OPENPUBLICA · PUBLIC MEETING RECORD
Record of Proceedings

IT Board Monthly Meeting - August 27, 2024

Other Meetings (J-Z) — Tuesday, August 27, 2024
BodyIndianapolis, Indiana
SessionOther Meetings (J-Z)
DateTuesday, August 27, 2024
StatusFILED
Video Record
Meeting Thumbnail
⇩ GET FROM SOURCE

STREAMING COPY IN PREPARATION — RECORDING AVAILABLE FROM THE ORIGINAL SOURCE

Transcript — Verbatim
0:01

Okay.

0:03

Having a quorum present.

0:05

We will all call this meeting to order.

0:08

This is the monthly meeting of the information technology board.

0:12

Today's date is August 27th.

0:15

We are in the city county building room tickets 260.

0:18

I am Barbara Lawrence.

0:20

I am privileged to be the substitute chair this morning.

0:24

Joe O'Connor is not with us as he is at a conference.

0:35

I'm Sarah Reardon.

0:37

I'm the city controller.

0:41

Kate Sweeneybell, Marion County Clerk.

0:46

Valerie Cunningham, Deputy Chief IMPD administration.

0:49

Judge Mark Rothenberg, representative for the Marion Superior Court.

0:55

And you can turn it on then off.

0:58

Moving right on to the next item.

1:06

Are there any corrections, additions, modifications, other changes to make hearing none?

1:14

I would entertain a motion.

1:15

I move approval of the minutes.

1:18

Second that.

1:19

Moved and seconded.

1:20

All in favor say aye.

1:21

Aye.

1:22

Oppose same sound.

1:24

Thank you very much.

1:26

Number three, essay board report.

1:29

Mr.

1:29

Hill.

1:31

Thank you very much.

1:32

Good morning.

1:33

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

1:39

And as always, we we like to start our board report with uh or the meeting with the board report uh that begins with the enterprise project slide.

1:49

Going down the list there, you'll see that uh we have a couple of uh enterprise projects going on uh at the very top is the CARES project.

1:57

Uh we are currently working through uh phase two has been completed of that that uh unified communication project, and in phase three, we are uh 34 of 96 locations complete.

2:10

These are a lot of the the satellite locations or different offices, uh and there's a vast majority of them are public safety oriented oriented, whether they are um with police or fire, but uh they are we're working through them as as quickly as we can.

2:25

Uh currently we have uh over 3300 devices deployed, and we're targeting the end of the year for for completion of that, which would get us off of the old Avaya system uh by the end of the year.

2:37

So that is the currently the goal.

2:39

The next one down there is the CCB Restack.

2:42

There's a couple of ongoing things there.

2:44

Um phase two completes at the end of the year with uh parks being moved around and completed by the by mid-December.

2:54

Uh the assessor will move back into their offices in September, and then the east wing is I don't think officially a part of phase two or phase three, but I know that we're finalizing floor plans or that may have been done this week.

3:05

So uh that project continues.

3:08

We continue to work with everybody, making sure that the closets are set up, that we have the proper networking on each of the floors and uh support as as we can.

3:16

Uh the next one down there is the storage modernization project.

3:20

The board may recall that this has been on here for quite some time, and uh I've we've officially moved this to sort of a hold.

3:26

There was a final piece there that we were not able to complete, and we're working with the vendor there to see if we can re-engineer something or find a solution that gets this to completion.

3:36

So as right as of right now, we're we're just having discussions with the vendor, but from the board's perspective, we put it on hold.

3:43

The next piece there is uh the Kronos UKG project, which has been on here since uh 2017, and uh currently we are in in uh production uh with with IMPD as the final person to join this from the 2017 project kickoff, and by person I mean department, sorry.

4:03

Um the first payroll for IMPD, I believe is September 3rd.

4:08

Uh and that right now everyone's using it.

4:11

September 3rd would be the first one, and we verify going into testing, but then after that we are in hyper care for a couple more pay periods just to make sure everything's working appropriately, but all signs look good so far, and the team from IMPD and ISA and from UKG have all been uh working very diligently to get this project completed with IMPD, and we're we're really excited that uh we're nearing the end.

4:34

The next piece below that is our our property tax management RFP.

4:38

Uh this was added to the enterprise slide in June.

4:43

Uh we are currently working to get that RFP onto the street and expect for it to go onto the street in September.

4:49

Uh after that, uh we probably won't talk very much about this until uh vendor selection is completed, but it is something that's uh it's a big project for the city county that it impacts uh all departments and agencies, but uh most acutely uh the treasurer's office, the the assessor's office, and the auditor's office.

5:06

Uh so we're looking forward to that RFP uh being responded to, selecting a vendor and moving on with uh with a project come next year.

5:15

Uh below that is the enterprise GIS upgrade.

5:18

Actually, it might not be below that because we move things around.

5:21

Sorry.

5:21

Uh the JMS relaunch uh is the jail management system.

Discussion Breakdown — Share of Meeting
Information Technology██████████████████████████26%
Technology and Innovation███████████████████████23%
Procurement██████████10%
Forensic Services██████████10%
Public Records Management████████8%
Procedural███████7%
Public Safety███████7%
Financial Reporting███3%
Vendor Management███3%
Summary of Proceedings

Information Technology Board Monthly Meeting – August 27, 2024

The Information Technology Board of Indianapolis and Marion County met on August 27, 2024, in the City-County Building, Room 260, with substitute chair Barbara Lawrence presiding. The board reviewed the enterprise project status, financial updates, and XBE spending, and approved a series of contract amendments, renewals, and policy updates. All resolutions presented were approved unanimously.

Discussion Items

  • Board Report (Colin Hill, CIO):

    • CARES Project: Phase 2 completed; phase 3 has 34 of 96 locations complete, over 3,300 devices deployed; targeting year-end completion to decommission the old Avaya system.
    • CCB Restack: Phase 2 ends December 2024 (parks moved); assessor offices move in September; east wing floor plans being finalized.
    • Storage Modernization: Placed on hold due to an incomplete final piece; vendor discussions ongoing.
    • Kronos/UKG Project: IMPD is the final department to join; first payroll expected September 3, 2024; hyper care period to follow.
    • Property Tax Management RFP: To be released in September 2024; impacts multiple county offices.
    • JMS Relaunch (Jail Management): Work continues with Sheriff’s Office, courts, and prosecutor for integration; completion expected July 2025.
    • GIS Upgrade: Underlying Esri systems upgraded; no impact on public maps yet; an ARC SDE reader issue is being addressed; project end target is December 2024.
    • Capital Projects: Jail One decommissioning near completion; new Coroner’s/Forensic Services building ribbon cutting September 5; Youth and Family Services Center move-in expected late February/early March 2025; other projects ongoing with various agencies.
    • Vendor Service Level Agreements: All SLAs met in June and July except one (DAI in June due to staffing change; now resolved).
    • Customer Satisfaction Score: 98% in July, 99% in June; CIO expressed concern about potential under‐reporting of dissatisfaction and plans to investigate.

  • Financial Report (Kai Davis, ISA CFO):

    • Character One spending is low (75% through year, 50% spent) intentionally to offset projected Character Three overspend. An end-of-year fiscal transfer is planned.
    • Revenue (chargebacks): Q1 and Q2 invoices recently released; Q3 and Q4 expected on time; next meeting should show 50%–75% revenue recognized.
    • XBE Spending: 50% of eligible spending went to XBEs; MBE spend is at half of the 15% goal; WBEs exceeded goals. Efforts to increase certified IT vendor pool (currently 54) and outreach continue.

  • Resolution 2442 – American Platform Services (Transcript Management): Amendment to increase contract by $340,000 (including $40,000 from the state for a pallet program) for a new not-to-exceed of $2,199,900. Approved unanimously.

  • Resolution 2443 – Gordon Flesh (Copiers): Three-year renewal and purchase of 41 new copiers for $330,444 additional; total NTE $999,931.80. Discussion clarified that copiers are purchased (not leased) and serve multi-functional roles beyond copying. Approved unanimously.

  • Resolution 2444 – Jury Systems (Jury Management): Three-year renewal and system improvements for $190,000 increase; total NTE $403,676.25. Approved unanimously.

  • Resolution 2445 – BERC One (Electronic Search Warrant and other projects): Amendment for $227,800; total NTE $947,602.50. Approved unanimously.

  • Resolution 2446 – Traffic Control Corporation (Traffic Signal System Upgrade): Two-year $700,000 contract to upgrade a legacy downtown traffic signal system (Windows 95/98 platform) to a modern system with cellular modems, hosted by the provider. Security concerns (encryption, hacking) and public safety access were discussed. Approved unanimously.

  • Resolution 2447 – Forensic DNA Casework Outsourcing (Kyle Swalls, FSA): Approval to issue an RFP for outsourced DNA testing for up to 4 years, maximum $2.5 million. Current backlog is 631 cases, with 9-month turnaround. Outsourcing would reduce turnaround to 2–3 months for serious violent felon (SVF) cases, allowing in-house focus on homicides and sexual assaults. Federal grant funds ($400,000 in 2025 proposed budget) and existing character three funds will cover costs; testimony from outsourced labs required. Approved unanimously.

  • Resolution 2448 – CARESoft (Technology Products/Services): Enter into an agreement via Omnia Partners contract for $2,000,000, supplementing existing GSA contract. Approved unanimously.

  • Resolution 2449 – UKG (Workforce Software): Extend agreement for an additional $704,455; total NTE $4,607,639.69. Approved unanimously.

  • Resolution 2450 – Taft (IT Legal Services): Additional $150,000; total NTE $1,000,000 for two years. Approved unanimously.

  • Resolution 2451 – Gartner (Technology Research & Consultation): Additional $368,232; total NTE $996,293 for three years. Gartner provides industry research and expert consultations to inform technology decisions. Approved unanimously.

  • Resolution 2452 – ISA Acceptable Use Policy: New policy updated from 2017 version, reviewed by functional groups and IT Advisory Committee. Approved unanimously.

  • Resolution 2453 – ISA Microsoft Teams Policy: Policy for the use of Microsoft Teams as a collaboration tool. Approved unanimously.

Key Outcomes

  • All twelve resolutions (2442–2453) were approved unanimously by voice vote.
  • The board acknowledged the enterprise project progress, particularly the nearing completion of the CARES project and the UKG rollout with IMPD.
  • The financial report highlighted a projected Character Three overspend; a fiscal transfer from Character One underspending will be executed after working with vendors.
  • XBE spending for the year is expected to fall short of MBE goals; outreach and registration efforts will continue.
  • The next IT Board meeting is scheduled for September 24, 2024, at 9:30 a.m. in the same room.

Meeting Transcript

Okay. Having a quorum present. We will all call this meeting to order. This is the monthly meeting of the information technology board. Today's date is August 27th. We are in the city county building room tickets 260. I am Barbara Lawrence. I am privileged to be the substitute chair this morning. Joe O'Connor is not with us as he is at a conference. I'm Sarah Reardon. I'm the city controller. Kate Sweeneybell, Marion County Clerk. Valerie Cunningham, Deputy Chief IMPD administration. Judge Mark Rothenberg, representative for the Marion Superior Court. And you can turn it on then off. Moving right on to the next item. Are there any corrections, additions, modifications, other changes to make hearing none? I would entertain a motion. I move approval of the minutes. Second that. Moved and seconded. All in favor say aye. Aye. Oppose same sound. Thank you very much. Number three, essay board report. Mr. Hill. Thank you very much. Good morning. My name is Colin Hill, Chief Information Officer for the City of Indianapolis and Marion County and director of ISA. And as always, we we like to start our board report with uh or the meeting with the board report uh that begins with the enterprise project slide. Going down the list there, you'll see that uh we have a couple of uh enterprise projects going on uh at the very top is the CARES project. Uh we are currently working through uh phase two has been completed of that that uh unified communication project, and in phase three, we are uh 34 of 96 locations complete. These are a lot of the the satellite locations or different offices, uh and there's a vast majority of them are public safety oriented oriented, whether they are um with police or fire, but uh they are we're working through them as as quickly as we can. Uh currently we have uh over 3300 devices deployed, and we're targeting the end of the year for for completion of that, which would get us off of the old Avaya system uh by the end of the year. So that is the currently the goal. The next one down there is the CCB Restack. There's a couple of ongoing things there. Um phase two completes at the end of the year with uh parks being moved around and completed by the by mid-December. Uh the assessor will move back into their offices in September, and then the east wing is I don't think officially a part of phase two or phase three, but I know that we're finalizing floor plans or that may have been done this week. So uh that project continues. We continue to work with everybody, making sure that the closets are set up, that we have the proper networking on each of the floors and uh support as as we can. Uh the next one down there is the storage modernization project. The board may recall that this has been on here for quite some time, and uh I've we've officially moved this to sort of a hold. There was a final piece there that we were not able to complete, and we're working with the vendor there to see if we can re-engineer something or find a solution that gets this to completion. So as right as of right now, we're we're just having discussions with the vendor, but from the board's perspective, we put it on hold. The next piece there is uh the Kronos UKG project, which has been on here since uh 2017, and uh currently we are in in uh production uh with with IMPD as the final person to join this from the 2017 project kickoff, and by person I mean department, sorry. Um the first payroll for IMPD, I believe is September 3rd. Uh and that right now everyone's using it.

SUMMARIZED BY OPENPUBLICA AI
TRANSCRIPT VIA PUBLIC VIDEO
openpublica.com