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Home My WebLink About2016-11-28-minutes-it-study-sessionCOMMISSIONERS' MINUTES KITTITAS COUNTY, WASHINGTON BOCC CONFERENCE ROOM REGULAR MEETING – IT STUDY SESSION Monday 11:00 am November 28, 2016 Board members present: Chair Obie O'Brien, Vice-Chair Paul Jewell, Commissioner Laura Osiadacz Others: Jim Goeben, IT Director; Andrew Drain, Application Development Manager; Judy Pless, Budget and Finance Manager; Kay Kresge, Financial Analyst Regular Meeting Commissioners Call to Order: 11:00 AM IT Budget for 2017 Mr. Goeben reviewed the draft IT budget. There was discussion about the status of Laserfiche implementation, network penetration testing, fiber optic communication coverage, participation in the City of Ellensburg’s Metropolitan Area Network, employee training, and VOIP testing. Commissioner O’Brien encouraged IT to give priority to investigating VOIP and potential cost savings county-wide. Board direction: The board asked for a demonstration of how Laserfiche is being used by all departments. Fairpoint Service Agreement Mr. Goeben requested the chair sign a FairPoint Communications Customer Service Agreement to upgrade internet connectivity. Board direction: Chair O’Brien signed the agreement. Budget Amendment for Streaming Agenda Sessions to the Internet Mr. Goeben requested the board authorize a budget transfer of $13,256 from 001-1751001 Salaries to the following general leger codes to cover the costs of the equipment and services to provide streaming video and storage of public meetings: 001-6053563 Minor Computer Equipment (Rotation) $2,519.14 001-1753115 Operating Supplies $612.36 001-1753563 Minor Computer Equipment $5,324.49 001-1754915 Computer Software Subscription $4,800.00 Board direction: The board approved transferring $13,256 from 001-1751001 Salaries as requested. Computer Replacement Internal Services (CRIS) Fund Mr. Goeben provided the board the CRIS Implementation Plan. He explained he met with all department heads and elected officials and incorporated their feedback. Board direction: None. Adjourned: 11:55 AM KITTITAS COUNTY COMMISSIONERS KITTITAS COUNTY, WASHINGTON _______________________________________ _____________________________________ Jim Goeben, IT Director Obie O'Brien, Chairman Page 1 Kittitas County Computer Replacement Internal Service Fund Implementation Plan November 28, 2016 Purpose The Computer Replacement Internal Services (CRIS) fund pays for the purchase, build, and maintenance of replacement county computers (desktops, laptops, and tablets) and monitors. Objective The fund will allow regular replacement of county computers and monitors to ensure low maintenance and operations costs while providing modern efficient equipment for use by county staff. Funding Annually the general fund will contribute $75,500 to the CRIS fund for replacement of general fund computers and monitors, and departments will pay replacement fees to the CRIS fund for use of non‐ general fund computers and monitors. Prior to the beginning of each fiscal year, departments will be invoiced replacement fees for non‐general fund computer and monitor use based on their current use. Payment will be made in January. All departments will pay for the purchase of equipment that increases the CRIS inventory (e.g., for a new position). Replacement fees for non‐general fund equipment will be invoiced in the subsequent year. Revenue from the sale of surplus computers and monitors will be added to the CRIS fund. Authority Annually the IT Director will review the fund balance and fee structure and, if appropriate, propose changes to the IT Committee for consideration and recommendation to the BOCC for approval. IT will purchase and manage the inventory of all county computers and monitors as directed by the IT Director. Rates General fund contributions and non‐general fund fees will reflect actual equipment expenses for the use and replacement of computers, monitors, and maintenance/accidental damage coverage, plus a replacement factor to cover computer parts, repair costs, deployment software, and test equipment. In order for the fund to have sufficient money to cover costs, the rates in the first 4‐6 years will be slightly increased. After the fund has matured the rates will normalize. The alternative for starting the internal services fund was to charge full replacement costs plus a rental fee in the first year. Since that would have a bigger impact on department budgets, the board chose to adopt an increased initial fee structure. Page 2 Inventory Loaner laptops and spare desktops will be maintained by the IT Department. Loaner laptops will be available for staff to check‐out for events (travel or meetings). If a computer is needed for a temporary project of less than 6 months, the IT Director may authorize use of a loaner/spare; otherwise the loaner/spare computer must be rented for a minimum of 1 year. If a computer is needed longer than two years it must be purchased to increase the CRIS inventory. In January 2017, all computers and monitors will be transferred from each department to the CRIS inventory. Equipment Each user having a need for a computer will receive equipment appropriate to their duties. IT will consult with users and DH/EOs to make this determination. There will be one right‐sized system per user, whenever possible. Standard equipment combinations:  Desktop computer with one monitor (or 2 depending on monitor size and need; additional monitors may be rented if required), or  Laptop computer with docking station and monitor, or  Tablet computer with docking station and monitor Non‐standard equipment may be coordinated with the DH/EO and billed accordingly. Additional equipment internal or external to the computer will be purchased by the DH/EO and may be retained by the DH/EO. Only computers, monitors, and network equipment purchased by IT may be connected to the network or a computer connected to the network. Departments/offices/others may not purchase this equipment and connect it to the network or a computer connected to the network. Computers and monitors provided to the county by a third party must be pre‐coordinated through IT before they may be connected to the county network or a computer connected to the network. Only IT staff and the Sheriff’s LET may open a computer. Rotation Rotation schedule:  Computers – every 4 years  Monitors – minimum of every 6 years No equipment will be used after the rotation schedule unless authorized by the IT Director. Shorter rotation schedules may be coordinated with the DH/EO and billed accordingly. Page 3 Departments are expected to use the equipment deployed to their staff for the entire rotation schedule. If staffing levels or job duties change resulting in a change of equipment requirements, IT will work with the DH/EO to make appropriate changes to the equipment. When a computer or monitor is no longer needed by a department or has reached the end of its life cycle, it must be returned to IT and become part of the CRIS inventory. The department shall not be reimbursed from the fund for surplus value or unused replacement fees. Grant funded and gifted equipment, unless required otherwise by contract, will have the same rotation schedule applied to them. When they have reached their rotation schedule, the DH/EO will replace the equipment with other grant funded or gifted equipment, purchase a replacement which will become part of the CRIS inventory, or release the equipment to IT. All equipment that reaches its rotation schedule will be returned to IT and become part of the fund inventory, or processed according to the grant. Custodian Responsibilities As custodians of the equipment, employees will have specific responsibilities for the equipment under their care.  Communicate any known requirements for equipment to their DH/EO and IT at the time of rotation to ensure appropriate equipment is selected  Notify IT via service request of any change in their requirements, equipment malfunction, suspected malware, or needed change in location of the equipment History To view the project development history and analytics in the report to the BOCC, contact the IT Director. BOCC project approval is available online. File location: g:\projects\cris fund\cris implementation plan.docx