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Home My WebLink AboutIT Budget Amendment 365 Migration E IDIAN:--- IDAHO C� MEMO TO CITY COUNCIL Staff Contact:Dave Tiede, Chief Information Officer, IT Meeting Date: July 9, 2024 Director Topic: Budget Amendment FY2024 in the Amount of$30,000 for Office 365 Migration Phase 1. Recommended Council Action: Approve Budget Amendment FY2024 in the Amount of $30,000 for Office 365 Migration. Mayor Robert E. Simison City Council Members: E IDIAN� Luke Cavener, President Liz Strader,Vice President Brian Whitlock Doug Taylor John Overton Anne Little Roberts MEMORANDUM TO: Mayor Robert Simison, City Council FROM: Dave Tiede, Chief Information Officer, IT Director DATE: July 9, 2024 RE: FY2024 Budget Amendment in the Amount of$30,000.00 for Office 365 Migration Phase 1. Summary This request represents one time funding to hire a consultant to start the Office 365 migration process.The remainder of the project will proceed in FY2025 when additional funding is received. Additional funding will be a combination of one time and ongoing costs. The City of Meridian faces an important decision regarding its productivity and communication software suite. With the impending end-of-life dates for its current software and the associated cybersecurity risks, it's critical to transition to a modern and supported solution. After careful consideration, including a review of options and risks, the recommendation from the IT department is to migrate to Office 365. Office 365 offers numerous benefits, including advanced features, compatibility, integration, and security enhancements. Moreover, it aligns with industry standards and offers improved collaboration and remote work capabilities, crucial in today's environment. Options considered include moving to Exchange Online only for the first year, postponing the transition for a year or more, or exploring alternative solutions like Google Workspace. However, Office 365 emerges as the most viable option, offering the best balance of functionality, cost-effectiveness, and security. While there are challenges such as ongoing subscription costs and initial data migration complexities,the benefits outweigh the drawbacks. Failure to act exposes the City to significant cybersecurity risks, regulatory non-compliance, and potential operational disruptions. Action is necessary to safeguard the City's productivity, data integrity, information systems, and reputation. By embracing Office 365,the City of Meridian will position itself for continued success on this front. Reason for Amendment We are bringing this small portion of the FY2025 budget request forward as an amendment to be able to start working on this project sooner. We anticipate the entire project to take 6 months, but this could be longer if we run into challenges. Giving us more time will help us avoid additional cybersecurity risks of being on older technology. Recommended Action When presented at City Council meeting on 07/09/2024, move to approve the budget amendment. 6/27/2024 1:28 PM City of Meridian FY2024 Budget Amendment Form Personnel Costs Full Time Equivalent(FTE): Fund# Dept.# G/L# Proj.# G/L#Description Total E IDIAN 01 1510 41200 1 0 Wages 01 1510 41206 0 PT/Seasonal Wages 01 1510 41210 0 Overtime Please only complete the fields 01 1510 41304 0 Uniform Allowance highlighted in Orange. 01 1510 42021 0 FICA $ Amendment Details 01 1 1510 42022 0 PERSI I $ Title: Office 365 Migration Phase 1(of 2) 01 1 1510 1 42024 0 Worker's Comp $ Department Name: IT 01 1 1510 1 42025 0 1 Employee Insurance $ Presenting Department Name: IT Total Personnel Costs $ Department#: 1510 Operating Expenditures Primary Funding Source: 1 Fund# Dept.# G/L# Proj.# G/L#Description One-Time On-Going Total CIP#: 01 1510 53360 1 0 Software Expense $ 30,000 $ 30,000 Project#: 01 1510 0 $ - 01 1510 0 $ Is this for an Emergency? ] Yes ] No 01 1510 0 $ New Level of Service? ] Yes ] No 01 1510 0 $ 01 1510 0 $ Clerks Office Stamp 01 1510 0 $ 01 1510 0 $ 01 1510 0 $ 01 1510 0 $ 01 1510 0 $ 01 1510 0 $ 01 1510 0 $ Date of Council Approval 7-9-2024 Total Operating Expenditures $ 30,000 $ $ 30,000 Capital Outlay Fund# Dept.# G/L# Proj.# G/L#Description Total Acknowledgement Date 01 1510 0 01 1510 0 �z 06/27/2024 01 1510 0 Department Director 01 1510 o REVIEWED 01 1510 0 By Todd Lavoie at 2:49 pm,Jun 27,2024 jfields 6.27.24 01 1510 0 Chief Financial Officer Total Capital Outlay $ - Revenue/Donations Liz Strader Approved via email 6.28.24 Fund# Dept.# G/L# Proj.# G/L#Description Total Cqun4il Liaison 01 1510 0 ---- 7-1-24 01 1510 0 A, 01 1 1510 1 1 0 1 Mayor Total Revenue/Donations $ Total Amendment Request $ 30,000 City of Meridian FY2024 Budget Amendment Form T:\Administration\Budgeting\FY2024\FY2024 Budget Amendment-Office 365 Migration Phase 1.xlsx 6/27/2024 1:28PM City of Meridian FY2024 Budget Amendment Form Total Amendment Cost-Lifetime Prior Year(s) Fiscal Year Fiscal Year Fiscal Year Fiscal Year Fiscal Year Department Name: IT Funding 2024 2025 2026 2027 2028 Title: Office 365 Migration Phase 1(of 2) Personnel $ - $ $ $ $ 1—t.,.U.—forsuemiui.gsuagetn.,rena,.rents: Operating $ 30,000 $ $ $ $ ➢ Depart me r,t will send Amerdment.with Directors signature to Finance(Budget Manager}for review Capital $ - ➢ Firance wi I sent Amencmenttc Courcil Lia son fe-signature Total $ - $ 30,000 $ $ $ $ ➢Coundl Liaison will send signed Amendment to Mayor Total Estimated Project Cost: $ 30,000 ➢ Mayor will send signed Amendment to Finance(Budget Manager) Evaluation Questions ➢ Firance(Budget Manager)will send anpr-ed copy of Amencment to Depa itment Please answer all Evaluation Questions using the financial data referenced above. ➢ Departmert:llladd•_c ;fAi-erdnei-m cL.It14:- rgMurl co.e Agenda Manager 1. Describe what is being requested? This request represents one time funding to hire a consultant to start the Office 365 migration process.The remainder of the project will proceed in FY2025 when additional funding is received.Additional funding will be a combination of one time and ongoing costs 2. Why was this budget request not submitted during the current fiscal year budget cycle? This was planned for FY2025. 3. What is the explanation for not submitting this budget request during the next fiscal year budget c cle? We are bringing this small portion of the FY2025 budget request forward as an amendment to be able to start working on this project sooner.We anticipate the entire project taking 6 months, but this could be longer if we run into challenges.Giving us more time will help us avoid additional cybersecurity risks of being on older technology. 1 4.Describe the proposed method of funding? If funding is split between Funds(;.,..General,Enterprise,Grant),please include the percentage split. List the amounts and sources of anticipated additional revenue that will result from approval of this request. General Fund,fund balance. 5.Does this request align with the Department/City's strategic plan? If not,please explain how this request was not included in the Department/City strategic plan? Yes 6. Does this request require resources to be provided by other departments? If yes,please describe the necessary resources to be provided by other departments. This will affect a small group of employees in other departments initially,but will affect all employees in FY2025 as we fully migrate to Office 365. 7.Does this Amendment include any needed Equipment or Software that will utilize the Cit 's network? Yes or No ,Yes 8.Is the amendment going to result in the disposal of an asset?(Yes or No) ,Yes 9.Anv additional comments? Total Amendment Request $ 30,000 Every effort should be made to avoid reopening the budget for an amendment. Departments will need to provide back up and appear before the City Council to justify budget amendments. Budget amendments are intended for emergency or mandatory changes to the original balanced budget. Changes to the original balanced budget may cause a funding shortfall. City of Meridian FY2024 Budget Amendment Form T:\Administration\Budgeting\FY2024\FY2024 Budget Amendment-Office 365 Migration Phase 1.xlsx