Pinellas CountyBusiness Technology Services

BTS Board MeetingApril 19, 2018

Agenda1. Call to Order – (Commissioner Welch, Chair)

2. Designation of Voting Members – (Commissioner Welch, Chair)

3. Action Item: Approval of Meeting Minutes – (Commissioner Welch, Chair)BTS Board Meeting – February 12, 2018

4. Citizen Comments – (Commissioner Welch, Chair)

5. Action Item: BTS FY19 Strategic Plan – (Jeff Rohrs, BTS CIO)

6. Action Item: BTS FY19 Budget – (Jeff Rohrs, BTS CIO)

7. Action Item: BTS FY19 Decision Packages – (Jeff Rohrs, BTS CIO)

8. Action Item: Presentation of TSC Charter – (Chris Short, TSC Chair)

9. Discussion Item: Centralized Email System – (Belinda Huggins, BTS Director)

10. Discussion Item: Cybersecurity Workshop – (Jeff Rohrs, BTS CIO)

11. Discussion Item: CIO Goals and Department Plan – (Commissioner Welch, Chair)

12. Discussion Item: BTS Board – Open Items

13. Adjournment

2

BTS 2019 Strategic Plan

3

4

BTS Strategic Goals

• Outstanding Customer Service

• Mature Governance and Sustainability

• Efficient Service Delivery

• Talent Management and Development

• Financial Stewardship

5

BTS Narrowed MissionFocus on Enterprise Services

• Infrastructure Excellence• Cybersecurity• Enterprise Applications

Opportunities

• Open Data

• Application Integrations

• User Experience InfrastructureCompute, Storage, Network, Telecom, Endpoints

Cybersecurity

EG

IS

OP

US

Just

ice

Op

en D

ata

&

Inte

grat

ion

s

Governance

BTSBTS

6

Discussion or Questions?

Action ItemApproval of the BTS 2019 Strategic Plan

Pinellas County Business Technology Services

Action Item 2019 BTS Budget

Partnering to provide the solutions most important to our customers’ business

8

BTS Organizational Chart (High Level)

9

BTS Board

Chief Information OfficerJeff Rohrs

Application Services

BTS DirectorBelinda Huggins

Application Services

64 Directs/Indirects5 Managers

eGISOPUSJustice

Enterprise AppsOperation CenterDisaster Recovery

Infrastructure Services

BTS DirectorScott Davis

Infrastructure Services

56 Directs/Indirects3 Managers

ServerStorageNetwork

TelecommunicationsDesktop

Financial &Service Management

BTS ManagerGreg Carro

Financial & Service Management

8 Direct Reports

FinanceBudget

Asset ManagementPC Leasing

Service Management

Enterprise Architecture& Strategic Planning

Chief Technology OfficerVACANT

Enterprise Architecture& Strategic Planning

2 Direct Reports

Enterprise Architecture

Strategic Planning

Application Portfolio Management

Cybersecurity

BTS ManagerScott Butler

Cybersecurity4 Direct Reports

CybersecurityCompliance

AuditingIncident Response

ProjectGovernance

BTS ManagerLynda Morrill

Project Governance5 Direct Reports

Project Management

Organizational Change Management

BTS Succession Planning

10

BTS Succession Planning Continued

11

2010 2011 2012 2013 2014 2015 2016 2017 2018 2019

Total BTS Budget $52,117,080 $49,456,330 $39,855,950 $44,822,450 $40,430,450 $40,875,880 $40,007,240 $44,336,130 $50,642,070 $37,630,350

Base Budget* $34,576,430 $25,523,690 $22,705,080 $23,316,200 $24,773,710 $27,027,290 $28,756,510 $30,203,400 $31,578,210 $30,542,450

$-

$20,000,000

$40,000,000

$60,000,000

Labor$17,416,800

46%

Operating to Services

$12,282,130 33%

Department Operating$843,520

2%

Inter-Gov Charges

$2,275,210 6%

CIP, $4,474,380

12%

Justice, $338,310

1%

-26% -11% 3% 6% 9% 6% 5%

-5%-19% 12% -10% 1% -2% 11%

BTS Base Budget Request $32,817,660

Labor $17,416,800

Operatingw/Inter-Gov Charges

$15,400,860

Capital $4,812,690

BTS CIP $4,474,380

Projects $338,310

Total Request $37,630,350

BTS Base Budget Targetw/Inter-Gov Charges

$32,817,660

*Base Budget History (Chart): Without Inter-Gov Charges

4%

10%

BTS Budget Summary

-3%

-26%Less OTI

12

171144 146 148 158 162 164 162 165

146

133 140 142 151 146 146 155 148 146

2010 2011 2012 2013 2014 2015 2016 2017 2018 2019

Budget Actual

$-

$500,000

$1,000,000

$1,500,000

2010 2011 2012 2013 2014 2015 2016 2017 2018 2019

Labor$17,416,800

46%

Operating to Services

$12,282,130 33%

Department Operating$843,520

2%

Inter-Gov Charges

$2,275,210 6%

CIP, $4,474,380

12%

Justice, $338,310

1%

Technical83%

Admin3%

BRM1%

Management10%

Tax Collector Support (Technical)

3%

Position % to Purpose

BTS Base FTE HeadcountContractual Services

Working for YouLabor Summary

13

$-

$5,000,000

$10,000,000

$15,000,000

2010 2011 2012 2013 2014 2015 2016 2017 2018 2019 2020 2021 2022

CIP

ELM

Labor$17,416,800

46%

Operating to Services

$12,282,130 33%

Department Operating$843,520

2%

Inter-Gov Charges

$2,275,210 6%

CIP, $4,474,380

12%

Justice, $338,310

1%

Funding Trend

End-of-Life Refresh,

$2,622,252 59%

Growth, $460,536

10%

Future Years, $1,391,585

31%

FY19 CIP Budget Breakout

Services OpEx, $12,282,130

80%

Inter-Gov Charges,

$2,275,210 15%

Dept OpEx, $616,530

4%

Contractors$226,990

1%

FY19 Operating Budget Breakout

Run the BusinessOperating & Capital Improvement Plan Summary

14

Top 10 Operating ExpensesRank BTS Service Vendor Budget

1 OPUS Oracle America Inc $ 2,185,450

2 Office 365 Microsoft Enterprise Agreement – O365 Enterprise $ 1,627,210

3 Enterprise GIS Environmental Systems Research Institute (ESRI) $ 630,000

4 Enterprise Network Spectrum - Internet & Data Carrier $ 500,000

5 Enterprise Network CenturyLink/Level 3 - Internet & Data Carrier $ 500,000

6 Enterprise Network Cisco Systems Thru CDWG Partner $ 450,000

7 Enterprise Telephone ATOS/Unify/Siemens - VOIP Phone System Support $ 326,850

8 Justice CCMS Tyler Technologies $ 322,670

9 Enterprise Telephone CenturyLink/Level 3 - Voice over Internet Protocol (VoIP) $ 263,190

10 Enterprise Infrastructure Amazon Web Services (AWS) – Cloud Infrastructure $ 250,000

15

Discussion or Questions?

Action ItemApproval of the BTS 2019 Budget

Pinellas County Business Technology Services

FY19 Decision Packages

Partnering to provide the solutions most important to our customers’ business

CJIS User Policy Board Justice Business

Developments Clerk Jury

EGIS Steering Committee 3D Basemaps Routing

OBAEC Audit & Security

17

Evolving Justice CCMSFY17 & 18 Business Development Efforts

Clerk23%

State Attorney

18%Public

Defender18%

Courts9%

Multi-Agency

32%

Process Improvement

32%

Enhanced Business

Capability32%

End of Life Replacement

4%

Leverage Odyssey Platform

32%

Development ContextDevelopment by Stakeholder

18

Justice CCMS Budget History

FY11 FY12 FY13 FY14 FY15 FY16 FY17 FY18 FY19 FY20

Budget $6,543,5 $3,539,9 $6,082,0 $5,426,5 $1,600,0 $1,520,0 $1,133,1 $887,160 $388,311 $86,307

Actual $- $2,239,8 $3,173,1 $4,267,3 $337,033 $983,953 $201,529 $498,850 $302,004 $-

$-

$1,000,000

$2,000,000

$3,000,000

$4,000,000

$5,000,000

$6,000,000

$7,000,000

JuryTyler Odyssey Project WBDQ

Recurring Evolving Business Improvements

FY17 & 18 Budget Status for Current Dev Efforts

FY18 Approved Budget $ 887,160

FY18 Estimated Total Remaining Expenses to be Paid $ (498,849)

FY18 Remaining *Expenses to Carry Forward FY19

*Inclusive of $86K Contingency for Mandates & unknown requirements

$ 388,311

19

Prioritized & SupportedNew Business

Development Efforts (Qty)

FY18(One-time)

FY19(One-time)

FY20(One-time)

FY21(One-time)

8(10 Efforts now in Tyler

Release)

$ 234,560

9 $ 232,040

9 $ 236,880

9 $ 269,610

Justice CCMS Business DevelopmentsCJIS Policy Board Initiatives

FY19 One-Time

FY20One-Time

FY21One-Time

Budget $232,040 $236,880 $269,610

Estimated Spend

$187,240 $185,832 $196,030

Average $190K Recurring 20

Justice CCMS Business DevelopmentsCJIS Policy Board Initiatives

FY19 Decision Package

Decision Package

FY19 One-Time Recurring

Budget $232,040 $190,000

2121

APPROVED FY17 Decision Package

FY17(One-time)

Clerk Jury Project $ 267,686

Justice CCMS- Clerk JuryCJIS Policy Board InitiativeFY19 Decision Package

Decision Package

FY19 One-Time Recurring

Additional Budget $84,000 $0

Project is on Schedule. Change in Scope Required:

Integration with In Court Docketing Application

Additional Funding Necessary: $ 84K

22

Enterprise GISService Update

BCC… Municipalities2%

Property Appraiser

Office5%

Public Works24%

Sheriff29%

Utilities23%

CURRENT SERVICE CONSUMPTION ($)

Enterprise24%

General Government

51%

Special Revenue25%

CURRENT FUNDING SOURCE

23

Enterprise GISEvolving Decision Making

Oblique Aerial ImageryApproved Decision Package FY16

Light Imaging Detection and Ranging (LIDAR)Approved Decision Package FY16

Countywide 3D Basemap & RoutingFY19 Decision Package

24

Enterprise GISFY19 Decision Package

Countywide 3D Basemap & Routing

Decision Package

FY19 One-Time Recurring

Budget $304,000 $54,000

25

Audit & Security OBAEC InitiativeFY19 Decision Package

Decision Package

FY19 One-Time Recurring

Budget $155,125 $43,750

o Includes Software, Implementation & Supporto Benefits Amount to:

o Cost Avoidance/Potential Fraud Losseso Automation of Audit replaces manual process

o 5 year Benefit:o Total Project Benefit Estimated @ $536,535o Net Project Benefit Estimated @ $156,785

26

FY19 Decision PackagesSponsor / Governance Decision Package FY19 One-Time Cost Recurring

CJIS Use Policy Board Justice Business Development $232,040 $190,000**Alternate way to Fund forward;

Recurring vs. repeat annual One-Time

Clerk Jury $84,000 $0

Total $316,040 $190,000

eGIS Steering Committee 3D Basemap $250,000 $0

Routing $54,000 $54,000

Total $304,000 $54,000

OBAEC Audit & Security $155,125 $43,750

Total $155,125 $43,750

Grand Total $775,165 $287,750

Discussion or Questions?27

Agenda1. Call to Order – (Commissioner Welch, Chair)

2. Designation of Voting Members – (Commissioner Welch, Chair)

3. Action Item: Approval of Meeting Minutes – (Commissioner Welch, Chair)BTS Board Meeting – February 12, 2018

4. Citizen Comments – (Commissioner Welch, Chair)

5. Action Item: BTS FY19 Strategic Plan – (Jeff Rohrs, BTS CIO)

6. Action Item: BTS FY19 Budget – (Jeff Rohrs, BTS CIO)

7. Action Item: BTS FY19 Decision Packages – (Jeff Rohrs, BTS CIO)

8. Action Item: Presentation of TSC Charter – (Chris Short, TSC Chair)

9. Discussion Item: Centralized Email System – (Belinda Huggins, BTS Director)

10. Discussion Item: Cybersecurity Workshop – (Jeff Rohrs, BTS CIO)

11. Discussion Item: CIO Goals and Department Plan – (Commissioner Welch, Chair)

12. Discussion Item: BTS Board – Open Items

13. Adjournment

28