ADMINISTRATIVE REPORT
Date: November 1, 1995
TO: Vancouver City Council
FROM: General Manager of Corporate Services
SUBJECT: Implementation of Internet Technology
RECOMMENDATION
THAT Council approve the implementation of Internet technology as
described in this report, at a cost not to exceed $90,000, funded
from the Computer Equipment Reserve.
COUNCIL POLICY
Council, on February 4, 1992, resolved that any recommendations for
increased staff or enhanced programs must be accompanied by
recommendations for matching cost decreases or related revenue
increases.
On June 19, 1990, Council established 'information' as one of the
City's corporate priorities.
BACKGROUND
On December 8, 1994, Council approved the following recommenda-tion:
That Council authorize the City Administration to proceed
with implementation of the strategy outlined in the
Information Systems Plan, as well as Internet connections
and on-line systems, subject to follow-up reports on those
components of implementation which require Council's
approval.
The Internet, a network of computers and communications facilities
spanning most of the world, provides a number of mechanisms for
information dissemination and retrieval. Since late 1994, the City
has been providing information on the Internet and responding to e-
mail follow-ups. Usage statistics indicate that several hundred
people a day use the City's World Wide Web site.
City staff use the Internet for research into how other governments
are addressing common issues, for communication, and for retrieval of
technical and product information.
DISCUSSION
While the number of people using the Internet is still relatively
small as a percentage of population, growth is rapid. With one of the
most computer-receptive populations in North America, within a few
years we can expect it to become a significant source of information
to Vancouverites.
The Internet is a cost-effective way to provide the public with:
- information about the functioning of City government, from policy
development through descriptions and schedules of services
offered;
- a forum for discussion of issues, and a mechanism for feedback;
- more convenient access to existing services, by (for example)
allowing service requests to be submitted on-line; and
- information from the City's computer systems, about (as examples)
a property, a permit, or an account.
These services can be accessible round the clock, 7 days a week.
Internally, Integrated Service Teams are being established to address
community needs. The teams are geographically dispersed, and
communication is a problem. A solution based on Internet technology
is attractive because:
- it is inexpensive; and
- the teams can communicate among themselves in the same way that
they communicate with their public.
PROPOSAL
The City currently uses a local Internet Service Provider to provide
dial-up Internet access to staff and to "host" the City's World Wide
Web site. However, by bringing these services in-house and installing
a high-speed Internet communications link:
- staff will have more convenient access to the Internet and the
information the City provides the public, at lower cost to the
City;
- dial-up services will support communication between staff who do
not have convenient access to the City's network, which includes
most Integrated Service Team members;
- access to the City's computer systems and the information on
them will be improved;
- staff will find it easier to develop information-based services
to the public; and
- the City will gain experience managing a public informa-tion
utility.
IMPLEMENTATION
Information Services staff will be responsible for the implementation,
using contract technical resources as needed. The implementation will
be divided into four phases:
PHASE 1 - Internal World Wide Web service:
An internal World Wide Web service will provide the same
information to staff as currently provided to the public through
the City's external World Wide Web site, with additional
information that is of internal interest only. It will be
available through the 700+ microcomputers connected to the City's
wide area network. For those staff not yet served by the network,
dial-up access will be provided.
Expected availability - December, 1995.
PHASE 2 - Dedicated link between the City and the Internet:
A high-speed communications link will be leased, providing access
to the Internet from any computer connected to the wide area
network. Alternative dial-up access will be provided.
Connecting to the Internet has some computer security implications
which cannot be ignored. "Firewalls" are special-purpose computers
which allow only authorized types of activity to pass, and are
considered mandatory for connection to the Internet. They are
available in a range of configurations and prices, and an
organization's choice within the range depends on a balancing of
risk and cost. We propose to install a firewall in the middle of
this range, reflecting openness and accessibility while recognizing
the need to protect administrative systems from tampering.
Expected availability - January, 1996.
PHASE 3 - Other internal Internet services:
Other Internet services to be added to the World Wide Web service
may include:
- e-mail to and from the Internet;
- support for e-mail based mailing/distribution lists;
- newsgroups (electronic bulletin boards).
These services will primarily be for internal use, particularly
addressing the communication needs of the Integrated Service
Delivery teams. However, their implementation will also generate a
base of experience from which to plan and design similar public
services.
Expected availability - February, 1996.
PHASE 4 - Bring public Internet services in-house:
The City's World Wide Web site will be moved from the current
Internet Service Provider to an on-site computer. This computer
will also host discussion forums and communication services. Other
services, such as the ability to submit service requests on-line
and look up information on the City's computer systems, will be
added over time.
The goal is for this computer to provide 24-hour access to a broad
range of City services. Using familiar analogies:
- a bookshelf will provide information on what services the City
provides and how to use them;
- a reference section will provide detailed information on
regulatory requirements, policy, process and functioning of
government;
- a meeting room will allow public discussion of issues, with
staff participation;
- a mailbox will allow communication with individual staff members
or groups; and
- a customer service counter will take requests for service and
customer-specific information.
- Expected availability - April, 1996.
Further growth will be based on demand, advances in technology, and
experience. If successful, increases in capacity may be needed.
FINANCIAL IMPLICATIONS
The capital cost of the proposal detailed in this report is $90,000,
including all hardware, software and support. These expenditures are
detailed in Appendix A. It is recommended that funding for these
costs be provided from the Computer Equipment Reserve, which was
established to provide a source of financing for upgrading and
expansion of the City's information systems infrastructure.
Operating our own Internet services will cost an estimated $28,000
annually (Appendix A), including the cost of telephone lines, the
Internet communications link and hardware and software operating
costs. It is not anticipated that there will be additional staff
costs associated with this proposal.
Internalizing the City's access to the Internet will eliminate the
connection fees that are now paid to our outside Internet Service
Provider. With the current growth in Internet usage, these fees are
expected to be $33,000 in 1996, all to come from existing departmental
budgets. The proposal will, therefore, result in savings of $5,000
annually, in addition to the other benefits that direct access to the
Internet will bring to staff and the public.
SUMMARY
This report proposes that the City aggressively pursue the use of the
Internet and Internet technology to offer improved information
services to both public and staff. This is an opportunity for the
City to demonstrate its commitment to openness, accessibility and
responsiveness.
Approval is sought to fund this initiative from the Computer Equipment
Reserve in an amount not to exceed $90,000.
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