Op Timal Technolog Y G Uidance

Report for Information Technology Master Planning October 29, 2018 Optimal Technology Guidance Technology Optimal Client Locations Coast-to-Coast Practice Locations California Illinois Texas North Carolina 800.806.3080 www.clientfirstcg.com Report for Information Technology Master Planning County of Mendocino, CA TABLE OF CONTENTS ENGAGEMENT PURPOSE AND BACKGROUND ............................................. 3 Technology Master Plan Objective ........................................................................................................... 3 Deliverables .............................................................................................................................................. 3 Methodology and Approach ...................................................................................................................... 4 CURRENT INFORMATION TECHNOLOGY ENVIRONMENT SUMMARY ............... 5 Summary IT Environment ......................................................................................................................... 5 Key Statistics and Metrics ......................................................................................................................... 6 STRATEGIES WITH GOALS AND OBJECTIVES .............................................. 9 INITIATIVE SUMMARIES ............................................................................ 12 Introduction.............................................................................................................................................. 12 Technology Initiative Categories ............................................................................................................. 12 Best Practices ......................................................................................................................................... 13 Departmental Applications and Systems ................................................................................................ 15 Gov 2.0 / Smart Counties (E-government) .............................................................................................. 19 IT Infrastructure ....................................................................................................................................... 20 IT Operations .......................................................................................................................................... 23 IT Security ............................................................................................................................................... 24 GIS .......................................................................................................................................................... 25 Telecommunications ............................................................................................................................... 26 IT Staffing ................................................................................................................................................ 26 KEY INITIATIVES...................................................................................... 27 CONCLUSION .......................................................................................... 30 Moving Forward ...................................................................................................................................... 30 Benefits ................................................................................................................................................... 30 Immediate Next Steps ............................................................................................................................. 30 EXHIBIT .................................................................................................. 31 Benefits of Modern ERP Software .......................................................................................................... 31 TECHNOLOGY MASTER PLAN CAPITAL BUDGET ...................................... 37 TECHNOLOGY CURRENT STATE ASSESSMENT (INITIATIVES) ..................... 38 CLIENTFIRST TECHNOLOGY CONSULTING 2 | 38 OPTIMAL TECHNOLOGY GUIDANCE Report for Information Technology Master Planning County of Mendocino, CA Engagement Purpose and Background Technology Master Plan Objective The objective of the Master Plan includes developing and articulating a vision for the effective use of technology to support the work of the County. The Master Plan identifies information technology strategies that have a positive return on investment and improve public safety or resident service. Over the past few years, the term IT strategic planning gave way to a new term called technology master planning. The Technology Master Plan deliverables include strategies, as well as tactical and actionable IT initiatives. The following plan is expected to serve as a guide for the IT Team and County Management over the next five years in planning, procuring, implementing, and managing current and future technology investments. Further, the plan will assist in the managing departmental resources related to information technology services within the County and provided to the public . The plan is the result of a thorough analysis, including: • Existing hardware and network infrastructure, staffing, funding, applications, business systems, projects, processes, telecommunications, training, and other investments and resources currently in use by the County • Interviews and workshops involving all levels of the County’s staff, including the management team, end-users, and other stakeholders, recognizing limited staff availability • Identification and prioritization of projects that the IT staff should undertake over the next five years • Identification of needs to accommodate current and future technology requirements, such as data storage and management, legal requirements, security requirements, etc. Deliverables The Master Plan includes: • Project Purpose and Background • IT Vision and Principles • Methodology for Implementation and • IT Initiatives (Projects) by priority Maintenance of the Master Plan • Top Priority Initiatives • Current Information Technology • Moving Forward Environment Summary • Timelines • Key Benchmarking Metrics • IT Plan Budgets • Strategies, Goals, and Objectives CLIENTFIRST TECHNOLOGY CONSULTING 3 | 38 OPTIMAL TECHNOLOGY GUIDANCE Report for Information Technology Master Planning County of Mendocino, CA Methodology and Approach We utilized a five-phase methodology for the development of this Technology Master Plan. This process served as the cornerstone of the project, allowing the collaborative process to shape and develop our recommendations and approach, enabling us to tailor each step to fit the County’s unique specifications. We worked in partnership with the County to improve the IT environment, so it can better meet the needs of staff and constituents. CLIENTFIRST TECHNOLOGY CONSULTING 4 | 38 OPTIMAL TECHNOLOGY GUIDANCE Report for Information Technology Master Planning County of Mendocino, CA Current Information Technology Environment Summary Summary IT Environment County of Mendocino IS Environment Summary IT Staff (Includes County IS and MSCO IS) 30 County Employees (FTE) 1,227 PC’s 1,455 Laptops 125 Mobile Devices (e.g., Tablets, Smart Phones, Cell phones, etc.) 630 Telephones 1,300 Servers 146 Network Devices 450 Platforms Windows, VMware, iSeries Databases MS SQL, MS Access Countywide software applications/modules Approx. 250+ Avg. Reported Help Desk Tickets per Week 100 Average Open after 7 Days <10% County management and staff have done a good job of maintaining information technology systems with the limited financial and staff resources available. The Mendocino County Sheriff’s Office (MCSO) and County IS teams deserve credit for continuing to maintain high levels of customer service with an infrastructure that is, in many places, obsolete. We found technology staff to be knowledgeable, hardworking and dedicated to the mission of the County. We feel that additional rigor in managing internal IS operations will improve customer service and cybersecurity, while essentially maintaining current staffing levels. Significant spending is required to replace obsolete technology infrastructure, including several systems that MCSO and County staff require to perform their duties. These include replacement of an obsolete County-wide microwave wide area network, significant radio, cabling and network equipment upgrades. The majority of enterprise business applications are prominent and respected local government solutions and a good fit for the County. With the exception of a small number of applications, most of these systems were implemented less than ten years ago. Business processes surrounding these systems have been stagnant since their initial implementation and therefore are not fully utilized. We believe that significant improvement in staff efficiency can be achieved through an ongoing process of assessment, identification of cumbersome processes, configuration improvements and training. Significantly, the Property system, which accounts for 75% of County revenue each year is reached the end of its effective life. The County has identified replacement of this system as a critical initiative, to be implemented over the next two to three years. Significant staff and third party resources will be required to successfully convert to a replacement system. CLIENTFIRST TECHNOLOGY CONSULTING

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