Overview & Reference: Volume 1 of 3
Version 1.1 June 28, 2006
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Information Technology Strategic Business Plan Over the 18 month period beginning July 1, 2006, IS will work with the Divisions to complete a series of 12 integrated project efforts th at are grou p ed u n d er “O racle P h ase III” to exten d an d im p rove th e C ity’s cap ab ilities consistent with Project 2010. The Oracle Phase III project provides additional needed functionality as well as addressing the issues, inefficiencies, lessons learned and recommendations determined from the Phase I and II assessments. The following is a summary of each effort. (NOTE: Each component is described in detail in the ITSBP). 1. Implement the approved recommendations and Lessons from the independent high level review of Oracle Phase I & II Implementation and Training. 2. Implement Enterprise Asset Management (EAM) that will: Drive maintenance best practices and improve performance Empower all workers with easy to use self-service application Manage the full asset lifecycle with complete view of assets and equipment Replace costly standalone maintenance system s w ith O racle‘s integrated so lutio n Eliminate 80 current integration points 3. Complete Phase II of Oracle Balanced Scorecard and Daily Business Intelligence This effort will: Provide a performance measurement base for City Division & Executive Management Validate the 500 Key Performance Indicator (KPI) identified by Divisional staffs in Phase I Integrate data from Oracle and non-Oracle systems to drive KPI performance reporting across the City Validate Financial & HR Daily Business Intelligence Expand Procurement Intelligence with definitions of all commodities Implement Interaction Center Intelligence to provide Call Center performance Implement Service Intelligence for analysis of all CRM Service Requests 4. Identify, Implement and Integrate a Data Warehousing solution A ―data w areho use‖ is w idely k no w n as a co py o f transactio n data fo r the purpo se o f querying and reporting. The solution that is underway will become a key factor in current & future Reports Completion. 5. Work with Oracle Consulting Services (OCS) This effort will: Complete integration of Oracle applications, Resolve the Environmental setup (Change from Commercial to Public Sector) CMEM IT Strategy - Ver 1 1.doc Page 10 of 203 12/6/2006
Information Technology Strategic Business Plan Resolve Purchasing hierarchy configurations/setups Resolve Public Sector Budgeting (PSB) functionalities issues Implementing new integrated Oracle business functionality to support Procurement that result in a paperless Procurement Process with Electronic Signatures and includes: iSupplier, Sourcing Procurement Contract modules 6. Roll out CRM City-wide Replace or integrate the Housing Inspection Tracking System (HITS) with CRM; Replace the CARTS work order system with integrated CRM Field Service; Implement the CRM Field Services Consolidate twelve Divisions with Mayor Citizen Service Office (MCSC) Integrate GIS with CRM for accessibility and accuracy 7. Library Integration The Memphis Public Libraries are now wholly owned and managed by the City of Memphis. As a result, the City is in the process of capturing all business processes associated with the libraries into the Public Services Division. 8. Roll out Oracle HR Self Service for all City Employees Oracle Self-Service Human Resources (HR) allows the workforce to update and use employee-specific information, online via a browser, that is personalized to an individual's role, experience, work content, language, and information needs. By allowing managers and employees to access and manage information and transactions in a paperless environment, we will streamline business processes, decrease costs, and improve service. 9. Implement GIS Enterprise Rollout GIS City-wide P ro vid e T raining fo r the C ity‘s S tandard G IS P latfo rm 10. Complete all outstanding Oracle Reports from Phase I & II 11. Provide additional support as well as new train in g for th e C ity’s w ork force in the use of the new, updated and expanded Oracle technology. 12. Automate all the City system interfaces to Oracle systems in order to eliminate manual human intervention
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Information Technology Strategic Business Plan There are at least 51 non-Oracle Application system interfaces that were identified during an evaluation and analysis of City of Memphis Applications. The goal is to o Determine if cost-effective competitive replacement applications exist from Oracle products licensed to the City, and o Identify issues and effort related to automating interfaces & linkage to the non-Oracle Systems.
Measurement is a critical component to ensure continuous improvement and management oversight of Oracle Phase III. In order to help ensure the success of this critical project IS will develop and publish periodic Balanced Scorecard Dashboard Reports or other such similar on Oracle Phase III performance. To be successful, IS, Executive and Divisional management must be actively engaged in reviewing and managing the efforts.
NOTE: IS believes that successful implementation of the IT Strategic Business Plan may offer an opportunity to the City of Memphis market a service to other municipalities. Based on the work to-date, the City of Memphis appears to be ahead of other municipalities in the effective implementation of Oracle Technologies.
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Information Technology Strategic Business Plan Table of Contents Executive Summary ....................................................................................................................3 Background .............................................................................................................................3 Fiscal Recovery Plan ...............................................................................................................3 Building the ITSBP .................................................................................................................5 Assessing & Analyzing the State of Technology across City Divisions ................................5 The Central Role of Oracle Technologies in the City of Memphis .......................................5 Standardizing Technologies: A City of Memphis SOP .........................................................6 A C S ‘ R o les & R espo nsibilities in the C ity o f M em phis .......................................................6 Establishing City of Memphis Technology Policies .............................................................7 E ngag ing the C ity‘s T echno lo g y T ask F o rce in T echno lo g y D ecisio ns ................................8 Critical Next Steps & Technology Initiatives ...........................................................................8 IT Strategic Business Plan Section Overview ............................................................................ 18 Office of Information Services (IS) ........................................................................................... 26 CIO Message......................................................................................................................... 26 Mission Statement ............................................................................................................. 26 Vision Statement ............................................................................................................... 26 CIO IS Organization .......................................................................................................... 27 Fiscal Recovery Plan ............................................................................................................. 28 Strategic Technology Policies ............................................................................................... 29 All City IT Initiatives Must Be Coordinated with IS .......................................................... 29 All City Operational Technology Management Functions Must Be Coordinated with IS ... 30 IS Provides Management for All City Technology Support................................................ 31 O racle is the C ity‘s E nterprise-Wide Integrated Application Software ............................... 31 Oversight through the Information Technology Task Force ................................................... 34 Strategy Framework .................................................................................................................. 37 Business Drivers ................................................................................................................... 37 IT Strategic Goals ................................................................................................................. 38 Key IT Initiatives .................................................................................................................. 39 Project Initiative Summary 2005-2006 .................................................................................. 42 IT Initiative Development Process ......................................................................................... 52 Oracle Application Strategy ...................................................................................................... 55 Overall Application Architecture ........................................................................................... 55 Oracle Module & Chart Summary Descriptions ................................................................. 57 Oracle Phase I and II Implementation Assessment ................................................................. 79 Phase I – Oracle Financial Modules Assessment ................................................................ 79 Phase I Financial Summary - SWOT ................................................................................. 88 Phase II – Oracle HR Modules Assessment ....................................................................... 89 Phase II HR Summary - SWOT ......................................................................................... 93 Findings with Other Oracle Modules: ................................................................................ 94 Balanced Scorecard, CRM, DBI & More Summary - SWOT ............................................. 97 Lessons Learned – Oracle Phase I & II Implementation ..................................................... 98 CMEM IT Strategy - Ver 1 1.doc Page 13 of 203 12/6/2006
Information Technology Strategic Business Plan Oracle Phase III Implementation ......................................................................................... 100 Overview and Focus ........................................................................................................ 100 Measurement Baseline ..................................................................................................... 100 State of Technology – by Division ................................................................................... 101 Oracle Phase III – Project Descriptions ............................................................................ 102 Phase III Benefits ............................................................................................................ 121 Risks if not Adopted ........................................................................................................ 121 Oracle Training Program ......................................................................................................... 122 Oracle Training Sessions Conducted ................................................................................... 122 Oracle Supplied Training..................................................................................................... 123 Internally Developed Oracle Training .................................................................................. 124 Oracle Supplied Training Course Content ........................................................................ 125 City of Memphis Developed Oracle Training Content ..................................................... 131 Oracle Phase I and Phase II Training Assessment ................................................................ 134 Functional Course Conduct ............................................................................................. 134 Training Course Structure & Content............................................................................... 135 T raining C o urse C urricu lu m & D efined ―P athw ays‖ ........................................................ 136 Reports Training .............................................................................................................. 136 Training Documents and Procedures ............................................................................... 136 Training Follow-up & Mentoring .................................................................................... 137 Best Practices .................................................................................................................. 137 Oracle Phase I & Phase II Training Summary - SWOT .................................................... 138 Lessons Learned – Oracle Phase I & II Training .............................................................. 139 Oracle Implementation Support ........................................................................................... 139 Role of the Super User..................................................................................................... 139 Oracle Phase III Training Plans ........................................................................................... 139 Oracle Reports Program .......................................................................................................... 142 Report Summary ................................................................................................................. 142 Oracle Reports Analysis ...................................................................................................... 143 Report Backlog from Phase I & II ................................................................................... 143 Oracle Report Development & Completion Process ......................................................... 144 Report Priorities .............................................................................................................. 144 Report Tools .................................................................................................................... 144 Lessons Learned – Oracle Phase I & II Reports ................................................................... 144 Technical & Support Strategies ............................................................................................... 146 Disaster Recovery & Business Continuity ........................................................................... 147 Plan Introduction & Overview ......................................................................................... 147 Plan Objectives................................................................................................................ 147 Recovery Organization .................................................................................................... 148 Recovery Flow ................................................................................................................ 149 Response & Recovery Teams & Responsibilities ............................................................. 150 Technology Risk Management ............................................................................................ 152 Current City Environment ............................................................................................... 152 Primary Risks .................................................................................................................. 154 CMEM IT Strategy - 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Information Technology Strategic Business Plan External threats................................................................................................................ 154 Internal Risks .................................................................................................................. 154 Risk Assessment Methodology ........................................................................................ 157 Communications Strategic Plan ........................................................................................... 159 Overview ......................................................................................................................... 159 Current Environment ....................................................................................................... 159 New Directions in Technology ........................................................................................ 160 The Citywide Information Network ................................................................................. 161 Geographical Information System (GIS).............................................................................. 163 Enterprise Level GIS (EGIS) ........................................................................................... 163 GIS Implementation ........................................................................................................ 164 Website Operations & Services ........................................................................................... 166 Introduction ..................................................................................................................... 166 Background ..................................................................................................................... 166 Current Website Initiatives .............................................................................................. 167 Centralized and Standardized Hardware & Software ........................................................... 169 Purpose ........................................................................................................................... 169 Background ..................................................................................................................... 169 Approach......................................................................................................................... 169 Standardization................................................................................................................ 170 Future Direction .............................................................................................................. 171 Centralized Standard Operating Procedures (SOPs) ............................................................. 172 Wiki - Standard Operating Procedures Repository ........................................................... 172 Wiki – Contents Policy .................................................................................................... 172 End User Services SOPs .................................................................................................. 173 Data Warehousing Solution ................................................................................................. 174 Background ..................................................................................................................... 174 Alternative Approaches ................................................................................................... 174 Virtualization .................................................................................................................. 174 A Cost-Effective Solution ................................................................................................ 174 Implementation Plans ...................................................................................................... 175 Security & Privacy Policies ................................................................................................. 176 Security Process Policies ................................................................................................. 176 Remote Access Policy ..................................................................................................... 180 Physical Security Policy .................................................................................................. 180 Master Password Policy ................................................................................................... 182 Incident Response Policy ................................................................................................. 182 Firewalls Policy ............................................................................................................... 183 Capital Improvement Program (CIP) Projects ...................................................................... 185 Oracle Phase III ............................................................................................................... 185 Treasury Replacement System ......................................................................................... 185 Communications Network Expansion .............................................................................. 186 Replace Obsolete Equipment ........................................................................................... 186 IT Support Organization .......................................................................................................... 187 CMEM IT Strategy - 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Information Technology Strategic Business Plan ACS IT Organization ....................................................................................................... 188 Roles & Responsibilities ..................................................................................................... 189 Affiliated Computer Services (ACS) ............................................................................... 189 The Help Desk – Getting Answers to Questions .............................................................. 193 User Escalation Process ................................................................................................... 195 IT Investment Profile .............................................................................................................. 197 Oracle Costs To-date ........................................................................................................... 197 ROI Summary ..................................................................................................................... 197 Oracle – City of Memphis Proposal ................................................................................. 198 New York City Housing Authority (NYCHA) ................................................................. 198 US Department of Transportation (USDOT) .................................................................... 199 Challenges and Risks .............................................................................................................. 200 Risk Matrix ......................................................................................................................... 200 Appendix – Under Separate Cover .......................................................................................... 202 A. Detail Oracle Module Descriptions ................................................................................. 202 B. Detail Oracle Course Descriptions .................................................................................. 202 C. Communications Strategic Plan – White Paper ............................................................... 202 D. Geographical Information System – White Paper ............................................................ 202 E. Website Operations & Services – White Paper ................................................................ 202 F. Security & Privacy Policies ............................................................................................. 202 G. Centralized and Standardized Hardware & Software – White Paper ................................ 202 H. NYCHA Streamlines Budgeting and Procurement – White Paper ................................... 202 I. USDOT Consolidated Financial System – White Paper .................................................... 202 J. Oracle Super User Support List ........................................................................................ 202 K. Oracle Support Job Descriptions ..................................................................................... 203 L. Oracle Module Support Matrix ........................................................................................ 203 M. Disaster Recovery & Business Continuity Plan – Under Separate Cover ........................ 203 Table of Figures Figure 1: CIO IS Organization .................................................................................................. 27 Figure 2: Fiscal Recovery Plan .................................................................................................. 28 Figure 3: IT Management Process ............................................................................................. 30 Figure 4: Technology Platform Standards .................................................................................. 32 Figure 5: Oracle System Flow Management .............................................................................. 33 Figure 6: Technology Task Force Committee Template ............................................................ 36 Figure 7: Strategy Framework ................................................................................................... 37 Figure 8: Strategic Goal Foundation .......................................................................................... 38 Figure 9: Strategic Goal Definition ............................................................................................ 39 Figure 10: Key Initiative Focus Areas ....................................................................................... 40 Figure 11: FY2006 Initiatives by Goal Areas ............................................................................ 40 Figure 12: IS Project List .......................................................................................................... 41 Figure 13: TCO Template ......................................................................................................... 53 CMEM IT Strategy - Ver 1 1.doc Page 16 of 203 12/6/2006
Information Technology Strategic Business Plan Figure 14: Oracle Application Architecture – for City of Memphis ........................................... 56 Figure 15: Current Oracle Interface Environment ...................................................................... 80 Figure 16: Proposed Oracle Interface Environment ................................................................... 81 Figure 17: Enterprise Asset Management Functional Involvement .......................................... 103 Figure 18: Enterprise Asset Management Integration Points .................................................... 104 Figure 19: Non-Oracle System Interfaces (3 charts) ................................................................ 118 Figure 20: Oracle Impact City-wide (2 charts) ......................................................................... 120 Figure 21: Oracle Training Summary ...................................................................................... 123 Figure 22: Internal Oracle Training Summary ......................................................................... 124 Figure 23: Oracle Phase III Training Summary ....................................................................... 141 Figure 24: Phase I Reports Summary Chart ............................................................................. 142 Figure 25: Phase II Reports Summary Chart ............................................................................ 142 Figure 26: BCP Recovery Team Organization ......................................................................... 148 Figure 27:BCP Recovery Process Flow ................................................................................... 149 Figure 28: Human Threats: Threat-Source, Motivation, and Threat Actions ............................ 153 Figure 29: Risk Assessment Methodology Flowchart .............................................................. 158 Figure 30: Current Communications Diagram ......................................................................... 160 Figure 31: Future Communications Diagram ........................................................................... 161 Figure 32: Key Enterprise GIS Concepts ................................................................................. 164 Figure 33: MemphisTN.Gov ................................................................................................... 166 Figure 34: Consolidation Program Strategy ............................................................................. 170 Figure 35: ACS Organization .................................................................................................. 188 Figure 36: Help Desk Tree ...................................................................................................... 194 Figure 37: Help Desk Escalation ............................................................................................. 196 Figure 38: Oracle Cost Summary ............................................................................................ 197
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Information Technology Strategic Business Plan
Revision History
Version 1.0 Date 6/1/2006 Author I. Brownstein + CIO Team, ACS Team, City Users CIO Team + I. Brownstein Comment/Change Description or Change ID First Review Release Incorporate Revised Executive Summary Replace Intro ductio n w ith ―IT S B P S ectio n O verview ‖ General Release
1.1
6/28/2006
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Information Technology Strategic Business Plan
Executive Summary
Background
The City of Memphis, through its Information Services section of the Executive Division is committed rigorously seeking out, qualifying, validating and applying the best use of technology acro ss each o f the C ity‘s D iv isio ns. This Information Technology Strategic Plan (ITSBP) is a roadmap that seeks to strategically assess the existing uses and potential opportunity for uses of computer applications and other technologies and innovations. This will enable the City to adopt the most appropriate solutions to ensure the most coordinated and efficient delivery of services within the Divisions. T he C ity o f M em phis‘ ITSBP can be used by everyone within the City of Memphis to gain a more thorough understanding of Information Services (―IS ‖). More importantly, the ITSBP will help explain how the City arrives at the strategies and recommendations that have and will occur as a result of technology. The key sections of the ITSBP provide a roadmap and guide to the major components, programs and initiatives underway and planned by IS.
There are 3 broad components of the Executive Summary & Overview: The Fiscal Recovery Plan – to identify ho w the IT S B P suppo rts the C ity‘s d irectio n Building the ITSBP – to describe the underlying business components & factors that drove the development and assembly of the plan Critical Next Steps & Technology Initiatives – Major activities planned for FY07.
Fiscal Recovery Plan
T he success o f the C ity‘s F iscal R eco very P lan is defined thro ugh a nu m b er of seven (7) critical Tasks/Projects that must be completed, integrated and implemented. 1. Fiscal Recovery Plan – This plan is completed and in the process of implementation and includes Debt Management and Capital Spending Plans. The Capital Spending Plan assumes a dramatic reduction in overall funding and is linked to a specific spending amount based on current debt capacity and tax increases for 2007 and 2008. 2. Asset Protection Plan – This plan is in progress and identifies the critical policies and procedures in the area of fixed assets, controls, etc. that encompass the purchase / CMEM IT Strategy - Ver 1 1.doc Page 3 of 203 12/6/2006
Information Technology Strategic Business Plan acquisition of assets and how to insure those assets are properly accounted for, maintained, inventoried and disposed of. This also forms the basis for the Annual Internal Audit Plan as well as the basis for key focus areas for the External Audit. 3. Asset Management Plan – The plan is in progress and is critical to the appropriate/successful managing and positioning of asset acquisition, repositioning and disposal. 4. Information Technology Plan – This plan is a work in progress and will be completed and presented to the staff and the City Council in late June. 5. Strategic Planning – Long-range (Five-Year) Planning that links Operating and Capital Planning. Efficiency Study – The study should be implemented by June with the firm of Deloitte as the lead consultant and Berkshire Advisors as a partnering consultant on the project. 6. D irector’s R etreat S u m m ary – The summary of the recommendations for each division as develo ped by the staff o f each d ivisio n at the D irecto r‘s R etreat that w as scheduled over the course of three months. 7. Standards, Policies & Procedures – Development of standards for all divisions to ensure certain unity, efficiency, and elimination of ineffectiveness and redundancies. T he co m p leted IT S B P as described in ―B u ild ing the IT S B P ‖ and the ―IT S B P S ectio n O verview ‖: Provides with presentation to the Staff & Council - Completes #4. Provides an annual Strategy Framework for IT – that will integrate with and Support #5 The completed ITSBP highlights a series of technology Policies, Standards, Techniques and Approaches that: Will - Support the definition, integration and completion of #6 & 7. The ITSBP also provides a core set of Methodologies and ongoing Initiatives as described in the plan that: Will - Support the automation and integration of #2 and #3.
Information Services is well positioned to provide critical ongoing support in terms of functions, measures and reporting to ensure the success of each transformation Committee and the overall Fiscal Recovery effort.
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Information Technology Strategic Business Plan
Building the ITSBP
The ITSBP was developed based on a set of key elements that support leveraging technology to achieve optimal efficiencies for the City of Memphis. These include: Assessing & Analyzing the State of Technology across City Divisions The Central Role of Oracle Technologies in the City of Memphis Standardizing Technologies: A city of Memphis SOP A C S ‘ R o les & R espo nsibilities in the City of Memphis Establishing City of Memphis Technology Policies E ngag ing the C ity‘s T echno lo g y T ask F o rce in T echno lo g y D ecisio ns
The six key items are described below and provided the framework for developing the initial p lan . G oin g forw ard , it is th e in ten t th at “grou p d yn am ics” with the Divisions will drive expanding the plan to necessary new areas and facilitate a more cohesive organizational culture where the introduction of technological tools and opportunities are embraced by all City employees.
Assessing & Analyzing the State of Technology across City Divisions
During the late 1980s and into the 1990s, the City of Memphis encouraged or otherwise adopted a ―decentralized ‖ appro ach to the use o f techno lo gy. F o r m any years C ity D ivisio ns, their directors, managers and employees were given the autonomy to make technology policy and procurement decisions independent of one another. In fact, the City encouraged this system of technology management through the practice of independent technology budgeting. T o day‘s o peratio nal and fiscal enviro nm ent and realities requ ire a m o re organized strategy that includes collective and individual accountability along with a strategic approach to the selection, procurement and implementation of technological solutions. Until the City inventories all of its technology assets, along with their uses and values, and fits them into the framework of a centralized and standardized framework, it cannot fully gain the benefits of an enterprise-level adoption of a technological strategy.
The Central Role of Oracle Technologies in the City of Memphis
The City of Memphis has invested in and committed to Oracle technologies as the core (or standard) technology for back-end technology management tool to support each of the Divisions. CMEM IT Strategy - Ver 1 1.doc Page 5 of 203 12/6/2006
Information Technology Strategic Business Plan Central to this investment is the Oracle Enterprise Resource Planning (ERP) System to carry out critical business functions. The City of Memphis has implemented key components of the ERP Software in two phases: Phase I - Oracle Financials – implemented July 2004 Phase II - Oracle Human Resources/Payroll – implemented March 2005 Key sections of the ITSBP focus on the implementation, lessons learned to-date and plans developed related to the use of Oracle technologies to support the City of Memphis. It is critically im p ortan t th at th e C ity’s execu tives, m an agers an d em p loyees u n d erstan d and embrace this technology. The City has committed to the Oracle technology as the backbone and standard for evaluating all other technologies when making technology procurement and implementation decisions.
Standardizing Technologies: A City of Memphis SOP
The ITSBP seeks to identify w ays and ad vance strategies fo r each o f the C ity‘s D ivisio ns to adopt a standardized approach to the use and implementation of all technologies through coordination by Information Services (IS). The ITSBP identifies (and by definition proposes for ongoing use) strategies for collecting and standard izing D iv isio nal app licatio ns and hardw are to the C ity‘s techno lo gy standards. T his w ill primarily be accomplished by identifying ways to convert existing solutions to the standard or, in a few special cases, interfacing existing solutions to the core standard technologies. IS understands that the services provided by each Division are unique. Each Division must em b race tech n ology stan d ard ization in a w ay th at ad d s valu e to th e D ivision ’s op eration.
A C S ’ R oles & R esp on sib ilities in th e C ity of M em p h is
O peratio nally, m any o f IS ‘ personnel are contracted employees through Affiliated Computer Services (ACS). In 2001, the City outsourced its IT Department to ACS and left the City Employee administrative staff in place. Under this arrangement, all technology endeavors (technology projects, systems, applications, hardware, data and voice communications networks) are managed through the IS via a collaborative management arrangement with ACS. ACS is contractually obligated to provide such support services to the City through June 2008.
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Information Technology Strategic Business Plan M an y of A C S ’ em p loyees are form er C ity em p loyees. It is im p ortan t th at all C ity employees understand and accept the role of ACS personnel as IS representatives who are d ed icated to su p p ortin g th e C ity’s tech n ological n eed s.
Establishing City of Memphis Technology Policies
As a municipal organization, technology increasingly plays an integral part in the way each Division functions and should provide a means to work more efficiently. The core technology policies are: All City IT Initiatives Must Be Coordinated with IS - It will be the policy of the City o f M em p his that all o f the C ity D iv isio ns‘ pro jects, pro gram s, purchases o r initiatives that have technology components, coordinate such activities with the CIO and/or Information Services. All City Operational Technology Management Functions Must Be Coordinated with IS - It is the policy of the City of Memphis that all operational technology management functions that are perfo rm ed w ithin each D ivisio n w ill be co o rdinated w ith the C ity‘s Chief Information Officer and/or Information Services. IS Provides Management for All City Technology Support - Information Services provides management for technology support, maintenance, projects, data and voice networks for all of the Divisions of the City of Memphis. O racle is th e C ity’s E nterprise-Wide Integrated Application Software - The City selected Oracle to use as the enterprise-wide software for the management of its Human Resources, Finance, Payroll, Benefits and Customer Relationship Management endeavors. O racle is o ne o f m any ―p latfo rm s‖ the C ity uses fo r the m anagem ent o f its data (see below). Other platforms are employed based on organizational needs and best practices across the City government. Consistent with these policies, the ITSBP identifies and summarizes the existing IT related Standard Operating Procedures (SOP) as well as defining a methodology for identifying, documenting and providing controlled central access to all SOPs. The City must adopt the IS or another SOP methodology to address technology assessment, validation, procurement, operations, staffing, management and support in critical areas that include: C ity‘s A sset M anagem ent P lan ning C ity‘s F acilities Management Planning C ity‘s C IP P ro jects P lanning Geographical Information System Management Technology Risk Management Planning Disaster Recovery and Business Continuity Planning Consolidation of Technology support functions within the Divisions Centralizing and standardizing technology hardware CMEM IT Strategy - Ver 1 1.doc Page 7 of 203 12/6/2006
Information Technology Strategic Business Plan Centralizing and standardizing City-used software Centralizing and standardizing IT Operating Procedures The success of the Fiscal Recovery Plan is also dependent upon adherence to the new Technology Policies as well as identifying, defining, standardizing/developing and centralizing all relevant Divisional SOPs.
E n gagin g th e C ity’s T ech n ology T ask F orce in T ech n ology D ecision s
The Mayor authorized the establishment of a series of functional operating committees including a Technology Task Force. C o m po sed o f representatives fro m each o f the C ity‘s D ivisio ns the T echno lo g y T ask F o rce w ill meet regularly to discuss and develop consensus recommendations on technology planning, procurement and policies as it relates to technology initiatives. The Technology Task Force provides the basis for enterprise-level information sharing as well as strategic visioning for technology in the City. The ITSBP defines an approach to identifying, defining, assessing and managing these activities in the fo rm o f a co m m ittee ―T em p late.‖ It is critical that this Technology Task Force serves to validate the implementation of new technology initiatives against established technology standards.
Critical Next Steps & Technology Initiatives
Over the next several month period beginning July 1, 2006, IS will work with the Divisions to complete a number of critical steps that enable the Oracle Phase III Project an d p osition th e D ivision s to im p rove th e C ity’s efficien cy an d su p p ort th e S trategic Planning Initiative. To accomplish this IS will work with the Divisions to complete including: Validate Oracle Reports - all outstanding Oracle Reports from Phase I & II o Formulate and publish an Action Plan to complete Oracle Reports Complete an 18 Month Oracle Training Plan o Including Oracle Time and Labor, Data Management and Core Financial applications Training Prepare and Produce a Measurement Baseline - Executive Sponsors: Robert Lipscomb, CFO, Darryl Anderson, CIO. CMEM IT Strategy - Ver 1 1.doc Page 8 of 203 12/6/2006
Information Technology Strategic Business Plan The Measurement Baseline effort will be completed for each appropriate Oracle function that is planned for implementation in order to define the criteria for ongoing measurement reporting and ROI capture. The measurement baseline will set the basis for ongoing reporting for each appropriate function in order to define the criteria to support ongoing reporting and management review as well as ROI determination. The measurement baseline will be developed per the following plan: 1. E stablish baseline ―criteria‖ and fu nctio nal expectatio ns by O racle module and City business area(s) affected 2. Identify Current Values (Note: per requirements) 3. Develop Expected Outcomes 4. Identify expected Targets 5. Develop Measuring System 6. Document Baseline Plan Conduct & Complete a State of Technology Assessment – Executive Sponsors: Robert Lipscomb, CFO, Darryl Anderson, CIO To complete this effort, IS will conduct an assessment of each Division to identify and review o ppo rtunities fo r techno lo g y im pro vem ents as identified in the D irectors‘ R etreat. This assessment will also address the 51 non-system interfaces to Oracle in order to identify specific known areas for automation and streamlining. This detailed SWOT Analysis will be conducted with all Division staffs consistent with the Citywide Technology Conversion Plan. The focus of the State of Technology Assessment will be to: Gather and implement findings from Divisional SWOT analysis assessments in order to identify & quantify opportunities for improved efficiency & effectiveness Assess & evaluate all the City system interfaces to Oracle systems in order to eliminate manual intervention Develop a Consolidated Divisional Technology Baseline in order to determine & quantify savings & other improvements. The State of Technology Assessment will be developed per the following plan: 1. E stablish E valu atio n B aseline ―C riteria & H urd les‖ 2. Develop Information Collection Approach & Expected Outcome(s) 3. Identify & Assess Current Technology Opportunities – by Division 4. Produce Outcomes & SWOT Summary - by Division & Overall 5. Develop Measuring & Reporting System
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