Information Technology Project Update
Agenda Item 12.B
By Jason Takagi, IT Manager
Meeting Date: August 5, 2025
Overview
•5 Year – Technology Master Plan
•Police E-Citations
•Time and Attendance System
•Multi-Factor Authentication
•Managed Detection and Response Solution
•Project Updates
•User Training and Support
•User Account Request Form
•Parking and Police Annex
•Corporation Yard Fiber Replacement
•wIntegrate Decommissioning
•Firewall Replacement
•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.
Police E-Citations
•Electronic citations, replaces paper
•11 iPhones and 11 Bluetooth Printers were deployed to Police staff. •Reduces human error through data validation.
•Eliminates duplicate data entry.
•Provides more legible tickets to the Public.
Time and Attendance System
•Electronic timesheets and leave requests, replaces paper •Reduces human error (handwriting, which codes to use, totals, allocating overtime, etc.)
•Eliminated duplicate data entry.
•Assists staff in projecting out leave balances.
•Ensures procedures are documented and followed.
•Efficiencies in processing payroll.
Multi-Factor Authentication
•Increases cybersecurity and protects from credential phishing attacks. •Duo was chosen because it supports a wide variety of authentication options. •Deployed to all part-time and full-time staff.
•Next steps are to integrate it with as many City logins as possible. •Integrating the logins to the City’s various applications will reduce the time it takes for IT staff to disable the accounts associated with a user.
Managed Detection and Response Solution
•Cybersecurity – New layer of cybersecurity for the City •Outsourced Security Operation Center (SOC) that is staffed 24/7/365. •Log centralization and retention. Makes it easier to correlate logs about an event from various City systems.
•Provides increased visibility and reduces false positives. •Allows for automated responses to some events.
•Significantly reduces the time to detect, respond, and remediate events.
Managed Detection and Response Solution
Project Updates
User Training and Support
•Maintains a skilled and knowledgeable
workforce
•8 classes 3-4 hours each over 3 weeks.
•Covered Microsoft Teams, SharePoint,
and Outlook.
•50 signups.
•Classes were hands-on with classroom
computers and in-person.
•Maximum class size was 12.
User Account Request Form
•Ensures timely activation and deactivation of employee software accounts.
•Assists IT with standardizing and documenting the procedure to request creating, modifying, and disabling user accounts. •Simplifies department requests for systems administered by IT and those administered by other City staff. Reducing the time it takes to onboard and offboard staff.
•Both IT and non-IT system administrators are automatically notified of user account creation requests.
User Account Request Form
Parking and Police Annex
•Installed 7 new computer workstations, 12 new monitors, 1 TV, 1 new printer, and relocated 1 printer.
•Installed security cameras, keyless access control, and a video intercom similar to what will be installed at the Public Safety Facility (PSF). This will allow IT to be fully familiarized with those systems before they are installed at the PSF.
Corporation Yard Fiber Replacement
•Fiber optic cables are essentially very thin glass tubes. •Previously used fiber optic cables had been hand polished as was customary when they were originally installed. •Hand polishing leaves defects in the glass that reduce the speed of data transfers using the fiber optic cable. •One of the existing fiber pairs did not pass light at all. •New fiber optic cables provide the data infrastructure to support the Corporation Yard for the next 30 years. •Allows the Corporation Yard to take full advantage of the bandwidth of the City’s improved fiber optic connections between facilities and to the internet.
Corporation Yard Fiber Replacement
Reference images ( https://www.thefoa.org/tech/ref/termination/ConnHints.html)
wIntegrate (former Financial system) Decommissioning
•20 years of permanent records were extracted and converted to text files.
•Text files were then converted to archive compliant non-proprietary image files.
•This ensures that the City will have access to its permanent records into the future.
•Decommissioning reduces IT workload and costs to protect and manage the City’s servers.
Firewall Replacement
•City firewalls are the foundation of the City’s cybersecurity and were close to their end of support date.
•New City firewalls reduce the time it takes to audit all firewall rules from 1-2 days to about ½ a day.
•New firewalls also provide the latest cybersecurity features and protections.
•Allows for increased bandwidth, allowing all City users to take full advantage of the City’s fiber optic connections.
IT Help Desk
•Handled over 450 tickets the past year. A 13% increase from the previous year.
•IT Technician handled over 95% of tickets.
•2025 Survey Results
•100% gave a very satisfied or satisfied rating an increase of 2%. •0% gave a dissatisfied rating.
Next Steps – Fiscal Year 2026 Projects
•Cybersecurity Incident Response
•Electronic Content Management and Record Retention
•Laserfiche Cloud Migration
•Disaster Recovery Planning
•Audit Logs and Log Management
•IT Security Assessment
•City Hall Server Storage Replacement
•SCADA Server Redundancy
•Backup Dispatch capabilities
•Public Safety Facility
•Servers
•Storage
•Radio Consoles
•RGB Spectrum Solution
•Network Switches
Questions?