4.4. SR 02-19-2002MEMORANDUM
Item 4.4
TO:
Mayor and City Council
FROM:
Jeff Beahen, Assistant Police Chief
Lori Johnson, Finance Director
DATE:
February l9,2002
SUBJECT: Discuss Information Systems Position
Last Monday staff had an opportunity to briefly discuss the addition of a full time
information technology coordinator with the Council. Thc original plan was to request this
position in the 2003 budget. However, due to the public safety building moving ahead
sooner than anticipated, staff is recommending that an IT coordinator be hired in 2002.
Initially, this position will focus on coordinating all of the voice and data technology needs
for both the new public safety building and the city hall renovation. This includes planning,
preparing bid specifications, bidding, selecting vendors, working with the architect and
contractors, and coordinating installation and startup of all technology items. During this
time, the IT coordinator will work with Scott Allen, our shared employee with Andover, on
day-to-day network administration issues as time permits. The addition of an optical
imaging system and GIS will also take a considerable amount of the IT Coordinator's time in
the next year. Also, attached are comments from the police department regarding the
department's technology systems and needs.
As you know, in 2000 the City entered into a joint powers agreement with Andover for a
shared information systems coordinator. The agreement provides Elk River with
approximately 16 hours of the coordinator's time per week. This agreement requires
notification to Andover by October 1 to cancel the agreement for the following year. I have
spoken with Jim Dickenson, Andover's finance director, about our plans and the agreement.
He indicated that Andover planned to use the IS Coordinator full time starting in 2003. The
timing works out very well for both cities - the agreement served its purpose for two years
and now both cities are ready for full time positions.
Attached is a draft position description for the Information Technology Coordinator. The
Personnel Committee has not had an opportunity to review this position to determine an
estimated pay range. That process will take place in the next few weeks and will be
forwarded to the Council for consideration prior to filling the position. The pay range for
the shared IS position with Andover is approximately $44,000 to $56,000.
Since this position was not anticipated until 2003, it was not included in the 2002 budget. If
approved, this position will probably not be filled until April or May at a cost including
benefits of approximately $40,000 to $45,000 for 2002. Staff believes that part of this cost
may be recovered through savings in bidding and installation of new systems due to the IT
coordinator's expertise in areas that current staff does not have. Also, neither the police,
finance, nor administration departments have staff available to dedicate to oversee this
project; a dedicated IT coordinator can make sure that vendors are not recommending and
selling more than required. This position could be funded through the Council Contingency
and, possibly through the building project budget. Staff will be prepared to further address
the funding issue at the Council Meeting.
Action Requested
The Council is asked to consider authorizing staff to create an IT Coordinator position and
advertising to fill the position.
Police Department Technology Systems Overview
The police department has seen tremendous change in the area of computers, network and
technology in the past several years. A common theory amongst those who plan these
systems is that the technology utilized will experience a major change every 14 months. In
fact, that time span decreases by half every ten years. We have experienced those changes
and know that additional changes are coming each and every day.
Our current system integrates electronic mail, Internet, mobile communication, records
management, word processing and other software products. It also houses the records
system for the City Prosecutor. It will soon include a link to the city global information
system as well as an optical imaging system.
All of this creates a large amount of work for our department. It requires constant
monitoring of the network security and general server health. It also means being prepared
to move forward with new changes when proposed by the state, software vendors or
consultants. We often are not afforded the luxury of being able to put off changes until we
are ready. They often are created by changes in operating systems, service pack updates or
are the result of enhancements we pay for in our annual maintenance contracts.
The police department needs the support of a full time person to not only address the needs
listed above, but the issues and system management needs that are arising as we prepare to
build our new facility. It is extremely important to plan the development and installation of
the new network to insure that it provides the service we need now, as well as fulfilling the
technology needs of the city for years to come. Having a working understanding of the
current system is important to being part of the planning process. The integration of all
aspects of the network, as well as linking to the City Hall site will be a major part of this new
assignment. Because the network is utilized by each and every police employee during their
shift, it is one of the most critical features of our workplace, and one that we want to insure
is built and maintained in a manner that provides the employees - and thus thc citizens, the
best services that we can provide.
c tyCity of Elk River
E]kL r INFORMATION TECHNOLOGY
l ver COORDINATOR
Position Description
Department:
Pay Grade:
To be determined
Positions Supervised:
Immediate Supervisor:
FLSA Status: Last Updated: (date)
Exempt 2/14/02
Position Summary
Responsible for maintaining proper operation of all City computer systems including maintaining
LANs, ensuring security of all systems, installing hardware and software. Troubleshoots and
resolves LAN and PC problems, develops and implements policies and procedures related to LAN
usage. Responsible for telephone and other technology based communication systems.
Essential Functions
1. Maintain and support City's information Technology Systems
A. Plan, design, and implement changes to computer systems.
B. Maintain Intemet and e-mail systems.
C. Troubleshoot network, software, and hardware problems.
D. Work with vendors to resolve problems and schedule repairs.
E. Manage computer resources such as disk space to ensure efficient and consistent
operation of computer systems.
Install and maintain Local Area Network
A. Install network hardware and software.
B. Monitor network performance.
C. Maintain backup, disaster recovery, and security procedures for network.
D. Develop and implement policies and procedures related to LAN usage.
o
Coordinate addition of new software systems
A. Ensure software compatibility with hardware.
B. Schedule and install software and ensure it is operational.
C. Serve as city liaison with vendor on all installation issues.
D. Assist with training employees on hardware or printing issues related to new
software.
Provide user support
A. Set up users in system and train new users on sign in, printing, and other basic
commands.
B. Answer user questions on hardware, printing, intemet, and email issues.
C. Provide basic software support on Microsoft products.
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Maintain and Support Telephone and Voice Mail Systems
A. Coordinate installation of new equipment and phone lines.
B. Troubleshoot and telephone and voice mail problems.
C. Work with vendors to resolve problems, schedule repairs, and recommend changes
and updates to the system.
D. Maintain backup, disaster recovery, and security procedures and system for
telephone and voice mail systems.
E. Set up telephones and voice mail for employees and train employees in use.
Performs administrative activities.
A. Compiles, prepares, and recommends budget for computer, telephone and other
technology systems.
B. Monitors and controls overall departmental expenditures.
C. Works with department heads to develop long and short range planning for citywide
IT and other technology needs.
Other Essential Job Duties
A. Regular and timely work attendance.
B. Follow all safety procedures.
C. Participate in safety training.
Required Knowledge, Skills, and Abilities
Knowledge of PC and network hardware, PBX telephone systems, cabling requirements, and
other voice and data systems.
ca Knowledge of Cisco, Soho, HTTP, HTML, SQL 7, and Norton products.
Skilled in Microsoft Office software including operating systems 95, 98, NT, 2000 and XP
Exchange and Outlook.
Skilled in Microsoft Windows NT and Novell networks.
Skilled in
Ability to
Ability to
Ability to
Ability to
Ability to
Ability to
Ability to
Ability to
administration of LAN and WAN and management of Internet access.
manage complex projects, resolve problems, and meet deadlines.
plan, coordinate, direct, and review financial and related work activities.
effectively interact with other supervisors, employees, and City Council.
communicate effectively, both orally and in writing.
read and understand technical information.
explain and write technical procedures for use by users.
prepare and administer an annual budget.
lift 30 pounds.
Minimum Qualifications
Bachelor's degree in computer science, management information systems or related field.
Three (five?) years of LAN administration in Windows NT and Novell environments.
CNE Certification
Preferred Qualifications
n Experience maintaining Web sites
Proiect Management Professional Certification
Knowledge of PBX Systems
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ITCoordinator. doc