DSD - Our software maintenance budgets were moved to the IT budget, only to then be cut
PD - Continued funding for maintenance and upgrade of IT infrastructure including surveillance cameras, MDC’s, etc.
PD - Computer and infrastructure replacement - most of the department’s IT infrastructure is outdated and in need of replacing most of the MDC's, desktop computers, and servers.
PD - Need regular upgrades for software, hardware, and other IT infrastructure to include PC’s, phones, mobile devices, servers, MDC’s, etc. The current state of the department's IT infrastructure illustrates the lack of planning and system management that leads to loss of efficiency and mobility to take advantage of modern technology to improve the services offered by the department. Most of the hardware and software is out of date and difficult for the limited IT staff to maintain. For example, we are currently running at least three versions of Microsoft Office products which creates a great deal of inefficiency due to incompatible versions. Additionally, the inability to keep needed components readily available results in police units that are unusable because of problems with the MDC.
PIO - Hardware for video recording, playback and dissemination is 7-8 years old, has not been serviced properly and needs to be replaced
PIO - Routine maintenance of video equipment is non-existent and there is no provision for equipment maintenance or replacement
Admin - Some staff use personal computers due to software incompatibility problems
CMO - All City Departments need to work from the same version of Microsoft Office. Formatting issues result because of this, which delays the processing of documents Fin - Need to upgrade mobile equipment and computers
HR - Some computers have reliability problems and crash too often
HR - Use a personal laptop, so we know it will work
MUED - 6 year old donated hand-me-down computers are not sufficiently helpful for user needs
PD - Need updated infrastructure: PC’s, software, mobile devices (iPhones/iPads), Mobile Data Computers, servers, etc.
PD - Adequate supply of spare parts to avoid down-time
8
Aberdeen Group, 2009
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PD - Many of the department's most commonly used communication devices were
purchased on grants and are now in need of replacement with no funding mechanisms in place.
PD - Computer and infrastructure replacement - much the departments IT infrastructure is outdated and in need of replacing most of the MDC's, desktop computers, and servers.
PIO - Video editing equipment is Mac based and computers are aging and showing wear. The City has no support set up for Mac computers.
QoL - Need to upgrade users from MS Office 2003 to 2010
PD - Police MDC equipment is aging and police is having difficulty connecting via cellular network
DSD - Ibid computers are old and slow
MUED - Need 12 new computers at waste water plant
Recommendations
Develop a replacement plan for all IT equipment and information technology software applications
With virtualization, include PC replacement at seven years Switch replacement - every seven years
Phone system upgrade - every five years Servers - every five years
Laptops - every four years Mobile devices - every two years Wireless devices:
Point-to-point - every five years Wireless LAN - every four years
Microsoft licenses should be replaced N+1 (every other version)
Investigate and track annual maintenance and support, and upgrade costs for all major systems to determine if the cost structure is sustainable. If the cost structure is not sustainable, consider alternatives and priorities over the next 5 to 10 year period
8. ITPROCUREMENT PRACTICES
Findings and Observations
For complex systems, the City should consider procuring installation from the vendor supplying hardware and software, or other third-party implementer
Reduces the chance of finger pointing for poor design, damaged product or power installation
For commodity systems where several vendors provide very similar products, if three quotes are required by ordinance, the City should consider creating an open RFP that does not specify a product, but provides vendors with requirements that must be met
Encourages increased vendor participation
Increased vendor participation often results in lower pricing and better products Increased vendor participation also is the recommendation of elected officials
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For complex or expensive systems, the City should consider including all components in the RFP; Final design, installation, construction, testing, conversion, post-implementation support and knowledge transfer
This includes the procurement of complex systems that may cross budget years because of cost considerations
All components should practically considered and integrated
For oversight, before approval of purchase of a complex system or a system requiring three bids, Finance should require the following of IT:
A diagram of the system
High level implementation plan (can be one page of bullet points)
A bill of material that includes all components, list price, quantity, discounted price, ongoing maintenance
Costs associated with final design, installation, any construction, testing, conversion, post-implementation support and knowledge transfer
A vendor cost matrix and assurances that all responses are truly comparable A written recommendation
Best Practices
COBIT-AI5.1 - Procurement Control
COBIT-AI7.3 - Implementation Plan
Recommendations
The City should keep maintenance contracts on critical equipment and on equipment that is integral to IT Security
The City should follow best practices for IT hardware and software replacement and sustainability planning
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