Saving Money Through IT 2012 ACAA Conference

What is Information Technology (IT)  The field of engineering involving computer- based hardware and software systems, and communication systems, to enable the acquisition, representation, storage, transmission, and use of information.  (IT) is dependent upon being able to cope with the overall architecture of systems, their interfaces with humans and organizations, and their relationships with external environments.  It is also critically dependent on the ability to successfully convert information into knowledge.

Examples of IT  Computers  Servers  Phones  Networks  Security (Network and Physical)  Policies and Procedures

Cloud Based Services  Google Docs - word processor, spreadsheet, , calendar, etc.. Approximately $5 per user per month  Microsoft 360 – Same products as above Approx. $15 per user per month 1. No severs 2. no software 3. no maintenance 4. no worries about backups & retention  Off site backup sites – approximately $1 per GB of data

Networks  Simple Network - Two computers and a printer (No need to buy two printers) share the printer on the network  Two computers, a printer, and a scanner (use the scanner to create electronic files for ease of filing and searching. Less time to look up information for the public or auditors.)  Complex network covering multiple departments – collaboration of data and information (GIS, accounting, , backups)

Cloud Based Services (cont’d)  Records Management – SaaS (Software as a Service) no servers to maintain Docs available anywhere there is Internet access. So an expensive computer is not required.  Cloud Based VoIP phone services – approximately ½ cost of major phone carrier

Who & Why on VoIP  Providers of VoIP: AT&T, Vonage, etc  Providers such as Skype  Digital communications which means clarity on calls, send/receive fax via to/from computer  Less expensive than traditional phone service with more features

VoIP – Voice over IP IP Network Data Voice Video Streaming Videoconferencing PA (Intercom) Video Monitoring Building Controls Clocks and Bells

VoIP Local Government VoIP Users in North Alabama  Limestone County  City of Athens  Limestone County Sheriff’s Department  Morgan County  Morgan County Sheriff’s Department  City of Decatur  City of Madison  City of Huntsville  City of Florence  Florence Utilities  Decatur Utilities  Madison County District Attorney’s Office

What is Virtualization  The server administrator uses a software application to divide one physical server into multiple isolated virtual environments. Basically one physical server is divided into multiple servers by the virtualization software.  Providers: VMware., Citrix, to name a couple but can also use the Cloud.

Virtualization  Multiple servers migrated to 3-4 servers 1.Savings on power consumption 2.Easier to administrate, 3.Requires less backup units, 4.Redundancy built-in 5.Centralized data (Easy to administer, patch, update, & SECURE) This is not for everyone. 15 or more servers and it will pay for itself. Limestone County is migrating to a virtualized environment. We have moved from 16 servers to 4 servers. Cost savings: $348,000 over 5 years

What Happened In Limestone County? Initial savings of $2,000 per month / $24,000 per year on VoIP install Implemented video arraignment/eDocs and able to: Reallocate $34,939 per year / $ per week and lowered county liabilities by eliminating transfer of Adult prisoners for arraignment. (Based on 10 hearings per week average.) This reduced the arraignment process from 3.5 hours and 2 jailers down to approximately 30 minutes and a single jailer. Reallocate $34,180 per year plus 110 miles of travel per Juvenile hearing. (Based on 1 hearing per week.) Reduce arraignment time from 4 to 5 hours down to approximately 15 minutes We moved from 22 servers to 4 servers. Cost savings: $348,000 over 5 years

Social Network Sites Use these free services to send information to the Public or your employees. (Beware of privacy issues and ownership)  Facebook  Twitter  YouTube  Create a Website – can have it hosted for as little as $12 per month

Help with IT  Partnerships with other Counties and cities  Reach out to ACCA  Reach out to NACo

Q&A David Freeman