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Resolution Adopting the City Fiscal Year (FY) 2013-2017 Information Technology Strategic Plan 11-2013.pdf

Resolution Adopting the City Fiscal Year (FY) 2013-2017 Information Technology Strategic Plan 11-2013.pdf

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Published by L. A. Paterson
Carmel City Council Agenda Item
Carmel City Council Agenda Item

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Published by: L. A. Paterson on Nov 02, 2013
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11/08/2013

pdf

text

original

 
171
To:
From
Submitted by Subject
CITY OF
CARMEL-BY-THE-SEA Council
Report
November
5,
2013
Honorable
Mayor
and
Members
of
the
City Council Jason
Stilwell
City
Administrator
Susan Paul,
Administrative
Services
Director
Consideration
of
a Resolution Adopting the City
Fiscal
Year
FY)
2013-2017
Information Technology Strategic
Plan
Recommendation s):
Adopt the attached Resolution
Attachment
}
adopting the City s
FY
2013-2017
Information Technology Strategic
Plan
Attachment II}. Executive Summary:
In
January
2013
the City Council adopted the development
of
an
Information Technology and Interactive Government Project
as
one
of
its key initiatives
for
the year.
To
accomplish this initiative staff engaged in a Strategic Planning process
that
began
in
March
2013.
The
process included a series
of
interviews
with
elected officials and staff.
In
April the City s leadership team participated in a series
of
workshops
to
define how information technology
can be
used
to
effectively and efficiently support the City s daily functions, increase transparency and prepared the organization
to
meet changing services. The
draft
IT
Strategic Plan Working Document
Attachment Ill)
was presented in a public workshop on September
9,
2013
was
posted on the City s website and three additional public workshops were conducted
for
the purpose
of
receiving public comment. The document presented
for
adoption reflects the results
of
the planning process and includes the City s vision
for
Information Technology
IT),
guidi
ng
principles, definition
of
key goals, strategic objectives, and initiatives
to
be
addressed over the next five years.
Analysis/Discussion:
The City s Information Technology
{IT) has
not
been updated in many years. Most business functions are either performed manually
or
rely on outdated applications
that
are difficult
to
support. Existing systems are unreliable and unable
to
collect and aggregate data
for
analysis and
report
i
ng
. The
FY
2013-2017
IT strategic planning process began in March
2013
with
a technical assessment
of
the City s
IT
infrastructure. Following the assessment a series
of
interviews and internal working team meetings were conducted
to
1
 
172
define the City s
IT
needs currently and into the future. Four public input workshops were conducted and the Draft
Plan
was posted on the City s website
for
comment and feedback. The collaborative strategic planning process yielded important insight
that
led
to
prioritizing core infrastructure projects ahead
of
the more exciting web enabled applicants.
The
IT
plan goals and objectives were developed using the Balanced Scorecard Methodology. The B
ala
nced Scorecard
is
a management system
that
enables organizations
to
clarify
their
vision and strategy and translate them into action.
t
provides feedback around both the internal business processes and external outcomes in order
to
continuously improve strategic perspective and
re
sults.
The
2013-2017 Information Technology
IT)
Strategic
Plan
provides a framework and road map
to
create alignment
with
the City s goals, the Adopted Budget and department needs.
Key
objectives
of
the
Plan
include: Establishing a City wide direction
for
IT
services Supporting open government through this transparency, accountability and collaboration Empowering everyone by providing
access
to
IT so
lutions anytime/anywhere Decreasing the City s environmental
footprint
Goals
of
the
IT
plan include:
Easy
access
to
information (anytime/anyplace)
IT
applications designed
to
encourage collaboration
and
communication between internal and external users Processes and procedures
to
manage and track the
IT
investment Streamlining business processes and enabling
an
outcome based accountable approach
to
service delivery • Provide staff
with
tools and training
that
enable them
to
work
collaboratively
to
provide internal and external customers the required level
of
support The plan identifies the estimated costs
of
the key initiatives/projects. While the plan sets forth the
IT
needs and projects over the next five years. Annually, the
IT
plan will
be
align
ed
with
the
City s goals and objectives, the implementation road map
will
be
reviewed and kept current and annual budget
for
IT
will
be
developed. 2
 
173
Key
to
the
success
of
the
Plan
is
its implementation
and
expert technical
assistance
will
be
needed. Staff will return
on
a future
Agenda
with
an
implementation consulting contract.
iscal
Impact: Budgeted yes/no)
Immediate infrastructure
projects {financial system, payroll,
HRIS,
website updates and Granicus)
were
included in
the
FY
2013-14 budge.
-Estimated
FY
2013-14 expenditure 135,000-
Previous Council Action/Decision History: Funding Source general fund, grant, state)
General Fund In January 2013,
the
City Council
adopted the development
of
the
IT Strategic Technology Plan and Interactive
Government
Projects one
of
its key
init
iatives.
Attachment:
{Attachment
1 -
{Attachment
II)-
{Attachment
Ill)-
Reviewed
by
City
dministr tor
 
Asst.
City Admin.
[0
Public Safety Dir City Engineer Resolution
adopting
the
City's 2013-2017
Internal
Technology
Information
Technology Strategic Plan IT Strategic Plan
Working Document
City Attorney Administrative
Services
Dir
of
CPB
Dir
of
Public
Svcs
0
Library Dir Other
3

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