HomeMy WebLinkAbout11 - Fire and Marine Department Computer Network UpgradeJanuary 11, 1999
Council Agenda
Item 11
Page I of 3
TO: Mayor and Members of the City Council
FROM: Timothy Riley, Fire and Marine Chief �
Dick Kurth, Acting Administrative Services Director
SUBJECT: Fire and Marine Department Computer Network Upgrade
RECOMMENDATION:
That the City Council approve Budget Amendment BA -35, transferring $52,377 from the
Building Excise Tax Fund (BET) into the Fire and Marine Department Capital Outlay
Account 2310 -9010 to fund the installation of our Network Upgrade Plan, and
That the City Council authorize the Fire and Marine Chief to enter into an agreement with
Pacific Blue Micro in the amount not to exceed $52,377 for the installation, testing, training
and maintenance of a Microsoft Windows NT wide area network, and
That the City Council approve Budget Amendment BA- 35, transferring $17,250 from the
General Fund into the Fire and Marine Department 2310 -7000 accounts to provide for the
position of Fire and Marine Technical Support Specialist, effective February 1, 1999, with
salary and benefits not to exceed $69,000 per year.
I:1[0)110" M0100
Over the past twenty years, the Fire and Marine Department has slowly migrated through
many and varied computer technology solutions to meet its changing needs. Prior to 1990,
Department computer management was instituted and maintained through the volunteer
efforts of one of our Fire Captains. He developed a centrally managed, computer network
environment that introduced the department members to electronic mail, word processing and
custom database applications. To date, many of his original database designs are still in use,
though showing signs of age. (As an aside, this particular individual is within a few years of
retirement, taking with him a great deal of knowledge regarding our current set of computer
programs.) With the increase in technology came an increased need for support. In 1990, the
Department created the position of Fire Information Systems Manager. During the next five
years, we were able to keep pace with changes in computer hardware and software but were
unable to expand efforts in the area of management information systems, such as accurate
payroll accounting, response time analysis, and fire prevention and hazardous materials
permit tracking. As part of the 1995/96 budget reduction process, the Fire Information
Systems Manager position was eliminated. The department is now fully reliant on the
Management Information Systems Division of the Administrative Services Department for
all of our support. (For the past several months, MIS has been running with three vacant
positions.)
For the past four years, we have been attempting to migrate from an aging network and
application environment created in the 1980s to modern technology. Many of the
recommendations outlined in the 1995 City of Newport Beach MIS Strategic Plan have yet to
come to fruition even though a large percentage of the Warner Group recommendations have
been implemented. Due to the budget deficits we experienced during the early 1990s, much
of the work attempted or performed over the past four years has been plagued by a lack of
funding or inadequate support. We have attempted to improve our business processes without
creating an additional impact on the General Fund and have been frustrated because of it.
KEY MIS ISSUES:
In January 1997, Fire and Marine Department staff members identified "the analysis of our
current and future MIS support issues" as one of our top goals for 1997/98. Our staff felt that
in order to continue to provide basic services and develop an ability to perform timely and
accurate management assessments, we needed to improve our data collection and reporting
capabilities through the implementation of a current and cohesive technology plan. The
department executive management team was tasked with the development of an upgrade plan
that would:
1. Identify current business support needs
2. Address system efficiency and reliability
3. Project future MIS needs
4. Address compatibility with external systems and agencies
5. Develop a method for ensuring adequate technology support
To assist us in that effort, we contracted with Centric Resources, Inc., to study our current
computer network environment. Their report, delivered on June 19, 1998, recommends a
comprehensive migration to a Microsoft Windows NT network configuration, which includes
a major upgrade to our system hardware and software, the complete migration to the city-
wide electronic mail standard, and post - installation training and support.
Concurrently, Fire and Marine and MIS staff have conducted an in -house needs analysis to
develop a list of business principles that guide our MIS needs. The following depicts a
summary of our principle issues:
• Critical services in the Fire and Marine Department create a unique environment
requiring technological systems (telecommunication, radio and computer networks) that
operate efficiently and reliably on a 24- hour - per -day, seven - days - per -week, basis.
• Critical services rely on key computer applications to ensure optimal performance, such
as: reliable and accurate emergency incident information, timely medical billing and
revenue collection programs, fire prevention and harbor inspection and permit generation
programs, minimum emergency unit personnel staffing and notification recall programs,
emergency apparatus and equipment repair and replacement programs.
Efficient cost control management of a complex personnel system demands accurate
management information.
• Eleven remote locations with 31 computer workstations serving over 120 users working
many different work schedules creates a high demand for support service.
Lack of exclusive department MIS staff support creates a management void that effects
many department managers and programs.
Based upon the Centric Resources Report and staff discussion regarding our current MIS
issues, we are recommending the following plan for immediate implementation.
NETWORK UPGRADE PLAN
Step 1 — Following the recommendations of the Centric Resources, Inc., Enterprise
Blueprint, conduct an RFP to select a vendor to assist M.I.S. in the implementation of
a comprehensive network environment transition from Novell Netware to Microsoft
Windows NT. We have done so and feel that Pacific Blue Micro is the most
responsible vendor.
Step 2 — Finalize the migration of all department members from ccMail to Microsoft
Mail, consistent with the rest of the City electronic mail users.
Step 3 — Re- institute a designated Technical Support Specialist position in the Fire
and Marine Department as soon as possible. This is consistent in departments with
high MIS support needs, such as Police and Community Services.
Step 4 — Develop a joint plan between the Fire and Marine Department and the MIS
Division of the Administrative Services Department clearly delineating lines of MIS
support responsibility.
LONG RANGE BUSINESS PLANNING
Step 1 — During Fiscal year 1999/2000, perform a department -wide audit, by
program, of the current and projected MIS needs beyond those addressed in this
upgrade plan.
Step 2 — Develop a long range MIS strategic plan and return to the City Council with
an implementation plan.
FISCAL IMPACT:
This recommendation will result in a one -time General Fund increase to our 1998/99 budget
of $17,250 and a one -time B.E.T. Fund increase of $52,377. The current balance of the
Building Excise Tax Fund is $565,848.
It is recommended that the Network Upgrade Plan be funded through revenue derived from
the Building Excise Tax fund. As defined in Section 3.12.110 of the Newport Beach
Municipal Code, "this fund shall be used only for the purpose of acquiring, building,
improving, expanding and equipping City Fire Stations... ". In light of the growth of our
community in the past twenty years and the essential nature of computers in the fire stations
for the provision of service, I feel this is an appropriate use of these funds and would
preclude this component from impacting the General Fund.
The hiring of a Fire and Marine Department Technical Support Specialist will result in a
General Fund allocation of $17,250 for the remainder of Fiscal Year 1998/99 and an on-
going General Fund designation of $69,000 in future years to fund the requested position.
Unfortunately, the budget reductions experienced between 1992 and 1996 took a tremendous
toll on our MIS support system. In realization of the City's fiscal situation, we have
attempted to limp along and are now paying the price with inadequate computer system
development, maintenance and repair. We do not believe we will be able to maintain, let
alone advance, our management information systems any longer without this critical staff
position.
City of Newport Beach
BUDGET AMENDMENT
1998 -99
EFFECT ON BUDGETARY FUND BALANCE:
Increase Revenue Estimates
�X Increase Budget Appropriations Adtz X
Transfer Budget Appropriations
from existing budget appropriations
from additional estimated revenues
X from unappropriated fund balance
FXPI ANATIC]N-
NO. BA- 035
AMOUNT: S7o,t27.00
Increase in Budgetary Fund Balance
Decrease in Budgetary Fund Balance
No effect on Budgetary Fund Balance
This budget amendment is requested to provide for the following:
To appropriate $52,377 for upgrades to the Fire and Marine Department's Network from the Building Excise Tax
fund which currently has surplus reserves of $565,848. No prior amendments for this account have been
requested. This amendment also requests $17,250 from the General Fund to increase the Fire and Marine
Department's salary appropriations to provide for the position of Fire and Marine Technical Support Specialist.
No prior amendments for this account have been requested.
ACCOUNTING ENTRY:
BUDGETARY FUND BALANCE
Eund Account
Building Excise Tax 270 3605
General Fund 010 3605
REVENUE APPROPRIATIONS (3601)
Fund /Division Account
EXPENDITURE APPROPRIATIONS (3603)
Description
Fund Balance Control
Fund Balance Control
Description
Signed:
Administrative Approval: City Manager
Signed:
City Council Approval: City Clerk
Amount
Debit Credit
$52,377.00 `
$17,250.00 `
Automatic
U
$52,377.00
$17,250.00
Date
Date
Description
Division
Number
2310
Fire and Marine Administration
Account
Number
9010
Computer Equipment
Division
Number
2310
Fire and Marine Administration
Account
Number
7000
Salaries
Division
Number
Account
Number
Division
Number
Account
Number
Division
Number
Account
Number
Signed:
Administrative Approval: City Manager
Signed:
City Council Approval: City Clerk
Amount
Debit Credit
$52,377.00 `
$17,250.00 `
Automatic
U
$52,377.00
$17,250.00
Date
Date