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Home My WebLink AboutWORKSHOP re 2025 Central Services workplan JEFFERSON COUNTY BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST TO: Board of County Commissioners Mark McCauley, County Administrator FROM: Shawn Frederick, Central Services Director DATE: February 3, 2024 RE: Central Services Department 2025 Workplan STATEMENT OF ISSUE: Each Department of Jefferson County has been asked to brief the Board of County Commissioners on their respective 2025 Work Plans. ANALYSIS: The Jefferson County Central Services Department continues it complex mission of provide high-quality customer services to all Jefferson County Departments and Elected Offices for calendar year 2025. The Central Services Department welcomes the opportunity to socialize and receive feedback on its 2024 accomplishments and 2025 workplan from the Board of County Commissioners, County Administrator, and general public. FISCAL IMPACT: None RECOMMENDATION Participation in discussion, feedback, and staff direction as needed. REVIEWED BY: 01 Mark McCauley, unty Administrator Date 2025 Annual Work Plan Central Services Department Board of County Commissioners Presentation ` 0� IN G'S Central Services �`,p °°� Department Staff Acknowledgements KEY PRESENTATION CONTRIBUTORS Renee Talley, Financial Analyst (A k, -TNq NK Matt Court, Facilities Maintenance/Capital -� Projects Supervisor Mikey Forville, Network Tech IV (Foreman) ` Jenny Matter, Records Management Specialist Ken Hugoniot, Public Records Administrator r= Kevin Hitchcock, Information Services V - GIS by Unknown Author is licensed under -ON rJ( Jefferson County, WA— Central Services Department Organizational Chart - 2025 1 _ County Administrator Central Services Director Financial Eyst Administrative Assistant Vacant Network Technician IV/ Facilities Maintenance/ Foreman Capital Projects Supervisor Network Administrator/ Public Records Custodial Facilities Maintenance I Information Services V Administrator Supervisor Capital Projects Technician Network Technician V/ GIS Coordinator/ Database Specialist Administrator Custodian Facilities Maintenance I Capital Projects Technician Network Technician IV Senior GIS Analyst Custodian Facilities Maintenance Network Records Management ] I Technician IV Specialist Custodian Clerk Hire Network Records Management/ Custodian I Clerk Hires) Technician II Clerk Hire Information Services Unit Facilities Services Unit \till\ f't) Central Services Department Information Services — Information Technology 2024 ACCOMPLISHMENTS: 2025 GOALS Completed significant "Makeover" of county website Completion of the CRITR project Tyler Tech on-prem server migration (ERP/EPL&supporting 118 Computer Rollouts approximately 25%of system devices software) Continued Critical Information Technology Server Room Complete rollout of approximately 25%of network system devices (CRITR) project Wire new building for Public Health Barracuda cloud migration to enhance gateway defense and provide email archiving services. Continue to move towards Microsoft Office 365 licensure Implemented Multi-Factor Authentication (MFA) Complete Role Based Permissions for all staff permissions Partnership with Homeland Security and MS-ISAC for election and Convert First floor conference room into hybrid capable meeting cyber security. space. New Scale equipment installed and integrated at solid waste Complete necessary Firewall and switch updates Successful Customer Self Service (CSS) Portal Launch-Phase I Helpdesk Revamp/makeover Moving to full Munis asset tracking eliminating duplicative work 549 Helpdesk tickets as well as phone calls and emails helping fellow em to ees Full im lementation of Adobe Creative Cloud Central Services?' Department Information Services — Public Records Administrator 2024 ACCOMPLISHMENTS: Cormwnity Development 15.00% Clerk:8.00% Public Records Requests Central Services:4.00% County PRRs: 384, Sheriff PRRs: 687 Board of Commissioners:1.00% Completion Rate District Court:3.00% Auditor:4.00% Closed: 87.84%, Open: 12.16% 73 i Human Resources:3.00 Assesses:2.00% 2025 GOALS: ;Ir!'j',;!'i i' Treasurer:1.00% } Superior Court:2.00% Complete in-depth Public Records Act training for Sheriffs MuMiple Departments:9.0o i. p p g Public Works.4.00'. Office staff. Develop public records training module for all county staff. Public Health:7.00% Continued public records request training of departmental records liaisons. OdwA Don't Know:11.00% Prosecuting Attorney:7.00i. Implementation of SMS archiving software to compliment existing county website, social media accounts archiving applications. Nsu' r u Central Services > Department Information Services - GIS 2024 ACCOMPLISHMENTS: 2025 GOALS • Worked with I.T. to integrate GIS with the EPL permitting • Migrate all remaining ArcMap dependent processes and relevant system. Permit layers in GIS are updated nightly with the latest map documents to ArcGIS Pro in advance of ArcMap's retirement information. date of March 15L, 2026. • Upgraded the county's Enterprise GIS system to 10.9.1. This is . Building a new address data management system and a new the last version that supports both the older ArcMap and the Assessor Tax Map system. current ArcGIS Pro software • Migrated the Parcel Fabric land records management system ' Migrate all county web mapping applications from ArcGIS from the ArcMap data model to the most current ArcGIS Pro WebAppBuilder to new platforms like ArcGIS Experience Builder data model. and ArcGIS Story Maps. • Updated all county web maps with 2023 aerial imagery for the • Prepare for migration to ArcGIS Enterprise 11.x in 2026. unincorporated areas and 2024 imagery for the City of Port Townsend and some of the outlying Quimper Peninsula. • Worked with JeffCom 911 to translate the countywide address point data to be compliant with the Next Generation 911 national data standard. • Added or edited 1,988 site address points. • Edited 554 tax parcel boundaries. Central Services Department Information Services — Records Management 2024 ACCOMPLISHMENTS: 2025 GOALS Digitizing building permits have allowed for the scanning and •We should have the records module completed. destruction of paper files between 1972 and 1978. Relocated all records to the new record center. •Continue to organize records in the records center. • Reviewed 60,000 lines of data for accuracy as part of a grant •Review Laserfiche access rights for each department. upgrade Laserfiche. •Transfer videos to digital archives. •Destruction of 294 boxes of records that met records •Continue transferring records to Washington State archives. retention. .Increase capacity in forms and workflow elements of •Collaboratively worked with each department on policy Laserfiche increasing efficiency throughout the county. development, accession of records, and records delivery as needed. Central Services Department Facilities 2024 ACCOMPLISHMENTS: 2025 GOALS PTCC Flooring projects in Kitchen and Great Roof repair (PTCC, Castlehill PW, Castlehill PH/DCD) Room Brinnon structural study Build ingg automation system replacement for the Jail/ Jeffcom/EOC Carpet replacement in offices of the Auditor and Treasurer Castlehill HVAC upgrades Animal shelter ventilation Relocation of Records Storage Clearwater Annex apartment mini-split install. *Creation of Facilities shop Courthouse sustainment (Irrigation controller, ,,Enhanced implementation of FMX to better track elevator modernization, Chimney repair, wiring work requests and preventative maintenance upgrade External remodel of Humane Society entryway. Jail (electrical work for sewer hookup and septic decommissioning) Facilities Management Handbook Central Services Department , Central Services Director 2024 ACCOMPLISHMENTS: 2025 GOALS Increased access to safety devices across Complete assigned elements of strategic plan county owned facilities Support Comprehensive Plan revision Pet policy revision Relaunch Capital Facilities Planning Flag policy creation Committee WAEVCS grant contracting Revise Jefferson County ADA Plan Fairgrounds abandoned property survey and Re-establish and reconstitute 6 year CIP demolition contract Continue to evaluate opportunities to enhance department support across Jefferson County government. o�T 2025 Annual Work Plan Central Services Department 1 , j Board of County Commissioners Presentation 0� �`s�II NG`S QUESTIONS ?