GISMany employees of the city use the City’s BoiseMaps Silver online mapping applications on a daily basis. These maps are robust and generally work well for many internal business needs. While we also have a very detailed, comprehensive, public BoiseMap, catered for property research, we know the general public is looking for an experience that is more like a Google map. BoiseMaps Express is how we now deliver that experience with GOOGLE looking maps that plug in with our GIS system data. These express maps are designed to get straight to the point. During 2013 we have been rolling these out across the public and internal websites. There is a Gallery of the maps, as well as instructions on how to access them from smartphones and tablets; they are mobile. These maps are generally very easy to quickly create and are automatically deployed for mobile access. One additional benefit is the ability to embed these dynamic maps within web sites such as the Curbit site for a more robust user experience.

Check out the Galleries on the public and inside web pages, there are over twenty standard maps listed for access:

More maps, and additional capabilities, will be added to BoiseMaps Express in the future so be sure to check back periodically.

“There have been many accomplishments for the City of Boise in fiscal year 2013;a lot of planning and execution has come together to produce results.”

Boise Fire andBoise Police designed an Incident Management trailer that was built by local trailer manufacturer, Mirage Trailers; IT fulfilled the technical requirements for the trailer. It’s used as a mobile Emergency Operations Center (EOC) and is fully functional with a generator, laptops, Mobile Data Terminals (MDT), plotter, printer, wired and wireless network, radios, TVs, and network storage. When the trailer is required, IT can have it fully operational within 10 minutes. IT also helped setup a second trailer for Eagle Fire that is identical to Boise’s.

FY2013

CITY OF BOISE

INCIDENT

MANAGEMENT

TEAM TRAILER

One of the many changes made in Public Works in 2013 was a shift towards a more mobile workforce, particularly for the staff maintaining the sewer, geothermal and street light assets throughout the city. One piece of this shift was the implementation of the KorTerra software for digline locates. The new software, called KorWeb, replaced an older stand-alone

software system in the Operations division and replaced a fax/paper based system in Engineering division of Public Works. Previously locating staff had to return to the office to get any digline tickets that were received throughout the day and to print out maps that could be used to mark buried assets throughout the city. The newsystem is web based and is

accessible on smart phones, tablets, and anywhere that there’s internet. GIS also assisted in the shift to a more mobile workforce by making maps accessible on mobile devices. You’ll now see Public Works staff using iPads, other tablets, and smart phones in the field to access the information they need.

KORWEB

MinuteTraq The new MinuteTraq software for building City Council agenda and conducting the City Council meetings was implemented in 2013 by DFA. MinteTraq allows for the contributing, reviewing, approving, and finalizing City Council agenda in a vastly improved manner from the previous process utilizing, among other features, a workflow component that aids in managing the agenda items coming in from all the departments. The software is also used for the efficient and effective running of City Council meetings through its eBoardroom feature. Implementing this software, coupled with the remodel and AV upgrade of the City Council Chambers, has brought a fresh look and feel to Council meetings.

BOISE CITY INFORMATION TECHNOLOGY

150 N. Capitol Blvd.Boise, Idaho 83702

208.384.3755it.cityofboise.org

AIRPORTRUNWAY SYSTEM UPGRADESThere have been many changes that affect the operation of our most critical resource here at the Airport, namely the runway. IT has participated in the opening of a new Air Traffic Control Tower, the implementation of a new Runway Sensor System (SCAN), and the commissioning of a new Runway Lighting System. All of these contribute to public safety and the smooth operation of this facility.

The SCAN system utilizessensors imbedded in the runway

surface, spaced at regular intervals, and relay information on the runway conditions out to a hosted server. In Airport Operations, they keep a webpage open on one of their big screens showing the information, and they change color based on how critical the temperature or conditions are. Airfield Maintenance also utilizes this info during winter ops to help them determine what action to take, and chemical to apply to the runway for maximum effectiveness.

The new Airfield Lighting System

monitors and controls the lighting for the runway, from both the Airport lighting vault, and the new Tower. It controls everything from the beacon on the roof of the new Air Traffic Control Tower, the touchdown lights, taxiways, and our low visibility lighting. Additionally, it can be used to turn off, and “lock out” a circuit. This is for safety purposes, so we can ensure there is no high voltage running through the system as maintenance is performed.

Garry Beaty,Chief Information Officer

Page 1 Page 2BOISE CITY IT HIGHLIGHTS BOISE CITY IT HIGHLIGHTS

• Membership keyfobs and barcode scanners at Ft. Boise Community Center and four swimming pools. This allows quicker processing for entry to the pools and Community Center, while keeping accurate records of membership usage.

• Began accepting activity registration and payment at the three Community Centers attached to Boise Schools. (Morley Nelson, Grace Jordan and Whitney Community Centers) This provides an alternative to online registration in neighborhoods where citizens may not have internet access at home.

• Mobile RecTrac allows customers to use mobile devices to check league standings, review their personal class schedule, search for available activities and reservation sites, and more.

RECTRAC EXPANSIONParks & Recreation expanded their RecTrac software system:

The OnBase document management system has been expanded to city-wide usage. Various departments have started to use the Application while other Departments have expanded their usage.

Within the Legal department, the Application Enabler module has been linked to the Justware Case Management application providing users quick and easy access to legal documentation stored in OnBase through the Justware interface. Additional document types have been created to store more content furthering the goal of a “paperless” Legal department.

The Public Works Utility Billing (UB) group received a new UB application. Along with that, an OnBase structure has been created to store documents retained by customer services. OnBase was also integrated into the CIS UB system using the Application Enabler module; this allows the UB customer service representatives’s (CSRs) the ability to quickly and easily pull electronic documentation from

OnBase through the CIS system. An auto-fill process was added to the new document types which corresponds to 35 hours a week time savings when indexing new documentation.

The OnBase Outlook integration is now being deployed to various City employees. Using this integration, an employee with associated rights can quickly index emailed documentation and attachments into OnBase,perform accounts payable invoicing workflow tasks, setup routines for drag-and-drop indexing, and also quickly access the full OnBase clients directly from Outlook.

The OnBase Unity Forms module has been purchased allowing us to make electronic forms from paper. Whomever fills out the form

and electronically submits the form is also indexing the document which can then be routed through OnBase workflow for approvals and notifications. The additional task of indexing a paper form is eliminated, saving time and resources. The electronic Unity forms will make their debut during the Accounts Payable Phase 2 project go-live.

ONBASE DOCUMENT MANAGEMENT SYSTEM:

At the beginning of the 2013 fiscal year, Library had 12 physical servers on site at the Main Library. By the end of the year, only one server was left. The project was done in two parts: Create new virtual systems for the Library Catalog system for the Lynx Consortium and virtualization of remaining servers. For the Library Catalog, cost comparisons were created comparing virtualizing versus either purchasing needed replacement hardware or

switching to a vendor hosted model. In the end virtualizing the servers saved 74% of the cost of purchasing new hardware and over 90% of the cost of having the system hosted. These systems were setup from scratch by the staff and vendor and the information was transferred in the spring. Virtualization of the remaining servers happened in late summer. IT is on track to return the remaining server room space for general Library use in FY14.

In addition to the recent implementation and enhancement of the electronic plan

review processes (ePlan Review), the Planning & Development Services Department has

implemented electronic payments (ePay) to enable paying of all fees on-line. PDS collected $2,200,000.00 through ePay this last fiscal year. In addition to paying on-line, the front cashiering stations take credit cards, which

prior to that, was a source ofun-satisfaction expressed by

some customers in the past.All electronic services can

be viewed here.

Electronic Payments

System Virtualization at Library

Phone UpgradesIT has started to

deploy network-based phones; referred to as VOIP (voice over internet protocol). VOIP phone systems offer many benefits over traditional phones; they’re less expensive to operate, provide increased functionality, and allow employees to move their phone or make basic changes without calling in an expert to help. These new phones have been deployed to various sites including Forestry, City Shop, TVR, Fort Boise/CRO, Ice World, Foothills Learning Center, HCD, Some Satellite Airport Locations, and a handful of fire stations. The Zoo and the remainder of the fire stations are in progress. In 2014, we plan to upgrade the libraries, the remainder of Parks and Recreation, and the City Hall Annex. The remainder of City Hall is slated for FY15. To view an interactive demo of what the phones look like (and a great reference for both new and old phones), click on Telephone Feature Assistance on the internal city web-site.

Data Destruction As part of the drive to be

compliant with federal security requirements, IT has taken on data destruction for the City of Boise. A hard drive shredder was purchased that takes computer hard drives and shreds them into small bits. A method has also been developed which provides for a way to sanitize the drive, which allows for complete systems to be donated in some cases. Computers that are sent to surplus will now have their hard drive shredded or sanitized prior to the equipment leaving city facilities; this ensures that no data remains on them before departure. This destruction process had previously been outsourced; however, prices for that increased significantly, so an internal process was developed that is much more cost effective.

Utility Billing SystemPublic Works implemented a

new utility billing system on March 1, 2013. The new system replaced a DOS-based system written in-house 20 years ago. The name of the new system is CIS Infinity. The system is used daily by about 15 customer services representatives (CSRs) across multiple departments. There are about 85,000 accounts in this system. The advantages of the new system are that it is Windows-based; the application support is provided primarily by the vendor rather than in-house IT resources. The new system’s billing statement is cleaner and easier to read. The billing statement is the primary touch-point between the billing system and the customer. The new statement’s format was developed from a focus group of citizens who were presented a variety of billing statement prototypes. It was important to listen to the customers’ preferences about the format and content of the billing statement because a well-designed statement benefits both the customer and our CSRs. The customer has a clear, easy to read, and easy to understand statement; as a result, the CSRs have fewer phone calls from customers needing clarification of their billing statements.

Page 3 Page 4BOISE CITY IT HIGHLIGHTS BOISE CITY IT HIGHLIGHTS

Council Chambers Audio VisualThe newly remodeled Council Chambers is the

most technically advanced room in the city. The new technology is managed by a Crestron Control system that allows room occupants to control the lighting, the audio-visual equipment, and sound through an iPad mounted in the wall. The room also includes 12 PCs, an Apple TV, 10 outputs, a Blu-Ray player, full audio-video recording

capabilities, wired and wireless microphones, and ADA-compliant listening devices. The

recording devices also allow us to “live stream” meetings and

gatherings.