08-24-2015 Council Packet - Laserfiche WebLink

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The change in support costs ($11,075) is largely due to the addition of three full-time staff. This includes one Network Support Specialist, one Server Support Specialist, and one Computer Support Specialist. 2. IP Telephony ($15,390): This is for the City's Cisco IP phone system. There was recently a $122,000 upgrade to the Cisco system. The Roseville system includes call processing servers, E911 servers, voice mail servers, voice gateway routers, network switches, licenses for devices, E911, and voicemail, ASR router and switches for Internet access. 3. Supplemental Program Licenses ($13,955): These costs are for the supplemental (optional) program licenses. Lino Lakes has additional licenses for (a) NetMotion units; (b) Two -factor authentication; (c) PhoneFactor/VPN units; (d) Laserfiche; (e) Facility Wi-Fi; and (f) Arbitrator Video. NetMotion mobility is required in squad cars. Lino Lakes has 21 mobile units, which were purchased last October. VPN access requires two -factor authentication using the established methods approved by the Roseville IT Department. Each authorized user is charged a fee for any licensing associated with the VPN client and authentication software. Metro I -Net deploys two virtual servers at the Roseville and Maplewood city halls. Collectively, the Metro I -Net group saves approximately $340,000 per year in licensing fees by sharing a single Laserfiche Rio server installation. The shared cost is $17,082. Individually, each agency would expect to pay the same $17,000 each for Laserfiche Rio and the components. This doesn't include the savings we realize from using a single hardware server for the application and shared storage of documents. When you take the hardware and software licensing into account, the group saves well over $400,000 per year by utilizing a central records management server. The arbitrator video units are the six video recorders in the squad cars and the back end server for storing the video data. The cost for this in 2016 will be $2,310. It is important to point out that three new IT positions adds 120 hours a week for support staff. We're getting that for an additional $11,000 a year. Roseville currently has an IT staff of 13, which is a staffing ratio of 1:139 (one IT staff person for 139 users). A recent report showed how comparable agencies are staffed at an average ratio of approximately 1:50. The report included Blaine and Anoka Co. Besides ensuring that member cities continue to receive adequate IT support, the additional positions will allow Roseville IT staff to focus on specialized areas where only one person may have expertise. Finance Budget — Other Consultants There was a question about the additional budget amount under "Other Consultants", which includes Metro I -Net IT services and maintenance subscription for the financial accounting system. $121,000 was budgeted for IT services and $22,000 for annual 2