team lead item # description projected completion date craig 1 … · 2019-09-09 · attachment b -...

Attachment B - County IT Progress Forward Report - 20181113 - ver001

Team Lead Item # Description Projected

Completion

Date

Update as of November 9, 2018

3-PMO Craig 1-Project-B TechShare.LEA

Portal

2018-12 Successfully deployed fix to address bug in Axon DME API.

E-File - Tyler reports that they have restored the pre-production environments. The Project Team is validating

the configuration and preparing to create user accounts for the Project Testing team.

EDR Gateway – Certification testing for the EDR gateway is underway:

o Completed generation of ER3 (Prosecutor Segment) records.

o Completed generation of ER4 records and delivered to TechShare in preparation for running the

certification testing with DPS.

Per a review with IT Applications Team, expect the TechShare.Prosecutor and Portal applications to be

transitioned into production support in December 2018.

3-PMO Peju 1-Project-C TechShare.Courts TBD A follow-up meeting with the Product Owner and the business unit SMEs was held on 10/31/18 to complete the

discussion & review of the PO Decision Items on the punch list.

WhiteBox re-delivered the converted data to Dallas County on 10/31/18.

The TechShare.Courts development build was delivered on 11/01/18 (Release 2.0.4474.1). The release

included one (1) bug fix for Dallas County TSC project.

A review session of the PO-Decision items was completed on 11/2/18 with the Dallas County Stakeholders

and the TechShare Team. It included a demo of the application and discussions surrounding possible

work-around solutions.

The QA Team is continuing to work on developing the test case scenarios in preparation for the end-to-end

testing activities.

The CUC team is working on sizing, cost and schedule impact of the items identified during the stakeholders

meeting that was held on 11/2/18.

The TSC project team has begun the process of reviewing the converted data received from WB. The technical

validation session is in-progress. A decision will be made by Friday (11/9/18), if the data is ready for the business

unit review.

A collaborative software shaping session with Tarrant County was held on Thursday (11/8/18) at Tarrant County.

The shaping session was to review the ICP (In-Court Processing) feature.

3-PMO Mark

Kenneth

1-Project-D TechShare.Jail TBD Governance Planning

Attachment A has been re-presented, with feedback given by Dallas Project leadership with an anticipated

signature date in November 2018.

Development use of tracking tools and methodology has now been redefined by TechShare – and starting to be

effective.

“Earn versus burn” reporting not available – awaiting finalization of total project sizing from TechShare. At this

stage, we have zero earn recorded from the accepted software.


Per the Dallas County Jail Chief’s approval, have started investigating devices for officer round management

and inmate location tracking. This will require RFI / RFP process – next steps are to connect with Dallas

Purchasing. This project can go ahead prior to the implementation of the Jail system in order to deal with

Sandra Bland Act compliance and effective logging of rounds.

Project Execution

Engagement with TechShare with story grooming, prioritization and elaboration is now taking place and appears

effective.

Product Owners now starting to be able to influence development prioritization, stories and sequencing.

Latest software release testing is complete – of the 36 stories presented, only 6 were accepted. Of the 20 bugs

which were fixed, 17 were accepted.

Conducted cross-functional process mapping and story review work with Visitation, Release & Disposition.

Concerns

Development has restarted –the lessons learned about lack of communication are starting to improve, but have

not yet been resolved within TechShare Team.

Issues with the CUC QA process and quality of testing are being raised as an issue. Limited automated testing is

available at this time and not visible to the Counties.

Unclear model to execute the project within the proposed timelines without changes in the staffing model or

approach. Must have the ability to stay ahead of the Development Team.

Timelines need to be appropriately assessed given the reset to ensure that development meets requirement and

that the scope is not reduced just to meet the remaining hours.

Sequence of development items and the process of moving items into development that have been appropriately

reviewed is improving, but not yet well controlled.

Without the ability to measure the ”earn versus the burn”, the estimates for the project status and timelines can

not be accurately made.

Offshore development issues are evident based on items released into the test environment that are not up to

standard.

We are not getting software delivered in an agile pattern. Over a month without a software drop or shaping does

not indicate a dedicated move to an agile process as promised.

3-PMO Todd 1-Project-E TechShare.JP

TBD Due to the development status of the TechShare.Courts project, this project is tentatively on-hold. (Pending)

3-PMO Craig 1-Project-E1 TechShare.Indigent

Defense

2019-04

(for the ID

portion)

Discovery work-shops completed during the week of 11/2/2018 include:

o District Attorney

o Public Defenders Office

o Pre-Trial/Bond Working group (Complete)

o Criminal Justice


o Auditor

o Magistrate Part 2

o Defense Bar

Project Activities Planned for week of 11/5/2018 (In progress)

o Technical Workshops (Integration, Data Conversion, Support Model, Infrastructure) - Complete

o Complete Cost/Schedule Estimates (in progress)

o Compile Project Deliverables for Business Unit sign-off (in Progress)

Planning project is currently on schedule for completion on 11/16/2018 and the Team is targeting 12/4/18 to

present the Implementation Scope, Schedule and Cost to the Commissioners Court for approval.

3-PMO Tamica 1-Project-F HHS EHR Interface

with the PHHS

EHRs

2018-11 The interface between Greenway and PHHS is now considered live. There are some workflow changes and

training needed for HHS to ensure that the lab results are shareable.

3-PMO Nathan 1-Project-G DCIM Direction TBD

The DCSO has placed the integrated and web-based rollouts on hold for now while the CJIS compliance

remediation work is underway. (Expect to re-start this effort after the Phase II CJIS compliance efforts

are substantially completed.)

2-Apps Richard 1-Project-K LIMS

repair/replacement

2019- Catapult, the vendor who was developing the LIMS replacement application, has submitted their final invoice

for consideration for payment after the early termination of the development activity. This reported activity is

being internally reviewed for close-out. (In progress)

The IT Applications Team is making plans to leverage Microsoft to make modifications to the existing LIMS

applications in order to extend the useful life of the platform until a suitable replacement is identified for it. The

Commissioners Court approved the assessment engagement with Microsoft on 11/6/18 and Microsoft is

expected to start their assessment work in December 2018.

4-

Security

Nathan 1-Project-L IT Security &

Compliance

Initiative

2018-10 Networked with the County Elections Department to deploy additional cybersecurity, system monitoring

and incident reporting measures to assist in the County Elections’ efforts to conduct the Fall 2018 Early

Voting and General Elections events.

Have established the meeting cadence (2nd Tuesdays of the month at 1 pm) for the IT Infrastructure Compliance

Project Team as part of the County Compliance Committee, whose meetings are scheduled for the 4th Tuesdays

of the month at 3 pm with the next one being on 11/27/18.

Please see the attached CJIS Compliance Checklist – Phase II update from 11/9/18.

3-PMO Shirley 1-Project-

N2

Jail Camera

Expansion Project

TBD Phase 2: Configuration of a new switch to support an increase of 244 surveillance cameras is expected to begin on

11/12/18. The switch will be incorporated on the jail camera network to allow monitoring of the North Tower jail

pods.


2-Apps Kim I. 1-Project-P Hyperion

Application

Migration

2019-04

11/09/18 High Level Overall Status

Status

Delayed

On-Schedule

Ahead of schedule

Hyperion Application Migration

Task Task Details Task Owner Due Date % Complete

1. Phase (1)

Rollback Test/Dev to its original

configuration

Rollback Test/Dev to its

original configuration to

facilitate the County

Auditor’s data processing

timelines for CAFR

processing.

Oracle Team

11/2/2018 100%

2. Phase (2)

Migrate Test/Dev to On-Prem.

Move both application

servers and databases on-

premise (Exadata)

Oracle Team

N/A 0%

3. Phase (2)

Migrate Test/Dev to On-Prem.

Complete testing of

Test/Dev environment for

functionality &

performance

Oracle Team

Auditors

Users N/A 0%

4. Phase (2)

Migrate Production to On-Prem

with same configuration as

Test/Dev

Move both application

servers and databases on-

premise (Exadata)

Oracle Team

Auditors

Users N/A 0%

5. Project Close Out Review surrounding

lessons learned including

documentation as needed.

Kim Ingram

N/A 0%

3-PMO Sabrina 1-Project-Q HEAT System

Rollout

2019-03 The iHEAT Application Administration and Configuration training for the IT Applications Team’s

M&O was completed on 11/02/18.

The Civil DA provided the redline SOW for professional services for the Change Management Module

implementation. Provided updated SOW to vendor on 9/25/18. Received SOW from vendor’s Legal Dept. and

after several conversations, it was agreed contract would be changed from Times and Materials to an Outcome

Based contract. Received Outcome Based SOW on 11/06/18 and have forwarded to the Civil DA for review.

Reviewing configurations and gathering requirement for Service Request, Service Catalog Problem modules.

The transition of the production support to the IT Applications Team is scheduled for November 2018.


2-Apps Gary 1-Project-T Web Content

Management

System (CMS)

TBD Item % Complete Note

Web Design – County Clerk 90% Waiting for add’l content or an approval

Web Design – HHS 95%

Web Design – District

Attorney 45%

Ongoing as new content is received

Web Design – District 4 92% Waiting on department feedback

Web Design – District 1 0%

Web Design – District 2 0%

Web Design – Tax 0%

Web Design – Sheriffs Print

Shop 0%

Web Design – Sheriff 1%

Web Design – IT Intranet 0%

Web Design – RWPC 0%

2-Apps Janice 1-Project-U Mainframe

Application Offload

TBD Component Status % Complete

1. Supply Inventory Active 91%

2. Voter Registration Pending

3. Civil Papers Pending

4. WRWI Pending

5. Historical Active 58%

OCA Collections Report Status Update Tasks Status % Complete

Phase I: Preparing Forvus to Accept Data

1. Overall Requirements Gathering & Review Complete 100%

2. Configuration of JP Forvus Updates Complete 100%

3. Test Forvus Updates (Unit & UAT) Complete 100%

4. Production Deployment- Forvus Updates Complete 100% Phase II: Creation of JP OCA CIP Report

5. Design session for JP OCA Report Complete 100% 6. Configuration of JP OCA Report Complete 100% 7. Linebarger Requirements (not required for OCA CIP) Active 11% 8. Linebarger Configuration (not required for OCA CIP) Not Started


9. Test JP OCA Reporting Complete 100% 10. Production deployment of JP OCA Report In Progress 99%

1-Ops Paulette 1-Project-X Cisco Phone System

upgrades

2019-02 Completed the Voice Gateway migration for the GACB the week of 10/29/18.

Completed the Voice Gateway migration for the RenTower Office on 11/8/18.

Planning to complete the one at HHS now that the November 2018 General Election has concluded.

2-Apps Richard 1-Project-Y 911 CAD (et. al)

Systems upgrades

TBD Per the briefing for 9/4/18 being pulled due to inquiry from the County Judge, the Commissioners Court approved

on 11/6/18 an engagement with TriTech as SMEs to assist with the MOU development between the County and

the City of Dallas.

2-Apps Richard 1-Project-Z1 Commissioners

Court Agenda

Management

System Transition

2018-12 Per recent discussions with County Clerk Mr. Warren, understand the new application is expected to be deployed

for production use in Q4CY2018, barring any unforeseen circumstances.

3-PMO Stephanie 1-Project-Z3 CSS Application

implementation for

CSCD

TBD Per discussions with the County Project Team, the CIO engaged with Mr. James Redus, the CSS President, on

re-engaging the CSS Staff resource on the project. Expect that resource to follow-up with the County Project

Team by Friday, 11/2/18.

Per a call on 11/5/18, CSS currently is not available to work with Dallas County to complete Pretrial’s Phase II

integrations before January 2019.

Duane Steele has agreed to contact Mr. Redus regarding the availability of technical resources to complete

Phase II. If Phase II cannot be completed by January 2019, the Pre-Trial department will continue the current

manual processes until CSS is available.

3-Apps Richard 1-Project-Z4 AP Automation

Project

2019-01 We have through Oracle’s assistance identified three vendors with AME expertise who can assist with this

deployment. County IT is actively narrowing this list to one (1) preferred vendor and anticipates a December 4th,

2018 Court briefing. We anticipate a December 2018 engagement and believe efforts to range from two (2) to

three (3) weeks allowing us to complete full efforts within December 2018.

3-PMO Sabrina 1-Project-Z6 Queuing System

rollout

TBD The County Tax Office would like to continue monitoring the Queuing system implementation at their Garland

Office through the upcoming Tax Season through the end of January 2019. Mr. Ames, the County Tax

Assessor, intends to roll out the system to the North Dallas Tax Office by July/August 2019. The North Dallas

Tax Office Quote has been sent for a funding code. (Pending)

The District and County Clerks have noted their interest in possibly deploying the system once it is fully

implemented in the County Tax Office. (Pending)

3-PMO Sabrina 1-Project-Z7 Voting System RFP

and ePoll Book RFP

rollouts

2019-03 The ePoll Book RFP solicitation closed on 9/24/18. Based on the evaluation scores, the Evaluation

Committee has come up with the short list of four (4) vendors to bring in for demonstrations.


The Voting System RFP Pre-Bid Conference was held on 09/19/18. The RFP will now be advertised until to

11/12/18 (compared to the previous date of 11/5/18) to allow time for vendors to review the addendums and

General Information updates. (In progress)

3-PMO Shirley 1-Project-Z8 Juvenile

Assessment Project

TBD The Juvenile Department stakeholders came to an agreement on the revisions for the tabled contract items.

The contract revisions were completed and sent to the vendor for review on 10/31/18. All of the revisions

were accepted by the vendor on 11/5/18 after further negotiation on an additional item. The revised contract

was submitted to the Civil DA and the Juvenile Legal Advisor on 11/5/18 for review and approval. Expect to

present the briefing to the Commissioners Court for approval by 12/4/18.

1-Ops Paulette 2-Platform-

F

ASE-OnDemand

Rollout

2019-01 A follow-up meeting pending with AT&T Legal, County Civil DA on IT Operations direction on the remaining

Master Agreement issues. The IT Operations Chief is working with AT&T on past due invoice amount due to the

non-contract circumstances.

1. Indemnification: Suggested language from AT&T has been added and is pending approval by the County IT.

2. Equipment Lien: Under review by Dallas County IT.

3. Warranties/Pricing: Added language to clarify and address any potential conflicts between the Master

Agreement and the service publications. See Sections 4.1. and 6.4.

4. Insurance – Under review by County HR.


H

eFax Rollout 2018-11 CIO is currently reviewing the updated end-user’s guide for eFax for approval so that this one can be closed out.

(Pending)

1-Ops Sean 2-Platform-I IT Infrastructure

Modernization

Initiative, combined

with Platform-G1 &

Platform-G2

2019-03 Infrastructure Modernization Desktop Refresh Phase 3 - As of this report, 469 systems have been deployed; The majority of systems have

been at FCCB, but last week, County IT began replacing the County Tax Office’s equipment in preparation for

their busy season.

County IT continues to be behind on the original schedule for deployment targets of 250 systems a week due to

challenges with the end-users’ readiness and availability to receive the replacement equipment. The team is

trying some new scheduling tools to assist in getting back on track and have begun leveraging additional IT staff

to assist in identifying locations and administrative support personnel for coordination with staff deployments.

Buildings/ Departments

# Computers

# Deployed

# Remain

% Complete

769 469 300 60%

DA department 176 176 0 complete

Criminal Courts 61 61 0 complete


Public Defender 36 36 0 completed

County Clerk 45 45 0 completed

Facilities 20 20 0 completed

Sheriff dept. 220 65 155 30%

Kiosks 113 0 113 0%

Tax Office 98 66 32 67%

Desktop Refresh Phase 4 (Elections Poll Books) - All 670 replacement systems have been deployed for

service.

Desktop Refresh Phase 5 (DCSO MDC replacements) – Expect to finalize the “golden image” for the 150

MDCs by 11/17/18 and to begin the deployment in December 2018.

Desktop Refresh Phase 6 - awaiting pricing proposal from Dell so we can begin verification of best option for

the county.

Microsoft Enterprise Agreement – Per the Commissioners Court’s approval of the expanded Enterprise

Agreement with Microsoft to include Microsoft Office and the PC OS application, have begun deploying Office

2016 with the desktop refresh and have upgraded Windows 10 Pro to Enterprise. o Office 365 / Exchange Online – Meeting scheduled for 11/7/18 to begin planning and final scoping of effort. o Windows 10 Deployment - Phase one of Windows 10 migration is underway with the replacement of

desktop infrastructure. Phase II will begin once all the systems have been deployed and we will conduct in-

place upgrades of the OS of the remaining 2,000 systems. Target completion is August 2019

Windows Server OS 2016 Upgrade - Continue to work with Applications to migrate systems to Windows

Server OS 2016. As the Nutanix environment comes on-line, the migrations will accelerate. Current target for

completion is August 2019 to allow for six months of additional life of the OS, if issues are identified with any

systems.

Network – Now that the 2018 Election cycle has ended, finalizing the plan to replace the last core switch at the

HHS Building.

Nutanix – meeting scheduled with vendor for 11/7/18 to review the “go forward” plan to ensure that the County

staff are prepared for phase 2 deployment.

Video Conference System – The proposal has been submitted for review to the IT Operations Chief and

awaiting direction.

Network Closet UPS - Eaton staff was on site 11/5/18 to do a sampling of the environment to ensure that we've

right sized the estimate. As a result of the sampling, we are scheduling an additional review of the network


closets in FCCB, HHS, GACB, RenTower, SWIFS, NDGC, SDGC, Garland and Admin Building to ensure we

are ordering the correct equipment.

CJIS Compliance MFA - all 843 employees have been notified of the MFA requirements as of 11/5/18 and 371 have responded

with cell phone information to use. A few have notified us that they do not have cell phones available and at

least one has declined to use their personal device for this service. In parallel, networking with Microsoft to

confirm the availability of physical security tokens to use for this purpose.

Mobile Device Management - testing of solution is underway and we've begun to review the recommended

configurations and will provide those to the IT Security Team by 11/8/18 for additional input. As of this report,

configurations for iOS and Android operating systems are in test and we've begun to configure the Windows PC

OS 10 settings for tablet and notebooks.

On Going Operations Centera - The Exchange Archive storage is nearing the end of available space. We will begin migrating

mailboxes to Exchange Online in the next 60 days, once the EA updates are complete and migration SOW with

EST Group is approved. We're also looking at alternative options to keep the archiving healthy if something

delays the approval of these efforts.

2-Apps Tamica 2-Platform-J KRONOS upgrade 2019-02 A call with the PMO Chief and the PM was made to the Civil DA on 11/1/18. Currently awaiting feedback from

the Civil DA’s Office on the revised Statement of Work. In the interim, making plans to deploy the new Kronos

clocks with the existing application.

1-Ops Sean 2-Platform-

L

Platform

Stabilization

2019-03 Regular patching underway.

Presidio network consulting currently reviewing the County Data Network for optimization recommendations.

(In progress)

Network with NEMO-Q, the queuing system vendor, to assist them as needed in addressing a system issue with

their platform. The system has been stable and operating as expected since Thursday, 11/8/18.

2-Apps Richard 2-Platform-

M

Microsoft

Enterprise Mobility

Suite Deployment

2019-03 In light of the 2-Factor Authentication needed for the CJIS compliance effort, moving forward with the

implementation of the InTune module of the EMS as part of the Phase II efforts. Per the Court’s approval, Integration

Partners has been engaged to assist with the deployment. (In progress)


N

Mass Notification 2018-12 Training Sessions (COMPLETED):

October 29 – Admins (Avinash Manchikalapudi, Vinay Jalalpuram, Richard Ballard, Scott Kreger and Ex

Alba)

October 30 – message senders (Leslie Gipson, Doug Bass, Avinash Manchikalapudi, Vinay Jalalpuram and

Rachel Rueda)

Next steps:

1. Test and turn-up Juvenile Server – 11/12/18


2. Test & turn-up HSEM Server 11/12/18

3. Evaluate software performance - 11/12/18 - 12/17/18

4. Roll out to other departments - 2019

2-Apps Richard 3-Plans-B Enterprise GIS

setup

TBD Met with County Public Works on the plan to use the City GIS portal. County IT Applications is to provide the

plan details to County Public Works for their review and comment prior to briefing the plan to the Commissioners

Court, possibly in January 2019. Also in the process of confirming in writing the City of Dallas’s understanding

of the County’s use of their GIS Portal to submit as part of the GIS briefing to the Commissioners Court.

5-Admin Vic 3-Plans-C MTF budget audit

and structuring

2019-04 Per follow-up discussions with the County Purchasing Office on the development of a contract Staffing RFP for

our future Staff augmentation needs, expect County Purchasing to submit the proposed RFP to the Court for

approval to release for bid on 12/4/18.

4-

Security

Michael

A.

3-Plans-D Cybersecurity

Training &

Awareness

2019-03 The Commissioners Court approved the acquisition of a web-based LMS which the County IT Security Team

intends to leverage for conducting enterprise-wide cybersecurity awareness training. This platform will be used

for other enterprise learning needs as well. (In progress as part of the Phase II CJIS Compliance efforts.)

Per networking with Chief Bass of OHSEM, the CISO is expected to attend the Community Cybersecurity

Exercise Planning Training in Arlington, TX during the period November 28 – 29, 2018 in order to prepare for

the planning of an EM table-top exercise in FY18-19 for the County Staff with a cybersecurity emphasis. (In

progress)

5-Admin Vic 3-Plans-E Data Driven Justice

Initiative

2018-10 Per the MOU and as of 10/31/18, this has been completed and the data is being provided to LoopBack via

the County BizTalk enterprise service bus (ESB) to their Secure FTP site every 5 minutes. – COMPLETED!

5-Admin Vic 4-People-A Vacancies 2019-01 Have completed the interview process for the IT Senior Project Manager and Senior Business Analyst positions

and have initiated the final HR processes for offering the positions to the respective lead candidate. Will

continue to move forward with activities to fill the other vacancies (i.e., Senior Voice Engineer [approved by

the Court on 10/2/18] and IT Senior Network Engineer [which will need to be reclassified possibly as an IT

Senior Security Engineer]). (In progress)

5-Admin Vic 4-People-B Certifications-

Stipends Review

TBD Per a follow-up discussion with Dr. Melendez of County HR on 11/1/18, we understand that County HR has

placed this item on hold for further study and review.

5-Admin Vic 4-People-C Staff Recognition

and Development

2018-11 County IT acknowledged the County Service Anniversaries of the following County IT Team members: Adeeb Hyder – IT Customer Services Manager (5th) – 11 years!!!!

Tamica Owoniyi – IT Senior Project Manager (5th) – 11 years!!!!

Joe Charles, IT Senior Developer (26th) – 11 years!!!!

Phanindra Saraswathamma, IT Senior Oracle Applications DB Developer (10th) – 10 years!!!

Juan Ramirez, IT Senior Systems Analyst (9th) – 9 years

Hien Trinh, IT Senior Network Engineer (29th) – 8 years

Michelle Wilson, IT Project Manager (17th) – 7 years


Ladislau Oros, IT Senior Sun/Unix Administrator (12th) – 6 years

Carla Canty, IT Information Systems Coordinator (9th) – 3 years

Trent Schulz, IT Server Administrator (16th) – 3 years

Sowjanya Venkatagiri, IT SharePoint Developer (16th) – 3 years

Gason Lagbara, IT Technical Support Analyst/Trainer (28th) – 2 years

Venu Ramineni, IT Senior Systems Analyst (6th) – 1 year

Earl Kriewall, IT Senior Systems Analyst (27th) – 1 year

CISO Michael Anderson attended the 2018 Information Security Congress Conference during the period

October 5 - 10, 2018 in New Orleans, LA. On 11/9/18, the CIO re-distributed the IT Recognition and Awards Program guidelines to the IT

Managers for recognizing superlative performance of the IT Staff on their Teams. Per the plan to schedule the IT Management Team for a series of HRM courses for FY2018-19, note the first

class is scheduled for Monday, 11/12/18 on “How to Conduct Workplace Investigations of Harassment

Complaints and Employee Misconduct Allegations”. IT Staff performance appraisals for FY17-18 are in the process of being completed. (In progress)

5-Admin Vic 4-People-D IT Organizational

Review

2019-03 The IT Senior Financial Analyst has started the CIO-directed financial review of IT expenses in advance of

preparing for the FY19-20 IT Budget submission in CY2019. (In progress)

Due to the availability of Staff, the preliminary planning for an IT organizational review was moved to

Tuesday, 11/13/18.

The IT Staff Survey has been completed and the results compiled with the results currently under review by the

CIO. (In progress)

team lead item # description projected completion date craig 1 … · 2019-09-09 · attachment b -...

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