1077-Proposal for Strategic Plan - January 2006't
Sanford
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City of Sanford
Proposal for Strategic Plan
January 25, 2006
125 E. Colonial Drive - P.O. Box 530065 - Orlando, Florida 32853 -0065
FLORIDA LEAGUE OF CITIES
Technology Services
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City of San ford, Florida
Strategic Plan Proposal
Table of Contents
About the Florida League of Cities ..................................................
..............................3
B ackground.......................................................................................
..............................3
The League's Understanding of Your Needs .................................
..............................4
Project Approach ..............................................................................
..............................6
Project Deliverables .........................................................................
.............................10
Project Staffing .................................................................................
.............................12
FranklinR. Hagy, CPM ................................................................... .............................13
SherryL. Hilley, CISA ..................................................................... .............................14
Michael J. van Zwieten, MSCE, CNA ............................................. .............................15
MikeTaylor ..................................................................................... .............................16
TomBabington ............................................................................... .............................17
Project Schedule ..............................................................................
.............................19
Project ......................................................................................
.............................20
Contractual Terms and Conditions
................................................ .............................21
Page 2 January 25, 2006
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City of Sanford, Florida
Strategic Plan Proposal
About the Florida League of Cities
The Florida League of Cities (League) has had a long history of assisting local
government in their quest to provide efficient and effective services to the public. City
officials, who recognized the benefits of uniting local governments, created the League
in 1922. Since that time, the League has grown to become one of the largest state
municipal leagues in the nation and virtually every City in the state of Florida is a
voluntary member. The League is governed by a Board of Directors comprised of
elected officials from cities, towns and villages in the state.
The League delivers a number of products and services to its member agencies.
Through the use of the "pooling" concept, we have been able to negotiate favorable
contracts and collectively offer services and programs at a substantially reduced cost in
many areas such as finance and technology. The League has also put together an
excellent team of professionals to assist local governments with unbiased consulting
services designed to give expert guidance and direction in highly complex areas.
Background
On January 5, 2006 the League met with the City of Sanford to discuss the possibility of
the League conducting a study that would result in a strategic technology plan for the
City. Attending the meeting for the City was Robert (Sherman) Yehl, City Manager,
Jerry Boop, Acting Director of Finance, John T. Stuart III, Data Processing Manager and
Franklin R. Hagy, CIO for the Florida League of Cities, provided the information from the
League. This proposal is a result of that meeting.
The City of Sanford was incorporated in Florida in 1877 and is the seat of the Seminole
County Government. Its' land area is approximately 20 square miles and is a waterfront
community located on the shores of Lake Monroe. The City is operated as a
Commission - Manager form of government, consisting of four City Commissioners
elected from districts and a Mayor elected city wide. As a Commission - Manager form of
government the Commission establishes legislative policies, which are then carried out
by the City Manager. The City has 50,000 residents and approximately 450 employees.
Sanford is a full service City providing its residents with Administrative, Public Safety and
Utility (Water, sewer, and storm water) services.
Page 3 January 25, 2006
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City of Sanford, Florida
Strategic Plan Proposal
Technology support at the City is currently handled by three individuals. The
infrastructure consists of supporting nineteen (19) buildings with data and
telecommunication services. The buildings are supported by fiber and wireless
communications with wireless being dominate using the 802.11 b protocol. The main
administrative support systems are processed on the IBM iSeries computer using the
H.T.E. Software packages. Imaging is being accomplished only in the City Clerks
office.
The League's Understanding of Your Needs
It is our understanding that the City of Sanford desires an Information Technology
Strategic Plan that will align its technology investments with its business objectives and
serve as a guide to the prioritization, development, management and implementation of
technology services. This plan is a consolidation of elements of both strategic and
tactical planning into a single comprehensive technology plan upon which positive
actions can be based. The plan will cover all aspects of the technology supporting the
Sanford city government including the governance functions, technology infrastructure,
supporting applications, and voice communications support.
The strategic portion of the plan seeks to develop an understanding of the organization,
its mission and the needs of the citizens resulting in a long -term technology vision. This
portion of the plan provides a thorough understanding of the current technology
environment as it relates to the business functions and identifies strengths, weaknesses,
opportunities and threats that currently exist. An understanding of current business
needs will be measured against the current technology environment to determine gaps
and thus identify opportunities for improvements that can better serve the organization in
achieving its goals. This process will form the foundation upon which future technology
decisions will be made. It ensures that new projects and systems are consistent with the
current and anticipated technology architecture to avoid unnecessary future time,
expense and complications in expanding technology services.
Page 4 January 25, 2006
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City of Sanford, Florida
Strategic Plan Proposal
The tactical plan is concerned with developing realistic action plans for the acquisition
and deployment of city resources to carry out the strategies identified in the strategic
portion of the plan. Identified here are specific projects for the coming two to three years
with associated cost and resource information. Projects will be prioritized into a clear
action plan.
This comprehensive strategic technology plan will address the following elements:
• Strategic, tactical and operational needs of the organization expressed
in terms of business needs compared to existing technology resources.
• Budgetary and cost information necessary for fiscal planning of the
technology function.
• Human, managerial, professional and technical skills needed to
accomplish the task, including recruitment, training, cost and
deployment of those resources.
• Organizational plan to ensure technology resources are best utilized in
an efficient and effective manner giving due consideration to
outsourcing opportunities.
Page 5 January 25, 2006
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Project Approach
City of Sanford, Florida
Strategic Plan Proposal
The project will be approached in phases with multiple steps in each phase. Many of
these phases and steps will overlap each other in terms of scheduling.
Phase I — Project Initiation
Step t: Project Kick -Off
During the project initiation step, the stakeholders of the project will be identified
and an interview schedule developed. Also the project team is established and
oriented.
Step 2: Gather Documentation
Pertinent documentation relating to the mission, vision, current and planned
projects, and technical architecture are gathered and reviewed. This will provide
a starting point for the current environment analysis.
Step 3: Meet With Department Heads
An initial meeting with the Department Heads of the City is conducted to
introduce the project team and to ensure that the goals and objectives of the
study are known and communicated. During this meeting the Department Heads
gain an understanding of the process and purpose of conducting a strategic
technology plan.
Page 6 January 25, 2006
City of Sanford, Florida
Strategic Plan Proposal
Phase II — Review and Analyze the Current Technical Environment
Step 1: Review the Current Technical Environment
After reviewing the document, the League will review the current technology
environment through a series on on -site interviews and physical investigations.
This review will include, but not be limited to:
• The technology infrastructure.
• Current technology projects.
• Current applications.
• The technology organization and structure.
Step 2: Develop a SWOT Analysis
Using the data retrieved from the review of the technical environment, the
League will document the strengths, weaknesses, opportunities and threats
(SWOT) of the current environment.
Phase III — Identify Future Needs
Step 1: Interview Stakeholders
Armed with an understanding of the current environment and the SWOT
analysis, the League will interview each of the department heads and other key
officials (approx. 2 hours each) identified in Step 1 as stakeholders. The purpose
of these interviews will be to:
• Discover or confirm the mission and vision for the Information
Technology function.
• Document and assess their view of the current technology environment.
• Document and assess their view of future critical strategic business
needs.
• Document and assess their view of how services to citizens can be
improved through the use of technology.
Page 7 January 25, 2006
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City of Sanford, Florida
Strategic Plan Proposal
Phase IV — Analysis
Step 1: Gap Analysis
Based upon the input from Phases II and III, the League will determine the gap
between the existing state of technology at the City and the desired state. The
result of this analysis is to identify specific technology projects needed to fill the
gaps.
Step 2: IT Organizational Analysis
In this step the current IT organization is analyzed to determine the future needs
in terms of resources and organizational structure. This analysis is conducted
with a view of the current and future maintenance tasks, industry standards and
an analysis of other municipal organizations of similar size and scope. Specific
resources needed will be identified with roles, responsibilities and estimated cost.
Various governance options will be explored and a suitable recommendation
developed. The analysis will include a review of the current business practices
for the technology organization, staffing and personnel assignments.
This step will be ongoing through the next phase.
Phase V — Develop Action Plans
Step 1: Research and Develop Profile for Projects Identified
The League will develop a profile for each of the projects identified in Phase IV,
Step 1. This profile will include a project description, two or three applicable
vendors that might provide the system, estimated cost, estimated human
resources, and estimated timeframe to complete. The profile will also identify
interfaces, dependencies, implementation risk and anticipated level of complexity
in integrating with existing business processes.
Step 2: Develop Priority Recommendation
The League will recommend a priority for the development of the taking into
account the interfaces, dependencies and risk of implementation. This will form
the basis for an action plan for the coming two years.
Page 8 January 25, 2006
City of Sanford, Florida
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Phase VI — Compile Final Report and Presentation
Step 1: Compile Report
All information and research obtained will be compiled into a single report with an
executive summary. The report will be provided in written form and electronic
form using Microsoft Word.
Step 2: Generate Presentation
Generate a slide presentation using Microsoft PowerPoint to provide a summary
of the findings.
Step 3: Quality Assurance
The formatted findings of the consulting project team will be presented to a
Florida League of Cities Technology Services Red Team to be challenged and to
be validated as comprehensive and complete.
Step 4: Present Report and Presentation
Once the League's Red Team has validated the report and presentation for
accuracy, the final report will be presented to the City of Sanford. Additionally, he
League will present the report to the Commission at a mutually agreed upon
date.
Page 9 January 25, 2006
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Project Deliverables
City of Sanford, Florida
Strategic Plan Proposal
The final deliverable for this project is a Strategic Plan with a specific action plan for the
next two to three years and a summarized slide presentation. In addition there will be
intermediate deliverables that will be reviewed by the project team. The plan will be
presented in paper as well as a Microsoft Word 2000 electronic format. The
presentation will be in Microsoft PowerPoint 2000.
Intermediate Deliverables by Phase:
Phase I — Project Initiation
• List of stakeholders and schedule of interviews.
Phase II — Review and Analyze the Current Technical Environment
• Documentation of the current technology infrastructure.
• Documentation of the current applications.
• Documentation of the current technology organization.
• SWOT analysis document.
Phase III — Identifying Future Needs
Final mission and vision statement based upon interviews.
• Summarization of the stakeholder interviews.
Phase IV — Analysis
• List of specific projects to be accomplished.
• Technology organizational analysis.
Phase V — Develop Action Plans
• Project profile for each new project recommended.
• Priority Recommendation.
Phase VI — Compile Final Report and Presentation
• Final Strategic Plan.
• PowerPoint Presentation.
Page 10 January 25, 2006
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City of Sanford, Florida
Strategic Plan Proposal
Project Assumptions
1. Access to Personnel It is assumed that the League will have open access to
Sanford department heads and other key individuals for interviews. We assume
that we will be able to schedule timely appointments for these individuals.
2. Access to Facilities It is assumed that the League will have open access to
Sanford facilities in order to review the technology equipment. We understand
that, depending upon the area, we may need to be escorted.
Page 11 January 25, 2006
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City of Sanford, Florida
Strategic Plan Proposal
Project Staffing
Five individuals with extensive experience and background in the municipal environment
and public sector will staff the project. Frank Hagy will serve as the Project Manager
and will be fully involved in all aspects of the project. Michael van Zwieten will provide
assistance in reviewing the current technology environment and infrastructure and
making recommendations for future upgrades and enhancements. Sherry Hilley will
provide assistance throughout the project with special emphasis on determining new
projects and their profiles with an emphasis on functional applications -. Tom Babington
will provide expertise in the telecommunications portion of the project as well and
providing valuable insight into the infrastructure concerns, issues and future. Mike Taylor
will provide research assistance in all phases of the project.
Page 12 January 25, 2006
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City of Sanford, Florida
Strategic Plan Proposal
Franklin R. Hagy, CPM
Frank Hagy is the Chief Information
Officer for the Florida League of Cities.
He has over thirty years of experience
in the technology industry spanning
both public sector and private industry.
The past twenty years have been spent
in senior level management positions
developing and implementing
technology visions and plans.
Prior to coming with the League he was
an Associate Director with Gartner
Group Consulting specializing in State
and Local Government information
technology governance, strategic
planning, outsourcing, and
implementation strategies.
Mr. Hagy served as the Director and
Chief Information Officer for the City of
Orlando, Florida. As the City's first
Director of Technology, Mr. Hagy
created a full service IT organization
establishing and implementing all
appropriate policies, procedures and
methods of IT governance. Application
systems implemented include financial
and accounting, public safety computer
aided dispatch and records
management, permitting, geographic
information systems, public works,
environmental services, and recreation
systems. Implemented systems
included Internet, intranet and mobile
technologies. Responsibilities included
management and maintenance of an
infrastructure necessary to support a
two thousand plus user base with
associated local and wide area
networks.
During this period Mr. Hagy was twice
elected as President of the Florida Local
Government Information Systems
Association and was very active in
legislative issues regarding technology
at the Florida State capital.
Additionally, Mr. Hagy was Branch
Manager at EG &G Corp. at Kennedy
Space Center. In this position he was
responsible for applications, databases
and the technology infrastructure
necessary to support NASA base
operations including facilities
management and public safety. Here he
served on NASA's quality assurance
council and received NASA's quality
contractor award. Mr. Hagy also
provided technology leadership in
private industry as the Director of
Information Systems and Director of
Finance for a subsidiary of General
Mills, Inc.
Education:
Mr. Hagy holds an MBA from Nova
University, a BS degree in Management
Science from Shenandoah College and
has obtained a Certified Public Manager
(CPM) designation from Florida State
University.
Mr. Hagy has also served an adjunct
professor for Barry University, Chairman
for the Business Advisory Council for
Vocational/Technical Education and as
a Board Member for Valencia's
Community College technology
programs for the disabled. He is the
founder of the Orlando Community
Services Network, a technology system
that assists non - profit agencies in
providing quality services to the
homeless and indigent.
Page 13 January 25, 2006
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City of Sanford, Florida
Strategic Plan Proposal
Sherry L. Hilley, CISA
Sherry Hilley is the Training and
Development Manager for the Florida
League of Cities. She has over fifteen
years of experience in the technology
industry working for the public sector.
The past eleven years have been spent
in senior level management positions
developing and implementing software
technology.
Prior to coming with the League she
was Software Support Senior Manager
at the City of Orlando specializing in
information technology strategic
planning, implementation strategies,
implementing all appropriate policies,
procedures and methods of IT
governance. Application systems
implemented include financial and
accounting, public safety computer
aided dispatch and records
management, permitting, geographic
information systems, public works,
environmental services, and recreation
systems. Implemented systems
included Internet, intranet and mobile
technologies. She established a
Learning Center for the training of
desktop and system applications.
During this period Mrs. Hilley was
elected several times to serve on the
Board of Directors for the Central
Florida Midrange Users Group providing
IT training for the technical group.
Additionally, Mrs. Hilley was Assistant
Comptroller for American Bakeries Inc.
in the Orlando office. In this position
she was responsible for all financial
applications, databases and production
requirements for the Central Florida
area of product distribution.
Education:
Mrs. Hilley holds a BS degree in
Accounting from Florida Southern
College and has obtained a Certified
Information Systems Auditor (CISA)
designation from the Information
Systems Audit and Control Association.
During her first four years with the City,
she worked with the Internal Audit
Department providing Compliance,
Financial and Information Systems (IS)
Audits. She assisted external auditors
with the IS portion of their review each
year. Mrs. Hilley is still very active with
the Central Florida Chapter of
Information Systems Auditors and
Control Association and the
International Board supporting their
annual control conference.
Page 14 January 25, 2006
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City of Sanford, Florida
Strategic Plan Proposal
Michael J. van Zwieten, MSCE, CNA
Mike has been the Assistant Director of
Technology Services for the Florida
League of Cities since 1997. His efforts
in developing the local and wide area
network infrastructure, implementing
standard practices and programming
custom applications has assisted the
League and other cities in reducing cost
while increasing efficiency.
Education:
Mike holds a BS degree in Aviation
Management/Flight Technology. He is a
Microsoft Certified Systems Engineer
(MCSE) and a Certified Novell
Administrator (CNA).
Mike is currently responsible for all
network management and supervises
the implementation and maintenance of
complex application systems and
provides overall management direction
and quality assurance to network
infrastructure - consulting projects.
His previous employment includes
acting as Network Administrator for
Flight Safety International Training
Systems where he was responsible for
managing a complex network including
web, ftp, email servers and other
servers critical to the operation.
Mike has also been a
programmer /analyst developing
instructor led computer -based training
solutions specializing in Microsoft
Access and Visual Basic application
programming and design.
Page 15 January 25, 2006
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City of Sanford, Florida
Strategic Plan Proposal
Mike Taylor
Mike is a Technology Services
Consultant for the Florida League of
Cities. He reports directly to the CIO,
provides consulting support for cities
and counties, assists with consulting
projects, compiles data for reports and
presentations, develops contracts, and
provides research assistance. In
addition to these duties, Mike supports
customers with the FLC software
offerings, Better Place, Web Hosting,
and GovDeals. Mike is also the contact
person for the Florida Local
Government Information Systems
Association (FLGISA). He organizes
multiple conferences each year,
updates their member and vendor
databases, updates their web page, and
is the main contact for members. Before
coming to the Florida League of Cities
in 2000, Mike worked as a Technology
Coordinator for an elementary school in
Orlando where he was in charge of over
150 computers, the local area network,
and network applications serving
students and the instructional staff.
Education:
Mike graduated from Eastern Kentucky
University with a Bachelor of Business
Administration, emphasis on Computer
Information Systems. Mike is also a
Microsoft Certified Professional.
Page 16
January 25, 2006
City of Sanford, Florida
Strategic Plan Pmnncal
Tom Babington
Tom Babington has spent over 25 years
in senior leadership roles in the IT
industry, in both the private and public
sector, in telecommunications and in IS,
as an IT manager and as an IT
consultant. Key strengths are in
organizational leadership, aligning
technology with business goals, and
building high performance technology
teams. He is an effective communicator
with a variety of constituencies,
possessing a proven track record as a
creative and resourceful leader in
directing technology strategies and
energizing organizations.
Most recently, Tom served as a Vice
President for Gartner Inc., the world's
leading information technology research
and advisory firm. Client base included
cities, counties, and state agencies in
Florida, Georgia, South Carolina, North
Carolina, Tennessee, Louisiana, and
Connecticut. Notable contributions
during his four -years with Gartner
included:
❑ Performing consulting services as
Senior Project Executive, as Project
Manager, and as Project Consultant.
❑ Managing teams of consultants, in
Florida and Georgia, which provided
IT management consulting services
for public and private sector
organizations in the southeast U.S.
❑ Serving as Gartner Industry
Champion for Public Sector, role in
which he brought together corporate
resources to focus on the public
sector as a new vertical market.
Performed as Transition and
Integration Manager in the Gartner
acquisition of a California -based
public sector consulting firm,
consisting of approximately 70
professional staff.
❑ He was named "Most Valuable
Team Member" of the public sector
national practice in 2000.
Prior to joining Gartner, Tom was the
Director of Information Technology for
Orange County, Florida for six years,
during which time he directed a staff of
160 and an annual budget of $30 million
for all enterprise applications as well as
all IT services for the Board of County
Commissioners. He became IT Director
following an eight -year period during
which he was the County's
Telecommunications Manager. In that
role, he developed and managed a staff
of 25 and an annual budget of $6 million
for all enterprise network services. As
an employee of Orange County, he
distinguished himself through some of
the following activities:
❑ Represented the County, as one of
the top 50 municipal technology
leaders in the country, through
participation on the
Telecommunications and
Information Task Force Urban
Consortium, sponsored by Public
Technology Incorporated (PTI).
❑ Successfully completed the three -
week program for Senior Executives
in State and Local Government at
the John F. Kennedy School of
Government, Harvard University.
❑ Served as the State of Florida
Region 9 Radio Coordinator for
800MHz public safety
communications.
❑ Completed the nine -month
Leadership Orlando program.
❑ Provided the vision for the
founding of the "Well- Connected
Community," grass roots, not - for - profit
organization that in 1995 promoted the
benefits of community -based web
collaboration, of which he later served
as its President.
Page 17 January 25, 2006
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In the early 1980's Mr. Babington served
as Telecommunications Manager for a
large metropolitan teaching hospital,
during which time he was co- founder
and first president of the Ohio Hospital
Telecommunications Association. His
successes in that role led him to Jerico
Telecommunications Consulting, Inc.,
where, as Vice President/Consultant, he
designed specifications and managed
the acquisition and systems
implementation for more than $15
million in healthcare communications
solutions.
City of Sanford, Florida
Strategic Plan Proposal
Education:
Tom holds a BA in Business
Administration- Management from
Baldwin - Wallace College, Berea, Ohio,
where he was a member of Delta Mu
Delta, for academic excellence in
Business, and co- founder and first
President of Alpha Sigma Lambda, an
honors society for continuing education.
Page 18 January 25, 2006
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City of Sanford, Florida
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Project Schedule
It is estimated that this project will take twelve weeks to complete. The project will begin
at a mutually agreeable time.
Step
1
2
3
4
6
Weeks
6
7
8
9
10
11
12
Phase I - Project Initiation
Phase II — Review and Analyze
the Current Technical
Environment
Phase III — Identify Future Needs
Phase IV — Analysis
Phase V — Develop Action Plans
Phase VI — Compile Final Report
and Presentation
Page 19 January 25, 2006
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Project Cost
City of Sanford, Florida
Strategic Plan Proposal
Fees are based upon the amount of time required to complete our assignment in a
thorough and professional manner.
Total Labor Cost
The League guarantees that total labor cost will not exceed the S67 800 to
complete this scope of work We have estimated that project will take 702 hours of
work to complete. If the project takes less time than expected, the labor cost will be
reduced. In addition to labor cost actual expenses will be charged. All personnel will
come from Orlando; therefore travel will be by automobile.
Expense Estimates
The League will charge actual expenses incurred in connection with this engagement.
We estimate $767 in expenses to complete this scope of work.
Fee Schedule
All fees are payable 30 days after completion of the project. No initiation fees or
intermediate payments are required. The City's obligations to the League under this
Agreement shall terminate upon receipt by the League of all outstanding fees due from
the City. The project is deemed complete upon the City's receipt of the report at the final
presentation.
The League Guarantee
The League guarantee's the City's satisfaction. Should the City find the
report/presentation to be unacceptable, no fees will be required. The League's
obligations to the City under this Agreement shall terminate upon the City's receipt of
said report.
Validity of Quote:
This project definition and fee quote is valid until March 1, 2006.
Page 20 January 25, 2006
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Strategic Plan Proposal
Contractual Terms and Conditions
Our conclusions and advice rendered pursuant to this engagement constitute our expert
opinion. Such opinion is based on information provided by the City and information
obtained from outside sources. We believe such information is reliable but, because the
information is provided by outside resources, cannot guarantee its accuracy, and,
therefore, must disclaim any liability for errors, inaccuracies, mistakes, or
misrepresentations arising from our use of such information. If the Florida League of
Cities, its employees or agents fail for any reason, whether or not negligent, to fulfill the
conditions as contained in this contract, the City of Sanford's only remedy shall be to
receive a refund of all monies paid for the project. In no event will the Florida League of
Cities be liable for any loss, special, punitive or consequential damages or damages in
excess of the amounts received by the Florida League of Cities under the terms of this
Agreement.
Entire Agreement
This agreement shall constitute the entire agreement between the Florida League of
Cities and the City of Sanford with respect to the subject matter of this agreement and
shall not be modified or changed without the express consent of the parties. The
provisions of this agreement supersede all prior oral and written quotations,
communications, agreements and understandings of the parties with respect to the
subject matter of this agreement.
APPROVALS:
1`f
25 Jan 06
Franklin R. Hagy, Chief Information Officer Date
Florida League of Cities
AGREED TO ON BEHALF OF THE CITY OF SANFORD:
Signat e: Date
Title: `f�lavOZ
Page 21 January 25, 2006