FY 18/19 Key Projects
The City’s website is being redesigned to make its content and the services the City provides easier to access and mobile-friendly. A cost-effective open source Content Management System is being implemented that stores web content in a centralized database for easy, flexible management and maintenance. This will help keep the City’s website content fresh, relevant, and accessible.
The City recently implemented a new automated public records request process enabling the public to easily request records through an online web form. The process uses workflow and notifications for processing to provide a timely response to records requests. Enhancements will be made to fulfill requests electronically. This system helps the City be transparent to the public.
The City’s existing Dog License System was developed 15 years ago with technology that is now no longer supported. The system is being re-written using new development tools, so it can be supported and maintained. Additionally, new functional enhancements are being added to allow the implementation of updated business rules. An Interactive Voice Response (IVR) system will be integrated to allow dog owners to pay for dog licenses by telephone.
The City is beginning a project to implement an Agenda Management System that will allow staff to manage the legislative process from start to finish. The system will include drafting of City Council meeting agenda items (Request for Council Actions / staff reports), automated routing, electronic approvals, and the development of the final City Council meeting agendas. The system will improve the efficiency of the agenda development process and reduce version control, timing, and tracking issues.
The City will begin a project to implement an Enterprise Budgeting System later this year. The system will provide and integrated toolset for the City to plan and develop its fiscal budgets. The system will populate personnel costs through the payroll system, provide for various budget and capital scenarios, offer revenue modeling options, provide fund balance projections, provide an automated workflow, and integrate with the financial and payroll systems.
The City will begin evaluating solutions for an electronic timekeeping system to capture employees work and leave time, implement electronic approvals, and interface with the City’s payroll system. This system will eliminate paper-based time sheets and leave requests and improve the accuracy and efficiency of employee time reporting.
Updates will be made to the City’s Payroll and Human Resources system to utilize a more standardized salary schedule as well as other software updates that will enhance the user interface and allow continued support of the software.
The City is currently expanding the use of its geographically-based information by implementing an Enterprise GIS database. The database will house multiple layers of geographical data, such as streets, trees, signs, streetlights, etc. To better manage many of the City Assets, the City is also implementing an Asset Management System that will help manage the lifecycle of the City’s assets by scheduling maintenance, managing service orders, managing work orders and collecting related costs.
The City is replacing its antiquated telephone system with a new Voice over Internet Protocol (VOIP) system that converges voice and data which provides additional functionality, while also reducing costs. Examples of the new functionality that will be available with a new system include Unified Communication (tying together instant messaging, presence, video calls, and voicemail), soft phone clients on computers, smartphone apps that control your work extension, and advanced conferencing.
The City is upgrading its entire network infrastructure. Many of the network switches have well exceeded their useful lives. With the newly acquired equipment, the internal network bandwidth will increase tenfold. This upgrade will create the infrastructure required to support the future needs of the City.
The City has many needs for a data communications network, including connectivity of remote City facilities, providing of Wifi for employees and the public at City facilities, and the transmission of data from sensors utilizing the Internet of Things (IoT). The City owns many assets that can be utilized in to develop a communications network, such as traffic system fiber optic network, existing City conduit, and City-owned streetlights. In addition, telecommunication vendors and other businesses may wish to lease use of some of these assets to enhance their own networks. The City is looking to develop a master plan that will allow for the best use of City assets to be used for data communication purposes.