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Focus on the Citizen MIAMI-DADE COUNTY, FLORIDA iIID ..- -' -, ,-- r. ~ , r- _ ._ 1 '! I . \".,..1 ~lr~ ....... ~ ~ ~jl~ STEPHEN P. CLARK CENTER I' ,! ..- ,...'., ,... . '''.) i I I ~ . ...:! 0 ,j cr-- Fie E OFFICE OF COUNTY MANAGER SUITE 2910 111 NWc1J;1 STREET MIAMI, FLORIDA:.a3128.1994 (3Cl.S1 375.5311 June 9, 2000 -,., Mr. Lawrence Levy Interim City Manager City of Miami Beach 1700 Convention Center Drive :~:~~:e;;L:; r'.) I.D In the attached brochure, Miami-Dade County is unveiling "Focus on the Citizen," our Information Technology Vision of our future as an electronic-government. The brief descriptions in the brochure describe the six major goals and the supporting objectives that the County will pursue in order to enhance services to citizens. The Vision is entitled "Focus on the Citizen" because it is designed to empower businesses and individual citizens to interact with the County more easily and more conveniently. It will also empower our employees to be more efficient and responsive in processing citizens' requests for service. This is the culmination of a process of distilling many inputs and assessments of the County's need for information management and information technology. In its development, the Chief Information Officer (CIO) coordinated with all departments, Commissioners' staff, and the Mayor's Office. It establishes a clear direction for the foreseeable future. As you read this brochure, realize that the goals and objectives, which are the milestones along the road to reach the Vision, are not out of reach. The technology to achieve them is in common practice and many of the initiatives recommended have already been implemented in other counties and cities, and by businesses. It will take a coordinated effort of the Office of the Chief Information Officer and all County departments to pursue the Vision in Miami-Dade County. A more detailed Information Technology Plan is being developed that outlines the actions required to achieve each of the goals and objectives; it will be distributed as soon as it is ready. Page 2 of2 I believe you will find this brochure very helpful and informative. Please feel free to call Randy Witt, CIG, at 305-375-4552, if you have any questions. M. R. Stierheim County Manager Attachment f, , ~" ~...' , Preparing For Our Future: The Information Technology Vision I I I # ... The vision presented in this publication is a result of our elected leaders' desire to improve government. They have recognized that expanding e-Government will improve responsiveness. eftkiency and Citizen satisfaction. ALEX PENELAS ~Iayor ii.-D .., BOARD OF COUNTY COMMISSIONERS GWEN MARGOLIS Chairperson/District -i BETTY T. FERGCSON District 1 PEDRO REBOREDO District 6 JAVIER D. SOUTO District 10 DORRIN D. ROLLE District 2 JIM~IY MORALES District 7 MIGUEL DIAl DE U PORTILLA District 11 DR. BARBARA M. CAREY-SHULER KATY SORENSON DR. MIRLUI ALONSO District -' District H District 12 BRUNO A. BARREIRO District 5 District 9 :--.iATACHA SEI]AS l\IILLAN District 1:\ DENNIS C. MOSS HARVEY RCVIN .\liami-Dade County Clerk SIERRETT R. STIERHEnI County \Ianager ROBERT A. GI0iSBCRG County Attorney B.R. "RANDY" WITT Chief Int()rmatio!l Officer \liami-lhde County provides equal ;lCCI..''iS :IlHll..'qu;11 tlpporrunity in employment <tnd services Jnd doc'i nor discrimJI];I(l: un the basis ot disahilit\', ..!t is the policy of \Iiarni.[)ade County to comply with J.1I of the requirements of the .\mnictJls \....ith Disahilities .\l.:t Acknowledgement - The Chief Information Officer \yould like to :tcknmvledge the contrihutions of the many business and technology professionals from County departments and constitutional agencies \vho collahorated in the development of this str;tregy. \'Cork Iw people in many departments \\:IS needed to hring together e1emenh of multiple dqnrtf1l\:'ntal plans into an o\'er:t11 Count\. strategy. .. "';~~".c..,.... ;"""";~ ~""/lI:'~"""~m:Mt1,_."'" \..~"*'*'-v~.....,;._. '....""""- _.0..,...... ~,.........'W'~.llif The County must make a coordinated and concerted effort to meet its citizens' needs. ,. Serving all citizens fu II r Tod~l\', [IUI1\ l< )1l1IYlllie.~ pmvide rheir nl.~loI1ler~ "011\ L'ni,:nl. fa.-;!. and tle~iille ~1,lL'.~' I(l inrorlll~llion ~ll1d .~tT\in:s \ia rht' [nILTnl'l, :lulolll~lred telephony, and orh,'r ,'kell'ollie' nll'~lll.~. Cilizen,~ e~pt'('1 .\li~lllli~I)~[tk' tC) provide [his~~lllle I\Ve JIlll k'u'l (ll' .,t'lyiCt' tlLII 111,'\ .Ir,' I','n'i\ill,~ Ir()1ll tll,'.~t' "e~BLI.~ille~se.~." TCl [','Illain \i~ll)k', till' C()Unl\ IllLI.~r 111:1kl' .1 ,(l()rdin~ltL'l1 ~ll1d concerted dlort 10 1ll,'l'1 il~ ,'il i/,'n< Ileetk Inh)rIlution tL't'llI1olog\' (IT) oller.~ opportunilies I() Slre~lI11line C()unt\ pmct'.~.ses :I III I dt'li\tT :lln:s.sihk', rt:spon,sive g()\'erIllllcnul .'L'nile Thi.s doculllellt outlines .si~ IlUIOi' g():l1.s to guide the Countv in u.sing IT to iI1lprove it.s process,'.s and deli\L'r III ( lI't' efficient ~ll1d respon.si\'e .senin:', TIll' fund~IIllL'nul premise is to empc)\\l'I' our citizens to acces.s the count\'lhrough "e~G()\'ernment." fT will he le\'er~lged to l11ake info!'llution and selyice.s more con\l:'nient. accessihle. and atlortLlille for our citi/ens. The si.\: go~ds were forl11ulated hased on the Chief Inform~ltion Officer's (CIO) assessment of the Count\"s current IT Gl[xlililitie.s, husiness needs. citizens' expectation.s. ~ll1d the IT imperatives requirt'd to meet those needs, A wide \'ari~ etv of .sources \vere consulted in the process induding~ the Enterprise Information Architecturestudv~ the .\Lt\or's Blue I\ihhun Panel Interim l\ecol11nll'ndations and IT Co.st Stuc1\': E.\:ternal .-\udito(s I\ecollltnend~l[ions: the CIO\ .foh De.scription: and ohjectives from fourteen departlllenL< IT PI~lr1s, The e[o also 111<:'[ L'.\:tensi\ek \\'ith Count\' ck-partl11enr lll'~ld.s ~lIldSI:lfr IT l11~lIlagL'rs and~uff. Count\ \elldo['s, ~ll1d out.side ~lthi.~C)IY .selyice.s. Tile IT goals ~ll1d oillt'ctin's olltlilll'd in tllis docullll'nt \\ert' ch<J.sell t(l urget ini[i~l[i\l:'s IILlt will kl\t' ~l high return in ILTmS of t'iti/t'nS~llisfauion ~Ind gmt'rnmt'nul dlicit'I1\'\'. II I.S nllci~d to recogni/e tlut tht, ,~cJals :Ire imerdep,:nd"'lll, ,\n ~lgg['(:'.s.si\'t, pr<Jgr~ltn to l:'~pand t'~G(J\t'[T]lllenl ~lIld 10 imprcJ\'t' Count\. pr< )CL',S,~L'.S ,d.S<) rt'quirt's th~lt \\t' imprO\L' l1l~ln~lgl'l1ll'lll of <Jur lil11ilt:d re"ources ~llld,il11plit\' ~llld~trellgrht'n the .sUpportjll,~ 1]('1\\( Jrk, [T i nfr~l.~tructLl re. ~lI1d nl.S[, JIllLT ,St'lyiCt' fu net i( m.S. - -~ ---~---- ~~... This government has been created to ... provide the public with full and accurate information, to promote efficient adminjstrative management, to make government more accountable, and to insure to all persons fair and equitable treatment... " The CounryS Int(Jrmation Technol, 'gy Vision is based squarely UP')[1 the precepts contained in the Home Rule Charter of the County, first enacted in 1')':;-. The premises of providing full and accurate int(JfI1utiol1 and dJicienr administrative management are central outcomes of a strategy or improving int(Jrmation technologv within the Countv government. How else can the government expand and enhance services ,vithout adding staff. which is prohibitively expensive' What better way to keep-up (or catch-up) with the growing population and service needs of this County' ~ ~ (i \"c ,,' .... tli Citizen frustration six The County has many automated systems. Over 10.000 employees use computer workstations and other devices such as printers. scanners. and faxes in their daily work activities. The County's IT environment is comprised of a combination of centralized and decentralized IT functions and activities. The Int()rmation Technology Department (lTD) operates the County's large. central [1' facility. Aviation. Public W'orks. Environmental Resources .'vlanagemelH, Employee Relations, General Services Administration, Police. Solid Waste. Fire and Rescue. Libraries, Parks. Planning, Transit, \Vater and Sewer. the Clerk of the Courts. the Administrative Oftlce of the Courts, the Public Defender. and the State Attorney also house and operate systems in departmental data centers. These departments and agencies have staffs of IT professionals supporting them and have important IT programs. They provide a wide array of services to their departments including application development and maintenance, help desk functions. and network infrastructure design, deployment, and management. OveralL there are an estimated 1,000 employees involved in providing IT services throughout the County. ITD is tasked with management of the County's main data center and mainframe operations including software development and maintenance of enterprise-wide applications. The central data center operates twenty-four hours per day, seven days per week and houses millions of electronic public records. Additionally, ITD provides telephone and radio services throughout the County. ITD supports over 1-,000 radios and approximately 250 telephone-switching systems com- prising almost 30,000 telephones. Due to the rapidly expanding IT needs of the County and the combination of centralized and decentralized IT operations that have evolved over time. opportunities for better planning and coordination of IT activities and investments have not been fully leveraged. The variety of hardware and software in place and the lack of a coordinated purchasing process. have increased the yearly costs t()r procurement and maintenance of IT products and services as well as the costs of training. The amount of labor required to maintain the ....---......-..-..---- ,,~ -- -....---- ~l1\ironment ha~ also inLTe:l~ed due to the diver~ity of wiLkh di~trihuted .~y~tem~ and numerou~ unique confi;.-:ur:ttions. [n addition. opportunitie~ t()r ~haring of~kill~. as~et~. and purchasing power have heen lo~t or lli:ninished. The~e are ~,llne of the re~lsons that the ClJlll1ty e~tahli~hed the position of ero in Il)l)l). County employee~ are not linked in one cohe~ive. ubiqui(()u~ network and common data is not managed and~lured as a corporate ;l.~~et. C'1l1~equellth'. citizen~ mu~t provide redundant in!()rnution when dealing with different department~ or functions vvithin the County and many d()L'un1ent~ are .~tiJl created and processed manuallv'. L nnecessary delays in County processes make citizens' interactions \vith government frustrating and cumbersome. Being "bounced around" and asked to provide the same ini()rmation again and again makes people feel like they are not recognized as individuals and that govern- ment does not care about their needs. This adds greatly to citizen frustration. The current situation impacts the County's ability to provide the speed...[uality. and value of services that its customers expect and deserve. [t also feeds the perception that the County is not as responsive to the citizen as it should be. Improvements can be made to enhance the County's image and efficiency and 111~1 ke it possible t()r citizens to easily access County information and seryices. Citizens being "bounced around" Does government care about my needs? ~ 'll ) ";6 ""L'\l"ll '" ... Information and services available on-line eight " , I " A coherent strategy and wise investments in IT can help the County address pressing issues of public image, governmental efficiency and costs, and optimize the efficiency and return on its IT expenditures, The purpose of the IT Strategy is to envision how things could be different and better ti)!' both our citizens and employees and to define a framework of goals to move the County towards that \'ision, that :\liami-Dade citizens and businesses obtain information about County services and exchange intilrmation and conduct transactions vvith County agencies electronically. They do this from computers in their homes or via automated telephone response systems 24 hours per day, 7 days per week or from computerized workstations in public facilities convenient to their homes, Many people are served simultaneously. Service hours are extended and the frustrating delays and excessive labor costs involved in sequential, "bce-w-face" delivery of intiJrlnation and services are reduced, that intilrmation on the County's Web site and automated telephone response system is organized in a service oriented manner that people can easily understand and use, Rather than having to know the County organization, a person types in "pothole" and is automatically presented with an electronic form to provide information and request service pertinent to that subject. Citizens also use electronic access to make payments and to track progress on their requests or complaints, People come to perceive the County as accessible, responsive, and easy to do business with, Citizens feel empowered and lower costs make people feel they are receiving better value for their tax dollars, Better access to information and services makes it easier tilr people to participate in the local economy and take advantage of available social and cultural services, that the information provided by County citizens and business partners is organized and managed to be easily accessible by all departments and business processes across the County. This secure "warehouse" of shared intilrmation maintains, with privacy. a person's identity and information ahout his/her cases, requests, complaints, transactions, or other issues pending with the County so that citizens do not have to repeatedly supply the same data to different County agencies, \Vhen a citizen initiates nevv or t()llow-up actions with any department, his/her identity and current status int(lrmation is immediately available to agency personnel an)where in the entire County. This makes the person feel that he/she is recognized and that the County is concerned about him/her as an individual. Having all relevant information readily available improves communications and expedites response engendering further goodwill for the County. n __.___..__..________,_ ,..------.--' that the County's business partners (suppliers, contractors, ete.) can connect directly to the countywide net\vork. Documents, drawings. project plans and communication." regarding procurement processes. construction projects, and professional services are exchanged, modified, approved, and stored electronically. Vendors reduce costly visits to County offices and appreciate a faster. more streamlined process. Increased eftlciency and speed in the Countv's provisioning and contractual processes enable operating departments to complete work faster ane! respond to the citizen in a more timely' manner. that all County employees are connected in a cohesive, reliable county-wide network. Forms used to conduct County business are completed on-line and automatically routed according to predefined procedures to expedite processing, review, approval, distribution, and filing. Documents are stored and managed electronically and are immediately available to any department or process that needs them to transact business. Emplovees in different departments or working on different steps in a process are able to access the same documents simultaneously. reducing the delays involved in sequential manual workflows. Citizens' requests are transmitted across the network along with any documents, drawings, notes, instructions or other int()rmation needed to process and deliver the service in a timely manner. ~I&.I L-~~ Forms completed In-Iine Responding to citizen inquiries e-permitting Illlle .... e-business ten Quick action taken on citizens' complaints _ ,:; that the County uses standard hardware and software components making its IT environment simpler. less expensive. more cohesive. and less labor intensive to operate. A common architecture exists for deployment and config- uration of IT in County buildings. IT projects are completed quickly and at a predictable cost following standard methodologies and blueprints. Purchasing power is consolidated via enterprise licensing of common software and negotiation of favorable volume purchase, leasing, and support agreements with major hardware suppliers. Work is outsourced, where appropriate. to respond to departments' needs in a timely manner if private vendors can respond faster due to specialized knowledge or delays in the County process. a :s ' n e that modern network management tools and practices diagnose and solve problems before employees or citizens are impacted. A state-ot~the-art Customer Service Call Center helps County employees solve 80% of their IT problems on the tlrst call without dispatching field technicians. Expensive technician, travel, and logistical costs are reduced. Employees experience less "downtime" and waste less time "tinkering" with their \vorkstation hardware ami software resulting in a more productive workforce. Savings are reinvested in IT applications to improve County processes. it .~' "'#~~~ .&, l"l'", ;';1 ,,""";; '>I ," '. "'~ ' , ',; . _,)~~",,.: "J "'1:':",$..,1,. ,', ,,';::, r'~' '.1:l 'I ,,:~):, ,i1} .~..,l. " ..... ~\\ ,r ." ~',. ~ mt . - ~ -.,::"'---'W1!./I!: , ,'~ '~ ..... .,~ ", , ..' -' , , " ~ , '.....' . *" 'ii e-planning -~ '--.--'-- Oyeniew~ of the ~i:x goal~ that "yill guide the C()ut1t\'~ IT to\Vard~ the vi~i()\l are outlined on the t()lIowing pages. It is important to understand that the ~cenario~ de~cribed in the vision are not imaginan'. \Iany busine~se~ and puhlic organization~ already ()perate in thi~ kind of electronic envirollment Tremendou~ gain~ in dllciene\. productivil\. and CllstOl1ler ~LT\icL' have lueled rising earning~ and higher ~tock valuations with high emplO\'lllCnt and low inflation. Public iuri~diction> have regained the public'~ truq and lowered costs enabling them to i11\'e~t in needed infrastructure and community projects. As citizen~ perceive more \.:t1ue and better re~ponse in current ~eryice. they are more willing to fund programs to improve the quality of life of the ()\'erall community. .~ 24-hour access to information Regaining the public's trust Goal #1 Use e-Government to Expand County Hours and Service Description . l'~e e.C;OH:rnment t(l provide ci[izen~ 21 hour ;tC'-'l'~~ to C()UI1t"lT\ilT.S through electronic media (Internet. .\utomalt'd kkpholl\' Iksp' 'ILse. FAX.etc.). Purpose . \lake Count\' infoJ'Jllation and ,SLT\'ice~ a\'ailahk oll,line to make tl1l'l1l easier to access and more cost-effecti\T to deliver. Outcomes . Dl'ii\'LT (:ounl\ information and senices 2 1 hours per da\' electronicalh' extending the Cillllll\''s hours and locations or ~enice (Le ,citizen,s em access senices \vhen and where the\' \vant). . Reduce lahor costs. . In!i)J'lllation and ~t'J'\'ices are acces.'iihle. c()Jl\,enient. and a(j()rdahk till' the citizens or \Iiami-Ihde COLJIll\. . Police :lre'ci,nneClnr to d:lta while on pal ro!. enhancing public .safer\ C 1l...\"Cll Goal #2 ... Description Use IT to Improve County Processes . Emplo\Tes and key bu~ine~s partners are connected in one cohe~ive reliable cOllnty-wide network. . Form~ are created and processed electronically on the network. . \Veb-based applications and seryices provide emplmee~ with information and tools lhat help them manage and perti)J'lll operations in an eftlcient and dfectiye manner. Purpose .'; . Improye the speed of decisions ami response by streamlining and expediting the flow of work and int()rmation among agencies. . Provide enhanced inJ()rmatio\1 and automation support for kev Countv processes. . Reduce costs bv delivering int()rmatio\1 on-line rather than on paper. Outcomes Front-line employees respond quickly and effectively to the citizen twelve . Efficient int{)rmation and workt1ows expedite operational and administrative processes. . Enhanced automation support and reduced administrative overhead reduce costs. speed decisions, and help front-line employees respond quicklv and effectively to the citizen. ,t ";::p - . ._'.....-_.,_.~..-...~ .._.,.~,_..- Goal #3 Description Improve Management of County IT Resources . Establish the GO Offke and an IT Covernance process, . Attract and retain qualified IT staff and develop a rational IT funding and cost allocation process. . Establish countywide software de\'elopment and project management methodologies. . Improve the pertlJrmance of the County radio system and ITD shared services. Purpose . Institute a ero review program and perfiJrll1ance measures t()r all technology providers. . Provide policy direction, coordination, and enhanced communications for countywide IT operations. . Ensure that the County has qualitled staff to support its IT projects. . Standardize and improve the quality, effkiency, and predictability of systems deYelopment and project management across all agencies. . Make shared services effkient and responsive. . Establish measures and monitor performance for continuous improvement of IT. Outcomes -------~--,.,-- . CIO policy direction and coordination facilitate communications among County executives, IT staff, and business professionals. . Technology is developed and deployed in an expeditious. manageable, and predictable manner. . Opportunities to reuse eommon software components and share resources and knowledge are maximized. . Staft1ng shortages and delays in starting/fInishing projects are reduced. . Shared serYices are reliable and responsiye. . Redundancy oyerhead, and duplicate costs are controlled facilitating economies of scale and lower unit costs. Fast exchange of information thirteen Goal#4 ... Description Make Smart, Coordinated IT Investments . Select the most appropriate source for each IT service . Apply managed competition and outsourcing. where appropriatc. . Coordinate major IT purchases among departments, Purpose . Increase the responsivene~s of services and reduce co~ts hy consolidating purchasing power. \vhere feasible. Outcomes .'; Q NEIGHBORHOOD CRIME WATCH We immediately report all SUSPICIOUS PERSONS and activities to our Police Dept. o Citizen involvement fourteen . Peaks. valleys. and dLiavs in County staffing are reduced, cxpediting response to the citizen. . Spccialized expertise is quick Iv acquired \vhen needed to mcet specialized needs in a timely manner. . The most efficient business methods available are employed to achieve gains in efficienc\' and effecti\'eness. . Intelligent sourcing decisions optimize the cost. quality, and re~ponsiYeness of ser\'ice deliyery. Goal #5 Description Simplify and Standardize the County's IT Environment . Establish countyvvide standards ti)r common hardware and software. . License software at the County le\-el. . Develop a standard IT Architecture !()r County bcilities. . Simplify hardware contlgurations and implement a countywide security architecture and hack-up/recovery plans. Purpose . Lower costs hy reducing the complexity and diyersity of hardware and ~oftware. . Consolidate purchasing power and ensure the security and availability of County svstems and data. Outcomes . County\vide software licenses and standard hardware contlgurations reduce acquisition costs. . A common architecture with a minimal din:r~ity and complexity of components reduce~ training and labor costs to maintain the countywide en\'ironment. . County computer assets and data are secure and highl\' available ensuring dependable access t(lr both employees and citizens. ._...~.... ..----.-........--..---.--..------ . Goal#6 Modernize the County's Computer Network Description . lnterconncct all departmental workstations and networks to create a "'ie;imless" countvwide network (i.e.. an "Intranet"), . Implemel1l 'iottware and processes to manage thc network on a C,)untywide b'ISis, . Create a comprehensive Customer Service Center. . l pgrade computer/telephone automated response sY'item to 2 fhrs/da\ service level. Citizens feel empowered Purpose . Pro\'ide a simple. reliable network to help employees streamline. automate, and control the flow of int()rmation and work, Outcomes . Emplovees easilv exchange int()[!uation and collaborate to complete projects or respond to citizens' requests. . Faster exchange of forms. documents, drawings. messages. and other rele\'ant information. . .\ll int()rmation about a citizen or transaction is accessed simultaneously by different people involved in the process. . Fewer bottlenecks and delays associated with the sequential flow of int(Jrmation. . Expedited resolution and response to citizens or departments. Reducing "bottlenecks" and delays titleen Seamless co/labor3tion ... , Target iniUaUves that will/lave a high return in terms of citizen satisfaction and governmental efficiency A message from the C/O \Iaking this yision :1 realit\ ukes tile commitllleI1l of Count\" leadership. These key objecti\es will la\ the foundations and prepare the way tilr the Count\' to ruilv use and support technologit's such as. the Internet. the Intranet. ami Electronic Document .\lanagelllent I p frolH inYe.~tments and inter-departmental collaboration will be essential to bunch these fundamental initiati\es. Setting priorities and allocating funding till' inti)rmation technolog\ will be kn top management Cl)t1CtTns. Top management support and a I11Ldti-vear in\estment commitmeI1l afC essential to pursue the yi~ion, .\ Strategic Pian including estimated costs. funding. and tinK' framcs is prll\idn! in a separate document that wiii serve to structure. prioritize. and tr:lck the umlerlving objectiyes and projects. \li:lll1i-l):lllc. (:OUI1{\" tllrougl1 these initiatives. has its focus on the citizl'tlS. (~. f? w;Z: B. R, 'Rand\' \Yilt (:hid [nl()l'Jl1:1ti( \n ()lliCL'r ....1 \: I L' ~ Jl