MEETING NO. 1

Members

Mayor F. Scarpitti

Deputy Mayor J. Jones

Regional Councillor G. Landon

Regional Councillor T. Wong

Guests

Hal Dirmel, Connected Insight

Michael Tuchscherer, Connected Insight

Staff

A. Taylor, Commissioner, Corporate Services

N. Kenea, Acting Chief Information Officer

J. Swan, Manager, Client Delivery

S. Rao, Manager, Technology

B. Labelle, Committee Clerk

The Information Technology Sub-Committee convened at the hour of 2:35 p.m. with Regional Councillor J. Jones in the Chair.

1. JOINT PORTAL BUSINESS CASE REPORT

Mr. N. Kenea, Acting Chief Information Officer, introduced Mr. Hal Dirmel and Michael Tuchscherer, Connected Insight, consultants retained to assist with the development of the Joint Portal Business Plan. Mr. Kenea delivered a presentation highlighting the main aspects of a portal solution and discussed the potential application within a municipal context. He demonstrated the internal and external adaptability of the portal by reviewing potential uses by staff as well as residents. The citizen ‘self-service’ model was highlighted as an advantage as well as the increased efficiency that would result from implementing the portal as a common interface in which staff could coordinate projects, interact with others, and access necessary information.

Mr. Kenea presented background information advising that the Joint Portal program was launched in May, 2006 following a Business Value Assessment (BVA) completed in November, 2005. The potential qualitative benefits of the program were noted as improved customer service, increased citizen engagement and operational efficiency. Mr. Kenea also discussed the estimated costs of implementing a Joint Portal project with the Region of York. Staff recommended that the Town of Markham commence with a Request for Proposal (RFP) process.

The Committee posed questions regarding the potential to partner with a proponent from the private sector in delivery of the portal. Mr. Dirmel cautioned the Committee on such an arrangement, noting that undertakings such as off-site hosting can often introduce complications with respect to governance and program management. The Committee also discussed the estimated capital investment and operational costs in partnering with York Region and other municipalities. The consultants advised that an estimate on the cost reduction from partnering with other municipalities was difficult to approximate. Varying business requirements, license agreement arrangements and governance issues were all noted as factors that may complicate such a partnership.

There was discussion on the proposed integration of the portal program and the estimated timelines to do so. Staff advised of the details pertaining to Mississauga’s portal program, their implementation schedule and costs involved. The Committee also discussed integration of the portal with back end systems noting possible conflicts with partners who use different software solutions. Staff confirmed that municipalities who agreed to partner with the Town and Region following the implementation of a portal program could still do so if standardized IT processes were followed. Staff also noted that other municipalities would likely gain interest in the initiative after Markham and York Region were able to quantitatively demonstrate benefits.

Staff advised that by initiating a RFP process, the Town would be better able to assess details regarding actual costs, partnership opportunities and timelines for implementation. The Committee expressed concerns regarding the approval process at the Region and how that may impact the implementation schedule. Mr. Dirmel advised that due to the multiplicity of factors and customization involved in the portal proposal, the RFP and negotiation process may take a significant amount of time. There was discussion regarding the merits of the Town undertaking the initiative without the assistance of York Region and/or other municipalities.

THE INFORMATION TECHNOLOGY SUB-COMMITTEE RECOMMENDS:

That the report dated March 22, 2007 titled “Joint Portal Business Plan” be received;

And that Staff proceed with the issuance of an RFP for the procurement of a joint portal solution for the Town of Markham and York Region;

And that Staff be authorized and directed to do all things necessary to give effect to this resolution.

CARRIED

ADJOURNMENT

The Information Technology Sub-Committee adjourned at 4:09 p.m.