HomeMy WebLinkAboutCity Council Meeting 01/10/2012 Agenda Item 10- Consideration of the use of IPADS w/Paperless Agenda Pkt CITY OF_�_
LAKE aLSINORE
- -, DREAM EXTREME
REPORT TO CITY COUNCIL
TO: HONORABLE MAYOR
AND MEMBERS OF THE CITY COUNCIL
FROM: ROBERT A. BRADY
CITY MANAGER
DATE: JANUARY 10, 2012
SUBJECT: CONSIDERATION OF THE USE OF IPADS WITH PAPERLESS
AGENDA PACKETS
Background
The City Clerk's Office produces 17 paper copies of the City Council Agenda packets to
City Council and City Executive staff per meeting 24 +/- times per year. On average,
the City prints approximately 50,000 A4 pages per annum which equates to 100 reams
of white paper. Given the estimate that 1 ream uses 6% of a tree (Thomson, Claudia
2009) this equates to 5.88 trees per year.
Implementing electronic agendas and minutes will provide City Council with the
opportunity to reduce high volume printers and copiers, which are significantly more
expensive than regular printers and copiers. The use of a mobile tablet device such as
the Apple iPad will see not only significant reduction in the paper usage, but also a
reduction of staff time (averaging 6 hours) and a more efficient delivery method using
existing Cloud based solutions.
Information Technology (IT) Division has long been searching for a solution to provide
digital access to Agenda Packet Information on the dais but was prohibited because
most solutions required built -in furniture and computer hardware. The iPad removes
that hurdle due to its portability and Wi -Fi connectivity option.
Discussion
Technical Background
IT Division has beta tested a Galaxy Zoom Tablet operating on an Android OS
and an Apple iPad operating on iOS. IT has standardized the purchase and use
Thomson, Claudia 2009, Conservatree: How much paper can be made from a tree?
htto: / /conservatree. orb/ learn /Envirolss ueslfreeStats.shtml,
AGENDA ITEM NO. 10
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Consideration of the Use of iPads with Paperless Agenda Packets
January 10, 2012
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of the Apple iPad based on its screen size, friendly user interface, long lasting
battery performance, and resistance to computer viruses.
The IT Division has also standardized the use of Dropbox and iAnnotate tablet
applications to retrieve, store, and annotate Agenda Packets assembled in
Adobe Acrobat PDF format.
Proposed Deployment and Training
The initial proposal is to provide iPads to each Elected Official, City Manager,
City Attorney, and City Clerk.
The proposed deployment model is to setup a Dropbox City account that the City
Clerk would post PDF Agenda Packets. This site would be setup with security
restrictions to ensure that only authorized users have access to. Elected Officials
can then simply download agenda packets to the device and use iAnnotate
application to make notes etc. for discussion. The documents can then be
uploaded into personal Cloud Data Storage sites to store their annotated
versions.
As part of this initial rollout, it is recommended that all Elected Officials, City
Manager, City Attorney, and City Clerk attend a workshop on "How to use your
iPad" conducted by the IT Division staff. This will cover basic functionality of the
iPad, account setups, accessing documents, and use of applications.
Support for the devices is offered by Apple as part of the extended warranty and
this warranty has been factored in the purchase price for the 8 devices. The
Apple Extra Care includes 24 hour unlimited phone support. The City of Lake
Elsinore IT Division staff will also assist with support for any technical issues.
Potential Challenges
The deployment presents a few IT management challenges that need to be
identified and addressed.
1. Use of Personal Devices: There maybe times where Elected Officials
and /or City staff elect to use their personal device rather than City issued
devices. Personal devices need to comply to specific safe guards in order
to prevent security breaches. Implementation of a Mobile Device
Management System (MDM) would disseminate access policies to the
devices.
2. iTunes Apple ID accounts (Personal vs. City): Apple provides unique user
ID's to access and purchase from the iTunes Store and they're used to
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Consideration of the Use of iPads with Paperless Agenda Packets
January 10, 2012
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manage data backups to the iCloud. All users, whether they have an
existing ApplelD or not, will be required to register an ApplelD against the
lake - elsinore.org email address and connect their iPad to the account. All
iPad applications purchased with City of Lake Elsinore funds will be
through the lake - elsinore.org ApplelD to comply with software licensing
requirements. The implementation of a MDM would track purchases
made by a personal ApplelD and by City ApplelD and provide controls for
purchases made through the City ApplelD.
3. City Equipment Loan Agreement: Establish an Agreement that outlines
the operating policies and procedures for loaning and receiving of City
Equipment. The document would outline the Assigned User
Responsibilities for:
(i) Use
(ii) Protection of Equipment
(iii) Reporting of Lost, Damaged, Destroyed or Stolen Equipment
(iv) Wi -Fi Content
(v) Operating Software
(vi) City Supplied Software Applications / No City Support For Personal
ADDS
(vii) Responsibility For Damage / Loss
See Exhibit A for a draft version of the City Equipment Loan Agreement.
Mobile Device Management (MDM)
MDM software secures, monitors, manages and supports mobile devices
deployed across mobile operators, service providers and enterprises. MDM
functionality typically includes over -the -air distribution of applications, data and
configuration settings for all types of mobile devices, including mobile phones,
smartphones, tablet computers, ruggedized mobile computers, mobile printers,
mobile POS devices, etc. This applies to both company -owned and employee -
owned (BYOD) devices across the enterprise or mobile devices owned by
consumers.
By controlling and protecting the data and configuration settings for all mobile
devices in the network, MDM can greatly reduce support costs and business
risks. The intent of MDM is to optimize the functionality and security of a mobile
communications network while minimizing cost and downtime.
With a MDM, IT Division will be able to manage, locate, control, wipe or restore
mobile devices to "original" setup should staff incur any problems with other
loaded applications.
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Consideration of the Use of iPads with Paperless Agenda Packets
January 10, 2012
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Fiscal Impact
The implementation cost for the City of Lake Elsinore to provide a paperless agenda
solution through the use of Apple iPads is depicted below. A cost comparison is provide
to show the cost for the deployment of 8 iPads for Elected Officials, City Manager, City
Attorney, and City Clerk and the full implementation that includes deploying 17 iPads to
Elected Officials, City Manager, City Attorney, City Clerk, and City Executive staff.
One Time Startup Costs
Component Unit Price 8 iPads 17 iPads
Total Price Total Price
iPad 2 Wi -Fi 3G 32GB $710 $5,680.00 $12,070.00
2 yr. Apple Care $73 $584.00 $1,241.00
iAnnotate Application $9.99 $79.92 $169.83
Accessories $100.00 $800.00 $800.00
Purchase & Setup of MDM Solution $2,000.00 $2,000.00 $2,000.00
On . oin ! Data Connection Costs
Mobile Management Solution* $3 $75.00 $7500
* 25 device minimum
Estimated Sevin !s b Not Usin! Pa • er
8 Agendas 17 Agendas
Component Units Cost
Annual Cost Annual Cost
Current Paper Usage 50000 $0.008 $80 $400
Current Printing Charge 50000 $0.008 $147 $542
Reducing 1 High Volume Printer* 1 $200 / mo. $2,400 $2,400
* Printers are leased over 5 years; therefore total savings to the City is $12K over 5 years.
Accrued Production Costs Over 4 Years
Process 1 Year 2 Year 3 Year 4 Year
Paper Agenda Cost $8,139.00 $16,278.00 $24,417.00 $32,556.00
Paperless Agenda Cost (8)* $9,144.00 $14,656.00 $20,168.00 $25,680.00
Paperless Agenda Cost (17)* $16,280.00 $16,355.00 $16,430.00 $16,505.00
* Includes $200 mo. Copier Lease Reduction
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Consideration of the Use of iPads with Paperless Agenda Packets
January 10, 2012
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$35,000.00
$30,000.00
$25,000.00
■—Paper Agenda Cost
$20,000.00
—Paper less Agenda Cost
$15,000.00 /' (8)*
$10,000.00 / — Paperless Agenda Cost
(17)*
$5,000.00
$0.00
1 Year 2 Year 3 Year 4 Year
Labor is averaged out at 6 hours of administration time to print and collate the paper
agendas. This equates to 144 hours per year that would be redeployed to other admin
tasks currently performed in the City Clerk's Office.
Funding for this project was not included in the 2011 -2012 Fiscal Year Information
Technology Budget. IT Division is requesting one time funds from unallocated revenue
from the General Fund to implement the use of iPads. Provisions will be made in
subsequent IT budgets to pay for annual support cost and upgrades.
Recommendation
This report has been written in response to an initial request from the City Council to
discuss the replacement of printed agendas and minutes, with a more environmentally
friendly electronic option.
Staff is seeking City Council feedback and direction regarding the purchase and use of
Apple iPads to access paperless agendas.
Prepared by: Toby SotcY
Information Technology Supervisor
Approved by: Robert A. Brady
City Manager
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CITY OF LAKE ELSINORE
LAKE &LSInQ i CITY EQUIPMENT LOAN AGREEMENT
(Apple !Pad For Agenda And City Business)
Date I I DEVICE / ASSET # 1 I
1 Department Assigning Equipment:
Assigned User: I I I Department:
Title: 1 I Device: f iPad 2 / 32GB Wi -Fi (Black)
1 Manufacturer: I Apple 1 Serial #: I Purchase Date:
Cost (Inc! software service plan, case, etc.): 1 I I Warranty Expiration
Operating Policies and Procedures for Loaning and Receiving of City Equipment
I. SCOPE
These policies and procedures address the most common situations that develop and provide
effective methods for safeguarding loaned equipment.
II. GENERAL POLICY
All equipment obtained by the City is to be used primarily for assigned business activities related to
the City of Lake Elsinore. The device is classified as a City -owned computer and, as such, its use is
governed by the current City Electronic Information Policy
By signing this form the Assigned User acknowledges responsibility for its use and safeguarding. The
Assigned User is also responsible for notifying the Information Technology Supervisor of any
equipment status changes such as transfers, breakdowns, destruction, vandalism, loss, or theft of
loaned equipment.
III. RECORD KEEPING
The City Manager's Office shall have in place a system that will contain relevant data for each piece
of equipment, assigning unique identification numbers, recording and maintaining the information on
a tracking form using a prescribed tracking system, and retaining equipment records for internal
tracking purposes. As required, remote electronic disablement of the device may be used in the
event of a lost or stolen iPad.
IV. ASSIGNED USER RESPONSIBILITIES
a) Use: The Assigned User is responsible for ensuring that equipment is used primarily for
City business. Upon direction of the City Manager, or prior to leaving City Service, the
equipment shall be returned on demand. City owned technology resources may be used for
personal purposes on a limited basis, provided such use is consistent with and does not violate
the City electronic information policy or state law and the following requirements are met:
• No marginal cost to the City
• No interference with work responsibilities
• No disruption to the workplace
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CITY OF LAKE ELSINORE
CITY DF CITY EQUIPMENT LOAN AGREEMENT
LAKE �LSIttORE
-� DMFAM EXT1tfMF
(Apple iPad For Agenda And City Business)
b) Protection of Equipment: Assigned User shall take reasonable steps to ensure that the
equipment is properly secured, and is protected from theft, accidental mishap, vandalism and
tampering.
c) Reporting of Lost, Damaged, Destroyed or Stolen Equipment: If the loaned equipment
becomes damaged for any reason, it is the User's responsibility to notify the Information
Technology Supervisor as soon as the facts become known. Notification shall be forwarded to
the City Manager. For the purpose of this Agreement, damages consist of loss, damage,
vandalism, destruction or theft of equipment. Immediate notification will allow the City to
remotely disable the iPad. Disabling a lost or stolen iPad will reduce the City's (and User's)
exposure to data Toss.
d) Wi -Fi Content: The device can access the Internet when a Wi -Fi Network is available,
which may include networks that are not managed by the City and /or networks which do not
filter Internet content. Assigned User shall access websites in a responsible manner
consistent with the City Electronic Access Policy in the same manner as they would when
using the City Network. The iPad is configured with technology that allows the iPad to be
located when connected to the Internet. The User is prohibited from disabling and modifying
this feature as it is part of the device protection used by the City.
e) Operating Software: The User shall not modify the operating system in any manner that will
impact the manufacturer warranty. The User shall not install any unauthorized software.
f) City Supplied Software Applications / No City Support For Personal Apps: The iPad comes
with a suite of preloaded files and applications. Servicing of the device by City Information
Technology Staff (including application of software updates, troubleshooting, etc.), will include
removal of data including any applications installed by the Assigned User. The applications
will be overwritten with the standard preloaded files and applications. User shall be
responsible for recovering and re- install of User Installed data and. /or applications. Assigned
Users are advised to avoid having device set to automatically sync with personal computer in a
manner that will delete City installed applications. Any costs for applications or media
purchased by the Assigned User are not the responsibility of the City, unless it is added as an
approved use under a licensing agreement purchased by the City.
g) Responsibility For Damage / Loss: The Assigned User, by signing below, acknowledges that
he /she will be personally responsible for any loss or extraordinary damage to the equipment as
deemed by the City Manager to be beyond normal wear and tear.
I have read and understand the information presented in the City Equipment Loan Agreement:
Assigned User: f
(Printed Name) ( Signature: Date:
EQUIPMENT MANAGEMENT (Information Technology Use Only)
Copy To Personnel File (City Asset) Item Returned On: Asset #
Condition:
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