MEETING NO. 3

Members

Deputy Mayor J. Jones

Regional Councillor T. Wong

Staff

B. Cribbett, Treasurer

N. Kenea, Acting Chief Information Officer

S. Rao, Manager, Technology

A. Tang, Acting Manager, Financial Planning

J. Kee, Committee Clerk

The Information Technology Sub-Committee convened at the hour of 10:35 a.m. with Deputy Mayor J. Jones in the Chair.

DISCLOSURE OF INTEREST

None declared.

1. 2008 INFORMATION TECHNOLOGY CAPITAL BUDGET

a) Executive Summary of 2008 IT Capital Project Process

Mr. Nasir Kenea, Acting Chief Information Officer, explained the process and steps currently followed by staff for the review of IT Capital Projects submitted by all business units. In addition, Members were provided with the Technical Evaluation Criteria used by staff to prioritize and rank the projects, and in response to questions raised, Mr. Kenea clarified the scoring exercise procedure.

Committee raised the following matters:

· concern that all projects submitted were not investigated thoroughly due to time constraints and uncertainty if a project is to be corporately supported at that stage in the budget process while staff spends much time to undertake detailed investigation

· number of projects investigated each year by IT over the past 5 years was queried

· the overall effectiveness of the current process

· information on phases of projects; new or addition to existing ones, expected future phases?

· suggestion that this set of Criteria be placed on future agenda of IT Sub- Committee, and invite members of Department Heads Forum to participate

b) 2008 ITS Project Requests

Mr. Nasir Kenea, Acting Chief Information Officer, reviewed the ITS project requests, including: Core Base Architecture; Discretionary Projects; and the individual Project Request Investigation Summary, noting that the projects were being presented this date by Commission as requested, rather than by rank. Members will be able to view all projects in the 2008 Budget Binders according to Town-wide ranking.

Concerns with respect to the investigation process, specifically staff evaluation time on projects that do not go ahead, were raised.

The Development Services (Building Department) project relating to Amanda Enhancements, in the amount of $388,301, was discussed. It was suggested that this project request be split into two parts: modules to be implemented on Amanda 4 (worth $80,000) be presented to Council for pre-budget approval, and request for acquiring modules available in Amanda 5 go through the normal 2008 Budget process. Staff advised that the Director, Building Standards would be contacted to consider preparing a formal report for Council’s consideration as soon as possible.

Committee discussed the current format of the projects list as presented by Information Technology. It was suggested that in future the list indicate whether a project is a current year or multi-year plan. In addition, it was suggested that another column be added providing history of the project, including any revisions made from previous years. Also, Members suggested that in future it would be helpful if more information was provided regarding each project’s benefits to the Corporation.

Moved by Regional Councillor T. Wong

Seconded by Deputy Mayor J. Jones

That the ITS Project Request from Development Services with respect to Development Services Amanda Enhancements Project be split into two parts:

· Modules to be implemented on Amanda 4 ($80,000), and

· Modules to be implemented with Amanda 5

And that the Director, Building Standards be requested to prepare a report for Council’s consideration recommending pre-approval in the 2008 Capital Budget of modules to be implemented on Amanda 4, of the Amanda Enhancements Project, in the amount of $80,000.

And that modules to be implemented as part of Amanda 5, of the Amanda Enhancements Project, proceed through the normal 2008 Budget process.

CARRIED

2. NEW BUSINESS

Portal Business Plan Project – Region of York

It was reported that one of the items being considered at the meeting of Regional Council on October 18^th is the “Portal Business Plan”. Staff was requested to forward updated supportive information relating to the Portal project.

ADJOURNMENT

The Information Technology Sub-Committee meeting adjourned at 11:30 a.m.