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Home My WebLink About2011-12-12 - Board of Directors Meeting Agenda Packet Yorba Linda Water District AGENDA YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS WORKSHOP MEETING Monday, December 12, 2011, 8:30 AM 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER 2. PLEDGE OF ALLEGIANCE 3. ROLL CALL Phil Hawkins, President Gary T. Melton, Vice President Michael J. Beverage Ric Collett Robert R. Kiley 4. PUBLIC COMMENTS Any individual wishing to address the Board is requested to identify themselves and state the matter on which they wish to comment. If the matter is on the agenda, the Board will recognize the individual for their comment when the item is considered. No action will be taken on matters not listed on the agenda. Comments are limited to matters of public interest and matters within the jurisdiction of the Water District. Comments are limited to five minutes. 5. DISCUSSION ITEMS This portion of the agenda is for matters that cannot reasonably be expected to be concluded by action of the Board of Directors at the meeting, such as technical presentations, drafts of proposed policies, or similar items for which staff is seeking the advice and counsel of the Board of Directors. Time permitting, it is generally in the District's interest to discuss these more complex matters at one meeting and consider formal action at another meeting. This portion of the agenda may also include items for information only. 5.1. Information Technology and Systems Overview (Staff Presentation) 6. ADJOURNMENT 6.1. The next regular meeting of the Board of Directors will be held December 22, 2011 at 8:00 a.m. Items Distributed to the Board Less Than 72 Hours Prior to the Meeting Pursuant to Government Code section 54957.5, non-exempt public records that relate to open session agenda items and are distributed to a majority of the Board less than seventy-two (72) hours prior to the meeting will be available for public inspection in the lobby of the District's business office located at 1717 E. Miraloma Avenue, Placentia, CA 92870, during regular business hours. When practical, these public records will also be made available on the District's internet website accessible at http://www.ylwd.com/. Accommodations for the Disabled Any person may make a request for a disability-related modification or accommodation needed for that person to be able to participate in the public meeting by telephoning the Executive Secretary at 714-701-3020, or writing to Yorba Linda Water District, P.O. Box 309, Yorba Linda, CA 92885-0309. Requests must specify the nature of the disability and the type of accommodation requested. A telephone number or other contact information should be included so the District staff may discuss appropriate arrangements. Persons requesting a disability-related accommodation should make the request with adequate time before the meeting for the District to provide the requested accommodation. ITEM NO. 5.1 AGENDA REPORT Meeting Date: December 12, 2011 To: Board of Directors From: Ken Vecchiarelli, General Manager Presented By: Art Vega, Acting IT Manager Subject: Information Technology and Systems Overview (Staff Presentation) SUMMARY: Staff will give a PowerPoint presentation that covers YLWD Information Technology, IT Systems Interoperability, Implementation Challenges, Solutions, and Future Opportunities. ATTACHMENTS: Name: _Des°:Cripstion: Type: IT Workshop Dec 12 2011.pdf PowerPoint Presentation Backup Material 12/20/2011 - ! Intranet Home Page s a " { 0 AGENDA ■ Jlssues LJGIS Projects / Activities USCADA Projects / Activities IS Projects / Activities Future Projects PPotential Projects Challenges 1 12/20/2011 i Mission e me • b. Linda Water District's IT Department will provide high quality technical services and support to all Departments to assist the District in performing its mission. Sample of Services Provided Communications Business Software • Network, voice services, wireless network, • Laserfiche, Network fleet, MS Office internet, cell phones Support Services Reports • Help desk / repairs Intranet GIS SCADA • Mapping Control systems (field) • spatial & data analysis Data Storage • Telemetry • Instrumentation Asset Management • Real time database • CityWorksAMS Operator screens/controls (HMI) Enterprise software [Dynamics GP ] • Accounts Payable & Receivable Security • General Accounting, Inventory Data Center • HR & Payroll, Cogsdale 2 12/20/2011 Issues "-'Dynamics GP (Enterprise software) history Dynamics GP not meeting business needs FE SoIUtion Communication Talk to Department heads (Finance, HR) about issues. Talk to staff (Finance, HR) about their issues. Decide if issues can be resolved in house Reports requested to be done by IT. Hire a consultant for assistance on other issues 3 12/20/2011 NeuLogics Tom Santoro, Consulting Partner Microsoft Certified Professional Over 20 Years of Accounting Experience Part of Original Go Live in 2003/ 2004 Issues continued - (Utility Billing Software) history Issues facing Customer Service New • and Department Leadership CS staff • with Cogsdale complexity System Tech 4 12/20/2011 Solution Communication Feedback from CS staff CS Staff Feedback Results Previous software is easier to use Less windows, more intuitive Not enough training was provided Implementation moved too fast More Training to be Given to CS Staff Changes Learn from the past, don't make the same mistakes!! Involve employees more in the planning Adjust plans based on user feedback Provide more training More initial training Follow up training Slow down projects if needed 1 Current projects CMMS, Inventory, HR and Payroll 5 12/20/2011 Tiered GIS Projects Activities Rate Study (completed) Tap Location Annotation for Water & Sewer (in progress) City Sewer Transfer (completed) Easement document transfer As built files GIS identified improper sewer billing of customers Replacing Sewer account transfer S J(w- MADA Projects / Activities Battery Backup Systems (UPS's can't take the heat) Santiago, Chino Hills, Camino de Bryant, Box Canyon, Timber Ridge, Quarter Horse, Paso Fino • Meter at Box Canyon PRS (June) • • Booster Station (In Progress) Well • : New Chlorine Generator (In Progress) 6 12/20/2011 Replacing SCADA Projects Activities cont. • • Conduit and Burial Direct Control Cables (ongoing) Repairing Problems in Motor Control Centers as they Age (electrical) Ongoing Maintenance Of 43 Control Sites (15 tO 43 p1c's within the last 13 years) ' Relocation at Bryant Ranch (completed)* _ - Bryant Ranch Before . _ k ~t a f~ Ely BRYANT RANCH PLC CABINET PLC Cabinet easily accessible by public As picture shows tagged 1P Dents possible due to rock damage Cabinet too small Control panel moved to more Cabinet would sway due to winds ,,aa r secure location. tit r a. Cabinet on hill side ^ Older PLC Failing UPS x J11 ~ fR, 7 12/20/2011 Bryant Ranch After NEW BRYANT RANCH PLC CABINET yr ~r e T lam"- ~1 i IS Projects Activities -CMMS CityWorks Live Demo by Dave Barmer 8 12/20/2011 C' -yWorks Live Demo Dave Barmer, Senior Maintenance Distribution Operator General overview on how he uses CityWorks Creating hydrant work orders Assigning work orders to staff Work order template r CityWorks Reports ive Demo ■CityWorks Reports Demo by Art Vega W Yorba Linda Water ]District_..,__ Operalions Hydrant workorders - - - chi 1.1; R.P" '9 12/20/2011 Requests IS Projects / Activities cont. -CMMS Hydrants, Valves, Leaks, Production (live by July ist) Customer Service ' Vendor Sewer pending completion of city sewer assets in GIS Cell Phone Consolidation Replacing District Firewalls (June) Purchase Requisition Program (In progress) • Imorovem-ents • Wireless Heat Map Current c' - -t.-~ _ -1 10 12/20/2011 Wireless Heat Map by 2012 7 T-1 Field r Future Projects -City Sewer Conversion (upcoming) 1 Alerts Valley View PLC ♦ OC-51 improvements Expanding CMMS Vehicles, backflow . Virtualized Servers 11 12/20/2011 Virtualized Servers (VM) Virtualized Server& Architecture ~Z.4~' I ypa AI Sw vw III((II.. AfI 11I YI IrrY mil, %4100 ~ - rf 44000 44000 Virtualized Servers continued Virtualized Servers (VM) can be moved to another Server in case of failure Images of VM's can be stored vnlae s~+r,.r,re~.r~.a %%000 12 12/20/2011 -Increasing Future Projects continued Internet • Bandwidth Consolidated Storage Solution* • Backup and Disaster Recovery* Consolidated Storage Solution & Comprehensive Backup Direct Attach Storage Networked Storage Capacity Islands Shared Resource f 0 NAS SAN- - iSCSI, FC i_ 13 12/20/2011 Future Projects continued R' obsolete SCADA Equipment Santiago . Engine Flow Meter Information More Available to Staff Potential -Further pExpanding CMMS Warehouse Water quality SCADA Information System Integration with Vehicle Tracking (Networkfleet) Mobile Apps for CityWorks 14 12/20/2011 Mobile Apps for CityWorks CitySourced Freeance Mobile for CityWorks CitySourced t 1) Mobilizing Civic £rvgagemen: I . ,~.v f•3,r.;r~,.~ porltng apps to your CWnnn. nll'y. . . ttWCM Uke tltRtnmerR tNwA~ ~arww~[~Itr.6t~'tim' e~~.~auvnn - Mq+minn. n.. - nrlrnxr.~r~uC.•I.. w sw ~.s r.. reW r.nn.+Mx~er.,... h}n~'!~t ~ .rx no ,i _ ~ e n ~aavnna w V'y ~4" ~ M a ~.r.~ HrtulC ~ ~esri 15 12/20/2011 Freeance Mobile for CityWorks Freeance Mobile for CityWorks Video WI-4 ~0_ Potential Projects continued -In • • • - Programming SCADA Security Improvements Remote access Physical security adding Panels & access gate intrusions and? Remote site to data center encryption (in routers?) SCADA • Network intrusion detection 16 12/20/2011 Challenges • Communication • Increasing Internet Communication Bandwidth Solving Data Center Dry/Humidity Issues Goals "Identify ,Strategic Plan Initiative OE 1-A functionality • existing technology and determine if it is being utilized to full capacity." Strategic Plan Initiative OE i-B "Evaluate • department use • existing technology." Interoperability (Integrated Systems) Optimizing Infrastructure Improving Security 17 12/20/2011 Vision for the Future ~The Yorba Linda Water District's IT Department provide easy to use information systems accessible through multiple methods including mobile devices using • systems that utilize a centralized data storage solution; and will build the wired and wireless secured network infrastructure necessary to make this a reality • the District can • its mission and vision now and in the future. Questions 18