1. Committee on Information Technology
October 16, 2008

2. Agenda Approval of Minutes COIT Director’s Report
Sub-Committee Memo
Planning & Budget Schedule
GIS Data Sharing Policy
Equipment Study Findings and Recommendations
Public Comment

3. COIT Directors Report COIT Sub-Committee Memo
COIT Planning & Budget Schedule

4. COIT Planning & Budget Schedule
The Planning & Budgeting Subcommittee is recommending a two step process
COIT Planning Process
Departments to update Plans Nov – Dec 2008
Plans reviewed by COIT in Jan 2009
COIT Budget Process
Departments to submit Budget requests in Jan 2009
Analysis of budget requests in Feb – Mar 2009
COIT to have 2 full meetings in April 2009 to review and approve budget recommendations

5. GIS Data Sharing Policy

6. COIT Technology Equipment Study
Findings and Recommendations
Refresh Options
Green Policy
PC Equipment Purchase and Lease
Equipment Management Tools
Servers and Application

7. Technology Equipment Study
Equipment Inventory Findings
31 departments surveyed (~90% of employees)
27 departments responded to PC survey
19 departments responded to Sever and Application survey
16,500 PC’s reported
825 Servers reported
213 mission critical (<1 day) reported
Refresh Recommendations
Laptops – 36 months
PC’s – 48 months
Servers – 60 months (highly variable)

8. Technology Equipment Study
Green Policy Recommendations
All departments should evaluate procuring EPEAT Gold equipment when feasible.
OCA to provide COIT with an annual report on PC procurements via the Technology Store with EPEAT levels by department.
City should require PC vendors to provide Green disposal of old equipment.
PC equipment should be configured to automatically save energy

9. Technology Equipment Study
Purchase vs. Lease
A number of smaller and general funded departments have old equipment (4+ yrs) and inadequate funds to replace equipment.
Aging equipment increase support costs and reduces employee productivity.
COIT PC Lease Program: Departments should evaluate taking advantage of the PC Lease program sponsored by COIT.
Departments of sufficient size and/or complexity should evaluate the cost and benefits of their own purchase/lease program.

10. Technology Equipment Study
Equipment Management
Findings
Only 3 of the departments surveyed had writing policies regarding PC management
City departments are currently using ~10 different tools to track and manage PC equipment.
Recommendations
Departments should provide COIT with an annual Inventory Management report (hardware and software).
COIT should provide an equipment management tool to departments upon request.
Departments should implement Equipment Management policies or adopt a standard policy developed by COIT.

11. Technology Equipment Study
Server and Application Recommendations
VM (Virtual Machine) Solution needs to be considered as a possible solution to maximize server capacities and reduce excess hardware procurement and management costs.
Key Application Business Continuity Plan: Any server application identified as either “Critical” or “High” in importance, needs to have a Business Continuity Plan (BCP) established and tested by departments.