Okaloosa County BOCC — July 26, 2016 — Agenda Packet — reading text

Administrator SUBJECT: Geographic Information Systems The attached Geographic Information Systems performance based budget documents Packet Pg. 85  BOARD OF COUNTY COMMISSIONERS OKALOOSA COUNTY, FLORIDA SERVICE AREA: GENERAL GOVERNMENT DEPARTMENT/PROGRAM: INFORMATION TECHNONOLGY/GEOGRAPHIC INFORMATION SYSTEM PROGRAM DESCRIPTION: The purpose of the GIS Division is to plan, organize and manage the construction, operation and maintenance of the Okaloosa County fiber optic network system and associated telecommunications as well as all Geomatics and related technology activities to deliver an organized, shared geospatial-centric information infrastructure that enables our county to manage data and resources using a cost effective county-wide enterprise approach. REVENUE: Information Systems is funded within the General Fund. Supporting revenue of the General Fund are ad valorem taxes, state shared revenue, licenses, permits, charges for services, interest, other miscellaneous revenue and transfers from other funds. MAJOR ACCOMPLISHMENTS LAST YEAR:  Designed Project Management Process.  Managed 2015-2016 Okaloosa County Aerial Photography Project.  Developed key technologies to improve efficiency of county permit and inspection system.  Continued to improve county addressing system.  Worked with Property Appraiser to migrate their servers and systems to Shalimar Admin Bldg.  Continued to develop Property Appraiser website and associated system architecture.  Implemented EOC disaster recovery VMware offsite plan.  Implemented new OCWS subsurface utility database design, data merge process and standard operating procedure.  Began a comprehensive Public Works technology needs assessment.  Implemented Sentinel GIS Mosquito Control Software.  Mach Alert System integration and coordination for the City of FWB Fire Department.  Daily administration, management and maintenance of all GIS related hardware, software, over 192 geospatial datasets, websites, over 215 custom reports and various departmental personnel necessary to keep the enterprise GIS/IT related functions of the County operational and effective. PROGRAM GOAL: The goal of the GIS Division is to provide robust, user friendly access to “on demand” geospatial data and systems for critical government services that affect the citizens of our county and manage the county fiber optic / telecommunications network as a mission critical utility. Packet Pg. 86 KEY OBJECTIVES: 1. Continue to leverage key development environments to produce maintainable, highly effective software applications. 2. Create a highly available (HA) GIS/IT infrastructure to insure mission critical applications and data services are available 24x7. 3. Coordinate and facilitate interdepartmental and interagency cooperation to reduce duplication of effort and wasted resources. 4. Work with federal, state and local governments to create and facilitate cost-sharing strategies. 5. Increase efficiency of current staff by developing better GIS/IT tools to increase fiber optic outside plant operations and maintenance activities to help prevent communication outages due to fiber optic cuts and utility relocates. 6. Increase efficiency with technological innovation. PERFORMANCE MEASURES: Actual Estimated Proposed Performance Measures FY14/15 FY15/16 FY16/17 Websites 15 15 16 Websites hits 5,487,233 5,173,466 5,200,000 Input Websites page views 2,111,386 2,344,752 2,500,000 Geospatial data on demand (website throughput) 184.8 GB 343.4 GB 400 GB Ratio of work orders to staff (including 589 688 620 telecommunications) Output Ratio of managed datasets to staff (including 21 28 32 telecommunications) Websites total visitors 107,719 191,749 200,000 Efficiency Websites unique visitors 38,403 90,252 110,000 Managed geospatial datasets (supporting critical operations) 192 225 250 HISTORICAL STAFFING SUMMARY: Category FY14 FY15 FY16 FY17 Full-time Management & Professional 7 7 7 7 Full-time Operations & Trades 2 2 2 2 Total 9 9 9 9 Packet Pg. 87 EXPENDITURES: Expenditures Budget FY14 FY15 FY16 FY17 FY16/FY17 Increase/ Category Actual Actual Approved Proposed +/- Decrease Personnel Services $512,402 $569,912 $653,487 $653,804 $317 0.0% Operating Expenses $137,194 $77,297 $186,181 $145,431 ($40,750) (21.9%) Capital Outlay $31,797 $54,358 $0 $16,500 $16,500 0.0% Total $681,392 $701,567 $839,668 $815,735 ($23,933) (2.9%) ACCOUNTS: FY15 FY16 FY17 FY16/FY17 Increase/ Code Category Approved Approved Proposed +/- Decrease 10 Salaries & Wages $459,603 $492,190 $497,424 $5,234 1.1% 20 Benefits $133,250 $161,297 $156,380 ($4,917) (3.0%) 34 Contract Services $1,000 $86,000 $36,000 ($50,000) (58.1%) Provides funding for aerial photography project of SR123 and Eglin. 40 Travel & Per Diem $4,250 $4,500 $6,500 $2,000 44.4% Increase funding is for technical training. 41 Communications Services $7,000 $7,000 $7,000 $0 0.0% 42 Freight & Postage $150 $200 $200 $0 0.0% 44 Rent & Leases $1,500 $1,500 $750 ($750) (50.0%) 45 Risk Management Allocation $7,003 $6,090 $7,615 $1,525 25.0% Provides additional funding for increase insurance costs. 46 Repair & Maintenance $50,528 $52,156 $56,982 $4,826 9.3% Additional funding for the repair of vehicles and the department’s plotter. 47 Printing & Binding $200 $200 $200 $0 0.0% 49 Miscellaneous Charges $950 $0 $200 $200 0.0% 51 Office Supplies $1,500 $2,500 $1,500 ($1,000) (40.0%) Reduction of office supplied based on usage. 52 Operating Supplies $17,416 $21,535 $23,984 $2,449 11.4% Increase use of fuel. 54 Books/Pubs/Subs & Memberships $500 $500 $500 $0 0.0% 55 Training & Education Expenses $3,500 $4,000 $4,000 $0 0.0% 60 Capital Outlay $50,000 $0 $16,500 $16,500 0.0% Provides funding for server replacement and a new plotter. TOTAL $738,350 $839,668 $815,735 ($23,933) (2.9%) Packet Pg. 88  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: July 26, 2016 TO: Honorable Chairman and Members of the Board FROM: John Hofstad, County Administrator SUBJECT: Systems and Networks The attached Systems and Networks performance based budget documents Packet Pg. 89  BOARD OF COUNTY COMMISSIONERS OKALOOSA COUNTY, FLORIDA SERVICE AREA: GENERAL GOVERNMENT DEPARTMENT/PROGRAM: INFORMATION TECHNOLOGY/ SYSTEMS & NETWORKS PROGRAM DESCRIPTION: The Systems and Networks Division is divided into 4 Primary components. Network, Server, and Client Support, and Security. The Network Admin maintains the County Fiber Wide area networks and Local area networks to ensure proper functioning of network topology and routers to enable secure data and voice communication. Server staff configure and maintain Intranet/Email servers, approx. 90 database, file and application servers, Backup and Storage devices. Client Support serves fellow employees, Library staff and Public PC’s through a Helpdesk support system which add up to over 900 clients that continually access various applications. Security personnel will manage firewalls, Certificates, Anti-Virus software, Anti-Spam software and Audit information. REVENUE: Information Systems is funded within the General Fund. Supporting revenue of the General Fund are ad valorem taxes, state shared revenue, licenses, permits, charges for services, interest, other miscellaneous revenue and transfers from other funds. MAJOR ACCOMPLISHMENTS THIS PAST YEAR:  Completed Upgrade of Microsoft Exchange Office to version 2013, continuing moving to Office 2016.  Replaced legacy email devices with Barracuda Load Balancer devices.  Continued to expand current VMWare infrastructure. Replaced/upgraded 4 servers to Windows 2008/12 by physical or virtual means.  Expanded BCC wireless to the County Administration building.  Upgraded the