewal 0/20193.8K12/12/201958K10/1/20193.2K4/1/2019180.9K
INFRASTRUCTURE SUPPORT PORTFOLIO COSTING DETAILSSoftwareCore UsageSensusUtility InfrastructureMappingWater Plant Control UnitSoftwareWater Meter WirelessReadingAppAssureData Backup SoftwareInframapRockwell SCADABarracudaSpam FilterDellSAN Maintenance 4K03/2019Camera & Access Control9K8/31/2019Virtual MachinesVirtual Machines Env60KVariousPatch ManagerFiber Tracer4.3K8/2/2019SoftwareCore UsageAnnualCostRenewal Date40.1KJune 20203K8/28/2019Phone SystemCity Wide Phone SystemMnt CostTeradiciServer SoftwareThales3.5K3/31/20195.7K1/10/2020VMWareData Security SoftwareAnti-virus (replacesKaspersky)Virtual Server EnvironmentSoftware13K12/2019Whats Up GoldServer Monitoring5.5K5/20/2019800 MHz RadiosFire Radio Support48K10/01/2019Trend MicroPortfolio Total248.3K
APPLICATION FITNESS & VALUE RAW DATA
CURRENT APPLICATION SYSTEMS OVERVIEW
TECHNOLOGY ASSESSMENT GARTNER BEST PRACTICES DRIVEN INFORMATION TECHNOLOGY DEPARTMENT CITY OF PALM COAST . JULY 2019 “Tog
