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
Attachment C - County IT Progress Forward Report - 20190813 - ver002 Page 2
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.
Attachment C - County IT Progress Forward Report - 20190813 - ver002 Page 3
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
Attachment C - County IT Progress Forward Report - 20190813 - ver002 Page 4
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.
Attachment C - County IT Progress Forward Report - 20190813 - ver002 Page 5
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.
Attachment C - County IT Progress Forward Report - 20190813 - ver002 Page 6
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.
Attachment C - County IT Progress Forward Report - 20190813 - ver002 Page 7
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.
Attachment C - County IT Progress Forward Report - 20190813 - ver002 Page 8
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%
Attachment C - County IT Progress Forward Report - 20190813 - ver002 Page 9
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:
Attachment C - County IT Progress Forward Report - 20190813 - ver002 Page 10
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.