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HomeMy WebLinkAboutCOM 0449.001 1998-2000 SY a Stephen K. Yamash~ro GA Rock Mme. •.'i ~M~' County of Hawaii DEPARTMENT OF DATA SYSTEMS 25 Aupuni Street, Room 102 Hilo, Hawaii 96720-4252 ca (808) 961-8207 • Fax (808) 961-8453 t'~ o O~ ~ L CT - ~ 1 \ r •ii ~ - , T _ DATE: October 6, 1999 ~ - ° TO: Aazon Chung, Chairman = ~ s Committee on Finance t~ / FROM: G.A. Rock, Data Processing Manager ~ J~/ SUBJECT: Data Systems Director Appointment At the next Finance Committee meeting scheduled for October 13, 1999, you will be discussing Communication 449. This matter concerns my appointment by Mayor Yamashiro to Director of Data Systems. In anticipation of questions from committee members regazding the direction of the new Data Systems Department under my leadership, I am providing a summary of the azeas in which my efforts will be focused over the next year. Thank you for your consideration. Comm. Na 00~ FTIe No. May Ref. To: Presswtsap ed- FG_- Ref. Date-~ 1 99 +~v w. C~ ? E'~ATA S1''STEMS QEPARTMENT VISION AND DIRECTIONS by Gail A. Rock 10/99 The following summarizes my vision and the general directions that should be taken by the new Data Systems Department for the County of Hawaii: DATA PROCESSING PLANNING Data processing planning should be done on a countywide level rather than department by department. Tlvs will lead to successful implementation of systems designed to meet the information needs of all County departments and agencies. Current as well as future databases need to be identified for each County organization. Information resource sharing and data flow requirements among all County organizations need to be reviewed. Any plans developed need to be concise, easy to understand, and easy to follow. They must tie into the County's overall goals and priorities to ensure that the limited available funding and resources aze applied to the most important needs. To succeed they must have the support of the Mayor, County Council, and County departments and agencies. In addition, data processing plans will need periodic review and updating to accommodate changes. Of note It's not just having a plan it's necessary that everyone follows it! POLICIES Common data processing policies that apply to all departments and agencies need to be established to ensure that County owned computer systems, equipment, and softwaze are properly used. Security, backups, ]ogons, control of licensed software, Internet usage, and the proper use of a-mail aze just a few azeas where this applies. STANDARDS Countywide standazds need to be established and enforced. A proliferation of computer systems and softwaze packages over the years has led to a very complex support environment, especially in the PC azea. It is not possible for the Data Systems staff to effectively support and train employees in all softwaze packages and on all systems. Nor is it practical to integrate every computer system and application after-the-fact. Data Systems Department is currently standardizing on the Microsoft Office software suite for desktop PCs and the Microsoft Windows NT operating system for PC LANs (local area networks). This will lead to better data sharing and networking prospects. In addition, by utilizing the most popular softwaze packages in today's business environment, the Data Systems staff can provide more efficient training and internal support. -z- INTER-SYSTEMS NETWORKING Only the older Wang computer system is inter-networked within the County. The assorted PC-based LANs in use by various County depaztments and agencies aze primarily stand-alone in nature. This fragmentation results in support problems, leads to data redundancy, and inhibits the sharing of information. This azea requires attention and Data Systems Department will be looking at the alternatives and implementing solutions. INTEGRATED E-MAIL At one time, the County had one a-mail system running only in the Wang environment. With the implementation of PC-LANs in recent years, some standalone a-mail systems have sprung up within County departments and agencies. Also, many employees aze now using Internet a-mail. We need to move to a more integrated approach for a-mail. One method is to set up an in-house Internet server on our Windows NT LAN. This would allow us to provide Internet-type a-mail to all our employees who are connected to it. This azea will require further analysis before any final decisions aze made. YEAR 2000 READINESS This has been the County's biggest computer systems project to date and has required substantial resources. The great majority of our computer systems and applications aze now Y2K-compliant and the remaining work is to be completed in the October-November timeframe. Because this project has impacted all of the County's mission critical computer systems and applications, it has provided a great opportunity for the Data Systems Department staff to work closely with all County organizations. With this foundation for working in a cooperative manner with all departments and agencies, it will be easier to develop plans and implement future systems on a countywide basis. Of note, the County's Y2K Project led to the replacement of many obsolete computer systems with new state-of--the-art alternatives. This will lead to long term benefits and cost savings. GEOGRAPHIC INFORMATION SYSTEMS To date, countywide coordination has been lacking in the implementation of geographic information systems (GIS). In general, each depaztment has been operating for the most part under its own GIS priorities within its own resource constraints. GIS is a priority azea for the County. We must also recognize that GIS is a specialty area. A countywide GIS effort requires full time coordination, implementation, and support to succeed. To accomplish this, Data Systems Department recently received approval from the Mayor to hire a Geographic Information Systems Analyst. Recruitment is currently underway and we hope to have this key position filled within the next few months. Having an individual on boazd with proven GIS qualifications and experience to provide the necessary leadership and technical expertise in this azea will yield long term benefits on a countywide level. Also, we aze looking into obtaining a free GIS Starter Kit through a special NACo sponsored program. This is valued at $10,000 and includes several government data sets. INTERNET The County now has a web site on the Internet. It has been a success. This makes it easier for businesses and individuals to obtain information. At the same rime, it saves staff rime making such information available to the public in more traditional formats (telephone calls, Xerox copies, pamphlets, etc.). Data Systems Department is in the process of expanding the informational content of our web site. For example, Charter Commission agendas and minutes will be added shortly. It is anticipated that the same will be done for County Council meetings in the neaz future. Also, down the road we will be looking closer into electronic commerce opportunities for the County. -3- COMPUTER SYSTEMS MIGRATION The County's Wang computer system environment is approaching 20 years in age. It performs a basic job, however, many of the applications running on it have constraints due to the limited hazdwaze and softwaze features available in the Wang environment. Data Systems Department now has a Windows NT LAN sitting next to the main Wang system. Plans call for a gradual migration of all applications off the Wang system. This can be done by rewriting some of the smaller applications to run in the PC-LAN environment and replacing others with commercially available packages. For example, there is a need to implement a new fmancial system (accounting, budgeting, purchase orders, etc.). Improvements are desired in requisition processing, on-line updating, vendor file management, and quicker periodic close outs for month and yeaz end transactions. This will be a major project and have countywide ramifications because it will affect the way we manage our internal business affairs. Locating the right combination of packaged software along with any needed customizations will take some time but the process must begin. TRAII~TING The proliferation of PC systems and the increase in the number of County employees using computers has required an enormous training need. Also, because Data Systems staff cannot perform the daily operational needs of every department and agency, it is vital that employees within these organizations be able to complete the work independently. With proper training, the County's investment in computers will be reinforced and employee efficiency and productivity will increase. Over the past yeaz, Data Systems Department has substantially improved its capability to deliver in-house workshops and hands-on PC training. Several hundred County employees have attended training sessions. We will continue with this direction in training. . SUMMARY The establishment of the new Data Systems Depaztment will change the way in which the County will plan and complete its information systems goals and objectives. Given the autonomy that County depaztments and agencies have enjoyed in this azea in past years, the goal of obtaining better results and efficiency through Data Systems Depaztment oversight and coordination will be a challenge. It must be done, however, if the County is to develop an integrated data processing environment that will lead to sharing of information among all County organizations. To make it all happen takes more than just having a vision. It will require a lot of hazd work by the Data Systems Depaztment staff and cooperation by all of the County's departments and agencies. Data Systems will also need to work in a cooperative manner with the Mayor and the County Council so that common overall goals and objectives can be identified and supported. Some of the visions and directions presented in this paper can be achieved within the next year. Others will require longer, but the course can be set for these over the next yeaz. I am prepared to take up this challenge and lead the new Data Systems Department. I am confident I will do a good job and I believe that my proven track record of accomplishment supports this claim. Thank you for your consideration. I look forwazd to the opportunity to handle the duties and responsibilities as the County's first Data Systems Director.