2013
Jeff Terry
Beavercreek Township 12/31/2013
Information Technology
Department Annual Report
Beavercreek Township Information Technology
Department Annual Report
2013
Department Overview
Beavercreek Township’s IT department is responsible for providing IT support as well as network Availability, Integrity, Confidentiality and Security. Support is provided for all township employees, located in seven facilities—four Fire stations, Fire and Township Administration buildings and Road department. The department also ensures township phone lines are up and operational. The main communications room that houses the township servers (cloud) is locate at Station 61.
The Township runs primarily in a virtualized environment utilizing Citrix XenServer and Desktop to create a private cloud. Approximately 95% of the LAN is virtualized—provisioned and dedicated desktops, servers and backup appliances. Storage for the cloud is provided by an EMC SAN with approximately 22 terabytes of space. Physical devices maintained by the department include Cisco Firewalls, Switches, Barracuda Devices—Mail Archiver, Spam/Virus Firewall and Web Filters; Servers; SQL, Exchange 2003, SharePoint, Domain Controller, Disaster Recovery w/tape library and Phone Management. The Administration buildings and Road departments are connected via fiber optics while the Fire Stations connect via microwave equipment placed on towers located next to each station.
This years accomplishments:
Replaced Townships dedicated Storage Array Network (SAN). Increasing storage capacity, reliability, access speed and security (saved $8k on configuration charges by performing in house)
Started on SharePoint migration from 2007 to 2010 (in work) Cable plant upgrade in 851 Orchard Ln
Replaced aging Domain Controller and File Server with virtual servers
Configured Group Policies, File Permissions, and redirected folders to reflect Microsoft/Citrix best practices
Entered into new service contract with Citrix for 24/7 support. (Saved the township over $5k from previous contract)
Attended Citrix Server Training decreasing the IT departments reliability on outside assistance and reducing the downtime when problems do arise
Acquired new contract with Time Warner for Sheriff substation internet connection Replaced dedicated T-1 line into sheriff substation with a Time Warner modem reducing
monthly charges from WindStream by $1,000
Helpdesk Ticket
o There were a total of 229 calls placed into the SharePoint database. Chart 1 shows the breakdown of the type, quantity and percentage of all tickets. All issues were addressed and resolved.
Beavercreek Township Information Technology
Department Annual Report
2013
Chart 1
Projects scheduled for 2014
Complete migrate from MS SharePoint 2007 to SharePoint 2010 Deploy Microsoft Office 2010 Suite to Township Employees Replace end of life SQL server with Virtualized server Upgrade all workstations to MS Windows 7
Procure new ID printer and software for Township Identification Cards Install Large LED and video taping equipment in Trustees meeting room Incorporate mobile device management software for Township IPads Tech refresh and upgrade Citrix host servers and farm
52 23% 36 16% 39 17% 20 9% 19 8% 3 1% 16 7% 11 5% 33 14%
2013 Helpdesk Tickets Worked/Resolved
Computer Printer
Network Connection Software Issues Fire House
File or Folder Access Phone System Email issues Other
Beavercreek Township Information Technology
Department Annual Report
2013
Migrate from MS Exchange Server 2003 to 2010
Appropriations & Expenditures
The operating budget for 2013 was $247,999. Chart 2 shows a breakdown of appropriations per category, while chart 3 shows both appropriations and expenditures. IT appropriations are taken from the General Fund and placed in the following categories:
Training
o Used to maintain proficiency and certifications in current network security,
technology, operations, and administration. Attend conferences, training events, and learning courses
Repairs and Maintenance
o Funds for repairing, updating, and maintaining current infrastructure. Routine maintenance budget (broken interface cards, switches, software updates, peripherals, etc)
Contracted Service
o Payment toward reoccurring monthly costs, such as internet services, etc. Current maintenance includes services and appliance warranties for Cisco, Barracuda, Data Yard, TVAR for PHDVB (virtual backups), Microsoft, Citrix, and 3Com
Contracted services were increased by 178 percent to accommodate the salary of a part-time IT contractor and to bring appropriations up to current obligations.
Having a part-time IT position greatly enhanced the productivity and cost effectiveness of the department.
Able to work multiple projects
Less reliant on outside support/services (saved over $8000 on SharePoint migration alone and anticipate equal savings with the exchange 2K3 to 2K10)
24/7 support—always someone available Reduced overtime hours
Small Tools & Minor Equipment
o Used for replacing, updating, upgrading, or restocking equipment such as
computers, printers, cartridges, appliances, microwave equipment, etc. with <5 year primary life span (desktop workstations, backup tapes, software, unmanaged switches, etc).
Capital
o Replacing or purchasing equipment/software with a >5 year primary life span such as servers or software (SQL2008, Exchange, SharePoint, SAN, switches/routers, etc.)
Capital was increased by 474 percent for the purchase on a new Storage Array Network (SAN) device to replace current end of life SAN.
Beavercreek Township Information Technology
Department Annual Report
2013
Chart 2 Salaries, $75,110.00 Employee Benefits, $12,675.00 Training Services, $6,000.00 Repairs & Maintenance, $20,157.00 Contracted Services, $42,900.00 Small Tools &
Minor Equipment, $20,157.00
Capital , $71,000.00
Total $247,999.00
Beavercreek Township Information Technology
Department Annual Report
2013
Chart 3 Salaries Employee Benefits Training Services Repairs & Maintenance Contracted Services Small Tools & Minor Equipment Capital Totals Perctage 100.00% 100.00% 84.35% 30.10% 75.06% 32.80% 79.17% 78.20% Expenditures $75,110.00 $12,675.00 $5,061.00 $6,068.00 $32,200.00 $6,612.00 $56,211.00 $193,937.00 Appropriated $75,110.00 $12,675.00 $6,000.00 $20,157.00 $42,900.00 $20,157.00 $71,000.00 $247,999.00 $0.00 $50,000.00 $100,000.00 $150,000.00 $200,000.00 $250,000.00 $300,000.00
