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A Panel for CSMFOTim Williamsen, PEIT Manager, City of PetalumaFeb. 19, 2009
Introductory Notes
Welcome, on behalf of my colleagues -throughout the State in various cities and agencies, welcome.
We’re all members of MISAC, Municipal IS Association of California.
This panel follows and complements Mitch Cochran’s earlier session and those of my colleagues present here today – think of these as tips or FAQs.
Topics
Technology in General IT Staff - People IT Operations Planning, Budgeting and Purchasing
I only picked the above, could easily go on longer….
Technology in General
Just general technology items for discussion –
Technology is an investmentUrban mythsTechnology changes!Green IT
Technology is an Investment
Technology is an investment - Leverages and enables staff, Keeps our service level(or increases it!), Keeps us up with public pressure. Not to be confused with a cost or an expense. Conversely cutting IT costs makes the organization
less effective and - Management into trouble for lost effectiveness,
failure to meet expectations. Technology is a strategic investment, not operational
like machinery or property. A strategic investment that is used for strategic purposes.
Let’s Dispel a Few Urban Myths
Retention and disclosure govern information and data storage – rules of procedure, California Public Records Act; covers email, voicemail and IM
Web, email, digital signatures, and electronic documents are real cost savers, not gimmicks.
Open Source is license-free, but not free support or training. Warranted only via careful evaluation in training and support costs.
Security is not a joke. Needs user attentiveness, management support and proper funding support.
Virtual servers are slick, but also a real savings in server deployments (as in for Finance software!), maintenance, and can aid in reliability, disaster recovery and business continuation (if you don't deploy too cheaply). SAN and Virtualization with visual aids or movie clip
Technology Info Changes – FAST!
I once used an analogy - that the pace of technology is comparable to getting a new 1986 Tax Law update- every 3 months !
Green IT – the Latest Rage
Green IT – Recycling. Manufacturing. Printing less. Power management. Virtualization. Drive less.
IT - People
IT Staff – Integrity Training Communication
IT Staff - Integrity
Integrity in IT is everything, if you can’t trust us, the organization has bigger problems.
IT Staff - Training
User training – all users should learn to use the tools!
Especially important for knowledge-workers. Without periodic training, IT staff get stale,
unmotivated – and behind!
Communicating with IT
Please meet IT staff 1/2 way; Learn their language; teach them yours. Listen to IT, as nerdy as they sound, many are
workflow process experts. We’re all problem-solvers!
IT Operations
A couple things come to mind – Variety Agreements Software Philosophy Centralized operations
Variety
User computer workstations, Servers for files, printing, email, applications,
databases, Lots of network stuff – switches, routers, firewalls, Telephones, Internet access for users, Web sites, internal and external; web-applications, Audio/video, Custom or maintenance programming, Cable TV franchise, Database reports and administration.
IT Agreements
Maintenance and service agreements are not professional service agreements or construction contracts -
Don't treat them as such - approval process. Lower cost than other contracts. Recurring, open-ended. Special circumstances for attorney to
understand.
Software Philosophy
You don't purchase software, you subscribe to it-
Changes, called patches, fixes, service packs, updates, or upgrades, occur constantly.
Require constant vigilance or risk exposure to malware.
Software always has maintenance cost and support cost.
Centralized IT Operations
Centralized, standardized IT is more cost-effective -
Compared with distributed. Distributed only works for larger agencies and
some counties. Contrary to what public safety and utility
departments will say. Types of work, either under- over challenged.
Planning, Budgeting and Purchasing
Just a few quick thoughts on another topic that could go on for hours, by itself….
Budgeting periods Assets Replacements Standards Approvals Disk space Security Opportunities
Budgeting Period
18 months is far too much advance budgeting for technology.
We frequently implement technology not even conceived 12 months prior.
Some technology is aged by the end of the coming fiscal year, missing the window of opportunity.
Assets
When you make a purchase, look at the price of server with its operating system, as a complete asset.
Don't allow Finance to look only at the PO value.
Sometimes an asset (especially servers)needs to be reconfigured or assembled or drives added.
Replacements
5 year depreciation is ridiculous for workstations – would you want the 5-year old computer?
Most servers and some network equipment. Keep a supportable infrastructure.
Standards !
Software and hardware purchase should stick to standards if you want to contain costs.
Allowing standards variances and exceptions are like allowing a separate finance system for every department.
Purchasing Maintenance
Upgrades and maintenance are critical to keep vendor support.
Vital to keep up to date. Vital to keep getting vendor fixes. Always purchase at least 1 year maintenance
with hardware and software systems.
Purchasing Approval
Insert IT as an approval in technology purchases -
Be alert for compatibility and support strains. Watch for other departments trying to cut
around the approval. Possibly allow intentional delay in
implementation ("2 month penalty flag") or require return for unapproved purchases.
Purchasing Disk Space
Is one thing – but there are others - Maintaining it – user permissions, lost files,
search capability Backup and restore is another. Consider disk-
disk-tape (if tape at all). You can never get enough backup target media.
Testing recovery is the only way to know if you’re actually doing backups.
Don’t Scrimp on Security
Not Draconian IT; Security prevents mistakes; Security allows for accountability; Security allows digital signatures; Security is commonly required by regulations
(HIPAA, PCI) and recommended by vendors (Microsoft, Cisco).
Windows of Opportunity
Can’t wait weeks for contracts and POs to be held up –
We lose discounts, Window of installation opportunity, Sometimes security risk in delays.
About the Presenter IT Manager for City of Petaluma last 9 years. Award
winning, dramatic expansion and progress made. Owned private consulting firm 13 years. Projects for large control and computer systems for
major utilities and oil companies. Electrical engineer, computer and control systems. Dozens of computer and management classes. Tim Williamsen, PE
IT ManagerCity of [email protected]/it
