IT Governance INFORMATION TECHNOLOGY CITY OF SANTA CRUZ

1 Agenda CULTIVATE INCREASED CONNECTIVITY…OF PEOPLE, TECHNOLOGY AND PROCESSES • Scope

• Choices

• Agendas and 1st Business

INFORMATION TECHNOLOGY 2 CITY OF SANTA CRUZ Scope INFORMATION TECHNOLOGY CITY OF SANTA CRUZ

3 Governance Body CULTIVATE INCREASED CONNECTIVITY…OF PEOPLE, TECHNOLOGY AND PROCESSES

Review

Escalation & Decision Approve Making

Communicate Prioritize

Actively Support

4 Governance Body CULTIVATE INCREASED CONNECTIVITY…OF PEOPLE, TECHNOLOGY AND PROCESSES • Scope: City-wide IT strategy, standards, procedures and policies + certain technology related programs and projects • Responsibilities: – Reviews and approves: • Technology strategy (and ensures alignment between IT and overall City strategy and direction) • IT standards, procedures and policies – For programs and projects: • Based upon strategy and funding, recommends priorities • Provides active support and helps improve communication for IT initiatives • Continues to provide oversight (review, risk mitigation, executive analysis) and escalation as needed throughout lifecycle of initiatives – Balances departmental and city-wide perspectives – “tie goes to fill in the blank…”

INFORMATION TECHNOLOGY 5 CITY OF S ANTA CRUZ “Working The Board”

INFORMATION TECHNOLOGY 6 CITY OF SANTA CRUZ Mission CULTIVATE INCREASED CONNECTIVITY…OF PEOPLE, TECHNOLOGY AND PROCESSES The Xxx is the steward for technology strategy, standards, policies and initiatives to enable the effective delivery of quality business technology solutions for city staff and the public.

In pursuit of its mission , Xxx conscientiously balances these key aspects: Strategy; Value; Resources; Risk.

INFORMATION TECHNOLOGY 7 CITY OF SANTA CRUZ Let’s Make Some Choices INFORMATION TECHNOLOGY CITY OF SANTA CRUZ

8 Programs and Projects

The Advisory Committee’s Target is Programs and Projects of a Certain Size, Scope, Impact

9 Purview – Programs and Projects CULTIVATE INCREASED CONNECTIVITY…OF PEOPLE, TECHNOLOGY AND PROCESSES • Size – Duration/Elapsed Time - 6 months or greater – Cost - $35,000 or more, which includes: • Software – Original/Buy In + – Minimum 1st Year - Maintenance or Subscription • Hardware • Professional services • Special Projects – High Impact, Sensitivity, etc.

INFORMATION TECHNOLOGY 10 CITY OF S ANTA CRUZ Participation CULTIVATE INCREASED CONNECTIVITY…OF PEOPLE, TECHNOLOGY AND PROCESSES • IT – chair and facilitation • All? • Subset? – City Manager – Finance – Human Resources – Police – Public Works – Parks & Recreation – Planning – Other Departments as Appropriate for Longer-term Programs and Projects

INFORMATION TECHNOLOGY 11 CITY OF SANTA CRUZ

Frequency and Name CULTIVATE INCREASED CONNECTIVITY…OF PEOPLE, TECHNOLOGY AND PROCESSES • Frequency – Every 2 months? – Any days or times that are good or bad? • Monday’s? • Off City Council Tuesday’s? • Thursday’s? • Name – Information Technology Steering Committee – Information Technology Advisory Team – Technology Advisory Committee…Other???

INFORMATION TECHNOLOGY 12 CITY OF SANTA CRUZ

Agendas and 1st Business INFORMATION TECHNOLOGY CITY OF SANTA CRUZ

13 Sample Agenda CULTIVATE INCREASED CONNECTIVITY…OF PEOPLE, TECHNOLOGY AND PROCESSES • Review and Acceptance of Previous Meeting’s Minutes • New/Hot Topics – Examples: – Educational, possible initiatives – bring your own device, platform as a service, workplace collaboration tools, big data / open data – RFP’s in process – refuse routing, field technical services, cashiering • Periodic – Strategy, Budget, Prioritization • Roadmap / Project Updates • Indices and Performance Metrics • Adjournment

INFORMATION TECHNOLOGY 14 CITY OF S ANTA CRUZ

First Business CULTIVATE INCREASED CONNECTIVITY…OF PEOPLE, TECHNOLOGY AND PROCESSES • IT Roadmap • Pipeline • IT Budget Outlook • Recurring Reports/Information to Share

INFORMATION TECHNOLOGY 15 CITY OF SANTA CRUZ Prioritization Example

Connectivity (People, Tech, and Safety & Great Place to Effciency + Vital Tech Trend/Program/Project Sustainability Process+System) Integrative Differentiated Community Security Work excellence Economically Total Average 1 Core/Cash Receipting 7 7 7 7 7 4 4 43 4.78 2 Workplace collaboration platform 7 7 7 7 4 4 4 40 4.44 3 Big Data (Analytics) 7 4 4 7 4 7 4 37 4.11 4 Switches & routers 7 7 7 7 7 35 3.89 5 Broadband 7 7 7 7 7 35 3.89 6 HR PM and LMS 4 7 7 7 7 32 3.56 7 Mobility 7 7 4 4 4 4 30 3.33 8 SIRE 7 7 7 4 4 29 3.22 9 Class 7 7 7 7 28 3.11 10 Transparency in Government 7 4 7 4 4 26 2.89

*Notes: Sustainability may over-ride the overall average and put an item at the “top” of the queue. Scores are set at 0-1, 4 and 7 to promote clustering and differentiation of scores. Here’s where the contents of the IT Strategic Master Plan (ITSMP) are tied to our strategy

6

5

4 3 Project (from ITSMP or new) 2 Tech Trend (from ITSMP) 1

0

INFORMATION TECHNOLOGY 16 CITY OF SANTA CRUZ Sample: A Connected Santa Cruz % Increase Service Area To Date Trend Achievements Outlook PEOPLE

Workplace Services

Sourcing & Relation- ship Management Mobile Solutions

TECHNOLOGY

Servers & Networks

Devices

Security

Conferencing

Other Infrastructure

PROCESSES & SYSTEMS

Application Solutions

Innovations 17 Our Mission Is To: Deliver business-driven, efficient, quality technology solutions and services for city staff and the public.

INFORMATION TECHNOLOGY CITY OF SANTA CRUZ

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