1 IT Governance 2006 Strategy/Business Case Presentation Department of Human Services

2 Business Case Definition Department of Human Services Department of Human Services Computer Replacement/Modernization Project Why Should This Business Case be Funded? – Achieves County Goal HH2: Ensure universal access to timely and accurate service information and community resources DESIRED OUTCOME Improves information accessibility regarding available health and human services by expanding direct linkages to vital services, resources and information through a user friendly computer network. –Achieves County Goal ES4: Capitalize on technology to improve service, increase efficiency and provide greater information access and exchange DESIRED OUTCOMES Provides for a smart, coordinated IT investment and and major IT purchases to achieve economies of scale. Allows the Department greater access to available, reliable systems and helps modernize the County computer network by removing old technology (Mainframe and old PCs), and by bringing online machines that can be managed by today's remote access technology. Newer equipment also enhances the County’s and the Department’s computer system reliability. Improves County processes through information technology by enabling the Department to create and process Departmental and County forms online; access and produce reports on-line; and improves the integration of Department and Countywide systems.

3 Business Case Definition Department of Human Services Department of Human Services Computer Replacement/Modernization Project Why Should This Business Case be Funded? –It Has a Clear and Verifiable Payback Provides for the elimination of obsolete mainframe technology, yielding savings by eliminating the costly charges for maintaining data circuits and old mainframe and terminal hardware. Expands network access to all direct service staff, allowing for direct access to client data, online record updates, on-line reporting, enhanced communication between staff via , and availability of information that will help staff better serve the clients. The Department benefits when staff providing services are able to see and utilize information in real time in order to make the best plans and arrangements for clients. Eliminates the inefficiency of staff having to write up information for later data input by a third party. Real time data entry from the staff desktops also helps with greater contractual reporting compliance when funding agencies are involved, and strict contract compliance helps the Department when contracts come up for renewal.

4 Business Case Definition Department of Human Services Department of Human Services Computer Replacement/Modernization Project Why Should This Business Case be Funded? – It Sustains the Organization Departmental business functions require efficient and effective reporting and desk top based in-house systems to operate. The Department is also increasingly required to utilize new on-line systems, which put more demands on the personal computers accessing them. Slow computer response time and system lock-up result in time wasted and lower productivity. Older computers get bogged down trying to handle these new applications, if they can be used at all. Ultimately, replacing these old computers enhances productivity by allowing the users to process more transactions more rapidly. Replacement of obsolete and/or inoperative IT hardware and software and adding new network connections is critical to allow this Department to continue to provide services and administrative controls in a period where its resources are being increasingly reduced. The Department's equipment has an approximate five year life cycle. In order for it to continue to be effective and competitive in the current IT environment, the Department of Human Services staff must continue to have equipment that is adequate to perform the tasks assigned to them. Staff that provides the Department's support services need efficient computers to effectively interact with the various information, reporting, and payment systems the Department uses to insure its customers receive the service they expect in a timely, accurate and professional manner.

5 Business Case Definition Department of Human Services Department of Human Services Computer Replacement/Modernization Project –Describe the Problem Many Departmental offices still rely on mainframe terminals and printers. MetroNet connectivity at many of these sites throughout the County only goes to the supervisor, and not the service delivery staff. The Department is still utilizing many Pentium II class computers that need replacement. This is a maintenance of effort requirement in order to keep the Department competitive in the IT environment, and a continuation and expansion of its technology infrastructure and modernization project to its offices and service areas that were only minimally impacted in its first phase, which was begun in FY , and has been unfunded since FY – Proposed Solution The Department is requesting funding to allow it to replace obsolete personal computer equipment, approximately 20% of its personal computer inventory. This will enable it to replace it’s mainframe terminals and printers and eliminate this obsolete technology, expand network connectivity to service delivery staff, provide computers to staff who have not had them available, and update equipment for staff who rely on efficient technology to carry on the critical business functions of the Department.

6 Business Case Costs Department of Human Services Department of Human Services Computer Replacement/Modernization Project –The Department is requesting $500,000 for this project in FY These funds will provide for approximately 250 Personal Computers, 75 Laser Printers, 175 Inkjet Printers, MS Office software, ongoing software licensing, and ETSD technical support for the project through an SLA. This equipment will allow the Department to finally eliminate all mainframe terminals and mainframe printers currently in use in the Department. –This project would be funded by the IT Governance Committee. Some additional expenditures for cabling needed to replace mainframe terminals and printers is expected to be funded by cost savings realized by eliminating charges associated with mainframe data circuits and mainframe hardware maintenance. –The work of the Department of Human Services is helping to provide services to the neediest citizens of Miami-Dade County. When faced with budget choices for General Fund dollars between maintaining services to its clients and funding technology, services to the client will always take precedence. Funding must come from the IT Governance Committee if the Department is to expect to maintain its level of functioning in the County’s IT environment. While the Department feels it would be in the best interest of the County to fund the entire request and allow it to complete its stalled modernization project in FY , it realizes that all the competing demands for funds may require incremental funding of this project.