IT COMMITTEE Agenda Administration Conference Room Thursday, March 21, :00 p.m.

Transcription

1 IT COMMITTEE Agenda Administration Conference Room Thursday, March 21, :00 p.m. 1. Call to Order/Pledge of Allegiance 2. Roll Call/Notice of Quorum 3. Chairs Announcements a. Introduction of Guests and Staff i. Linda Stone, GRF President ii. Randy Ankeny, Executive Director iii. Daniel Fabian, IT Systems Supervisor iv. Marcy Kmieciak, Recording Secretary b. Rules of Order c. Chairs Comments 4. Approval of Minutes a. Minutes of regular meeting, January 17, 2019 (pp. 1-3) 5. Staff Reports a. IT Systems Analyst i. Variance Report (pp. 4-7) ii. IT Timeline (p. 8) iii. Power DMS Policy Tracking Software iv. Wi-Fi Service (p. 9) v. Access Control (p. 10) b. Executive Director 6. Shareholder/Member Comments Agenda Items Only (Limited to 3 minutes per person) 7. Correspondence a. Committee Correspondence Sent (n/a) b. New Correspondence (n/a) 8. Unfinished Business a. Microsoft Dynamics (p. 11) b. Copy Machine Contract Update c. FTS Internet\Phone Contract (p. 12) d. Point of Sale (POS) System (p. 13) e. Administration Conference Room Updates (pp ) f. Server Replacement Security Office 9. New Business

2 IT COMMITTEE a. Time Management Software 10. Policies (n/a) 11. President s Comments 12. Shareholder Member Comments (Limited to 3 minutes per person) 13. Committee Member Comments 14. Next Meeting Tuesday, April 16, 2019 Administration Conference Room 1:00 p.m. 15. Adjournment 2 of 2

3 IT COMMITTEE MINUTES January 17, 2019 The regular meeting of the IT Committee was called to order at 1:00 p.m., by Chair Snowden, on Thursday, January 17, 2019, in Conference Room B, followed by the Pledge of Allegiance. ROLL CALL Present: Absent: Ms. P. Snowden, Chair Mr. P. Friedman Mr. Pratt Mr. D. Stone Ms. R. Winkler (arrived at 1:21 p.m.) Ms. L. Stone, Ex-Officio Also Present: Mr. D. Fabian, IT Supervisor Ms. M. Kmieciak, Recording Secretary Three Shareholders/Foundation Members CHAIR'S ANNOUNCEMENTS Chair Snowden welcomed Committee members, and recognized the attendees IT Supervisor Daniel Fabian, and Recording Secretary Marcy Kmieciak. RULES OF ORDER Chair Snowden asked everyone to turn off or silent their cell phones, wait for their turn to speak, and be courteous to one another. CHAIR S REPORT Chair Snowden had no report to present at the time of the meeting. APPROVAL OF MINUTES The December 18, 2018 regular meeting minutes were approved, as presented. STAFF REPORTS IT Supervisor The IT Supervisor provided the Committee with the updates on current projects as presented and commented on the items pertaining to the Committee s area of purview throughout the meeting. Executive Director 1

4 IT COMMITTEE MINUTES 01/17/2019 Page 2 of 3 The Executive Director offered no report. SHAREHOLDER/ MEMBER COMMENTS There were no shareholder/member comments. CORRESPONDENCE There was no correspondence presented at the time of the meeting. UNFINISHED BUSINESS Server Replacement The IT Systems Supervisor provided an update on this topic. No action was taken at the time of the meeting. Copy Machine Contract Update The IT Systems Supervisor provided an update on this topic. No action was taken at the time of the meeting. Phone System Contract Update The IT Systems Supervisor provided an update on this topic. No action was taken at the time of the meeting. Microsoft Dynamics Update The IT Systems Supervisor provided an update on this topic. No action was taken at the time of the meeting. Power DMS It was the consensus of the Committee to review the status of this project in the Staff Report section of the agenda going forward. Security Change Passwords The IT Systems Supervisor provided an update on this topic. No action was taken at the time of the meeting. NEW BUSINESS Point of Sale (POS) System It was the consensus of the Committee to request staff bring back cost on POS systems for further review. Clubhouse Wi-Fi Service 2

5 IT COMMITTEE MINUTES 01/17/2019 Page 3 of 3 It was the consensus of the Committee that going forward staff include Wi-Fi Services in the Staff Report section of the agenda. Administration Conference Room Updates Following a brief discussion, Mr. Pratt MOTIONED, seconded by Ms. Winkler and carried unanimously by the Committee members present- TO approve the conceptual idea of renovating the Administration Conference Room in an amount not to exceed $15,000 and forward to the GRF Board for approval. PRESIDENT S COMMENTS The President commented on various items pertaining to the agenda throughout the meeting. SHAREHOLDERS/ MEMBERS COMMENTS There was one shareholder/member comment. COMMITTEE MEMBER COMMENTS Four Committee members spoke on the items pertaining to the Committee s area of purview. ADJOURNMENT Chair Snowden adjourned the meeting at 2:22 p.m. Paula Snowden, Committee Chair Golden Rain Foundation Mk

6 Golden Rain Foundation ITS Committee Budget Variance Report January 2019 IT Services - CC 34 4

7 Golden Rain Foundation ITS Committee Budget Variance Report - January 2019 IT Services - CC 34 GL Code Account Description Variance Explanation Salaries & Wages 6677 Favorable - one vacant position Employment Taxes 1075 Favorable - one vacant position Group Insurance - Medical 1075 Favorable - one vacant position Agency / Contractor Fees Unfavorable - IT Technician position filled by temp agency Total Explained Variances 3,573 of 4,621 5

8 Golden Rain Foundation ITS Committee Budget Variance Report February 2019 IT Services - CC 34 6

9 Golden Rain Foundation ITS Committee Budget Variance Report - February 2019 IT Services - CC 34 GL Code Account Description Variance Explanation Salaries & Wages Favorable - one vacant position Employment Taxes 1233 Favorable - one vacant position Group Insurance - Medical 2149 Favorable - one vacant position Agency / Contractor Fees Other Professional Fees Unfavorable - IT Technician position filled by temp agency Unfavorable - Adapt & Boyer support, erroneously budgeted in Equipment Repair & Maintenance 1000 Favorable - Adapt & Boyer support, erroneously budgeted in Total Explained Variances 4,266 of 4,767 7

10 ITS Project Timeline 8

11 Wi-Fi Service Speeds Location Speed (Mbps DL/UL) Admin 90 / 80 Library 15 / 15 Yard 30 / 20 Security 30 / 20 RV Lot 10 / 8 Clubhouse 1 50 / 50 Clubhouse 2 8 / 8 Clubhouse 3 70 / 70 Clubhouse 4 70 / 70 Building 5 90 / 80 Clubhouse 6 50 / 50 9

12 Access Control Questions 1. Does the software have an API which connects with our database? We have a SQL database of residents that the visitor admissions system needs to sync with. 2. What type of computer hardware is required at each gate? 3. Does the software require an active internet connection? If the network goes down will the visitor admissions system still function? 4. What are the bandwidth requirements? 10

13 Microsoft Dynamics Timeline Date Stage Task November 27, 2018 Approval Approve the project December 11, 2019 Design Kick-off meeting w/ consultant January 02, 2019 Implementation Order software January 10, 2019 Implementation Install software January 15, 2019 Discovery GL, Inventory, POs, Work orders, Fixed assets February 28, 2019 Implementation Upload chart of accounts (GRF & Mutual) March 7, 2019 Implementation Upload checkbook IDs, class codes March 15, 2019 Implementation Upload vendors & items March 22, 2019 Implementation Upload list of fixed assets March 31, 2019 Implementation Create users + access rights April 1, 2019 Implementation Program Dynamics/Jenark integration April 15, 2019 Testing & integration Test software on secondary server May 01, 2019 Testing & integration User training June 01, 2019 Testing & integration Launch software October 01, 2019 Maintenance On-going maintenance * Timeline is subject to change 11

14 Phone Contract Company FTS Broadband NetFortis Fonality TPx Communications Total / month $5,037 $2,712 $3,238 12

15 Point of Sale System 13

16 Administration Conference Room Updates - 75 TVs on all walls 12 monitor in front of chair Webcam for video conferencing Remote for switchable input NEST smart temperature control Triple monitors for recording secretary ipad Pro + Pencil for tablet usage Cleaned up cabling in cubbies and equipment cabinet Workstation audio recording from all microphones Shortcuts to LWSB & Mutual maps 14

17 Future updates - LED smart lighting - Instant messaging at chair station - Digital check in system Costs so far - $6,600 Equipment costs 15