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Record of Proceedings

Information Technology Board Meeting - April 23, 2024

Other Meetings (J-Z) — Tuesday, April 23, 2024
BodyIndianapolis, Indiana
SessionOther Meetings (J-Z)
DateTuesday, April 23, 2024
StatusFILED
Video Record
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Transcript — Verbatim
0:02

Alright, we're gonna go ahead and get started today.

0:04

Good morning, everyone.

0:07

This is the information technology board meeting.

0:10

It is April 23rd, 2024, approximately 9 30 a.m.

0:16

And we are in room 260 of the city county building.

0:19

My name is Joseph O'Connor.

0:20

I am the chairman of this board.

0:22

We're gonna go ahead and start off with introductions on my left.

0:30

Jane Richardson, the ARL appointee from the community.

0:34

Kate Sweeney Bell of Marion County Clerk.

0:41

Colonel Martin, Sheriff Forrest all's appointee.

0:44

Judge Mark Rothenberg, representative for the Marion Superior Court.

0:49

Thank you.

0:49

The first order of business will be to approve the February 27th, 2024 meeting minutes.

0:56

Do we have any additions or corrections to those minutes?

1:00

Hearing none, I'll entertain a motion.

1:02

I move to three minutes.

1:03

Second.

1:04

We have a motion to approve in a second.

1:06

All in favor, please signify by saying aye.

1:08

Aye.

1:09

Opposed, same sign.

1:10

Minutes are approved.

1:12

We also have uh minutes or approval of the March 28th, 2024 executive session minutes uh where we had uh cyber security talks.

1:22

Do we have any or corrections or additions to those?

1:26

Hearing none, I'll entertain a motion.

1:28

I move to approve those motives.

1:30

Second we have a motion to approve in a second.

1:32

All in favor, please signify by saying aye.

1:35

Aye.

1:35

Opposed, same sign.

1:37

Minutes are approved.

1:40

Jumping on down to the ISA board report, Mr.

1:43

Hill.

1:44

Good morning.

1:45

Good morning, Mr.

1:46

Chairman and members of the board.

1:48

Uh as always with the ISA board reports.

1:52

We we start with I'm sorry, the board meetings, we start with the board reports.

1:56

Moving on to our enterprise project slide.

1:59

We have the at the top, you'll see the CARES Unified Communication Project.

2:02

This is uh our telephony project across all of the city county.

2:06

Currently, we are moving uh Marion County Community Corrections into the city county building as part of the restack that is ongoing into the fifth and first floors.

2:15

We have next up the treasurer's office and PSC.

2:19

We put those on hold until after the treasurer's office busy season, and then also uh for PSC.

2:24

There was a hardware issue with one of our our routers, and we're working to get that fixed before we move forward.

2:30

Uh public safety communications, it's a part of Mesa.

2:36

Uh also uh next up on things that we've accomplished in that that we've uh done some of the um the clerk's warehouse.

2:46

We did Warren Township and a couple of parks locations and installed phones there.

2:50

Uh next up, we're we're looking to do besides the treasurer and PSC, there was um IMPD districts and a couple of IFD stations as well.

2:59

So we're we're working our way outside of the building now and into the remote locations primarily.

3:05

Uh next up on that is the CCB restack, where you'll see that the date changed on this to December of 2025.

3:11

This represents moving from phase one to phase two with community corrections moving in that completes phase one, and then we'll work to this year to get through phase two.

3:20

Um the next one you'll see is the the Chronos UKG uh expansion for IMPD.

3:27

Uh IMPDs, uh we finished the solution development workshop.

3:32

We're working on they just completed some org changes uh that were holding up some of that development for the workshop, and then uh we are moving into uh working on the bidding piece for scheduling and then continuing on down that path.

3:45

That date also changed into September 30th of this year, uh, as we work out and have a much more accurate date for when we think we'll we'll actually deliver on that piece.

3:57

Uh the next one is is good news that's the Excel of migration.

4:00

We actually deployed with BNS, Department of Business Neighborhood Services, and we're able to get the new SAS uh solution deployed and up.

4:08

Uh it's a lot of work by both BNS and the ISA team in order to deliver this, but we're very excited that this is completed.

Discussion Breakdown — Share of Meeting
Technology and Innovation████████████████████████████████████████████44%
Information Technology█████████████████████████25%
Procedural██████6%
Public Safety██████6%
Cybersecurity████4%
Data Analysis███3%
Historic Preservation███3%
Budget██2%
Property Tax Assessment██2%
Summary of Proceedings

Information Technology Board Meeting - April 23, 2024

The Information Technology Board of Indianapolis and Marion County met on April 23, 2024, at approximately 9:30 a.m. in Room 260 of the City-County Building. Chairman Joseph O'Connor presided. Board members present: Jane Richardson (ARL appointee), Kate Sweeney Bell (Marion County Clerk), Colonel Martin (Sheriff's appointee), and Judge Mark Rothenberg (Marion Superior Court). The meeting covered approval of prior minutes, an ISA board report, a financial report, approval of twelve resolutions, and adoption of the 2024–2027 ISA strategic plan.

Consent Calendar

  • February 27, 2024 regular meeting minutes: Approved unanimously.
  • March 28, 2024 executive session minutes (cybersecurity discussion): Approved unanimously.

Discussion Items

  • ISA Board Report (Colin Hill):
    • Enterprise Projects:
      • CARES Unified Communication Project: Phones installed at Warren Township and parks; next phases include Treasurer's Office, PSC, IMPD districts, and IFD stations. CCB Restack phase completion date moved to December 2025.
      • Chronos UKG expansion for IMPD: Solution development workshop finished; target go-live September 30, 2024.
      • Excel Migration (BNS): Successfully migrated from on‑premise to cloud (SaaS), completed in significantly less time than the 2017–2018 upgrade.
      • Property Tax Management RFP: RFI completed; RFP expected on the street June 2024.
      • Enterprise GIS Upgrade: Project plan completed with vendor; survey sent to ArcGIS desktop users.
      • Jail Management System (JMS) update: Integrations development underway with sheriff’s office; timeline extended to allow for thorough implementation.
      • Parks Wi‑Fi: Phase one 98% complete; public Wi‑Fi available at most originally targeted parks; phase two planning with Parks Department.
    • Capital Projects:
      • CJC / Coroner’s Forensic Services building: Substantial completion July 31, 2024; final completion August 31, 2024; move‑in in September.
      • Youth and Family Services Center: Low‑voltage design schematics expected by end of May; opening February 2025.
      • Mounted Patrol and Solid Waste Garage: Updates pending.
      • Douglas Park: Connectivity established in time for grand opening.
    • Vendor Service Levels: Verizon (Bell) and DAI met all SLAs except one – a ticket from Juvenile Detention Center was mis‑prioritized as P3 instead of P1; issue resolved but SLA missed on time. Coaching provided.
    • Customer Satisfaction Score: 98% for March 2024.
  • Financial Report (Kai Davis, CFO of ISA):
    • Character 1 (Personnel): ~25% spent, projecting minor underspend.
    • Character 2 (Supplies) and Character 4 (Other) both projecting minor underspend.
    • Character 3 (Contracts/Equipment): 80% of budget already encumbered; currently projecting a $1 million overspend, driven largely by equipment purchases for the CJC campus. ISA working with OFM to cover using remaining ARPA funds and character 1 underspend. Vendor price increases (5–15% generally, 25% on one license) continue to challenge forecasting.
    • Revenue: Chargebacks still being processed; expected to be released within weeks.
    • XBE Spend: Over 50% of eligible spending went to XBE vendors, predominantly women‑owned businesses. One primary vendor lost XBE status due to ownership change; strategy underway to increase minority and other categories.
  • Strategic Plan Presentation (Colin Hill, Resolution 24‑32):
    • Presented the 2024–2027 ISA Strategic Plan, centered on a pyramid of priorities: People (foundation), Data, Cybersecurity, Governance, and Innovation (top).
    • Key initiatives include: establishing a formal enterprise IT training program; hiring a Chief Data and Privacy Officer to create a data governance framework; evaluating a managed security services contract; reintroducing IT committees (Cybersecurity Committee, Enhanced Access Review Committee, IT Advisory Committee); formalizing a Project Management Office (PMO); building an AI framework (in coordination with City‑County Council AI commission, expected Q1 2025); revamping the chargeback system; and hiring a Chief Digital Officer to lead digital transformation, including website unification, equity/accessibility improvements, and a digital strategic roadmap.
    • The plan was approved unanimously.

Key Outcomes

All resolutions were brought to a vote and passed. Details follow:

  • Resolution 24‑21: Approve $421,000 increase for Mythics LLC (budgeting software) – three‑year license extension. (OFM budget, not ISA.) Approved.
  • Resolution 24‑22: Amend timekeeping system (Guard1) contract for Marion County Sheriff’s Office – $221,700 increase; new not‑to‑exceed $419,225. The system is for inmate tracking via RFID bracelets. Approved.
  • Resolution 24‑23: Amend Gottlieb & Wentz contract for juvenile detention case management – additional $80,000; new not‑to‑exceed $465,000. Approved.
  • Resolution 24‑24: New contract with Kronos (UKG) for cloud upgrade of timekeeping – $297,648.75 for five years. Approved.
  • Resolution 24‑25: Amend NFOCS contract for digital signage at CJC – three‑year renewal plus addition of Youth & Family Services Center; additional $209,546; new not‑to‑exceed $861,321. Approved.
  • Resolution 24‑26: Additional expenditure with System Innovators (Inova cashiering software for Treasurer) – $145,000 for three years. Approved.
  • Resolution 24‑27: Amendment with PVD Net (property management software) – $750,000 for a one‑year extension (bridge to RFP). Amended to strike references to API (clarified as services only). Approved as amended.
  • Resolution 24‑28: Oracle – $3,000,000 for PeopleSoft support, licensing, and cloud services through end of 2026. Consolidates multiple agreements. Approved.
  • Resolution 24‑29: Amend agreement with AHEAD (Dell reseller) – $3,000,000 for three‑year maintenance services. Approved.
  • Resolution 24‑30: Affirm new appointees to the Enhanced Access Review Committee (EARC). Appointed Nicole Heatley Holmes as Chair. Approved.
  • Resolution 24‑31: Authorize expenditure of $174,325 from enhanced access funds for historic preservation archival scanning (IHBC files with Department of Metropolitan Development). Conditionally approved pending subsequent EARC approval (as the committee had not yet met). Approved with condition.
  • Resolution 24‑32: Approval of the 2024–2027 ISA Strategic Plan (see Discussion Items). Approved unanimously.
  • Resolution 24‑33: Amend agreement with Network Solutions Inc. (NSI) for Cisco network hardware and support – $7,000,000; new not‑to‑exceed $8,586. Approved.

Next Meeting

The next scheduled Information Technology Board meeting will be held June 25, 2024, at 9:30 a.m. in Room 260 of the City‑County Building. The meeting adjourned.

Meeting Transcript

Alright, we're gonna go ahead and get started today. Good morning, everyone. This is the information technology board meeting. It is April 23rd, 2024, approximately 9 30 a.m. And we are in room 260 of the city county building. My name is Joseph O'Connor. I am the chairman of this board. We're gonna go ahead and start off with introductions on my left. Jane Richardson, the ARL appointee from the community. Kate Sweeney Bell of Marion County Clerk. Colonel Martin, Sheriff Forrest all's appointee. Judge Mark Rothenberg, representative for the Marion Superior Court. Thank you. The first order of business will be to approve the February 27th, 2024 meeting minutes. Do we have any additions or corrections to those minutes? Hearing none, I'll entertain a motion. I move to three minutes. Second. We have a motion to approve in a second. All in favor, please signify by saying aye. Aye. Opposed, same sign. Minutes are approved. We also have uh minutes or approval of the March 28th, 2024 executive session minutes uh where we had uh cyber security talks. Do we have any or corrections or additions to those? Hearing none, I'll entertain a motion. I move to approve those motives. Second we have a motion to approve in a second. All in favor, please signify by saying aye. Aye. Opposed, same sign. Minutes are approved. Jumping on down to the ISA board report, Mr. Hill. Good morning. Good morning, Mr. Chairman and members of the board. Uh as always with the ISA board reports. We we start with I'm sorry, the board meetings, we start with the board reports. Moving on to our enterprise project slide. We have the at the top, you'll see the CARES Unified Communication Project. This is uh our telephony project across all of the city county. Currently, we are moving uh Marion County Community Corrections into the city county building as part of the restack that is ongoing into the fifth and first floors. We have next up the treasurer's office and PSC. We put those on hold until after the treasurer's office busy season, and then also uh for PSC. There was a hardware issue with one of our our routers, and we're working to get that fixed before we move forward. Uh public safety communications, it's a part of Mesa. Uh also uh next up on things that we've accomplished in that that we've uh done some of the um the clerk's warehouse. We did Warren Township and a couple of parks locations and installed phones there. Uh next up, we're we're looking to do besides the treasurer and PSC, there was um IMPD districts and a couple of IFD stations as well.

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