SFMTA Information Technology: Current State and Future State

Technology Planning September 24, 2007

09 | 24 | 2007 | SAN FRANCISCO, CALIFORNIA

Briefing Objectives
Ensure common understanding of Current IT State and Future Strategic IT Directions

Overview of Information Technology Current State Opportunities Critical Success Factors Answer Questions
2

Technology Planning: Internal and External Customers

SFMTA Divisions (+5000 employees, +2000 end users) MTA Board Muni Service Delivery and Operations Transportation Planning & Development Security and Enforcement Parking and Traffic Finance and Revenue Human Resources External Affairs External IT Relationships Vendors & Application Service Providers Metropolitan Transportation Commission; Transportation Authority; Regional Transit Agencies Other CCSF Departments City Attorneys office, PPSD, 311 Integrated City Services, SFPD, ECD-911 DTIS (city IT department): telecom, networks (fiber, wide-area, telecommunications); email, web, etc. Civil Service Commission; Unions, etc 3

Technology Planning Roles and Responsibilities: Plan, Design, Build, Operate, Maintain and Support
Agency Service Reporting Service Standards SFSTAT KPIs Project/Program Management Lead projects/programs PMO Business Process and System Design Business Process Analysis and Engineering Business Requirements Development and Analysis Data Analysis Application Development and Support Business Application Maintenance and Support GIS Data Management Reporting Programming and bug fixes Vendor Mgmt IT Infrastructure Engineering Design and Build IT Infrastructure (networks, servers, databases, storage, operating systems, internet access, video, etc.) Availability, Capacity and Performance Planning IT Architecture/System Integration System Architecture/Integration Strategic Planning and Development Set Standards Policy Development IT End User Support Office Moves (adds, moves, changes) Help Desk/Trouble Shooting/Incident Mangement IT Field Support for 38 locations End User Tools (MS Office, email, etc.) Printing / CopySMART User Access / Remote Access PCs, cell phones, etc. Data Center Operations IT Operations, Maintenance and Monitoring Storage Management; Backups and Restores; Archiving Server Management Disaster Recovery Planning IT Security

Policy Risk Management Intrusion Detection and Monitoring; AntiVirus, etc. End User and Network/Internet security

IT Service Planning IT Service Planning and Metrics ITIL / IT Process Improvements Procurement PO processing and management RFP development and support Vendor and Contract Management

What is the primary purpose of IT?

Leverage Information Technology in order to: Improve business operations and business performance Save money, add to the bottom line, Improve customer service Drive Innovation

Strategic Business Goals and Linkage to IT

Safe, Accessible, Reliable, Clean, and Environmentally Sustainable Where They Want to Go, When They Want to be There Deliver Key Transportation Technologies / Systems

Strategic Goals

CIO Goals
Must Leverage Technology to Improve Service and Efficiency

Timely, Accurate, and Seamless Information for Decision Making

Strategies

Improved Customer Experience, Community Value, Image, & Leadership Financial Stability and Effectiveness

Efficient and Effective Use of Information Technology

Flexible, Supportable Work Environment & Future Workforce

Provide Secure, Flexible and Mobile Access

Information Technology: Current State

Transit Today: Delivering Complex Services

Bringing IT all together Back-Office Communication and Mobile

On-Street Systems

Traveller Information

In-Vehicle Technologies
8

Point Technology Solutions Prevalent

Back-Office
Scheduling Demand Response Scheduling Mapping Dispatching Operations Management Finance Human Resources External Affairs

Communication and Mobile

Publish Schedules WiFi IVR Video Radio NextMuni GPS

In-Vehicle Technologies
Fare Box / TransLink NextMuni Automatic Passenger Counting Fleet Watch DVR ATCS Radio Video

Traveller Information
Trip Planning: 311 & 511 NextMuni Signs www.SFMTA.com

Current and Future SFMTA Application Integration

10

Make the DATA Work

SCHEDULING PLANNING CUSTOMER INFORMATION DEMAND RESPONSE OPERATIONS MANAGEMENT

Performance Reporting

Transit Transit Data Data

Tweak Delivery Look at Trends Provide Dashboard etc.

FINANCE

REVENUE

AVL - APC

MAINTENANCE

OTHER
11

Information Technology: Opportunities

Environmental Assessment
Area Current State Assessment Opportunities
Network unable to support bandwidth requirements of future initiatives; fiber infrastructure and expansion IT security improvements needed - start with a risk assessment Applications functionally specific; some obsolete systems Almost every SFMTA initiative has IT components Heterogeneous application environment limits ability to add further capabilities and gain insight from information Focus on business process and total system is missing Limited resources and expertise to implement integrated systems and to support existing systems Difficulty in operationalizing existing systems IT must be systematically implemented (data, process, people) Turn data to information Projects have limited linkage to business benefits Limited guidance on project relevance to business impact value Significant opportunity to establish prioritization for more effective use of IT resources Leverage Governance to set priorities and drive return on investment

Infrastructure

Business Enablement Solutions

Service Delivery & Organization

Governance

13

SFMTA IT Service Delivery at Level 1 Level 3

Level 2 Level 1
Service Proactive

Ne ed He to re b e

Level 4
Value
IT as strategic business partner IT and business metric linkage IT/business collaboration improves business process Real-time infrastructure Business planning Innovation

Level 0
Reactive Chaotic

Manage IT as a Business Service and Account Management Service Delivery Process Engineering Operational Process Engineering Tool Leverage
Source: Gartner 2007 14

Future IT Organization Model Two to Three-Year Journey

Todays Budget/Staffing Model
IT-Enabled Business Transformation

Business Applications Intelligent Transportation Technologies Business Process Re-engineering Enhancements and Upgrades Capacity Planning and Engineering New Technologies Desktop/Telecomm adds, moves, changes Desktop Management Help Desk /End User Support IT Operations, Maintenance, Support (Data Center, Network, etc.)

Tomorrow's Staffing Model

IT-Enabled Business Transformation

IT Modernization

IT Modernization

IT Utility/Infrastructure

IT Utility/ Infrastructure

15

Critical Success Factors

Contract, Recruit and Grow IT Organization of the Future IT Governance Funding Support Project Management Continue Performing While Transforming

16

Questions

IT Landscape and Growth over Last 3 Years

FY08 (est) FY07 vs FY08

Measure

FY05

FY06

FY07

Applications Supported Projects Supported Dept Supported # of Workstations* # of Locations # of Remote Access Terabytes of Storage
* +2,000 End Users

10 2 7 600 19 5 0.16

16 4 7 900 23 25 2.4

20 8 7 1250 32 150 8.3

+32 +35 7 1500 46 277 14

38% 77% 0% 17% 22% 46% 41%

18

FY08 Started Initiatives:

1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. 19. 20. 21. 22. 23. Develop Quarterly SFMTA Service Standards Report (Lead) Improve Service Standards and Reporting (Lead) TransLink Revenue Ready / Soft and Hard Launch (Lead) Trapeze and 311 (for operator complaints) and Payroll Interface (Lead) SHOPs Upgrade (Lead) New Facilities and Linear Management System (Lead) APC Expansion to 30% of fleet (Lead) Forward Facing Cameras (Lead) 311 Integration Abandon Vehicles/Signal and Sign Shop (Lead) CISCO Initiative for integrated Vehicle (Lead) Parking Garage System Assessment SFgo Expansion CalTrans-SFgo C2C Parking Guidance System Automatic Citations System RFP Capital Asset Management Radio Control System DPT IT Integration (Lead) Data Center Move to 1SVN (875 Stevenson, 25 Van Ness) (Lead) Server Upgrades (Lead) Phase I - Network discovery and documentation (Lead) New Oracle RAC database environment / data storage (Lead) 19 Improve Network Security and Management (Lead)

FY08 Not Started:

1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. Data Integration and Reporting Datamart Prototype (AVL, APC, Schedule, GIS) Incident Management System Information Capture System for Street Supervisors Enhance current HRDB system/reporting to support managers position control, recruiting, etc. DHRs new HR System (People Soft and Time and Labor Tracking Phase II - Network bandwidth and service expansion: Fiber expansion for video, etc. (Lead) Reporting) Portal Project to improve SFMTA intranet SFgo TMC move to 1SVN New Central Control Fare Revenue Integration and Reporting System [New Fare Gate and Fare Box application] (replace the current Dbase system/Translink compatible) IT Risk Assessment and Security Improvements Disaster Recovery Planning Kick off Program Management Office 7X24x365 support for mission critical applications, such as Trapeze, RUCUS
20

IT Demand: Current and Future IT Requirements: Muni Service Delivery and Operations Division
Provide System/Application/Project Support and Maintenance
1. 2. 3. 4. 5. 6. 7.

Trapeze SHOPS / Ad Hoc Reporting Track and Signal Access Application (obsolete) TransitSafe: Support CalTrain Data Collection Application APC - Automatic Passenger Counters RUCUS - auto dispatch (obsolete)

Unsupported by Technology Planning

1. 2. 3. 4. 5. 6. 7.

MP2 (Facility management and Linear Asset Management System) Yard Maps Central Control Logs (obsolete) Schedule viewer ATCS System & Control Room Radio Control System File Maker Software (for Training)

FY08 Carry-Over Projects

1. 2. 3. 4. 5. Radio Control System New Central Control Trapeze Implementation TransitLine Coordinator / Mobilization (mobile devices) Improved Paging System

Future Projects/Requests
1. 2. 3. 4. 5. 6. 7. 8. SHOPS Upgrade Trapeze 311/ COM Integration System for Street Supervisors Hand Held Information Capture Linear Asset Management A real-time incident management / incident tracking / automated notification system Yard Map Expansion Learning management system / content management system Computer Based Training (CBT) for operators (personnel performance management, testing and certification)

21

IT Demand: Current and Future IT Requirements: Transportation Planning and Development Division
Provide System/Application/Project Support and Maintenance 1. NextMuni Project: on going project support 2. GIS data and mapping applications 3. TEP Ad-Hoc reports 4. 511 Interfaces/real-time data exchange 5. Desktop support for AutoCAD other misc. desktop applications 6. Home grown PMIS (Project Management Information System - Obsolete) Unsupported by Technology Planning 1. Other Specialized Engineering Desktop Tools FY08 Carry Over Projects 1. NextMuni expansion and support: expansion to shelters; productionalization; flat screen deployment; vendor management 2. Capital Asset LifeCycle Management System 3. Radio Communication System Replacement (needs assessment/design support) 4. Islais Creek (needs assessment/design support) FY09 5. Metro East (networking, desktop, etc. support) FY09 Future Project/Request 1. Central Control and Communication 2. TEP outcomes for business analysis and business system data integration 3. Automatic Train Control upgrades (design and implementation review/support) 4. Replacement of the home-grown Project Mgmt Information System application 5. Central Subway System (needs assessment/design support) 6. Elevator / Escalator Monitoring (network design/support) 7. CCTV Design and Implementation

22

IT Demand: Current and Future IT Requirements: Parking and Traffic Division

Provide System/Application/Project Support and Maintenance 1. None Unsupported by Technology Planning 1. DPW AS400 Client Access Program 2. AutoReturn (eTow) 3. Serco Meter Collection 4. Paint Shop CORLOG 5. SFgo MIST 6. Traffic Sign Tracking System 7. Signal Shop DB 8. Traffic Engineering: AutoCad, SimTraffic, SWITRS, etc. 9. Signal Preemption 10. Time Clock 11. DPT Sign Shop inventory management (Paint Shop, Meter Shop) 12. CrossRoads Incident Management FY08 - Carry Over Projects 1. New Parking Guidance System 2. CalTrans-SFgo C2C 3. SFgo Expansion 4. SFgo TMC move to 1SVN 5. Fiber Infrastructure Build Out 6. 311 Integration Abandoned Vehicle & Sign Shop Future Projects/Requests 1. IT support for Corlog 2. IT support for Sign Inventory Application 3. Transit Signal Priority Pilot with APC 4. Expand Incident Management system to rest of MTA

23

IT Demand: Current and Future IT Requirements: Security & Enforcement Division

Supported Systems 1. Misc Emergency Operations Needs: command bus; situation room; GIS support Unsupported by Technology Planning 1. Enforcement: CABL for stolen vehicles 2. CLETS (SFPD) 3. ECD-911 Dispatch (emergency communication dispatch) FY08 Carry Over Projects 1. IT Infrastructure Bandwidth Increases
1. Metro Station Infrastructure/security (video)

2. 3.

T-Line Video Improvements On-board camera project (installed on hybrids)

Future Projects/Request 1. Separate security network connecting 875, Video Shop, MME, OSVN, Geneva, Central Control 2. Expand video network/devices

24

IT Demand: Current and Future IT Requirements: Finance Division

Provide System/Application/Project Support and Maintenance 1. Financial Reporting of ADPICS/FAMIS 2. EIS/B2A (Budget to Actual) reporting 3. Revenue web reports 4. Cross application reports (TESS/PIF etc) Unsupported by Technology Planning 1. Home-grown Dbase Revenue system (obsolete) 2. FAMIS/ADPICS/BPREP/FAACS (City) 3. 1SVN Revenue Center Cameras 4. Automatic Citations System 5. Pay by Telephone, Pay by Web 6. Auto Return camera (towing) 7. Parking meter database; Parking meter ticket processing 8. Paper Vision Imaging Archive Application FY08 Carry Over Projects 1. Automated Citations System RFP 2. Parking Garage System Assessment (short term: daily posting; long term: parking system) Future Projects/Requests 1. Fare Revenue Integration and Reporting System [New Fare Gate and Fare Box application] (replace the current Dbase system/Translink compatible) 2. Contract management system (tracking, POs, expirations, etc.) 3. Video access and expansion (add Enforcement) 4. Controllers new BPMS (interfaces?) 5. Upgrade Paper Vision Image Archive Application (FY09) 6. Grant Management System (FY09)

25

IT Demand: Current and Future IT Requirements: Human Resources

Provide System/Application/Project Support and Maintenance

1. 2. 3. Current home group HR Data Base PAR Payroll Application development and support TESS/DETS Time Recording extracts

Unsupported by Technology Planning

1. 2. 3. 4. BMIS Payroll for Operators (PUC) (obsolete will be replaced by Trapeze) ALVA (Historical payroll data) (City) DETS Time Recording (City) TESS Time Recording (City)

FY08 Carry Over Projects

1. Trapeze/GEAC interface to Payroll

Future Projects/Request
1. 2. 3. 4. Enhance current HRDB system/reporting to support managers position control, recruiting, etc. DHRs new HR System (People Soft and Time and Labor Tracking & Reporting) and Trapeze Interface to new HRIS SFMTA HR Intranet upgrade for information, contracts, forms, etc. In-house Risk Management System/Workers Comp System

26

IT Demand: Current and Future IT Requirements: External Affairs

Provide System/Application/Project Support and Maintenance 1. Ad hoc reporting 2. Meeting Debrief Program for ED and MTA Board 3. SFMTA Intranet Unsupported by Technology Planning 1. SFMTA.com 2. ACS Application and Devices: Qmatic, Citation Server, TIMMS, eTIMS FY08 Carry Over Projects 1. ACSs network integration for new contract (?) Future Project/Request 1. Internal and External Web improvements: on-line chat; portal improvements; etc. 2. E-Alert Messaging System 3. Status Report Formatting/Collection Tool

27

IT Demand: Current and Future IT Requirements: Technology Planning

Supported Systems (Enterprise) 1. Geographical Information System; 2. End User Reporting: Crystal Reporting and Ad hoc Reporting 3. Service Standards, SFSTAT, etc 4. IT infrastructure Services: LAN/WAN, email, servers, operating systems, databases, internet access, etc. 5. Data Center Operations: Server Farm, storage-area-networks, data integration, storage management, backup and recovery, network monitoring 6. Security Services: Perimeter (firewall), Anti-Virus 7. Desktop Installations and Applications: Microsoft, etc. 8. Office moves (adds, moves, and changes for desktop, phones, etc.) 9. IT Support for field locations 10. End User tools: Cell Phones; Handhelds, etc. 11. End User Access Management 12. Printing and CopySMART 13. SFMTA Intranet, Directory, Phonebook etc. 14. Remote Access 15. Various Small Databases and extracts 16. IT Purchasing

28