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Application Programs

Information Technology is already imbedded in all departments.  This section will review the systems that are already in place or under development. Some applications are used across multiple departments but are listed under the department with primary responsibility for the application.

Departmental Applications

Administration

Communication with the public, the council, and staff within the various City departments is essential to the mission of the City Administration department.  To that end, technology will be used to facilitate communication internally and externally and provide a tool for tracking and follow-up for requests, complaints, promises, or other commitments made by City staff.

Service Request / Complaint Tracking  

Allows for the logging of citizen or business complaints at any point in the City (Police, Public Works, City Hall, etc.) and the routing of the complaint to the appropriate service agency. 

Short Turn Camera

Monitors short turns by airliners taking off from LAX, to reduce the associated noise and safety hazards.


Cable Studio

Frame Rate System

Provides bulletin board system for the City’s Cable Studio

Video Production Tools

Provides tools for shooting and editing video for El Segundo’s cable channel.

Scheduling

Manages the presentation of videos on the cable channel.

Streaming Video

Allows sending video of City meetings and other video over the Internet to interested parties.


City Clerk

The role of technology in the City Clerk’s department is to give fast, accurate service to the general public, the City Council, and City staff.  Staff’s vision is to enable electronic access of the City’s legislative history, including minutes, resolutions, ordinances, contracts, and deeds, to interested parties.

Document Imaging   

Optically scans pictures and documents and stores them into a computer file or database for editing, manipulation, or retrieval.

Document Management                                                           

Provides for the integration of all city documents into an electronic database for indexing and easy retrieval.  Integrates electronic documents with imaged documents and provides for efficient indexing and archiving.


City Treasurer

The management of the City’s cash and investments requires accuracy, security, and accountability.  The department of the City Treasurer will use technology combined with appropriate manual procedures to assist in the recording of all cash transactions, transmission of funds to and from various banks and other financial institutions, and as a tool to find the best investment options for City funds.  Both physical and logical security measures will be taken to ensure that transactions are auditable and secure and that alternate procedures are available if the technology is unavailable or fails.

Cash Flow and Investment

Provides the capability to track all cash deposits to maximize return on investment and still meet periodic cash requirements (e.g. payroll) as needed.

Bond Management

Orders and tracks employee bonds.

Credit Card Processing

Provides a link from other systems to the City’s selected credit card vendor.

Check Processing

Handles check payments for the City.  This system must handle “Lockbox” functions and the new Check 21 standard.


Planning / Building & Safety

The Planning/Building & Safety Department is committed to meet the needs of our community by maintaining accurate records and providing efficient service through the use of emerging technologies.

Geobase

Data base system that links tabular data from other subsystems such as Utility Billing, etc. to a geographical location.  Uses street addresses, parcel ids and/or geographical coordinates to link them together.

Geobase Mapping

Graphical representation of the GEOBASE and the various layers which link the other tabular data (Customers, Fixed Assets, Permits, Business Licenses etc.) to it.

Permit Tracking

Provides for the application, review, and tracking of various building and use permits within the City.  Interfaces with Cash Receipts and Finance systems and allows for appropriate code enforcement and/or interfaces with related systems and databases.


Administrative Services

The Administrative Services department will deploy technology in all appropriate areas to facilitate the management of financial information and reporting systems for the City.  As an internal service department it will provide the tools and services to other City departments and to the employees to ensure timely and accurate information and processing of financial transactions in an auditable, expeditious, and secure manner.

Accounting

Accounts Payable

This system generates checks (expenditures) from POs (encumbrances) and/or vendor invoices and maintains vendor historical payment and purchase information.  It should interface directly with the G/L and PO/Requisition subsystems.

Budget Management

Provided for the monitoring at the department level of budgets in all funds.  Permits budget inquiries and ad hoc reports to ensure that budget for individual’s accounts are not exceeded.

Budget Preparation

This is a series of programs designed to extract a working budget from the current Chart of Accounts (with factor adjustment by selected accounts) to build department worksheets for interactive budget manipulation.  Supports multiple versions and interface to next and current G/L operational files.

Business License

The Business License subsystem maintains information on ownership, location, business characteristics, fees, etc. for all business entities in the City.  It should link to the Geobase and Mapping subsystems.

Fixed Assets

This series of programs tracks all physical assets, original purchase price, deprecation schedules, etc. as well as location and movement throughout City facilities.

General Ledger

These are the controlling programs for all accounting subsystems such as A/P, A/R, Payroll, etc.  Supports multiple funds and produces Trial Balances and consolidated fund reports.

Purchase Order

Electronically encumbers funds against appropriated budget and monitors against delivery, receipt, and payment to vendors.  Interfaces to A/P subsystem.

Requisition Control

Requisitions (from various Departments) pre-encumber and POs (from Purchasing) encumber funds that will later be expended by A/P once the goods and invoices are received.  Both are created on-line to the vendor files and G/L.  Account balances to be displayed as entered so there is no over expending.

Project Cost Accounting

Provides the ability to track costs for specific projects across funds and across multiple fiscal years.  Shows sources and uses of funds.

Vendor / Product Tracking

Keeps track of products and vendors from whom historical purchases have been made.  Maintain price history from each vendor/product and produces bid/quotation for us on demand.

Utility Billing

Utility Billing for water, trash, sewer, recycling, and any other provided public utilities.

Cash Reciepts

This subsystem manages all of the incoming revenues including direct deposits, cash over the counter, and A/R receipts.  Interfaces directly with other subsystems: G/L, Building Permits, Library fines, etc.

Sales Tax Tracking  

Validates sales tax payments reported to the State against Business License amounts to ensure accurate Business License fees.

Property Tax Monitoring                                                              

Validates ownership of businesses within city limits to be sure appropriate business license and sales tax reporting is correct.

Payroll

These applications are a specialized aspect of the City's financial management systems relating to production employee paychecks and all associated accounting and reporting.


Employee Identification

Allows for the collection and maintenance of all necessary demographic and position assignment information for the processing of Payroll checks and reports.  Interfaces to the Personnel System.

Fringe Benefits Accounting

Tracks the costs associated with all of the fringe benefits and retirement programs offered by the City.  It includes interface and output to various external agencies such as STRS, PERS and Social Security.

Payroll Processing

Provides for the processing of employee paychecks and all associated reports.  Handles distribution of fringe benefits and tax deposits.  Interfaces to Financial system and other Payroll and Personnel subsystems.

Salary Projection

Simulates the budget impact of changes to the various salary and benefit tables.  Used as both and budgeting and negotiation tool.  Interfaces directly with the Personnel System.

Employee Time Accounting

Data collection mechanism used to input the hours worked by employees for payroll processing.  Interfaces from the Employee Demographics and Absence and Leave subsystems.

Human Resources

The role of technology in the Human Resources department is to facilitate the management of information on current, past, and future (prospective) employees.  It must ensure the protection of confidentiality and provide reliable, accurate, timely, and secure access to appropriate HR staff.  It must also assist with communications to external agencies as well as internal staff and departments.

1.1.9.1      Absense and Leave

The Absence and Leave Subsystem provides for recording, maintaining, tracking, and reporting absence and leave time accrued and used by employees.

1.1.9.2      Applicant Tracking

Maintains a database of applicant demographics, skills inventory, and test scores, etc. in accordance with Federal and State statutes.

1.1.9.3      Employee Master File

Maintains a secured database of employee information with controlled access to appropriate fields and functions relating to their employment at the City.

1.1.9.4      Position Control

This is a series of programs which allows the user to look at the Employee Master File from an Organization Chart perspective or at individual employees and their assignments to multiple job categories within the organization.

1.1.9.5      Payroll Interface

The automatic or semi-automatic process of updating the appropriate Payroll information when relevant Personnel data changes occur.  Includes interfaces to internal or external Payroll Processing subsystem.

1.1.9.6      Manual Writer

Tools to assist in the preparation of policy, employee, and other type of manuals and technical description documents.

1.1.9.7      Law Index

A CD-based database of legal statutes with search tools.

1.1.9.8      Skills Assessment

Testing instruments to assess the skill level of applicants and employees.

1.1.10        Public Works

The Public Works Department will actively participate in innovative projects and programs to develop and maintain a communication and technology network which ensures El Segundo residents high quality municipal services and facilities.  Technology will be used where it can appropriately:

Provide service and information to the community more efficiently and in a most timely manner;

Monitor annual maintenance programs for City facilities used by the community;

Provide for the timely update of information managed by the Department.

1.1.10.1   Fuel Management

Records fuel usage by vehicle and tracks mileage statistics.  Usually uses an automatic input device as fuel is pumped.

1.1.10.2   Vehicle Maintenance

Provides for the scheduling and tracking of maintenance and repair costs associated with all vehicles owned and/or operated by the city.

1.1.10.3   Work Orders

Tracks work order information including labor and material costs.  Interfaces to Payroll, HR, and Purchasing systems.

1.1.10.4   Operations Monitoring

Monitors flow and activity at lift stations, pumping plants, reservoirs, etc.

1.1.11        Recreation & Parks

Since service to the citizens/residents of El Segundo is the primary mission of the Recreation & Parks Department, technology will be used to facilitate the communications with City residents and among the Recreation & Parks staff in all its facilities.  It will also be used as a tool to manage the money paid in fees and all finances of the department to ensure that both fee and tax income is used efficiently and effectively.  Technology will also be used to validate that priority of services go to residents of the City and to keep track of the interests and concerns of the citizens.

1.1.11.1   Event Management

Planning, Advertising, and executing recreation events

1.1.11.2   Event Registration   

Records and monitors citizen registration at City recreational programs and events and tracks fees, costs and other information related to the efficient and cost-effective operation of such events.

1.1.11.3   Recreation ID Card Processing

Recreation issues ID cards to facilitate access to recreation events.

1.1.11.4   Golf Course Management                                                             

Tracks revenues and expenses related to the operation of the City-owned golf course.

1.1.11.5   Park Lighting System

Electronic switches control lighting for baseball diamonds and all other outside lighting at Recreation Park.  These are controlled by networked PC’s over the City’s network.

1.1.12        Police

Technology shall be deployed in the City’s Police Department as a tool to protect citizens and police officers, communicate both within and outside the Department, and to provide timely, accurate, and accessible records consistent with State and Federal records and reporting requirements.

1.1.12.1   Records Management System                                                       

Tracks all incidents, citations, and other officer-involved events and maintains a database for reports and follow up.

1.1.12.2   Criminal History Reporting                                                           

Tracks incidents, modus operandus, victims, perpetrators, and other information used by investigators and detectives in crime analysis.

1.1.12.3   CrimeView

Plots the location of crimes within the City using Geographical Information System (GIS) Technology.

1.1.12.4   Computer Aided dispatch (Shared with Fire)                               

Coordinates the location of a reported incident and the closest available officer(s) for rapid deployment of field resources from a central point.

1.1.12.5   E911 (Shared with Fire)                                                                

Integrates Computer Aided Dispatch with the telephone system and RMS so that 911 calls can go directly to dispatching and create an incident for the RMS system.

1.1.12.6   Mobile Data Computers                                                                

A communications system that allows field units to communicate directly with CAD and RMS systems as well as DMV records and other external Police systems.

1.1.12.7   Training Management System                                                      

Keeps track of officer training requirements and records.

1.1.12.8   Fingerprint Scanning System                                                         

Scans fingerprint information and searches local, state and federal databases for a match.

1.1.12.9   Vehicle Tracking System

AVL or Automatic Vehicle Locator tracks the location of police vehicles in real-time to integrate with CAD and RMS systems.

1.1.12.10Crime Scene Investigation                                                            

Maintains a database of crime scene information for crime analysis and court and prosecution reporting.

1.1.12.11External Crime Databases                                                            

Provides access to external county and state databases of criminal information for tracking wants and warrants, gang activity, drug trafficking and other illegal activities.

1.1.12.12Recruiting Website

The recruiting website is specially designed to attract the type of people who make good police officers.

1.1.12.13Uninterruptible Power

The entire police dispatch center runs on a single 65Kva uninterruptible power supply (UPS)

1.1.12.14Time Server

The exact time a call comes into the dispatch center can be critical to analyzing and prosecuting a crime.  The Time Server uses GPS technology to provide a single highly accurate time source for all dispatch activities.

1.1.12.15PIMS License Plate Cameras

These cameras are designed to recognize and record license plates that come within range of an equipped police car.  The system can immediately notify the officer if a recognized license plate is on a list of stolen cars or numerous other lists.  Pictures of the plate and car can be stored for later analysis.

1.1.12.16Police Wireless Network

Allows transmitting images and other data to and from police cars while they are in the station.

1.1.12.17Forensics Tools

Support for computer forensics investigation and analysis tools.

1.1.13        Fire 

The Fire Department shall use technology as a tool to assist in meeting the needs of the community in the most efficient and effective way possible.

1.1.13.1   Hazmat   

Records and tracks the location of all hazardous materials registered throughout the City.

1.1.13.2   Records Management System                                                       

Records and tracks all fires and related incidents for reporting and follow up.

1.1.13.3   Computer Aided Dispatch (Shared with PD)                               

Coordinates the location of a reported incident and the closest available officer(s) for rapid deployment of field resources from a central point.

1.1.13.4   E911 (Shared with PD)                                                                  

Integrates Computer Aided Dispatch with the telephone system and RMS so that 911 calls can go directly to dispatching and create an incident for the RMS system.

1.1.13.5   Firehouse

Provides record keeping functions for all Fire Department activities.

1.1.13.6   Command Overview

Provides summary of the dispatch status of all vehicles and activities within Fire and PD.

1.1.13.7   Billing for services

Some activities such as ambulance rides or damage to City property are billed directly to the user.

1.1.13.8   Air Mask Testing & Certification

Air masks must be certified on a regular basis, and the records must be maintained to ensure safety of our firefighters.

1.1.13.9   EOC Management (Web-EOC)

In the event of a disaster, time is critical.  This software helps manage and coordinate efforts of all City departments.

1.1.14        Library

The Library provides the El Segundo community access to its vast collections of books, periodicals, newspapers, videos, books-on-tape, map archives, and other available resources through an Online Public Access Catalog system.  Other technologies for providing library users with information include dedicated CD ROM and public Internet workstations.  Adults and children will have access to computer labs for educational programs, word processing, and to meet other personal computing needs.  .

1.1.14.1   Library Management

Purchasing, cataloging and processing of materials

1.1.14.2   Circulation System

Assist library patrons with the checking in and out of library items

1.1.14.3   Catalog

Efficient access to the library collections for public assistance

1.1.14.4   OCLC Public Terminal Management

Management for the public use computers located in the library, including charging for hours of use and printed pages.

1.1.14.5   Database Services

Outside services which provide databases of information, such as magazine indexes.

1.1.14.6   Library Web Portal

Connection from various internal systems to allow residents to use resources from home.

1.1.14.7   Children’s Computers

Allows children to learn to use computers through the use of computer games.

1.1.14.8   Picture Scanning

Digital archive of historical photos

1.1.14.9   OCS Patron Internet Computers

The OCS system manages the use and billing for computers made available to the public at the library.

1.1.14.10Historical Photo Archive

Allows scanning, archiving, and online viewing or sale of historical photos.

1.1.14.11Wireless Patron Access

Wireless Internet access for patrons of the library.

1.1.15        School Libraries

The El Segundo Library also provides full support for the school libraries, including books, equipment, and staffing.

1.1.15.1   High School Library

1.1.15.2   Middle School Library

1.1.15.3   Center Street School Library

1.1.15.4   Maripisa School Library

1.1.16        Economic Development

The mission of the Economic Development Department is to create, maintain, and implement a business climate that fosters a strong economic community, as well as business retention and attraction, and through the use of appropriate technology, provide an effective level of communication to all elements of the community.

1.1.16.1   Elsegundobusiness.com Website

Provides information to promote and encourage businesses to move to El Segundo.

1.1.16.2   DowntownElSegundo.com Website

Attracts visitors to downtown businesses.

1.2     City-Wide Systems

Not every employee of the City requires access to the systems and informational databases used by the City.  However, for those who do, certain standards will apply and the City will provide the necessary training and support to keep all employees affected efficient and productive in their use of City computer systems.

1.2.1   Central Network Services

The City’s central networks will provide shared file and printing services and the communications “highway” to transport information electronically throughout the City.

1.2.1.1      Network Operating System                                                                          

            This is the common network environment connecting all of the workstations, printers, and other network devices.  This manages the workstation addressing protocols, remote communications to and from the network to external networks and workstations, and user access privileges to files and devices throughout the organization.

1.2.2   Electronic Messaging                                                                                       

            The ability to electronically send simple messages as well as entire documents to coworkers in the City is important to reduction of telephone traffic (which limits the public’s access to City staff) and paper is a critical element of the City’s MASTER PLAN.  The City will provide electronic mail services to all appropriate City staff as part of its Organization-wide technology environment.

1.2.3   Software License Management                                                                       

            It is the City’s policy to prevent any software piracy or illegal or illegitimate use of software on any City-owned computer system.  To this end, it is the role of the City’s IS Manager to manage, monitor, and control the installation and use of all software on all computers—servers and workstations alike.

1.2.4   Help Desk 

            Any users experiencing difficulty on any City-owned equipment will have a help desk telephone number to call and report the problem.  ISD will log the call and route it to the appropriate support group—internal or external—and ensure that it is resolved or escalated as expeditiously as possible.

1.2.4.1      Configuration/Hardware Inventory Control

            Computers are part of the Fixed Assets Inventory of the City. However, their complexity makes them a special case, much as vehicles and other complex equipment.  As such, supplemental information is needed to record serial numbers, warranties, etc. in order to effectively manage and maintain them.  ISD will maintain all of the necessary records for all computer equipment to facilitate their expeditious repair and to support the software (and licenses) installed on them.

1.2.4.2      Office Automation

The workstation “desktop” environment will be maintained as uniformly as possible to facilitate support and job skill transferability when staff moves to different assignments throughout the City.

1.2.4.3      Scheduling/Calendar Management                                               

Personal business schedules, appointments, and “to do” lists are managed electronically and can be collaborated with other staff on the network.

1.2.4.4      Personal Database    

Data extracted from the “official” City database systems for interim or offline use may be put into ancillary databases and merged with independent data for departmental or job function use.

1.2.4.5      Graphics / Desktop Publishing                                                      

Provides for the intermingling of text and graphics in a formatted document.  Used for the production of newsletter, flyers, etc.

1.2.4.6      Electronic Mail

Electronic mail shall be used whenever possible in lieu of phone slips, interoffice memo, or other paper-based notes.  Both Organization-wide and Departmental systems should use the email engine to move transactions within the City whenever possible.

1.2.4.7      Presentation GRAPHICS                                                              

Any presentations made to the City Council or the public shall use ISD approved software and the City-approved design templates and logos.

1.2.4.8      User-Level Query / Report Writer                                              

Allows for simple and complex user queries against any and al system databases to produce interactive displays or hard copy reports.  Catalog command files and displays them in menu form for future use.

1.2.4.9      Electronic Spreadsheets                                                                

Electronic spreadsheets are provided as a calculation tool.  Some applications may provide extraction capabilities and data can be exported to spreadsheet formation as required.  Data extracted to spreadsheet files is not part of the City’s official Organization-wide database warehouse.

1.2.4.10   Word Processing  

All official City correspondence will conform to City templates and formats and will be produced with a common word processing system.

1.2.4.11   Point of Sale (Cashiering)

Trackng of cash received at various City departments.

1.2.5   Office Equipment

1.2.5.1      Copiers

Information Systems provides technical assistance for maintaining Copiers City-wide.  This includes all functions such as Printing, Copying, Faxing, and Emailing.

1.2.5.2      Postage Machine

Postage meters help control the costs of postage by centralizing the function and ensuring the proper postage amount is applied to each outgoing piece of mail.

1.2.5.3      Forms Management

Special software tools are used to ensure that the proper forms are used for each function.  Currently this includes the installation of special read-only memory in printers with copies of standard forms.

1.2.6   Audio / Video Systems Integration

Design and Setup of meeting rooms.

1.2.7   Checkout and setup of laptops and video projectors

This includes maintenance of portable projectors, conference call equipment, laptops, and other audio/video equipment for use by various department presentations.

1.2.8   Internet

The World Wide Web is an important resource for staff and citizens alike.  The City will maintain an Internet presence and provide the necessary and appropriate access for its employees.  Appropriate use policies will be reviewed at new employee orientation and each year as part of regular employee in-service training.

1.2.8.1      Web Site Management                                                                  

The City will provide a main web page and map along with standards for departmental web pages that appear as sub-pages under the City’s main page.  Each department’s web page(s) will be considered Departmental applications but will fall under the umbrella of the City’s main page.

1.2.8.2      Intranet

The intranet is a web server that provides information intended for internal use within the organization only.

1.2.8.3      Internet E-mail

Local electronic mail will be merged with Internet email so that each position requiring any form of email communications shall have a single, unique email address assigned to the person assigned that position by the IS Manager.  Such use shall be restricted to City business only.

1.2.8.4      Spam Filtering

Reduces the number of unwanted “junk mail” messages received by City staff.

1.2.8.5      Internet Access    

Each department shall determine the number of positions required to have access to the Internet and make appropriate arrangements with the IS Manager for the gateway address assignment and navigational tools necessary.  The IS Manager shall manage and monitor such usage and produce periodic reports as to connect time, sites visited, etc.

1.2.8.6      Web Monitoring & Control

Allows monitoring web traffic and restricting which sites City employees are allowed to visit.

1.2.9   Network Management

1.2.9.1      Dynamic Host Configuration Protocol (DHCP)

Automatically assigns addresses for any computer connected to the network

1.2.9.2      Domain Name System (DNS) – External

Resolves domain names such as “library.elsegundo.org” for Internet based clients

1.2.9.3      Domain Name System (DNS) – Internal

Resolves domain names for all computers inside the El Segundo network.  This is separate from outside DNS for security reasons.

1.2.9.4      Certificate Services

Certificates allow positive identification of El Segundo network resources for security purposes.

1.2.9.5      Active Directory

Active Directory is the tool provided by Microsoft Servers to manage user rights and enforce policies for all users and workstations.

1.2.10        Telephone Support

El Segundo ISD provides support for all telephone usage, including:

1.2.10.1   Adds / Moves / Changes

All changes to telephone locations or features.

1.2.10.2   PBX Support

Installing and maintaining a central PBX as well as PBX equipment in remote buildings.

1.2.10.3   Centrex

Centrex is the software interface to manage the City’s outside telephone lines.

1.2.10.4   Fax

Installing and maintaining Fax machines for all departments.

1.2.10.5   Voicemail

Installing and maintaining Voicemail for all departments.

1.2.10.6   Voice Applications

Installing voice applications.

1.2.10.7   Wiring

In addition to supporting software applications, Information Systems maintains the wiring infrastructure for both data and telephone systems Citywide, including both copper and fiber optics.

1.2.10.8   Blackberry Handheld Devices

Blackberry handheld devices and the associated server

1.2.10.9   Sprint Wireless Data Devices

Sprint wireless Windows Mobile devices and their connection to Exchange mailboxes.

1.2.10.10Cingular Wireless Data Devices (iPhone)

iPhone devices from Apple.com, and their link to exchange mailboxes.



1.2.11        Security

1.2.11.1   User Administration for all applications

Maintaining access controls for all applications Citywide.

1.2.11.2   System Security

Establishing and maintaining network and system security.

1.2.11.3   Electronic Access Control System

Establish and maintain Electronic Access Control Systems Citywide.

1.2.12        Informational Databases

The City shall implement new applications using databases that are relational, open-system design, ODBC compliant and which can be Web-enabled for (secured) access via a standard Web browser on a local City Intranet.  Portions of data appropriate for public access will be available on the City’s external Web page.  Each department will be responsible for the content of web pages and databases associated with their departments, but will be centrally coordinated by the IS Manager.


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