Technology Services Strategic Plan for Operational Efficiency

To promote, facilitate, and deliver operational efficiency through the selective use of technology by providing business process planning and implementation, business continuity, data integrity, security, and efficient service to fulfill organizational vision and goals set forth by the Henry County Board of Commissioners, the Courts, and related Constitutional Offices. Mission:

 population = 90,000  ~ 900 FTE’s  3 AS400’s, and 3 Windows Servers  15 Dial up Internet Accounts (Inetnow)  No County Web Site  No  30 Gigs of data throughout the County  Business processes extremely labor intensive, paper based, and redundant. Background

 2011 – population = 204,000  ~ 1300 FTE’s  7 AS400’s and 75 Windows Servers  Centralized, managed Internet  World Class Web Site, fully integrated with live data  Centrally managed system  60 Terabytes of data (60,000 gigs)  Business processes mostly electronic, but much work still exists to reduce redundant efforts, and streamline process efficiencies Background (continued)

 7 Total AS400 (iSeries) Servers – “Little Main Frames”  3 Active, 3 Passive (fail over), 1 Development  Costs = ~ $500,000 annually to maintain  Applications used being phased out by vendor  Support is hard to come by, and expensive  Technology has changed in the past 12 years AS400 Infrastructure

 125 Windows Servers by 2014  One Physical Windows Server = 30 Windows Servers  Entire infrastructure can be managed by 2 people  Support and skill set are abundant, and current staff maintains these skills.  Highly redundant, reliable, and flexible.  Costs = ½ of Current AS400 or $250,000 per year Virtualization / Windows

 Definition: ERP – Enterprise Resource Planning  Finance, Payroll, HR, Building/Development/Code Enforcement life cycle, Citizen Services  5 of 71 Departments Studied  Finance, Purchasing, HR, Building Permits & Licensing, Tax Assessor  Over $500,000 per year in wasted effort due to redundant, or inefficient business processes Efficiency Study

 Data Center Upgrades – Already in progress  3 Sites  Servers: move from AS400 platform to Virtualized Windows platform (already delivered)  Storage (Hard Drive Space): This is where the data lives. Planed for 5 year life cycle.  Network Upgrades (to support increased network bandwidth demand  Phone System (5 years + old now) Upgrades  Disaster Recovery, data continuity, integrity  “E-Discovery”: which is very helpful for our Legal Department performing instant searches of all data throughout the County when needed Hardware

 ERP: Enterprise Resource Planning  Finance, Auditing, Grants Management  Purchasing, Inventory, Asset Management  Human Resources  Permits and Licensing (Building and Business Licensing)  Planning and Development  Work Flow Management – Citizen and department work requests  Citizen Access – Transparency in government, requests, tracking requests, etc. Software (Administration) 18 months from time awarded

 Police RMS (Records Management System)  Replace AS400 software, with modern, windows based software  Increased capabilities, including integration with 911, mobile applications such as e-citations, accident reporting, incident reporting, GPS, and many more.  911 CAD (Computer Aided Dispatch)  Replace AS400 software, with windows based CAD solution  Include mobile CAD for SO, PD, Fire, Cities (cities pay for their software)  Include GIS / GPS (mapping and call routing) capabilities  Increased reporting capabilities Software (Public Safety) 18 months from time awarded

 Changing Business Culture  Communication is key: Why we’re here today!  Buy-In and Cooperation from ALL Stakeholders Essential  Board of Commissioners and Constitutionals  County Management, Division Directors, Department Heads  All users (all employees, and ultimately citizens)  Feedback and modifications of the Plan as needed  Adoption of the Plan (set schedule) by the BOC  All Departments will be required to participate in business process reviews, identifying at least 2 decision makers with authority to make decisions, and communicate with their department.  Implementation of the Plan, including installation, data migration, integration, delivery, training, and ultimately Adoption by All Departments, and end users. Change is Painful

 October 2011: Communicate the need, proposed solution, and schedule to deliver  October-November 2011: RFPs for Storage and Software (Servers already done)  October-January 2012:  Installation of Hardware  Acceptance of recommendations of software selection by BOC  Begin Business Process Review and Discussions with each Department  January-July 2012:  Installation of Software (ERP, PD, 911)  Training of new software begins, and continues  Software integration with 3 rd party software components  July - January 2013:  Implementation  Training - Culture Change  Dual Systems running and in production  July 2013 – January 2014:  Acceptance of new system by departments (Sign Off)  De-commission AS400’s Estimated Schedule

 Overall Expenses for entire project = $3.5 million  5 Years + Life for Hardware  10 Years Life for Software  $1.3 million = Infrastructure improvements for servers, storage, network phone system  $2 million = Software, including implementation, training, data migration, etc.  Maintenance = $200 K / year for first 5 years  Cost per employee = ~ $512 per year Expenses

 Savings – AS400 Infrastructure = $500K per year  Savings – Improved Efficiency (5 departments studied = $500K per year) Estimate for all departments $2.5 Million per year)  Savings less cost – First 5 years = $15 Million (less costs = $3.5 million) =  NET GAIN = $11.5 Million Return on Investment

 Please support this plan, through the County Manager’s office  Executive Level Support is Key to Success Action Items

Questions?