Information Technology Project Update
Agenda Item 12.A
By Jason Takagi, IT Manager
Meeting Date: July 16, 2024
Overview
•5 Year – Technology Master Plan
•User Training and Support
•Microsoft SharePoint
•Server Upgrades and Replacements
•Police Body Cameras and Video Management System
•Project Updates
•Public Safety Facility Migration
•Emergency Operations Center (EOC) Relocation
•Travel Forms and Purchase Orders and Agreements Form
•Information Technology (IT) Help Desk
•What’s Next
5 Year – Technology Master Plan
5 Year – Technology Master Plan
•Plan was approved by Council in Nov. 2022
•The plan includes all known technology initiatives for the next 5 years, a prioritization of those initiatives, and a recommended schedule.
•Estimated budgets were also recommended for all 43
initiatives included in the plan and recommended to be
funded over five and half years from fiscal year 2023 to fiscal year 2028.
•The assessment recommendations include best practices
for the City to implement.
User Training and Support
•46 classes 3-4 hours each over 10
weeks.
•Covered all Microsoft Office
applications, Adobe Acrobat, and
Laserfiche.
•316 signups, avg. 7 students per class.
•Classes were hands-on with classroom
computers and in-person.
•Maximum class size was 12.
Microsoft SharePoint
•Completed move of all non-Police shared
files to SharePoint sites.
•All files are in the Microsoft cloud and
backed-up onsite.
•Intranet site for all internal staff.
Server Upgrades and Replacements
•Replaced SCADA servers.
•Migrating Police and City Hall servers to new hardware. •Provides improvement management capabilities.
Police Body Cameras and Video Management
•All storage moved to the cloud.
•Allows Police to securely share videos.
•CAD integration to attach case numbers.
•3rd Generation of Body Cameras
Project Updates
Public Safety Facility Migration
•8 Month plan to move all services with minimal down time. •Required coordination with County, AT&T, Cal OES, NGA911. •Relocated radio equipment to City Hall IT room.
•Relocated 911 system and Police dispatch to City Hall. •Temporarily redirected 911 calls and dispatch services to Grover Beach. •This allowed the migration of the 911 call system and associated equipment. •Relocated body camera and in-car video system to 320 Main St. •Relocated Fire computers to residence and Bello Vets Hall.
EOC Relocation
•Required provisioning of 8 new phone lines.
•Coordination with PG&E, AT&T, and County to move emergency phone circuits. •Additional audiovisual capabilities for the Council Chamber.
Cybersecurity
•Sending out quarterly phishing tests instead of annually. •Last test caught 4 out of 108 users.
•Users that are caught then need to complete a short training. •IT focuses on making them similar to reported phishing attacks. •14 users are using a City provided password manager.
•Multi-factor authentication turned on for all accounts with elevated privileges. •Network security changes made to pass PCI compliance.
Travel Form
•All electronic process.
•Keeping only a single copy of each
record.
•One time entry of data.
•Automated reminders for work
process completion.
•Automated approval routing.
•Less human error.
Purchase Order and Agreements Form
•Replace two separate processes with a
single work process.
•Enforce pre -existing purchase policy
requirements.
•Integrate with existing databases.
•Walk end-users through the process.
•Keep only a single copy of the records.
IT Help Desk
•Handled about 400 tickets the past year.
•IT Technician handled over 95% of tickets.
•2024 Survey Results
•98% gave a very satisfied or satisfied rating an increase of 5%. •0% gave a dissatisfied rating.
Next Steps – Fiscal Year 2025 Projects
•Multi-Factor Authentication
•Time and Attendance System
•Managed Detection and Response Solution
•Cybersecurity Incident Response
•Electronic Content Management and Record Retention
•Disaster Recovery Planning
•Police E-Citations
•Password Manager
•Police Scheduling and Time Tracking System
•Performance Dashboard
•Audit Logs and Log Management
•IT Security Assessment
•Additional Public Safety Surveillance Cameras
Questions?