HomeMy WebLinkAbout2.a. Technology Study 4ROSEMOIJI 4TEXECUTIVE SUMMARY
CITY COUNCIL
City Council Work Session: January 9, 2008
AGENDA ITEM: City of Rosemount Technology Needs AGENDA SECTION:
Assessment Plan Discussion
PREPARED BY: Emmy Foster, Assistant City
AGENDA NO.
Administrator 2•
ATTACHMENTS: IT Needs Analysis City Internal Report APPROVED BY:
RECOMMENDED ACTION: Discussion
BACKGROUND
At the August 6, 2007 Council meeting, City Council members authorized Elert and Associates to
Conduct the City of Rosemount Information Technology Needs Analysis Phase I. The plan was to
include an assessment of the current systems and environment, look forward to future technology needs,
and create a set of goals and objectives for ongoing information technology use.
In our original RFP, we asked that Phase I consulting services focus on internal organizational technology
needs for the City Hall, Police Department, Community Center, Public Works facilities, and both Fire
Stations:
Inventory and assessment of current hardware and software systems
Evaluation of and recommendations for future hardware and software system needs and trends
Evaluation of and recommendations for integrating existing systems and future needs, considering
compatibility, capacity and security of systems
Options for connectivity between government buildings and facilities, including coordination
between the City and County on the Dakota County I -Net project
Evaluation of staffing needs to support Council goals, departmental work plans, and future
systems build -out
Recommendations relative to the City's conduit installation, maintenance and access policies
Identification of potential costs, financing options and partnership opportunities
Recommendations for implementation strategies and timelines
Consultants from Elert and Associates met with City personnel and our computer consultant on numerous
occasions, looked at our facility setup and infrastructure, reviewed our internal documents, contacted
telecommunication providers for service pricing, analyzed the information, and developed
recommendations.
Wendy Chretien from Elert and Associates was the lead consultant on this project and will be in
attendance at the work session to present the findings and answer questions. Her presentation will include
a review the Summary of Findings (page 3 of the assessment) and the Summary of Recommendations
(page 4). She will also discuss what is working well for us currently, areas of concern, and future
enhancements /goals.
The assessment consists of two sections; the technology needs assessment and the firewall security
assessment. The security assessment is designated as confidential for security reasons and is not being
attached to this document. However, if Council members would like to view the assessment, staff will
make it available.
Phase II consulting services are not included in the Elert and Associates assessment. In the future, if the
City Council would like to authorize a study geared toward community technology (especially
communications /media) needs, the study would look at:
Inventory and assessment of communications technology within the community as well as
assessment of current initiatives relative to communications technology
Evaluation of community needs relative to residential consumer access, business activity, and
economic development
Evaluate benefits and risks of private versus public investment /management of communications
technology systems and /or infrastructure
Evaluation of various technologies for meeting community communications technology needs,
including costs and complexities of deployment as well as long -term viability of system
Recommendations for community strategies
2
4
ROSEMOUNT
MINNESOTA
Information Technology Needs Analysis
City Internal
November 29, 2007
Prepared by:
Wendy Chretien, PMP
Peter Gray, CTS, CWNA
N:71
Elert Associates
651- 430 -2772
www.elert.com
City of Rosemount IT Needs Analysis City Internal
Table of Contents
1 EXECUTIVE SUMMARY 3
1.1 SUMMARY OF FINDINGS 3
1.2 SUMMARY OF RECOMMENDATIONS 4
2 METHODOLOGY 5
3 INTERVIEW FINDINGS 5
3.1 WHAT WORKS WELL (COMMENDATIONS) 5
3.2 AREAS OF CONCERN 5
3.3 FUTURE ENHANCEMENTS /GOALS 6
4 LOCAL AREA NETWORKS 7
4.1 NETWORK ANALYSIS AND FINDINGS 7
4.2 NETWORK RECOMMENDATIONS 7
4.2.1 Cost Estimates 8
4.3 SOFTWARE APPLICATIONS AND SERVERS 9
4.3.1 Current Situation/Findings 9
4.3.2 Analysis and Recommendations 11
4.4 TELECOMMUNICATION ROOM REVIEW AND RECOMMENDATIONS 13
4.4. City Hall TR 13
4.4.2 Maintenance TR 13
4.4.3 Fire Station 1 TR 14
4.4.4 Community Center TR 14
5 CITY WIDE AREA NETWORK (WAN) 15
5.1 EXISTING WAN SERVICES 15
5.2 WAN ANALYSIS AND FINDINGS 15
5.3 WAN FIBER OPTION 15
5.4 CITY ACTIONS TO DATE 16
5.5 RECOMMENDATIONS 17
6 INTERNET SERVICE AND EXTERNAL CONNECTIVITY 18
6.1 FINDINGS 18
6.1.1 LOG1S 18
6.2 OPTIONS 19
6.3 RECOMMENDATIONS 19
7 IT STAFFING AND ORGANIZATIONAL STRUCTURE 21
7.1 CURRENT SITUATION AND FINDINGS 21
7.1.1 Supervision and Reporting 21
7.1.2 Ad Hoc Support 21
7.1.3 User Knowledge 21
7.2 COMPARISON TO SIMILAR CITIES 22
7.3 ANALYSIS 22
7.4 OPTIONS 23
7.4.1 Option A 23
7.4.2 Option B 23
7.4.3 Option C 23
7.5 RECOMMENDATIONS 24
7.5.1 Staff FTE 24
7.5.2 Supervision and Reporting 24
8 IT POLICIES AND PLANNING 25
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City of Rosemount IT Needs Analysis City Internal
8.1 EXISTING POLICIES 25
8.2 ANALYSIS AND RECOMMENDATIONS 25
8.2.1 Current Policies 25
8.2.2 Needed Policies 25
8.3 IT PLANNING 26
8.3.1 Risk Avoidance 26
8.3.2 Growth in Use of IT 27
8.3.3 Other Trends 27
9 APPENDIX A WAN ANALYSIS 29
10 APPENDIX B LAN ANALYSIS 33
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City of Rosemount IT Needs Analysis City Internal
1 Executive Summary
Technology has become increasingly indispensable to the City of Rosemount's
operations, leading the City to carefully consider how best to implement and support
it.
This document is intended to assist the City of Rosemount in understanding the
current situation and in planning for enhancements to its internal information
technology (IT) systems and support services.
This study was initiated by the City through a Request for Proposal process. This
analysis does not address the wider community's technology needs, regarding which
the City may employ a separate study.
NOTE: The firewall security assessment is a separate document that should be
designated as confidential for security reasons.
1.1 Summary of Findings
The City has made do with a very lean approach to IT support in recent years,
but with continuing growth in employee count that support is stretched to the
point where employees find some needs are not able to be met. (Please refer to
sections 3.2 and 7.1)
Slow speed of Internet access has become an issue for many, though not all,
city employees. (Please refer to sections 3.2 and 6.1)
There is also a need to increase bandwidth between City Hall and most other
city- staffed facilities. (Please refer to sections 3.2 and 5.1)
The City's draft policies regarding IT services (email and Internet use policies)
are fine for the purpose, but the City lacks policies for key IT security issues
such as virus protection and password management. (Please refer to sections
3.2 and 8.1)
A relatively minor but nagging issue regarding file sharing among departments
should be addressed. (Please refer to sections 3.2 and 4.3.2.5)
The existing network switches are by three different manufacturers, consist of
devices that are no longer supported by the manufacturers, and include devices
that are not manageable. (Please refer to sections 3.2 and 4.1)
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City of Rosemount IT Needs Analysis City Internal
1.2 Summary of Recommendations
Priority Action Where to find Cost
in report Implication
1 Add IT support either as .5 FTE outsourced or 1 FTE Section 7.5 +$30,000
i in house plus .2 FTE outsourced $65,000 /yr.
2 Implement recommended modifications to Section 4.4 TBD
telecommunications rooms
3 Increase Internet bandwidth to at least 5 Mbps Section 6.3 +$4,692/yr
downstream and 3 Mbps upstream (OET @5
Mbps)
4 Select an Internet Service Provider from among Section 6.3 Time
several offerings FTTH communications and State
OET appear to be the front runners
5 Implement fiber connectivity to the Community Section 5.5 $138,064
Center, Public Works and Fire Station #2 $153,064
6 Adopt and adapt LOGIS security policy Section 8.2 Time
7 Replace local area network (LAN) switches Section 4.2 $32,000
$49,500
8 Investigate expanding the current FTP services site Section 4.3 Time
9 Institute policies regarding internal saving and Section 4.3 Time
sharing of files
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2 Methodology
To gather needed information, the consulting team met with and interviewed City
personnel, visited city facilities to review technology components, obtained and
reviewed documents from the City and its IT support consultancy, and contacted
current and potential providers of telecommunications services.
We then reviewed and analyzed the gathered information, the results of which are
identified as findings. Where those findings indicated unfulfilled needs, the
consultants explored various options and developed recommendations.
City personnel will review this document and provide feedback after which the
consulting team will revise it and present the final version to the City.
3 Interview Findings
Interviews with representatives of most City departments were conducted to gain an
understanding of the current situation and any areas of concern.
Personnel interviewed included Bill Droste Mayor, Mark DeBettignies City
Council Member, Jamie Verbrugge City Administrator, Emmy Foster Assistant
City Administrator, Jeff May Finance Director, Judy Miller Accounting
Supervisor, Alan Cox Communications Coordinator, Ed Kropelnicki Fire
Department, Gary Kalstabakken Police Chief, Randy Trefthethren Police Officer,
Jean Driscoll Police Records Supervisor, Jewel Ericson Police Lt.; Dan Schultz
Parks Recreation Department Head, Mike Kasel GIS Coordinator, and Andrew
Brotzler City Engineer.
The questions asked were designed to elicit input about a number of areas, with
emphasis on the users' level of satisfaction (or dissatisfaction) with the status quo.
3.1 What Works Well (Commendations)
IT areas /systems that personnel believe are generally in good shape include:
Computer hardware (the City replaces its workstations on a rotating basis half
every 2 years so none of the PCs are more than 4 years old.)
Most existing software
LOGIS services (for the Public Safety Department)
Network servers and storage
3.2 Areas of Concern
Problematic areas identified by multiple interviewees are:
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City of Rosemount IT Needs Analysis City Internal
IT support (insufficient contracted at 8 hours per week)
Internet access (those who exchange large files with outside organizations are
experiencing long waits and sometimes must re -start the process several times
before files are successfully transmitted; many users experience slow response
when working or researching via the web.)
Information /network security policy (insufficient for current needs /situation)
Interdepartmental file sharing (too many duplicate files; uncertainty as to which
are most current)
LAN infrastructure (too slow /congested)
Potential risks (possible points of failure or liability)
3.3 Future Enhancements /Goals
When asked about goals for potential future technology services, some of the
thoughtful replies of City staff members included:
Developing more efficient internal processes (examples: budgeting process,
electronic Council packets, linking timesheet reporting with vacation tracking,
electronic purchase order process, electronic payments to vendors, electronic
scheduling of meeting rooms)
Making more information available to the public (example: ArcGIS maps)
Using data (esp. Cartegraph) to make more informed /better decisions
Network/data services for personnel in the field so they can be more productive
Wireless service in City Hall (for Council members and City employees)
Wireless service at the Community Center for the public and rental customers
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City of Rosemount IT Needs Analysis City Internal
4 Local Area Networks
The following section discusses findings and recommendation for improving the local
area networks (LANs) at the City of Rosemount.
4.1 Network Analysis and Findings
Overall LAN utilization is low on most ports of the City's LANs. Some ports (shown
in Appendix B) did show higher amounts of consistent utilization or spikes of
utilization over 60 and the City should consider upgrading these to Gigabit
Ethernet connections (assuming the device attached to these ports can support a
Gigabit Ethernet connection).
Two firewalls are owned and managed by the City, a WatchGuard brand firewall for
connectivity to the Internet (outside world), and a Cisco Systems brand firewall that
segregates the Police Department network from the rest of the city network. A third
firewall is managed by LOGIS for connectivity to that organization. This is not the
City's responsibility other than to ensure it has electrical power and connectivity.
The Cisco LAN equipment at City Hall and Police has reached end -of -life which
means this equipment is no long supported by Cisco. The typical useful life of
network electronics is five years.
Public Works currently uses an Ethernet hub, which is an older technology that
forces all users to share bandwidth rather than have dedicated connections.
Some of the remote devices are unmanaged, which makes it much more difficult to
troubleshoot those devices and prevents monitoring their use and overall "health
The current LAN consists of a mixture of Cisco, 3COM, and HP brand equipment,
which increases time spent in administration and means that parts are not
interchangeable.
Some of the current equipment does not have Gigabit uplink capability (connections
among switches). This greatly limits the LAN's overall bandwidth.
4.2 Network Recommendations
Elert Associates recommends the City replace its LAN equipment for the
following reasons:
I. Age of the equipment devices will begin to exhibit problems such as failed
power supplies, which will result in network outages
2. Need for higher bandwidth /speed to server connections and some workstations
(CAD /Engineering and Communications)
3. Ability to move to a single manufacturer of equipment, which reduces
administration and spare parts costs
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4. Allows all devices to be monitored and managed proactively.
Elert Associates further recommends that the City install Gigabit links between
all switches whether within a telecommunications room or between buildings (fiber
would be necessary to achieve the latter part of this recommendation).
4.2.1 Cost Estimates
The following tables estimate the costs to replace all LAN switches and hubs,
including ports for connecting to fiber between the buildings.
Two options are provided, switches with 10/100 Mbps ports and switches with
10 /100 /1000 Mbps ports. The latter would provide more overall bandwidth.
Option 1 10 /100 Mbps Ethernet Switches
Location of ports) Cost
City Hall (96) $15,000
Police (24) $3,000
Public Works (24 ea. at 2 bldgs) $6,000
Community Center (24) $3,000
Fire Station 1 (24) $3,000
Fire Station 2 (24) $3,000
Total (240) $32,000
Note: in the above estimate, we've designed half of the 96 ports
at City Hall as 10/100 /1000 Mbps ports for server connectivity
and users that require higher bandwidth.
Option 2 -10 /100 /1000 Mbps Ethernet Switches
Location Cost
City Hall (96) $17,000
Police (24) $4,500
Public Works (24 ea. at 2 bldgs) $9,000
Community Center (24) $4,500
Fire Station 1 (24) $4,500
Fire Station 2 (24) $4,500
Total (240) $44,000
Option 3 10 /100 Mbps Ethernet Switches (Power over Ethernet (PoE))
Location of ports) I Cost
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City of Rosemount IT Needs Analysis City Internal
City Hall (96) $17,500
Police (24) $3,500
Public Works (24 ea. at 2 bldgs) $7,000
Community Center (24) $3,500
Fire Station 1 (24) $3,500
Fire Station 2 (24) $3,500
Total (240) $38,500
Note: in the above estimate, we've designed half of the 96 ports
at City Hall as 10 /100 /1000 Mbps ports for server connectivity
and users that require higher bandwidth.
Option 4 10 /100 /1000 Mbps Ethernet Switches (PoE)
Location Cost
City Hall (96) $19,500
Police (24) $5,000
Public Works (24 ea. at 2 bldgs) $10,000
Community Center (24) $5,000
Fire Station 1 (24) $5,000
Fire Station 2 (24) $5,000
Total (240) $49,500
4.3 Software Applications and Servers
4.3.1 Current Situation/Findings
The City's present desktop operating system is Windows XP Professional.
The City currently uses Microsoft Office 2003 for word processing, presentation,
spreadsheet and database needs.
Microsoft Exchange Server 2003 together with Microsoft Outlook 2003 client
software comprises the City's email system.
The City's server operating system is Windows Server 2003. There are seven (7)
Windows servers on the network (file server, MS Exchange, Web, Parks Rec,
Police video, Citrix and Docuware).
One primary server is used for file sharing and print serving, and acts as the
Domain Name Services (DNS) server, as well as providing Windows Internet
Naming Service (WINS) and Dynamic Host Configuration Protocol (DHCP)
services.
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City of Rosemount IT Needs Analysis City Internal
A Citrix Server supports six (6) thin client workstations and a small amount of
remote access use. The City owns 40 client licenses for Citrix.
Other major applications in use and managed by the city include:
ArcGIS for geographic information systems (mapping)
Bulletproof FTP file transfer protocol) for remote exchange of large files
(owned by Engineering Department)
Civic Systems for utility billing
Docuware for document imaging (turning hard copy documents into
electronic files)
Firehouse Fire Department software
Incode for accounting /finance
Maxschedule and Maxfacility for facilities scheduling
PermitWorks, Plan Analysis and StrucCalc for construction/development
SCADA software for controlling and monitoring water systems
Roughly another 15 applications are City- owned, but most of these are accessed
by only a few users.
Several applications used by the Police Department are hosted by other entities
such as various agencies of the State of Minnesota (DVS, CrimNet, CJIIS) and
LOGIS. This means the City is not responsible for maintaining this software or
the servers it resides on, but does imply the need for a highly available
WAN/Internet connection through which to access these services.
The most recent Microsoft offering for office productivity is Office 2007. This
set of applications can run on both Microsoft XP and Vista desktop operating
systems.
The most recent Microsoft desktop operating system is Windows Vista.
The most recent Exchange server system is Exchange Server 2007. This OS
requires 64 -bit processor capability, which usually entails complete replacement
of server hardware.
The City is considering moving to the latest versions of Microsoft products, but
is unsure whether the benefits outweigh the drawbacks.
Note: please refer to "IT Staffing and Organizational Structure" for findings
related to software support.
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City of Rosemount IT Needs Analysis City Internal
4.3.2 Analysis and Recommendations
Overall the City has done a good job in keeping its operating systems at one
version each for desktops and servers. This approach avoids many potential
problems.
4.3.2.1 Adoption of Office 2007
There is a fairly steep learning curve in moving from Office 2003 to 2007. A
training company estimates users will need nearly a full day of training and will
take most of a month to get to the point where their productivity reaches and
begins to surpass that of 2003.
The City of Rosemount does have a licensing agreement in place for Office
2007 and tentatively plans to migrate to this version in 2009 when all the city's
PC hardware will be capable of running it.
4.3.2.2 Adoption of Windows Vista (desktop operating system)
There are several versions of Microsoft's new desktop OS. Vista Business and
Vista Ultimate are the most likely versions for government entities to adopt.
The Ultimate version offers more multimedia features as well as BitLocker
Drive Encryption (see benefits, below).
The following blog by an employee of TechRepublic, dated November 4, 2007
indicates Vista's uptake by business is rather slow and concludes that the
incremental improvements are insufficient to drive adoption:
http: /blogs.techrepublic.com.com /hiner ?p =56 Tellingly, in September 2007
"Microsoft agreed to allow PC manufacturers to downgrade Vista PC to
Windows XP."
Benefits
Additional security through User Account Control (UAC), BitLocker and
desktop firewall features: UAC blocks the installation of unauthorized
software. However, from an end user standpoint, this will likely introduce
frustration. BitLocker (only available in the Vista Ultimate version) permits the
entire contents of the computer's hard drive to be encrypted. This protects data
when a laptop is lost or stolen. Windows Firewall is built in software that can
inspect packets at the desktop level. When properly configured, this feature
would be useful for tele- workers and field personnel when connecting to a
network outside the City's protected network.
Additional stability: the browser is isolated from the operating system, which
reduces downtime due to "crashes" caused by malicious software "malware
brought in via the browser.
Drawbacks
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City of Rosemount IT Needs Analysis City Internal
End user training: The Vista user interface is sufficiently changed that most
users will need some amount of training in its use. Anticipate one hour per user.
Hardware requirements: 1 GB RAM (minimum 2 GB recommended). Hard
drive free space 40 GB (just for the operating system). Vista Ultimate requires
a high -end video card and extra graphics memory.
Compatibility with third -party software: Some of the city's current software
packages may not run under Vista. This would need to be researched.
Overall
Based on the available information, Elert Associates suggests the City
postpone implementing Vista. At its next large purchase or lease of PCs in
2009 the City could determine whether to upgrade the balance of its computers
to Vista, or to wait until 2011.
4.3.2.3 Adoption of Exchange Server 2007
Microsoft Exchange Server 2007 is much more scalable than Server 2003. This
means that more users and messages can be supported per server.
However, the hardware requirements increase dramatically. Exchange Server
2007 requires 64 -bit processors. This would require a complete change out of
the City's server hardware.
Many large institutions have made the switch because of the improved
scalability, but for smaller organizations this is not a compelling feature.
Elert Associates suggests the City wait until its mail server hardware needs
to be replaced and then reconsider transitioning to Exchange Server 2007.
4.3.2.4 Large file transfers
Among the needs noted during the interviews was the Communications
Coordinator's requirement for large file transfers. It may be feasible to have the
Engineering Department support his file exchanges via its Bulletproof FTP
system. If so, an additional software license may be required.
4.3.2.5 Interdepartmental file sharing and back up of locally stored files
Two interviewees indicated concern that due to the way files are stored, there is
considerable duplication (and more) of files, and that it is difficult to know which
version of a file is the most recent. And further they worry that some users store
documents only on their local hard drives, so if their computers were to crash
those files might be lost forever.
The file sharing issue is one that every organization struggles with. The only sure
way to assure only a single version of a file exists is to not permit users to save
files to local hard drives. This measure however sometimes backfires, in that
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when a file is saved users don't know where it ended up. User training is the most
effective way to alleviate this problem.
Backup of files on local hard drives is related because it assumes files on these
hard drives are not stored elsewhere. To perform backup of 100 hard drives
would require a significant investment of time and money (requires more storage
capacity). A two pronged approach to this problem may be the most practical.
For systems running applications that are not server -based and are not part
of the standard Office package, IT could image the entire drive at periodic
intervals perhaps every six months.
For files which may be modified at any time, City may wish to establish a
policy that states that files with critical information must be stored on a
shared server so they can be properly backed up. The policy could indicate
that items stored on local hard drives are at risk and that the City is not
responsible if the user disregards the policy. Again, user training would
make such a transition much smoother.
4.4 Telecommunication Room Review and Recommendations
The following section outlines comments regarding the City's telecommunication
rooms (TRs). Recommendations are provided for identified concerns.
4.4.1 City Hall TR
The City Hall TR is in good shape. The cable terminations and dressing coming
into the room are good. There is adequate air conditioning and lighting in the
room. The rack has been properly grounded. Some of the items the City should
address are:
1. Organization of the patch cables on the cabling rack. Horizontal cable
management is present; it just needs to be better utilized.
2. Cables are not labeled at the back of the rack. For future cabling projects
and cabling adds, the City should require their contractor to label all
cables at the back of each panel.
4.4.2 Maintenance TR
The maintenance TR is located in a janitor /storage closet. It consists of a wall
mount patch panel with a shelf for equipment. Lighting is poor in the room and
the room temperature is okay. The City should:
1. Move the cabling to a patch panel on a wall- mounted cabinet.
2. Securely rack -mount all data electronics to a new wall -mount cabinet.
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3. Secure all other components (not rack mountable) to the wall or to a shelf
installed in a new wall -mount cabinet.
4. Ground any new wall -mount cabinet.
5. Keep the room locked. At the time of the inspections the door was wide
open.
6. Install cable management in any new cabinet.
4.4.3 Fire Station 1 TR
The Fire Station 1 TR is located in a storage room with chemicals located within
the room. It consists of a wall -mount patch panel with a shelf for equipment. The
City should:
1. Move the cabling to a patch panel on a wall- mounted cabinet.
2. Securely rack -mount all data electronics to a new wall -mount cabinet.
3. Secure all other components (not rack mountable) to the wall or to a shelf
installed in a new wall -mount cabinet.
4. Ground any new wall -mount cabinet.
5. Keep the room locked. At the time of the inspections the door was wide
open with easy access to the outside through the garage area.
6. Install cable management in any new cabinet.
4.4.4 Community Center TR
The Community Center TR is located in a break room. It consists of a wall
mount rack that holds a cable patch panel and a network switch. The City should:
1. Ground the wall -mount rack.
2. Provide a cable management panel between the patch panel and the
switch to better organize the patch cables.
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5 City Wide Area Network (WAN)
This section discusses findings and recommendations for the City's data network
which ties its municipal facilities together.
5.1 Existing WAN Services
The existing wide area network (WAN) consists of leased point -to -point T1
connections that emanate from City Hall. There are connections each to Public
Works, the Community Center and Fire Station #1.
The current cost ofT -1 circuits is $160 per month times 3 circuits $480 per
month, or $5,760 annually. The contract for these circuits runs through December
of 2008. One of these circuits is for LOGIS connectivity for the Police Records
Management systems and is likely to be able to be replaced by the Dakota
Count/State/LOGIS fiber -based connection.
An analysis of the utilization (amount of network traffic) of these circuits can be
found in Appendix A.
Fire Station #2 is connected via a Frontier Communications DSL with a virtual
private network (VPN) across the Internet back to City Hall. (Please see the
Internet Service sub section.)
Public Works (three separate buildings) is on contiguous property with City Hall.
The other facilities (Community Center and the two Fire Stations) are at more
distant locations.
5.2 WAN Analysis and Findings
By examining the WAN utilization statistics found in Appendix A, a conclusion
can be drawn that the link to the Community Center needs to be upgraded in terms
of bandwidth (speed).
The links to Public Works and Fire Station #1 did not have very high utilization.
Fire Station #2 is also the site of the City's Emergency Operations Center (EOC),
which would be used in the event of a large scale emergency or disaster in the area.
Thus this building should have robust WAN connectivity.
When there is too much traffic over a limited WAN connection, users experience
slow response times sometimes significant enough to cause lost productivity.
5.3 WAN Fiber Option
Fiber optic cabling transmits data at speeds thousands of times faster than copper
options and is much less vulnerable to "tapping The potential speed of traffic via
fiber is limited today only by the technology of the electronics. Network speeds
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between buildings with fiber connections would be similar to the speeds within a
building LAN. Thus fiber is preferred in most applications if it can be procured
(leased or owned) at competitive costs.
The following table shows the estimated cost to install new fiber to the different
City locations. The estimate includes placing 12 strands of buried fiber to each City
building from the City Hall. Estimated costs include design fees.
Location Est. Cost
Public Works Buildings $19,800
Community Center $25,900
Fire Station 1 $99,400
Fire Station 2 /Emergency $93,900
Operations Center*
*Note: utilizes a portion of conduit put in place for the
SCADA system (see: City Actions to Date)
*Note: this estimate assumes that the Fire Station 2 fiber
optic connection will be put in place and the Community
Center connection branches off of that existing connection.
5.4 City Actions to Date
City leadership has already come to the conclusion that fiber connectivity is highly
preferable in the long term and has been proactive in its planning.
The City recently obtained a fiber connection between City Hall and Dakota
County. The electronics needed to complete this connection have not yet been
implemented.
The City requested and obtained a quote via Dakota County for fiber (mostly
already in place) to link the Community Center to City Hall. This would save
time and reduce disruptions to rights of way compared to building out new
fiber. The quoted amount is $24,364.
The Public Works Department has had 2 -inch conduit installed along several
road rights of way (at the same time as other construction projects to
reduce costs) with the forethought that the City would some day connect
water and sewer facilities (water towers, lift stations, etc.) via fiber in order
to be better able to monitor and control the systems at those distant facilities
(this type of system is known as SCADA). So far this conduit is unused. A
portion of this unused conduit could be employed to run fiber partway to
Fire Station #2 since that station is next to one of water towers. There is not
conduit along that entire path however. E &A understands that as part of the
Well #15 project scheduled for 2008, Public Works intends to have fiber for
SCADA use installed from Well #15 to the Public Works building. The
installation of this fiber will also make fiber available to Fire Station #2.
Elert Associates November 29, 2007 Page 16 of 36
City of Rosemount IT Needs Analysis City Internal
The only remaining fiber that would need to be installed to complete the
path to City Hall would be between Public Works and City Hall.
5.5 Recommendations
Elert Associates recommends the following with regard to the City's internal
wide area network:
1. Implement active electronics on the fiber link to Dakota County (cost
implication: $4,000, or $0 if new LAN equipment is implemented per
Section 4.2) NOTE: there may be ongoing maintenance costs, but this is
unknown as of the time of this report.
2. Accept the proposed quote for fiber connection to the Community Center and
implement it (cost implication: $24,364 for fiber plus $4,000 for electronics
or $0 for electronics if new LAN equipment is implemented per Section
4.2)
3. Implement new underground fiber between City Hall and the Public Works
buildings (cost implication: $19,800 for fiber, plus $4,000 for LAN
electronics or $0 for electronics if new LAN equipment is implemented
per Section 4.2
4. Plan for and implement a continuous fiber link to Fire Station #2, using
available conduit where possible ($93,900 for fiber, plus $3,000 for
electronics or $0 for electronics if new LAN equipment is implemented
per Section 4.2)
5. Leave connectivity at Fire Station #1 as it is since the utilization is low now
and there is no foreseen need for increased bandwidth.
Total cost implications for recommendations 1 -5: $138,064 $153,064
In terms of budgeting and acquisition processes, the City can think about a fiber
optic -based WAN the same way it thinks about buildings. Fiber connectivity is one
of the few assets in IT that has a lifespan comparable to that of a building (30 -50
years). This means the City could legitimately pay for fiber connectivity through
long -term bonding if it so chose.
New fiber installations should be professionally designed and installed, and
coordinated with the City Engineer/Public Works.
FA Elert Associates November 29, 2007 Page 17 of 36
City of Rosemount IT Needs Analysis City Internal
6 Internet Service and External Connectivity
6.1 Findings
City personnel utilize the Internet to send and obtain information from all outside
entities, including residents, governmental agencies and other resources.
The City's primary Internet service is via Frontier Communications using an
ADSL connection at 1.5 Mbps at a cost of $89 per month. The DSL service for Fire
Station #2 costs an additional $74 per month. There is a charge of $20 per month
for eight (8) IP addresses needed for the City's servers, router and network security
systems. Thus the monthly total for Internet service is $183, equating to $2,196 per
year. The current contract is through December 2008.
The services provided are asymmetrical (ADSL), meaning the capacity is not the
same in both directions. The contracted bandwidth is 2 Mbps downstream (from
the Internet) and 512 Kbps upstream (to the Internet). When measured, the
incoming bandwidth was at approximately 1 Mbps, but the outgoing traffic was at
366 Kbps (about 1/3 as much). This is fairly typical performance for an ADSL
connection.
If the City wishes to host its own web site at some future point, upload capacity is
quite important. Residents, developers and others who want information or access
to city services can be limited by upload capacity if several are attempting to access
the system at the same time. Also if the City opts to stream live or recorded City
Council meetings from its own site (rather than through a hosted site) upload
capacity becomes a key determinate to the number of users who can view a stream,
and in the quality of the picture and sound.
Elert Associates was unable to analyze the utilization of the Internet connection
and the VPN connection to Fire Station #2, due to inaccessibility of the Frontier
links (our tool requires access to a router which is outside the City's control).
However, City personnel reported considerable slowdowns and time lags in
accessing content from outside the City. This indicates the amount of bandwidth is
not sufficient.
Current high bandwidth uses include accessing the County's Property Records
system (including maps) and the Communications Coordinator exchanging large
multimedia files with outside organizations /persons.
6.1.1 LOGIS
The City has a dedicated T -1 connection to LOGIS for public safety systems.
Elert Associates November 29, 2007 Page 18 of 36
City of Rosemount IT Needs Analysis City Internal
6.2 Options
Potential sources for Internet service would be:
Ethernet service from Frontier Communications: 5 Mbps at $1,725 per month;
10 Mbps at $2,250 per month; 20 Mbps at $3,350 per month, each with a one-
time installation charge of $750. Annual costs: $20,700; $27,000; or $40,200
respectively.
Leased T -1 circuits from Frontier: one T -1 circuit (1.5 Mbps) at $588.82 per
month or two (2) bonded circuits (3 Mbps) at $1,177.64 per month, on a 36-
month contract, plus a one time installation charge of $36 or $72 respectively.
Annual costs: $7,065.84 or $14,131.68.
The State of Minnesota Office of Enterprise Technology is able to provide
Internet access to cities and counties, and some entities are on the state's
system. State OET service (via fiber via Dakota County). Likely cost is $100
per month for every Mbps. If the City were able to obtain a fixed 5 Mbps
connection, the cost would be $500 /month $6,000 per year. However, as of
11/9/07 the amount of bandwidth available to the City is undetermined. The
aggregate bandwidth from OET through the County link would be shared
among several governmental entities in Dakota County.
LOGIS offers an Internet service package to its members. Bandwidth is
currently 25 Mbps which is shared by 30 members. The package includes web
hosting, DNS services, static IP addresses, anti -spam and anti virus, and a
hosted Media Server. Cost is determined by the number of networked
computers in the organization. The cost for Rosemount would be $10,573 per
year. This could increase as /when LOGIS' costs increase.
Charter Business offers a symmetrical 5 Mbps service for a one -time set up fee
of $1,000, plus $979.30 per month on a three -year contract, or 10 Mbps for
1,681.40 per month or 20 Mbps for $2,864.40 per month. Thus the annual
ongoing costs would be $11,751.60, $20,056.80, or $34,372.80 respectively.
FTTH Communications (now owned by Rudder Capital Corporation/Rudder
Digital National Services) quoted three high -speed options, all of which are
symmetrical: 5 Mbps for $100 /month; 8 Mbps for $140 /month, and 20 Mbps
for $200 /month. Annual costs: $1,200, $1,680 or $2,400 respectively.
6.3 Recommendations
E &A recommends the City increase its Internet connectivity to a minimum of 5
Mbps download (from the Internet) and 3 Mbps upload (to the Internet). This
amount of bandwidth would alleviate most if not all of the slowdowns City
personnel are currently experiencing. There may still be some peak times when
congestion occurs, but the cost for higher bandwidth to accommodate those
infrequent peaks is difficult to justify.
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City of Rosemount IT Needs Analysis City Internal
The most cost effective solution appears to be FTTH Communications. If the City
is ready to make a switch E &A recommends the City conduct a reference check on
FTTH Communications to learn about reliability /uptime and responsiveness of
support. The next most attractive option is via OET, but further discussions would
be required to clarify the cost and bandwidth of that offering.
If the City elects to implement fiber to Fire Station #2, we also recommend the City
continue to subscribe to Internet service for Fire Station #2/EOC as a backup.
Doing so would ensure there would be no interruption of service if either of the
two Internet connections failed. However, there is some complexity in IP
addressing and routing in having two separate services. This would need to be
further investigated once the City selects a primary provider.
Elert Associates November 29, 2007 Page 20 of 36
City of Rosemount IT Needs Analysis City Internal
7 IT Staffing and Organizational Structure
7.1 Current Situation and Findings
The City currently outsources most of its IT support and maintenance. A computer
network firm (CIT) is retained for eight (8) hours per week arranged as two half
days on site, which is equivalent to .2 FTE. The cost for this contracted support is
$40,000 per year, but due to additional requests for service the cost for 2007 is
anticipated to be approximately $50,000.
Additionally the Police Department obtains support from LOGIS, which may be
equated to .25 FTE.
As noted in the Interview Findings, multiple staff members indicated a need for
additional on -site support. Interviewees didn't indicate a high degree of
dissatisfaction regarding support, but more frustration regarding timely service.
The City currently has 96 workstations (excluding laptop computers in Police
vehicles, which are supported by LOGIS and PD internally), and eight (8) servers,
including two dedicated to the Police Department.
7.1.1 Supervision and Reporting
The outsourced IT support firm reports to the head of the Finance department,
Mr. Jeff May. Mr. May acts as the "collector" of trouble tickets /issues and passes
those along to the support person when he is on site.
7.1.2 Ad Hoc Support
As in every organization, there are some Rosemount City personnel with a higher
level of experience and /or knowledge of the applications (software) they use.
And, also like other organizations, these people become "in -house experts" to
whom others go when they need help with software. Because the role of the
outsourced IT firm does not include software support, Rosemount depends fairly
heavily on ad hoc support.
One of the results, however, is that these "go -to" people spend time helping
others that would otherwise be spent on their own tasks, and therefore are less
productive than they could be.
7.1.3 User Knowledge
As part of the assessment, during the interviews, City personnel were asked about
training /professional development for City employees. The answer indicated that
new hires are asked about their experience with software, which factors into the
hiring decision.
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City of Rosemount IT Needs Analysis City Internal
In general, interviewees reported that if current city employees request relevant
training it would be provided, but that no proactive plan is in place to enhance
end users' skill sets /productivity.
7.2 Comparison to Similar Cities
Elert Associates polled cities of similar population to Rosemount, which are in
the Twin Cities metro area, and are experiencing growth. We surveyed five similar
cities..
We asked each city manager or administrator "For your city's internal needs, how
many full -time equivalent (FTE) positions does the city employ or retain to supply
Information Technology support services? And if you outsource any IT services,
please break that FTE count out between city employees and outsourced services."
We also asked each whether they plan to maintain, add or reduce IT staffing.
IT Staffing in FTE of similar size metro area cities
City Est. Pop. FTE City FTE IT FTE IT Total FTE Ratio of Plan to Add
in 2006' employees employees outsourced IT IT to all or Reduce?
support FTE
Elk River 22,285 120 2.5 0* 2.5 1:48 Maintain
Hastings 21,360 97 3 0 3 1:32 Add 1
Prior Lake 22,674 63 0 .1 .1 1:630 Maintain
Ramsey 22,955 54 1.2 0 1.2 1:45 Maintain
Stillwater 17,781 77 2 0 2 1:38 Maintain
Rosemount 20,268 81 0 .45 .45 1:180 TBD
Elk River occasionally outsources large projects such as building expansions (cabling, etc.) but
otherwise all IT support is in house.
Stillwater just increased from one to two FTE this year. Stillwater also uses some outside
consultants an as- needed basis but didn't equate that to FTE.
7.3 Analysis
The average for the comparison cities is 1.76 FTE for IT support. The ratio of IT
FTE to all FTE is thrown off by Prior Lake, but among the four other comparison
cities, the average ratio is approximately 1:41.
Source: City- data.com
2 Does not include part-time employees since there is no available information as to how many full -time
equivalents the part-time workers equate to. Counts of part-time employees were: Elk River 48, Hastings
18, Prior Lake 34, Ramsey 5, Rosemount 15, and Stillwater 61.
Elert Associates November 29, 2007 Page 22 of 36
City of Rosemount IT Needs Analysis City Internal
A study of 103 organizations conducted in 2003 indicated that organizations of
fewer than 500 people had a median (50 percentile) ratio of IT staff to all staff of
one full -time IT person for every 19 full -time employees. At the 75 percentile the
figure was 1 to 34. Since the City of Rosemount employs 81 people full time, at the
median ratio, the IT support should equate to 81/19 4.26. At the 75 percentile:
81/34 2.38.
A general industry guideline for planning FTE count for IT staffing is to apply one
FTE for every 50 workstation computers, plus 1 FTE for every 20 servers. At those
levels Rosemount would need approximately 2.4 FTE.
Among these techniques of determining IT staff count, the similar cities method
provides the best benchmark for comparison. Thus 1.76 FTE would be a realistic
situation.
7.4 Options
Following are three potential IT staffing situations for the City of Rosemount.
7.4.1 Option A
Increase the current outsourced support to approximately 20 hours per week onsite
plus additional available phone support. Total FTE .5. Estimated annual cost:
$80,000. Incremental increase (above current costs): $30,000 annually.
7.4.2 Option B
Add one (1) FTE for end -user and PC support and continue with .2 FTE of
outsourced support for servers and network systems. Total FTE 1.2 (plus
LOGIS).
Estimated annual cost: outsourced support of $50,000 per year, plus 465,000
(salary of $50,000 30% benefits) per year $115,000. Incremental increase
(above current costs): $65,000 annually.
7.4.3 Option C
Add two (2) FTE and discontinue outsourced support. One of the new employees
would focus on end -user and PC support and the second on servers, networking
and network security, but also would conduct proactive planning for technology
systems and services in the City. Total FTE 2 (plus LOGIS).
Estimated cost: 4121,000 per year (1 salary of $38,000 and 1 salary of $55,000
30% benefits) Incremental increase (above current costs): $71,000 annually.
Elert Associates November 29, 2007 Page 23 of 36
City of Rosemount IT Needs Analysis City Internal
7.5 Recommendations
7.5.1 Staff FTE
Increasing IT staffing to 1.76 FTE at once would be a significant jump in
operational costs for the City and may not be feasible.
Based on the expressed needs of City personnel for additional support, Elert
Associates recommends a phased approach to IT staffing: select either Option A
(.5 FTE outsourced at —$80,000) or Option B (1 FTE .2 outsourced at
$115,000) and review the situation every 6 months to determine whether
additional support is necessary.
7.5.2 Supervision and Reporting
Typically when the number of IT staff is too few to require its own supervisor, as
is the case in Rosemount, either Administration or Finance supervises IT staff.
Since Mr. May (Finance) currently fills this role it may be logical to continue
with this approach. However, if adding another person to supervise would
become too burdensome, then the City should consider moving the reporting of
IT to the Administration department.
At the future point when IT requires more than two full -time equivalent
positions, then one of the IT personnel should be designated a coordinator, and
report to the City Administrator.
Elert Associates November 29, 2007 Page 24 of 36
City of Rosemount IT Needs Analysis —City Internal
8 IT Policies and Planning
8.1 Existing Policies
The City has developed two draft policies regarding IT systems and services:
A -3 Employee Use of City E -Mail System
A -4 Employee Use of City Internet/Intranet
The City of Rosemount does not have a published policy regarding information and
systems security. As a subscriber of LOGIS public safety services, the City is
subject to the published LOGIS Members Security Policy. LOGIS offers its
members that it "will work with each member organization to address, implement
and troubleshoot problems related to security" (policy document, page 1).
8.2 Analysis and Recommendations
Today's regulatory and legal environment places increased responsibility on cities
to maintain the confidentiality of private information and to ensure compliance of
employees' electronic activities with applicable statutes and regulations.
Consequences (i.e., damages) can be severe when an entity is found to be non-
compliant. This makes it imperative to take proactive measures in information
security wherever possible. Approved, written policies offer a base level of
protection and should be among the first steps undertaken to help achieve
compliance.
8.2.1 Current Policies
While draft policies A -3 and A -4 would be useful for their stated purposes, they do
not address critical security issues such as password management, operating system
security, virus protection and remote access.
To reduce potential liability to the City, it would behoove city leadership to
develop an action plan for approval, monitoring and enforcement of policies A -3
and A -4. And if not stated elsewhere in personnel policies, the City may wish to
list the consequences for failure to abide by the policies.
8.2.2 Needed Policies
The LOGIS Members Security Policy aligns with industry best practices in IT
security. With this in mind and because as a member of LOGIS, the City is
responsible to abide by this policy, we suggest the City adapt and adopt Sections 2-
6 of the LOGIS Members Security Policy for its own internal use, and request that
LOGIS assist the City to implement the policy.
FA Elert Associates November 29, 2007 Page 25 of 36
City of Rosemount IT Needs Analysis City Internal
Adopting these policies will require modification of current procedures, some of
which, such as periodic password changes, may be "painful" to end users who are
unaccustomed to this. The City should be cognizant of this and provide both
training and additional support to help its employees through an adjustment period.
It also should consider providing an orientation regarding IT policies to all new
hires.
Further, the City may also wish to amend policy A -3 slightly so it does not overlap
the email portion of the LOGIS policy document.
8.3 IT Planning
8.3.1 Risk Avoidance
Because some municipal services involve life safety (police and fire) and others
are nearly as critical (fresh water supply), cities necessarily have a low tolerance
to take risks with regard to these services. Technology has become so integral to
city services that it now requires similar consideration. But the lower the risk, the
higher the cost in both effort and funds, so a balanced approach is necessary.
Concentrating on areas where the threat is greatest (most likely to happen or most
dangerous) is a prudent and practical approach.
This implies a need to identify and eliminate the most likely points of failure.
One means is to implement redundant or "failover" systems. An example would
be to set up a backup data center in a location other than City Hall, allowing the
City to continue IT operations in case of a physical problem at the building
(water leaking into the data center is one of the most common problems). The
city could invest relatively little to set up a "cold site" (potentially the EOC at
Fire Station #2) which just has basic infrastructure and connectivity, or expend
more to develop a "warm site" which includes some equipment and services.
However, a "hot site" with a duplicate of all systems and mirrored data, often
costs far more than cities can justify.
8.3.1.1 Identified Risks in IT
One current single point of failure is the file server. A motherboard failure of this
system would likely require a business day to replace. However, while a failure
of this type would likely mean lost productivity, it is unlikely to cause loss of
data. Since data is backed up daily, everything from the prior day back would be
safe. Thus there is some justification to accept this level of risk.
Back up of data saved on local hard drives is addressed in the LAN section of
this report. As noted there, if users are required to save files to a server the risk of
lost data is very low. Of course, if those users do not abide by this requirement
the risk increases accordingly.
The State of Minnesota has established requirements for retention of public
records, including electronic communications. Failure to meet these
Elert Associates November 29, 2007 Page 26 of 36
City of Rosemount IT Needs Analysis City Internal
requirements can result in significant penalties and /or legal damages. The
existing Docuware system may be able to be extended to provide automatic
archiving of these files /communications. An advantage to this approach is that
the existing storage system can be used. Another option is a separate archiving
system that works with the Exchange server to archive the message store.
Vendors (in no particular order) include Barracuda Networks:
www.barracudanetworks.com /ns /products /archiver- overview.php GFI:
www.gfi.com /mailarchiver/ Quest Software: www.quest.com /archive manager/
Sherpa Software. www.sherpasoftware .com /AAOverview.shtmi, OpenText:
www. opentext .com /2 /sol- products /sol- pro extensions- microsoft/pro -I I -emai is rchivinq-
msexchanqe- ms.htm, and C2C: www.c2c. com site products /archiveone /default.asp
This is by no means an exhaustive list.
8.3.2 Growth in Use of IT
The City knows it can continue to expect growth in the number of Rosemount's
residents (between 2000 and 2006 there was a jump in population of more than
40 This knowledge provides a basis for planning for an associated increase in
IT services. Both systems (hardware and software) and services (support and
provider services) would need to be augmented proportionately.
To determine the needed resources, changes in the number of city full -time
equivalent employees would be one benchmark to watch, together with residents'
expectations shifting toward technology -based services such as online bill pay
and trouble reporting (e.g., pothole locations). In future statistical surveys of
residents and businesses the City should ask questions about those expectations.
8.3.3 Other Trends
Beyond increasing numbers of users, the City of Rosemount should carefully
consider some of these additional technology and societal trends:
Changing demographics with increasing numbers of senior citizens who
may require more services to be available at/from their homes rather than
traveling to obtain these services.
Increasing gas prices /travel costs: this may affect the city quite directly in
that its own employees may wish to work from their homes, and indirectly
as residents working at home may have changing expectations regarding
city services, in effect, wishing to transact business with the City online
rather than in person.
More widespread use of electronic communications especially unwired.
The City may wish to consider how it could make use of this trend to better
disseminate emergency notifications to residents.
Live video communication is likely to become much more prevalent. From
an internal standpoint this may include video conference meetings and live
Elert Associates November 29, 2007 Page 27 of 36
City of Rosemount IT Needs Analysis City Internal
online classes. This will drive the need for higher bandwidth and the ability
to ensure uninterrupted and very clear picture and audio on the network.
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City of Rosemount IT Needs Analysis City Internal
9 Appendix A WAN Analysis
City Hall Ethernet connection to the WAN
cityhal- Ethernet010 Et010
Min/MaxiA.verage Percent Uttization of Recv 10 Mbps Xrr t 10 Mhos
8/27/2007 09 :00 AM to 914/2007 03 :00 PM
1 1 smorna swam
Minillax Receive Utilization Min/Max Transmit Utilization Average Receive Uttation Average Tranamt Utilization
80%
70%
60%
40%
30%
20%
10°fo
111 yy4 w y
.O i� F 4' �t R/
1 R
28 Toe 29 Wed 30 Thu 31 Fri Sep 2 Sun 3 Mon 4 Tue
Aug 2007
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City of Rosemount IT Needs Analysis City Internal
Police connection to the City WAN
cityhall- Ethernetl /O Et1 /0
tin /Mtax:Average Percent Utiatmn of Recv 10 Mbps Xmit 10 Mbps
812712007 09:00 AM to 914/2007 03:00 P14
..__.l 111114.4114 SNOW
MiniMax Receive Utifzation Min/Max Transmit Utihzation Average Receive Utization Average Transmit Utilization
100%
90%
5094
7094
80%
r i
5094
3014
2094
10% w
sir
094
28 Tue 29 Wed 30 Thu 31 Fri Sep 2 Sun 3 Mon 4 The
Aug 2007
WAN connection to Fire Hall 1
cityhall- SerialO /O SeO /O
Min/Max/Average Percent Ut nation of Recv 1.54 Mbps Xmit 1.54 Mbps
8/27/2007 09:00 AM to 9/4/2007 03:00 PM
411111101111111 MUM
Min/Max Receive Utilization Min/Max Transmit Uthization Average Receive Utgzat rn Average Transmit Uttiization
100%
3056
81394..._..__. r.._._ _w._..._....._._,._.
7094"
60%
5094
3056
20%
1056
094 j .a_.., t I
1
28 Tut 29 Wed 30 Thu 31 Fri Sep 2 Sun 3 Mon 4 Tue
Aug 2007
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City of Rosemount IT Needs Analysis City Internal
WAN connection to Recreation Center
cltyhali- SeriailIO SelfO
t. fin/Max/Averege Percent Utilization of Recv 1.54 11tFps Xmit 1.54 Mhos
9127/2007 09:00 AM to 9/412007 03:00 PM
I l
Min/Max Receive Utilization Miri/Max Transmit Uffization Average Receive Utilization Average Transmit Utilization
10056
90%
70% i
60%
5456 li
30%
10` A
L
2a Tue 29 Wed 30 Thu 31 Fri Sep 2 Sun 3 Mon 4 'rue
Aug 2007
FA Elert Associates November 29, 2007 Page 31 of 36
City of Rosemount IT Needs Analysis City Internal
WAN connection to Public Works
Note: the analysis of this circuit shows an odd utilization pattern that consistently
hovered around 20% for the analysis period. This is unusual and suggests that
something was wrong with the circuit and/or the equipment on the circuit. The circuit
went down shortly before the end of the analysis period because of the failure of
WAN equipment at Public Works. From the brief period (approximately a day) of
normal traffic at the beginning of the analysis it can be seen that this circuit is not
highly utilized. f
Cityhall- Serial' /1 SSe 1/1
Min/l:Max/Average Percent Utilization of Recv 1.54 Mbps Xmit 1.54 Mbps
812712007 09:00 AM to 91412007 03:00 PM
mum mom
Min/ tax Reese Utilization Minft4ax Transmit Utiitzation Average Receive Ut nation Average Transmd Mazatlan
903
7095
80%
50°1
40%
30%
10%
28 7ue 29 Wei 30 Thu 31 Fri Sep 2 sun 3 Mon 4 Tue
Aug 2007
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City of Rosemount IT Needs Analysis City Internal
10 Appendix B LAN Analysis
The following show the results of the LAN analysis that took place over the same
period as the WAN. Statistics are only shown for those ports that had high utilization
(ports either showing consistent utilization or peak utilization over 60 All other
ports had little to no utilization over the analysis period. LAN equipment at fire hall
1 and the Community Center were not recorded because they are unmanaged devices
incapable of reporting statistics.
Police Department Cisco 2924 Port 18
Cisco2924- PD- FastEthernetO /18 FaO /18
Min /Max/Average Percent Utilization of Recv 10 Mbps Xmit 10 Mbps
8/2712007 09:00 AM to 9/4/2007 03;00 Pty
MOM MISIONNI Min/Max Receive Utilization Min/Max Transmit U1 tenon Average Receive Utiization Average Transmit titivation
100
90%
809+
70%
4056
30°k
20%
10%
10%
28Tue 29 We 30 Thu 31 Fri Sep 2 Sun 3 Mon 4 Tue
Aug 2007
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City of Rosemount IT Needs Analysis City Internal
Police Department Cisco 2924 Port 19
Clsco2924- PD- FastEthernet0 /19 Fa0/19
Min /Max/Average Percent Uti zation of Recv 10 Mbps Xmit 10 Mbps
8/27/2007 09:00 Alt to 91412007 03:00 P1!
soimmis wwmr
Mini tax Receive Utilization Min/Max Transmit Utilization Average Receive Utlizatan Average Transmit Uttzation
100%
90%
7096
60%
a0%
40%
10%
496
28 Tue 29 Wed 30 Thu 31 Fri Sep 2 Sun 3 Mon 4 Tue
Aug 2007
City Hall Cisco 2950 Port 1
cisca2950- FastEthernet0 /1 Fa0 /1
Min/Max/Average Percent Utiization of Recv 100 itbps Xmit 100 Mbps
812712007 09:00 Alt to 9/4/2007 03:00 PM
WNW*
ttnlfdax Receive Utilization Min /Max Transmit Ut1Ization Average Receive Utilization Average Transmit Utilization
100%
9096
80%
70%
6096
j
4fl46
30%
2096
0% j
28 Tue 29" Wed 30 Thu 31 Fri Sep 2 Sun 3 Mon 4 Tue
Aug 2007
FA Elert Associates November 29, 2007 Page 34 of 36
City of Rosemount IT Needs Analysis City Internal
City Hall Cisco 2950 Port 22
clsco2950- FastEtherllet0 /22 Fa0l22
Min/Max/Average Percent Utilization of Recv 100 Mbps Xmit 100 Mbps
812712007 09 :00 AM to 914/2007 03:40 PM
E 101.6111 INNIROM
Mnrlttiax Receive Utilization Min/Max Transmit Ut ation Average Receive Utizatton Average Transmit Utilization
100%
90%
8094
7094
60%
50% yi 1 il
I 1 I i I
30°,4
20%
10%
II I
0% r
28 Tue 29Wed 30Thu 31 Fri Sep 2Sun 3Mon 4 sue
Aug 2007
City Hall Cisco 2950 Port 24
c sco2950- FastEtherrlet0 /24 Fa0/24
Min/Max/Average Pert Uttzation of Recv 100 Mbps Xmlt 100 Mbps
8127/2007 09:00 AM to 914/2007 03:00 PM
*MOM WOW
Min/Max Receive Utilization Min/Max Transmit UhTization Average Receive Utlkzation Average 'Transmit Utilization
100° i
1 l
a;
l
:t
i
1
70% l____
50%
40%
20 e
10% ---..4_..4
28 Tye 29 Wed 30 Thu 31 Fri Sep 2 Sun 3 Mon 4 Tue
Aug 2007
F il Elert Associates November 29, 2007 Page 35 of 36
City of Rosemount IT Needs Analysis City Internal
City Hall Cisco 3548 Port 1
c1sco3548-FastEthemet0/1 FaO/1
MinfMax;Average Percent Utzation of Recv 100 Mbps Xmit 100 Mhos
8127/2007 09:00 AM to 9/412007 03:00 PLI
141111111111$
Minnilax Receive Utilization Min/Max Transmit Utilization Average Receive Utilization Average Transmit Utilization
90%
70%
60%
50%
4D%
30%
28 Tue 29 Wed 30 Thu 31 Fri Sep 2 Sun 3 Mon 4 Tue
Aug 2007
City Hall Cisco 3548 Port 48
c1sco3548-FastEthernet0/48 Fa0148
Min/MaxiAverage Percent Utzation of Recv 10 Mbps Xmit 10 Mbps
8/27/2007 09:00 A}1 to 9/4/2007 03:00 P6t
ammerms imam
Min/Max Receive Utiilzation Min/Max Transmit Utilization Average Receive Utilization Average Transmit Utiteation
100%—
SO%
70%
60%
50%
40%
30%
10% 1 T plOWNIN•
1,4111110."
0%
26 Tue 29 Wed 30 Thu 31 Fri Sep 2 Sun 3 Mon 4 Tue
Aug 2007
Elert Associates November 29, 2007 Page 36 of 36
IT Needs Assessment
AMMVS J... L C MAMA
I 4 ROSEMOUNT
MINNESOTA
Presentation to City Council
January 9, 2008
Scope of Project
or Internal (City) IT systems and services
Local area networks within buildings
Wide area network connecting facilities
Internet service external connections
IT staffing and organizational structure
IT policies and planning
E 9 ROSEMOUNT
a7 MINNESOTA
1
Process
2 m.
Interviewed City personnel
Reviewed documentation (inventory, etc.)
Examined sites
i City Hall
Community Center
Public Works
2 Fire Stations
Analyzed networks
Contacted providers
E 1 ROSEMOUNT
4 MINNESOTA
Findings: Commendations 4
NOON e SWAM What working wel l:
g
Computer replacement program
Software versions same across organization
LOGIS services
Servers and storage
E !C ROSEMOUNT
3 MINNESOTA
2
Findings: Areas of Concern
IT support need increasing
Slow Internet access speed 4shared
among all City facilities personnel)
Bandwidth among City facilities
IT security policies
i File sharing among departments
is Network switches aging /obsolete
E ROSEMOUNT
MINNESOTA
Future Enhancements /Goals
ZMOBW
Suggested by internal personnel
Use technology to develop more efficient
it internal processes
Make more information available to the public
Use available data to make more informed
decisions
Provide wireless service at City Hall and
Community Center
Mobile -data for field personnel
E !C ROSEMOUNT
MINNESOTA
3
Recommendations
1. Increase IT support
Additional outsourced or hire full -time
2. Modifylupgrade technology equipment
rooms
3. Increase Internet bandwidth to 5 Mbps
4. Select an Internet service provider
Several options and prices
E !4t ROSEMOUNT
MINNESOTA
Recommendations
5. Implement fiber cable to:
Public Works
Community Center
Fire Station 2
6. Adopt LOGIC data security policy
7. Replace network switches
8. Investigate expanding ftp services
9. Institute policies re: saving /sharing files
E ±4 ROSEMOUNT
v� MINNESOTA
4
Cost Implications
4
IT Support: add'I $30,000 $65,000 per year
Internet bandwidth: add'I $5,000 per year
Fiber to buildings: $46,000 (Public Works Comm. Ctr.)
Fire Station #2 via water system connectivity
Network switches: $49,000
4ROSEMOUNT
9 MINNESOTA
w
Questions
a 5;
E I 4 ROSEMOUNT
MINNESOTA
5
4ROSEMOUNT
MINNESOTA
Thank Your
E__411
6