City Council Minutes 2013 04 16 - Laserfiche WebLink

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City Council Meeting Minutes April 16, 2013 Page 20 of 23 MOTION Mayor Muckle moved to approve Ordinance No. 1629, Series 2013, on second and final reading, as amended. Council member Loo seconded the motion. Roll call vote was taken. The motion passed by a vote of 7 -0. PRESENTATION — INFORMATION TECHNOLOGY STRATEGIC PLAN Mayor Muckle requested a staff presentation. Public Relations Manager Muth explained in October, the City Council awarded a contract for an Information Technologies (IT) Strategic Plan to Berry, Dunn, McNeil & Parker, LLC ( Berry Dunn). The objective of the strategic plan is to create a well - documented three to five -year plan to guide the IT and Geographic Information Systems (GIS) divisions in planning, procuring, implementing, and managing the current and future technology investments and resources. Since October the team from Berry Dunn has made three trips to meet with City staff and to analyze our IT systems. She introduced Seth Hedstom and Chad Snow from Berry Dunn and presented the City Council a final report outlining a five -year plan for the City's IT systems including a budget to align with the City's Capital Improvement Plan. Chad Snow and Seth Hedstrom, reviewed their approach to the project. Thirty Strategic Technology issues were documented from fact - finding activities and categorized as Management and Operations, Applications or Technical Issues. All departments participated in a work session to confirm and prioritize the strategic Technology Issues. The six top strategic technology issues found are as follows. 1. Vacancies exist in the IT Division, which have created challenges for the City. 2. The City does not have an established approach to Technology Governance. 3. Functionality from the ADG application for human resources and payroll was limited. 4. The City's website does not meet the needs of all departments. 5. Some Departments have a need for specialized IT support coordinated with other City IT operations. 6. Several departments report a desire for increased access to GIS data. The Top Six Strategic Technology Projects and Initiatives are as follows: 1. Select and implement an Enterprise Resource Planning System to include core financials, human resources, payroll, and community development functionality. 2. Implement a Content Management System (CMS) for departmental self - service of updating their respective pages of the City's website. 3. Adjust the organization of the IT function in the City. 4. Adjust the City's hardware replacement schedule and allocate appropriate funding to address the need for laptop or tablet computers and the replacement of outdated workstations.