MINUTES

INFORMATION TECHNOLOGY SUB-COMMITTEE

YORK ROOM, MARKHAM CIVIC CENTRE

2009 – 09-28

MEETING NO. 1

Members Regional Councillor J. Jones Regional Councillor G. Landon

Staff A. Taylor, Commissioner, Corporate Services B. Cribbett, Treasurer N. Kenea, Chief Information Officer C. Biss, CEO, Markham Public Libraries O. Aribumu, Manager, Client Delivery S. Rao, Manager, Technology T. Tecsa, Manager, Applications and GIS N. Dela Cruz, Manager, IMS A. Tang, Manager, Financial Planning J. Kee, Committee Clerk

The Information Technology Sub-Committee convened at the hour of 2:10 p.m. with Regional Councillor J. Jones in the Chair.

1. INTRODUCTIONS

Mr. Nasir Kenea, Chief Information Officer, advised that the purpose of the meeting this date was to review the 2010 Information Technology Capital Project requests.

Town staff present introduced themselves to Members of Committee.

2. REVIEW OF 2010 IT CAPITAL PROJECTS

Copies of the 2010 Capital and Other Programs Budget sheet summary, by requesting department, were distributed.

The Chief Information Officer reported that all of the ITS 2010 Budget requests have been reviewed by the Directors and have also been vetted through CCC. This meeting would be the opportunity for Committee to make any adjustments to the requests, prior to being presented to the Budget Sub-Committee.

Members had before them copies of the individual Funding Request Forms for each project for review, as follows:

Project #10071 – Enterprise Asset Management Implementation (Finance and Asset Management) - $220,000

Staff provided details of the project which will develop and implement an integrated Enterprise Asset Management System to provide functionality in the areas of Life Cycle (depreciation), Work Order and Tangible Capital Asset & Job Costing Management.

Project #10073 – Apparatus – Mobile Computer (Fire) - $9,000

Members were advised that this request is for one spare mobile computer for ITS to use for testing and development, which can also be used in case of hardware failure in a fire truck.

Project #10074 – Corporate Intelligent Scanning (Multi) - $153,000

The Chief Information Officer explained that this project is intended to implement an effective corporate scanning solution which would streamline existing paper-based processes across commissions and business units. It was noted that savings would come from the eventual elimination of data entry, and the use of intelligent invoicing.

Project #10076 – Core – Base Architecture (ITS) - $370,000

This project is to replace existing inventory of IT assets, such as desktop/laptop computers, 1 plotter and A/V equipment in the Canada Room.

Project #10077 – Core – Phone System Phase 1 of 3 (ITS) - $399,000

Members were advised that the project funding is being requested for a multi-year initiative to replace and upgrade the phone system in order to address issues of current technology obsolescence and improve services. This will be the first of three phases.

Committee queried potential integration with the Region of York’s system, and the proposed implementation of VOIP technology.

Project #10078 – 3M Equipment Lifecycle Replacement Phase 2 of 3 (Library) - $111,900

Ms. C. Biss, CEO, Markham Public Libraries, provided details of the project for the check-in/out equipment replacement program, noting that the equipment is not stand-alone, but integrated into the library system, enhancing the self serve environment.

Project #10356 – New Computers for Public Access (Library) - $22,600

The CEO, Markham Public Libraries, provided details of this project advising that there is a need to replace 25 out of date public workstations that are not in ITS inventory as they were originally obtained through donation. These are widely used and their need is increasing due to increasing public demand for improved Internet access and online resources.

Project #10082 – High Accuracy GPS Units on Mobile Tablets (Waterworks) - $22,600

Mr. Noris Dela Cruz, Manager, IMS, Waterworks Department, provided details of the project to purchase 5 high accuracy GPS units which would allow field staff to locate underground assets more effectively.

Project #10359 – Mobile Work Management Enhancements (Waterworks) - $24,900

The Manager, IMS, Waterworks Department, provided details regarding requested enhancements which will allow the workflow to become more efficient, including theft recovery, life cycle management and GRM software enhancements. Additional tablet PC’s will also be purchased.

Project #10083 – Radio Wireless Network Phase 2 of 3 (ITS) - $240,000

The CIO explained that this is the second Phase of a three-Phase project for ongoing work relating to wireless radio and low volume data transmission technology infrastructure. It was noted that a private network is being recommended to meet legislative requirements, and details of cost savings and cost avoidance were presented for the information of Members.

Project #10084 – Core – Wide Area Network Install (ITS) - $40,000

The CIO presented the rationale to install a high-speed fiber Gig-E QoS enabled network that would significantly improve voice and data communication across the Town.

Members discussed related matters, including: bandwidth; connection with remote sites; increase of current 10 Meg capabilities; and wireless services: T1, Fibre, and ADSL (Asymmetrical Digital Subscriber Line). Some concern was expressed that the current Meg size was too slow, impacting staff productivity, and staff was requested to investigate enlarging the Town’s current Meg size.

Project #10086 – Amanda Audit Trail (Building Standards) - $35,000

The CIO presented details of this project which will enhance the process to retrieve and repair data in Amanda. Staff noted that this tool will provide the capability to track/log data changes, and it will authorize users at the department level to retrieve data and to easily identify errors and make corrections on-line.

Project #10087 – Mobile Devices for Engineering, Waste, Design (Multi) - $34,000

Members were presented with details regarding the project to purchase eight (8) mobile devices for eight (8) users across three (3) departments. The mobile devices will provide access to data and the ability to update with notes in the field.

Project #10352 – POS Terminals and Enhancements Phase 2 of 2 (Finance) - $30,200

Staff presented details of the second Phase of this project which is to install POS terminals in the remaining locations across the Town.

Project #10357 – Electronic Info Boards at Community Centres (Recreation) $12,500

Members were presented with details of the project to install flat screens at each main entrance of the following community centres during 2010 and 2011 for communicating town/community events and programs:

- 2010: - Angus Glen Community Centre, and Centennial Community Centre

- 2011 – Thornhill Community Centre, and Milliken Mills Community Centre

In addition, aging ceiling-mounted TV’s will be replaced with wall-mounted 26-inch flat panels at each of the ice rinks.

Moved by Regional Councillor G. Landon

Seconded by Regional Councillor J. Jones

That the staff presentation regarding the 2010 IT Capital Projects be received and the Projects be referred to the Budget Sub-Committee.

CARRIED

3. NEW BUSINESS

Committee queried the status of the Portal Project, and also suggested that staff consider the feasibility of conducting a pilot relating to WebSphere.

Staff advised that updates will be provided on the Portal Project and Amanda 5 at General Committee meeting to be scheduled in November:

ADJOURNMENT

Moved by Regional Councillor G. Landon

Seconded by Regional Councillor J. Jones

That the Information Technology Sub-Committee meeting adjourn. (2:50 p.m.)

CARRIED