1. 1 Budget Study Session FY 2011-12 Information Services Department (ISD) – Internal Service Fund (ISF) May 26, 2011

2. 2 Information Services Dept – ISD Department Overview Mission Statement & Core Services Functions/Programs Organization Charts Full Time Equivalents Staffing Reductions Services Metrics ISD as Internal Service Fund M&O Reductions Consultants Fund Summary & Proposed FY 2011-12 Budget Comments & Questions

3. 3 ISD Department - Department Overview Mission Statement To provide leadership in information technology, with a focus on providing strategic direction on technology issues, leading technology innovation initiatives, while responsibly managing the City’s technology infrastructure, and applications and maintaining the highest level of reliable service to the community. Core Services ISD is a central support department providing information technology services and policy to all City Departments and related agencies. These include computer applications, infrastructure as well as public safety radios and mobile phones.

4. 4 ISD Department - Department Functions  Applications –GIS –Permits/ Licenses –HR/Finance –Document Mgmt –Web Development –Help Desk  Infrastructure –Operations/ Security –Project Management –PC Services –Telephone Services  Wireless Comm. –Radio –Mobile Phones

5. 5 ISD Department - Department Organization (1 of 4) Administration (4) Application Services (26.1) Infrastructure Service (23.4) Wireless Comm. Services (8) Total: 61.5 FTE’s (Includes Hourly's)

6. 6 ISD Department - Department Organization (2 of 4) Application Services (1) Geographic Information Systems (GIS) (5.5) Permits / Licenses (CSI) (3) HR/ Financials (4) Web Develop, FileNet, Help Desk (11 ) Public Safety (0.6) Geographic Information Systems – GWP (1) Total: 26.1 FTE’s (Includes Hourly's)

7. 7 ISD Department - Department Organization (3 of 4) Infrastructure Service (1) Operations / Security Services (5.4) Project Mgmt (1) PC Services (13) Telephone Services (Land Phones) (3) Total: 23.4 FTE’s (Includes Hourly's)

8. 8 ISD Department - Department Organization (4 of 4) Wireless Communications Service (1) Public Safety Radios (5) Commercial Wireless (2) (Mobile Phones) Total: 8 FTE’s (Includes Hourly's)

9. 9 ISD Department Full Time Equivalents - FY 2011-12 Upper Mgmt Mid-Mgmt * Non-Mgmt Hourly FTE TotalFTE Applications Div. 1.666.9311.347.5027.43 Infrastructure Div. 1.677.7313.332.0024.73 Wireless Div. 1.670.3407.330.0009.34 Total FTE 5.0015.0032.009.5061.50 * Mid-Mgmt includes 10 profession/technical working staff.

10. 10 ISD Department Proposed FY 2011-12 Budget Adopted Budget FY 2010-11 Proposed Budget FY 2010-11 Increase/Decrease $% Application Support Fund $6,516,756$6,385,010$(131,746)(2.0%) Infrastructure Fund $4,669,075$6,070,179$1,401,10430.0% Wireless Communication System Fund $3,669,936$4,706,898$1,036,96228.3% Total $14,855,767$17,162,087$2,306,32015.5%

11. 11 ISD Department – Applications Division Service Metrics GIS 26 Users Permits 511 Users Human Resources 2,324 Users Finance 560 Users Document Mgmt. 948 Users –1.8M Documents Web Development –101,000 hits/month City Website Help Desk –480 Calls/Mo. –1,130 Tickets/Mo. –User Satisfaction Averaged 98.5% Last Year

12. 12 Adopted Budget FY 2010-11 Proposed Budget FY 2011-12 Increase/(Decrease) Total Est. Revenue $5,935,435$5,561,945(373,490) Salaries$1,688,221$1,734,248$46,027 Hourly Wages 959,783945,001(14,782) Overtime122,53650,000(72,536) PERS309,075419,570110,495 Benefits267,519408,537141,017 M&O2,594,6221,780,666(813,956) Transfers575,000600,00025,000 Capital Outlay 0446,988446,988 Total Appropriations $6,516,756$6,385,010($131,746) Surplus/(Use of Fund Balance) ($581,321)($823,065)($241,744) ISD Department – Applications Division Fund

13. 13 ISD Department - Infrastructure Division Service Metrics PCs/laptops 1,860 Printers (Multi-use) 175 Copiers 55 Servers 252 Network Devices 231 Storage Area Networks 5 Land Phones 1,890

14. 14 Adopted Budget FY 2010-11 Proposed Budget FY 2011-12 Increase/(Decrease) Total Est. Revenue $4,695,515$5,426,926$731,411 Salaries1,574,1811,732,694158,513 Hourly Wages 208,355203,288(5,067) Overtime45,00065,00020,000 PERS233,131303,17570,044 Benefits303,015464,181161,166 M&O2,305,3933,273,341967,948 Transfers000 Capital Outlay 028,50028,500 Total Appropriations 4,669,0756,070,1791,401,104 Surplus/(Use of Fund Balance) $26,440($643,253)($669,693) ISD Department - Infrastructure Division Fund

15. 15 ISD Department - Wireless Division Service Metrics Radios1,813 Wireless Data 395 Wireless Phones 575 Satellite Phones 7 Pagers 97 Audio/PA Systems 19 Vehicle Location 24 Wi-Fi Network 255

16. 16 Adopted Budget FY 2010-11 Proposed Budget FY 2011-12 Increase/(Decrease) Total Est. Revenue $3,408,634$3,444,847$36,213 Salaries824,784819,492(5,292) Hourly Wages 063,30963,309 Overtime13,80140,97827,177 PERS92,168134,33842,170 Benefits154,743245,63890,895 M&O2,184,4402,339,143154,703 Transfers0275,000275,000 Capital Outlay 400,0001,064,000664,000 Total Appropriations 3,669,9364,706,8981,036,962 Surplus/(Use of Fund Balance) ($261,302)($1,262,051)($1,000,749) ISD Department - Wireless Division Fund

17. 17 ISD Department as Internal Service Fund FY 09-10FY 10-11FY 11-12 Hybrid General Fund and Internal Service Funds – 9 “Budget Buckets” Consolidated into 3 Internal Service Funds (one for each Division) – 3 “Budget Buckets” 2 nd Year of ISF Structure with greater data accuracy. In FY 10-11 consolidation transferred seven (7) IT staff from other departments into ISD. In FY 11-12, one (1) additional IT staff proposed to be transferred from Police to ISD.

18. 18 ISD Department Staffing Reductions Staff Reductions: –Total Position Decreases: -1.0 –Total Position Transfers: +2.0 –Total Hourly FTE Reductions: -1.5 –Total Net Reductions:-0.5 Vacancies: –Total Vacant Position : 4.0 Security Manager PC Supervisor Sr. Network Analyst PC Specialist

19. 19 ISD Department ISD Department M&O Cost Reductions Telephone Costs Reduction in FY 10-11, 52% reduction Citywide – From $782,000 to $375,000 (saving $407,000 annually) – No reduction in vendor service levels – Enhancement of 4-digit dialing for most City locations – Savings passed on to all City Departments

20. 20 ISD Department M&O Cost Reductions Annual Support Contract Reductions – CSI deferred 5% of $121,600: $6,080 – CSI deferred 5% of $121,600: $6,080 – ORACLE deferred 3% of $397,454: $19, 973 – ORACLE deferred 3% of $397,454: $19, 973

21. 21 ISD Department M&O Reductions CAD/RMS System Upgrade Savings – Negotiated Upgrade of Police CAD/RMS to Modern System – Negotiated Fixed Price including Data Conversion – Saved Estimated $1.1M in New Software Costs – Enhanced System Capability – Enables Glendale to be Regional Police Dispatch

22. 22 ISD Department - FY 2011-12 ISD Department Consultants - FY 2011-12 Consulting: Capital PartnersISD Rate Study$ 25,000 UISOLSmart Grid Architecture RFPs$160,000 Services: AgilysisStorage Area Network Relocation$118,000 Lumen21Monitor City Network 24X7$100,000 Lumen21Monitor & Maintain AMI Backhaul 24X7$914,000 MythicsClarion SAN Configuration$ 49,760 RightMindOracle DBA Services$240,000

23. 23 ISD Department Accomplishments in FY 10-11 Applications Division City Attorney – –Provided Technical Assistant for Claims Management System Community Recreation & Parks –Integrated HR System with Park’s Safari (class reservation system), eliminating manual entry for several instructors’ payment process Community Planning – –Implemented Permits System for Building & SafetyFinance –Integrated HR System with B of A system for payroll eliminating manual processes Fire – for Certification –Completed Fire Pre-Plan Phase I for Certification Police – –CAD/RMS Upgrade - Negotiated Contract & Obtained Approval Citywide – – –Enterprise Portal - Negotiated Contract & Obtained Approval – –Radios - Maintenance Mgmt. –- Negotiated Contract & Obtained Approval – –Launched MyGlendale, a mobile application for citizen reporting – –Launched City Connections, an eMail Newsletter

24. 24 ISD Department Accomplishments in FY 10-11 Infrastructure Division GWP Smart Grid –AMI Backhaul –Implemented Storage Area Network with Remote Replication –Completed Smart Grid Architecture & Roadmap –Established 24X7 Backhaul Monitoring and Maintenance Citywide – –Established 24X7 City Network Monitoring –Designed Enterprise Back-up and Issued RFP – –Executed CalNet II Contract – –Implemented Internal 4-digit dialing – –Acquired and Implementing replacement of 150 oldest PCs in City

25. 25 ISD Department Accomplishments in FY 10-11 Wireless Division Installed City Council Chambers Audio Visual and Control Systems Conducted Audit of land-line Telephone Billings Hardening of ICIS Communications Sites (Ongoing) Implementing ICIS System Narrow Banding Project (23 Sites) Implemented Police Helicopter Video Downlink Provided Communications Support for Presidential Visits and City Election Provided Voting Member of LA-RICS Proposal Evaluation Committee Installed Emergency Backup Radios for Police Communications Center

26. 26 ISD Department Future Projects in FY 11-12 Applications Division Police –Police CAD/RMS Upgrade – –Add Police weapons to Asset Module – –Assist with TeleStaff ImplementationFinance – –Develop Tuition Tracking Bolt-on (Audit Directive) – –Develop Catastrophic Bank Bolt-on (Audit Directive) GWP Smart Grid – –Enterprise Service Bus – –OMS/DMS System – –Data Model for Smart Grid Citywide – –Add landlines (desk phone) information to Asset Module –Renovate City Website –Develop City Enterprise Portal Public Works – –Implement CityWorks for Work Order Processing – –Integrate ID Badge System with PeopleSoft HR System

27. 27 ISD Department Future Projects in FY 11-12 Infrastructure Division Smart Grid –Provide IT Infrastructure for: OMS/DMS CityWorks Work Orders Design Build-out of Tropos Network for Smart Grid Citywide –Implement Enterprise Back-up –Implement new Building Wiring for Civic Center –Renovate City Active Directory –Continue Upgrade of City PCs –Continue Upgrade of City Network –Migrate ISD Processes to Comply with ITIL

28. 28 ISD Department Future Projects in FY 11-12 Wireless Division Develop Strategic Plan for Citywide Tropos Wi-Fi Network Continue Hardening of ICIS Communications System –Generator and HVAC at San Augustine & Generator at Civic Center Master Site –Battery Plant at San Augustine –Glendale Microwave Backbone –ICIS Microwave Looping project Upgrade ICIS Master Site (Core) from Astro25 v7.7 to v7.9 Implement New ICIS Project 25 Simulcast Site at Pomona Emergency Backup Trunking System for Glendale

29. 29 ISD Department Internal Service Fund Budget Adopted Budget FY 2010-11 Proposed Budget FY 2011-12 Increase/(Decrease) Salaries$4,087,186$4,286,434$199,248 Hourly Wages 1,168,1381,211,59843,460 Overtime181,337155,978(25,359) Benefits725,2771,118,356393,079 PERS634,374857,083222,709 M&O7,084,4557,393,150308,695 Transfers575,000600,00025,000 Capital400,0001,539,4881,139,488 Total$14,855,767$17,162,087$2,306,320 ISD Service Charges $12,768,402$13,558,718$500,133 Other Revenue 1,271,182875,000(396,182) Surplus/(Use of Fund Balance) $816,183$2,728,369$1,912,186

30. 30 ISD Service Charge General Fund & All Other Funds

31. 31

32. 32 Equipment Re-Fresh Cycles EQUIPMENTQUANTITY AVG COST CYCLE TOTAL COST YEARLY COST PC's1,860$1,9297$3,587,052$512,436 Printers (Single)0$5000$0 Printers (Multi)175$4,7835$834,698$166,940 All-In-One88$4505$39,599$7,920 Fax66$4505$29,699$5,940 Scanners0$10,4215$0 Copiers55$3,4023$561,327$187,109 Plotters14$13,40810$187,718$18,772 Phones1,890$20010$378,000$37,800 Phone Switches13$38,92310$506,000$50,600 Servers252$20,0008$5,048,452$631,057 Routers18$18,4006$331,200$55,200 Switches205$1,9876$407,300$67,883 Cabling1,800$12515$225,000$15,000 SAN GWP / V-Max2$1,250,0008$2,500,000$312,500 SAN PD / CLARiiON2$296,2388$592,475$74,059 SAN ISD / CLARiiON1$290,0008 $36,250 Infra. Appliances8$50,0005$400,000$80,000 Perkins AC2$60,00015$120,000$8,000 Perkins UPS1$100,00020$100,000$5,000 TOTAL $16,138,520$2,272,465

33. 33 Actual Annual Funding of Refresh Cycle FY 04/05FY 05/06FY 06/07FY 07/08FY 08/09FY 09/10FY 10/11FY 11/12 $675,000 $950,000$840,000$802,000 $774,466 $1,638,152 Our infrastructure replacement funding should be greater than $2M per year, but funding has been about $800K annually in recent years.

34. 34 Infrastructure Projects FY 11-12 PC's385,704 Printers (Multi)23,917 All-In-One2,250 Fax2,250 Scanners52,103 Phones3,400 Phone Switches38,923 Servers200,000 Switches21,855 Cabling3,750 Unified Active Directory Architecture250,000 SAN Capacity Expansion67,000 Centralized Backup & Restore587,000 Total $ 1,638,152

35. 35 ISD Department Questions and Comments