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City of Jacksonville Information Technologies Division Cost Allocation Model
July 2013
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COJ – ITD Cost Allocation Model
About Jacksonville 1968 – Consolidated City, County 840 square miles Largest city by area in contiguous US 125 square miles of navigable waterways Population – 827,908 11th largest city by population City Government – 8,000 employees FY13 Operating Budget - $945M 11/13/2018 COJ – ITD Cost Allocation Model
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St. John’s River flows through it all…
11/13/2018 COJ – ITD Cost Allocation Model
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COJ – ITD Cost Allocation Model
You May Recognize Us… 11/13/2018 COJ – ITD Cost Allocation Model
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Four Seasons in Jacksonville, FL
Winter Spring Summer Fall 11/13/2018 COJ – ITD Cost Allocation Model
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INFORMATION TECHNOLOGY
Government Structure State County City County MAYOR Library Clerk of Court Supervisor Elections State Attorney Technology Salaries Technology Sheriff City Departments Judges/ Court Tax Collector Public Defender INFORMATION TECHNOLOGY Property Appraiser Boards & Commission School Board JEA- Electric JAA - Aviation JTA- Transportation JPA- Ports City Council (19)
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COJ – ITD Cost Allocation Model
City of Jacksonville - Information Technology Infrastructure – Architect, design, secure, build/buy and manage/support 24 X 7 technology support Emergency Operations Center support 6500 desktops/laptops Radio towers, radio equipment, 10.5K radios Fiber Infrastructure Connectivity between 220+ City locations 6000 Telephones, Cell phones, network devices Data Center – Ed Ball and JFRD Applications - Architect, design, build/buy and integrate/support 300+ applications Mobile apps Website, Intranet 25 active projects 11/13/2018 COJ – ITD Cost Allocation Model
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Balancing Act All Expenses in ITD have to be recouped with a chargeback model Cost Allocation/Billing is a balancing act There is a cost for IT services Preferred method: Bill by usage for all IT services Expenses related to billing have to be recouped Goal is to provide transparency and billing fairness with the least amount of operating expense
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Our Current Model Direct billing to agencies for specific charges
Example: Software Maintenance agreements Telecom, Radio charges billed out by device counts Application Support and development charges billed out by hours Infrastructure charges – Network, Desktop based on pooled expenses then billed by PCs Challenges: Too many charges are pooled and allocated by PCs Lack of transparency Not very defendable Does not give customers insights into their real charges Customers cannot control their technology charges
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Cost Allocation Due Diligence
Talked to 25+ cities and counties Narrowed it down to Seattle and Tacoma’s models EA’s worked on a method to breakdown costs by Products and Services Created a more transparent DRAFT Cost allocation model based on Seattle and Tacoma’s models
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Concepts for Proposed Model
Direct Bill as many items as possible Maintenance contracts, specialized systems, record storage, etc. Calculate total cost of Enterprise systems (not all 300+) and bill , Oracle HRMS, FAMIS, JAXPRO, Citrix, TAS, EIS, etc. Includes Labor, Hardware (network, server), Software, Maintenance Bill by # of employees benefiting from the applications Bill by “items” should be meaningful and controllable by customers Ex. boxes, Phones, Data circuits, Ports, # of Employees, etc. NEW** - All items to include a sustainability charge directed to a new fund for technology refresh similar to our current PC Refresh
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System Charges
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Cost Model Unit Sources
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Service Catalog
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Sample Customer Cost Allocation
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Next Steps & Discussion
First year with new model Work in progress, collect feedback and improve model each year moving forward Parallel Billing for all agencies Continued reduction of pooled costs
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COJ – ITD Cost Allocation Model
Contact Information Enterprise Architecture Group City of Jacksonville, Fl (office) 11/13/2018 COJ – ITD Cost Allocation Model
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