July 16, 2014

Oversight Committee

July 16, 2014

AGENDA

As required, please be advised that a copy of the rules of the Open Meetings Act as amended by LB898 is located in the folder on the north wall of the Jesse Lowe Conference Room and assistance will be provided for anyone needing help.

● Call to Order - Deb Sander ● Approval of minutes from June 18, 2014 meeting – Deb Sander ● Standing Business

○ IT Service Management – Julie Stangl■ New Project Form

○ Projects – Tracy Svevad○ Capital Improvement Plan Update – Bob Nord○ Operations Update – Bob Nord

■ Tech Fair Recap○ Security – Greg Andersen

■ HIPPA/HITECH Assessment Reports■ Administrative Rights Policy - August Meeting

○ Financials – Tracy Svevad■ Financial Report: June, 2014■ Preliminary Audit Report – Hayes & Assoc.

○ Organization Update – Kruse○ Innovation Topic: Self Service

● New Business ■ ByLaws - Resolution for Approval - Deb Sander

● Public Comments● Next Regular Meeting: August 20, 2014 at 2:30-4:00 in Jesse Lowe Conference Room. ● Executive Session for the purpose of discussing personnel and legal issues in conformance with Nebraska Rev. Stat. 84-

1410(d).● Adjournment

July 16, 2014

IT Service Management(Julie Stangl)

July 16, 2014

PM Process Improvement

March 19, 2014

PM Process Improvement

July 16, 2014

Projects Update

Project Bucket Hour Summary by Portfolio 2014 YTD (Jan. - June) Actual Hours Used

CountyCity Enterprise

* Hours were removed for consultants that were charged back (Hyperion, City HRIS Solution)

July 16, 2014

Projects Update

Project Bucket Hour Summary by Portfolio YTD (Jan. - June) Actual Hours Used

* Hours were removed for consultants that were charged back (Hyperion, City HRIS Solution)

City County EnterpriseCity

July 16, 2014

Projects(Tracy Svevad)

July 16, 2014

Projects Update

Project Summary

Project Status Total City CountyEnterprise / DOTComm

Active 35 9 19 7

Pending* 6 3 2 1

Estimation 12 6 3 3

Total 53 18 24 11

* Pending = Pending Initiation which is generally due to resource constraints (excludes Pending Request)

July 16, 2014

Projects Update

Active Phase Highlights Status

Deploy SCCM Software Execution All project work completed - project closed.

Going Google!Post Implementation

Deployment Exchange sunset complete for City of Omaha (no issues) - in progress for Douglas County. Project “change request” approved by stakeholders. Project to close by end of July

Windows XP Upgrade Execution 4 Departments completed. Assessments on-going through September. Continuing to assess and shuffle resources to meet project needs, but remains “yellow” as resources availability remains low.

Managed Print Services Execution Department walk-throughs are progressing on schedule. Currently at 11% of departments enrolled in program.

HIPAA Risk Assessment Execution Majority of interviews completed and finalization of report is in progress.

Amazon Web Migration Execution AD Integration close to completion. Hosted AWS website is up with 1 website in production and another ready to move to production. “Lessons learned” scheduled for initial project review.

Oracle OBIEE Reporting Initiation Vendor assigning PM. Project planning is occurring.

Enterprise Portfolio

July 16, 2014

Going Google! Post Implementation

● Exchange Shutdown○ OPD Completed○ City Completed○ County Completed

May 28th through June 28th

● Email Domain Rename County: douglascounty-ne.gov City: cityofomaha.org

Communication beginning June 16th

Actual Change: July 10th

(In-Progress @ Distribution)

● Proper Reporting Needed to properly report on # of Gmail,

vault and encryption licenses.

Target: July 15th (In-Progress)

Remaining Tasks to Close Google Project

July 16, 2014

Good Bye Windows XP!

Project Manager: John Rivera

Overall Schedule Cost Scope Risk

= Y = Y = G = G = Y

July 16, 2014

Managed Print Services

Project Manager: Mark Gradel

Overall Schedule Cost Scope Risk

= G = G = G = G = G

July 16, 2014

Projects Update

Active Phase Highlights Status

Hyperion Implementation Deployment Providing post-production support. Deployed

BOE 2014 Deployment Operation supporting provided - no issues to report.

GTL Implementation Execution Project progressing on schedule. In discussions regarding password resets.

ECM - Land Book Scan & Store

Execution Application has been moved to quality assurance environment for testing.

Shortel VoIP - County Execution GIS, County Attorney, and Admin are in production. Public Defending training planned for 7/21/14.

Corrections: Upgrade XP to VDI

Execution 16 PC’s/terminals installed and minor issues resolved. Proceeding to phase 2 of the project.

Juvenile Court - Attorney App Payment

Initiation Project charter in process/review with project team.

12 Additional Active Projects

Various Phases

Baby Blossoms - Website went Live 7-8-14Yellow: RFP for Lands Records and RFP for Electronic Health Records -- both are moving forward but missed target dates

Douglas County Portfolio

July 16, 2014

Projects Update

Active Phase Highlights Status

OPD - Fatpot Closing Agreed with Customer that DOTComm project work is completed. DOTComm currently providing support as requested.

PW - Traffic Accident Reporting

Deployment Requested final acceptance from customer to close project.

PW - OPW Numbering Database

Deployment Data reload in progress - next step is release to production.

OPD - Move to Technology Center

Execution Resources constraints have slowed this project and target dates have been missed. Team continuing with customer to plan and test each move. New dates to be established.

CIOPL-2014 Library Lease

Execution Installation progressing - Saddlebrook and Elkhorn complete

CIFIN-Enhanced Online Payments (FOPS)

Execution Initial sprint of development is on schedule for production release 7/19/14.

OPD Website Enhancement

Definition Waiting on signature for Project Charter. Work continues on navigation structure

CIOFD-Electronic Patient Care Reporting

Definition Clarification of Scope and Estimates underway

CIMayor-New Website Template

Initiation Project charter completed and ready for signature. Project plan is in progress.

City of Omaha Portfolio

July 16, 2014

Capital Improvement ProjectsUpdate(Bob Nord)

July 16, 2014

CIP Project Updates

➢ County○ Public Defender○ Attorney (Civil and Truancy)○ GIS, ITC, Audit○ Clerk of the District Court

Enterprise Telephone

System

➢ Wireless Controller - $80,000

➢ Identifying priorities and developing our approach to next investments into the enterprise - Refresh of 5 year plan

CIP 2014

July 16, 2014

Operations Update(Bob Nord)

July 16, 2014

Operations Service Update

Service Outages

➢ NCIC - State issues➢ Corrections OMS (JBoss)➢ Cox Outages ➢ OPD Stellent

Issue and Problem

Management (ITSM Tool)

➢ Self service portal currently in beta○ Demo during the OC meeting

Tech Fair

➢ Will get next years event scheduled ➢ Great vendor support➢ Good foot traffic appx 165 visitors➢ 35 visitor tours through the Tech Center➢ DCGIS, Service Desk and Security;

more representation next year

July 16, 2014

IT Service Management Update

SLAsIncident and Service Request By

Service

July 16, 2014

July 16, 2014

IT Service Management

● Breaking down the data○ Patterns and trends

■ Is the miss an anomaly or trend?■ Is the service level cyclical?

○ Resources■ Consistently missed SLAs may indicate a need for

additional training or staff to meet the SLAs○ Classifications

■ Making sure the reported tickets are in the proper category, owner, etc

● Make recommendations

July 16, 2014

IT Service Management Update

Incident SLAs

July 16, 2014

Service Level Agreements - Closed Incidents

July 16, 2014

81 tickets were ‘excluded’ from the SLA stats in June

● 53 Tickets were tickets resolved by external service providers

● 28 tickets were not included in the SLA stats due to not originating at the Service Desk.

Service Level Agreements - Incident Exclusions

July 16, 2014

For June, 28 tickets were not included in the SLA stats due to not originating at the Service Desk.

Service Level Agreements - Non Service Desk Incidents

July 16, 2014

Service Level Agreements - Incident Resolution Time

July 16, 2014

Service Request SLAs

IT Service Management Update

July 16, 2014

Service Level Agreements - Closed Service Requests

July 16, 2014

Service Request Resolution Time

July 16, 2014

Service Desk Statistics and Customer Satisfaction Survey

Results

IT Service Management Update

July 16, 2014

Service Desk Call Statistics

July 16, 2014

Customer Satisfaction Survey Results

July 16, 2014

IT Security

(Greg Andersen)

July 16, 2014

● HIPAA/HITECH Assessment Interviews Complete○ Compiling final report○ High-level draft findings have been communicated

● Windows Patch Compliance Increase○ SCCM tool now being used for Windows Updates○ Will continue to work through application list

● October is coming quickly, which is Cyber Security Awareness Month○ Continue off 2013 education campaign○ Will reach out the FBI Cyber Crime staff and others to

schedule a speaker

IT Security Service Update

July 16, 2014

Financials(Tracy Svevad)

July 16, 2014

Financials - Income Statement

July 16, 2014

Financials - Receivables

July 16, 2014

▪ Auditor to give verbal update on progress and overall findings

▪ Preliminary report completed▪ Draft financial statements available▪ Management Discussion and Analysis in-progress▪ Management’s Response to audit findings in-progress

Financials - Audit Update

July 16, 2014

2013 Financial Audit - Update

2013 Preliminary Audit ReportPresented by: Hayes & Associates

July 16, 2014

Organizational Update

(Derek Kruse)

July 16, 2014

I

Innovation

Self Service

July 16, 2014

Innovation

New Project Request Form Demo

July 16, 2014

New Business

ByLaw - Resolution for Approval (Deb Sander)

July 16, 2014

July 16, 2014 Resolved by the Douglas Omaha Technology Commission (DOTComm):

Whereas, the City of Omaha and Douglas County, Nebraska by Interlocal Agreement created the Douglas-Omaha Technology Commission known as DOTComm; and,

Whereas, DOTComm operates as an independent entity, governed by an Oversight Committee selected by the City of Omaha and Douglas County, Nebraska; and,

Whereas, the DOTComm Oversight Committee is charged with review of the DOTComm practices (including financial, budgetary, service operation, projects, security and any other activities deemed of a nature for Oversight Committee review and/or approval; and

Whereas, the DOTComm Oversight-Committee meets on a monthly basis; and

Whereas, the Interlocal Agreement creating DOTComm contemplates that the DOTComm Oversight-Committee will create bylaws; and

Whereas, the Oversight Committee has reviewed the proposed Bylaws and recommends the adoption of the Bylaws; and

Whereas, the CIO recommends the adoption of the Bylaws; and

NOW THEREFORE, BE IT RESOLVED that the DOT.Comm Oversight Committee approves and adopts the attached Bylaws.

APPROVED

Deb Sander Date Chair, DOTComm Oversight Committee

July 16, 2014

▪ PUBLIC COMMENTS

▪ NEXT MEETING: August 20, 2014 @ 2:30 in Jesse Lowe

▪ ADJOURN (to Executive Session as needed)

Page 1 of 3

DOTComm Oversight Committee Meeting Minutes June 18, 2014 – 2:30 p.m.

Jesse Lowe Conference Room, Civic Center, 3rd Floor

PRESENT: Deb Sander–(City)

Stephen Curtiss – (City) Elizabeth Davis – (City) Joseph Lorenz – (County)

ABSENT: John Friend – ( County) Mike Grandgenett – (Citizen Member) Roland Hamann (County) OTHERS: Derek Kruse – (DOTComm) Bob Nord – (DOTComm) Julie Stangl – (DOTComm) Greg Andersen – (DOTComm) Bridget Roy – (DOTComm) Jeanette Butzin – (DOTComm) Steve Jacobsen – (DOTComm) Randy Benak – (City IT)

Dianne Wallace – (County IT)

Chair, Deb Sander called the meeting to order at 2:31 p.m. She advised that the rules for the Open Meeting Act are located in a folder on the north wall of Jesse Lowe Conference Room. Approval of Minutes:

Sander called for approval of the minutes from the last meeting on May 21, 2014. Hearing no discussion, Lorenz moved to approve the minutes as presented. Davis seconded the motion. Motion passed unanimously and minutes were approved.

Standing Business:

Stangl reported on the Project Management Process Improvement Plan. DOTComm is in the process of finalizing the FileBound Project Request form and have begun prioritizing incoming work. This will be ready to present to the Oversight Committee at the July meeting. Stangl reviewed the bucket hours used (Jan-May) for the City (1564), County (7219) and the Enterprise (2881) projects. She introduced the “Summer of Service – The Sequel” for 2014 and the idea behind it. This is DOTComm’s way of recognizing achievements and performance excellence.

Page 2 of 3

Service Spotlight – Kruse reported that we have gone full-circle and will be suspending this agenda item going forward. If there are any specific areas that Oversight would like us to talk about or if there are any new services in the future, this can be brought back. We will plan to begin the cycle again in 2015.

Projects – Stangl presented the Projects Report in Svevad’s absence. She spoke to a new chart summary that gave the Active, Pending and Estimation of current project status. The deployment of the SCCM Software has gone from red to green and should be completed very soon. The Windows XP upgrade has moved to yellow with a resource issue on the DOTComm side. Steve Jacobsen spoke to the remaining tasks to close the Google project. The Exchange shutdown is in progress with OPD complete and the City in progress this week. The County shutdown is tentatively set for next week. The email domain rename for City and County will take place the week of July 10th with communication going out this week on that. Greg Andersen presented on the Windows XP upgrade project. The SCCM Deployment is moving towards close. Greg gave an update on the overall project progress. Stangl then reported on the County and City portfolios. Corrections Upgrade of XP to VDI in currently in yellow. Work continues on installing and testing the first 20 clients. The OFD Electronic Patient Care Reporting is in red as we continue to work for clarification of the scope (scope has changed with the customer) and obtaining estimates.

Capital Improvement Projects Update – Nord gave an update on the CIP. Work continues on the Enterprise Telephone System with the four pilot County departments (Public Defender, Civil and Truancy Attorney, GIS, ITC, Audit, and the Clerk of the District Court) scheduled for training on June 26th. Nord addressed questions in the CIP 2014 plan for a Wireless Controller at approx. $80,000. The current system has a capacity for 128 Access Points and we are at 127. The new controller is the next size up and would have 1000 Access Points so plenty of room for growth. Each department is responsible for their own Access Points so there are departments currently waiting for availability. Nord stated that there is no change to the CIP Projected 2014/2015 needs and work continues to prioritize these needs.

Operational Services Update – Nord reported that on June 1st there was a NCIC state-wide outage from a switch failure. There was brief discussion on applying pressure to the State for a fix to this continuous issue. Nord also reported that the new ITSM self-service portal is currently in beta. Nord stated that the new reporting format for the SLA’s should be ready by next month’s meeting. He reported on the May SLA’s. There were 835 total closed Incident SLA tickets in May with 92 that were excluded (53 outside DOTComm’s control and 39 that did not originate at the Service Desk). There were 1342 closed Service Request SLAs in May with 74 excluded (15 outside DOTComm’s control and 59 that did not originate at the Service Desk). The May Service Desk statistics and the Customer Satisfaction Survey results were also reviewed. Nord reported that beginning July 1st, the Service Desk hours will be expanding to 6:00 a.m. to 10:00 p.m. Nord also stated that since January 2014, we have increased the manpower on the Service Desk from three to five staff.

Page 3 of 3

IT Security – Andersen gave an update on May IT Security. The HIPPA/HITECH Assessment interviews are now complete and reports are being compiled for Internal Security Team, Department and Public Consumption. This will be presented at the July Oversight meeting. Andersen also talked about the new process for consistency in on-board and off-boarding of employees across the Enterprise.

Financials – Bridget Roy presented the May Financial Report. DOTComm is at 42% of the budget year and at 39% of the annual budget for a net of ($1,271,713). The 3 month Receivables Summary (March-May) were also reviewed. Bridget announced that the audit is on scheduled and will be presented at the July 16th Oversight meeting.

Organizational Update – Kruse announced that Bridget Roy officially was hired on the DOTComm payroll as the Finance Manager at the end of May. She had originally started as an outside contractor.

Innovation – June 23rd Technology Fair, Room 702 in the Civic Center. The Fair runs from 10:00 a.m. to 4:00 p.m. Vendors will be available for consultation. This event is open to all.

New Business: None

Public Comments: None

Next Meeting:

The next meeting of the DOT.Comm Oversight Committee is Wednesday, July 16, 2014 from 2:30-4:00 p.m. at Jesse Lowe Conference Room.

Adjournment:

A motion was made by Davis to adjourn the DOTComm Oversight Committee meeting at 3:11 p.m. Motion was seconded by Curtiss and meeting was adjourned.

Minutes by: Jeanette Butzin

DOTComm Bylaws.doc

Revised: Approved:

BYLAWS

OVERSIGHT COMMITTEE

OF

DOUGLAS-OMAHA TECHNOLOGY COMMISSION

(DOTComm)

ARTICLE I

PURPOSE AND POWERS

Section 1.1. Purpose. The Douglas-Omaha Technology Commission, herein referred to as

DOTComm, shall have such purposes as hereafter set forth in the Interlocal Agreement of May,

2012.

Section 1.2. General Powers. Section 5 of the Interlocal Agreement entitled DOTCOMM

GOVERNANCE details the powers and responsibilities of the Oversight Committee including

membership, duties and responsibilities. To the extent that there is a conflict between these

bylaws and the Interlocal Agreement, the Interlocal Agreement shall prevail..

Section 1.3. Specific Powers. The purpose of this document is to establish the bylaws for the

DOTComm Oversight Committee bylaws as provided for by Section 5.b) of the Interlocal

Agreement, “The DOTComm Oversight Committee shall: Adopt bylaws if it is deemed

necessary or desirable to do so. The bylaws, if any, shall be approved by majority vote, reduced

to writing and a copy of same shall be delivered to, kept current and remain on file in the office

of the CITY CLERK and the COUNTY CLERK.”

ARTICLE II

ROLES AND RESPONSIBILITIES

Section 2.1. General Powers. All of the affairs of DOTComm shall be conducted under the

authority and direction of the Oversight Committee as outlined in the Interlocal Agreement

Section 2.2. Officers. The DOTComm Oversight Committee shall elect from its membership, a

Chairperson and Vice-Chairperson.

DOTComm Bylaws.doc

Revised: Approved:

a) The Chairperson shall preside at all meetings and will be a voting member. The

Chairperson shall have such other powers and perform such duties as may be delegated to

the Chairperson by the DOTComm Oversight Committee.

b) The Vice-Chairperson, in the event of absence or disability of the Chairperson, shall

perform the duties and exercise the powers of the Chairperson.

Section 2.3. Election of Officers. The officers of the DOTComm Oversight Committee shall be

elected at the July Oversight Committee meeting and shall serve for a term of one year.

Section 2.4. Removal of Members/Officers. When any Oversight Committee member fails to

adequately perform the duties assigned by the Chairperson of the Oversight Committee, or acts

outside the scope of his/her duties as an Oversight Committee member, such Oversight

Committee member may be removed by a vote of five members of the Oversight Committee.

The removed member shall be replaced in the manner and by the persons authorized in Section 5

of the Interlocal Agreement.

Section 2.5. Conflict of Interest. No Oversight Committee member shall participate by

discussion or vote in any matter in which the member has a pecuniary interest, either personally

or through any business relationship.

Section 2.6. Acting or Interim CIO. In the event that the CIO shall resign, be incapacitated, be

on an extended leave of absence or otherwise unable to perform his/her duties, an Acting or

Interim CIO shall be named by the Oversight Committee. The Acting or Interim CIO shall have

all powers, duties and responsibilities normally devolving upon the CIO.

ARTICLE III

MEETINGS

Section 3.1. Monthly Meetings. DOTComm shall conduct monthly meetings on the third

Wednesday of the month at 2:30 p.m. or on such other date as the Oversight Committee may

designate from time to time. Notice of meetings of the DOTComm Oversight Committee shall

be given in accordance with the provisions of Section 84-1408 et seq. R.R.S. 1994 (Nebraska

Public Meetings Laws).

Section 3.2. Additional Meetings. Meetings may be held in addition to the monthly meeting if

the DOTComm Oversight Committee deems necessary. Notice of any additional meetings of the

DOTComm Oversight Committee shallalso be given in accordance with the provisions of

Section 84-1408 et seq. R.R.S. 1994 (Nebraska Public Meetings Laws).

Comment [1]: Jeanette Suggestion: if the Chairperson is a City member, that the Vice-Chairperson should be from the County side or vice-versa OR, as per Deb’s suggestion of the Citizen member serving as Chairperson, then we could have a First Vice-Chair and a Second Vice-Chair that would be from City and County respectfully or only one Vice-Chair that would rotate from term to term, between City and County members. The citizen member/Chairperson would vote last and break all ties

Comment [2]: I suggest that in order to be replaced that it take 5 members of the Oversight Committee. Otherwise, if the City or County had a sympathetic private citizen, they could remove a member from the other entity that they wanted to.

DOTComm Bylaws.doc

Revised: Approved:

ARTICLE IV

CONDUCT OF BUSINESS

Section 4.1. Quorum. At all meetings, a quorum shall consist of four (4) or more members, and

they shall be authorized to transact business.

Section 4.2. Votes. At all meetings, a member may vote only in person.

Section 4.3. Majority Rule. Four (4) affirmative votes shall be required for final action on any

matter acted upon by the DOTComm Oversight Committee.

Section 4.4. Rules of Order. The Rules of Order for the conduct of all business before

DOTComm shall be consistent with the provisions of the statutes of the State of Nebraska. In

the absence of any statute, Robert Rules of Order shall apply.

ARTICLE V

AMENDMENTS

Section 5.1. Amendments to Bylaws. All proposed amendments to these Bylaws shall be

presented in writing at a meeting of the Oversight Committee. Such amendments shall not be

voted on until a subsequent meeting with notice pursuant to Section 84-1408 et seq. R.R>S. 1994

(Nebraska Public Meetings Laws).