Meeting Agenda Highlights and Updates - January 23, 2020
January 23, 2020
•
Public Comments
- Chair - 3 min
•
Approve Minutes from 12/12/19 Meeting
-
Chair - 2 min
•
Follow-Up Items (Informational)
•
Tax Strategy Update
– Phil Conder & Zach Posner – 10 min
•
County-Wide Website Redesign Update
– Javaid Lal – 5 min
•
IT Communications (Informational)
– Ginger Watts – 5 min
•
Working Groups Milestone Chart (Discussion/Direction)
-
Ginger Watts – 3 min
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IT Working Group Updates (Informational)
•
SWG – Journal Technologies Incorporated (JTI) Discussion (Case Management)
– Ginger
Watts – 10 min
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Communication Items - Mayor & Council
– Zach Posner & Chair
– 1 min
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2020 Meeting Schedule (Informational)
- Ginger Watts – 1 min
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Review Action Items
– Kristine Pepin - 2 min
•
Next Meeting – 3/26/20
– Chair - 1 min
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7
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Phase 1 – off
mainframe to
modern system
platform
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Phase 2 – phase 1
plus code
modernization
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Phase 3 – phase 2
plus enhancements
and new features
8
Tax Software Modernization Timeline
This plan gets us off the mainframe in four years
9
IT Budget
10
Existing IT returns to
tax system operations
Total Inc Ask Labor
$4,116,485
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Public Opinion Survey Update
1.
Survey timeline:
Nov. 27, 2019 – Jan. 08, 2020
2.
Total Responses:
4,334
1.
Interrupt Survey
606
2.
Full Survey
3,728
Next Steps:
Review Survey findings
Build user personas for testing
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Meeting with Solution Working Group (SWG) and Stakeholders
1/6
•
Drew Gordan Presented
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Provided Demonstration of JTI Capabilities for CJS, YS &
DA
•
Go-Live Dates for District Attorney and Salt Lake City
Police Department
•
Presented Lessons Learned
•
Follow-up Meetings to be Scheduled to Discuss:
–
How to Support JTI – Future State?
–
Funding – How Should Payment Occur?
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9:00 – 10:30 a.m.
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March 26
th
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May 28
th
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July 9
th
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August 13
th
– 10:00 a.m. – 11:30 a.m.
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August 19
th
– Wednesday – 9:00 a.m. to 10:00 a.m.
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October 22nd
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December 10th
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Next Meeting – 03/26/2020
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IT Working Group Updates (Rashelle)
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TO-DO List
1.
Cherie and Ginger to meet with HR before March meeting by 3/13
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2.
Kristine to prepare Agenda for Kevin & Rashelle by 1/22.
3.
Kristine to post approved minutes for 12/12 by 1/23.
4.
Cherie to provide feedback on IT Procurement guidance by 1/31.
5.
Trevor to coordinate glossary combinations 1/24.
6.
Lee slide SIRE to SharePoint by 3/13 –
Moving to 3/26 Meeting
7.
Kristine to post agenda on public notice website by 1/21.
8.
Kristine to make Talia and Javaid table tents by 1/22.
9.
Jerome to Provide Clerk slides by 3/13 –
Moving to 3/26 Meeting
10.
Ginger to Update Concept Document title to Business Case and the Glossary by
1/22
11.
Ginger to add JTI staffing and payment to SWG 2/4 agenda.
12.
Dianne to provide Training slides by 3/13.
13.
Ginger to email Dianne by 2/28 to remind about training slides.
The meeting held on January 23, 2020, covered various agenda items, including updates on tax strategy, county-wide website redesign, IT communications, and working group discussions. Key points discussed include the approval of previous meeting minutes, updates on technology initiatives, and upcoming meeting schedule. Risks related to system failure, resource availability, code migration, and skillset challenges were also identified. The presentation on tax strategy to the council and potential risks of not implementing necessary actions were highlighted.
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Agenda Agenda Public Comments - Chair - 3 min Approve Minutes from 12/12/19 Meeting - Chair - 2 min Follow-Up Items (Informational) Tax Strategy Update Phil Conder & Zach Posner 10 min County-Wide Website Redesign Update Javaid Lal 5 min IT Communications (Informational) Ginger Watts 5 min Working Groups Milestone Chart (Discussion/Direction) - Ginger Watts 3 min IT Working Group Updates (Informational) SWG Journal Technologies Incorporated (JTI) Discussion (Case Management) Ginger Watts 10 min SWG - Windows 7 Replacement Update Ginger Watts 3 min Communication Items - Mayor & Council Zach Posner & Chair 1 min 2020 Meeting Schedule (Informational) - Ginger Watts 1 min Review Action Items Kristine Pepin - 2 min Next Meeting 3/26/20 Chair - 1 min
Public Comments Public Comments Chair Chair
Approve Minutes Approve Minutes Chair Chair
Review Follow Review Follow- -Up Items Ginger Watts Ginger Watts Up Items TASK TASK Windows 7 Replacement County-Wide Technology FTE Map SharePoint Document Management Update RESPONSIBLE RESPONSIBLE Solution Working Group IT & HR Lee Wilstead Tax System on Council Agenda Cherie Root County-Wide Website Redesign Javaid Lal Voting System & Equipment Update Jerome Battle Journal Technologies Incorporated (JTI) SWG Discussion Ginger Watts Send Out 2020 TAB Meeting Invites Kristine Pepin In-Process Separate Slide Complete
Tax Strategy Tax Strategy Presentation to the Council Presentation to the Council 6
Risks Risks Not Doing Doing System failure Resource availability Lease on mainframe expires Moving code proves difficult Loss of resources through retirement Support for modernization ceases Skillsets to maintain are unavailable Development completed late County s tax revenue stream at risk Unable to hire mainframe programmers 7
Internal vs. Vendor Development Option Internal vs. Vendor Development Phase 1 off mainframe to modern system platform Phase 2 phase 1 plus code modernization Phase 3 phase 2 plus enhancements and new features $30,000,000 Phase 2 - Code Modernized $25,000,000 $20,000,000 $15,000,000 $10,000,000 $5,000,000 $- Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Year 7 Year 8 Vendor Option IT Option 8
Tax Software Modernization Timeline Not Started This plan gets us off the mainframe in four years In Progress 9
IT Budget IT Budget Impact Over Five Years $2,500,000 Total Inc Ask Labor $4,116,485 $2,000,000 $1,372,700 $1,125,614 $968,000 $1,500,000 $487,628 tax system operations $1,000,000 Existing IT returns to $500,000 $162,543 $- Implementation Year 1 Year 2 Year 3 Year 4 Year 5 Support Costs Existing IT Labor New IT Labor 10
County County- -Wide Website Redesign Wide Website Redesign Javaid Lal Javaid Lal Public Opinion Survey Update 1. Survey timeline: 2. Total Responses: 1. Interrupt Survey 2. Full Survey 606 3,728 Nov. 27, 2019 Jan. 08, 2020 4,334 Next Steps: Review Survey findings Build user personas for testing
IT Communications IT Communications Ginger Watts Ginger Watts
13 Working Groups Working Groups Milestone Chart Ginger Watts Ginger Watts Milestone Chart
Journal Technologies (JTI) Journal Technologies (JTI) Case Management Management Ginger Watts Ginger Watts Meeting with Solution Working Group (SWG) and Stakeholders 1/6 Drew Gordan Presented Provided Demonstration of JTI Capabilities for CJS, YS & DA Go-Live Dates for District Attorney and Salt Lake City Police Department Presented Lessons Learned Follow-up Meetings to be Scheduled to Discuss: How to Support JTI Future State? Funding How Should Payment Occur? Case
Windows 7 Replacement Update Windows 7 Replacement Update Ginger Watts Ginger Watts Agency Addressing Aging & Adult Services Animal Services Assessor Behavioral Health Services Children's Justice Center Clark Planetarium Contracts & Procurement Council - Tax Administration County Mayor Criminal Justice Services District Attorney District Attorney - Tax Admin. Engineering & Flood Control Facilities Management Facilities Services Fleet Fleet Management Human Resources Information Services Justice Courts Mayor Mayor's Finance Municipal Services District Unidentified Parks & Recreation Printing Public Works Public Works Operations Real Estate Recorder Regional Development Regional Transportation, Housing & Economic Development Sanitation Sheriff Solid Waste Surveyor Unified Police Department Grand Total Windows 7 Machines 2 37 11 1 2 1 3 1 12 1 30 53 2 14 2 24 1 3 4 7 2 1 6 3 7 124 1 2 2 1 1 1 6 1 19 7 2 52 449
16 Communication Items Communication Items - - Mayor and Council Council Zach Posner & Chair Zach Posner & Chair Mayor and
17 Meeting Schedule For 2020 Meeting Schedule For 2020 Ginger Watts Ginger Watts 9:00 10:30 a.m. March 26th May 28th July 9th August 13th 10:00 a.m. 11:30 a.m. August 19th Wednesday 9:00 a.m. to 10:00 a.m. October 22nd December 10th
Review Action Items Review Action Items Kristine Pepin Kristine Pepin
Next Meeting 03/26/2020 Thank Thank You You You ! You ! Thank Thank
Agenda Agenda Public Comments (Kevin) - Chair - 3 min (9:00 Approve Minutes from 12/12/19 Meeting - Chair - 2 min (9:03 Follow-Up Items (Informational) Tax Strategy Update Phil Conder & Zach Posner 10 min (9:05 County-Wide Website Redesign Update Javaid Lal 5 min (9:15 IT Communications (Informational) Ginger Watts 5 min (9:20 Working Groups Milestone Chart (Discussion/Direction) (Rashelle) - Ginger Watts 3 min (9:25 (9:25 9:28) 9:28) IT Working Group Updates (Informational) SWG Journal Technologies Incorporated (JTI) Discussion (Case Management) Ginger Watts 10 min (9:28 (9:28 9:38) 9:38) SWG - Windows 7 Replacement Update Ginger Watts 3 min (9:38 Communication Items - Mayor & Council Zach Posner & Chair 1 min (9:41 2020 Meeting Schedule (Informational) - Ginger Watts 1 min (9:42 Review Action Items Kristine Pepin - 2 min (9:43 (9:43 9:45) Next Meeting 3/26/20 Chair - 1 min (9:45 (9:45 9:46) Close Meeting Need a motion, second and vote to close (9:00 9:03) 9:03) (9:03 9:05) 9:05) (9:05 9:15) 9:15) (9:15 9:20) 9:20) (9:20 9:25) 9:25) (9:38 9:41) 9:41) (9:41 9:42) 9:42) (9:42 9:43) 9:43) 9:45) 9:46)
