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Record of Proceedings

Information Technology Board Meeting - June 25, 2024

Other Meetings (J-Z) — Tuesday, June 25, 2024
BodyIndianapolis, Indiana
SessionOther Meetings (J-Z)
DateTuesday, June 25, 2024
StatusFILED
Video Record
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Transcript — Verbatim
0:01

All right, we're gonna go ahead and call the meeting to order.

0:04

It is the information technology board meeting.

0:07

My name is Joseph O'Connor.

0:08

I am the chairman of the board.

0:10

It is June 25th, 2024, approximately 9 34 a.m.

0:16

and we are live and in person in the city county building in room 260.

0:21

First order of business will be introductions on my left.

0:27

Good morning.

0:28

I'm Sarah Rear on the City Control.

0:31

Chris Becker, Chief of Staff for the Mary and County Clerk's office.

0:34

Good morning.

0:38

Colonel James Martin on behalf of Sheriff Woistdown.

0:42

Judge Mark Rothenberg representing the Bering Superior Court.

0:46

Thank you.

0:47

The next order of business will be the approval of the April 23rd 2024 meeting minutes.

0:54

Do we have any additions or corrections?

0:57

Hearing none, I'll entertain a motion.

0:59

I move to approve.

1:00

Second.

1:01

We have a motion to approve and a second.

1:03

All in favor, please signify by saying aye.

1:05

Aye.

1:06

Opposed, same sign.

1:07

Minutes are approved.

1:10

Jumping down to the ISA board report.

1:12

Good morning, Mr.

1:13

Hill.

1:15

Good morning, Mr.

1:16

Chairman and members of the board.

1:17

My name is Colin Hill, Chief Information Officer for Indianapolis and Marion County and director of ISA.

1:23

As always, we start with the IT board report and our enterprise projects.

1:27

Looking up at that slide, you'll see that the Unified Communication Project is still up at the top.

1:34

Currently working through some IFD and IMPD locations to get those completed.

1:39

And we're continuing to execute on target for that for phase two.

1:46

Moving down to the CCB, uh the C C B Restack phase two and three.

1:51

So currently some of the agencies and departments in the city county building have moved around to temporary homes while floors are being redone, and there will be focus on the east wing and redoing that as we move forward.

2:03

Under that, you'll see the storage modernization project.

2:05

I do want to call out that that target date is June 30th or 24.

2:09

We will not be making that.

2:11

There's some issues with the throughput for that for a piece of that project that is still not quite complete that we've been holding on for a little while, and we're working with the vendor to get that resolved.

2:21

Below that, we have the uh Kronos project for IMPD.

2:25

We've been working through testing and training, and everything is going very well.

2:29

Uh both the IMPD, ISA teams and project managers.

2:33

Excuse me, uh, have been moving through that and uh staying on target.

2:37

Uh so we're we're still expecting to hit that that date in September at the end of September.

2:43

Uh UAT should be complete by the end of June on that.

2:46

So that's good news.

2:47

Uh below that we have our property tax management RFP.

2:50

Uh the teams uh the through the different offices are working together to finish the business requirements and to get that RFP on the street, uh, most likely in early July.

3:01

Uh below that we is the enterprise GIS upgrade.

3:05

So there's a significant amount of work being done on this one, and there's a ton of different tasks, and everything seems to be on target.

3:11

Uh a significant piece of that was uh moving uh the new SD database, which is uh uh essentially the geospatial database into uh into a whole new test framework for or test database.

3:23

So that's a that's a big step for us as we move forward.

3:25

So we're we're happy with the progress there, and we continue to work with our agency stakeholders as we continue through that project.

3:32

Underneath that is the jail management system relaunch.

3:35

Uh the ISA team is working with the sheriff's office and the vendor uh to work through the mapping of the different integrations and to make sure that we're properly getting the integrations ready for that system change over as they relaunch it.

3:47

Uh still holding on to that July 25th of 25 deadline.

3:51

It's a big project for the sheriff's office and ISA and happy to work with them on getting this done.

3:56

Uh below that is the parks Wi-Fi phase two.

3:59

Uh in talks with parks.

Discussion Breakdown — Share of Meeting
Information Technology█████████████████████████████████████████████50%
Technology and Innovation███████████████████████26%
Budget█████████10%
Public Safety█████████10%
Procedural████4%
Summary of Proceedings

Information Technology Board Meeting - June 25, 2024

The Information Technology Board of Indianapolis and Marion County met on June 25, 2024, at 9:30 AM in Room 260 of the City-County Building, chaired by Joseph O'Connor. The board approved the previous meeting minutes and unanimously passed eight resolutions covering software, hardware, and service contracts. Collin Hill, CIO, presented enterprise project updates and the ISA financial report.

Consent Calendar

  • Approval of April 23, 2024, Meeting Minutes: Approved unanimously without amendments.
  • Resolution 24-34 (Community Connect - First Due): Authorized expenditure for a module to replace the contractor portal for the Indianapolis Fire Department, providing pre-plans, inspections, and responder information. Approved.
  • Resolution 24-35 (Security Automation Systems): Authorized $274,850 for three years of software and support for access control and camera systems at the Criminal Justice Center. Approved.
  • Resolution 24-36 (ESRI): Authorized $1,200,000 for a three-year enterprise agreement for GIS software licensing and maintenance. Approved.
  • Resolution 24-37 (Vertiv): Increased an existing contract by $110,000 to $316,232.98 for UPS battery backup maintenance at the Criminal Justice Center and City-County Building. Approved.
  • Resolution 24-38 (AT&T Mobility): Extended a five-year contract by four years, increasing the not-to-exceed amount by $300,000 to $536,254.62 for Cradlepoint devices on IFD fire trucks and IMPD cameras. Approved.
  • Resolution 24-39 (Spectrum): Entered into a new four-year contract for $400,000 to replace a previous amendment. Approved.
  • Resolution 24-40 (NSI - WebEx Calling): Authorized $4.4 million over five years to migrate from the current Cisco UCM phone system to WebEx Calling, improving collaboration and directory search. Approved with discussion.
  • Resolution 24-41 (Microsoft Enterprise Agreement): Authorized up to $13 million over three years for volume licensing, including an upgrade from Microsoft P3 to P5 licenses. This adds premium e-discovery, security features, and compliance tools. The $724,000 annual increase for FY2025 is pending budget approval. Approved.

Discussion Items

  • ISA Board Report (Collin Hill): Reported on enterprise projects: Unified Communication Project still in progress; CCB Restack phases continuing; Storage Modernization delayed beyond June 30 target due to vendor throughput issues; Kronos project for IMPD on track for September 2024 completion; Property Tax Management RFP expected in early July; Enterprise GIS Upgrade progressing with new test database; Jail Management System relaunch targeting July 2025; Parks Wi-Fi Phase 2 to be closed out. Capital projects included jail one fiber removal, forensics/coroner move-in by September 2024, youth and family services center design completed, animal care shelter groundbreaking, and IFD stations 32 and 20. Vendor SLAs (Bell and DAI) were mostly met; customer satisfaction scores of 98% (April) and 99% (May) were noted.
  • ISA Financial Report (Collin Hill): Reported that no internal or external chargebacks have been issued for Q1 or Q2 2024 due to system issues; corrections are in progress and expected to be sent in early July. External chargebacks include quasi-agencies like Bond Bank and housing partners.

Key Outcomes

  • All resolutions were approved unanimously.
  • The board acknowledged the need for budget approval for the Microsoft Enterprise Agreement increase.
  • The next meeting is scheduled for July 23, 2024, at 9:30 AM in Room 260 of the City-County Building.

Meeting Transcript

All right, we're gonna go ahead and call the meeting to order. It is the information technology board meeting. My name is Joseph O'Connor. I am the chairman of the board. It is June 25th, 2024, approximately 9 34 a.m. and we are live and in person in the city county building in room 260. First order of business will be introductions on my left. Good morning. I'm Sarah Rear on the City Control. Chris Becker, Chief of Staff for the Mary and County Clerk's office. Good morning. Colonel James Martin on behalf of Sheriff Woistdown. Judge Mark Rothenberg representing the Bering Superior Court. Thank you. The next order of business will be the approval of the April 23rd 2024 meeting minutes. Do we have any additions or corrections? Hearing none, I'll entertain a motion. I move to approve. Second. We have a motion to approve and a second. All in favor, please signify by saying aye. Aye. Opposed, same sign. Minutes are approved. Jumping down to the ISA board report. Good morning, Mr. Hill. Good morning, Mr. Chairman and members of the board. My name is Colin Hill, Chief Information Officer for Indianapolis and Marion County and director of ISA. As always, we start with the IT board report and our enterprise projects. Looking up at that slide, you'll see that the Unified Communication Project is still up at the top. Currently working through some IFD and IMPD locations to get those completed. And we're continuing to execute on target for that for phase two. Moving down to the CCB, uh the C C B Restack phase two and three. So currently some of the agencies and departments in the city county building have moved around to temporary homes while floors are being redone, and there will be focus on the east wing and redoing that as we move forward. Under that, you'll see the storage modernization project. I do want to call out that that target date is June 30th or 24. We will not be making that. There's some issues with the throughput for that for a piece of that project that is still not quite complete that we've been holding on for a little while, and we're working with the vendor to get that resolved. Below that, we have the uh Kronos project for IMPD. We've been working through testing and training, and everything is going very well. Uh both the IMPD, ISA teams and project managers. Excuse me, uh, have been moving through that and uh staying on target. Uh so we're we're still expecting to hit that that date in September at the end of September. Uh UAT should be complete by the end of June on that. So that's good news. Uh below that we have our property tax management RFP. Uh the teams uh the through the different offices are working together to finish the business requirements and to get that RFP on the street, uh, most likely in early July. Uh below that we is the enterprise GIS upgrade.

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