IT Governance Business Case - City Phone System and Facilities LAN Infrastructure Improvements

IT Governance Business Case for the City’s Phone System and Facilities LAN Infrastructure Refresh

THE IMPORTANCE OF THE PHONE SYSTEM AND THE LOCAL AREA NETWORK (LAN) INFRASTRUCTURE TO CITY OF DURHAM When it comes to IT infrastructure requirements, the Phone System and the LAN Cable Plant are two major components of IT infrastructure when it comes to facilities. The phone system and the LAN cable plant enhancements were respectively in FY21and FY22 of the ten year capital improvement plan.

VOIP PHONE SYSTEM REFRESH MAJOR OBJECTIVES: •To modernize the Voice over Internet Protocol (VOIP) hardware to ensure we retain or improve the reliability and performance of the phone system •To update the phone system software to stay in compliance with the Cisco support lifecycle

LAN CABLE PLANT INFRASTRUCTURE UPGRADE MAJOR OBJECTIVES: •To make all the facilities are completely wireless (5G speeds or higher) adhering to the latest IEEE 802.11ax wireless standard •To allow facilities to fully utilize the fiber optic metropolitan network that is being implemented Citywide to connect all City business units •To ensure that all LAN infrastructure meet the EIA 568-B standards

BACKGROUND ON THE EXISTING LAN INFRASTRUCTURE •The existing LAN infrastructure was built over 25 year ago.

Therefore, the cable in the facilities have a wide range of capabilities for transmitting data from 10 megabits per second to 1 gigabit per second •The wireless capability is very limited within all facilities with the exception of the new City facilities (i.e. Police headquarters)

Current VOIP Phone System Risks •VOIP phone system will fail without support because of noncompliance •Disables 911 and Informacast •Disables contact center operations (Durham One Call) •Disables communications internally and externally •Support for phone system will end 1st quarter FY21

Current LAN Cable Infrastructure Risks & Pain Points •Non-compliance with the requirements for cloud and endpoint broadband standards •Non-compliance with EIA 568-B and IEEE 802.11ax LAN and wireless (performance and reliability) standards •Lack of performance alignment to requirements of modern endpoints (smartphones and laptops) •The inability to utilize the metropolitan fiber optic network capability effectively •Extremely difficult troubleshooting due to the lack of network cable identification

Future VOIP Phone System State The VOIP Phone System will be in compliance with the hardware and the software that is supported by the manufacturer.

Future LAN Cable Plant Infrastructure State •The upgraded LAN infrastructure is in compliance to the EIA 568-B and IEEE 802.11ac standards ensuring performance and reliability values are delivered •The LAN Cable Plant Infrastructure is in compliance to the broadband requirements of the cloud and the endpoints that utilize the information highway •Effective LAN cable management with the new cable identification standard

Solution Options & Analysis

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INFRASTRUCTURE IMPROVEMENT OPTIONS FY21 VOIP Phone System Upgrade

Solution: Purchase hardware, software and maintenance for a 5 year life cycle Funding Type: Capital Expenditure (Capex)

FY22 LAN Cable Plant Infrastructure Improvements

Solution: LAN infrastructure in every City facility connected to the City’s MAN will be certified to be in compliance to the EIA 802-b and IEEE 802.11ax LAN and wireless standards Funding Type: Capital Expenditure (Capex)

•

To modernize the hardware to ensure we retain or improve the reliability and performance of the phone system To update the phone system software to stay in compliance with the Cisco support lifecycle

Description

•

Pros

•

Ensures the phone system is in compliance with the hardware and software requirements to obtain effective support

•

None

Cons

12

Description

Pros

Cons

•

Upgrade VOIP Phone System and LAN Cable Plant Infrastructure with funds allotted for FY21 capital improvement projects for Technology Solutions.

•

Ensures the VOIP phone system is in compliance to obtain effective support Ensures the LAN cable plant is in compliance with cloud and endpoint, EIA 568-B and IEEE 802.11ax standards

•

•

None

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COST ESTIMATES Description

FUNDING Annual Run Costs (Hours)/ KTLO

Year 1 Costs (Hours)

Departmental Funding Amount:

$0

Labor $ (Hours) Internal TS:

70 hours

0 hours

10 hours

0 hours

0 hours

0 hours

Project One Time Costs

60 hours

0 hours

Project Run Cost (External)

0 hours

0 hours

*Total Project Funding Requested for Year 1

$0

$0

$0

$0

Hardware:

$83,943

$0

Software:

$56,480

$0

$0

$0

Business Analysis TS Services TS PMO Internal Department: External : Professional Services

Funding Requested (Y/N):

*Recurring Costs

Non-Labor $

Other:

*Total Project Funding Requested (External), includes External Year 1 Run Costs and Non-Labor

Y

$140,423 $0 $140,423

$0

COST ESTIMATES

Description

FUNDING Annual Run Costs (Hours)/ KTLO

Year 1 Costs (Hours)

Departmental Funding Amount:

$0

Labor $ (Hours) Internal TS:

110 hours

0 hours

10 hours

0 hours

0 hours

0 hours

Project One Time Costs

100 hours

0 hours

Project Run Cost (External)

0 hours

0 hours

*Total Project Funding Requested for Year 1

$232,400

$0

$232,400

$0

$697,200

$0

Software:

$0

$0

Other:

$0

$0

Business Analysis TS Services TS PMO Internal Department: External : Professional Services

Funding Requested (Y/N):

*Recurring Costs

Non-Labor $ Hardware:

*Total Project Funding Requested (External), includes External Year 1 Run Costs and Non-Labor

Y

$929,600 $0 $929,600

$0

RISK IDENTIFICATION Description of Risk

Risk Impact

Mitigated (Y/N)

Contingency(Y/N)

Poor execution

Low

N

N

Project team turnover

Low

N

N

Vendor performance

Low

N

N

Cyber Security

Low

N

N

Mitigation Risk (Costs) •

No Cost

Contingency Risk (Costs) •

No Cost

Our Ask We are asking to approve the City’s Phone System Refresh and, if funds are available, we are asking for funds to renovate City facilities with LAN infrastructure enhancements for compliance for submission to the City Manager for approval and funding through the BMS department