information technology and strategic planning

INFORMATION TECHNOLOGY AND

STRATEGIC PLANNING

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INFORMATION TECHNOLOGY AND STRATEGIC PLANNING

Mission Statement To provide the best quality technology in achieving the goals of Otay Water District in serving our customers and employees.

Division Title Division # Information Technology (IT) Chief 2411 IT Operations 2421 Geographic Information System (GIS) 2431

FY 2006 TOTAL DISTRICT POSITION COUNT - 175INFORMATION TECHNOLOGY & STRATEGIC PLANNING DEPARTMENT - 12

POSITION COUNT

General Manager2%Development Services

10%

Engineering and Planning9%

Water Operations42%

Finance19%

Information Technology and Strategic Planning

7%

Administrative Services11%

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Department Responsibilities

Information Technology FY 2006and Strategic Planning Actual Budget Estimated Budget

Information Technology (IT) Chief -$ -$ 128,356$ 688,300$ IT Operations 1,427,251 1,862,200 1,600,556 1,178,200 Geographic Information System - - 57,831 461,600 TOTAL 1,427,251$ 1,862,200$ 1,786,743$ 2,328,100$

Note: This department was broken out from the Administrative Services Department in FY2005

FY 2004 FY 2005

INFORMATION TECHNOLOGY & STRATEGIC PLANNING DEPARTMENT SUMMARY

The Information Technology and Strategic Planning Department, under the general direction of the Assistant General Manager, provides the following support services: development and implementation of information technology; District’s Strategic Planning Process, including the development of long-term strategic initiatives, and defining performance measurement metrics; information system support to the District and provides highly responsible and complex administrative support to the District, General Manager, and Board of Directors.

FY 2006 Total Departmental Budgets - $23.1 MillionInformation Technology and Strategic Planning - $2,328,100

Water Operations45.3%

Development Services6.3%

Administrative Services13.0%

General Manager3.9%

Finance15.0%

Board of Directors0.4%

Information Technology and Strategic Planning

10.1%

Engineering and Planning6.0%

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Position Count FY 2004 FY 2005 FY 2006Chief Information Officer 1 1 1GIS Supervisor 1 1 1IT Operations Supervisor 1 1 1GIS Technician 2 2 2Computer Systems Administrator 1 1 1Business System Analyst I/II 1 2 3Network Support Analyst 1 1 1Records Services Assistant 1 1 1Program and Systems Support Analyst 1 1 1

Total 10 11 12

Information Technology FY 2006and Strategic Planning Actual Budget Estimated Budget

Labor & Benefits 1,011,271$ 1,324,800$ 1,340,587$ 1,293,500$ Travel and Meetings 7,769 7,400 7,097 17,600 General Office Expense 9,368 3,800 7,043 12,900 Equipment 304,521 425,800 351,886 812,800 Services 94,322 100,400 80,130 170,300 Training - - - 21,000 Total 1,427,251$ 1,862,200$ 1,786,743$ 2,328,100$

FY 2004 FY 2005

$823 $851$1,007 $985

$1,564$1,427

$1,862$1,787

$2,328

$-

$500

$1,000

$1,500

$2,000

$2,500

(in T

hous

and

Dol

lars

)

2002 2003 2004 2005 2006

Fiscal Year

Budget vs. Actual

Budget Actual

Estimated Adopted

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FY 2004 FY 2006Actual (1)

Target Actual Target

94.0% At least 90% 96.0% At least 90%

97.0% Within 10%of budget 96.5% Within 10%

of budget

95.0% Within 10%of schedule 98.3% Within 10%

of schedule

78.0% 85% bydue date 87.2% 85% by

due date

99.0% 99% during

business hours

99.6% 99% during

business hours

95.0% At least 90% 76.3% At least 90%

N/A 95% 97.2% 95%

(1) Actual initial measurement for 3rd and 4th Quarters of Fiscal Year 2004

PERFORMANCE INDICATORS

Activity/Criterion

Strategic Plan Goals Completion - goals meeting performance expectations/total number of strategic plan goals

FY2005

Network - total operational network time per year

Ongoing Records Retention - actual records meeting retention/actual records under retention

Major Project Performance Cost - actual over budgeted cost

Major IT Performance Schedule - actual over planned duration

IT Help Request - number of help requests completed within 5 business days/total number of requests resolved

GIS Completeness - number of drawings computerized/number of drawings filed

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Department: Information Technology Division: IT Chief Division: 2411

FY 2004 FY 2005 FY 2006 IT Chief Actual Budget Estimated Budget

Labor & Benefits $ - $ - $ 83,516 $ 425,900 Travel and Meetings - - 1,269 9,100 General Office Expense - - 26 900 Equipment - - 40 225,200 Services - - 43,505 21,200 Training - - - 6,000 Total $ - $ - $ 128,356 $ 688,300

Division Mission The Mission of the Information Technology and Strategic Planning Department is two-fold. Concerning Information Technology, the primary goal is to utilize the best and most cost- effective technology solutions to enhance District performance and provide reliable and innovation services to the District. The Department will do this by employing industry supported solutions that are inherently reliable and effective. Regarding Strategic Planning, the mission is to provide a dynamic and common sense blueprint for the District that will guide the process of change to allow the District to meet its future challenges. This plan will be supported by an objective measurement process which will identify progress toward these goals as well as report on operational performance measures. Accomplishments – Fiscal Year 2004-2005

• Implemented new Financial Systems. • Implemented new Human Resources Systems.

• Implemented Records Management Software.

• Implemented Infrastructure Management System.

• Implemented revised District Strategic Plan and Balanced Scorecard.

Objectives – Fiscal Year 2005-2006

• Fully integrate the Otay Information System (OIS).

• Implement summary billing.

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• Identify and improve key District business processes that enhance customer service.

• Ensure re-engineering efforts to use industry best practice models from both public and

private sectors to foster competitive practices.

• Implement Mobile Geographic Information System (GIS) and Global Positioning System (GPS) technologies including route planning for maintenance crews, meter readers and location based services.

• Maximize the District’s business use of Web and mobile wireless technologies.

• Continue to develop paperless processes.

• Develop a user-friendly process for requesting legal services that encourage proactive use

of services.

• Revise the on-line legal services request form and include work request tracking information that links to the Otay financial information.

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Division: IT Operations Division: 2421

FY 2004 FY 2005 FY 2006 IT Operations Actual Budget Estimated Budget

Labor & Benefits $ 1,011,271 $ 1,324,800 $ 1,219,495 $ 541,100 Travel and Meetings 7,769 7,400 5,829 3,200 General Office Expense 9,368 3,800 6,875 7,900 Equipment 304,521 425,800 331,857 474,400 Services 94,322 100,400 36,500 141,600 Training - - - 10,000 Total $ 1,427,251 $ 1,862,200 $ 1,600,556 $ 1,178,200

Division Mission To provide highly efficient and progressive data and network services. Accomplishments – Fiscal Year 2004-2005

• Provided highly reliable network services.

• Implemented numerous data and hardware improvements.

• Developed comprehensive agency performance measures. Objectives – Fiscal Year 2005-2006

• Enhance the District’s Web Page and its links.

• Provide secure and protected use of OIS information to employees on a 24-hour and mobile basis.

• Perform cyber-security tests.

• Implement a Business Resumption Plan (BRP).

• Document and manage knowledge transfer for core business processes.

• Update the District’s records management program.

• Update the telecommunications infrastructure.

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Division: GIS Division: 2431

FY 2004 FY 2005 FY 2006 GIS Actual Budget Estimated Budget

Labor & Benefits $ - $ - $ 37,576 $ 326,500 Travel and Meetings - - - 5,300 General Office Expense - - 141 4,100 Equipment - - 19,989 113,200 Services - - 125 7,500 Training - - - 5,000 Total $ - $ - $ 57,831 $ 461,600

Division Mission To provide guidance and leadership in the management and utilization of District resources and services. Accomplishments – Fiscal Year 2004-2005

• Integrated Geographic Information System (GIS) and Infrastructure Management System (IMS) for highly informative and accurate District Infrastructure Databases.

• Implemented easements as part of GIS database.

• Migrated GIS Platform to an advanced database structure.

• Evaluated and supported field hardware/software for GIS applications.

• Maintained and updated potable facilities into the GIS.

Objectives – Fiscal Year 2005-2006

• Integrate GIS Supervisory Control and Data Acquisition (SCADA) and modeling software into GIS applications.

• Keep the facility data up-to-date through the Enterprise Wide Geo-Database.

• Provide data quality assurance for Enterprise Wide Systems.

• Resolve the majority of Parcel Manager Data discrepancies.

• Leverage OIS/IMS integration for improved business decisions.

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