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- Strategic Technology Plan Prepared by the DuPage County Information Technology Department Kevin Wiley, Technology Committee Chairman Donald J. Carlsen, Chief Information Officer

Prepared by the DuPage County Information Technology

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Strategic Technology Plan Prepared by the DuPage County

Information Technology Department

Kevin Wiley, Technology Committee Chairman

Donald J. Carlsen, Chief Information Officer

DuPage County

Strategic Technology Plan – Executive Summary

Purpose: The purpose of this Strategic Technology Plan (STP) is to continue the formulation and use of a roadmap for technology projects to be considered for funding and implementation over the next 10 years, 2018 - 2028. The plan will also be used to look for synergies and economies of scale between County entities and to link projects to County-wide Strategic Plan imperatives and strategies. In the fall of 2015, the County went through the process of developing a Strategic Plan. In this document, we have connected technology projects with Strategic Plan imperatives and strategies.

This document is a plan and not a budget; it is organic and will change over time. It was compiled and reviewed by the County Information Technology (IT) Department and will be presented to the Technology Committee and County Board for discussion and input. The STP will be updated every two years or as needed. Projects should be tied to Countywide and Departmental/Office strategic plan imperatives and strategies to ensure that we are spending taxpayer dollars on technology that makes a difference to our residents, and not just for the sake of technology. In developing any plan, we make sure that we understand the definition of the plan and review any relevant policies or directional statements during plan development.

Thank you to all Elected Officials and County Departments that provided information to the IT Department.

Strategic Technology Planning Definition: The process of establishing goals and objectives, defining strategies and policies to achieve these objectives, and developing plans to ensure that the strategies are implemented.

County Mission Statement: The mission of DuPage County is to assure that DuPage County’s communities will always be desirable places to live, work and raise families by providing innovative, cost-effective services, promoting a high quality of life for all residents, and acting as a leader with its local and regional partners in anticipating issues and developing solutions.

IT Department Mission Statement: The mission of the IT department is to deliver efficient, effective and reliable technology solutions and services in a cost-effective manner to advance the service objectives of our elected officials, County staff, and the community. At the same time, safeguard the integrity of information critical to the operation of the County and its partners in public service.

1

DuPage County Strategic Plan: In 2015, the County hired Northern Illinois University (NIU) to help update the County’s Strategic Plan. The County’s Strategic Imperatives and Strategies are as follows:

IMPERATIVE 1: QUALITY OF LIFE The County must define and fulfill its role in supporting and enhancing the quality of life for County residents.

A. Keep people safe in their homes and provide a safe environment for all who live and work in DuPage County.

B. Maintain the countywide safety net to help people escape poverty, maximize independence, and achieve economic self-sufficiency.

C. Protect and enhance our natural resources and infrastructure by coordinating and improving planning, conservation management, and communication efforts with the public and across County departments.

IMPERATIVE 2: COMPREHENSIVE FINANCIAL PLANNING

A. Plan and prioritize for the short- and long-term to meet current and future operating and capital needs.

B. Optimize cost containment while maximizing service levels and quality. C. Identify, assess, and secure funding opportunities to support the County’s strategic

priorities. IMPERATIVE 3: EXCELLENCE IN CUSTOMER SERVICE

A. Improve access to County resources including programs, permits, technical and language support, and information.

B. Provide standards-based customer service training and professional development to County staff and volunteers.

C. Enhance outreach and education to the public. IMPERATIVE 4: BUILD ON SUCCESSES OF ACT PLUS QUALITY AND LEADERSHIP

A. Pursue operational efficiencies by streamlining planning, minimizing duplication, and sharing and consolidating resources.

B. Work with local and regional partners to expand and promote the principles of the ACT Initiative beyond County government.

IMPERATIVE 5: FOSTER CONTINUED GROWTH OF THE DU PAGE E CONOMY

A. Ensure that DuPage County residents have the competitive skills necessary to create and maintain a high-quality workforce.

B. Pursue sound and sustainable economic growth and development practices. C. Promote and support new development by providing accurate data to developers,

streamlining the permitting and regulatory processes, and championing DuPage County as a desirable area in which to live and work.

2

Strategic Directions for Technology:

Prior to 2010:

Prior to 2010, the County’s systems inventory included mainframe-based ERP Financial and HR/Payroll applications, a myriad of custom developed COBOL-based mainframe applications, and several custom developed Microsoft .Net/SQL Server applications. Noting that the County needed a new ERP system, the County’s Technology Committee and IT Department established a new direction to use Commercial-Off-The-Shelf (COTS) applications, become cloud-aware allowing for providers to propose both on-premise and cloud based applications, and retire all custom COBOL systems to either COTS or .Net SQL Server applications.

What we’ve done since then:

Since that time, we completed two editions of a Strategic Technology Plan and have replaced the following systems:

� ERP (Finance & HR/Payroll) – COTS / on-premise � Probation System – COTS / on-premise � Clinical Financial System – COTS / on-premise � Stormwater Permitting – COTS / cloud-based � Moving Applications off the Mainframe – Replaced the mainframe with an IBM Business

Class Server at a significant savings and have moved all but one application off the server to either COTS or .Net/SQL server applications

Future Direction:

As our internal COBOL resources diminish, we are in the process of determining how to best manage our one remaining mainframe-based system, Real Estate & Tax. The system is critical to the operation of the County and taxing bodies within the County. We have hired a consultant (Plante Moran) to document our requirements and create a Request for Proposal (RFP) document, which we will use to determine how to best manage, upgrade, or replace the system. We will continue to procure COTS systems where possible. We have standardized all custom development around Microsoft .Net/SQL Server technology. We will continue to be cloud-aware, allowing for providers to propose both on-premise and cloud-based solutions. We will continue to offer IT resources, consulting services and advice on systems implementation, development, and acquisition to all elected officials, other agencies and departments.

3

Recent Technology Project Successes:

Over the past five years, the County has completed or started to implement the following major technology projects:

1. Managed the successful implementation of an Enterprise Resource Planning (ERP) system for Financial and HR/Payroll applications;

2. Assisted with the implementation of a new Election Night Reporting System for the Election Commission;

3. Managing a Requirements Analysis and creation of a Request for Proposal (RFP) for the replacement or upgrade of the County’s Real Estate & Tax system;

4. Managed the successful implementation of a new Probation Case Management System; 5. Helped implement a new cloud-based permitting system for Stormwater Management; 6. Managing the implementation of a new Case Management System for the Public Defender; 7. Currently providing resources to help with the implementation of a new Computer-Aided-

Dispatch (CAD) and Records Management System (RMS) for the Emergency Telephone Systems Board (ETSB), DuPage County municipal law enforcement agencies, the Sheriff’s Office, the State’s Attorney’s Office, and the Clerk of the Circuit Court; and

8. Moved the County Website to the Microsoft Azure cloud.

IT Department Strategy Map:

The IT Department, with help from the County Board Office, has developed a Balanced Scorecard-inspired Strategy Map (see page number 5). The map is used by the IT Department to document our specific strategies and goals.

The following are strategies that were developed in the mapping process:

1. Investigate and Implement Shared Services – Shareholder Perspective; 2. Internal Users: Provide Excellent Customer Service – Shareholder Perspective; 3. External Users: Transparency, Accountability & Accessibility – Shareholder Perspective; 4. Ensure Business Continuity – Internal Perspective; 5. Provide Internal Customer Service – Internal Perspective; 6. Manage Technology Outcomes – Internal Perspective; 7. Provide IT Resources – Enabling & Growth Perspective; 8. Foster Organizational Technical Understanding – Enabling & Growth Perspective; 9. Apply Enabling Technology – Enabling & Growth Perspective; 10. Increase Utilization – Financial Perspective; 11. Emphasize Return on Investment – Financial Perspective; and 12. Control Costs – Financial Perspective.

4

Information Technology Department Strategy Map

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2018 – 2028 STP Significant Projects: Listed below are several significant strategic technology projects that are contained in the STP. Also, we have attempted to connect significant projects to the Strategic Plan Imperatives approved by the County Board in 2015.

1. Replace or Upgrade the Real Estate and Tax Billing System – 2019-2021

The current system has been in place for over 30 years. Although the system performs adequately, the system resides on an IBM business-class server that has replaced a mainframe computer (with significant savings on both capital and operating expenses) and the programs are written in COBOL. The most significant impetus for change is that there is a dwindling workforce trained in developing and supporting COBOL code. All future enhancements and maintenance will be difficult and expensive, if possible. We have begun the first step in the replacement or upgrade of the system in contracting with a consulting firm (Plante Moran) to document processes, develop requirements and write a Request for Proposal for replacement or upgrade. The report will be completed in the summer of 2018 and the RFP will be complete in the fall of 2018. The next step will be to identify funding sources for the project prior to issuance of an RFP. After system selection, we can expect to begin implementation in 2019. The implementation is expected to take up to 36 months to complete. Strategic Imperative(s) – Financial Planning, Customer Service and ACT Initiative

2. Integrated Criminal Justice Information System – Current Project – 2019

A comprehensive system to integrate and manage criminal justice-related processes and systems used by the ETSB, Sheriff, State’s Attorney’s Office, Courts, Probation and associated agencies, and DuPage County municipalities. The ETSB, County and municipal partners are in the process of implementing a new Computer-Aided-Dispatch and Records Management System (CAD/RMS). The go-live date for the system is in the winter of 2019. Strategic Imperative(s) – Quality of Life, Financial Planning, Customer Service and ACT Initiative

3. Replacement of the Case Management System and Digital Evidence Portal for the State’s Attorney’s Office (SAO) – 2019

The SAO requires a new case management system to manage their workload and a digital evidence portal to handle the ever-increasing number of digital documents, digital audio and digital video files that are collected by law enforcement agencies within the County. Strategic Imperative(s) – Quality of Life, Customer Service and ACT Initiative

7

4. Traffic Sensing and Information Technologies for DOT – 2020-2028

Central Signal Expansion Modules and Traffic & Roadway Performance Data systems designed to monitor traffic and make transportation around the County more efficient.

Strategic Imperative(s) – Quality of Life, Financial Planning, Customer Service, ACT Initiative and Economic Growth

5. Automated Meter Reading and Meter Replacements in Public Works – 2020

Systems designed to read meter data accurately and more cost efficiently.

Strategic Imperative(s) – Financial Planning, Customer Service and ACT Initiative

6. Upgrade or Replace the Permitting Application for Building & Zoning, Public Worksand Transportation – 2019

Upgrade or replace the aging Permitting system for the subject departments. The software has not been upgraded in several years and is reaching end-of-life for vendor support.

Strategic Imperative(s) – Customer Service and ACT Initiative

7. Electronic Pollbook Software and Replacement Voting Equipment for the ElectionCommission – 2019-2028 & 2021

The Electronic Pollbook (ePollBook) was implemented to comply with unfunded State legislation, primarily Election Day Registration. The four-year license for the use of the ePollBook software purchased with Federal money in 2004 will expire on November 30, 2018. The Commission is required to purchase an extension of the existing license and support through the April 2019 election. The Commission will then procure alternate software for the 2020 election.

The voting system was purchased nearly 18 years ago, and has become increasingly more expensive to maintain. The software is no longer updated or supported and the hardware, in whole or replacement parts, is no longer produced. Replacing the current end-of-life system would allow the Election Commission to migrate to a fully supported voting system in compliance with the latest Illinois State Board of Elections (ISBE) voting system certification while taking advantage of the latest in election technology including the transmittal of results.

Strategic Imperative(s) – Customer Service and ACT Initiative

8

8. Various Network Security Projects in IT – 2019

The IT Department continues to focus on technologies that keep our data and systems safe. We are requesting funding for improving our wireless LAN/Network security and other security initiatives. Strategic Imperative(s) – Financial Planning and Customer Service

9. County Website Redesign – 2019-2020

We are requesting funding for a complete redesign of our public facing website. The last redesign was done in 2010. At that time, mobile web-browser was not a popular method to view a website, as it is now. The design doesn’t fully utilize screen width and is limited in what we can place on a page. ~ In the last year, the website had over 8 million pageviews. One-third of visitors are using a mobile device. ~ More modern websites use a “mobile-first” approach to ensure that mobile visitors have a more positive user experience. ~ Newer designs better incorporate search so that users do not have to know exactly what they are looking for or how the County is structurally set up. Strategic Imperative(s) – Quality of Life, Customer Service and ACT Initiative

10. Replacement Phone System Used by All County Elected Officials, Departments and Staff – 2019

The current phone system will reach end-of-life in 2018. We are currently doing a requirements analysis to determine functions, features and future direction. While many people access information via the web, there is still a large part of the population that calls into the County for a wide variety of reasons. Strategic Imperative(s) – Customer Service

9

11. Replacement of the County’s Video Surveillance and Access Control Systems – 2019-2020

In today’s world, it is imperative that we have a security system that is comprised of both video surveillance and access control systems. The current systems are very out-of-date and require a refresh. Strategic Imperative(s) – Quality of Life

10

Department/Office Summaries: The following summarizes the information submitted to the IT Department by each Department or Office. IT Department comments are included as well.

Department/Office: 18th Circuit Judicial Court

Significant Projects: New Personalized Information System for Judges, Upgrade Jury Software and Enhancements to the Probation Case Management System

Strategic Imperative(s) – Quality of Life

IT Comments: Projects necessary to advance the efficiency and effectiveness of the Court

Department/Office: Animal Services

Significant Projects: Several Projects Associated with the Facility Upgrade in FY 2020- 2021

Strategic Imperative(s) – Quality of Life

IT Comments: None

Department/Office: Building & Zoning

Significant Projects: Upgrade or Replace Permitting System

Strategic Imperative(s) – Excellence in Customer Service

IT Comments: Current system version is reaching end-of-life from provider

Department/Office: Care Center

Significant Projects: Future Replacement of the Electronic Health Record System

Strategic Imperatives(s) – Quality of Life and Financial Planning

IT Comments: Current system not meeting Care Center needs

11

Department/Office: Clerk of the Circuit Court

Significant Projects: Upgrade AS/400 for DuPage Unified Court System (DUCS) Server or Contract for Outside Hosting, General Ledger for DUCS, Courtroom Upgrades and a Significant Number of Maintenance Projects Connected to the Operation of DUCS

Strategic Imperative(s) – Quality of Life

IT Comments: Need to investigate using ERP for General Ledger

Department/Office: Community Services

Significant Projects: Homeless Management Information System

Strategic Imperative(s) – Quality of Life and Customer Service

IT Comments: None

Department/Office: County Clerk

Significant Projects: Replacement or Upgrade of the Real Estate and Tax System

Strategic Imperative(s) - Financial Planning, Customer Service and ACT Initiative

IT Comments: See IT Administration

Department/Office: Department of Transportation

Significant Projects: Central Signal System, Traffic & Roadway Performance Data System and Asset Management System

Strategic Imperative(s) – Quality of Life, Financial Planning, Customer Service and ACT Initiative

IT Comments: Investigate using ERP for Asset Management

12

Department/Office: Department of Public Works and Facilities

Significant Projects: Automatic Meter Reading (AMR) System, Billing Software, SCADA System and New Permitting System (possible split between DOT, DPW, B&Z)

Strategic Imperative(s) – Quality of Life, Financial Planning, Customer Service and ACT Initiative

IT Comments: Permitting System will be a significant improvement over the current system and process – Investigate integration of new Permitting System with the ERP Financial System

Department/Office: Election Commission

Significant Projects: Electronic Pollbook Software and Replace Voting Equipment

Strategic Imperative(s) – Quality of Life, Customer Service and ACT Initiative

IT Comments: Need thorough vetting process with the Election Commission and County Board

Department/Office: Emergency Telephone Systems Board (ETSB)

Significant Projects: Replace Computer-Aided-Dispatch (CAD) & Mobile Based Reporting (MBR), Records Management System (RMS), Replace 911 Call-Taking Equipment, and SONET Network Replacement

Strategic Imperative(s) – Quality of Life, Financial Planning, Customer Service and ACT Initiative

IT Comments: CAD & MBR/RMS project go-live scheduled for Winter 2019

Department/Office: Finance Department

Significant Projects: Implement Oracle Budget System and e-Procurement System

Strategic Imperative(s) – Financial Planning and Customer Service

IT Comments: Investigate using Infor for e-Procurement

13

Department/Office: Human Resources

Significant Projects: Applicant Tracking

Strategic Imperative(s) – Customer Service

IT Comments: This project will help to further automate HR processes

Department/Office: IT – Administration

Significant Projects: Replacement or Upgrade of the Real Estate and Tax System

Strategic Imperative(s) – Comprehensive Financial Planning, Customer Service and ACT Initiative

IT Comments: IT will act as the project manager for this project in conjunction with the County Clerk, Recorder of Deeds, Supervisor of Assessments and Treasurer

Department/Office: IT – GIS

Significant Projects: Ariel Orthophotography and Oblique Imagery Projects

Strategic Imperative(s) – Customer Service and ACT Initiative

IT Comments: Projects to increase the functionality of the County’s GIS base maps to include advanced imagery

Department/Office: IT – Network System Group

Significant Projects: Enhance Network Security, Continue Server Virtualization, Network Cabling and Switch Replacements, Campus Wireless Replacement, and Telephone System Replacement

Strategic Imperative(s) – Quality of Life, Financial Planning and Customer Service

IT Comments: Server virtualization (consolidation) saves money over time, the Telephone System will reach end-of-life in 2018, and significant cabling and router/switch replacements will be needed in the future to support telephony and other digital applications

14

Department/Office: IT – Web Team

Significant Projects: Website Redesign

Strategic Imperative(s) – Quality of Life, Excellence in Customer Service and ACT Initiative

IT Comments: Website was redesigned in 2010. Mobile web-browsing was not as popular to view a website as it is now. Newer designs also incorporate better search methods.

Department/Office: Office of Homeland Security and Emergency Management

Significant Projects: Replacement of Video Surveillance System and Replacement of Access Control System

Strategic Imperative(s) – Quality of Life

IT Comments: Needed to improve security on the County campus

Department/Office: Public Defender’s Office

Significant Projects: Case Management System

Strategic Imperative(s) – Quality of Life and Financial Planning

IT Comments: Current system is written in COBOL and has reached end-of-life; they are currently implementing a new COTS system.

Department/Office: Regional Office of Education

Significant Projects: Replace Storage Area Network (SAN)

Strategic Imperative(s) – ACT Initiative

IT Comments: Investigate leveraging storage with County IT

15

Department/Office: Sheriff’s Office

Significant Projects: Crime Lab Upgrades and Office 365 Conversion

Strategic Imperative(s) – Quality of Life and ACT Initiative

IT Comments: IT will work closely with the Sheriff’s Department to leverage County IT resources for Office 365

Department/Office: State’s Attorney’s Office

Significant Projects: Case Management System and Digital Evidence Portal

Strategic Imperative(s) – Quality of Life, Customer Service and ACT Initiative

IT Comments: Digital Evidence Portal is crucial for prosecution of cases now and into the future for all County law enforcement agencies

Department/Office: Supervisor of Assessments & Board of Review

Significant Projects: Several Projects Connected with the Potential Upgrade or Replacement of the Real Estate and Tax System

Strategic Imperative(s) – Quality of Life, Financial Planning, Customer Service and ACT Initiative

IT Comments: IT Comments: Currently doing an assessment of the current system to develop an RFP for procurement of a new or replacement system

Department/Office: Stormwater Management Department

Significant Projects: Continue Use of New Cloud-Based Permitting System

Strategic Imperative(s) – Quality of Life, Financial Planning, Customer Service and ACT Initiative

IT Comments: Permitting System is a significant improvement over the current system and process – possibly integrate new Permitting System with the ERP Financial System

16

Department/Office: Treasurer’s Office

Significant Projects: Replacement or Upgrade of the Real Estate and Tax System

Strategic Imperative(s) – Comprehensive Financial Planning, Customer Service and ACT Initiative

IT Comments: See IT Administration section

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gra

de

?S

ou

rce

(s)

18

-19

19

-20

20

-21

21

-22

22

-23

23

-28

To

tal

Co

st

1P

roje

ct M

an

ag

em

en

t So

ftw

are

Ma

inte

na

nce

10

00

-10

70

$21,645

$21,645

$21,645

$21,645

$21,645

$1

08

,22

5$

21

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50

2Ju

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e O

nlin

e T

rain

ing

Ma

inte

na

nce

10

00

-10

70

$24,524

$24,524

$24,524

$24,524

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22

,62

0$

24

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40

3E

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ion

Ma

na

ge

me

nt

Syst

em

Ma

inte

na

nce

10

00

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70

$145,900

$145,900

$156,100

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0$

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4 I

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on

e S

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00

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$3

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00

$6

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00

5A

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lica

tio

ns

to V

ote

Pri

nti

ng

Ma

inte

na

nce

10

00

-10

70

$19,300

$51,435

$19,300

$51,435

$19,300

$1

92

,90

5$

35

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75

6E

lect

ion

Kit

Ma

inte

na

nce

10

00

-10

70

$39,400

$52,490

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$52,490

$39,400

$2

36

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0$

45

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50

7B

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t M

an

ag

em

en

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ain

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0$141,010

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0$

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8E

WA

-TSX

So

ftw

are

Lic

en

se &

Ha

rdw

are

Ag

ree

me

nt

Ma

inte

na

nce

10

00

-10

70

$3

5,2

60

$40,110

$40,110

$40,110

$40,110

$2

00

,55

0$

39

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50

9M

ail

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chin

e R

en

tal

Ma

inte

na

nce

10

00

-10

70

$5

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8$

5,8

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$5

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8$5,848

$5,848

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9,2

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10

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lp D

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tem

(A

skE

D )

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inte

na

nce

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00

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70

$2

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00

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8,5

00

$38,000

$2

8,5

00

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0$

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11

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ctro

nic

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re (

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12

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Ha

rdw

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ain

ten

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00

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75

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13

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ctio

n N

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t R

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Ma

inte

na

nce

10

00

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$2

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0$

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14

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g E

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ipm

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tN

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$18,000,000

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00

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00

15

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Att

en

da

nce

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ftw

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inte

na

nce

10

00

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$3

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16

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nu

al I

nb

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nd

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llot

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cess

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t

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inte

na

nce

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70

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$14,200

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$7

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00

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17

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nu

al I

nb

ou

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llot

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ftw

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Pro

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ge

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un

ty 1

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r S

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ic T

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no

log

y P

lan

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pa

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23

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de

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ge

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ty 1

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r S

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y P

lan

FY

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8

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pa

rtm

en

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r

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18

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23

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tal

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1

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reV

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00

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00

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12

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13

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15

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16

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17

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Du

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29

30

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18

Du

Pa

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ea

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tra

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ic T

ech

no

log

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FY

20

19

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8

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pa

rtm

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om

mu

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s

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w o

rF

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FY

FY

FY

FY

FY

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mb

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18

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19

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20

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21

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22

-23

23

-28

To

tal

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nu

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31

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FY

20

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pa

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w o

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FY

FY

FY

FY

FY

Nu

mb

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18

-19

19

-20

20

-21

21

-22

22

-23

23

-28

To

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Sta

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35

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2A

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