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HomeMy WebLinkAbout07/07/1994, C-4 - AMENDED MANAGEMENT INFORMATION SYSTEMS POLICY IIIH�►y�IlNllllln�lll�l�l f MEETING GATE: M II I��u►I cityo san lug s OBISPO 7-7- 9 I/S COUNCIL AGENDA REPORT ITEM NUMBER: �f FROM: William C. Statler, Director of Finance W_; SUBJECT: AMENDED MANAGEMENT INFORMATION SYSTEMS POLICY CAO RECOMMENDATION Adopt a resolution amending the City's management information system policy. DISCUSSION Background The Council adopted the City's current management information systems (MIS) policy in July of 1991. Since that time, the City has made significant progress in achieving the overall goal of this policy - to effectively manage the growth and use of our MIS resources. Specific accomplishments include establishing and implementing: ■ organization-wide standards for our operating system, netware, office applications (menus, e-mail, calendaring), wordprocessing, spreadsheets, and data base applications ■ hardware standards for workstations and file servers as well as local and wide area network data communications ■ improved service and support for local area networks (LAN's) ■ local area network at the Parks & Recreation Administrative Office ■ wide area network connecting City Hall, Police Station, Headquarters Fire Station, Corporation Yard, Parks & Recreation Administration, and 955 Morro ■ organization-wide training program ■ streamlined budgeting and purchasing practices for MIS operations ■ improved and more cost-effective telephone service by converting to Centrex ■ remote access policies and procedures for Council members and staff ■ improved system security ■ priorities for new system acquisitions (1991 through 1995) All of these accomplishments have led to more reliable system operations, improved productivity, and better service to our customers - both internal and external to the organization. Review of Current MIS Policy After three years since its adoption, our current MIS policy was recently reviewed by the MIS Steering Committee at the request of the Office Automation Users Group. This review was city of San Luis OBISp0 COUNCIL AGENDA REPORT especially timely given our current commitment to completing a comprehensive information systems master plan by the end of 1994. Although this policy has served us well over the past several years, several changes are recommended at this time based on extensive review and discussion by the MIS Steering Committee, Office Automation Users Group, and the CAO. The proposed policy as amended is provided in Exhibit A. The primary changes are: ■ assigning responsibilities for preparing, approving, and maintaining a comprehensive organization-wide MIS master plan ■ formally creating a System Administrators Group ■ strengthening the role of user groups at each LAN site ■ discontinuing the Office Automation Users Group ■ revising the membership on the MIS Steering Committee .to reflect these changes A comprehensive summary of the proposed changes and the reasons for recommending them is provided in Exhibit B. CONCURRENCES The MIS Steering Committee has reviewed the proposed revisions and concurs with them. FISCAL IlVWACT There is no direct impact associated with these changes; however, it is expected that the amendments will result in improved MIS operations. SUMMARY The City has operated under our current MIS policy for three years. This policy has provided the City with a framework for managing its MIS resources that has resulted in improved system operations, productivity, and customer service. Based on a recent review of this policy, several revisions in our MIS organizational structure are proposed for Council consideration which we believe will further improve our MIS operations. Accordingly, it is recommended that the Council adopt a resolution amending our MIS policy. ATTACHMENT Resolution amending the City's MIS policy EX=ITS A. Proposed MIS Policy B. Summary of proposed changes to the City's existing MIS Policy RESOLUTION NO. (1994 Series) A RESOLUTION OF THE COUNCIL OF THE CITY OF SAN LUIS OBISPO AMENDING THE MANAGEMENT INFORMATION SYSTEMS POLICY WHEREAS, the effective use of information technology is a key strategy in achieving City goals of delivering quality service and improving productivity; and WHEREAS, the Council previously adopted a management information systems (MIS) policy on July 18, 1991 in order to provide an overall framework, for guiding the growth and use of the City's MIS resources in achieving these broader goals; and WHEREAS, the Council desires to amend the existing policy to reflect current conditions and implement improved approaches in guiding the growth and use of the City's MIS resources; NOW THEREFORE, BE IT RESOLVED by the Council of the City of San Luis Obispo that Resolution No. 6997 is hereby rescinded and the amended MIS policy provided in Exhibit A and attached hereto is hereby adopted. On motion of , seconded by and on the following roll call vote: AYES: NOES: ABSENT: the foregoing Resolution was passed and adopted this day of 1994. ATTEST: Diane Gladwell, City Clerk Mayor Peg Pinard APPRO D: fr G. J rge n, Attorney NUSAMMPLCY.AR Exhibit MANAGEMENT INFORMATION SYSTEMS POLICY The effective use of information technology is one of the key strategies available to us in achieving our goals of delivering quality services to our customers and improving productivity. The purpose of this management information systems (MIS)policy is to establish an overall framework for guiding the growth and use of our MIS resources in accomplishing these broader goals. GENERAL CONCEPTS AND FRAMEWORK A. Decentralization and Compatibility 1. The City's system should be a micro-based (but networked), decentralized system as opposed to a centralized data processing function. This is consistent with the City's commitment to maintaining a decentralized approach in managing our support service functions as part of an overall productivity improvement strategy. 2. Decentralized system groupings should be determined based on physical locations such as City Hall, Corporation Yard, or Police Station. 3. Although decentralized, the City's information systems should be compatible, maximizing the easy exchange of information between users and departments, and minimizing the duplication of data bases and maintenance efforts. B. Full Use of Existing Systems 1. The full use of existing systems should be a foremost goal, and thus achieved in advance of acquiring any additional major systems and equipment. 2. In order to fully utilize existing systems, a proactive program of ongoing training should be provided. The training of staff to use existing equipment and software should be a priority activity and appropriately supported. C. Acquisition of New Systems 1. The acquisition and implementation of major systems should be accomplished by working from an established organization-wide priority list. The priority list should be for a four to five year period and evaluated and modified at least annually, based on changing needs and technology. Completion of this priority listing should be accomplished within the next year. 2. When acquisitions are necessary, the City should strive for "state of the art" hardware and software, but not by purchasing unproven or speculative equipment and systems. Accordingly, new systems or equipment should have demonstrated reliability and performance in other organizations prior to their consideration for use by the City. 3. Major acquisitions should be evaluated against a standard criteria which assures that cost-benefit issues, compatibility of hardware and software, availability of implementation and maintenance resources, and training requirements are fully considered. 4. The City should acquire equipment and systems only if the skills and resources to effectively implement and manage the systems are available. 5. Existing, tested and proven "off the shelf' software should be used wherever possible before seeking custom computer programming. Custom programming should be used only if it can be shown to be a more appropriate and cost-effective solution in meeting application requirements. 6. All software should be used in conformance with copyright laws. ROLES AND RESPONSIBILITIES A. City Council and City Administrative Officer 1. Policies. The Council is responsible for adopting organization-wide management information systems policies. The City Administrative Officer (CAO) recommends to the Council new policies and revisions to existing policies. 2. Long-Term Plans. The Council is responsible for adopting a comprehensive, organization-wide master plan that sets overall direction, purpose, and priorities for the City's development and use of MIS technology. The CAO has overall responsibility for developing this plan, presenting it to the Council for their approval, and for ensuring implementation after its adoption. 3. Resources. The Council is responsible for allocating the resources necessary to acquire, manage, operate, and maintain the City's information systems. The Council also approves specific acquisitions consistent with the City's purchasing policies. Based on an approved priority list, the CAO makes specific recommendations to the Council regarding the allocation of resources and system acquisitions. 4. Organization. The CAO is responsible for the effective management and operation of the City's MIS activities. To assist him or her in fulfilling this responsibility, the MIS Steering Committee, System Administrators Group, and Site Users Groups are established under this policy, and their responsibilities as well as those of City departments are identified. The CAO is authorized to modify the membership and responsibilities of these groups and departments as she or he deems appropriate in achieving the overall goals and objectives set forth in this policy as well as in the adopted MIS master plan. B. MIS Steering Committee 1. Responsibilities. The MIS Steering Committee is responsible for: a. Coordinating development and implementation of the MIS master plan; monitoring progress in achieving plan goals and objectives; and recommending plan updates to the CAO on a periodic basis as appropriate. b. Approving MIS technical standards as recommended by the System Administrators Group which would have significant organizational or budgetary impacts. C. Recommending changes in the MIS policy to the CAO. d. Reviewing departmental proposals for new applications and making recommendations to the CAO for inclusion in the priority list as appropriate. e. Approving organization-wide training strategies. f. Monitoring the implementation and performance of existing and proposed MIS applications. 2. Membership. The MIS Steering Committee has six members as follows: a. Representative from Administration b. Three representatives selected by the Management Team to serve for a two year period C. Chair of the System Administrators Group CL Director of Finance 3. Staff Support The Information Systems Division of the Department of Finance is responsible for providing staff support to the committee. 4. Meetings. The MIS Steering Committee will meet as necessary to fulfill its responsibilities. With the concurrence of their department head, other employees interested in these issues are welcome to attend these meetings and offer their comments and advice. Agendas and other meeting materials will be distributed to members of the System Administrators Group as well as to any other staff members requesting this information. C. Department of Finance - Information Systems Division Responsibilities 1. Implementing the City's information systems policies and standards. 2. Coordinating the effective use of the City's decentralized information systems. 3. Assuring that organization-wide information system needs are effectively served pursuant to established organization-wide priorities. 4. Assisting in establishing organization-wide priorities for new system acquisitions. 5. Assuring adequate support, maintenance, and training for the full utilization of existing organization-wide systems. a. Information Systems will assist in the support (including maintenance, repairs, replacement, data communication, and training) of all organization-wide hardware and software standards that are currently installed or connected to the local area networks (LAN's). This support includes operating and system software, but excludes specific departmental data, files, reports, or applications which may use these software packages. Information Systems is also responsible for administering the wide area network (WAN). b. Operating departments are responsible for installing and supporting all specialized applications (including software, hardware, data communications, and training) whether provided on a stand alone or LAN basis. C. On a case-by-case basis, Information Systems may support departmental applications when requested by the department, recommended by the MIS Steering Committee, and approved by the CAO. 6. Managing the City's other electronic systems such as copiers and telephones. D. Operating Department Responsibilities 1. Utilizing existing information systems in an efficient and effective manner. 2. Identifying existing and future system needs. 3. Assisting in establishing organization-wide priorities for new system acquisitions. 4. Assuring the full use of existing equipment and software prior to developing requests for additional acquisitions. 5. Installing and supporting specialized applications. 6. Appointing a system administrator for their LAN (or other major departmental system). E. System Administrators Each network or major departmental system shall have a "system administrator" who will have lead responsibility for the performance of that location's micro or mini computer system. Each system administrator should form a"users group" within their network to resolve LAN problems and to comment on system-wide problems. Sites requiring a system administrator are subject to change over time. Locations and systems which require a system administrator at this time include: C�T'� 1. City Hall a. Local Area Network b. Finance System 36 2. 955 Morro (Utilities and Public Works Administrative and Engineering Offices) 3. Corporation Yard/Water Reclamation Facility 4. Police Station 5. Headquarters Fire Station 6. Parking Administrative Office 7. Parks & Recreation Administrative Office F. System Administrators Group 1. Responsibilities. This group is responsible for: a. Coordinating technical issues related to administering the City's local and wide area networks. b. Developing and setting MIS technical standards; in the case of MIS technical standards with significant organizational or budgetary impacts, recommending changes to the MIS Steering Committee. C. Developing and implementing organization-wide training programs. d. Assisting in the development of MIS plans, policies, priorities and resource allocations. e. Developing strategies for creating and maintaining effective user groups and for approving user group participation plans as developed by each site system administrator. e. Selecting a Chair to facilitate group meetings and to serve on the MIS Steering Committee. 2. Membership. This group is composed of all system administrators as well as the wide area network administrator and the Information Systems Coordinator. 3. Meetings. The System Administrators Group will meet as necessary to fulfill its responsibilities. With the concurrence of their department head, other employees interested in these issues are welcome to attend these meetings and offer their comments and advice. Agendas and other meeting materials will be distributed to MIS Steering Committee members as well as to any other staff members requesting this information. G. User Groups 1. Responsibilities. A users group for each site will be created with the following responsibilities: a. Working with their site system administrator to ensure that end-user needs are being met. b. Recommending new standards, applications, system changes, or training programs that would improve system performance or staff productivity. C. Advising on the overall implementation and management of organization-wide information systems and services. CL Working with their system administrator in developing strategies for creating and maintaining an effective users group. 2. Membership, Organization and Meetings. The membership and organization of each users group will vary from site to site based on their unique needs and interests. It is the responsibility of each system administrator to develop a plan for creating and maintaining an effective users group at their site. These plans will be prepared with the assistance of the users group; reviewed and approved by the System Administrators Group, and distributed by system administrators to all users at their site. MISUPOLICYMP C � Exhibit__9 Summary of Proposed Changes to the M/S Po/icy Although our current MIS policy has served us well over the past several years, several changes are recommended at this time based on our recent review of this policy. As reflected in the following summary, the primary changes are: ■ assigning responsibilities for preparing, approving, and maintaining a comprehensive, organization-wide MIS master plan ■ formally creating a System Administrators Group ■ strengthening the role of user groups at each LAN site ■ discontinuing the Office Automation Users Group ■ revising the membership on the MIS Steering Committee to reflect these changes Introduction. The introduction has been modified to more clearly recognize: the importance of information technology in achieving our goals of delivering quality service to customers and improving productivity; and the purpose of this policy in establishing a framework that guides our growth and use of MIS resources in accomplishing these broader goals. General Concepts and Framework. Key changes in this part of the policy include recognizing our current goal of completing a priority listing of MIS acquisition within the next year as part of our information systems master planning effort; and noting that the decentralized approach reflected in the policy is consistent with the City's general commitment to maintaining a decentralized approach in managing our support service functions as part of an overall productivity improvement strategy . Roles and Responsibilities. As noted above, most of the significant changes have occurred in this part of the policy summarized as follows for each section: A. City Council and City Administrative Officer Responsibilities for developing and maintaining a comprehensive, organization-wide MIS master plan are added to this section along with the CAO's responsibility for organizing the City's MIS operations. B. MIS Steering Committee 1. Responsibilities have been modified to include approving organization-wide training strategies and coordinating preparation/implementation of the MIS master plan. Except for changes that would have significant organizational or budgetary impacts, responsibility for developing and setting MIS technical standards is delegated to the System Administrators Group. 2. Membership on the committee is changed as follows: a. A representative from Administration is included rather than specifically identifying the Assistant CAO. b. Management Team representation on the Committee is expanded from two members to three members. We believe that one of the key reasons for our success in improving MIS operations organization-wide has been the direct involvement of senior management staff from throughout the organization in setting standards and advising on priorities in our use, management, and acquisition of MIS resources. This change strengthens this involvement. C. As discussed in greater detail below, a new group (System Administrators Group) is being formed and the Office Automation Users Group is being discontinued. The Chair of the System Administrators Group is included on the MIS Steering Committee to reflect this change. The revised policy also makes it clear that committee meetings are open to all interested staff members who wish to offer their comments and advice on MIS-related matters. 'L p e—T�O C. Department of Finance Responsibilities have been modified to include administering the wide area network, which was recently added to the City's MIS operations. D. Operating Departments No changes are recommended in this section - responsibilities remain the same. E. System Administrators Responsibilities remain the same. Sites requiring a system administrator have been modified to reflect current circumstances; and language has been added noting that these sites are subject to change over time. F. System Administrators Group Composed of the system administrator for each LAN site as well as the wide area network administrator and the Information Systems Coordinator, this is a new group that - in conjunction with a strengthened users group at each LAN site -replaces the Office Automation Users Group. The system administrators already perform many of these responsibilities on an informal basis; the revised policy simply formalizes them. Additionally, the proposed revised policy makes it clear that group meetings are open to all interested staff members who wish to offer their comments and advice on MIS-related matters. G. User Groups Although the current policy calls for the formation of user groups at each site, this is one area where implementation can be improved. Accordingly, the proposed policy strengthens the role of site user groups, and assigns them the following responsibilities: 1. Working with their site system administrator to ensure that end-user needs are being met. 2. Recommending new standards, applications, system changes, or training programs that would improve system performance or staff productivity. 3. Advising on the overall implementation and management of City-wide information systems and services. 4. Working with their system administrator in developing strategies for creating and maintaining an effective users group. As noted in the proposed policy, the membership and organization of each users group will vary from site to site based on their unique needs and interests. It is the responsibility of each system administrator to develop a plan for creating and maintaining an effective users group at their site, which will be prepared with the assistance of the users group and reviewed and approved by the System Administrators Group. Office Automation Users Group. One of the key changes reflected in the proposed revision is discontinuing the Office Automation Users Group, which was composed of all system administrators along with one representative from each department without an employee designated as a system administrator. We believe that formalizing the role that system administrators already perform in resolving technical issues and recommending standards along with strengthening the role of site user groups will better support the City's information systems and the users that they are intended to serve.