INFORMATION TECHNOLOGY AND STRATEGIC PLANNING

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INFORMATION TECHNOLOGY AND STRATEGIC PLANNING

  1. 1. INFORMATION TECHNOLOGY AND STRATEGIC PLANNING
  2. 2. INFORMATION TECHNOLOGY AND STRATEGIC PLANNING Mission Statement To provide the best quality technology in achieving the goals of Otay Water District in serving our customers and employees. Division Title Division # Information Technology (IT) Chief 2411 IT Operations 2421 Geographic Information System (GIS) 2431 126
  3. 3. FY 2006 TOTAL DISTRICT POSITION COUNT - 175 INFORMATION TECHNOLOGY & STRATEGIC PLANNING DEPARTMENT - 12 POSITION COUNT General Manager 2% Development Services 10% Administrative Services 11% Engineering and Planning 9% Finance 19% Water Operations Information Technology 42% and Strategic Planning 7% 127
  4. 4. INFORMATION TECHNOLOGY & STRATEGIC PLANNING DEPARTMENT SUMMARY Department Responsibilities The Information Technology and Strategic Planning Department, under the general direction of the Assistant General Manager, provides the following support services: development and implementation of information technology; District’s Strategic Planning Process, including the development of long-term strategic initiatives, and defining performance measurement metrics; information system support to the District and provides highly responsible and complex administrative support to the District, General Manager, and Board of Directors. FY 2006 Total Departmental Budgets - $23.1 Million Information Technology and Strategic Planning - $2,328,100 Board of Directors 0.4% General Manager Development Services 3.9% 6.3% Administrative Services Engineering and Planning 13.0% 6.0% Finance 15.0% Water Operations 45.3% Information Technology and Strategic Planning 10.1% Information Technology FY 2004 FY 2005 FY 2006 and Strategic Planning Actual Budget Estimated Budget Information Technology (IT) Chief $ - $ - $ 128,356 $ 688,300 IT Operations 1,427,251 1,862,200 1,600,556 1,178,200 Geographic Information System - - 57,831 461,600 TOTAL $ 1,427,251 $ 1,862,200 $ 1,786,743 $ 2,328,100 Note: This department was broken out from the Administrative Services Department in FY2005 128
  5. 5. INFORMATION TECHNOLOGY & STRATEGIC PLANNING DEPARTMENT SUMMARY Position Count FY 2004 FY 2005 FY 2006 Chief Information Officer 1 1 1 GIS Supervisor 1 1 1 IT Operations Supervisor 1 1 1 GIS Technician 2 2 2 Computer Systems Administrator 1 1 1 Business System Analyst I/II 1 2 3 Network Support Analyst 1 1 1 Records Services Assistant 1 1 1 Program and Systems Support Analyst 1 1 1 Total 10 11 12 Budget vs. Actual $2,500 Budget Actual $2,328 $2,000 $1,862 (in Thousand Dollars) $1,787 $1,500 $1,564 $1,427 $1,000 $1,007 $985 $823 $851 $500 $- 2002 2003 2004 2005 2006 Estimated Adopted Fiscal Year Information Technology FY 2004 FY 2005 FY 2006 and Strategic Planning Actual Budget Estimated Budget Labor & Benefits $ 1,011,271 $ 1,324,800 $ 1,340,587 $ 1,293,500 Travel and Meetings 7,769 7,400 7,097 17,600 General Office Expense 9,368 3,800 7,043 12,900 Equipment 304,521 425,800 351,886 812,800 Services 94,322 100,400 80,130 170,300 Training - - - 21,000 Total $ 1,427,251 $ 1,862,200 $ 1,786,743 $ 2,328,100 129
  6. 6. INFORMATION TECHNOLOGY & STRATEGIC PLANNING DEPARTMENT SUMMARY PERFORMANCE INDICATORS FY 2004 FY2005 FY 2006 Activity/Criterion (1) Actual Target Actual Target Strategic Plan Goals Completion - goals meeting performance expectations/total number of strategic plan 94.0% At least 90% 96.0% At least 90% goals Major Project Performance Cost - actual over budgeted Within 10% Within 10% 97.0% 96.5% cost of budget of budget Major IT Performance Schedule - actual over planned Within 10% Within 10% 95.0% 98.3% duration of schedule of schedule IT Help Request - number of help requests completed 85% by 85% by 78.0% 87.2% within 5 business days/total number of requests resolved due date due date 99% during 99% during Network - total operational network time per year 99.0% business 99.6% business hours hours GIS Completeness - number of drawings 95.0% At least 90% 76.3% At least 90% computerized/number of drawings filed Ongoing Records Retention - actual records meeting N/A 95% 97.2% 95% retention/actual records under retention (1) Actual initial measurement for 3rd and 4th Quarters of Fiscal Year 2004 130
  7. 7. Department: Information Technology Division: IT Chief Division: 2411 FY 2004 FY 2005 FY 2006 IT Chief Actual Budget Estimated Budget Labor & Benefits $ - $ - $ 83,516 $ 425,900 Travel and Meetings - - 1,269 9,100 General Office Expense - - 26 900 Equipment - - 40 225,200 Services - - 43,505 21,200 Training - - - 6,000 Total $ - $ - $ 128,356 $ 688,300 Division Mission The Mission of the Information Technology and Strategic Planning Department is two-fold. Concerning Information Technology, the primary goal is to utilize the best and most cost- effective technology solutions to enhance District performance and provide reliable and innovation services to the District. The Department will do this by employing industry supported solutions that are inherently reliable and effective. Regarding Strategic Planning, the mission is to provide a dynamic and common sense blueprint for the District that will guide the process of change to allow the District to meet its future challenges. This plan will be supported by an objective measurement process which will identify progress toward these goals as well as report on operational performance measures. Accomplishments – Fiscal Year 2004-2005 • Implemented new Financial Systems. • Implemented new Human Resources Systems. • Implemented Records Management Software. • Implemented Infrastructure Management System. • Implemented revised District Strategic Plan and Balanced Scorecard. Objectives – Fiscal Year 2005-2006 • Fully integrate the Otay Information System (OIS). • Implement summary billing. 131
  8. 8. • Identify and improve key District business processes that enhance customer service. • Ensure re-engineering efforts to use industry best practice models from both public and private sectors to foster competitive practices. • Implement Mobile Geographic Information System (GIS) and Global Positioning System (GPS) technologies including route planning for maintenance crews, meter readers and location based services. • Maximize the District’s business use of Web and mobile wireless technologies. • Continue to develop paperless processes. • Develop a user-friendly process for requesting legal services that encourage proactive use of services. • Revise the on-line legal services request form and include work request tracking information that links to the Otay financial information. 132
  9. 9. Division: IT Operations Division: 2421 FY 2004 FY 2005 FY 2006 IT Operations Actual Budget Estimated Budget Labor & Benefits $ 1,011,271 $ 1,324,800 $ 1,219,495 $ 541,100 Travel and Meetings 7,769 7,400 5,829 3,200 General Office Expense 9,368 3,800 6,875 7,900 Equipment 304,521 425,800 331,857 474,400 Services 94,322 100,400 36,500 141,600 Training - - - 10,000 Total $ 1,427,251 $ 1,862,200 $ 1,600,556 $ 1,178,200 Division Mission To provide highly efficient and progressive data and network services. Accomplishments – Fiscal Year 2004-2005 • Provided highly reliable network services. • Implemented numerous data and hardware improvements. • Developed comprehensive agency performance measures. Objectives – Fiscal Year 2005-2006 • Enhance the District’s Web Page and its links. • Provide secure and protected use of OIS information to employees on a 24-hour and mobile basis. • Perform cyber-security tests. • Implement a Business Resumption Plan (BRP). • Document and manage knowledge transfer for core business processes. • Update the District’s records management program. • Update the telecommunications infrastructure. 133
  10. 10. Division: GIS Division: 2431 FY 2004 FY 2005 FY 2006 GIS Actual Budget Estimated Budget Labor & Benefits $ - $ - $ 37,576 $ 326,500 Travel and Meetings - - - 5,300 General Office Expense - - 141 4,100 Equipment - - 19,989 113,200 Services - - 125 7,500 Training - - - 5,000 Total $ - $ - $ 57,831 $ 461,600 Division Mission To provide guidance and leadership in the management and utilization of District resources and services. Accomplishments – Fiscal Year 2004-2005 • Integrated Geographic Information System (GIS) and Infrastructure Management System (IMS) for highly informative and accurate District Infrastructure Databases. • Implemented easements as part of GIS database. • Migrated GIS Platform to an advanced database structure. • Evaluated and supported field hardware/software for GIS applications. • Maintained and updated potable facilities into the GIS. Objectives – Fiscal Year 2005-2006 • Integrate GIS Supervisory Control and Data Acquisition (SCADA) and modeling software into GIS applications. • Keep the facility data up-to-date through the Enterprise Wide Geo-Database. • Provide data quality assurance for Enterprise Wide Systems. • Resolve the majority of Parcel Manager Data discrepancies. • Leverage OIS/IMS integration for improved business decisions. 134
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