IT Weekly Update for the County Executives – 20201001 ......Oct 01, 2020 · o Continue with the activities to upgrade the Cisco IOS for the remaining devices. (In progress) o EIGRP

IT Weekly Update for the County Executives – 20201001 - ver001 Page 1


Team Item # Description Projected Completion Date Update as of October 8, 2020 2-

Platform-Q

iCompass Court Agenda

Management System

N/A The County Clerk’s Office is reviewing this item as the primary stakeholder to which IT Services will provide assistance as needed. Currently waiting for the County Clerk’s Office to schedule the meeting with the County Administrator’s Office and the vendor.

1-Ops-Shane

2-Platform-

I

IT Infrastructure Modernization

Initiative

2020-09 Major Accomplishments • Remaining Phase III Replacement PC Deployments: Expect to complete these deployments by

3/6/2020 (On Hold). • Server upgrades: Have completed 246 server OS upgrades, have 55 upgrades are in

progress and have 2 upgrades that have not yet started. (In progress) • Backup System Replacement: The IT Server Team continues to work with the Oracle DBAs

to redirect theirs as well as any other physical backups that use to go to Exagrid to the new COHESITY backup platform. Target Completion – End of July 2020. (Completed)

• Data Storage Upgrade o Began plans rolling out the Court-approved upgrade of the EMC Isilon data storage array.

(In progress The EoL NetApp has been retired. • Network Infrastructure: • Continue review of Presidio design of Software Defined Networking. (In progress) • Video Conferencing System Upgrade

o Continued with activities to rollout the Video Magistration upgrade per meetings with Chief Magistrate Judge McVea as the Pilot Office.(In progress)

o Enabling OAUTH on Jabber – The appearance of the Jabber sign on will look different o Upgrading the existing VCS and TMS which are under PCI compliance. o Call Flow- (2) Scenarios were discussed 1) Judges Call set up 2) Attorney to Client

session o CMS will also be upgraded for the latest bug fixes- Complete o Vbrick for live streaming – demo to be scheduled week of 6/1/2020 for additional

requirements. o Getting CMS licenses from Cisco- Complete o Getting options for WebEx Teams - Completed o TMS is installed and CMM to CMS build will be completed 04/06/2020 -Completed o Stands will be installed in phase 2- Pending base modifications by facilities target

completion week of June 8th. o Discuss End point placement next steps – (38) endpoints have been installed o Some of the clerks in the Sterrett building may be moving the Frank Crowley building

8th floor- DC will deploy and train the users – On Hold o Magistrate – Training - Completed

o Attorney Remote instructions have been sent- Complete


o Attorney booths and lounges have 8865s in them, - Complete o Endpoint replacement FCCB completed 5/5/2020. o Magistration training completed 5/11/2020 o Statement of Work Financial review completed 5/11/2020 w/CDW o Phase 3 and Phase 4 endpoints replaced 5/20/2020 o Panoramic Wall Mounted Endpoints scheduled with Facilities to be mounted week

of June 1st. o User Guide to be completed 6/1/2020 o System “Go Live “ Stakeholder meeting scheduled 6/4/2020 o Go Live is scheduled for 6/23/2020.

• Other IT Infrastructure Modernization Activity

o Note that the CUC completed the migration of the TechShare.Juvenile Enhanced platform from the non-CJIS-compliant hosted platform to the CJIS-compliant Microsoft Azure Government Cloud.

o Note IT Applications continues with plans to implement the Text/SMS platform for the Courts per the briefed schedule. (In progress)

o Telecom Mobility items IPhones and Hotspots Major Risks Items • Windows PC OS v7 Upgrades to v10: Note Microsoft expiration extension to 1/14/2021 due

the nature of the County’s EA (In progress). • Server 2008 upgrades (In progress):

o Confirming applications which will not work on the new server OS and are identifying alternatives to provide their functionality. Identifying and locking down any servers which can’t be upgraded to the new server OS by January 2021. Note Microsoft expiration extension to January 2021 due to the nature of the County’s Enterprise Agreement (EA).

Major Plans for the Next Period • Remaining Phase III Replacement PC Deployments: Continue the deployment of the

remaining Phase III PCs. • Phase VI Replacement PC Plan Development: IT Operations to continue the development of

plans to order the FY19-20 round of PC replacements. Planning to assess the use of Virtual Desktop Infrastructure (VDI) with “thin client” terminals as part of this effort to obviate over time having to purchase “fat client” PCs for this purpose. (Pending)


• Server upgrades (Still in progress): o Migrating Oracle Financial systems to NetApp (AIX) SAN. o Assess storage needs to move all production virtual machines (VMs) to Nutanix. o Continue decommissioning old drives.

• Email Migration to O365 o Continue with migration of the end-users’ network J drive and “My Documents” folders to

OneDrive. On Hold until the work from home period has ended to save bandwidth on the county network.

o Continue with the deployment of Microsoft Teams to all County end-users (Training dates to follow). (Completed)

• Data Storage Upgrade o The IT DBAs continue with the migration of the Oracle and SQL databases to the Nutanix

systems. (In progress) o Complete plans to upgrade the EMC Isilon data storage array approved by the Court on

2/18/2020. (In progress) • Network Infrastructure

o Continue implementing the Active-Active configuration of both County datacenters to improve redundancy and resiliency of Internet, applications and data. (In progress)

o Continue with the activities to upgrade the Cisco IOS for the remaining devices. (In progress)

o EIGRP to OSPF migration (In Progress) o ACI Data Center Migration (In progress) o Expand wireless coverage in both GACB and FCCB(In Progress).FCCB Parking Garage

switches/cameras (In Progress) o Retire two EOL (2) F5 load balancers at C1 Lewisville. (In Progress)

• Video Conferencing System Upgrade o Continue with the activities to upgrade the system by May 2020. Phase 1 end-point

deployment started 2/2020. • Distributed Antenna System (DAS) Implementation

o Per the Court’s approval on 11/19/19 to add the DAS to the Records Building Renovation Project, continue to track progress on this approved addition to fruition. Currently awaiting feedback from the system designer per input provided by the County IT Operations Team.

Any Decision Point Items:


None at this time. 2-Apps-Janice

1-Project-

U

Mainframe Application

Offload

2020-04 Remaining Mainframe Applications & Functions 1. Criminal Courts – To be decommissioned upon the deployment of Odyssey (tentative CY 2022) 2. JP Courts – To be decommissioned upon the deployment of Odyssey (tentative CY 2021) 3. Civil Process – To be decommissioned upon the deployment of SoftCode (tentatively CY 2021) 4. Voters Registration – Options are being evaluated 5. Historical – Options are being evaluated 6. WRWI Warrants – Options are being evaluated

2-Apps-Jason

2-Platform-

P

OnBase Document

Management System Upgrade

and Rollout

2020-10 Phase I. (Application/Infrastructure Upgrade) OnBase EP1 upgrade has been completed. Phase II. (Transition to Unity Client) Transition from OnBase v.15.x thick client to OnBase EP1 Unity Client has commenced and is slated for completion by October 2020.

IT Services – OnBase EP1 Upgrade/Migration Phase II – High Level Action Plan Task Description % Completed

4. Unity Client Go-Live – Active OnBase Department(s)

New Unity Client EP1 live in identified Pilot Departments.

95%

2-Apps-Jason

2-Platform-

P

OnBase Database Migration

2020-11 OnBase database migration from Oracle 11g to Microsoft SQL server 2016. Migrating to SQL server 2016 will position Dallas County into the mainstream of Hyland’s customer base resulting in a streamlined software support experience as well as reducing overall software licensing costs.

IT Services – OnBase EP1 Database Migration Oracle to SQL Server – High Level Action Plan Task Description % Completed

4. Remediate Migration Errors

Identify and take appropriate action to remediate migration errors

95%


5. IT Acceptance Testing IT testing of core OnBase functionality in the Non-Production OnBase environment (SQL Database)

85%

2-Apps-Richard

1-Project-

K

LIMS repair/replacement

2020-03 Per information provided by JusticeTrax, Dallas County Medical Examiner’s Office in conjunction with IT Services is evaluating JusticeTrax LIMS v.5.x. Should evaluation efforts meet SWIFS requirements an upgrade plan will be brought forward. Should evaluation efforts not meet SWIFS requirements optimization efforts will resume. JusticeTrax v5.x Evaluation:

1. Technical Architecture Review – completed 2. Business Critical Requirements Review – in progress 3. Deployment of JusticeTrax v5.x test platform – TBD 4. Evaluation of JusticeTrax v5.x test platform – TBD 5. SWIFS decision point – TBD

2-Apps-Richard

1-Project-

Y

911 CAD (et. al) Systems upgrades

TBD Central Square per Dallas County requested escalation has addressed prior communicated resource constraints. City of Dallas has upgraded current CAD911 platform to most recent available version in August 2020 which will serve as the common platform. Central Square has identified need for additional services (GIS & Training) in order to address mapping and prior unknown training needs to which briefing (<$20K) will be forthcoming in October 2020 to which advanced approval may be requested.

2-Apps-Richard

3-Plans-B

Enterprise GIS setup

TBD ESRI has provided “draft” functional assessment and is to provide licensing matrix and costs by the week of September 7th for Dallas County IT Services review. IT Services per prior County Administrators Office guidance will schedule a debriefing with all participating Dallas County departments upon the availability of the aforementioned ESRI deliverables.

2-Apps-Richard

1-Project Virtual Court – Criminal/Civil

October 1 2020 Mr. Ballard is on vacation this week.


3-PMO-Craig

1-Project-B

LEA Portal rollout

TBD E-File Texas Major Accomplishments • E-File TX - Completed first round of testing with County Clerks with two issues

identified. Tickets have been opened with Tyler for the following items and the team is actively working towards resolution. o Tyler requiring approval of supporting documents. Only lead document should require

approval. o Tyler returning 4 stamped copies of each stamped document.

• Preparing to deploy B1.5 (patch release) build for Prosecutor into pre-production for testing. o Resolves a couple of minor defects (Restrict LEA Incidents & E.com DME display issue

in LEA Portal) Major Risk Items • Competing project initiatives are placing a draw on available resources, which may elongate

go-live timelines. Major Plans for the Next Period • Continue UAT and prepare for pilot user training. EDR Gateway /we Major Accomplishments • No significant progress made on this item due to working on other Project items. Major Risk Items • Competing project initiatives are placing a draw on available resources, which may elongate

go-live timelines. Major Plans for the Next Period Continue the transition of the TechShare.Proseuctor and Portal applications to IT Applications’ production support (Pending).

3-PMO-Craig

1-Project-

D

Jail Management System upgrade

TBD Per discussions with the County Administrator’s Office, have, for all intents and purposes, placed activities on this item on hold while Dallas County observes the progress being made by Tarrant County, which is in their Implementation Planning Phase for the developed TechShare.Jail application. Have tentatively moved the Court briefing out to 4/21/2020. (Pending)


3-PMO-Craig

1-Project-

E1

Indigent Defense System rollout &

Magistration

2020-05 Major Accomplishments • Received Product Owner sign-off for Change Order #13 and note the Court approved

the Change Order on 2/18/2020. • Completed deployment of production Mag and ID applications to Azure Gov Cloud. • Migration of go-live configuration 95% complete. • Completed configuration of Active Directory Federation. • Received delivery of all Change order 13 features which are now in Quality Assurance

Testing • Met with Product Owners and conducted initial “go-live” kick-off meeting. • Scheduled Magistrate, Clerk and Sheriff refresher training for Magistration Portal • Delivered Bond Post integration – in QA testing • Attended Magistration backlog prioritization meeting in Austin

• Major Risk Items • Scope Management – Scope must be frozen to meet newly defined go-live target dates. • Availability of End Users for Mock Go-Live (several departments short staffed) • Impact of Spring Break vacations on go-live activities • Scope Management (must establish and enforce code freeze) Major Plans for the Next Period • Complete technical smoke testing of the production TS environments (Magistration, Indigent

Defense & Noble Risk Assessment) • Prepare AIS Pre-Production Environments • Secure time with Facilities to plan hardware installation for Mag Court (Bailiff Terminal,

Monitor and Signature Pad) • Obtain Product Owner sign-off on production environment configuration for both systems • Establish “Code Freeze” (exception is break fix items discovered in testing) • Train Magistrates, Clerks, DCSO Users, Trial Judges and Coordinators who are remaining

(95% complete) • Database review with DCIT DB Team • Prepare for Mock Go-Live testing during week of March the 9th • Help Desk and IT Kick-Off Meetings

3-PMO-Nathan

1-Project-

G

Dallas County Incident Module

(DCIM)

TBD

Major Accomplishments • NIBRS reporting is in Production. The DCSO will collect data in the system and begin

reporting to FBI.


• DPD has over 100 users accessing DCIM. This is a huge improvement for both Dallas County and City of Dallas

• Southwest Regional cities will be Online in 6-8 Weeks as per SAAMA. They are working with the vendor RMS for those cities to begin testing data import.

Major Risks Items Major Plans for the Next Period

• Continued testing of data for Southwest Region import into DCIM Test.

3-PMO-Peju

1-Project-C

Criminal Courts and JP Courts

Case Management System

Acquisition (CCCMS)

2021-10 • On Tuesday 8/4/2020 Commissioner’s Court approved the RFP recommendation brought forth by the Purchasing Department.

• Working with the County Administration and Steering Committee on staffing the Implementation Resources.

• Engagement with vendor is tentatively scheduled to begin in October 2020.

3-PMO-Peju

1-Project-

Z11

County-wide Digitization

Project – Phase I with Records

Building Relocation

2020-07

Major Accomplishments

•

• • Scan Shop is Live and open to serve the Records Building Departments


• Completed an informational session for the Records Building Departments • Completed the document form for the “Delivery Process” for the Scan Shop.

Major Risks Items • Current project schedule/timeline and the Records building relocation timeline are both on

a critical path. Major Plans for the Next Period

• Continue to reach-out to the departments on the Records Building Relocation list. • Continue to work on the Training Video for the Scan Shop. • Continue to work on the Informational Video for the Countywide Digitalization Project.

3-PMO-Sabrina

1-Project-

Z06

Queuing System rollout

2020-09 Major Accomplishments • Completed Nemo-Q GALA software installation at 6 Tax Office location: • Grand Prairie • Mesquite • Duncanville • Oak Cliff • Garland • North Dallas

Major Risks Items • NDGC Passport Office: opening is dependent on scheduling/appointment capabilities

Major Plans for the Next Period • NDGC & Garland – Tax Office: Nemo-Q configuration and formatting of TV & LED

Displays • George Allen Tax Office: Nemo-Q GALA software installation • NDGC Passport Office – Demonstration of Nemo-Q Scheduling feature • Per discussions with the CIO, assess enterprise queuing system options (In progress)

3-PMO-Sabrina

2-Platform-

R

Elections IT Upgrade

2020-03 Major Accomplishments • Pitney Bowes Postage meter network connection error resolved • Cradle Point Modem Upgrade (FirstNet) • Voter Registration DB preparedness meeting • Elections IT Bi-Weekly Meeting • EPoll Book & main Warehouse Wireless Access installation • Network Configurations • Cache Box relocation to the Elections facilities from Cyrus One

Major Risks Items


• N/A Major Plans for the Next Period

• Election Preparedness • Build Election Set-up

• Cradle Point Set-up • AskEd Material Tracker configuration and setup • EPoll Book configuration and setup

3-PMO-Shirley

1-Project-

Z13

DCSO Jail Inmate Tracking &

Rounds Checking System

Implementation

TBD\ Major Accomplishments • Met with Guardian on DCSO major outstanding contract concerns. • Revised contract received from Guardian. Completed review for concerns resolution as

discussed in the meeting. • Guardian’s Attorney partially addressed the concerns and deleted all Civil DA contract

revisions. Communicated these matters to Guardian President. • Validated with Purchasing Department that the Master ILA/Cooperative Purchasing

Agreement is still in effect for re-briefing purposes. Major Plans for Next Period

• Guardian anticipates revision finalization by 10/6/20. • Assess revisions for completion; Prepare summary for DCSO Stakeholders. • Schedule meeting with Stakeholders on changes. Obtain any additional changes. • Submit contract documents to Civil DA for finalization. • DCSO management contact County Administration on Guardian RFID platform funding. • Either successfully conclude contract negotiations with the vendor and determine Sheriff

project funding plan or obtain a Sheriff Stakeholder decision on the preferred next steps.(Pending)

3-PMO-Stephanie

1-Project-

Z09

HHS Bioterrorism/LIS

Lab Upgrade

TBD Major Accomplishments: • The vendor, Horizon is currently work with Lab review test codes and continue streamlining

processes. • Horizon and the HHS Bioterrorism SMEs completed (2nd) Systems Administration training. • DC IT currently working with Security and Network to had barcode printers and an additional

sequencing equipment. Major Risk Items: • COVID-19 Major Plans for the Next Period:


• Will include and plan for EPIC as part of these discussions. • Conduct Weekly meeting w/Project team& vendor regarding updates and action items

3-PMO-Stephanie

1-Project-

Z12

Records Building Move/Renovation

2020-08 Major Accomplishments:

• DC Telecom continues to meet regularly with AT&T and has placed an order for the POTS lines and transitional circuit.

• DC Telecom will need to sure the count for phones before placing the order with CISCO. • DC Network has moved incoming network equipment to Renaissance until deployment. • DAS (Distribute Antenna System) is still in its early phases and the vendor, RF Connect is

reviewing the plans. • Per Facilities, substantial completion and occupancy will begin mid-February or first week

in March 2021. Major Risk Items

• Review of lag time for order of equipment (Due to the Corona Virus, there are significant delay in the ordering of equipment)

• Furniture manufacturer is experiencing lag time in production due to COVID-19 Decision Point Items:

• Placement of EOC (Emergency Operation Center) (IT requested the floor plans and AV setup requirements)

Major Plans for Next Period: • Review of outstanding project tasks. • DC IT will conduct bi-weekly Records Bldg. Meeting • Schedule onsite visit regarding walk-through of IDF closet.

3-PMO-Tamica

1-Project HHS Contact Tracing Solution

Phase I September 28, 2020 • The HHS Contact Trace Center went Live on September 30, 2020 • Phase II of the deployment is currently underway

4-Security-Michael

1-Project-L

IT Security & Compliance

Initiative

Ongoing • Major Accomplishments • None for this review period. • Major Plans for the Next Period • The Hybrid Entity assessment is complete and the findings have been shared with the

Compliance Committee. The engagement reduced in-scope entities from 11 departments down to four departments and 11 teams. The next step is to prepare a brief for the Commissioners Court that would declare Dallas County as a HIPAA Hybrid Entity. We


are currently working on a countywide HIPAA Policy with CynergisTek to undergird the program. (In progress)

• The DRAFT NIST 800-53 security policies recommended in the Enterprise Risk Assessment remediation checklist have been reviewed by CynergisTek to ensure they cover NIST and HIPAA requirements. Given that we are likely to recommend a Hybrid Entity designation for Dallas County, additional adjustments were made to the security policies. The new policies are prepared for a final review by our incoming CIO In progress)

• The network segmentation effort is progressing with IT Services being the first department in the Proof of Concept. The first deployment of network segmentation will complete in September which will act as a template for the other departments within Dallas County. Department-level network segmentation will not complete by end of summer as previously noted. (In progress)

4-Security-Michael

3-Plans-D

Cybersecurity Training & Awareness

Ongoing • Major Accomplishments • None • Major Plans for the Next Period • The mandatory State-driven HB 3834 training concluded with an 82% completion rate for the

County. The next cybersecurity training cycle for the County will be initiated at the end of September. (In progress)

• The Countywide cybersecurity exercise action items will culminate with a DR exercise, prioritized applications for Dallas County and an update to the IT Services Disaster Recovery Plan. As of 8/28/2020, the SOW for the engagement has been sent to the Civil DA for legal review. (In progress)

5-Admin-Vic

3-Plans-C

MTF budget audit and structuring

2020-09 Per discussions with the CIO, the IT Senior Financial Analyst is following up with the County Budget Office to initiate the preparation activities for creating the IT FY20-21 Budget proposal. (In progress)

5-Admin-Vic

4-People-A

Vacancies Ongoing • Manager Customer Service – IT Operations

5-Admin-Vic

4-People-C

Staff Recognition and Development

Ongoing Identifying IT Staff for recognition for the County Employment of the Month Program for September 2020

5-Admin-Vic

4-People-D

IT Organizational Review

TBD • ERP Process Review and RFP Development