cio’s progress forward report – may 2015 · cio’s progress forward report – may 2015 . ......

CIO’S PROGRESS FORWARD REPORT – May 2015 Priority #1. IT Staff Retention and Development

• Recognized the County Service Anniversaries in May 2015 for the following IT Team members: Alice Sweet, IT Administrative Coordinator (28th) – 13 years Richard Ballard, IT Applications Chief (19th) – 7 years Kimberly Brown-Cleveland, IT Information Systems Coordinator (23rd) – 7 years Yakov Kuznetsov, IT Senior BizTalk Applications Developer (28th) – 6 years Sarah Stoddard, Acting IT PM Chief (9th) – 4 years Art Brown, IT Senior Systems Analyst (23rd) – 4 years Candace Pierce, IT Senior Systems Analyst (27th) – 1 year (plus her time as a

contract Staff member) • Michelle Wilson, IT Senior Business Analyst, was recognized by the Commissioners

Court as the County IT Department’s Employee of the Month. • Per the IT Phase I Organizational Review with County IT Applications, note Brett

Taylor, IT Applications Development and Support Manager, has been reclassified as the IT Assistant Applications Chief.

• Kimberly Tran, IT Senior Server Administrator, has been selected for promotion via an interview process to the IT Enterprise Server and Storage Architect position, which was approved as part of the FY14-15 Budget.

• Per the IT Phase II Organizational Review, the ITEGC unanimously endorsed and the Commissioners Court approved establishing an IT Lead Network Engineer designation and an IT Lead Server Administrator designation in the County IT Operations Team along with a corresponding IT Operations organizational structure change. This item is scheduled to be reviewed by the County Civil Service Commission on 5/18/2015.

• Note with sadness the passing of Ms. Mary McPhaul, the County IT Project Management Chief in April 2015 after an extended illness. She served faithfully and diligently for over eight years as part of the Dallas County IT Team and will be sorely missed among our ranks. Have appointed Sarah Stoddard, IT Senior Project Manager, as the Acting IT Project Management Chief.

• Due to his accepting position with another organization, accepted the resignation of one of the IT Information Services Coordinators who supported the DCSO Patrol Unit. Will work with the County HR Office to fill the position.

• Of the ninety-seven full-time IT positions, currently have eight vacancies without a confirmed replacement identified. Working diligently with County HR and our designated contract Staffing firm partners to fill the vacancies as quickly as possible, including two IT Senior Server Administrator positions and one IT Senior Security Analyst position, which all have proven somewhat difficult to fill.

Priority #2. IT Infrastructure Protection and Stabilization

• Successfully completed the project to migrate the County’s Active Directory Federated Service (ADFS) from on-premise to the Microsoft “Cloud”.

• Experienced a significant and unscheduled data network outage due to a equipment component failure at the contracted network link provider’s facility. Networked with

Attachment B – CIO Progress Forward Report – 20150421

the provider who replaced the failing component to resolve the issue. Met with the provider to review the “lessons learned” and to identify and subsequently implement options to minimize the likelihood of a reoccurrence.

• Due to a recent and unscheduled utility power outage at the County OHSEM Building on Panoramic Circle, working with the OHSEM Chief to significantly reduce and possibly eliminate any single points of failure which would impact the operations of the County EOC in the event of another utility power outage.

• The County IT Applications Team is networking with the SWIFS Office to “tune” the applications environment for the LIMS platform in order to strengthen the platform’s performance.

Priority #3. IT Program Management Administration & Finance Community • The Desktop Support RFP was awarded to Winndalco Enterprise. The agreement with

the new provider is being finalized with July 1, 2015 being the target date for the transition to take place.

• Met with the County Budget Office for an MTF budget forecasting review with the County Budget Office to provide updated revenue and fund “pay-back” projections so that County IT can update its 10-year MTF budget projections.

• Completed the upgrade of the thirteen (13) PoS devices at the County Vitals and Records Office and plan to complete the upgrade of the remaining sixty (60) PoS devices in the other fourteen (14) County Departments by 9/30/15.

Civil Justice Community • Per the Commissioners Court’s approval of the AgileJury Jury Management System

and discussions with the Xerox, the application provider, held the Project Kickoff Meeting on Friday, 5/15/15.

• Per discussions with the Civil DA Head on plans for acquiring a Civil DA Document Control System, note the Requirements Document has been updated and have obtained final approval from Civil DA on it on 5/7/2015 and subsequently requested the assignment of County Purchasing agent to start the RFP process. Have scheduled a follow-up meeting for 5/19/2015 with the Civil DA Staff to discuss potential conversion of historical data.

• Held follow-up discussions with the CUC and with the JP Courts CMS Stakeholders on plans for developing the TechShare.JP CMS application and are preparing the Project briefing recommendation for the development and implementation effort for the Commissioners Court’s review and consideration for approval.

• As part of the Juvenile Courts Case Management System (CMS) Project, two of the County SQL DBAs attended custom training on the Intermediate File Layout (IFL) Tool during the week of 5/11/15 so that the DBAs could begin the data conversion. Also, per meetings with the Project Stakeholders and with Tyler Technologies, the system provider, plan on scheduling the formal Juvenile Courts CMS Project Kick-Off for June 2015 once the County DBAs complete their preliminary data conversation assessment.


Community Services Community • The County Administrator, the County Elections Director and the CIO are met with the

Scytl/SOE Executives and Account Management Team at their Tampa, Florida Headquarters on 4/30/15 to review their Elections support operations and note the May 9th 2015 Elections went smoothly and were successfully conducted.

• Resolved a network connectivity issue with the Pitney Bowes postage system for the County Elections Office.

Criminal Justice Community • TechShare.Courts

o Two contract Data Analysts and one contract Project Coordinator were on-boarded per the approved Project budget, however, one of the Data Analysts resigned after starting.

o Conducted & completed TechShare.Court Design Review Session for the Scheduling module of the application during the period 4/28/15 – 4/29/15.

o Conducted a business process review with the Criminal Courts Managers (Pat Johnson & Dana Nixon) 5/4/15 – 5/8/15.

o Conducted a TCCP training session with the Dallas County SMEs & Tarrant County during the period 5/5/15 – 5/6/15.

o Conducted a Financial “deep dive” session with Dallas County SME’s on 5/7/15 – 5/8/15.

o The Group 3 COA (Conditions Of Acceptance) is in review with Tarrant County & CUC.

o Counties are scheduled to begin FAT (functional acceptance testing) on 5/18/15. o Selected via an interview process a contract BizTalk Applications Developer, with the

Developer scheduled to start on 5/27/15. • TechShare.Prosecutor:

o LEA Portal Pilot Carrollton PD continues to file cases with no major issues.

o LEA Portal and Defense Portal Rollout Planning to brief Commissioners court with regard to LEA Portal and Defense

Portal rollout on 5/26/2015 with court order to occur on 6/2. Held kick-off meeting with LEA’s on 4/28/15. Agencies were provided

with MOU, roll-out plan and prerequisites for participation. • DPD did not participate in this meeting. Strategy discussions are

underway to bring DPD into the fold as soon as possible. • LEA response has been significant. Grand Prairie is next up on the

schedule and will be engaged immediately upon approval of the rollout project by the Commissioners Court (Court order expected on June 2nd).

Required implementation resources have been defined. Funding request for these resources will be included in the May 26 “TechShare Program Management Group” staffing brief.

o Resource Sharing Addendum


The TechShare.Prosecutor Resource Sharing Agreement is planned to be briefed on 5/26/2015.

o Redaction rules have been expanded due to requirements of the Michael Morton Act. Change order for one additional field at a cost of $1500 will be required prior to implementing the redaction component in production environment.

LEA Community • Arbitrator Video System:

o The Digital Media Evidence (DME) Summit in Austin, TX has been confirmed for June 10 -11, 2015. Senator Royce West will be in attendance and the County plans to send several County Staff members both from the DA's Office and from the IT Project Teams.

• Brazos E-Citation System: o MC-67 Kitting Process:

Ten kits have been created and are in the field with DSO under testing. 70% of the Hand-Held’s have been configured with profiles. Testing connectivity tests for DC-Guest and in car Rocket WIFI access

points were successful. Printer and DL/Registration Scanning tests will be conducted during week

of 05/10/2015. MC-67 Device configuration and “Kitting” activities will resume during

week of 05/10/2015. Met with Chief Clerk Zoe Harland to go over offense codes. Project that

the offense codes will be configured and approved by 05/20/2015. o Mainframe integration testing:

Testing End to End Process. Fixed logging issues of items not being sent to the correct group. Unit testing for integration components is in the final stages and the

team will be preparing for a final UAT in mid-May 2015. o Offense Code Configuration:

The Offense code table has been provided to Brazos and has been loaded into the test environment.

With the exception of the 96 new offenses, the offense code table has been accepted by the business unit, but needs to be approved and reworked in order to finalize all the offense codes.

o Work to resolve issues with Utility Rockets has progressed and we are still working to resolve some connectivity issues with some of the hand helds.

o UAT Testing UAT testing first phase was completed for the week of 05/04/15 UAT confirmed 21 open issues which have been logged and sent back to

Brazos for a fix. UAT testing will continue through 5/27/15.


• DCIM: o New Jail intake computers (6) and driver license readers were installed on

4/27/15. o Implemented Solution for eliminating DCIM duplicate arrest records from Agency

JMS and RMS on 4/30/2015. o The IT DBA Team completed the backup and archive of the RMS/DCIM database

on 5/7/15 and have added the step for purging the transaction files on the RMS and DCIM to the maintenance plan for quarterly processing.

o Successfully processed and validated SWRCC (Cedar Hill, Desoto, Duncanville, and Lancaster PDs’ OSSI Spoke) arrestee charges including duplicates through DCIM E-booking.

o Sypherlink has signed the SOW for the additional hubs and licenses for the DCIM Infrastructure to improve Agency “spoke” failover and load balancing. They will be coordinating an installation and implementation schedule with the DCIM Project Team by 5/29/15. Expecting production installation and implementation of the two additional hubs by 6/22/15.

o Had problem with many certs expiring on RMS, DCIM, HUB, URLs last week and systems being down for a day while we acquire and apply certs. County IT will develop a procedure to update the affected certs, without having to engage the vendor, at least three weeks before their expiration.

o Irving PD (Tiburon Spoke): Irving PD and Irving Records Management DCIM production validation and

approval of IRPD historical information is being validated by Capt. Hall, Kelly Ripley, and Anthony McCain. Sign-off on validation and approval has not been returned, but obtained verbal approval from Capt. Hall on 5/5/2015.

Capt. Hall will be meeting with Anthony McCain of Irving DP IT Support on production Spoke environment. Scheduled production replication functional at IRPD with P-to-P communications by 5/29. IRPD Production Tiburon Spoke testing in DCIM Staging is scheduled to begin 06/01/2015.

o Dallas PD (Denali Spoke): Met with Dallas CIS, DPD, and Dallas County Project Team on e-booking, DCIM

integration, and Denali’s roll-out status on 4/22/2015. Follow-up meeting to be scheduled.

Met with DCIM Project Team on DPD E-booking requirements on 5/5/15. Identified Booking Number as unique AIS ID for automated interface from DCIM to AIS to Denali and from Denali to DCIM. Following up meeting is being scheduled with DPD and CIS to finalize requirements on 5/28/2015.

o Mapping incident and arrest information that is not being automatically transferred from DCIM to AIS. Will modify AIS queue processing (web service) to pass all required information and eliminate rekeying of that information from system generated e-booking forms. Requirement definition will be completed and ready for briefing by 5/15/15.


DCIM Agency Roll-Out

Agency Information Sharing e-Booking Comments

SWRCC (DeSoto, Duncanville, Cedar Hill, Lancaster PDs) December 2013 August 2014 Addison PD TBD TBD Balch Springs PD TBD TBD Carrollton PD TBD TBD Cockrell Hill PD TBD TBD Combine PD TBD TBD Web-Based Coppell PD TBD TBD

Dallas PD November 2015 September 2015

Delayed due to DPD RMS Denali items encountered

DART PD TBD TBD

DC Sherriff Office June 2006 June 2007 eFiling completed 10/2010

Farmers Branch PD March 2014 September

2014 Ferris PD TBD TBD

Garland PD September 2014 August 2015

Date adjusted for duplicate charge modifications.

Glenn Heights PD TBD TBD Web-Based Grand Prairie PD TBD TBD Highland Park PD TBD TBD Hutchins PD TBD TBD Web-Based

Irving PD June 2015 August 2015 Pending final IRPD review.

Mesquite PD July 2014 July 2015

Date adjusted for duplicate charge modifications.

Ovilla PD TBD TBD Web-Based Richardson PD TBD TBD Web-Based Rowlett PD TBD TBD Web-Based Sachse PD TBD TBD Web-Based Seagoville PD TBD TBD Web-Based Sunnyvale PD June 2006 June 2007 Web-Based University Park PD TBD TBD Web-Based Wilmer PD TBD TBD Web-Based Wylie PD TBD TBD Web-Based NOTES:

1. Web-Based agencies represent 6% - 8% of Dallas County incidents, booking, arrests,

offences and case filings. 2. DCSO has been e-filing since October 2010. E-filing for remaining LEAs is dependent on the

implementation of the Prosecution Module interface.


3. All “TBD” items are dependent on the availability of future funding. 4. Note the DCSO DCIM support risk previously identified has been resolved with the DCSO

permanently assigning DCSO Deputy Michael Raley to the DSO DCIM Admin Group.

Priority #4. IT Infrastructure Maintenance and Development • Note the completion of several IT infrastructure upgrade items by the County IT

Operations Team as referenced in Attachment H.

Priority #5. IT Cost Containment • Reviewing options for appreciably reducing the County’s recurring maintenance costs

for its Oracle EBS platform and will provide an update at the Meeting of the ITEGC Meeting by August 2015.


cio’s progress forward report – may 2015 · cio’s progress forward report – may 2015 . ......

Documents