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HomeMy WebLinkAboutCity Council Meeting - Council Workshop - Regular Minutes - 10/18/2022 Approved City Council Workshop • Workshop Regular Meeting KENT Minutes WAS HIN6TON October 18, 2022 Date: October 18, 2022 Time: 5:01 p.m. Place: Chambers I. CALL TO ORDER Attendee Name itle i Status Arrived Bill Boyce Council President Present Brenda Fincher Councilmember Present Satwinder Kaur Councilmember Present Marli Larimer Councilmember Present Zandria Michaud Councilmember Present Toni Troutner Councilmember Present Les Thomas Councilmember Excused Dana Ralph Mayor Present II. PRESENTATIONS 1 2023-2024 Budget Paula Painter 15 MIN. Finance Director, Paula Painter, reviewed the 2023-2024 corrections related to the Information Technology Department's request for funds to pay for subscription fees. Painter went on to provide responses to the following questions submitted by councilmembers. Question #36. Police vehicles and equipment. Did we purchase any vehicles during 2021 and 2022. If so, how many? Painter responded: 12 vehicles/year were allocated in the 2021-2022 budget. In 2021 - 10 of those vehicles were purchased and received and 1 is still on order, but not received. As of August of 2022, 5 additional vehicles from 2022 have been purchased but not received. It is anticipated that those vehicles will be received in 2023. Question #37 Police Special Programs. What does especial programs" mean? Are these programs inward or outward facing? Painter responded especial programs" refer to the Red Light Camera, School Zone Traffic Safety, Traffic School and Drug Task Force programs. Question #38 - Affordable Housing Sales Tax: What are we doing with this money? Painter responded that 60% goes towards the project for SKHHP or City Council Workshop Workshop Regular October 18, 2022 Meeting Kent, Washington Minutes something similar and 40% goes towards the Co-responder model. $500K is designated to Human Services. Question #39. ECD Childcare - What is this funding for? This item was originally budgeted in 2022 to help increase the number of daycares available in community. These funds are not expended yet, but must be obligated by the end of 2024 and expended by the end of 2026. Question #40. ECD STEM Education: Is all of this funding going to robotics, or is it also going to other STEM? Painter responded that all of the funds are not going directly to robotics. These funds are designed to bridge the gap between the high-tech industry in the area, aerospace and students in the Kent School District. It's for helping teachers learn more about STEP curriculum so they can pass that information onto students. Question #41. Graffiti removal. What is the status of the use of this money (I assume this is for the project being run by King County)? Painter responded the plan is to work with King County and we are still waiting on the program to get up and running. Questions #42. Regarding comments at the Workshop...how much is the funding for Catholic Community Services increasing next hear? Specifically, is the funding being doubled? Painter responded that in the 2023-2024 budget expanded $55K/year with the expansion of community engagement Centers. $25K/year for the Sacred Heart Shelter, and $50K/year for the Stability through Advocacy and Resources. Painter indicated the next steps are to bring all budget-related ordinances to the November 1, 2022 Operations and Public Safety Committee. Additionally, there will be other action items relating to modifications to B&O and Utility Tax policies relating to allocations of revenue. 2 Workday Update Mike Carrington 15 MIN. Brian Rambonga Teri Smith Information Technology Director, Mike Carrington introduced the technology projects and sponsoring department updates and provided an overview of the deployment, stabilization and project enhancement phases for the JDE/JD Edwards ERP replacement (Workday & Telestaff), Kiva replacement (Amanda) and the Oracle IPM Replacement (Laserfiche). Additionally, Carrington talked about how the Information Technology Department budgets and allocates resources for projects. ....... ........ ........ ........ ........ ........ ........ ......... ........ .........-- Page 2 of 5 City Council Workshop Workshop Regular October 18, 2022 Meeting Kent, Washington Minutes ......................................................................................................................................................................................................................................................................................................._............................................................................................................................................................................................................... Information Technology Project Management Office Manager, Brian Rambonga presented the JD Edwards Payroll and Human Capital Management Replacement Project (Workday and Telestaff). Rambonga reviewed the project timeline and indicated all City departments had representation on the project. Rambonga reviewed the project highlights Human Resources Director, Teri Smith talked about how Workday/Telestaff have moved the City from paper forms to cloud-based computing. This project has been a collaboration between the Human Resources and Finance Departments. The systems provide for the ability to document an employee life cycle from recruitment, selection (this kicks off workflows to other departments), performance, succession, development and transition. Smith provided an overview of the benefits realized, including: Robust Security Governance Model Auditing Capabilities Repeatable Organizational Communication and training Methodology FIN/HR communicate regularly, transparency Segregation of duties Paperless business processes and approvals Improved reporting Dashboard capabilities Mobile application with 57,000 mobile logins to date New automation Integrations with vendors Release management -0 2 major updates annually; weekly "bug fixes" Smith advised the future processes will include: Masking of application attachments Spanish translation Attrition trends and diversity dashboards 3 Amanda Project Update Tara Duckworth 15 MIN. Matt Gilbert Deputy Information Technology Director, Tara Duckworth provided an overview of the Amanda project that replaced the KIVA permitting system and work order management program. Amanda is an online permitting system that comes highly-rated and is currently used by other surrounding jurisdictions. Business Systems Analyst, Jenn Graff, advised this permitting system portal is available 24/7, alleviating the need to wait for an appointment with the .......................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Page 3 of 5 City Council Workshop Workshop Regular October 18, 2022 Meeting Kent, Washington Minutes ......................................................................................................................................................................................................................................................................................................._............................................................................................................................................................................................................... permit center. Submissions are easy to locate All application information is in one location Overall an improved application process Progress bar helps customers know where their permit application is in the process Save applications for later Document management Make payments online Manage inspections Economic and Community Development Community Deputy Director, Matt Gilbert talked about the Amandla platform from the business perspective. Focused on residential customers New single family, additions and remodels New capabilities will be deployed with each Sprint cycle First focus is on residents Next focus will be on capturing greatest efficiencies Amanda is a major investment by the City but providing great value to customers. Gilbert reviewed the internal process for submitted applications. Gilbert indicated the intent is to complete this project by the end of 2023. Graff and Gilbert will research translation capabilities and the potential to install a scan station in the Permit Center for those that need assistance submitting applications. 4 Laserfiche Project Update Brian Rambonga 15 MIN. Kim Komoto Project Management Office Manager, Brian Rambonga provided information on the Oracle IPM replacement project (Laserfiche). Oracle is a 25-year old imaging system that contains original versions of records and is used to fulfill public records requests. This active project includes the completed migration of all records for Administration, City Clerk, Municipal Court, Parks, Finance, Procurement Cards and the Corrections Department. Staff is currently in the process converting records from the Police Department, Probation, Public Works and the Legal Department. The ........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Page 4 of 5 City Council Workshop Workshop Regular October 18, 2022 Meeting Kent, Washington Minutes ......................................................................................................................................................................................................................................................................................................._............................................................................................................................................................................................................... conversion of Economic and Community Development and Finance Department will follow. This phase of the project is anticipated to be completed in the first quarter of 2023. The stabilization phase of the project will include: Migration and conversion of physical files, SharePoint records and file on network drives Integrations to business systems (Cityworks and Amanda) Budget $110K Target to begin the stabilization phase is the fourth quarter of 2023. City Clerk, Kim Komoto provided information on the maintenance and operations phase of the project that includes: The ability to perform records management - automating retention schedules Refining repositories Additional features and enhancements - business process management: Creating electronic forms that can be routed and have the final version be retained in Laserfiche Creating a virtually paperless process Carrington closed out the presentation by expressing appreciation of the work of all city staff. Meeting ended at 6:33 p.m. IU4 a P.y A. Ka wto- City Clerk ........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Page 5 of 5 % � ■ - - AA � • . . � � . /:, " ■ � a COUNCIL _ ® WORKSHOP e _ ENT \ @ @ . ' ; 2022 J; \ � CORRECTIONS ■ ■ | AND % - RESPONSES , | TO QUESTIONS. a . ! - COUNCILi10-18-2022 djUm2024 CORRECTIONS Expenditure Correction Correctio Expenditures General Fund 234,22 I ,000 394,870 503,800 235, 119,670 Street Fund 42, 18 I ,340 32,080 42, 140 42,255,560 Criminal Justice Fund 25,429,680 14,390 18,900 25,462,970 Utility Funds 242,937,640 98,920 128,600 243, 165, 160 Central Services Fund (IT) 26,032,420 532,910 683,740 27,249,070 Other Funds 108, 133,850 26,4 I 0 34,670 108, 194,930 • 67899359930 1 v099v580 1941 19850 68194479360 COUNCIL WORKSHOP 10-18-2022 QUESTION # 36 PoliceVehicles and Equipment (Pg. 113) : Did we purchase any vehicles during 2021 and 2022. If so, how many? COUNCIL WORKSHOP 70.78-2022 QUESTION # 37 Police Special Programs (Pg. I 13):What does "special programs" mean ? Are these programs inward or outward facing? COUNCIL WORKSHOP 10-18-2022 QUESTION # 38 Affordable Housing Sales Tax (Pg. I I 5) :What are we doing with this money? COUNCIL WORKSHOP 10-18-2022 QUESTION # 39 ECD Childcare (Pg. I 18) :What is this funding for? COUNCIL WORKSHOP 70.78-2022 QUESTION #40 ECD STEM Education (Pg. 118) : Is all of this funding going to robotics, or is it also going to other STEM ? COUNCIL WORKSHOP 70.78-2022 QUESTION #41 Graffiti Removal (Pg. I 18):What is the status of the use of this money (I assume this is for the project being run by King County) ? COUNCIL WORKSHOP 70.78-2022 QUESTION #42 Regarding comments at the Workshop . . . How much is the funding for Catholic Community Services increasing next year? Specifically, is the funding being doubled ? io � t 9 ring Dep rtment 0 Updates - MCP KENT � 111 ❑ O e October 2022 Council wo . 4 . nao Project Status Updates � • II\ JDE / JD Edwards ERP Replacement HCMA Payroll & Human Capital Mgmt - > Workday -Telestaff /I1 Kiva Replacement Permitting & Work Order Mgmt - > Amanda Oracle IPM Replacement Records Mgmt - > Laserfiche r� IT Project Classifications Deployment, Stabilization or Enhancement Go-Live Enhancement Enh't Enh't Deployment Stabilization Project Proj Proj Project Project 'Jlarge med sm I Sev2 + Pri2 Bug Fixes Bug Fixes I • Bug Fixes Bug Fixes • MVP {min viable prod) Upgrades Upgrades • Upgrades • High Pri Features High & Med PH Features ■ ■ ■ ■ . New Features I ■ ■ ■ • New Feat's ' ' + New Feat's • Sevl + Prii Bug Fixes Project Lifespan Project Lifespan Project Lifespan Project Lifespan Maintenance & Operations • Small to Med Feature Releases *inci: micro enh't • Security & Emergency Updates, Patches & Fixes Project Lifespan Product Lifespan r { r Hand-off to Customer EOL & 3 IT Cps — r i� Base IT Project Process �# Assess/Envision Plan Build/Configure Test � Maintain/Operate Tech Action Board 'I 1 0 Project Steering Team • • • • t a Hand-off To Customer s (IT Service Areas) s 0 IT Op Goals n -Strategies r Eli-programs c Service -Budget e Area -Technology A -History I —� Charter © H Service t Project li project health Area Profile Budget s Plan accomplishments )Reports upcoming milestones Charter varianceslchangesomissions objective $ diagrams -risks&issues Go-Live & deliverables BRD,SRC $bum rate Wrap-up exclusions func spec risks&issues Schad contracts assumptions <etc.> Project X Project X tasks Project X Project x J Profile Pregle -resources Proroe Prena -dependencies _ Schedule Schedule e o /}f Plan Plan Plan } 518W5 Reports status Reporls Slaws Reports Slaws Reports Planned Projects F Project Lirespan ..Big 5„ 4 J ART workday JDE / JD Edwards ERP Replacement I HCMA\ I� Payroll & Human Capital Mgmt - > Workday & Telestaf f� i� INFORMATION TECHNQLOdl;� ' 1.0 1 -, . wwm� I Deployment Project - Complete # workday a Implementation Schedule Target Date: 12/16/2020 Deployed : 12/16/2020 Architecture, Configuration, Test and Deployment of: ✓ HCM (Human Capital Management) ✓ Recruiting ✓ Onboarding ✓ Benefits • ✓ Absence ✓ Time Tracking ✓ Perform r• ✓ Compensation • ✓ Payroll ✓ Integrations F ✓ Reporting ✓ Organizational Communication & Training ❑ 6 i� INFORMATION TECHNOLOI?�# . R_. Deployment Project - Highlights # workday a • 90 /o Leveraging of Best Practices (inclusive of SSO) 30 Integrations • 40 Custom Reports & Counting • Data Conversion 203,028 Records at 99.72% accuracy • 3800+ Test Cases O'APPs / P.Y ws95 Z 20 / YY • 3 Parallel Pay Cycles Ne*Pa p20 Au Y!/ l A`�20.2 ff • Enterprise Workday Share Point Site V01°O5°p5 • 30 Job Aids & Counting (now over 70) N`Py µy"2o.zozo • Mobile App Roll-out (57,000+ mobile log-ins) • Combined Payroll Steps Reduced from 271 to 105 *Still decreasing with continuous process improvement r• • 5 Change Orders 0 Paperless! li o r k d a y° Council Presentation , October ia, 2022 Innovation Moved Us from This . . . . . ............. ......... ii� • IREC$UIIA44r , o • FPO • • r • • rs• • Employee Lft ■ Robust Security Governance Model Auditing Capabilities Repeatable Organizational Communication and Training Methodology FIN/HR communicate regularly, transparently Segregation of Duties Paperless Business Processes and Approvals Improved Reporting Dashboard Capabilities Mobile application with 57,000 mobile logins to date (this was not an option in ODE) New automation (ex: eVerify for 1-9 documentation, background checks) Integrations with Vendors Release Management — 2 Major Updates Annually; Weekly "Bug Fixes" �uT-ur� 2023 Projects Masking of Application Attachments Spanish Translation Attrition Trends and Diversity Dashboards It *w 4t ART Amanda Kiva Replacement •--_ � Permitting & Work Order Mgmt Amanda 0-0 Q" Amanda Deployment Project - Complete Background � \ �o✓ Kiva replacement - online permitting system for: ✓ Residential, Commercial, Land Use, Utilities and more ✓ Highly rated and used by other local jurisdictions 4 ✓ Bellevue, Portland and Snohomish County ✓ 3-year effort at $2. 2M � ✓ Launched a Minimum Viable Product (MVP) October 18, 2021 I /1 ✓ Single Family Residential - New Construction / � 1 0-A 5 O� • Amanda Successes ✓ Fee update process went from days to minutes ✓ Staff time to process intake reduced by ^040% ✓ Customers use 60% fewer systems to submit applications • ✓ Number of internal systems required for processing applications /1 is reduced from 12 to 2 ( �84%) / � I \ Q`A 6 Amanda Stabilization Project - Active � • 2022 and 2023 funding $1,408,860 - estimated completion Q4 2023 • Using an iterative approach with 4-week Sprints, currently in Sprint 12 • Enhancements since MVP launch include : 4-0 • Streamlined annual fee update process • Significantly improved submission process • Increased process visibility for applicants • Automated receipt generation and delivery after payment %1 • Real-time inspection scheduling and results • Improved plan review processes • Created permit revision capability • Added 2 new application types • Residential Additions and Alterations � \ ` o � Amanda Platform Review ✓ Jen Graff INFORMATION TECHNOLOGY DEPARTMENT ...A I - . . Amanda Portal ✓ Available when customers are •T `1 KENT ✓ Easy to find submissions Online ✓ Application status in real time ✓ Everything in one location want to.._ Apply or Pay for a Permit Email Address Password Forgot your password? Register for City of Kent account ®Help Video:Setting Up Your-Account 220 Fourth Ave.S.Kent,WA 98032 Finance Customer Service 253�565201 ©� 19 INFORMATION TECHNOLOGY DEPARTMENT ...A I - . . M=F Amanda Portal KENT Home My Profile [♦ ✓ Available when customers are ✓ Easy to find submissions n n 5 6 Select Property Additional Supporting Fees& Complete Application status in real time Type Details Information Documents Payment ✓ Everything in one location Supporting Documents Please upload all supporting documents for your application.You must upload at least one file under each required document type.You may also upload ✓ Improved application process multiple files under one document type. All electronic files must be: Named ectly— le naming requirements can be found on our web r✓ Progress bar Searcchhablle(not scanned]and iDF(Portable Document Format)format. Rotated with the pages in the upright position. • Unlocked or unprotected,so City Staff can make comments. ✓ Save applications for later • Reduced.flattened and full-size,one-to-one format[layers must be merged or flattened]. If you need assistance with your application,please contact the Permit Center at perrnitcenter@kentwa.gov or 253-8w5300.Additional forms and ✓ Document management information[such as file naming requirements]can be found on our website'littpsWwww.kentwa.govlpennitcenter, You do not have any document(s)at this moment Upload New Document Description V 'Document Type is required 20 INFORMATION TECHNOLOGY DEPARTMENT ...A I _ . Amanda Portal Home My Profile [♦ ✓ ICHNT Available when customers are Application Details Property Details Application Information People Information Fixture Details Supposing Docume its Fee Details Process ✓ Easy to find submissions Processes The status of your reviews,inspections or to schedule an inspection can be found in this section.Inspections must he cancelled by 5am on the day of ✓ Application status in real time Inspection in order to avoid potential cancellation fees. Group Description Status Started Date Completed Date Actions ✓ Everything in one location Inspections 1013 Footings Open Inspections 1009 Final Building Not Scheduled ✓ Improved application process Inspections 1043 Rough Mechanical Not Scheduled ✓ Progress barInspections 1014 TesYGasPipingorGas Not Scheduled Inspections 101g Final Mechanical Not Scheduled ✓ Save applications for later Inspections 1055 Miscellaneous Not Sc had uled Inspection ✓ Document management Inspections 1054 Water Service Not Scheduled ,® Piping Inspections 1052Underground Mot&had uled ✓ Make payments Plumbing Inspections 1044RoughPlumhin4 Not Scheduled ✓ Manage inspections Inspections 1011 Final Plumbing Not Scheduled 2 3 4 5 ) H 21 Amanda Platform Review and there's more Cocome Thank you � • i Amanda ECD Business Perspective Update ✓ Initial roll out is focused on residential customers. C} ✓ New single family, additions and remodels ✓ New capabilities will be deployed with each Sprint cycle. ✓ First focus is on residents ' ✓ Next focus will be on capturing greatest efficiencies. I r• ✓ Amanda is a major investment by the City but providing great value to customers. ❑ � � 3 ART szrF iche Oracle IPM Replacement •--_ � Records Mgmt - > Laserfiche INFORMATION TECHNOLOGY DEPARTMENT Search X "'save"�Load CityOf4Cent-Test v Laserfiche - Background lhRstrds;Ma arch _ Records Maria ement Sea rch I] Common X Search terms: Search within: R Document Text ❑a All Fields • Replace Oracle IPM, 25-year-old imaging system El Entry Names ❑Annotation Text - Within Folder X Limit search results to: Contains original versions of records Current folder CityOH(ent-TestlCity Clerkl_Incoming Scans O Selected folders: within v CityC*(em-TestlCity Clerkl_Incoming Scans Ll Add Reset • Fulfill P R R s R Include suhfolders • Ensure FOIA compliance 0 Metadata- Incoming Scans X ■1■ • Focus — Records management Fields Tegs Links Template:I I V • Search — Internal & External AgendaurMinutes Committee or Council • Scan 1 0 Committee Name '0 • Index Date AddfRemove Fields... Laserf iche- iT_A Ik IrA14h, Laserfiche Deployment Project - Actix dLaserfiche Repositories- Laserfiche Fife Edit V- w Tasks Tools Vin&w Help • Migrate all records from Oracle to Laserfiche [I I - Done : Administration, City Clerk, Municipal Location: Enter path here C r)l lrt, Parks, Finance P-Cards, Corrections Folder_ 0 Laserfiche Repositories • Doing : Police, Probation, Public o... Cit;OfKent El CityofKent-Corrections Works, Legal p... CityOf Kent-Correction=-T=.t ❑+ I CityofKent-Finance • To Do : ECD, Finance-Other p l CityOfKent-Fin-Tst ❑+... CityOfKent-MC • Budget: $950K p l CityOfKent-MC-Test ❑+ l CityOfKent-Parks • Target: Q1 2023 0... CityOfKent-Parks-T=t El l CityOfKent-Pa-Tst ❑+ l CityofKent-PublicWorks ❑+ l CityOf Kent-PW-Test ❑+ CityOfKent-Test Laserf iche- 26 i� Laserfiche Stabilization Project ,WA LI nk PO to Invoice Local Scanners Neal AP Process Records C—dinatars K wew saan,.ed Ip�T�I , aIn LLoacsaal r eche(WO fH 5la ri on Aodr mScias scan documens or v-card Recipnt s 10JDE Stap°n)Dry mvoiaes m anthendrayn-drop+index deskt • Migration & Conversion maee mr Templae (Flnanae P-card:f T • H a rd eo p i e s S h a re Po i n t Oracle IPM&Captovation scan,Index,search wa sue coRE Laserfiche Rennms Remnsnn (AP Process,Scan,Index,Search) Module & Network Folders ___ _- Import CatylNorks Hanson Department Automated Ndexfoq Agent • Integrations t o business Laserfiche Databases (Repositories} Puwre Tgp PI Lawhase Public Portal I,mepradoru and systems (Cityworks, ".Pl. Pruvlbes public,anonymous for access to documents re mplates Amantlk aplum Kiva (selfservice search far PRRs) (TBo] Amanda) Courts Repos Nry SnapsM1ot Prince, '!„-' • AXON RMS 61aCk Creek Restricted aMs Laserfiche Budget: $110K Portal • [Mros]n judges and Prosecution vletr Cour[ M an RAP du�v mama Ihal are In LF ihrou yh A JA65 using 0-variant Uf,be LF Portal ua asou,cc for Tcmplatcs{emrce ions, • estncfed acre a1 arcmvea oa s ent w Lc Target■ Q 1 2 0 2 3 Q 4 �arasource rot Templates(Cuunsf 2023 {!// JABS JIG oCaurt (Case Manayeme nt �1CFNT Laserf iche- • Laserfiche Maintenance & Operation,, Contract Management- New Contract Request Records management — P�ase Till au„he,°Ibwin9form,a begin the contract request pr°cess � Employee Information automating retention schedules Employee ID Number Requester Name* Brantl°e Buccowich PhonRepository refinement Email E—Number Position Tile Department • Additional features and Contract Information enhancements - business process CampanylEntity* management Contracttitle* ape* . Description of Contract* • Electronic forms — review and approve Effective Date* Expiration Dace* Deadline* r0 n Mill Mill • I Pa p e r l e s s .I Days Until Deadline Is the contract being drafted by the other party?* Supplemental Documents f UpWatl !/ Laserf iche- Saveas Bah $ Y r u Y � `". V � �� � Y Y ❑ � ■ Y Y � Y