HomeMy WebLinkAboutReport - Current and Planned Technology ProjectsCITY OF PALM DESERT
FINANCE DEPARTMENT
STAFF REPORT
Request: Receive and file the report on current and planned City of Palm Desert
technology projects
Submitted by: Clayton Von Helf, Information Systems Manager
Date: March 12, 2015
Recommendation
By Minute Motion, that the City Council receive and file the informational report
and appoint up to two council members to the City's SMART Team.
Backaround
The City of Palm Desert has more than a dozen projects underway that will employ technology
to encourage civic engagement, promote Palm Desert as a destination, enhance efficiency,
streamline processes, and make it more convenient for residents and businesses to interact
with their municipal government.
These projects can be categorized based on the primary user of the technology — internal staff
or external residents, businesses, and visitors. These projects include:
Internal Facing Projects
• ONESolution — Comprehensive overhaul of software for Finance, Human Resources,
and Payroll — In Progress
This project is nearly complete with tentative go -live dates the week of March 16 for
Finance, and March 23 for HR and Payroll.
• ONESolution — Comprehensive overhaul of software for Building Permits, Business
License, Code Enforcement, and Planning and Zoning — Planning
We plan to re -launch training for the Community Development modules in May, with a
target go -live date in late summer or early fall.
• Upgrade City's ESRI software to Server 10 and GEOCortex internal GIS web interface to
an HTML 5 based interface — In Progress
This project has been budgeted and migration has begun with completion expected in
May 2015.
Staff Report
Report relative to technology projects currently planned or in progress
March 12, 2015
Page 2 of 5
• Upgrade servers to Windows Server 2012 software — In Progress
Funds have been budgeted and migration has begun with completion expected in May
2015.
• Build a disaster recovery data center at the Corporation Yard — In Progress
Planning is complete with funds for backup storage to be proposed in the 2015-2016
budget. Project completion is expected in September 2015.
• Refresh of Intranet, including electronic time cards and Employee Online — Planning
We plan to launch electronic time cards and Employee Online in May after Payroll has
stabilized.
• Electronic Document Management Solution — Planning
This project is in the early planning stages.
• Work Order System — Planning
Replacement of Public Works Department's existing Civica work order system to a
ONESolution product that would tie in with the City Sourced App as well internal
departments such as Finance and Payroll. This project is in the early planning stages.
External Facing Projects
• Website redesign and consolidation including migration of the Visit Palm Desert website
to a common host with a-gov site — In Progress
Vision Internet's redesign of the City's e-gov website — www.cityofpaImdesert.org — is
underway and each department is reviewing its website content prior to the launch of the
refreshed site. Both new sites are expected to be operational before the end of this fiscal
year, June 2015.
• City Sourced App — In Progress
This project, which would create a Palm Desert -branded smart phone application, was
approved by the City's Social Media and Related Technologies (SMART) Team in
February. The application would allow residents, businesses and visitors to quickly and
conveniently submit service requests to the appropriate City department via their mobile
devices and also allow the City to send app users push notifications about topics such
as City events, emergency information, etc. A white paper has been submitted for the
2015-2016 budget.
• Open Town Hall — In Progress
This project would utilize Peak Democracy's Open Town Hall to create an online civic
forum where residents could engage in City -identified topics of interest. It was approved
by the SMART Team and a white paper has been submitted for the 2015-2016 budget.
Staff Report
Report relative to technology projects currently planned or in progress
March 12, 2015
Page 3 of 5
• Granicus Closed Captioning for Web Broadcast of Council meetings — In Progress
A white paper has been submitted for 2015-2016 budget.
• City profile on Linkedln — In Progress
Work is underway on this project to create a City of Palm Desert profile on Linkedln to
assist with recruitment of new employees. It was approved in February by the City's
SMART Team.
• Socrata web interface for budgeting and financials with the ONESolution Software —
Planning
This project is in the planning stages with completion targeted for fiscal year 2016-
2017. This project will add a layer of transparency to City finances, through a graphic
and intuitive web -based interface.
• On -Line Business License renewals with the ONESolution Software — Planning
This project is in the planning stages with completion targeted for fiscal year 2016-2017,
and will allow for the online credit card payments of Business License renewals.
• Archive Social — In Progress
This project would increase efficiency and help the City comply with State public records
laws related to the retention and availability of social media -related records. The project
was approved by the City's Social Media and Related Technologies (SMART) Team in
February and a white paper submitted for the 2015-2016 budget.
Ongoing Social Media Presence
The City of Palm Desert's use of social media is widespread with multiple departments
employing a range of social media venues to accomplish a variety of goals.
The City currently oversees six distinct Facebook pages, three Twitter accounts, and an
assortment of other social media accounts on multiple sites including Pinterest, Instagram, and
YouTube.
Following is a list of existing City -administered social media sites listed by department:
• Information Technology/Public Information
o Facebook Administrator Page
https://www.facebook.com/people/Joe-Smart/l 00004025548155
• Marketing/Visitor Center
o Twitter
http://twitter.com/visitpalmdesert
Staff Report
Report relative to technology projects currently planned or in progress
March 12, 2015
Page 4 of 5
o Visit Palm Desert Facebook
http://www.facebook.com/PalmDesert
o First Weekend Facebook
https://www.facebook.com/FirstWeekendPalmDesert
o Instagram
https://www.instagram.com/visitpalmdeserU
o Pinterest
https://www.pinterest.com/visitpalmdesert/
• Public Art
o Twitter
http://twitter.com/artdeb
o Facebook
http://www.facebook.com/publicartpalmdesert
• Public Works
o Twitter
http://twitter.com/DrivePaImDesert
• City Manager
o You Tube - Disaster Preparedness
https://www.youtube.com/watch?v=eix45YLfrck
o You Tube - Palm Desert Goes Green
https://www.youtube.com/watch?v=9NcykVwrLrc
• Special Programs/Youth Committee
o Facebook (two pages)
http://www.facebook.com/groups/PDyouthcommittee/
http://www.facebook. com/groups/PDyouthcommittee/#!/amy.lawrence.35325
• Palm Desert Aquatic Center
o Facebook (administered by FG Creative on behalf of the Aquatic Center)
hftps://www.facebook.comNmcaPdac
Staff Report
Report relative to technology projects currently planned or in progress
March 12, 2015
Page 5 of 5
Social Media and Related Technologies Team
Adopted by the City in 2010, Palm Desert's Social Media Policy established a Social Media and
Related Technologies (SMART) Team to help oversee and coordinate the City's use of social
media. The SMART Team meets on an as needed basis to review and evaluate proposals for
new social media and related technology projects and then makes a formal recommendation for
each proposal to the City Manager.
The team consists of staff members from multiple key departments. Staff is recommending that
the City Council appoint up to two Council members to the SMART Team.
Fiscal Impact
The above -listed projects have already been budgeted, or are planned for future discussion in
upcoming budget sessions. This report is provided for the Council's information and does not
result in any fiscal impact.
Submitted by:
Cla on Helf
Information Systems Manager
Approved by:
Paul S. Gibson
Finance Director
� M. Wohlmuth
Manager