administration looks like we have from department of management jake of the kirky corporation counsel richelle thompson here and then also from our staff legislative analyst jordan molin and so members we have one item on the agenda today and it is i am fifty three information technology and this is um and now at this point let me lay down the parameters for public testimony three minutes am please stick to agenda you know members today i shall now close public testimony no i will go should thank you very much sir ordered so moving on then we shall get to our one and only item and this here is a county is a miss miscellaneous communication dated may twenty eighth twenty fourteen from the deputy county clerk transmitting the matter relating to the county's information technology infrastructure and this including includes updates from the management information systems program and development of the county's computer security preparedness plan and with this we will be receiving a presentation from information technology services mr jacob for kirky and members no actual legislative action will be taken but we are looking forward to this presentation an update from mr kirky and so at this point the floor to give you an update on what we've been up to an hour going on the plan so that we describe here in the budget sessions so today i want to give you an update on what we're working on in the current year mobile data terminals four to police department these are the terminals of our interview calls we have executed a contract with the vendor to provide on the sixty six new units we are working on that since the middle of last month we've been working on paying for it for quite some time but we've started receiving product and the middle of last month we have to vendor teams right now we're working in white look who we expect to be finished with sometime this week weather permitting as you can imagine we don't necessarily have extensive garage space at all the stations where we can do all of this out that's you know susceptible to weather conditions besides the obvious benefit that we will have you know up to date units that are technologically appropriate for the kind of software that the police back in compliance with security policy requirements off f b i so that the offices in the field will have on restricted access to databases at least not restricted by the version of technology  restricted by their work functions the total jobs should be finished by the end of september and at that point we will move into a maintenance phase to contract will  commit the vendor to five year maintenance it will also mean that any units failing in that time will be replaced by the vendor and we will have the ability to replace them quickly we have some spearing units we to develop these images golden images as a baseline image of all the software and configuration forty c units and then we can apply some unit specific officer specific software to that but it streamlines to process of getting a new unit of eighty for immediate deployments quite a bit compared to how we have to touch each one down from the ground up similarly we're working on the desktop replacement beef to talk with you about that for a number of years now and we were able to execute a similar agreement for a five year life cycle comprehensive support it will call for a replacement of about four hundred units for east of the five years so that our total inventory gets refreshed on an appropriate basis and we're using a similar methodology for creating images forty's no desktop department mobile data terminal project for this project one of the things that we're very excited about because it may limit one of the barriers of you know  considerable success early on is that we have identified two possible solutions to deal with to keep running on expe issue we've been telling you about that we really couldn't figure out a way to get are getting grown increasingly ambitious in our first year of this project and we really hope to be able to replace all the machines that are running x p we have about six hundred for led or  so would require actual hardware replacement and not a two hundred twenty or have x p installed on newer hardware that we may not need to replace but through the improved imaging capability that we're developing we're accomplishment last of the three big initiatives we're working on is maps you know to keep every place once again we've been talking about that with you for a while the last time we were here we hadn't selected a vendor yet we were working with the short plans review is not included in that because that was something we could provide enough detail about for defendant to give us an estimate some third party licenses like database license and windows operating system licenses for service are not included and then the third item independent validation of verification is some services we will need this is a big project this is bringing in new technology and functionality that we are we're not so confident about that we can expect to be able to hold the vendors feet to the fire so to speak we want to have some in street expert's advice when it comes inevitably to times to compromise or perhaps adopt a new approach to doing things in the context of software we want to get advice to make sure that the end product is something the reps since the best interests of the county or takes care of it also help us a little bit with contract management to make sure  vendor was a big job selecting the vendor we gather some statistics and it's just kind of for informational purposes our feed document was five and twenty on pages morning fourteen  requirements of course the vendor goes ok i'll show you and they came back with you know between all the vendors with twenty seven on the pages for us to be to review the hell three demo so mentioned on side we on the side visits to get firsthand experience from other clients of these vendors to make sure that what was presented to us in the written proposal and the demos was real and was deliverable we did thousand reference checks decide visits really told us a lot about how the relationship with vendors developed over an implementation project the contract of course for complex thinkers it includes also  all of that and that up a concert on seventy three pages and it took us about forty months and a lot of work to select defend it at the feel really confident about what's ahead of us broke it up in about four six months periods so right now and quarters one and two of the current fiscal year we're in the initiation planning a product installation phase so this is where we finalized the project plan where software by the end of this calendar year first half of calendar two thousand and sixteen the second half of the fiscal year we will get into the details of the configuration the requirements what the system is going to do for e second half of calendar two thousand and sixteen the first half of fiscal year seventeen data conversion of migration needs to be completed application configuration needs to be finalized and they should be entering the testing phase to make sure that everything we've agreed would be there is indeed functional that completes in the second half of fiscal two thousand and seventeen but a final product build including some extensions the portal capability for more self service applications and an interaction with between customer and planning and public works staff will take place the mobile capability forty inspectors and then the complete g i s integration should be finished all going to acceptance testing and training and hopefully by june of two thousand and seventeen we will have to system up and running to protect the total cost of ownership to four to five years so two years of implementation plus three years of ongoing maintenance and support is  projected at five point three million dollars and all these numbers a dollar cost where we are very much in line with the other vendor so during negotiations were able to shave about four hundred thousand dollars off the cost of the product by adjusting some of the requirements there still a need for those substations since now the units can handle the officers reporting in transmission electronically within the unit i'm not sure actually i don't think the report mobile report writing capability is something that's in place  substations still provide the offices with a place where they can focus on completing reports and formatting them and providing all the information that's expected in the reports in a more  it will connect them to dispatch system so they will be able to get a lot of information from dispatch wonder responding to a call right on the unit say they have to visual there they have the ability  to look up on the computer of vehicles or licenses other information about the location to go on to others in a known gun registrations or something in the past before they had access to these mobile data terminals all of that information had to be communicate over the radios of this is making officers much more self sufficient in the field in this is  adjustment in me really relieve the dispatchers of some of the their current duties to be able to focus more on who's having already merging is that think that i would expect so yes that the officers will be able to retrieve information independent of the dispatchers because the police department communicated that this is what they're trying to achieve working with your program and your offices with these mobile data terminals was something that was already established the units that they had available or on average six or seven years old so what we're working on this is given them current modern technology just compatible with  systems used by the department the operational justification for having this in the vehicle for space something that was taking care of quite a lot so we didn't get into too many discussions about  right we've got expertise got holes in it that's correct besides the operational compatibility issues of the physical hardware with the software and the police department i was and get in more detail with you and out but there's no denying that huge server security concerns and this is this my understanding in the questions back and forth that this is not really  off grading the communications link so in connection with replacing data terminals we're also replace indian tennis and a subscription plan so that we get away from three g and go to  forty vehicles so that we have the ability to maintain information where these new units well ours to prevent present maps within the vehicles much better than we did in the past but that requires having an appropriate communications so we are taking that as part of this project so for the people who may not know three g is what versus l the coverage still notice it immediately because it's really on a slow way down so it's just keeping up with the times on the communications capability also the vehicles depend on the cell phone type c ectivity for getting information from dispatch into the vehicles and look up things online through death or state motor vehicle registration ok thank you thank you chair you welcome create an opportunity for concert to consider whether that is an approach that could be beneficial there's room within the contract to include you folks and very preliminary  conversations or comments is probably a better way of describing it have taken place in the sense of you know we ought to take a look at doubt and and i'm completely open to about so when when we get gone and we get in a little bit of a routine with this new vendor and with this new approach i think it's appropriate to sit down with your staff and say now how does this look to you folks because ultimately we expect you know for me it's my dissatisfaction how we've been dealing with our own branch and my disappointing equipment models and what is offered to the members i think the staff needs to listen to what the members needs are and train prick through what satisfy our requirements instead of having us trying to adjust to what they think we should we need  possible solution identified to run keep on windows seven or later that's only a temporary stopgap until we get the new computer the new map system is that right that's correct but temporary is kind of a something just because we're still talking about two years ok so if we can eliminate you know having to keep buying department and others you know in this situation for another two years i think that would be a big win and to thank you i just wanted to double check on that thing but yeah no absolutely the maps project well removed from that constraint information and i'm just wondering you know with department of planning your division real property we can tie it in so that when the let's say the coming for a building permit application it's also five electronically so r p t knows what's department you know my things are don't need more reasons of excuses we just need to get the job done so i'm hoping we can integrate this with our other divisions requirements  e we talked to all the key departments some of the peripheral departments even you know people that are the parser more casual users not the hardcore uses like we have in water planning of the ports fire so they all contributed to describing the requirements and describing some of the use cases and that governance structure will crysis will adjust a little bit because we've gone away from requirements of selection to implementation  but we still are looking to have broad participation including council services and yourself because you're users of the system also and we want to be able to present all the departments the public american ice we needed to paul that to get into an enterprise capability so there should be one place where all the information is stored and maintained so that all the departments comport from that same place instead of from governess only something from the last two years so we're carefully monitoring to make sure that they create that that shared geospatial information layer so that we never get two different answers to the same question depending on who you know and i support you in your efforts on that mr kerr things he does a couple things for us from from from the council you know we help you find we eliminating is because i hate hearing the response that we lost the appliance i don't know how departments lose building plans because it's sizable block humans but we've we've heard this for twenty years that we lost your plans so once it's because our community deserves better from us so i thank you for your moving in this area and if i may add a little bit to doubt it during the effort of selecting a vendor and coming about  require ments for the new system working with all the different departments i was really struck by the degree of cooperation and developing on the standing off each other's business process i was involved in the implementation of key you know so many years ago and there's a remarkable shift in awareness and willing to cooperate and on the stand each other's business so i'm very optimistic that we will achieve the necessary improvements in business and this one you know having sat on the committee as little as i did but i was able to sit on the committee for a while but i've been keeping track of it and this is a great project i just want to see if you can point out some of the benefits that the public's going to have with you it's my understanding that when you when you go to the enterprise g i s implementation that we're going to deal with getting our zoning code in there the desert project where we're going to make that all online is that part of that enterprise g i s implementation  definitely our expectation that he will be able to provide much more comprehensive and much more open to date information on selling well what we're also working on is making it so that as far as the benefits to the customers out there that information can be researched when somebody is getting ready to submit an application online so that they don't get confronted with you know  you you weren't aware of this or you forgot about that kind of stuff you know from a should be there if able to anybody everybody saw that the applicant is better informed about the circumstances of a particular build in some some education on public and help them understand how you know process works about well yes i agree that public but i know i my office gets a lot of calls that what's my zoning here what can i do and i'm sure all the other members but the planning department in one of their reports to us said that they get around six thousand calls a year on what's the zoning of my property so to eliminate most of those  i believe that's what this is supposed to be part of this is supposed to help eliminate those calls that we will be able to make whatever officially adopted zoning information exists much more of adli available today use but i believe there are some some process still to adopt some of the zoning yeah i was going to say you're giving a this council a little bit of optimism here for us passing through the i know the the desert projects going to take almost a full year meetings just to populate that database for you but just to give the members a little heads up that's coming up in the beginning of next year or at the end of this years  departments aren't aware whether it's r p t year plan mean or are like when we voted on and passed it so is this where again and i understand you know compiling all the information so it's a click away for whoever wants to access it but i'm speaking about like some kind of alarm that triggers off for the the respective department where this change of zone or whatever it is that we just pass through these chambers effects  chair one of the things that struck people during a demonstration was ha well the system alerts people to particular conditions while ations on properties that need to be considered in approving any other application applications or any other work so as you recognize you know the effort of getting all that information in the right place at the right time is go considerable in the conversion from what we have now to the system and we recognize that so hopefully we've allowed enough time to make sure all of that gets taken care of but once once it's in there it's a formation that is attached to a parcel and sometimes is touched to a particular african so any time that parcel or applicant comes up in the system that information should be visually presented to whoever working on it so that they know you know if there's an unsatisfied condition or an on resolved violation that needs to be taken care of and that of course is degrees not everything stops everything  recognize whether it's a warning or stop situation but all of that will need to be identified and properly set up within the system and over the next six months that all these properly but yes the outcome should be that all of that information is in one place that everybody has access to it that will be presented to people at the appropriate time so we don't have to do it in all situation s and i guess i was thinking too more along the lines of a tracking type system as in you know development obligations to us that are going to be triggered and you know alerted that hey this is do or compliance annual reports are going to be coming up you know that and you mention zoning conditions have they been complied with and things of that nature because it's just  something happens or it's needed to to be looked at it's not brought to the surface so i'd like some type of a track ina or alert system as you mentioned to bring it alert  prospective departments that need to get on it and take a look or you know researchers say hey things are doing it's it's now so i mean look at your computer you get little blurbs all day long of an e mail th so than what's coming up next i want to give you an update on out of things that we're working on the first one is one of the recommendations out of the comprehensive i t assessment we did a few years ago and price i t governance things at the right time for the organization and not you know just be driven by the squeaky wheel syndrome which unfortunately is very effective but it doesn't always get us to right capabilities when no organization so by the end of this year we hope to have that structure in place and start getting comfortable with four bigger projects go through this governance structure so that we can make sure that the limited resources we have ability or to start building the ability to run critical systems from a different location on this building for a very long time now you've heard me talk about the concerns  all right service management tool is is a big word for the help desk system our ticket system but it's so much more than that it allows us to track how we provide services do we provide to right services to our customers to get you some reports about that it will also help us manage our assets so that we have more accurate numbers on versions and generations of hardware and software allow us to automate patching and updating of desktop software and operating systems so that will go a long way to closing some of the gaps in our cyber security capabilities for the desktop environment cyber security of course is in the forefront of almost everything we do as it should be you've provided us funding for a number of things in the current budget i'd like to hold off on discussing that  you part of cybersecurity of course is resiliency if something happens that you have the ability to keep operating on our fifth item he had a network course which we've done and see is something we've talked about also hardening our network environment we are in serious conversations with a couple of vendors all making sure that its remaining single points of failure are addressed so that we have the ability to keep the network and a communications link scroll and even if there is a natural disaster or some other form of interference and that was is critical because obviously the county an organization and community to some degree depends on the ability for the county to keep its i t infrastructure running the last on and fortunately mr cobb stepped out because this would have been something he would be pleased with we are we have to see funding and we are working and drawn up the plans to migrate to active directory away from our novell directory services these directory services deal with access into file systems into some applications clearly all the modern software assumes active directory as a vehicle to manny's access and to integrate services you know you have easy access into homeland security efforts have provided us over the last few years with considerable amounts of money so some of that has been applied to setting up equipment for service and data storage set to fail over data center  we have also received grants for cybersecurity implementation to augment the funding available in the county budget and again because of resilienc dave provided some money for the network of course which doesn't see effort high just a why it's created just as information sharing program that's been going on for quite a while now has made of money available for you may recall how does assumes trust the relationships between the various agencies so if we say a particular police officer or a particular prosecutor has a right to such information  other agencies will accept that assertion if we have to proper tools and certificates in place this money will help us take a big step forward sort out indeed can make those assertions about people's  identity and privileges and they will be accepted by other agencies a key effort that's going on right now is gun registration database sr all individual information systems and each question on the information that you're shared with us does any of that apply to you know applicable to an open data policy i know that we have been working on one in the county in a roundabout way i must say mr grossman not directly but if we if we upgrade our systems it will make it easier  understand these to share with the public and we have a bit of work to do on that spec once we're at that point open data initiative something that we can push that's not to say that there's not county data available on the website already because we have a number of extracts already in a form real property from phone to keep the system that are available to the public but in a true open data system where it's  i don't want to say raw data but but less manipulated data so to speak you know already organized it reports open data really wants to allow to use a suit to search it in their own way we don't quite have the capability but it's on the horizon once we kind of achieve some some technologically currency and some systems  a follow up letter for more details on what steps need to be taken specifically so that we can start initiating open data policy actually mr grossman open data mean is this just collectively on all our our entire system or are you speaking in reference to just prosecute you know just just just similar to what honolulu has and and i believe the white house hasn't opened out a policy where you can access documents and information and and it actually helps to develop  like for instance honolulu has created an app on their their bus system if they have if we had that data available maybe mr couch has more details on the technology aspect of it yeah essentially that's data that any data that the county has this not confidential allowed to go and it essentially a spy a spreadsheet format where you just take a look at it it's all raw data and then you can you sign a product or something or take a look at whatever your interest is in the search but that's one of the things that i think needs to be brought before either this committee or properly the policy an environmental intergovernmental affairs committee because we probably need to come up with a policy is what data is should be of it made available and and i'm not sure whether it's this one or the policy committee but  that needs to be an item that may need to come from here to say let's discuss what we need to do when they're ready to to do an open data have a facility to do the open  is not is as easy as you might think as the data is everywhere and you have to kind of pull it all together and then feed it out but we have to work with the corp counsel and the prosecutors and pretty much every department to see what is  you know confidential and what is public data so that might be something you may want to you know mention to the chairs have a discussion on that name again it has to be when they're ready and so we can know what to look into that chair no we don't have the facilities at the county of maui to to publish these data but we we probably wouldn't have to because the state's open data initiative has invited the counties to use their facilities so that it may be sufficient for us to extract the data collected based on policy and whatever other circumstances need to be in place to publish it to the states capability so we wouldn't necessarily have to create that capability and thank you thank you for your comments in the for their discussion yes mr holcombe i the grant from homeland security mr rickard does it have any forensic aspects that you're able to do with that money responders and local government in general to provide services to the community in times of crisis be that from natural reasons or manmade and so the funding has been made available on there are a number of investment justifications is what they call it and that's really been as has focused on being prepared for cyber security s i sac to help us with out a way if there is an issue there we go along what's going on here we can be and then we have done that in the past we ship off but every information we have available to them and they come back to us and say you know you need to look at this that or the other thing so i'm not really sure but i will find out because every year there's a process of setting up vestment justifications to see if there is assistance with forensics because at some point u technology sector of our county and whether that is in police creating your forensic eighty squad which some police departments do comes a point where we're going to need to quit after those criminals because that's what they are and prosecute them to the extent of the law and protect our community as best as we can and that's one of the new areas of threat is that if you feel you see even people's handheld devices that we do communication so for me it's part of the preplanning in seeing what this county can do to help mitigate when the crisis arises because we've anticipated and prepared and my new york city five years in advance of nine eleven that already came their message to the state if such a situation arose five years before nine eleven to keep and can that message a response security initiatives in f r sixteen budget we have acquired some capability that will allow us to a system for and sit by investigating and reviewing you know logs event logs and what have you the criminal forensics  for questions or comments for that department ok well members as i mentioned earlier no legislative action taken today so my recommendation is to defer thank you thank you and what i'll do is i'm planning to probably reschedule another update probably sometime february or march just prior you know to   this is something that has just been left out in the woods for a long time and now bring it up in the forefront and be able to discuss because it is part of our infrastructure so so thank you so much for bringing that you're very welcome  mr couch and always being a techie guru that you are to keep us in line with the latest greatest stuff but it was odd for me to realize that this is infrastructure but it definitely is a key part to all of our lives as as we all