Enterprise Architecture Tool

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IT Governance Business Case Compliance Business Case Continued Funding for Enterprise Architecture Tool Technology Solutions

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Background The Enterprise Architecture (EA) team is responsible for overseeing the design of the City's technology landscape, to ensure efficiency and long-term sustainability. Central to this work is creating a unified map of all the City's technology and how its software, hardware, and data flows connect.

Over the past two years, the EA team has made many small-scale maps with free manual tools. More recently, a pilot program of enterprise-grade tool Ardoq was begun for mapping the more complex Oracle platform and its modules.

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Current Business Problem The City lacks a single, up-to-date view of its full technology portfolio.

Fragmented views of applications, hardware, integrations, data flows and business processes prevents the Enterprise Architecture Office from managing the portfolio effectively across the organization. Without a single source of truth, leadership faces slow, incomplete decisions on strategy, risk, costs, and compliance reporting.

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Current Pain Points • Incomplete visibility across the City's technology portfolio • Inability to quickly identify shadow IT, end-of-life software or consolidation opportunities • Manual, labor-intensive maintenance of fragmented diagrams & documentation • Challenges producing accurate, consistent documentation for compliance frameworks, such as National Institute of Standards and Technology - Cybersecurity Framework (NIST CSF)

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Current Pain Points • No single unified map for the City's hardware, software, people & processes • Unable to quickly identify shadow IT, end-of-life software or consolidation opportunities • Manual diagrams too labor-intensive to maintain • Difficult to produce accurate, consistent documentation for industry standard frameworks, such as National Institute of Standards and Technology - Cybersecurity Framework (NIST CSF)

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Future State Benefits • A single, authoritative map for City's software, hardware, people & processes • Provide missing data source for portfolio rationalization, investment, divestment recommendations • Visibility into all shadow IT, end-of-life software or consolidation opportunities • Streamlined process for quick & regular updates • Increased consistency & accuracy for industry standards framework documentation

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Strategic Alignment

Objective: 4.3 Strengthen Interdepartmental Collaboration and Communications

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Analysis and Recommended Solution

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Solution Analysis - Post-Pilot Risk: if funding is not continued, we risk reverting to fragmented manual tools, furthering: - incomplete visibility - labor-intensive maintenance - undetected shadow IT, end-of-life risks & consolidation opportunities - inconsistent NIST CSF compliance documentation - Alternative Options: - Archi (current free tool) – revert to existing static diagrams; lacks full visibility & crowdsourced updates - Value of continued funding: - Enables proactive portfolio management posture - Maintain full visibility into shadow IT & end-of-life risks - Streamlined documentation of NIST adherence

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Recommended Solution: Extend use of Ardoq after successful pilot test, or issue RFP if pilot test is unsatisfactory Description

Pros

Cons

After a pilot test, scale Ardoq for full application, hardware, data, and operational mapping; otherwise, issue another RFP to select another EA tool • Unified map of all technologies • Ad hoc executive reporting • Crowdsourced knowledge sharing to keep EA system current • Visibility into shadow IT, sunsetting & consolidation opportunities

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N/A

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TS Architecture Review Ardoq meets the standards of the TS Architecture Review. If a different tool is selected, it will undergo the standard TS Architecture Review.

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Cybersecurity Review Ardoq meets the standards of the Cybersecurity Review.

If a different tool is selected, it will undergo the standard TS vCISO Review.

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Recommended Solution - Project Financial Estimate COST ESTIMATES Description

Implementation Costs (Hours)

FUNDING Post Implementation Run Costs (Hours)/ KTLO

Departmental Funding Amount:

$0

Labor $ (Hours) Internal TS Department:

8 hours

Funding Requested (Y/N):

Business Analysis

8 hours

Internal Labor New FTE – Year 1 Costs

$0.00

Cybersecurity Office

Project One Time Costs (External)

$0.00

Managed Services

*Total Project Funding Requested for Year 1

$99,000

Architecture Office

Total Project Funding Requested for Years 2+

$99,000

Project Management Office

External Labor (professional services) Non-Labor $ Software (+10% for inflation)

$99,000

* Total Project Funding Requested Year 1 includes New FTE Labor, External Labor and Non Labor

Budget Analyst confirmed funding is NOT available

Y

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Risk Identification Description of Risk

Risk Impact (High/Medium/Low)

Vendor performance

Low

Y

N

Cyber Security

Low

Y

N

Project Team Turnover

Low

Y

N

Poor Execution

Low

Y

N

Mitigated (Y/N) Contingency(Y/N)

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Our ask We are asking the IT Governance Steering Committee to approve and score the business case to extend EA tool funding to improve TS' technology portfolio management. If approved, the business case will be submitted to the City Manager for final approval.