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Home My WebLink About2.E. IT Budget Discussion dE . CITY OF SHAKO PEE 2008 GENERAL FUND BUDGET DIVISION: INFORMATION TECHNOLOGY (IT) MISSION STATEMENT: The mission of the IT Division is as follows: Provide effective IT support services for the administration of the City and its services. ACTIVITIES: IT funds all of the operations/maintenance/replacement of the City's computer systems in City Hall, the Police department, Public Works building, and Fire stations (Recreation Department computers are funded in the Recreation budget). IT funds system resources, operating systems, equipment replacement, word processing, spreadsheet, database, and other "general use" applications. To do this, the City currently employs a full-time MIS Coordinator and IT Specialist. Other support is provided by Local Government Information Services (LOGIS) . OBJECT DESCRIPTION: Description of line items: Wages & Benefits: Salaries: 1 MIS Coordinator, 1 IT Specialist. Supplies & Services: License & Service Agreement renewals $55,000, additional server for storage capacity $30,000, PC replacement $11,000. Dues/Training/Travel: $8,000 Capital: I R5509BUD LOGIS005 CITY OF SHAKOPEE 8/2/2007 15:02:39 Budget Report Page - 1 Fiscal Period: 6 / 7 Level Of Rol/up 7 2004 2005 2006 6/30/2007 2007 2008 2008 2008 Actual Actual Actual YTD Final Requested Approved Final Object Code / Description Amount Amount Amount Actual Budget Budget Budget Budget 01000 GENERAL FUND 20 INFORMATION TECHNOLOGY 6000 EXPENDITURES 6001 WAGES & BENEFITS 6002 WAGES 85,945 91,756 79,587 51,026 102,880 113,090 113,090 113,090 6005 OVERTlME-FT 1,229 3,321 6015 WAGES - PART TIMEITEMP 11,690 12,505 1,092 5,520 6002 WAGES 87,174 106,767 92,092 52,118 108,400 113,090 113,090 113,090 6100 BENEFITS 6122 PERA 4,821 5,904 5,514 3,184 6,430 7,350 7,350 7,350 6124 FICA 6,579 7,850 6,857 3,806 7,870 8,650 8,650 8,650 6135 HEALTH 2,222 5,365 8,323 6,422 9,180 9,610 9,610 9,610 6139 POST EMPLOYMENT HEALTH PLAN 423 581 443 275 600 600 600 600 6140 L1FE/L TD 395 475 344 227 540 550 550 550 6145 DENTAL 498 632 513 351 770 770 770 770 6170 WORKERS COMPENSATION 774 850 202 1,000 1,030 1,030 1,030 ~ 6180 COMPENSATED ABSENCES 3,788 2,136- 1,227 4,000 4,160 4,160 4,160 6100 BENEFITS 18,725 19,447 24,071 14,468 30,390 32,720 32,720 32,720 6001 WAGES & BENEFITS 105,899 126,214 116,163 66,586 138,790 145,810 145,810 145,810 6200 SUPPLIES AND SERVICES 6201 SUPPLIES & SERVICES 6202 OPERATING SUPPLIES 22,382 19,940 61,852 51,762 76,100 117,460 117,460 117,460 6210 OFFICE SUPPLIES 34,744 15,937 940 12 6240 EQUIPMENT MAINTENANCE 118 111 6201 SUPPLIES & SERVICES 57,126 35,995 62,903 51,773 76,100 117,460 117,460 117,460 6300 PROFESSIONAL SERVICES 6310 ATTORNEY 205 6314 COMPUTER SERVICES 6,931 8,058 1,714 1,669 15,000 10,000 10,000 10,000 6316 EQUIPMENT MAINTENANCE 489 6,277 10,369 1,299 11,000 7,500 7,500 7,500 6327 OTHER PROF SERVICES 3,914 4,053 3,809 24 6300 PROFESSIONAL SERVICES 11,334 18,388 16,098 2,992 26,000 17,500 17,500 17,500 6330 COMMUNICATIONS 6332 POSTAGE 6 6334 TELEPHONE 811 913 1,299 610 1,000 1,000 1,000 1,000 6336 PRINTING/PUBLISHING 301 R5509BUD LOGIS005 CITY OF SHAKOPEE 8/2/2007 15:02:39 Budget Report Page - 2 Fiscal Period: 6 / 7 Level Of Rollup 7 2004 2005 2006 6/30/2007 2007 2008 2008 2008 Actual Actual Actual YTD Final Requested Approved Final Object Code / Description Amount Amount Amount Actual Budget Budget Budget Budget 6338 ADVERTISING 1,352 1,057 6330 COMMUNICATIONS 2,163 913 2,356 917 1,000 1,000 1,000 1,000 6350 INSURANCE 6352 L1ABI L1TY 1,448 1,585 1,600 1,650 1,650 1,650 6356 AUTO 20 20 20 20 20 20 6350 INSURANCE 1 ,468 1,605 1,620 1,670 1,670 1,670 6400 RENTALS 6410 LOGIS 9,851 13,844 19,055 8,625 13,580 13,580 13,580 13,580 6430 BUILDING RENT (IS FUND) 2,862 6,000 6,000 6,000 6400 RENTALS 9,851 13,844 19,055 11,487 13,580 19,580 19,580 19,580 6470 DUESITRAINING/TRAVEL 6472 CONFERENCE/SCHOOUTRAINING 6,399 3,280 4,945 7,000 7,000 7,000 7,000 6475 TRAVEUSUBSISTENCE 743 515 395 1,000 1,000 1,000 1,000 (pi 6490 SUBSCRIPTIONS/PUBLICATIONS 77 478 864 1,000 1,000 1,000 1,000 6470 DUES/TRAININGITRAVEL 820 7,393 4,539 4,945 9,000 9,000 9,000 9,000 6200 SUPPLIES AND SERVICES 81,294 76,533 106,419 73,719 127,300 166,210 166,210 166,210 6500 DEPRECIATION 6600 MISCELLANEOUS 6700 CAPITAL OUTLAY 6740 EQUIPMENT 5,107 76,023 12,968 16,000 6700 CAPITAL OUTLAY 5,107 76,023 12,968 16,000 6800 DEBT SERVICE 6000 EXPENDITURES 187,193 207,854 298,604 153,273 282,090 312,020 312,020 312,020 20 INFORMATION TECHNOLOGY 187,193 207,854 298,604 153,273 282,090 312,020 312,020 312,020 01000 GENERAL FUND 187,193 207,854 298,604 153,273 282,090 312,020 312,020 312,020 Info Tech 2008 Budget 0172 Object # Description IT Total 6002 Wages FT - Reg. 113,090 113,090 6005 Wages aT - Reg. - 6015 Wages PT - Temp - 6122 PERA 7,350 7,350 6124 FICA 8,650 8,650 6135 Health 9,610 9,610 6139 PEHP 600 600 6140 Life/L TD 550 550 6145 Dental 770 770 6170 Workers Camp 1,030 1,030 6180 Compensated Absences 4,160 4,160 6190 Retirement Benefit - Total Personnel 145,810 145,810 6202 Operating Supplies 117,460 117,460 6210 Office Supplies - 6222 Motor Fuels & Lubricants - 6230 Building Maintenance - 6240 Equipment Maintenance - 6310 Attorney - 6314 Computer Services 10,000 10,000 6315 Building Maintenance - 6316 Equipment Maintenance 7,500 7,500 6327 Other Prof Services - 6332 Postage - 6334 Telephone 1,000 1,000 6336 Printing/Publishing - 6352 Liability Insurance 1,650 1,650 6356 Auto Insurance 20 20 6360 Utility Service - 6365 Gas - 6367 Refuse - 6400 Rentals - 6410 LOGIS 13,580 13,580 6420 Equipment Rent - 6425 Equipment Rent (IS FUND) - 6430 Building Rent (IS FUND) 6,000 6,000 6435 Other Rent - 6472 Conf / School/Training 7,000 7,000 6475 Travel/Subsistence 1,000 1,000 6480 Dues - 6490 Subscriptions/Publications 1,000 1,000 Total Supplies & Services 166,210 166,210 6740 Capital Expenditures - Total $ 312,020 $ 312,020 L.\ City of Shakopee 2008 Budget Improvement Package Project! Improvement/ Position Request: To provide the first phase of a (DR) Disaster Recovery plan for the City's Information Technology (IT) system. Prepared by: Carrie Duckett, Information Technology Coordinator Improvement Description: This first phase of a disaster recovery plan would consist of purchasing a second Storage Area Network (SAN), to be housed at a different location than our primary SAN, which connects to multiple servers and stores all ofthe City's data. This would allow the City to protect and restore its computerized data in the event of an unexpected disaster or hardware failure. Description of Need: The City's use of and dependence on computerized systems to conduct its day-to-day business and provide service to the public continues to grow significantly every year. With this comes the risk of significant down time and disruption if those computerized systems were to fail. Despite our best efforts to maintain and protect our IT equipment and follow a regular replacement schedule, the risk of some type of IT disaster is still very real. Risks include natural disasters, fire, system or equipment failures, computer viruses and human error. Therefore, IT staff is recommending that the City begin investing in a disaster recovery plan that would allow us to recover from an IT disaster faster and more successfully. Currently, we are using tape backups as our disaster recovery method. Each week full back-up tapes are taken off-site for storage. If the data on our network was suddenly lost or corrupted; using these tapes to restore that data would take an extended period of time and may result in the loss of up to one week's data. This method of disaster recovery also lacks the systems on which to restore data. If our servers were unusable we would have no hardware to restore the tapes to. The first phase of implementing a disaster recovery plan would be to purchase a SAN to be housed at City Hall along with a system called Timescale which will allow our current datacenter housed at PD to asynchronously replicate between the two sites. 5 Costs: Establishing a fully developed disaster recovery system is an expensive undertaking. Recognizing the budget constraints facing the City, staff proposes a phased approach that would begin with the purchase of a second SAN in 2008 at a cost of $56,000 and planning on the purchase of Timescale software at a cost of$35,000 to $40,000 in 2009. Timescale will provide continuous data protection including server operating systems for recovery to any point in time and replication to protect from site disasters. With the purchase of the SAN alone in 2008, staff can copy data over to the SAN but until Timescale is purchased this will not increase our recovery time. Anticipated Revenue: None Impact on City Service Levels by Funding the Improvement: Having a highly available network design allows City employees to conduct regular business with the least amount of impact. The City will continue to function with the least amount of down time. Funding of this decision package will help to insure the stability ofthe City's data and allow for timely recovery should the unexpected happen. ~