1. 2012 DRAFT OPERATING AND CAPITAL BUDGET – INFORMATION
TECHNOLOGY SUB-COMMITTEE
budgetS PRÉLIMINAIRES de
fonctionnement et d’immobilisations de 2012 – SOUS-COMITÉ
DE LA TECHNOLOGIE DE L’INFORMATION
COMMITTEE RECOMMENDATION
That
Council, sitting as Committee of the Whole, approve the IT Sub-committee
portion of the 2012 Draft Operating and Capital
Budget, as follows:
The Information Technology Services Operating Resource Requirement
(p. 88 of the Finance and Economic Development Committee Budget book), and
Capital Budget (p. 92 and 72 of the Finance and Economic Development Committee
Budget book).
RECOMMANDATION
DU COMITÉ
Que le Conseil, siégeant à titre de Comité plénier, approuve la portion
du budget provisoire d’immobilisations et de fonctionnement de 2012
correspondante au Sous-comité de la technologie de l’information, telle que
décrite ci-après :
Le Besoin
en ressources de fonctionnement des Services de technologie de l’information
(p. 88 du document budgétaire du Comité des finances et du développement
économique), et le Budget d’immobilisations (pp. 92 et 72 du document
budgétaire du Comité des finances et du développement économique).
DOCUMENTATION:
1.
Committee
Coordinator’s report dated 4 November 2011 (ACS2011-CMR-ITS-0019);
2.
Deputy
City Manager, City Operations, report entitled City of Ottawa –
Technology Roadmap 2012 – 2015 - Supplemental Information to the 2012 City
Budget dated 14
November 2011 (ACS2011-COS-ITS-0008) is attached as Annex 1;
3.
Finance and Economic
Development Committee 2012 Draft Operating and Capital Budget book (issued
previously and held on file with the City Clerk)
4.
Extract
of Draft Minute 21 November 2011 immediately follows Annex 1
Information Technology Sub-committee
Sous-comité de la technologie de
l’information
4 November 2011 / 4 novembre 2011
Submitted by/Soumis par : Committee Coordinator / Coordonnateur du comité
Contact
Person/Personne ressource : Melody Duffenais, Committee
Coordinator
City Clerk and Solicitor/Greffier et Chef du contentieux
(613)
580-2424 x, 20113
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Ref N°: ACS2011-CMR-ITS-0019 |
That the Information Technology Sub-committee consider the relevant portions of the Finance and Economic Development Committee 2012 draft Operating and Capital Budget and forward its recommendations to Council, sitting as Committee of the Whole, for consideration at the meeting to be held November 30, 2011.
Que le Sous-comité de
la technologie de l’information examine les sections pertinentes de Budget
préliminaire d’immobilisations et de fonctionnement de 2012 du Comité des finances et du développement économique
et qu’il présente ses recommandations au Conseil, siégeant à titre de Comité
plénier, aux fins d’examen lors de sa réunion prévue du 30 novembre 2011.
City
Council, on 14 September 2011, approved the 2012
Budget Process and Timetable for developing and approving the 2012 budget,
indicating that the individual Committees, Board and Commission would hold
meetings to listen to public delegations, review their respective budgets and
make recommendations to Council. At that
time, Council also approved that the tax supported budgets for the following
would be tabled on 26 October:
On 26 October 2011, City Council adopted the following Motion:
WHEREAS this Council is committed to promoting a culture of fiscal responsibility at City Hall; and
WHEREAS the Long Range Financial Plan incorporates a maximum tax increase of 2.5% for the years 2012 to 2014; and
WHEREAS this Council wishes the Standing Committee and Transit Commission Budget recommendations to be consistent with the Long Range Financial Plan;
THEREFORE BE IT RESOLVED that City Council direct each Standing Committee and the Transit Commission to work within the funding envelope for the budgets in their mandates, and that any additions to the budget will require offsetting reductions.
The Finance and Economic Development Committee, at a special meeting on 7 November 2011, approved the following recommendation during consideration of the relevant portions of its 2012 Operating and Capital Budgets:
WHEREAS the IT Sub-Committee’s recommended
Terms of Reference give it the authority to “Review (IT) project proposals,
including costs and return on investment, and make recommendations to Committee
and Council as part of the City’s annual budget process”; and
WHEREAS the 2012 budget timetable will not
allow the IT Sub-committee to review its portion of the Draft Budget Estimates
and report its recommendations to Council through the Finance and Economic
Development Committee;
THEREFORE BE
IT RESOLVED that the IT Sub-committee be delegated the
authority to review its portion of the 2012 Operating and Capital Budgets
(pages 83 to 101 of the Finance and Economic Development Committee Budget book)
and report its recommendations directly to City Council at the 30 November 2011
Special Council meeting.
The 2012 Information Technology Services Draft Operating and Capital Budget is now before the Sub-committee for the purpose of hearing from public delegations and to consider and make recommendations to Council.
The Agriculture and Rural Affairs Committee will review and make recommendations on those portions of the budget with Rural Implications.
This meeting was advertised in the three daily newspapers and public delegations will be received by the Commission. As well, there will be four multi-ward bilingual budget consultation meetings held between the 1st and 4th of November, in advance of Council's consideration of the Budget to be held on the 30th of November 2011.
There are no legal impediments to implementing the recommendation in this report.
There are no risk management impediments to implementing the recommendation in this report.
There are no technical implications associated with the Sub-committee’s consideration of the draft budget.
Financial Implications are identified in the 2012 Draft Operating and Capital Budgets, as well as in the City Treasurer's Transmittal Report dated 26 October 2011 and entitled "2012 Draft Operating and Capital Budgets - Tax Supported Programs", tabled with Council on 26 October 2011.
There is no accessibility impact associated with the consideration of this report.
Document 1 - City Treasurer's report (ACS2011-CMR-FIN-0050) dated 26 October 2011, entitled 2012 Draft Operating and Capital Budgets - Tax Supported Programs – English and French (issued previously to all Members of Council and held on file with the City Clerk.)
Document 2 - 2012 Information Technology Sub-committee portion of the Draft Operating and Capital Budgets (issued separately and held on file with the City Clerk).
The Sub-committee Coordinator will forward the Sub-committee's recommendations to Council for consideration at the meeting of November 30, 2011. Budgets will be amended as per Council deliberation and adoption.
ANNEX 1
Information Technology Sub-committee
Sous-comité de la technologie de l’information
14 November 2011 / le 14 novembre 2011
Submitted by/Soumis par : Steve Kanellakos, Deputy City Manager/Directeur
municipal adjoint, City Operations/Opérations municipales
Contact
Person/Personne-ressource: Guy Michaud, Director/directeur
Information Technology Services Department/ Services de technologie de l’information
613‑580‑2424,
ext./poste 12880
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Ref N°: ACS2011-COS-ITS-0008 |
SUBJECT:
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City of Ottawa – technology roadmap 2012 –
2015 - Supplemental infOrmation to the 2012 city budget |
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OBJET
:
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VILLE D’OTTAWA – FEUILLE DE ROUTE
TECHNOLOGIQUE 2012 -2015 - RENSEIGNEMENTS SUPpLÉMENTAIRES POUR LE BUDGET 2012
DE LA VILLE |
That the Information Technology Sub-Committee
receive this report as
information supplemental to the 2012 Draft Budget.
Que le Sous-comité de
la technologie de l’information prenne connaissance de ce rapport à titre
d’information supplémentaire au budget préliminaire de 2012.
The Technology Roadmap outlines planned key strategic investments and
foundation building blocks that position the City of Ottawa to respond to
business needs and citizen expectations. With a focus on exploiting the
Internet and improving interaction with citizens and access to services via
broadening the channel options, the City is expecting that this approach to eGovernment will
result in improved operational performance, citizen satisfaction and achieve a
higher level of confidence and trust in the City as a public institution.
The concept of eGovernment is not new, having emerged over the past
10 years as an opportunity to exploit the Internet with the objective to
“reinvent government” and move to a more citizen-centric business model.
This e-Government
citizen-centric business model is characterized by:
·
Balancing
cost containment with innovation;
·
Doing
more but differently in terms of productivity through a more effective
workforce;
·
Greater
interaction with citizens and access to services via broadening the channel
options;
·
IT-enabling
more services, and
·
Demonstrating
“best value” for the tax dollar.
The
City of Ottawa Technology Roadmap 2012-2015 (Document 1) responds to the
challenge of transforming the way municipal government operates by exploiting
technology and the Internet to help the organization deliver on Council’s
commitment to Service Excellence.
This plan describes the
technology investments that support the vision of Citizen Centricity and
Governance, and stresses technology as the key to maximizing efficiencies and
service delivery. These investments are
planned in accordance with the affordability envelope, aligned with the 4 year
financial time frame, to maximize benefits to the transformation activities.
In order to implement full technology solutions, realize savings, and
continue to deliver services, investment is required in 3 key areas:
These goals will be
accomplished by reducing the complexity of the IT environment, standardizing
and consolidating where feasible, assessing and planning for emerging technologies, and by applying leading industry
practices to improves operations and performance.
DISCUSSION
Service
delivery continues to be a priority for the City, and through the Service
Ottawa program Council is making a strong commitment to Service Excellence and
the citizens of Ottawa to improve the delivery of City services.
Truly
citizen-centric business models have information technology embedded in their
operations to facilitate scalable, flexible service delivery, and advanced
communication and interaction with citizens.
Furthermore leading organizations around the world know that information
technology is the key to maximizing efficiencies and service delivery.
Information technology lies at the heart of most successful efforts to deliver
more services and products while simultaneously lowering costs.
Service
Ottawa
The
Service Ottawa program applies a range of technology and process improvements
to how the City engages, interacts with, and provides services and information
to citizens, by:
·
Simplifying
current access points and increasing self-serve capabilities;
·
Organizing
information and services from the citizen’s perspective;
·
Allowing
citizens to find the information they need about City services, register for
programs, submit forms, make payments and report and track service requests;
·
Tracking
service requests from the time of report through to resolution;
·
Standardizing
processes and service standards across the City providing consistent,
predictable, high quality services and information to Citizens;
·
Providing
a common technology platform for citizens and staff will make them more
knowledgeable, engaged, and responsive to client inquiries in a contemporary
collaborative environment
·
Employing
Business Intelligence (BI) tools to predict trends and report on costs; and
·
Enabling
a mobile workforce to provide more efficient services.
The Information Technology Services department will continue to support
the Service Ottawa initiatives to achieve their $40 million annual savings when
fully deployed and enable the City to fund growth and services through these
efficiencies. The Service Ottawa program
investment is $79 million between 2010 and 2014.
The
success of eGovernment, including Service Ottawa, will be dependent on a robust
and modern infrastructure. The
Technology Roadmap includes a number of specific initiatives and investments
that directly support both the short and long-term objectives of Service Ottawa
and are building blocks for the future that will enable ITS to effectively and
rapidly deploy and support new and emerging technologies.
The roadmap categorizes investments in two streams:
The roadmap
initiatives are described in more detail in the City of Ottawa Technology
Roadmap 2012 -2015 (Document 1).
The cost to implement the technology investments identified in the
Roadmap is projected to be $46.2 million for Foundation and Modernization
initiatives and $3.2 million for Roadmap Strategic Initiatives over the next 4
years. The 2012 capital requirements are
$11.435 million for Foundation and Modernization initiatives and $1.38 million
for the Roadmap Strategic elements.
There are no specific rural implications associated with this report
Staff have
worked closely with client departments in the development of the Technology
Roadmap.
There are no legal implications
associated with this information report.
RISK MANAGEMENT IMPLICATIONS
There are no risk implications associated with this information
report.
This information report has no additional technology implications other than those described in the report.
This
Information report is supplemental to the Budget Estimates report and has no
financial implications.
Accessibility
requirements have been taken into consideration in the development of the
Technology Roadmap.
CITY STRATEGIC PLAN
The Technology Roadmap has been identified as part the Council Priorities
under the Service Excellence category (SE1 - Ensure a positive experience for
every client interaction – Reference Number 47) as part of the approved City’s
strategic plan.
SUPPORTING DOCUMENTATION
Document 1 - City of Ottawa Technology Roadmap 2012-2015 (issued previously and held on file with the City Clerk)
The City Operations Department will action any direction received as part of consideration of this report.
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information technology sub-committee extract of draft Minutes 11 21 november 2011 |
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sous-Comité de la
technologie de l’information extrait de l’Ébauche du Procès-verbal 11 le 21 novembre 2011 |
2012 DRAFT BUDGET - INFORMATION TECHNOLOGY SUB-COMMITTEE
BUDGET
PROVISOIRE 2012 – SOUS-COMITÉ DE LA TECHNOLOGIE DE L’INFORMATION
ACS2011-CMR-ITS-0019 City Wide/à l'échelle de la Ville
REPORT RECOMMENDATION
That the Information Technology Sub-committee consider the relevant portions of the Finance and Economic Development Committee 2012 draft Operating and Capital Budget and forward its recommendations to Council, sitting as Committee of the Whole, for consideration at the meeting to be held November 30, 2011.
The relevant portions of the 2012 Operating
and Capital Budgets were put to Sub-committee for consideration and CARRIED per
the following motion:
MOTION NO ITSC 11/ 1
Moved by Councillor S. Moffatt:
That
the Information Technology Sub-committee recommend that Council, sitting as
Committee of the Whole, approve the IT Sub-committee portion of the 2012 Draft
Operating and Capital Budget, as follows:
The Information Technology Services Operating Resource Requirement
(p. 6), and Capital Budget (p. 11, 21).
|
information technology sub-committee extract of draft Minutes 11 21 november 2011 |
|
sous-Comité de la
technologie de l’information extrait de l’Ébauche du Procès-verbal 11 le 21 novembre 2011 |
City of Ottawa – technology roadmap 2012 – 2015 - Supplemental infOrmation to the 2012 city budget
VILLE
D’OTTAWA – FEUILLE DE ROUTE TECHNOLOGIQUE 2012 -2015 - RENSEIGNEMENTS
SUPpLÉMENTAIRES POUR LE BUDGET 2012 DE LA VILLE
ACS2011-COS-ITS-0008 City Wide/à l'échelle de la Ville
REPORT
RECOMMENDATION
That the
Information Technology Sub-Committee receive this report as information
supplemental to the 2012 Draft Budget.
Guy Michaud, Director, IT
Services & Chief Information Officer, provided a PowerPoint presentation, a
copy of which is held
on file with the City Clerk and Solicitor’s office.
The report was then put to the Sub-committee and RECEIVED.