EDR Gateway - o · Attachment C - County IT Progress Forward Report - 20190813 - ver002 Page 1 Team Lead Item # Description Projected Completion Date Update as of August 10, 2019

Attachment C - County IT Progress Forward Report - 20190813 - ver002 Page 1

Team Lead Item # Description Projected

Completion

Date

Update as of August 10, 2019

3-PMO Craig 1-

Project-B

LEA Portal rollout TBD E-File Texas & EDR Gateway –

o Lead Documents - Tyler advised that issue with lead documents is the result of configuration within the Filer

Review portion and that all integration components are working as expected.

o Team is awaiting feedback from Tyler to explain what configuration changes need to be made in order to

produce the desired result of a single lead document for each filing. No response as of 8/8/2019. Request for

assistance has been escalated to Tyler’s executive management team.

EDR Gateway -

o Successfully connected the EDR Gateway to the State DPS’ test sight. In final stages of developing “return file

management” components in preparation for end to end testing.

TechShare.Proseuctor and Portal application’s transitioning to IT Applications’ production support – Currently

pending the completion of the development work on the TechShare.Indigent Defense and Magistration Portal

Projects.

3-PMO Peju 1-

Project-C

Criminal Courts

and JP Courts Case

Management

System

Acquisition

(CCCMS)

TBD Meetings with Dallas County Criminal Courts stakeholders are completed.

Per request from Alvarez and Marsal, LLC (A&M) regarding the Criminal Courts Case Management

System (CMS), additional discussion meetings were held with County Purchasing Director Mr. Frosch and

CIO Mr. Victrum on Thursday, 8/8/19.

Per request from Alvarez and Marsal, LLC (A&M) regarding the Justice of the Peace Courts CMS, Stakeholder

meetings are in the process of been scheduled:

o JP Judge Thomas Jones – on Tuesday August 13, 2019

o JP Judge Al Cercone - TBD

A kick-off meeting is tentatively being scheduled for late August 2019 pending the availability of the Stakeholders

to meet.

The CIO has consolidated activities for “1-Project-E” for the JP Courts CMS upgrade into the activities for “1-

Project-C”.

3-PMO Mark

Kenneth

1-

Project-

D

Jail Management

System upgrade

2019-10 (for

the delivery of

Release #2 to

start the

County

Testing Phase

for “Go Live”)

Governance Planning

TechShare has declared that R1 scope has been delivered and the County Teams are working with the Dev Team to

finalize preparations for Component testing to validate the delivered features.

The technical and legal review/feedback for revised Attachment A has been provided to the County Administrator.

TechShare deferred asking the Stakeholders to approve the revised Attachment A and Stakeholder approval is

pending completion of final scope for R2 deliverables. The Product Owners are actively engaged in completing

scope definition.

Project Execution


Microsoft has completed and delivered the software assessment. Copies have been delivered to the appropriate

stakeholders. The report also has been emailed to and, on 8/20/109, is scheduled to be briefed to the Commissioners

Court.

A functionality demonstration to the Jail Chiefs was completed on 7/30/19 with very favorable responses and

with excellent direction and feedback provided.

End-user hands-on testing has been underway since 7/29/19, initially focusing on Book-in. Book-in Supervisors

have been present each afternoon for hands on testing and scenario review. Feedback to date has been very positive

with minor shaping items discovered. The DMU will continue with detailed hands on testing this week.

Classification and Housing and Incident end-user shaping/testing began on 8/5/19. Initial feedback is very positive

with end users noting that “the system will work for us instead of us working for it”.

Initial Property shaping was completed the week of 7/29/19 and the Release 2 items were identified for

functions required by the Shakedown officer and other roles.

Warrant features identified as in scope for the Jail system have been delivered within Release 1 and will be

validated during component testing.

Tarrant County has requested the addition of another component around Transportation. The effect and scope of this

is being reviewed and will be brought to Stakeholder Committee for review.

The dedicated County-controlled test environment has been configured. Book-in, Property, Incidents and

Release have been completed by the core SME Team. Planning upcoming Component testing on Classification /

Housing during the next reporting period.

With the integration discussions completed with the Dallas IT Team, additional information is needed to be able to

document the business requirements of each interface. (No Change).

Concerns

The Dallas County BA has rolled off the project and the briefing for QA Lead did not go forward in Commissioners

Court. This has left a significant gap in the project team structure required to properly execute and manage the

Dallas County project responsibilities. Pending direction of the Court, these positions will need to be filled as soon as

practical.

Development Velocity – TechShare development velocity has maintained above 300. The backlog review is

ongoing and duplicate tickets are being closed and stale tickets removed. Continual assessment of remaining

backlog and assignment into Release 2, Implementation or Post-implementation.

The concern over County divergence relating to requirements is being addressed by a series of additional

collaborative meetings.

Implementation Phase – In light of the original Project Charter (Attachment A), the Stakeholder Meetings and

Governance have provided communications around implementation phase being a separate effort from the

Development project and the team will work to do a better job of keeping this on the forefront.


o August 2019 - Begin Implementation Project Planning

o September 2019 – Brief Court to approve budget and staffing recommendations. Begin onboarding for new roles.

o October 2019 – Tentative target for kicking off the implementation project.

3-PMO Craig 1-

Project-

E1

Indigent Defense

System rollout &

Magistration

2019-06 (for

the ID portion) Accomplishments

All contracted items have been delivered and are in testing at this time.

Completed two (2) coordinated end-to-end UAT sessions with the Magistrate Clerks, Pretrial and the

Magistrate Judges. There are additional sessions scheduled for this week to complete additional scenarios.

o Judges have requested another coordinated UAT to resemble a true reflection of a shift work-load. Because of

concerns raised during prior session and potential for new development items, this will not be scheduled until

such time as all development items have been delivered and pass initial QA testing.

The Pretrial Department has amended the go-live date for the implementation of the Arnold PSA to October 2019 to

allow time to complete required PSA training and configuration activities

o The Magistration Portal has been integrated with PSA. Testing is underway with minor issues noted around

submission of local criminal history information.

The production server environment required to host the AIS API (Integration framework to Magistration

and Indigent Defense) has been built and is ready to receive the production API build.

o The initially requested end-user hardware has been delivered and installed, however, have recently received and

currently reviewing a new request for 21 Laptops from the District (14) and County (7) Court Managers.

Active Tasks

The Magistrate Judges have submitted a list of concerns to County Administration which appears to have a

significant effect on go-live scope. County Administration has requested a meeting with the Product Owner (Chief

Magistrate Judge Terrie McVea) to discuss these items and come to a resolution.

The District Clerk requested two significant enhancements to existing functionality. Team developed requirements

and submitted for approval on 7/25/19. Currently awaiting sign-off by the District Clerk.

Integration testing continues with some minor issues identified. Dev tickets have been created and fixes are being

delivered on a daily basis.

The first iteration of the data conversion was delivered by the TechShare Development Team on 7/15/19. Four (4)

conversion issues (incorrect mapping) were identified during first pass of validation. Tickets have been created and

the County is awaiting delivery of the fixes for those issues.

The Criminal Court Judges’ training on Indigent Defense has been postponed until a definitive go-live date has been

established.

Risk/Concerns/Blockers

Scope Management


o During end user training and UAT, several features originally planned for “post go-live” delivery have been

elevated by the Magistration Product Owner to Go-Live requirements.

o Approximately 13 new features have also been identified.

o The Project Team has engaged The Executive Sponsor to assist with determining what new features are

mandatory for go-live. o The Public Defender has raised concerns around the volume of data entry required to properly implement the

Indigent Defense System as required by the Product Owners and Judiciary. The Implementation Team

conducted a cursory time-motion study and believes the total “system time” required to manage each case is

roughly 1 minute. A follow up review is being planned with the Public Defender.

Defining Go-Live Date

o A go-live date will be established once final “go-live” requirements have been approved and delivery estimates

have been completed.

Positioning of Application Operator Resources

o The District Court’s applicable Staff position was recently approved, however, it has not been filled as of this

date. The County must consider options to provide qualified support staff until such a time as this position can be

filled.

Data Conversion - While data conversion is not a required deliverable for go-live, the conversion analysis efforts

have identified several quality issues that will need to be addressed. Cleansing will likely be a manual effort.

Working with the business units to determine final cleansing strategy.

3-PMO Nathan 1-

Project-

G

DCIM Direction TBD

With this year’s series of CJIS compliance audits apparently completed, the DCSO has lifted the “freeze” of its staff

from addressing CJIS Compliance as their priority to focusing on the DCIM initiative.

DCSO is ready to move forward with the following DCIM Initiatives:

o N-DEx reporting to FBI ~ $75k. This includes regional data from 7 agencies

o Southwest Regional RMS ingestion of Data ~ $27K for Duncanville, DeSoto, Cedar Hill and Lancaster

o DCSO is seeking funding for DCIM Initiatives.

2-Apps Richard 1-

Project-

K

LIMS

repair/replacement

TBD Per a follow-up briefing to the Commissioners Court on discussions with Catapult Systems on the status of their

development project to replace the LIMS application, note that County IT is instead proceeding with the Microsoft

recommendations from their LIMS v4 application assessment to complete modifications to the application in order to

extend the useful life of the platform.

4-

Security

Nathan 1-

Project-L

IT Security &

Compliance

Initiative

2019-12 CJIS ADB Audit for Family Court Services was conducted on 7/12/19 and they successfully passed the audit

with no findings.

Continue reviewing the process for Hard Token utilization with the County and DPD for External AIS use.

Network Switch EOL prevention – Switch iOS updating to stay compliant – Complete for this quarter.

Per the Commissioners Court’s approval of the next round of network switch replacements on 7/2/19, moving

forward with acquiring the switches to start the next series of replacements.


The HIPAA assessment’s discovery phase has been completed and the findings report is due to Dallas County on or

before 8/30/19.

Recommendation for the County to adopt the NIST 800-53 Security Framework is scheduled to be briefed to the

Commissioners Court on 8/20/19.

Recommendation to scheduled TEEX to conduct an Incident Response Security Exercise is scheduled to be briefed

to the Commissioners Court on 8/20/19.

3-PMO Shirley 1-

Project-

N2

Jail Camera

Expansion Project

TBD Phase 2 (North Tower Jail Pods):

IT tasks remains at 99% complete barring any unexpected changes to the network when Sology begins camera

installation (Pending).

Notification was received that Azteca is ready to begin assessment of the electrical and conduit work required

to install jail pod cameras in the North Tower (In progress).

2-Apps Kim I. 1-

Project-P

Hyperion

Application

Migration

TBD Per discussions with the County Auditor’s Office and Oracle on the unknown availability of the new version 11.2 of the

Hyperion application, we will proceed forward with a patch release upgrade to release 11.1.2.4.711 for Oracle

Hyperion Financial Reporting (HFR), including the Financial Reporting Studio (desktop client). This patch will be

deployed by 10/2019.

After the release of EPM 11.2, a new project plan will be developed to implement that release. It is expected this

implementation will take place in calendar year 2020.

3-PMO Sabrina 1-

Project-

Q

iHEAT System

Rollout

2019-08 (For

the CM

Module

rollout)

For the new Change Management (CM) Module, training has been completed and Go Live on the new application

for County IT is scheduled for Monday, 8/12/19.

Per discussions with IT Assistant Chiefs while reviewing the IT Service Desk Annual Report, plan to develop a

marketing campaign to increase the end-users’ use of the Self Service Module. This includes making Self Service

Module announcements in the Business Community Meetings as well as redistributing the Self Service User Guide

as reminders. (In progress)

2-Apps Gary 1-

Project-T

Web Content

Management

System (CMS)

TBD Item % Completed

Note

Web Design – Tax 95% submitted for final review; awaiting changes and/or approval

Web Design – Sheriff 59% awaiting feedback

Web Design – HHS Financial Admin Intranet Site

15% updated; awaiting add’l content/direction

Note: The new site for the Ryan White Planning Council (RWPC) went live on 7/30/19.


2-Apps Janice 1-

Project-

U

Mainframe

Application

Offload

TBD Component

Status

Status % Complete

1 Voter

Registration Pending

2 WRWI Pending

3 Historical

Archive

Active 75%

2-Apps Richard 1-

Project-

Y

911 CAD (et. al)

Systems upgrades

TBD Per recent discussions with the County Administrator’s Office, following up with the City of Dallas Legal Office via

the Civil DA’s Office to move the review of the draft CAD911 MOU forward to fruition.

Per guidance from the County Administrator’s Office, goal is to have the DCSO 911 CAD platform upgrade prior to

the DCSO 911 Call Center’s relocation to the new SDGC.

2-Apps Boris

Hamilton

1-

Project-

Z01

Commissioners

Court Agenda

Management

System Transition

2019-08 Went Live with the new Agenda Court Management on August 6, 2019!

3-PMO Stephanie 1-

Project-

Z03

CSS Application

implementation for

CSCD

TBD CSS Pre-Trial Phase II

08/01/19 – DC IT has completed 3rd Work Session w/Pre-Trial resources. DC IT was able to identify fields

transmitted in the web messages which were not being parsed correctly by CSS (CSS has made the necessary

updates).

08/07/19 – DC IT successfully completed refresh of the test environment and database.

08/08/19 – DC IT was able to push June 2019 data to the test environment for Pre-Trial validation.

08/08/19 – DC IT has scheduled 4th Work Session w/Pre-Trial resources.

3-Apps Kim I. 1-

Project-

Z04

AP/AME

Automation

Project

2019-07 This project was deployed to production and went live on 7/15/2019 with the County Auditor’s Office!

3-PMO Sabrina 1-

Project-

Z06

Queuing System

rollout

TBD Expect to begin the implementation planning this month to facilitate the roll out of the system at the North Dallas

Tax Office by September 2019. Also working with Security Team on Security configurations for Nemo-Q software

at Garland Tax Office Location.

The District and County Clerks have noted their interest in possibly deploying the system once it is fully

implemented in the County Tax Office. (Pending)

3-PMO Sabrina 1-

Project-

Z07

Voting System

RFP and ePoll

Book RFP rollouts

2019-11 EPollBook: Received shipment of the remaining 150 units and preparations are underway for the November 2019

Elections season.


Voting System: Tabulation Hardware Operations Training underway. Ballot Production and Media Preparation is

scheduled for the period 07/22/19 – 08/23/19. (In Progress)

3-PMO Shirley 1-

Project-

Z08

Juvenile

Assessment Project

2019-08 Ten of twelve end user trainings have been completed on the new PACT Risk and Needs Assessment tool.

Two user training sessions for residential placement staff on the R-PACT (Residential PACT) are scheduled during

the week of 8/12/2019. (In progress)

3-PMO Stephanie 1-

Project-

Z09

HHS

Bioterrorism/LIS

Lab Upgrade

TBD HHS Bioterrorism/LIS Lab Upgrade

07/19/19 – The Evaluation Committee completed re-scoring of the vendor’s presentation and demo.

County IT will present their corresponding recommendation to the Purchasing Department.

Next deliverables:

County Purchasing will request BAFO from selected vendor and will provide information to the Civil DA

Department for assignment.

New County Purchasing resource is being identified due to the retirement of Michael Irving, the Purchasing Buyer

of record.

3-PMO Peju 1-

Project-

Z11

County-wide

Digitization

Project – Phase I

with Records

Building

Relocation

2020-07

Received the updated professional services contract document from Hyland. The updated document is now being

reviewed by our Civil DA’s Office.

IT department is continuing to conduct follow-up meetings with the following departments, to include discussing

their scanner requirements for the Project:

o Tax Office

o Public Works Office

o Treasurer’s Office

o Auditor’s Office

IT OnBase Team is currently working on the OnBase configuration for the Human Resources department.

One of the key project goals is to eliminate to the degree possible the amount of paper files no longer needed, per

the State public records retention guidelines. Another goal for the project is to provide Digital document

management system with corresponding workflow where various Departments have a repository for their records

that are easily accessible electronically and secured.

3-PMO Stephanie 1-

Project-

Z12

Records Building

Move/Renovation

2020-08 Records Bldg. Move Project

08/02/19 – County IT has developed a checklist of items requiring responses regarding the move for the following

areas: Operations, Network, Facilities and Vendors.

County IT has been working with David Glover (Pritchard & Associates) to define a workflow for meetings and

disseminating information among the Project Team.

08/13/19 – County IT will participate in meeting with the Tax Office to review and confirm the relocation

requirements for their State and additional servers.


3-PMO Shirley 1-

Project-

Z13

DCSO Jail Inmate

Tracking &

Rounds Checking

System

Implementation

TBD Note the Commissioners Court on 8/6/19 approved the purchase of the Inmate Tracking and Rounds Checking Solution

with Guardian RFID through the Kaufman County Master Interlocal Agreement via the Court Order 2016-0531 at a not

to exceed amount of $1,107,771.00. The IT Project Management Office will network with the DCSO and with the

TechShare.Jail Project Team to confirm next steps for the system’s implemention.

1-Ops Shane 2-

Platform-

I

IT Infrastructure

Modernization

Initiative

2019-09 Remaining Phase III Replacement PC Deployments: PO for GTS deployment services has been issued and

networking with the County Departments to schedule the delivery of their replacement Windows PC OS v10 PCs. Phase VI Replacement PC Deployment: IT Operations is in the process of identifying and confirming the PCs to

be replaced in the next round (older than four years) to present a corresponding briefing to the Court in September

2019.

Data Storage Upgrade: The new Nutanix hardware has been installed and the SQL database clusters have

been built. The IT DBAs are currently restoring the databases to the new groups and the virtual machines (VMs)

instances will be migrated next.

Email Migration to O365: Kass is providing a list of the Departments, the number of users in each impacted

Department and the projected amount of time to migrate them. A CM for each of the moves will be put in once the

list has been completed. Server 2008 upgrades: Current completion stats: 105 – not yet started, 107 – in progress, 93 – completed Network Closet Locks: For all intents and purposes, the new Schlage locks have been installed. Working with

County Facilities to confirm if there are any new requirements to be addressed and to ensure that the new locks are

connected to the internal wireless network.

Cisco Network Switch Replacements: Ordered equipment is being shipped and has started to arrive so that it can

be subsequently configured, tested and rolled out.

Cisco IOS Upgrades: The Cisco 3850s used for jail cameras are scheduled for 8/17/19 and will upgrade the Cisco

9300s in JJC and the other remote sites next.

2-Apps Richard 2-

Platform-

M

Microsoft

Enterprise

Mobility Suite

Deployment

TBD In light of the 2-Factor Authentication needed for the CJIS compliance effort, have temporarily placed this on hold while

the OATH hard token pilot is addressed, including the pilot initiative with the DPD. Per recent discussions with the

DPD, note that they have one item remaining to address so that they can move forward with deploying the OATH hard

tokens.

1-Ops Gayle 2-

Platform-

N

Mass Notification 2019-09 The new Single Wire platform rollout was completed in June 2019. Expect to "retire" the existing Everbridge

system by the end of September 2019, per confirmation with OHSEM Chief Bass.

2-Apps Demond 2-

Platform-

P

OnBase Document

Management

System Rollout

TBD Tax Office OnBase Deployment Status

Task Description % Completed

7. Project Acceptance Sign-

off

Sign off to confirm that project deliverables and

Application functionality work as anticipated. 80%


Project Support extended for review.

Items #1 - #6 have been completed.

For the Human Resource Office OnBase Deployment, note that the Requirements Gathering Phase has been completed

and preparing to move into the 2nd (Test Configuration) Phase of the seven phases.

2-Apps Richard 3-Plans-

B

Enterprise GIS

setup

TBD Per discussions with the County Administrator’s Office, planning a following meeting with County Public Works

on the proposed GIS portal use with the City of Dallas.

5-

Admin

Vic 3-Plans-

C

MTF budget audit

and structuring

2019-09 Presented the proposed IT FY19-20 Budget to the County Budget Review Committee on 7/19/19 and have

incorporated the Committee’s feedback into the 2nd revision for the Committee’s review.

Per the rankings of the 25+ bid proposals for the IT contract Staff RFP, note that the highest ranked providers have

been identified and County Purchasing is preparing an award recommendation to the Commissioners Court.

4-

Security

Michael

A.

3-Plans-

D

Cybersecurity

Training &

Awareness

2019-12 The TEEX SOW to conduct an Incident Response Security Exercise has been completed and will be subsequently

briefed to the Commissioners Court.

The learning management system (KnowBe4) was approved by the Court on 7/2/19. The platform first will be used

Countywide to disseminate online cybersecurity awareness training.

Phase two of the Security Awareness Program will be launched from the new KnowBe4 platform in the Fall of

2019.

Note that HB 3834 and SB 820 require annual cybersecurity training for all government employees, elected officials

and academic entities.

5-

Admin

Vic 4-

People-A

Vacancies N/A Noted the departure of Trent Schulz, IT Server Administrator, who started in the positon of the DA’s Office

IT Manager on Monday, 8/5/19.

Continue to move forward with activities to fill the existing vacancies (i.e., Senior Voice Engineer, IT Senior

Network Engineer, IT Network Engineer, the IT Senior Server Administrator, IT Server Administrator, etc.). (In

progress)

5-

Admin

Vic 4-

People-C

Staff Recognition

and Development

N/A For Course Year 2019-2020, note that Richard Ballard, the County IT Applications Chief, has been accepted

to attend the online National Certified Government CIO Course presented by the University of North

Carolina School of Government Center for Public Technology.

For Course Year 2019-2020, note that Brett Taylor, the County IT Project Management Chief, has been

accepted to attend the online High Performance Leadership Academy presented by the National Association

of Counties.

For Course Year 2019-2020, note that Michael Anderson, the County Chief Information Security Officer, has

been accepted to attend the online High Performance Leadership Academy (Cybersecurity) presented by the

National Association of Counties.

County IT acknowledged and celebrated the County Service Anniversaries for the following IT Team

members in July 2019:


Brett Taylor, IT Project Management Chief (5th) – 13 years!!!!

Femi Agboola, IT Senior Web Designer (20th) – 4 years

Viral Purohit, IT Senior Server Administrator (10th) – 2 years

County IT acknowledged and celebrated the County Service Anniversaries for the following IT Team

members in August 2019:

Ping Huang-fu, IT Senior Developer (6th) – 12 years!!!!!

Keith Eatwell, IT Lead Senior Server Administrator (20th) – 12 years!!!!!

Karl Warren, IT Senior Systems Analyst (20th) – 12 years!!!!!

Shrihari Sathaye, IT Senior Oracle Applications Database Developer (29th) – 11 years!!!!

Dia Applewhite, IT Senior Systems Analyst (10th) – 10 years!!!

Victor Newsom, IT Network Engineer (8th) – 8 years

Kumar Peruka, IT Senior Oracle Applications Database Developer (22nd) – 8 years

Stanley Victrum, Chief Information Officer (22nd) – 8 years

Sharon Johnson, IT Senior Systems Analyst (13th) – 7 years

Barbara Garza, IT Applications Support Analyst (5th) – 6 years

Anitha Atluri, IT Senior .Net Developer (26th) – 6 years

Gary Miller, IT Assistant Applications Chief (26th) – 6 years

Anthony Akins, IT Information Systems Coordinator (24th) – 4 years

Shane Burton, IT Operations Chief (27th) – 1 year

The CIO approved the Internal Pay Equity changes for the affected IT Team members noted in the County-

wide Review conducted by the County HR Office.

Per the Commissioners Court’s approval of the budget for the IT “back Office” training, note that County

Purchasing as identified a training provider. Have held a preliminary planning meeting with the training provider

and County IT is confirming next steps to have the IT Staff start the training classes.

The IT Leadership is in the process of developing a program for the applicable IT Staff to periodically visit the

County Departments to be briefed in greater detail on their operational business process. Expect to begin the

program in October 2019. (In progress)

5-

Admin

Vic 4-

People-D

IT Organizational

Review

2019-09 Have completed the preliminary draft of the IT Strategic Plan for FY2020 – 2024 for presentation to the

Commissioners Court for consideration and approval as part of the FY2020 Budget development process. Expect to

brief the draft to the ITEGC in August 2019.

Note AST has completed their Oracle System Utilization Assessment, provided a preliminary briefing to the

Stakeholder Departments and are in the process of finalizing the briefing so that it can be presented to the County

Executives.