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Home My WebLink About2021-08-23-minutes-it-study-session 2021-08-23 Minutes 1 Information Technology Commissioners’ Minutes Kittitas County, Washington Commissioners’ Conference Room Regular Meeting Monday 11:00 AM August 23, 2021 Board members present: Chair Brett Wachsmith, Vice-Chair Laura Osiadacz Board members absent: Commissioner Cory Wright Others: IT Director Jim Goeben, Communications Director Carly Brettmann Regular Meeting Information Technology Meeting called to order at 11:00 AM. Approve IT Project Acceptance Process as Recommended by the IT Committee The board considered the process recommended by the IT Committee and directed Mr. Goeben implement the process. Sign .gov Registration Letter There was discussion of the security advantages to using the .gov TLD as it is restricted solely to US- based government organizations and publicly controlled entities. There was also discussion of the change in domain name coinciding with county rebranding efforts being led by Director Brettmann. The board voted to authorize the chair’s signature on the .gov registration letter and for IT and Communications to move forward with the change in domain names. Emergency Medical Services Computer Rotation The board approved providing the two county employees in the EMS with computers and monitors as part of the Computer Rotation Internal Services fund. Staffing There was discussion of the increasing use of IT services and the backlog of requests for support and projects. The board approved adding a Service Desk Specialist position in IT to begin October 1, 2021. The board also approved adding an Application Developer position to begin October 1, 2021, if the Auditor agreed to fund the position. Executive Session – Security of Information Technology RCW 42.30.110 (1.a.ii) To consider, if in compliance with any required data security breach disclosure under RCW 19.255.010 and 42.56.590, and with legal counsel available, information regarding the infrastructure and security of computer and telecommunications networks, security and service 2021-08-23 Minutes 2 Information Technology recovery plans, security risk assessments and security test results to the extent that they identify specific system vulnerabilities, and other information that if made public may increase the risk to the confidentiality, integrity, or availability of agency security or to information technology infrastructure or assets. The board went into executive session for 10 minutes. No action was taken. Meeting adjourned at 11:30 AM. Kittitas County Commissioners Information Technology Director Kittitas County, Washington _______________________________________ _______________________________________ Jim Goeben, IT Director Brett Wachsmith, Chair Page 1 of 2 IT Project Acceptance Kittitas County Information Technology Project Request Title: IT Project Acceptance From: IT Committee, Jim Goeben, IT Director To: Board of County Commissioners Date: August 6, 2021 Description: County-wide process for requesting and recommending board approval and budget funding for technology related projects Type of Request: Value add (process improvement, business opportunity) Background The Board asked the IT Committee (ITC) to recommend a process in which department heads and elected officials (DH/EOs) would submit a hardware/software project request to the IT Committee as part of the annual budget process, for consideration and recommendation to the Board. Recommendation As part of the annual budget process, DH/EOs would complete a revision of the current Budget Request Form for Information Technology (https://camas-net.co.kittitas.wa.us/au/budget/request.aspx) for: • All non-consumer off-the-shelf (non-COTS) software (all software that requires configuration, integration, contract, etc.) • All technology hardware (Wi-Fi access points, servers, switches, etc.) • All technology projects where the estimated IT resource need is greater than 40 hours Process 1. DH/EO submits the Budget Request Form, including their ratings and comments 2. IT reviews the form, adds its ratings and comments, then sends the form to the ITC 3. ITC reviews the form, updates IT’s ratings and comments, and drafts a recommendation for the BoCC (recommended, or not recommended) for the budget year, then sends the form to the requesting DH/EO for their review 4. DH/EO can appeal the rating to the ITC or allow it to proceed to the BoCC 5. The BoCC receives the recommendation and rating from the ITC and approves or denies the budget allocation Outside of the annual budget cycle, the same process occurs but the ITC recommendation is taken to BoCC by the IT Director in an IT Study Session. Page 2 of 2 IT Project Acceptance Rating System Prioritization Considerations Description Answer Rating Factor Security/liability risk Necessary to close a security gap, e.g., software end of support Yes/No/Text -10 to 10 1 Statutory or regulatory requirement RCW/law or regulatory agency required software or function Yes/No/Text 0 to 10 1 Adds public facing services New services or transparency to the public Yes/No/Text 0 to 10 0.8 Improves public facing services Improving services or transparency to the public Yes/No/Text 0 to 10 0.7 Improves efficiencies of dept Streamlines or reduces waste of internal procedures, # of staff Number/Text 0 to 10 0.7 Improves efficiencies of multiple dept Efficiencies of one, multiple, or enterprise, # of dept Yes/No/Text 0 to 10 0.7 Have you analyzed your processes Are you trying to solve a process problem with technology Text 0 to 10 0.7 Effect on maintenance and operation Reduces maintenance and admin of existing systems Yes/No/Text -10 to 10 0.6 Replacing legacy application An application no longer maintained/current, e.g., Cashtax Yes/No/Text 0 to 10 0.5 Critical service What is your non-tech backup process when tech fails Text 0 to 10 0.5 Improves services to employees Central Services Yes/No/Text 0 to 10 0.5 Funding will be lost? Grant Yes/No/Text 0 to 10 0.4 What is the cost of waiting? Text 0 to 10 0.4 Other Explain (include rank of all dept projects) Text N/A Cost Number/Text N/A Facilities impact Changes to network cabling, electricity, etc. Text N/A IT’s Considerations Savings of in-house over 3rd-party Trades cost of COTS or vendor app Yes/No/Text -10 to 10 0.5 Supporting legacy applications Investing in technology going away soon Yes/No/Text -10 to 10 0.5 Other Explain Text -10 to 10 0.5 Network resources available Compute, store Yes/No/Text N/A Cost Number/Text N/A IT resource hours required Number N/A Total possible points: 10 Board Direction Date to the board: 8/23/2016, 11am Approval: Approved Denied Revised g:\1 agency management\1.01 administration\project files 6ytan gs50-06f-03\it project management\it project acceptance.docx Sa` pScpDES. TO Kittitas County, Washington BOARD OF COUNTY COMMISSIONERS District One District Two District Three iTns cN rti Cory Wright Laura Osiadacz Brett Wachsmith August 23, 2021 Gov Domain Registration c/o Verisign, Inc. 12061 Bluemont Way Reston, Virginia 20190 To the .gov Program: As authorizing authority for Kittitas County, Washington, I request that responsibility for the domain name kittitascounty.gov be delegated to my municipality. The domain kittitascounty.gov will be used as the official internet domain for county internet presence and email communications. In order to obtain and maintain kittitascounty.gov, Kittitas County will meet the general and specific requirements for federal agencies, found at https://home.dotgov.gov/registration/requirements. The following will be listed as contacts for kittitascounty.gov, which Kittitas County will keep up to date in the .gov registrar. Administrative contact: Jim Goeben IT Director 205 W 5th AVE STE 13 Ellensburg WA 98926 509-933-8283 jim.goeben@co.kittitas.wa.us Billing contact: Doug Fessler Network Administrator 205 W 5th AVE STE 13 Ellensburg WA 98926 509-933-8287 doug.fessler@co.kittitas.wa.us Kittitas County Courthouse• 205 West 5°iAvenue,STE 108 Ellensburg,WA 98926 509)962-7508 •FAX(509)962-7679 www.co.kittitas.wa.us Technical contact: Matt Jenkins System Administrator 205 W 5th AVE STE 13 Ellensburg WA 98926 509-933-8286 mattjenkins@co.kittitas.wa.us Security contact: it operations@co.kittitas.wa.us I understand that if I wish to retire kittitascounty.gov, I must submit a written request to registrar@dotgov.gov. Sincerely, low Brett achsmith Board of County Commissioners Chairman Kittitas County Courthouse• 205 West 5th Avenue,STE 108 Ellensburg,WA 98926 509)962-7508 •FAX(509)962-7679 www.co.kittitas.wa.us