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Adhoc Technology Committee Packet 2005 05-25-05 .,,,,, circ United City of Yorkville County Seat of Kendall County 1,71..,_ -ty - _,„ 800 Game Farm Road EST '"= 1836 Yorkville, Illinois, 60560 Telephone: 630-553-4350 �O I Fax 630-553-7575 III"°'.° "��= Website: www.yorkville.il.us AGENDA AD-HOC TECHNOLOGY COMMITTEE Wednesday,May 25,2005 7:00 P.M. City Conference Room Presentation: None 1. Minutes for Approval/Correction: March 16, 2005 2. Proposal for Redesign and Redevelopment of Web Site 3. 2005-2006 Draft Technology Plan 4. Additional Business Page 1 of 2 DRAFT UNITED CITY OF YORKVILLE AD-HOC TECHNOLOGY COMMITTEE MEETING WEDNESDAY, March 16, 2005 7:00 P.M. City Hall Conference Room PRESENT: Alderman Larry Kot Alderwoman Wanda Ohare Alderman Marty Munns Tony Graff Lisa Peckering Ron Robinson Liz D'Anna Bart Olson Jerry Breitbarth, TKB Associates Dean Wolfer The meeting was called to order at 7:00 pm. by Marty Munns. Presentation: Laserfiche Demonstration There was a presentation by Jerry Breitbarth about Laserfiche. 1. Minutes for Approval/Correction : January 19, 2005 Minutes approved. 2. Part Time IT Position Update—Ron Robinson was hired 3 weeks ago. He has been evaluating the needs of the city. He will be bringing packets back to the Technology committee. He is in the office Monday, Wednesday, and Fridays from 8 am—3:30 pm. His job title of part time IT assistant will be changed to fit what he actually does. He is not actually the assistant and he does more than just fixing the computers. He will be the Network Administrator or the IT Coordinator. He will be looking into other document imaging systems that are not quite as expensive. 3. Voicemail Expansion Update—This was postponed until next month. 4. Proposed Capital Development Fee for City Wide Information System and Technology Update-This will follow the same format as capital fees. A percentage of new growth will be put into a new fee. The existing dollars cannot get capital fees, but fees for new systems can be collected. A policy can be written for new annexations. Page 2 of 2 5. Web Site Update - Ron explained the different things on this report. This had a lot of information in it and should be put on the agenda quarterly. 6. Four Year Technology Plan Update—This was postponed until next month 7. Additional Business New World Software - The Police are waiting for the testing to be completed to find out what software they need to buy. Also they are waiting on a grant to pay for it. Laptops. Ron will find out what the needs are for the laptops and a wireless network to link them together. At the meetings in the future there would be an IT operator showing the documents on the overhead screen and changing the documents as needed at the meetings, and seeing everything on the laptop instead of printing it all on paper. The overhead screen for.the council chambers is in this year's budget. Ron will call Jerry to find out what Laserfiche does to identify a security breech and how it can track down who was hacking the files. There is a backup system and some files go offsite into a safe deposit box. The meeting was adjourned at 8:20 pm by Marty Munns. Minutes were submitted by Laura Leppert. .sVo C a o United City of Yorkville Memo 800 Game Farm Road ;r. 1. 111111836 Yorkville, Illinois 60560 Telephone: 630-553-4350 I. p� Fax: 630-553-7575 � 4LE ‘‘'‘' TO: Ad Hoc Technology Committee Cc: Art Prochaska, Tony Graff, Traci Pleckham FR: Glory Spies RE: Proposal for redesign and redevelopment of Web Site DATE: May 23, 2005 Please find attached proposals from Weblinx Inc., Advanced Studios and J Rudny for the redesign and redevelopment of the city's Web site. The redeveloped Web site will be both a marketing tool for new residents in addition to a useful viable tool for existing residents. New features will include the addition of a city calendar and a Content Management Tool allowing us to change, delete and add items on an up-to-the minute basis. These features will also allow us to expand the site as the city continues to grow and add additional services to Yorkville residents in the future (i.e. e-payments e-newsletters online services etc). In addition, the Web site will be more visually appealing, easier to navigate and will be marketed on all outgoing city publications. Recommendation: Based on the three quotes from the above vendors it is my recommendation after meeting with all three individuals that J Rudny best understands where the city of Yorkville is going and where it wants to be in the future. J Rudny has done numerous municipalities Web sites. The firm specializes in tourism Web sites and has been very successful with the redevelopment of both the cities of Aurora and Elgin tourism sites. Action to be taken: In order to move forward, approval from the Ad Hoc Technology committee is needed to secure funds of$7,920.35 available from the city's contingency funds. An additional $500 may also be needed to purchase photos from area photographers to redevelop the site. I anticipate the redesign of the home page, the addition of the calendar and the redevelopment of the site navigation to be completed by the end of August(per J Rudny's timeline). Glory Spies 4.0 Cir o United City of Yorkville Memo J 800 Game Farm Road Est ,^ 1836 Yorkville, Illinois 60560 Telephone: 630-553-4350 � counted p Fax: 630-553-7575 4CEXV' The quotes for all three Web sites were based on the following requirements. Objective: To create a Web site for current residents of Yorkville in addition to providing a marketing tool for new residents that is both aesthetically appealing and provides up-to-date information. The ability to provide current information on an up to the minute basis is crucial. Target audience: Prospective new residents of Yorkville and existing residents. Also provide quick reference for media and organizations within the city such as the Yorkville Chamber of Commerce. What it will take: Redesign of Yorkville's current Web site, a calendar package, the city of Yorkville to manage the site. Main Page Req: 1.0 Graphical and visual concepts— I would like the home page graphics to depict a home town feel but still convey to our audience that the city of Yorkville is moving forward (not stuck in the past). Using a flash design I would like to show the historical roots of the city and graphically be able to show where we are going. This may be possible by using old photographs of the downtown area including the trolley and progressing through the century with other photographs then eventually ending with a modern day scene like the Bicentennial Riverfront Park during the Hometown Riverfront Festival. Eventually a scene of the renovated downtown area could replace the park photo (future idea). Framing the page in a coordinating color may also add to visual appeal of the page. Initially, if possible, I see the old historical photos in a duotone color scheme then progressing with more visual color as the century and photos progress. I would like this in the top third of the page with the United City of Yorkville at the top overlapping the photos. Above masthead the name, address and phone number of city hall will be included. The date should also be visible on the home page. Masthead (off shoot from main page) will be developed and remain constant on internal pages providing a consistent image throughout the site. United City of Yorkville logo to be incorporated into design. Req.: 1.2 On the left hand side of the Web page space needs to be allocated for a News section titled "Just In" which will list all press releases in date order. In this area I would like to be able to program the releases to have current releases first then rotate in date order going through a 21 day cycle. After 21 days the releases will drop off. Req.: 1.3 Events, parades and festivals (can also be called what's happening, or may change as season changes— example Summer Scene, Fall Festivals and foliage, etc.) will be an interactive section on the Web site that will be listed and rotate as people view the site. This should be in a highly visible area. Req.: 1.4 Site Navigation—The navigation bar would include the following sections: 1. City Government 2. Business and Industry 3. Living in Yorkville 4. Recreation and Leisure 5. City Calendar This navigation would remain consistent through the interior pages of the site. Site search will be required. Req.: 1.5 Quick Links section also included on home page and will encompass 1. Coffee with the Mayor 2. Construction site alerts 3. Employment Opportunities 4. FAQs 5. Project Updates 6. Contact Us 7. Site map/search site Req.: 1.6 The exact placement of requirements 1:3 — 1:5 is to be determined. Req.: 2.0 New Web site will encompass existing Web site elements. Req.: 3.0 Content management—The site contents would be entirely managed Req.: 4.0 Community Calendar—The Yorkville Community Calendar will include all city council meetings and committee meetings, community events, and parks and recreation items in addition to library items. The calendar should portray a professional look. Calendar items should be listed in a paragraph format with a small physical calendar to the side. In addition, the city of Yorkville would like calendar items categorized and separated by department as discussed in the initial meeting. For example there could be separate calendars for the following: 1. Public meetings 2. City Events 3. Library 4. Park district 5. Yorkville Economic Development 6. Community Service calendar(calendar for service organizations) 7. Chamber of Commerce All calendar items though should be accessible from one primary calendar if desired. Req.: 6.0 Located on main page will be an E-news sign up link for residents to receive city information via online such as newsletters, park information and other city info as site develops. The location will be determined. Summary: There are three main objectives of the new Web site. 1. Redesign 2. Calendar package 3. The ability to update, add links, pages etc. J Rudny PO Box 640 Batavia, IL 60510-0640 630.879.5528 FAX 630.879.5542 Timeline—CONFIDENTIAL Project Name: United City of Yorkville—Web Site Redesign Project Date: May 21, 2005 Sent to: Glory Spies (gspies@yorkville.il.us) United City of Yorkville 800 Game Farm Road Yorkville, IL 60560 630-553-8564 630-553-7575 Fax Below is an example timeline for the United City of Yorkville—Web Site Redesign Project. Project Detail Start Date End Date -Kick-off Meeting 6/20/2005 6/20/2005 Hosting -Setup 6/21/2005 6/21/2005 Architecture -Creation 6/21/2005 6/24/2005 -Send to United City of Yorkville for review 6/25/2005 6/25/2005 -Changes and approval 6/27/2005 6/29/2005 Design -Creation 6/30/2005 7/14/2005 -Send to United City of Yorkville for review 7/15/2005 7/15/2005 -Changes and approval 7/15/2005 7/22/2005 Development -New and/or changed content to be delivered by United City of 7/25/2005 7/25/2005 Yorkville -Production 7/25/2005 8/15/2005 -Send to United City of Yorkville for review 8/16/2005 8/16/2005 -Changes round 1 8/16/2005 8/22/2005 -Changes round 2 8/22/2005 8/26/2005 -Final approval and activation 8/26/2005 8/31/2005 Education -Education training session TBD TBD J Rudny•PO Box 640•Batavia, IL 60510-0640•630.879.5528•FAX 630.879.5542 J Rudny PO Box 640 Batavia, IL 60510-0640 630.879.5528 FAX 630.879.5542 Estimate—CONFIDENTIAL Project Name: United City of Yorkville—Web Site Redesign Project Date: May 21, 2005 Sent to: Glory Spies (gspies@yorkville.il.us) United City of Yorkville 800 Game Farm Road Yorkville, IL 60560 630-553-8564 630-553-7575 Fax Hosting Hosting CrystalTech's"CFMX Intermediate Plan"will support the requirements of this CrystalTech Service project.The plan cost includes a setup fee($16.95) and a monthly cost $220.35/1St year ($16.95/mo). This is a third party service;therefore prices are subject to change prior to setup. The client will be billed directly from CrystalTech for this service. For more information,visit http://www.crvstaltech.com/cfmx sharedhostinq.htm Domain Registration The Web site address vorkvill.il.us will be utilized for this project unless N/C otherwise instructed from client. Architecture Architecture Document Creation of an architecture document for the new Web site. The architecture $400.00 document will detail the flow of how users will navigate the site as well as inventory all content sections, pages,scripts and databases involved with the Web site. Design Creative Concept Two sets of design concepts(each set includes one front page and one interior $1,600.00 page design). The design concepts will include items such as page layout, navigation,typography, color, photography,identity and content placement. The client will discuss initial design direction with J Rudny. The client has final approval over the design. (Each set of design concepts costs$800. Most clients request 2 sets. This number can be adjusted by request.) Development Site Production Production of the current sections and underlying pages of the Web site $2,000.00-$2,500.00 utilizing the final design concept. The sections mentioned below are just for estimate purposes. These can be finalized prior to the formal proposal/agreement. - Home - Character Counts Community - What's New - City Meetings - Community Info. - City Newsletter - Ordinances &Information J Rudny•PO Box 640•Batavia, IL 60510-0640•630.879.5528•FAX 630.879.5542 J Rudny PO Box 640 Batavia, IL 60510-0640 630.879.5528 FAX 630.879.5542 - History - Elected Officials - Departments - Employment Opportunities - FAGIs - Links - Contact Us J Rudny estimates 40-50 pages of content at this time. This number will be finalized prior to the formal proposal/agreement. All content(photos and text) must be provided by the client. Flash Animation Development of one Flash Animation for the front page and one for all interior $400.00-$800.00 page headers that coincide with the final design template. The animations can include any of the following: - Rotating photos - Random photos - Text animation - Fly-out or dropdown navigation - Animated locator map - Custom—anything is possible Content Management System(CMS) Development of an online content management system that will allow the client to add,edit, delete,activate and deactivate specific content areas on the Web site. Below is a list of content areas that will be covered by this system. Additional areas can be added upon request. - What's New/Announcements CMS—Manage news $250.00 announcements,construction notices, important messages,etc. on the front page at any time. Older messages will be archived. - Calendar of Events CMS— Manage and display calendar of $500.00 events information entered by the city or submitted by various local organizations. This CMS will fulfill the request for a Calendar Package. This CMS can work along with the Events Submission Form described below. - Press Release CMS—Manage press releases on the site at $250.00 anytime. - City Meetings,Agendas& Minutes CMS—Manage meeting announcements,agendas and minutes on the site at anytime. $250.00 - City Newsletter CMS—Manage the posting of the city newsletter on the site at anytime. $250.00 In addition, any of the areas described above will allow users to search and sort through any of the content stored in the CMS. Events Submission Form Development of an online form that will allow users to submit an event for $400.00 consideration into the City of Yorkville calendar of events. The submitted event will be stored into the events database as an inactive event. A staff member will receive an e-mail notifying them of the event submission. The staff member can either choose to activate,edit or delete the event. J Rudny•PO Box 640•Batavia, IL 60510-0640•630.879.5528•FAX 630.879.5542 J Rudny PO Box 640 Batavia, IL 60510-0640 630.879.5528 FAX 630.879.5542 Content Maintenance Training CMS Training-J Rudny will hold a 2-4 hour training session for one staff $200.00 member. The training session will cover content maintenance on the Web site using the Content Management System CMS(described above). FrontPage Training-In addition,the training session will cover additional $200.00 content maintenance not covered by the CMS. This training will be done through the use of Microsoft FrontPage. The client is responsible for the purchase of the Microsoft FrontPage software which is not included in the training cost. Search Engine Optimization J Rudny will code the final Web site with the correct Meta Tags,Title Tags,Alt $100.00 Text and HTML content required for search engine optimization. In addition, J One-time Service Rudny will manually submit the final Web site to the major search engines for indexing. This is a one-time service that does not guarantee correct placement or high rankings in the search engines. In order to improve rankings and refresh proper indexing,J Rudny recommends that this process be evaluated on at least a quarterly basis. Estimate Total: $6,820.35-$7,920.35 We appreciate your consideration and interest in J Rudny for your Web design and development needs. If you would like to pursue this quote, please contact us to have a formal proposal developed. Thank you, J Rudny, LLC J Rudny•PO Box 640•Batavia, IL 60510-0640.630.879.5528•FAX 630.879.5542 (icr 4 / Ill. Proposed Plan (proposal) Product Overview The "Client" is interested in enhancing its brand image and ability to effectively communicate its vision and mission. To help meet the Client's current objectives, ITwerx, Inc. will provide and integrate powerful website administration tools to assist the client in building, marketing and managing their website. Scope Summary The Client marketing deliverables will consist of the following components: • ITwerx, Inc Website Administration Package- Website graphic and Flash design, ITwerx administration tools, advanced calendar, custom forms and website hosting. Scope Definition Following is a summary of the components of the proposed web site. ITwerx Web Site Package. The Web site package you are purchasing is completely automated from custom administration tools that are created specifically with the novice user in mind. All navigation is automated based on simple selection criteria. New pages can be added anytime, and edited through the use of a Page Content Editor with a word processing style interface. For those users a bit more advanced, a Database Editor is included that gives a robust interface for administration of the MS Access database on which this web site package is based. The ITwerx package consists of: Website Building Tools: Add new pages (as many as you want—300 MB) to your CONTENTwerx web site at anytime; edit the content of those pages through a Microsoft Word®type of interface. Add two levels of Navigation (NOT Compliant with Secondary Navigation federal and state standards of being accessible for individuals with disabilities). Marketing Tools: AW STATSwerx Advanced Web Stats gives you everything you need to monitor your marketing success and site statistics. DOCwerx Provide documents to those visitors with logins. 8 Robust calendar contains ITwerx content management Calendarwerx tools, category and organization filters so user can customize calendar, advanced levels of permissions to allow passwords for members/organizations MAILwerx Broadcast e-mails to those visitors that have information in your database. Printer Friendly Pages Every page you create automatically comes with a printer friendly icon enabling your clients to print information, products and services all with a professional look! 50 Business E-mail Help you communicate with customers and prospects. Accounts Management Tools: DATABASEwerx Manage your MS Access© database that drives the Tools. USERwerx Manage the visitors that have login access. SEARCHwerx Allow users to Search your website. Pages ON/OFF Turn pages ON or OFF at your website. Nav Order Change the order in which the pages are listed in the navigation at your site. Filewerx for inner-company, on-line, file repository. Built-in document control, file upload, user management, and filename search. HTML Reference Quick reference to assist in enhancing your use of the ITwerx Tools with HTML Colors / Fonts Change the color scheme and fonts of your website. Manual / Help Contentwerx manual, on-line, and at your fingertips. Appendix: D (Will be Attached) • Includes all requests of United City of Yorkville 9 Summary of Project Fees and Projected Expenses ITwerx, Inc. will work within a fixed-price model for all services included within the scope of this proposal. These estimates are denoted in U.S. dollars. *Fees denoted below include all applicable fees, taxes and materials. Description Price ITwerx Package CONTENTwerx STATSwerx DOCwerx MAI Lwerx Print Friendly DATABASEwerx USERwerx Pages ON/OFF NAV order Colors & Fonts Search Advanced Calendar Form(s) Filewerx Web design and flash presentation Total $9,700 10 Schedule of Deliverables *Durations are approximated, and include all work, reviews, and revision cycle time. *Certain Phases will be dependent on United City of Yorkville approving and or providing ITwerx with information. Deliverables Estimated Price Duration Domain Name Registration & 3-5 working Included w/lTwerx package Server Set up days Develop website— Phase 1 —Website & Flash Design 2 weeks after Included w/lTwerx package signed contract Phase 2 - Customize package to 2 weeks after the web design, and upload to web design Included w/lTwerx package server. approval Phase 3— Migrate existing content Within 2 weeks Included w/lTwerx Package to demo. Work with client to make after delivery of all necessary enhancements to working site. formatting and overall look. (Beginning of advanced training and graphic design) Included w/lTwerx Package Phase 4— Deliver live site- 6 weeks from customer sign-off start Total Fees and Expenses $9,700.00 5 hours Start-up / Training Included Additional Custom Programming $100.00/hour Additional Graphic Design $75.00/hour Additional Training $75.00/hour *The base package offered includes one (1) year of hosting (300MB), and two (2) years of domain name registration. Subsequent yearly hosting fee is $220.00 per 300MB. 11 Terms and Conditions • Payment. 50% of the contract price due upon signing. 25% of contract price due upon site completion. 25% of contract price due upon client sign-off. All invoice points will be net 10 days. • Deliverable Ownership. The Client will own all rights to the content of the website. The ITwerx software is the sole property of Weblinx, Inc. and subject to change without notice. United City of Yorkville will own a license for our software. • Work. Some or all of the work necessary to produce the deliverables defined within this proposal may be subcontracted to qualified and responsible resources. However, ITwerx, Inc. will maintain all responsibility in identifying, engaging, and managing subcontracted resources, and will also take responsibility for the quality and timeliness of the work produced. Authorization The Client has caused this Agreement to be effective as of the date indicated below. Please sign and return to ITwerx Services, Inc. or fax to (630) 551-0353. ITwerx Services Inc. 68 N. Main Street Suite 2 Oswego, IL 60543 For THE CLIENT: Signed: Title: Date: 12 nited City of Advanced studios UFiday, May 20,0105 Advanced Studios 151 Donlin Ct.Sycamore,IL.60178(815)899-8088 Breakdown of Tasks Database Structure-We will develop a multi table database preferable in MySQL format. The database will consist of several tables ranging from a users table to a complex document table. This database will interact with the web programming language PHP. Webpage Programming-The entire dynamic areas of the website will be constructed in PHP. PHP is a server side programming language that allows for all the dynamic functions to occur on the server and then relay straight HTML language to the web browser. Non dynamic areas of the site will be built in regular HTML markup language. Graphic Design and Overall Look and Feel—A unique graphic design consisting of navigation, buttons,graphics, and the overall look and feel for the website will be constructed and integrated within the dynamic contents of the site. It is our goal to offer a clean, crisp, yet sophisticated look to your site. Testing—Testing will need to be integrated within the development and especially after completion of the site. We will need to fully test every page and database interactions to make sure all transactions are accurate and complete. Training—After completion of the project,we will need to fully train the administrator of the website. This includes an overview and full walk though of the specialized administration panel and any raw database manipulations that may need to be made. We will also be available for any questions or comments that may arise. Support—Because of the nature of this project,we are offering FULL and COMPLETE support of the website for up to 2 weeks after completion date. We understand that changes and minor problems may occur after the tool has been used for some time. This is why we will continue to offer help and changes if needed. After the 2 week timeframe, regular service charges will be enforced. ©2001-05 ADVANCED STUDIOS VwwV.ADVANCED-STUDIOS.COM PAGE 3 Advanced studios United City of Yorkville Friday, May 20, 2005 Advanced Studios 151 Donlin Ct.Sycamore,IL.60178(815)899-8088 Project Overview We have received a rough draft of most of the main functionality that the new United City of Yorkville website would need. After review of the specifications we have developed a custom solution for your organization. The breakdown for each option is listed below. This is not the final list of items, but a good overview should be communicated below. Custom Website Development Build a fully customized web solution for the United City of Yorkville including a complete unique look and feel, functionality, and secure back end administration tool to manage the dynamic data. The following table summarizes current project tasks, estimated time requirements, and estimated fees for the design and development to construct the site. Estimated hours comprise of all areas of development from programming to database interaction to all graphics for that area. PROJECT TASK RATE DYNAMIC ESTIMATED ESTIMATED DATA HOURS COST Organizational Planning $50/hr N/A 5 $500 Backend database and $100/hr Y 35-40 $3500-$4000 programming language development Custom Graphic Design, $100/hr N 25-30 $2500-$3000 Layout and Page Breakdown induding Flash timeline Admin.Panel to manage $100/hr Y 15 $1500 content and site info Support FREE N/A 2 WEEKS FREE TOTAL COST-> $8000-$9000 N/A->Not Applicable N->Not Dynamic Driven Area of Site Y->Dynamic Driven Area of Site ©2001-05 ADVANCED STUDIOS WWW.ADVANCED-STUDIOS.COM PAGE 2 2005-2006 Technology Plan , *,D C/ 1), 4 :‘ 1 % `: ,. 11.711,_..:_. EST. IN - 3 1836 ODw 602 United City of Yorkville Contents Summary 3 Preface 4 Vision Statement 5 Mission Statement 5 Acknowledgements 6 Contemporary Infrastructure Overview 7 Desktops 7 Servers 7 Printers 7 Hardware 8 Data Disaster and Recovery 8 Priorities 9 Community Support 10 Technology Management 10 Staff Support 10 Technology Training 10 Technology Tools 10 Infrastructure Upgrades 11 Polices and Procedures 12 Hardware and Software Standards 12 Networking Standard 13 Computer Standard 14 Operating System Standard 15 Desktop Application Standard 15 Purchasing Standard 15 Strategic Goals and Objectives 17 Technology Planning Model 18 Training Model 18 Technology Management 19 Expenditures 20 Current Projects 20 Current Network Rendering 21 Proposed Network Rendering 22 Inventory 23 2005-2006 Technology Plan United City of Yorkville,Illinois Summary T he United City of Yorkville Technology Plan provides an synopsis of current status of technology with in the City , and specifies the goals , objectives and actions that are required for new technologies that will be required to assist the City departments in providing a unparalleled level of services to the residents of Yorkville and the community. Guidance to develop a Technology Plan stems from the AD HOC Technology Committee. It was determined with in the sessions that a formalized design of present technology and potential technologies needed to be implemented. The main goal set forth by the committee is to increase the current infrastructure to a level that is intuitive and contemporary. The management, staff, and employees of the United City of Yorkville will employ the technology plan to identify, prioritize and make selections based on contemporary and prospective innovations in the area of technology that proffer the maximum value to the City of Yorkville employees and its residents. The technology plan sets forth the itinerary for the city, including the centralized business technologies activates and efforts of all departments and offices that make up the United City of Yorkville. The plan focuses on the current architecture and applications as well as the future infrastructure that will be needed for the organization to keep pace with the growing community. A model training curriculum will also be explored to facilitate a better understanding of current and future applications that are needed by the City staff to develop a higher skill level so that they may provide up to date services and information to the residents of Yorkville. The technology plan is a update to the original Information technology plan written in 2003, and provides guiding principles and a basic road map for the city' s information technology vision, priorities, polices and procedures, as well as resources and expenditures in the coming year The 2005-2006 technology plans is a guide for future plans. It will provide each department a template for individualized departmental technology plans for subsequent years. It will be updated as necessary to adjust to inevitable changes in the city's technology environment and to ensure the city's effective use of technology in providing quality services to the community. Through continuous departmental updates ongoing data collection and regular updates to the city's plan the City of Yorkville will be able to continually enhance its services to the community, elected officials, management, and staff. - 3 - 2005-2006 Technology Plan United City of Yorkville,Illinois Preface A technology plan examines and defines the current and future roles that technology plays within an organization. The United City of Yorkville technology plan provides each city department goals, objective, strategies and actions that are needed to meet their business needs and obligations to the residents of Yorkville. The technology plan will provide elected officials with the required direction and information that is needed to determine areas of focus and to prioritize technology expenditures. It will guide the city staff in their efforts to coordinate, and enhance their delivery of services to the community. In order to support the objectives brought for by the AD HOC Technology committee four areas of emphasis have been identified for the coming year thought input and research. Community support, technology management, staff support and services, and infrastructure upgrade. The task of technology management was undertaken and successfully implemented in February of this year. With the onset of management the task of planning and research was conducted in a number of ways, solicitation from city officials, managers, and staff. Information Technology consultants were also queried for their experiences and industry trends. The data collection and review was extensive and comprehensive. Data included an inventory of current equipment and applications in use within the city. Input from the city's management team, meetings with employees and input from various city officials. Although, ever attempt has been made to portray an accurate description of the current infrastructure areas have been omitted due to constraints. -4 - 2005-2006 Technology Plan United City of Yorkville,Illinois Vision Statement The Vision of the United City of Yorkville is to preserve the quality of life by providing municipal services that are responsive to the needs of the residents and businesses and are reliable, efficient, and fiscally responsible. Mission Statement The AD HOC Technology committee of the United City of Yorkville will continually and consistently provide effective, reliable and timely technology solutions in a dynamic and progressive manor that will enhance the abilities of its elected officials, boards, staff and employees so that they may provide the highest level of service to the residents of Yorkville. - 5 - 2005-2006 Technology Plan United City of Yorkville,Illinois Acknowledgements The reader of the document should be aware that the production of this document was a collaborative effort by City officials, management, staff, and employees. Information contained within this document was submitted in the form of research, data, and input from all individuals. Their combined efforts will facilitate the City of Yorkville residents, staff and employees to benefit from its outcome in a positive manner. - 6 - 2005-2006 Technology Plan United City of Yorkville,Illinois Contemporary Infrastructure Overview Before any future plans can be implemented it is indispensable to have an initial starting point. The current Infrastructure is at best adequate; therefore, the logical starting point is to begin with the technologies that are currently implemented. Infrastructure Overview The United City of Yorkville's current network architecture is a combination of centralized and distributed computing platforms. The City recently installed a wide area network (WAN) that connects most of the City's facilities via fiber optic lines and T-1 circuits. The central hub of the WAN is located in the Library, within the WAN there are two buildings that houses servers that support seven departments. Desktop PCs are connected to the WAN and all staff with a demonstrated business need can access the internet via T-1 circuits. In addition, selected City staff(e.g., Police) have access to other public and private sector networks. While the implementation of the WAN went as expected, there continue to be growing pains as the City moves from a decentralized architecture to a centralized architecture. In a large part, these growing pains can be attributed to a perceived lack of control on the part of some staff, and the increased level of centralized control needed to manage the network effectively. (See Appendix A) Desktops There are 39 inventoried PC's with in the city and 1 Macintosh. At this time five are currently Pentium III's. Servers Two servers house all data for the city. One server currently performs all duties that range from Domain server to file storage and retrieval. Printers There are currently 13 Laser printers in use within the City of Yorkville and 3 DeskJet's. - 7 - 2005-2006 Technology Plan United City of Yorkville,Illinois Hardware A number of Uninterrupted Power Supply's are in use through out the city, along with switches and hubs. Data disaster and recovery Today, computer systems and application and information that they provide are the heart of most organizations. Without the critical functions they support (e.g. customer service, sales, order processing, distribution, information) businesses comes to an abrupt halt. A comprehensive backup and recovery plan and system availability to protect the ability to maintain critical business functions no matter what happens. Planning can mean the difference between business success and failure. At this time all data, which is housed on the City server, is backed up with a Monday thru Friday incremental backup. All current media is stored on site in a fireproof safe in the computer room. Currently, calendar year and fiscal year backups are completed and stored offsite in a secure location. - 8 - 2005-2006 Technology Plan United City of Yorkville,Illinois Priorities Five distinct areas of significance have been identified during the development of this Plan: Community Support, Technology Management, Staff Support and Services, Infrastructure Upgrades, and Policies and Procedures implementation. The strategies, goals, and objectives have been constructed around these requirements. These areas of prominence are described in greater detail below. Community Support The City will utilize technology in order to provide the residents of Yorkville with innovative and reliable services that are accessible, convenient, and cost effective. These will include but are not limited to online government forms, permit purchasing, web- based surveys, online bill payment, existing documents, maps,job application etc. As its principal externally-focused technology strategy, the City will use technology to expand and improve service to the community. The City will work with all facets of the community to provide reasonable access to information and services. The examples listed below are not intended to be a complete list of services to the community. They are too be used as a guide to the types of services the city could provide to the residents of Yorkville. 1) Establish electronic commerce capability (e.g., web-enabled payments and purchases) for application to City programs. 2) Implement capability for the community to exchange information with the City electronically. 3) Explore opportunities for local collaboration in technology with neighboring municipalities. 4) Establish an on-line process to assist businesses & residents with relocating to the United City of Yorkville. 5) Implement community access to selected City data (e.g., City Council Agenda's, government forms) in accordance with applicable law. - 9 - 2005-2006 Technology Plan United City of Yorkville,Illinois Technology Management City departments will be empowered and supported with the ability to resolve, and appraise technology initiatives in support of departmental missions. Technology management will maintain ample documentation of the network infrastructure, applications, hardware, and services that have been implemented. Technology management will perform a significant role in the development of new technologies and infrastructure upgrades. The City Council approved the allocation of capital for a part-time Information Technology Coordinator position beginning February, 2005. The roles and responsibilities may be refined pending the adoption of the Technology Plan. Staff Support and Services The City will elevate and enhance the technology skills of the staff and employees. The City will develop and augment technology tools available to employees. The City will develop and maintain a training curriculum which will enhance the skills of the staff and employees in their daily mission. As its primary internally-focused technology strategy, the City will develop enterprise-wide policies, systems, and decision-making capacity to enable all employees to do their jobs well. The items listed below are, again,to be used as guide lines for enhancing the skills of the staff. Technology Training 1) The City will significantly raise and maintain the technology skills of staff. Develop and implement a training program on the use of standardized technology tools for all City employees who require them. 2) Design and implement a long-range training and career development program for technology staff using the city current Intranet. Technology Tools 1)The City will improve and expand technology tools available to employees. 2) Enhance the use of common tools for electronic mail, document sharing, calendaring, and group collaboration. 4) Implement electronic (Document Imaging) access to selected data sources and publications. - 10 - 2005-2006 Technology Plan United City of Yorkville,Illinois Infrastructure Upgrades The City will implement, and maintain significant improvements to the information technology infrastructure. In doing so the City will ensure its response to new technologies and to govern its ability to keep pace with business that rely on the City's information. 1) Establish a disaster recover and backup plan. 2) Improve access to the central server supported capabilities (file access, applications, and database). Installation of new servers will be required to handle the increased workload and number of employees. 3) Research remote access capability for elected officials, and employees in the field, on travel, or at home. 4) Implement a new T1 connection to the Internet due to the current build out of the Library. 5) Ensure speed and reliability for Internet connections to necessary staff and employees. 6) Research pilots for intranets and extranets in support of the workforce; begin implementation of each as appropriate. 7) As its primary technology management strategy, the City should strengthen its capability to develop enterprise-wide policies, while supporting the actions of departments to meet the needs of staff and residents as they see fit. - 11 - 2005-2006 Technology Plan United City of Yorkville,Illinois Polices and Procedures Effective policies and procedures are required for competent IT authority and decision making. While these policies and procedures are too be implemented throughout the City it is advisable that each department generalize IT Policies and Procedures for their individual departments. Hardware and Software Standards City-wide hardware and software standards capitalize on effective use of existing IT resources and support strategies for future growth. They influence the City's investment in technology and ensure a long life span for newly acquired items. When all City staff is using the same standard tools to access central information and resources, they can do so efficiently and with nominal costs to support and maintenance. This holds true for all hardware and software standards. The standards simplify support and maintenance and improve accessibility to common resources. Because all City PC's are installed with the same applications, for example, all staff are able to utilize any one of the PC's to complete work assignments, access valuable information, conduct Internet research, etc., without having to be at one specific PC at one specific desk. Because of the Database Standard, critical information can be stored in a central location and integrated across multiple systems rather than maintained independently across multiple department systems. These and other standards are imperative in conducting city business in a manner that is reliable and compatible with other entities that interface with the City daily. Database Standard The Database Standard paves the way for all City computer systems to share a degree of interoperability, and guarantees no one system will become independent from the rest of the organization. This standard will guide the long range planning of all City departments as new database systems are explored for integration with existing City systems. All databases shall be: 1) Relational Database Management System(RDBMS) Compliant RDBMS systems define a model where each piece of data is stored uniquely. Each element of data is stored once on the system but may be related to many other types of data. - 12 - 2005-2006 Technology Plan United City of Yorkville,Illinois 2) Structured Query Language(SQL) Compliant SQL was originally developed by IBM to provide an English-like language to manipulate a database. Query Language is a misnomer because "query" suggests only retrieval of information when in fact SQL will allow adding and deleting of information as well. 3) Open Database Connectivity(ODBC) Compliant A Windows database such as Microsoft Access makes use of the ODBC drivers in order to communicate with other ODBC compliant databases. The ODBC drivers enable a standard set of SQL statements in any Windows application to be translated into commands recognized by a remote SQL compliant database. The purpose of the ODBC layer is to allow Windows to manipulate remote databases without requiring the user to be knowledgeable with SQL. Networking Standard Electronic access to City data must be available to all departments in order to realize the true benefits of centralized resources. The installation and maintenance of standard networking equipment and protocols across all City departments enables communication and sharing of common resources, and lowers the total cost of the network infrastructure. The City's standard network infrastructure shall be designed to provide all City departments access to the IT resources that they require on a daily basis, and, importantly, prevents the development of multiple, duplicate solutions to meet departmental IT needs. The City's network infrastructure should be installed and maintained according to these guidelines: 1) Only single mode fiber optic cable, or methods that provide the same or better reliability, security and performance, will be used between city buildings to connect departments to the City's network. 2) All network connectivity solutions installed will provide potential for bandwidth growth as improved electronics become available. 3) Fiber optic cable terminates in each City building at Ethernet Managed Switches, which split the data into communication signals, destined for each PC over separate category five copper wires - 13 - 2005-2006 Technology Plan United City of Yorkville,Illinois 4) The City uses a standard patch panel approach throughout all facilities. This approach calls for connecting wire between source (central resource) and destination (PC's and printers) through the installation of a patch panel. 5) Standard communication jacks will be installed and maintained in City offices. These jacks conform to the RJ-45 industry standard and provide connectivity over category five twisted pair copper wire, known as 10-Base-T, capable of 100 megabits per second. 6) At each personal computer, network wire terminates on an Ethernet network interface card(NIC). 7) The TCP/IP protocol is the industry standard and is a required feature of all network and computer equipment. 9) Network security will be controlled to protect the sensitivity of all data transmitted via the City's network. Security administration will take place at all access points including the firewall, at each server, and at individual file and folder levels. Computer Standard To ensure universal access to resources from any location connected to the City's network, and to minimize support and maintenance costs, the City should standardizes on one brand of personal computers and laptops when it is cost effective. The computers will be purchased with extended warranty, parts, and service agreements so that spare inventories can be kept to a minimum while uptime is maximized. This also ensures both financial and time savings when considering the collective life spans of all computers dispersed throughout City buildings. Upon expiration of warranty, parts, and service agreements, the computers should be replaced with new computers. 1) The City should standardize on desktop computers and portable laptops. 2) All systems purchased should include a minimum three-year warranty and support for all system parts. 3) All systems purchased will include the City standard operating system. - 14 - 2005-2006 Technology Plan United City of Yorkville,Illinois 4) All systems will be purchased with the minimum hardware and software requirements to perform City network functions for the entire term of the warranty. Operating System Standard To minimize support and training requirements, and to foster common access to City resources from all City computers, the City has standardized on the Microsoft Windows operating system. The Windows operating system is a highly recognized industry standard, and supports compatibility with a large majority of applications that may be installed to meet City needs. Compliance with the current standard version of the Microsoft operating system installed on City PC's is a requirement of all IT solutions purchased for installation on the City's network and computers. Standardizing on the Microsoft Windows operating system ensures compatibility with many programs utilized by and information formats generated by City business constituents and partners. For servers, the City has standardized on both Microsoft Windows and Linux, depending upon the function of the server. Much like the PC's, Windows has been installed on some of the servers in the computer room. Migration toward the 2003 version will maintain a uniform environment for all Windows servers, and will enable the City to take advantage of the latest resources available. The different "flavors" of the Linux operating system are highly rated for system reliability and ease of maintenance, and standardizing on it for all. Linux servers should keep training and support costs to a minimum. Desktop Application Standard For the same benefits as the Operating System Standard, the City standardizes on the Microsoft Office suite of desktop processing applications. This includes Word for word processing, Excel for spreadsheets, PowerPoint for the development of presentations, and Outlook for email. Purchasing Standard The City should require that all IT hardware, software, and professional services be authorized by the Department Heads and the IT Coordinator. This will enable the IT Coordinator to identify common needs between departments, ensure the observance to City standards, and use to known resources to get the best available prices for all products. Devotion to this procedure is crucial to all of the driving forces of this plan. - 15 - 2005-2006 Technology Plan United City of Yorkville,Illinois 1) All purchase orders for the purchase of IT hardware, software, and services must be approved by department Managers, and IT Coordinator. 2) The IT Coordinator will analyze proposed purchases to ensure they meet all City standards including the database, networking, computer, and operating system standards 3) The Finance Department should review purchases to ensure budget constraints and signoff on all purchases. All departments are encouraged to seek the advice of the IT Coordinator before researching potential hardware, software and service solutions. The IT Coordinator will do everything possible to assist each department in finding solutions that meet their specific needs and comply with City standards and business objectives. - 16 - 2005-2006 Technology Plan United City of Yorkville,Illinois Strategic Goals and Objectives Life-cycle Management The term "life-cycle management" refers to the process of identifying business requirements, developing a pilot system, migration of the system, and eventually replacing the system with its successor. It should be noted that some systems serve the needs of a single department and always remain departmental systems. The life-cycle begins with a needs assessment, followed by a pilot project. At this point little or no integration with existing applications will occur. The level of integration and interoperability is determined by the pilot but does not conflict with existing systems. At this stage the project is a "stand alone" application. The enterprise-wide stage marks the transition of the application from pilot project status to a core business system. The development timeframe in this stage is considerably longer than that of the pilot system. The enterprise system must undergo a more thorough review process to maximize integration into existing systems, and the work management requirements of the operating departments must be considered. The organizations involved in developing, and reviewing the enterprise application can be different in this stage as well. Because the system now services a greater number of users, some level of central planning and support services are typically required to control system performance and to guard against detrimental modifications. Eventually, the enterprise-wide system matures and either no longer meets the business requirement or becomes too costly to maintain, at which time replacement system planning must begin. - 17 - 2005-2006 Technology Plan United City of Yorkville,Illinois Technology Planning Model A Technology Mission was created to support the City Council's strategic goals. From the Technology Mission arise a set of Strategies, Goals and Objectives that identify specific, measurable actions that are recommended by the City. The actions realign the organization in support of the Technology Mission over the next one to two years due to rapid development in technology. The objectives translated into this specific Technology Plan that will be reflected each year in technology budgets within all departments. The Technology Plan will be reviewed annually in advance of the budgetary preparation to ensure that the procedures continue to support the Technology Mission. Training Model With the investment the City makes in its IT resources, support for consistent training is necessary in order to utilize these resources to their maximum potential and attain the service level performance improvements that are made possible because of them. In addition, technical training will empower City staff to support, maintain and use IT resources while minimizing additional costs required to supporting them. Technology training calls for an efficient medium for the sharing of technical knowledge and resources, the coordination of user forums to share technology experiences, developments, and discoveries, and direct project management practices that fully employ the knowledge of trained staff. It is only with each of these components in place that the City will redeem all possible benefits from its investment in technology. The IT Coordinator will also coordinate the implementation and maintenance of an electronic knowledge database via the City's Intranet, hold regular user group meetings for common applications (such as Microsoft Office and the Internet), and align technical training with the broader business goals of the organization. Technology Management The City's technology organization consists of one technology position, currently located in the City Hall Administrators Office. The City recognizes that a decentralized technology management model has certain strengths that have served the organization well. However, it also recognizes that the organization has reached a stage where it is becoming increasingly difficult to operate effectively without some level of centralized internal control or oversight. - 18 - 2005-2006 Technology Plan United City of Yorkville,Illinois The mixed model, which has resulted from the hiring of Technology Officer, should allow the strengths inherent in each model to provide the expertise where and when it is needed. - 19 - 2005-2006 Technology Plan United City of Yorkville,Illinois Expenditures In the coming year, a number of City departments should make expenditures for the implementation of new or improved technology. These expenditures are important to the ongoing operations of each department. Investments in these resources are justified by evident improvements in government services, and it enables the City to take advantage of consistent IT developments that compel changes in commonly accepted business practices. Rapid developments in the technology industry are fueling the public demand for the use of modern technology in the purchase and receipt of common services. The City has a responsibility to acknowledge IT trends and to use widely accepted techniques of service delivery when it is economically feasible. By managing its existing IT resources and strategically planning future IT investments, the City will be in a better position to keep pace with and take advantage of technology developments that reduce transaction costs and improve public services. Current Projects The necessity for a new T1 connection to the City is essential due to the expansion of the Library this summer. A new hardware fire wall will need to be purchased with the new Ti service. The Parks and Recreation River Front Building will need to purchase a File Server with all appropriate software and hardware for disaster recovery. A Service Ticket Request system should be implemented to facilitate service to city staff and employees. Currently, this item has been implemented and in testing. A document imaging management system should be explored and purchased. At this time a number of options have been investigated and reviewed. A new file server will need to be acquired for the City and the current server will be transformed into an email server. A new managed switched will need to be acquired to facilitate the hire of any new employees. - 20 - 2005-2006 Technology Plan United City of Yorkville, Illinois Enhanced presentations should also be explored for the elected offices, and board members. - 21 - City Hall Fiber Connection Library Fiber connection - Beecher Stow F,ewall DPW ISP ISP /1%i iNTERNET River Front 1?// ISP Firewall United City of Yorkville Drawing 1 5/20/2005 City Hall Fiber Connection Beecher Street Ne T o o) w 7 c anect'on c -14S ---",................ V Firewall DPW Internet ac c' ce cis 5� �\e Proposed Network River Front 11 United City of Yorkville Drawing 1 5/20/2005 Item Location Make &Model Serial Number DISCRITPION Comments Number 1 Administration Compaq 6j2ckr789o21 COY Server Windows 2000 2 Administration Compaq 6ji5fsgifoo3 PSI ? 3 Administration 3Com Lv3g6280009803 Switch Rack Mounted 4 Administration 3Com Lv3g2goo1224o Switch Rack Mounted 5 Administration HP 1e34170298 Tape Drive Internal 6 Administration View Sonic E1916726o5 Monitor 15" 7 Administration CTX _ 1a591201569 Monitor 15" 8 Administration View Sonic 90s034300877 Monitor 15" 9 Administration Premio 2031041409 Computer P4/2.0/512/XP 10 Engineering Gateway 19007bo75775 Monitor 11 Engineering Premio 2021009306 Computer _ P4/2.o/512/XP 12 Engineering HP SG08L1102K Plotter Design Jet 500 13 Engineering View Sonic ? Monitor P9oF 14 Engineering Premio 2031041371 Computer P4/2.8/512/XP 15 Engineering Premio 2021028691 Computer P4/2/512/XP 16 Engineering View Sonic GU13101229 Monitor 17" 17 Engineering HP Cn283so8o9 Scanner ScanJet74o0C 18 Engineering MagView FRQU09167982U Monitor 19" 19 Engineering Premio 2021030757 Computer P4/2/512/XP 20 Building Department HP cnc4330vz8 Monitor 15" 21 Building Department HP Mx1438o7zk Computer P4/3/512/XP 22 DPW ADI MICRO ? Monitor 15" 23 DPW Reliable Eric Dehuse Computer P4/2/512/XP2 24 DPW Cyber Vision J0200340464 Monitor 17" 25 DPW Computer Consultants 200374B Computer P3/733/256/W98 26 DPW HP cno2min21r Printer Color 27 DPW Hyundai L7lneas94bkolol Monitor 17" 28 DPW HP Myo59181wh Printer DeskJet 952C 29 DPW Reliable Rcsp424o60603 Computer P4/2.4/512/XP 3o DPW HP cnbrco3ol Printer Laser Jet _ 31 DPW System Max 105845407(H) Computer AMD/1.8/512/XP Item Location Make &Model Serial Number DISCRITPION Comments Number 32 DPW Hyundai 00837 Monitor 17" 33 Parks&Rec. Hyundai 01862 Monitor 17" 34 Parks&Rec. Cannon Fatm28754 Printer S63o 35 Parks &Rec. System Max 105883015 Computer AMD/1.8/512/xp 36 Parks &Rec. Hyundai 00547 Monitor 17" 37 Parks & Rec. System Max 105833016 Computer AMD/2.21/iG/XP 38 Parks & Rec. Dell 041025 Monitor 17" 39 Parks&Rec. Dell 7gdP711 Computer P4/1.5/128/xp 40 Parks&Rec. Palm ootap9v2a56y Palm 41 Street&San. Cyber Vision J02003403463 Monitor 15" 42 Street &San. Consultants 20O00374a Computer P3/733/128/98 43 Street&San. HP Cnoisipons Printer Desk Jet842C 44 DPW Hyundai 01014 Monitor L7on 17" 45 DPW Palm oovmp2j3336f M515 Palm 46 DPW Reliable RcsP4226o32503 Computer P4/2.26/512/xp 47 DPW HP Usbec1o492 printer Laser jet 22ood 48 DPW HP Cn4clfil5Y Printer Allinone 4215 49 Administration HP Mx15old64o Computer � P4/3/512/xp 50 Administration HP Cnc433ovx9 Monitor 15" 51 Administration Hp Mx15o1o66T Computer . P4/3/512/XP 52 Administration Hp Cnn4523cgf Monitor 17" 53 Administration View Sonic A2ko35o51198 Monitor 17" 54 Administration Dell Go7oc11 Computer P3/1/512/xp 55 Administration Hp Usbnko6733 Printer Laser jet42oo 56 Administration View Sonic A1ao32300526 Monitor 17" 57 Administration Hp Cnbxb125o7 Printer 4200N 58 Administration Premio 2031038766 Computer P4/2.o/512/xp 59 Administration Net Gear Ds3o9 HUB tomb 6o Administration _ HP Cnn4523cr3 Monitor 17" 61 Administration Hp Mx1446o2cg Computer P4/3./512/xp 62 Administration View Sonic A07014010189 Monitor 17" Item Location Make &Model Serial Number DISCRITPION Comments Number 63 Administration Palm 50ev1a811548 Palm Pilot VX 64 Administration DELL FBX6211 Computer P3/512/W2K 65 Administration HP CNN43928M7 Monitor 17" 66 Administration Hp Pj355a#aba Computer P4/2/512/xp 67 Administration Hp Cngrh13573 Printer 2200 LJ 68 Administration Premio 2031017119 Computer - P4/2/512/xp 69 Administration Hp Mx12ob44o5o Computer . P4/2/512/xp 70 Administration View Sonic oso252204780 Monitor 15" 71 Administration Premio 200/086715 Computer P4/2/512/xp , 72 Administration Ben Q 9912972a61 Monitor _ 15" 73 Administration Premio X0873060 Computer. P4/2/512/xp 74 Administration Hp Jpkgo33277 Printer LJ 5 75 Administration Tungsten 0007P8a3do7J Monitor 15" 76 Administration View Sonic 90s034300898 Monitor 15" 77 Administration Premio 2031038771 Computer P4/2.66.512/xp 78 Administration Ben Q 9912972b61 Monitor 15" 79 Administration Premio 2031017119 Computer P3/933/512/xp