HomeMy WebLinkAboutCAPITAL PROJECTS ACTION SUMMARY 03-18-09~l Central Contra Costa Sanitary District
CAPITAL PROJECTS COMMITTEE
ACTION SUMMARY
Chair McGill
Member Lucey
Wednesday, March 18, 2009
3:00 p.m.
Third Floor Executive Conference Room
Central Contra Costa Sanitary District
5019 Imhoff Place, Martinez, CA
PRESENT: Mike McGill, Jerry Lucey, Ann Farrell,
CALL MEETING TO ORDER
Chair McGill called the meeting to order at 3 p.m.
*2. OVERVIEW OF DRAFT FY 2009-10 CAPITAL IMPROVEMENT BUDGET/2009
CAPITAL IMPROVEMENT PLAN AND CASH FLOW ANALYSIS -Farrell
Ann Farrell presented the overview. Member Lucey asked if there was an
alternative plan in the event the proposed $70 sewer service charge increase is
not approved. Staff responded that there is no alternative plan at this time, but
one can be developed. Staff is closely tracking the project bids and this maybe
a way to respond to reduced revenues, if projects come in more than 20% below
fhe Engineer's Estimate, which is the basis of the current plan.
Member McGill had had a number of questions and comments on the
documents, to which staff responded.
COMMITTEE ACTION: Received the report.
*3. REVIEW OF 2009-10 INFORMATION TECHNOLOGY PLAN -Greenawalt
Mark Greenawalt presented the 2009-10 /T Plan.
COMMITTEE ACTION: Received the report.
(925) 228-9500
www.centralsan.org ®Recycled Paper
*4. REVIEW OF 2009-10 EQUIPMENT BUDGET -Department Directors
Department Directors presented information on equipment requested for 2009-
10. Chair McGill asked whether the $5, 000 limit could be raised in the future.
Ms. Farrell responded that she would research the matter and provide
information to the Board.
COMMITTEE ACTION: Received the report.
5. REVIEW OF MAJOR PROJECTS PLANNED FOR FY 2009-10 -Pilecki & staff
Mr. Pilecki provided an overview of major projects planned for 2009-10.
COMMITTEE ACTION: Received the report.
6. REVIEW OF FY 2009-10 CAPITAL IMPROVEMENT PROGRAM EXECUTIVE
SUMMARY -Farrell
Ms. Farrell provided an overview of the Executive Summary.
COMMITTEE ACTION: Received the report.
7. ADJOURNMENT - at 4:30 p.m.
* Attachment
2.
Fiscal Year 2009-10 Capital Improvement Budget
Capital Program/
Sub ro ram Planned Expenditure
For FY 09-10
Treatment Plant Program $13.8 million (34%)
Regulatory Compliance/Planning $ 3.9 million
One-Time Renovation $ 6.9 million
Recurring Renovation $ 2.7 million
Expansion/Capacity Improvements $ 0.1 million
Other Miscellaneous Projects $ 0.2 million
Collection System Program $15.2 million (38%)
Renovation $ 9.9 million
Regulatory Compliance/Planning $ 0.3 million
Expansion/Capacity Improvements $ 3.8 million
Pumping Stations/Force Mains $ 1.1 million
General Improvements Program $10.6 million (27%)
Vehicles and Equipment $ 1.0 million
Management Information Systems $ 0.8 million
CSO Facility Improvements $ 7.5 million
All Other $ 1.3 million
Recycled Water Program $ 0.6 million (1%)
Total $40 million (100%)
Table 2: SEWER CONSTRUCTION FUND REVENUES AND EXPENDITURES
A summary of projected FY 2009-10 Capital Improvement Program revenue and expenditures is
presented below:
Revenues
Facilities Capacity Fees
Pumped Zone Fees
Interest
Ad Valorem Taxes
Sewer Service Charges'
Reimbursements from Others:
City of Concord
Recycled Water Sales 2
Per CIB Budget
$ 5,298,000
825,000
556, 000
8, 200, 000
4,870,000
Alhambra Valley
Developer Fees, Charges, Other
Total Revenues2: $
Expenditures
Treatment Plant Program $
Collection System Program
General Improvements Program
Recycled Water Program
4, 528, 000
175, 000
359, 000
427,000
25, 238, 000
Adjusted for
Anticipated Bid
Savings in Current
Economy
$ 5,298,000
825,000
556, 000
8, 200, 000
4, 870, 000
13,769,000 $
15,161, 000
10,637,000
550, 000
4, 528, 000
175, 000
359, 000
427, 000
25,238,000
13,069,000
13, 544, 000
9,037,000
550, 000
Total Expenditures $ 40,117,000 $ 36,200,000
A summary of Sewer Construction Funds Available is Presented Below:
Projected Beginning Balance (7/1/09) $ 47,641,000
Projected Revenues 25,238,000
Projected Expenditures (40,117,000)
Projected S/C Funds Available (6/30/10) $ 32,762,000
$ 47,641,000
25,238,000
(36,200,000)
$ 36,679,000
More specific information regarding the revenue and expenditure categories is included in the
Capital Improvement Plan.
' Based on March 5, 2009 Board Meeting Rate Setting Scenarios recommending $10 SSC increase in
2009-10
z Revenue is first recorded in the O&M budget until O&M costs are offset. Any additional revenue will be
recorded in the Sewer Construction Fund.
Residential Unit Equivalents (RUE) Added
(Includes Commercial and Residential)
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2008-09 - - - 2007-08 - - - - - - 2006-07 ~
July Aug Sept Oct Nov Dec Jan Feb Mar Apr May June
2006-07 81 158 85 86 153 106 115 103 219 359 144 138
2007-08 104 137 218 199 121 136 72 94 160 147 79 179
2008-09 97 109 135 52 59 64 64 43
3/5/2009
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Sewer Construction Fund Cash Flow Projection
$1,000
FY
R Expenditures Net
I Fund
'
evenue Treatment
Plant Collection
S stem General
Im Recycled
Water Subtotal ncrease
(Decrease) Balance
(Projected)
09 $25,238 $13,069 $13,544 $9,037 $550 $36,2002 ($10,962) $36,679
10 $28,101 $7,924 $17,024 $10,465 $567 $35,9802 ($7,879) $28,8003
11 $32,736 9,935 $18,156 $8,618 $583 $37,292 ($4,556) $24,2443
12 $31,884 $6,097 $18,839 $2,850 $601 $28,387 $3,497 $27,7413
13 $32,629 $7,449 $19,404 $2,299 $619 $29,771 $2,858 $30,5993
14 $35,142 $8,599 $19,986 $2,351 $638 $31,574 $3,568 $34,167
15 $36,902 $10,486 $20,585 $2,422 $657 $34,150 $2,752 $36,919
16 $67,2614 $20,330 $21,203 $2,482 $683 $44,698 $22,563 $59,482
17 $35,153 $27,299 $21,839 $3,063 $703 $52,904 ($17,751) $41,731
18 $35,385 $12,885 $24,513 $2,613 $724 $40,735 ($5,350) $36,381
Ending fund balance on June 30, 2009 is estimated at $47,641.
2 These numbers have been reduced by 20% for jobs bidding in 2009-10 and by 10% for jobs bidding in 2010-
11 to reflect the current aggressive bid climate.
3 Short- or long-term borrowing may be necessary to meet District cash flow needs.
4 $32,000 from bond proceeds.
with 6-ma review, revised connection data and fees, reduced utility costs and reduced proiect costs
CENTRAL CONTRA COSTA SANITARY DISTRICT
Actual and Prol.ekad Raveta7as end EYaansu
fiscal Years 240F2007 Tftrewyh 2611-2019
• In 5000's sxe ssrvles dap rxp
a • a s• • s s s a
•
s s
Includes Post Em to ment Benefit Assum lions of:5.0 Million - 56.0 MillioNYear a
138:5 minion Debt in 2016.17; et lsrocee~ i32,rr~illion
Actual
»>»»» as»»>»
Actual Projected
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2446.2007 24422444 zoos-zoo9 24942414 24to-zolt 241124>Z 2012-2013 2413-2011 01~±-291 1,41-1,214 z41~1~ z4L73o~4 zg1s
1918
Assum tons: =
Annual Sewer service Cnar9elRDE 181,248 165,895 188,915 187,915 188,915 189,915 170,915 171,915 172,915 173,915 174,915 175,915 178
915
No. o1 New Connections 1,748 1,847 1,020 1,000 1,000 1,000 1,000 1,000 1,000 1,000 1,000 1,000 ,
1,000
-DeM SerWce _ _ _ _ _ _ _ _ _ _ _ -
-oaM 213 242 260 292 292 304 314 328 344 352 370 384 400
-Capdal UpOraderttepecament 78 58 51 29 49 61 59 53 45 45 33 25 -~
Total 289 300 311 321 341 365 373 381 389 397 403 409 415
-Incroese'Mwyeef 4 17 11 10 20 24 e { { { 8 8 8
-Percent lnaeasa each Wr 5.47% 3.N% 3.87% 3.25% 8:2816 T.O4a 219% 1:1194 1.70% i88% 1.81% tA9% 1.1711.
Connection Fea - Grlrvily Zom 389' 824::.,: 41ti1.1 -. b 2N a b{S b {41 { 191 $440` _.. 6r71,y 7,tOQ 7,465 7.{31{ {.211,
Deht Service
Debt Service Revenue 3,882 3,870 3,887 3,860 3,881 3,1157 3,854 7,710 1,781 1,447 1,448 3,041 2
857
Translara (from)AO other tunda) 0 0 0 0 0 0 0
(0)
(0)
0
0
(0) ,
(0)
Debt Service Ezpenas 3'882 3 870 3.887 3.860 3.881 3 5
B 7 8
3.~4 77to 1.384 L9!Z S.i44 3.044 2.47
4 4 4 4 4 4 4 4 4 4 4 4 0
Operations b Maintenance:
Total OperaOnp Revenues 46,000 52,200 58,300 81,900 82,100 85,400 BB,D00 71,100 75,200 77,700 87,900 85,800 88
500
Total OperaBnp Expenses, LESS erwwoPEa 48,900 50,200 53,100 55,200 58,800 59,000 81,900 84,800 88,500 71,800 75,500 79,100 ,
83,700
Rer/rn BeneOfs/OPEB ConMbutlons 5,100 5,000 b,200 5,000 b,500 8,000 6,000 8,000 8,000 8,000 8,000 8,000 8,000
(4,000) (7,000) (2.000) 1,700 200 400 100 800 700 1100) 400 700 1200)
CaPitel:
Total Capital Revenues J8,400 35,400 35,700 25,300 28,200 32,800 31,900 32,700 35,200 37,000 87,300 35,200 35
500
Total CepBal Espenditures 38,700 33,400 41,300 38,200 38,000 37,300 28,400 29,800 71,800 34,200 14,700 53,000 ,
10,800
17.300) 2,000 (5,800) (10,900) (7,800) (4,500) 3,500 2,900 3,600 2,800 22,800 (17,800) (5,700)
Total Revenue Over Expanse (7,140) (1,000) {7_,840) (3,1401 (7600) (4,140) ].800 3.500 1.300 2.700 27.000 117.100) 15,500)
08M Fu1Wa Aveiiable 2008-2007 2
9,800 0072006 2
6,800 0082009 2
4,700 00&2010 z
8,500 oio-zo11 2
8,700 011-2012 2
7,200 012-2013 2
7,300 013-2014
7,800 X02 14-2015
8,500 2015-2018
8,500 2018-2017
8,800 2017-2018
9
500 ~p~~aa~19
9
300
Ce ital Funds Aveilahla 52.1100 53.300 47.700 38.700 28.800 24.300 27.800 ]0 700 34 200 37,OW 59 800 ,
41.800 ,
~4 5~Q
82,800 80,100 52,400 43,200 35,500 31,500 35,100 ]8,500 42,700 15,500 88,100 51,300 45,800
Oed COwrepa 6.58 8.11 5.57 S.M 8.11 7.14 7.17 7.51 2016 1910 18.1.1 9.18 679
OaM PrudaM FuM 6alrce ParuM 2857% 17.72% 11.83% 781% 10.78% 10.71% 10.50% 10.18% 10,44% 1091% 10.32% 10.2]% 1052%
~ Funds Required/Funds Available
i e9,oao
70,000
80,000
,j~7 50,000
F 40,000
r5
a 30,000
O 20,000
10,000
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2u0a-1W] 2607-2668 2008-2008 2009-2010 2010.2011 2071-2012 2012-1017 2017 2014 2014-2015 2015-2018 2018-2017 2017-2018 2018-2019
re.r
' ~°-~~°~Tolal Funtls AvsJahle IDoea Nm InGUde OBEB) - Total Funds Reprsd
The projects submitted for stimulus funding during the preliminary solicitation are:
Project Program Total Project
Cost
Solids Handling Improvements (Bid 2009-10) Treatment Plant $4,470,000
Diablo Sewer Renovations, Phase 1 (Bid 2009-10) Collection System $1,410,000
Pleasant Hill Sewer Renovations, Phase 1
Bid 2009-10 Collection S stem
Y
$1,500,000
CSOD Administration, Crew and Warehouse Facility
Im rovements Bid 2009-10 General
Im rovements $17,725,000
Wet Weather Bypass Improvements (Bid 2010-11) Treatment Plant $3,287,000
Primary Structures Demolition (Bid 2015-16) Treatment Plant $1,474,000
Concord Recycled Water Project Phase 1
Not scheduled or bud eted Recycled Water $4,200,000
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Central Contra Costa
Sanitary District
INFORMATION TECHNOLOGY DEVELOPMENT
CAPITAL IMPROVEMENT BUDGET PLAN
2009 - 2010
TABLE OF CONTENTS
SECTION I: Proposed 2009-2010 IT Development CIB Plan
Executive Summary .............................................................................1
Proposed Budget Summary .............................................................................3
Proposed Projects Summary .............................................................................4
SECTION II: Current 2008-2009 IT Development CIB Plan
Current Projects Review .....................................................................................6
Outstanding Projects Review ..........................................................................7
CIB Budget Summary ........................................................................7
SECTION III:
Potential Future Proiects
Future Projects Summary ...................................................................................8
EXECUTIVE SUMMARY
The proposed Information Technology Development Capital Improvement Budget Plan
will be presented for review to the Capital Projects Committee on Wednesday,
March 18, 2009 and Capital Project Board Workshop on Thursday, April 9, 2009.
This report is divided into three sections beginning with Section I, the proposed 2009-
2010fiscal year budget and projects. Section II reviews the budget, status and
accomplishments of fiscal year 2008-2009 as well as outstanding projects from previous
years, followed by Section III summarizing potential future projects. The presentations
will focus on the proposed 2009-2010 requested budget.
The Information Technology (IT) Master Plan was developed by Information Technology
(formerly Management Information Systems) staff in 2000 to centralize efforts in the
development of computer and telecommunication technology within the District. Input
for the Master Plan was gathered through survey results, management project lists, and
IT staff, along with management and staff focus groups. The Information Technology
Master Plan contains projects and policies that have been applied over time to develop
the District's standards, practices and policies with information technology. The
Information Technology Development CIB was created to provide funding for these
projects.
The Information Technology Development CIB Plan provides direction and flexibility to
meet the District's future information technology needs. Each year, District staff submits
project recommendations, requests and write-ups to the Information Technology
Administrator. The Management team gives their final review of the proposed CIB and
IT projects, providing revisions and recommendations prior to appearing before the
Board of Directors for final review and approval.
-1-
The Information Technology Development CIB Plan is developed to provide funding for
IT projects in the following areas:
• PC Software and Hardware
• Network Infrastructure & Hardware
• Network Software Applications
• Network Security
• Disaster Recovery
• District and Specialized Systems and Applications
• Internet and Intranet Development
• Telecommunications
• Customer Service
-2-
2009-2010 IT DEVELOPMENT CIB PLAN
- Proposed Budget Summary -
Estimated Cost
Project Description (Thousands)
PC Replacement 150
Software Upgrades 50
IT Server Replacement 35
Server Virtualization 40
SAN Expansion 60
Engineering Support Upgrades 100
Emergency Operations Center (EOC) Updates 25
Inventory Scanning System 15
CSO Upgrades 35
Online Bid and Vendor Management 25
Presentation Systems 15
Engineering Asset Management System 25
Online Building Permits 20
Electronic Records & Email Retention policies
consultant 10
Contingency & Project Management
70
Proposed Budget (thousands) $ 675
-3-
2009-2010 IT DEVELOPMENT CIB PLAN
- Proposed Projects Summary -
• PC Replacement
o Four year life cycle replacement of desktop PCs, laptops, LCD flat panel
monitors and desktop printers.
• Software Upgrades
o Windows Server 2008 operating system and user licenses
o SQL Server 2005 and user licenses
o GroupWise user licenses
• IT Server Replacement
o Five year life cycle replacement of network servers that provide various
software applications, database storage, network connectivity, along with
file and print services.
• SAN Expansion
o Storage Attached Network (SAN) cabinet to provide additional disk drive
storage space for TV Inspection video, Arial digital photos, graphics,
online backups, and various databases, operating systems and
applications for server virtualization.
Server Virtualization
o Software technology used to consolidate the District's network servers.
o Server Virtualization improves the network servers' utilization of
resources, reduces the need for single application servers, reduces
downtime providing high-availability and improving disaster recovery
capabilities, while reducing hardware, software licensing, room space and
energy costs.
o Review available solutions such as VMware, Virtual Server, and others.
• Engineering Support Upgrades
o Two high-end workstations for CAD users
o SQL Server 2008 licensing and training
o Mirrored GDI Server for redundancy
o Two high-end laptops to produce stripped down standalone GDI version
for field and emergency operations
o CAD software migration from Micro Station to AutoCAD
• Emergency Operations Center (EOC) Updates
o Acquire 8 laptops with connection to Internet satellite service if District's
network or other services unavailable.
o Acquire 3 wall mounted televisions with connection to TV Internet service.
-4-
• Inventory Scanning System
o Acquire barcode software to interface with Sungard Purchasing and
Inventory Control application, two wireless handheld scanners and
holsters.
• CSO Upgrades
o Upgrade database to SQL Server 2005
o Develop web-enabled Accela for inquiry and entry of data
o Update WinCan Video Viewing Software for TV Inspection video
• Online Bid and Vendor Management
o Acquire Internet Service Provider, such as Planet Bids or BidSync, for
online Bid and Vendor management system used by Engineering and
Purchasing.
• Presentation Systems
o POD Training Room -digital projector in ceiling with VCR/DVD and sound
system.
o HOB 2nd Floor Conference room -digital projector in ceiling.
• Engineering Asset Management System
o Asset Management software tracks the cost of purchasing and
maintaining assets, their condition and age, and acts as a planning tool to
optimize the overall cost of owning those assets to budget for their
refurbishment and replacement.
o Migrate existing NexGen from Internet Service Provider (ISP) to hosting
system in-house and develop interface with MainSaver work order
maintenance system.
• Online Building Permits
o Implement Click2Gov's Online Building Permit application to enable
District's customers to schedule inspections and view inspection results
online.
Electronic Records & Email Retention policies consultant
o Consultant to develop policies for electronic and email records
management in accordance with District's retention schedule.
o Facilitate meeting to develop policies, procedures and implement plan.
o Provide on-site employee training.
• Contingency & Project Management
o Approximately 11 % of proposed budget to fund IT projects that develop
during the budget period.
-5-
2008-2009 IT DEVELOPMENT CIB PLAN
- Current Project Review -
Approved Budget: $690,000
PC Replacement 121 Completed
IT Server Replacement 75 Current
Engineering Support Upgrades 26 Completed
Network Upgrades -Phase 2 50 Current
IBM AS400 Server Replacement 60 Delayed -Winter
2009
LIMS /Electronic Reporting Replacement 125 Delayed -Fall
2009
SAN Addition 60 Delayed -Summer
2009
Remote Access Security 23 Current
SCADA Server Replacement 75 Current
Project Management 20 On-Going
Miscellaneous /Contingency 53 On-Going
• Records Scanner
• POD Training Video Upgrades Completed or near
• Comm. Srvs CD/DVD Duplicator completion of
• Digital Projectors projects listed
• Annex Building Network & Telcomm
• QRe Web Re ortin
-6-
IT DEVELOPMENT CIB PLAN
- Outstanding Projects Review -
(From previous years)
En ineerin Collection S stems La to s 19 Com leted
Network U rades -Phase 1 50 Com leted
Internet Develo ment -Phase 2 58 Com leted
HHHWF Visitor Mana ement S stem 15 Com leted
Board Room & MPR U rades 33 Com leted
Contingency /Miscellaneous 70 Completed
• Quantum Tape Backup System
• Security Camera Video Servers
• Mac Upgrades
• Video Training Upgrades
• AS400 Disk Drive Upgrades
• Sun and HTE HR U rades
Permits Document Ima in Backlo 30 Current
Laboratory Electronic Reporting Upgrade 75 Current -
* Part of LIMS Re lacement ro'ect Fall 2009
MainSaver -Phase 2 10 Dela ed -TBD
Source Control Ins ection Software U rade 25 Dela ed -TBD
Fax Server 10 Delayed -
Under Review
Procurement Card HTE application 20 Delayed -
Under Review
Telephone Management & Accounting 12 Delayed -
S stem Under Review
INFORMATION TECHNOLOGY DEVELOPMENT CIB BUDGET SUMMARY
- As of February 2009 -
Expenditures -Current Year
Remaining Allocated Balance
$ 426
$ 604
Estimated Expenditures -Current & Outstanding Projects $ 572
7-
POTENTIAL FUTURE PROJECTS
TELEPHONE / VOICEMAIL SYSTEM UPGRADES
Requires replacement of telephone and voicemail systems purchased in mid-1990's
due to maintenance costs, growth and obsolete technology. Staff will review Voice over
IP (VoIP) technology that uses existing computer network connections for voice
services. New VoIP systems provide enhanced features such as programmable
telephone sets which can be relocated anywhere on the network without losing its
settings or extension number. These administration features would reduce Information
Technology staff support time while reducing yearly maintenance and change of service
costs. It is advantageous to implementing a new telephone and voicemail system
during the completion of the new CSO facility in Spring 2011.
E-COMMERCE
Online access to District's services increase staff efficiency, provides customer
satisfaction, and streamlines workflow to reduce costs through the use of Internet and
Intranet~technology. Redesign and updates to the District's Internet website
www.centralsan.org were completed in 2008. More online services such as electronic
forms, bidding, vendor information and job applications will be completed in Spring
2009. Future online services, such as Online Building Permits, may be applied to
provide 24 hour customer service.
WIRELESS TECHNOLOGY
Secured wireless technology solutions are in use to expand mobile or remote access to
the District's network and applications. Currently, a wireless local area network is in
place at the Household Hazardous Waste Facility for transmitting visitor information
through handheld devices. In addition, Sprint aircards provide wireless broadband
Internet connection through laptops for field personnel to access the District's network
through a secured encrypted VPN (Virtual Private Network). The Internet firewall will
be updated by Spring 2009 to tighten security access into the District's computer
network, and the Internet service bandwidth will be updated to a 10 mega-bits per
second (mbps) to improve remote access speed.
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DOCUMENT MANAGEMENT & IMAGING SYSTEM ENHANCEMENTS
Review enhancement modules available for Laserfiche document imaging and
management system. With the enhancements of the District's web site and the
document management system, public records are now accessible from the Secretary
of the District's office. Additional modules are available such as Agenda Manager for
on-line agenda creations, Quick Field for automated data entry to the imaging system
through defined forms such as work orders, and Workflow Suite to automate the
paperwork process, approval through electronic signatures and tracking.
DISASTER RECOVERY
Continue review of computer and telecommunication disaster recovery plans and
system redundancy techniques to be used at the District in the event of a major
disaster. Currently, in the event of a disaster, Sungard Public Sector disaster recovery
services will provide Internet access to our financial, permit and land management
information.
Other disaster recovery services are being considered for specialized systems, such as
GIS (Geographical Information System) development of standalone laptops to maintain
a scaled down version of GDI. The GDI laptops will provide field and EOC access to
information in the event of an emergency. In addition, the GDI server will be mirrored
with a secondary server to reduce the possibility of downtime during a hardware failure.
Last year, radio communications were installed in the District's Emergency Operation
Center (EOC) located in the Multi Purpose Room. Future plans to insure
communications in the event of a disaster include the additions of Satellite TV and
Internet services, wall mounted LCD televisions, and computer laptops with wireless
local area network capabilities.
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