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Home My WebLink About04.a. Review Information Technology and Operations Technology (IT/OT) Strategic PlanPage 1 of 12 Item 4.a. F__1_448�411C_S0 October 11, 2023 TO: ADMINISTRATION COMMITTEE FROM: CHARLES MALLORY, INFORMATION TECHNOLOGY MANAGER REVIEWED BY: PHILIP LEIBER, DEPUTYGENERAL MANAGER -ADMINISTRATION ROGER S. BAILEY, GENERAL MANAGER SUBJECT: REVIEW INFORMATION TECHNOLOGYAND OPERATIONS TECHNOLOGY (IT/OT) STRATEGIC PLAN The Information Technology/Operational Technology (IT/OT) Strategic Plan was prepared by SDI Presence, LLC (SDI) and Brown & Caldwell (BC) for Central San. The IT/OT Strategic Plan scope included Central San's use of information technology to support both its administrative and operational business processes. With the transformation of information technology from a "back -office" productivity tool to a mission -critical, public -facing component for the delivery of information and services, IT strategic planning is no longer just about information technology, but rather, must also address how organizations, such as Central San, can: • More agilely respond to new and changed requirements. • Align IT directions and priorities with organization directions and priorities. • More effectively manage their total cost of ownership for information technology in the face of limited budgets. • More effectively manage the allocation of limited user and IT resources. • Derive greater value for their investments in information technology. • Better leverage information technology to optimize the ability of Central San to serve the community. • Obtain greater value for its investments in information technology. In the first phase, the SDI/BC team prepared a holistic assessment of Central San's current use of information technology in support of its administrative functions (budgeting, finance, and payroll), and operational functions (planning, management, and monitoring of the treatment plant and collection systems), the challenges that the District is experiencing, and opportunities to use information technology to improve the delivery of services to Central San's internal user and the public. Based on the activities performed during that assessment, the SDI/BC team delivered two key reports that document Central San's current information technology environment. The Business Opportunities Report provided information for Central San regarding opportunities to utilize better its existing portfolio of enterprise, business, and operational applications. The IT Services Alignment report provided information for Central San regarding the delivery of IT services to its users. Both reports provided findings and actionable recommendations for the District. Based on the information provided in the Business Opportunities and IT Services Alignment reports, the SDI/BC team developed a portfolio of proposed projects to be considered in the Technology Strategic October 11, 2023 Special ADMIN Committee Meeting Agenda Packet - Page 41 of 54 Page 2 of 12 Plan, which provided key metrics for each project, including descriptive information about the project, range of cost, estimated business value, estimated level of risk, and estimated level of effort. The project portfolio was reviewed with staff and revised as needed prior to a Project Prioritization Workshop with the consultant and staff. The final phase in the development of the Technology Strategic Plan included a workshop for Central San's management team in which the SDI/BC team worked with the participants to arrive at a consensus regarding the District's most critical operational priorities, what the information technology needs are, and to shape the plan for responding to them. As a result of the aforementioned activity, five roadmaps by project type were also created for tactical use, and they are as follows: 1. Supervisory Control and Data Acquisition (SCADA) 2. Enterprise Assess Management (EAM) 3. Graphical Information System (GIS) 4. Business Intelligence (BI) 5. Cybersecurity Those roadmaps serve as the overall header/grouping for sub -projects, which are further prioritized into categories 1,2,3, with "1" representing most important. The attached presentation provides an overview of the process used to develop the Information Technology/Operational Technology (IT/OT) Strategic Plan, and a summary of the key project roadmaps listed above. Strategic Plan re -In GOAL ONE: Customer and Community Strategy 1— Deliver high -quality customer service GOAL SEVEN: Innovation and Agility Strategy 1 - Leverage data analytics to become a more efficient utility, Strategy 2 - Implement organization -wide optimization, Strategy 3 - Be adaptable, resilient and responsive ATTACHMENTS: 1. Presentation October 11, 2023 Special ADMIN Committee Meeting Agenda Packet - Page 42 of 54 Page 3 of 12 Attachment 1 k SDI 1 5 D 1 P R E s E n c E L E C Central SAN IT/OT Strategic Plan Project Review N October 11, 2023 f Yadvisory services. technolo9Y imylemenCation. managed services. 1 1 • IT/OT Strategic Plan Methodology • High-level Review of Documents • SWOT • Next Steps 2 October 11, 2023 Special ADMIN Committee Meeting Agenda Packet - Page 43 of 54 1 Page 4 of 12 Development of the IT/OT Strategic Plan IT/OTStmtegic Plan Development I IT/OTStmtegic Plan Implementation Where are we now? How can we get there? How do we implement the plan? Where tlo we need to o? O BI, MM, GIS, S DA SMART Utilky Securky O currentRNource WNbhopa& Roedmep Cemmkmenh EnaMirs Rudml aps DINdN T hods Roadmap ❑ ENimated ProjeN ficbrs Pdodeea Renurce aba Re9uiremenb ❑ Project Dependencies ProjeN "Blue Wall" Devebp Dherten Develop Finalize Upd— R/OT Project Central5an Preliminary ProjeN IT/OT Strata®c IT/OT AYeumeK Prioritization ReNew IT/OT Portfolio plan Wakplana W«kshop WNkplana Buda. RlWNb Budnw R/OTu ProjaN "&uewdl" ReaoKa OpportuWex Mg. —Report Portfolio Prole.S h dine Sdreduh Plen Sbtur Avdabllky DmR&Final—ft&Fi-I DrakB Final Lgend �ILIO sd�prezence.cam 14 October 11, 2023 Special ADMIN Committee Meeting Agenda Packet - Page 44 of 54 Page 5 of 12 Project Deliverables ❑ Voice of the Customer Survey Report - April 5, 2022 ❑ Business Opportunities Report - August 12, 2022 ❑ IT Services Alignment Report - September 15, 2022 ❑ IT/OT Strategic Plan - August 14, 2023 ❑ Tactical Roadmaps • Network Security - March 16, 2023 • SMART - March 15, 2023 • Geographic Information System (GIS) -July 19, 2023 • Enterprise Asset Management (EAM) - July 19, 2023 • Business Intelligence (BI) - July 19, 2023 • SCADA - July 19, 2023 October 11, 2023 Special ADMIN Committee Meeting Agenda Packet - Page 45 of 54 3 Page 6 of 12 Voice of the User Survey 0—dort ea wore SDI r°'get ❑ Level of participation: 106 How satisfieA .myo. .10the me had used so eporti55uMm Ror revues 17 mrvi[es from 1 98 ✓ responses out of 375 employees — Pr 0lseamti'fieA arcyau with the tinxhtakes lTmreso"`or correct your 97 85 ✓ 28 / How saisfied arc you with rfs c°mmunira[ionsthmugh the cou0leshooung process? 98 BS ✓ Haw satisfied amyau withtherimeiness and corhAteh— rOoffowupl che& bark on the mr ice provided? y7 BS ✓ Haw satisfied with the OhhrRs network annatusty? 98 s5 ✓ ❑ Overall level of satisfaction with IT How Msfietl are you with the speed of the Ui-tf, Interact? 96 85 Support = 99 % Haw satisfied are you whit ITs wntml of III— and umvamed e-mail? 97 90 ✓ h--i,fied am with 1T5 mmmuhitaftns on —outages and upcoming mainienana? ✓ How Mitred are you WM the um 0Zbm. WirNl,S, andfarfemaie a—,, verage, and availnhifRy in the n-in? 94 7' ✓ Haw Saisfied are you wM the training you received for [emol 5an's business appnubons? 85 75 ✓ Haw sethfled are you with 17's—val of rhaimm and prevention of viruses? Wo 90 ✓ How --fed are you With 17s ahiliryxG remver a lost file or recover damaged filW 98 85 ✓ How 5atisfed are you wM the 015 apphotions and ma ps provided by the Or SbiR? '� 75 ✓ Haw satisfied are you with the GIs suppon you race"e? 97 75 Haw Satisfied arc you wM lT staffs understand og of the Dmurs N.h.s objectives? 92 75 ✓ How satisfied arc you with 17 staffs unde—W hq or your department's89 business operations? 75 ✓ Haw sa[isfied are you wM the UiS[fi[YSttNnol°gy planning effort _ 85 fi0 ✓ Haw satisfied arc you wM the —all support you receive hom IT? 99 f6 ✓ Central SAN's Conformance to the IT Best Practices Conformance to IT Best Practices Public -Sector Average SDI Target ° IT Governance 261 2022 1 G Service Delivery 2015 2D22 1 ti ; m H Business Applications 2D15 2D22 1 Infras[ruc[ure 2D22 C 0 c Security / Information 2D15 E Protection 2022 O 2015 IT Administration 1 2022 Average Conformance 202252 Maturity Levels � atea�ivet!Ep o sp zp E Less Agile More Agile -3� %of IT Best Practices Conformance ❑ Assessment based on SDI's model for IT Best Practice conformance October 11, 2023 Special ADMIN Committee Meeting Agenda Packet - Page 46 of 54 4 Page 7 of 12 Central SAN's Conformance to the OT Best Practices Conformance to Operational Technology Best Practices lllllllll�lllllllll�lllllllll�lllllllll�lllllllll�lllllllll�a�■ IIIIIIIII�IIIIIIIII� IIIIIIIII�IIIIIIIII� IIIIIIIII�IIIIIIIII� IIIIA Average Conf—ance ��teg�ated ❑ Assessment based B&C's experience in working with similar organizations Central SAN's Conformance to GIS Best Practices Conformance to GIS Best Practices Average Conformance r Integrated ❑ Assessment based on URISA's GIS Capability Maturity Model (GISCMM) 10 October 11, 2023 Special ADMIN Committee Meeting Agenda Packet - Page 47 of 54 5 Page 8 of 12 SWOT Analysis Present Use of Future Use of Information Technology Infonnation Technology ead To I Opportunities I I I I I Weaknesses ead To 11 ❑ Reviewed separately for IT and OT ❑ Primary objectives are to: ✓ Leverage strengths ✓ Remediate weaknesses ✓ Mitigate threats ✓ Realize opportunities SWOT Analysis — Key IT Strengths, Weaknesses, Opportunities & Threats Strengths: ■ Since the completion of the 2015 IT Master Plan Central SAN has made considerable progress in improving the staffing and performance of its IT organization and this is reflected in a high level of user satisfaction with the services provided to them. Weaknesses: ■ Central SAN has yet to implement a sustainable approach to the enterprise governance of information technology. Central SAN has experienced challenges in the implementation of the Oracle Fusion Cloud ERP solution. ■ The continued retention and storage of hard -copy documents. Opportunities: ■ Full and more effective use of Oracle Fusion Cloud ERP. ■ Increased efficiencies through the continuing adoption of digital documents and automated workflows and the digitization of hard -copy documents. Threats: ■ Increased cost of ownership for information technology without realizing increased value for these expenditures. ■ Limited ability to agilely respond to new and/or changed requirements. 12 October 11, 2023 Special ADMIN Committee Meeting Agenda Packet - Page 48 of 54 6 Page 9 of 12 SWOT Analysis — Key OT Strengths, Weaknesses, Opportunities & Threats ■ Working toward standardization of the plant and collections pumping station electrical switchgears, MCCs, VFDs, PLCs, PLC 1/0, and networking equipment. ■ Awareness of "smart utility," with several initiatives in progress. ■ Strong GIS program. ■ Lack of documented plans for GIS and SCADA. ■ Lack of proper utility billing system and delays in the completion of the Permitting solution. ■ The Dynac SCADA and Dynac Historian applications are approaching obsolescence and have limited support Opportunities: ■ Standardize SCADA on one product, one implementation. ■ Modernize the data historian to support sharing of data from SCADA with IT systems to improve staff efficiencies. • Modernize the plant control room. ■ Staff members nearing retirement will limit Central SAN's ability to support operational applications and sustain operations. 13 14 October 11, 2023 Special ADMIN Committee Meeting Agenda Packet - Page 49 of 54 Page 10 of 12 Detailed Project Planning How do we implement the plan? I ❑ aIEAMGIS.SGUA I I I ❑ Funent Respmce SpeciaDxed New [ommir m Enabl'ng I Roadmaps District Technplo- I ❑ Fslima[ed PrOien Resnwre Fattori I I PlgrllllE Gies I I Requiremenss I I ❑ Pralea pepenaenFes i Project Develop Charters I Central San RIOT Strategic I Preliminary Update Review Plan Development I RIOT I WorkDlans Wndwlans Bpd¢el I I I Reques is I I Completed Project RJOT Strategic I I Mpiect Resource I I I Bchetlule Plan I Status AvaiWbRitT I OnRinnN I I I I I I I L I I I I I I __—I 15 Magnitude of Effort ❑ IT Strategic and SMART Utility - 35 projects ❑ OT Strategic and GIS - 27 projects ❑ IT Tactical Projects including foundational - 22 projects ❑ OT Tactical Projects including foundational - 31 projects IR October 11, 2023 Special ADMIN Committee Meeting Agenda Packet - Page 50 of 54 8 Page 11 of 12 Magnitude of Estimate Cost (This is a budget estimate of the total effort and is not a request for additional funding. The majority of the resources are budgeted.) USBI T 60 2.5 1.25 $ 1,283,000 EAM 18 0.25 0.5 $ 439,250 CADA 75 0.3 0.75 $ 2,812,500 1 k BI 33 3 3.5 $ 3,175,000 EAM 45 1.75 1.5 $ 1,361,500 GIs 57 2.2 4.5 $ 3,104,250 SCADA 75 3.1 5,15 $ 10,255,100 1 10.051 BI 36 3 4 $ 1,661,000 EAM 63 4.75 5.75 $ 2,645,000 GIS 36 0.65 1.35 $ 564,325 SCADA 66 0.7 3 $ 6,32-0,750 k11,191,075 EAM 21 0.75 0.75 $ 699,000 SCADA 60 0.8 2 $ 3,299,000 111 Grand Total 645 23.75 34 $ 37,619,675 mil, 17 Current Status of Projects and Recommendations ❑ Key IT/OT Strategic projects • IT/OT Governance structure implemented • Oracle ERP implementation and improvement on -going • OT Network improvements underway • Initial phases of SCADA project started • Oracle Permits system being developed • Detailed project charters and implementation plans being created 18 October 11, 2023 Special ADMIN Committee Meeting Agenda Packet - Page 51 of 54 9 Page 12 of 12 IT/OT Strategic Plan and Roadmap Enablers ❑ IT/OT Governance (Collaboration & Communication) ❑ Project Charters • Scope and Objectives • Critical Success Factors • Cost • Resource Requirements • Schedule ❑ Organizational Change Management ❑ IT/OT Resources to meet new requirements and increased expectations • Project Management • Technical Resources • IT/OT support organizations restructuring (Response and Agile) ❑ Budget 19 C2 - t, o� `►`,Qr$°�At`°N ��C�� V �S� p� � EP 20 October 11, 2023 Special ADMIN Committee Meeting Agenda Packet - Page 52 of 54 10