After neglecting technology needs at City Hall for more than a decade, Medford’s city administration recently finalized a three-year strategic plan that identifies outdated equipment and prioritizes tech upgrades.

The plan, titled “City of Medford: Information Technology Strategic Plan 2016-2018,” addresses many of the issues raised by IT Director Michael Ferretti during last month’s Medford City Council budget hearings.

During his meeting with councilors, Ferretti said the city was finally upgrading a server that should have been replaced five years ago — but added upgrades were still needed elsewhere.

“Unfortunately, they really didn’t spend money on technology for years,” Ferretti said. “The previous administration, it wasn’t a priority for them. We were running machines, servers, that were 17 years old [before this year].”

Examples of the city’s outdated technology include old versions of software used for inspections and licenses (Building Department) and complaints and permits (Board of Health), along with a 14-year-old Microsoft Office package and Microsoft Exchange email server used in all departments, both of which are scheduled to be replaced by the end of the year.

To implement the upgrades, Mayor Stephanie M. Burke increased the IT Department’s budget nearly 30 percent for the fiscal year that began July 1, from $197,728 to $254,615. Among other items, the boost includes $24,000 in funding for a part-time network administrator to assist Ferretti.

The council lobbied — unsuccessfully — that the new employee be made full time.

“How are you doing this all by yourself?” Councilor Rick Caraviello said in June. “In this generation, IT should be a very important part of this building. I feel bad for you. For a city of this size to only have one person is archaic.”

Despite the council’s request, the new plan says Ferretti’s department has helped the city lower internal costs.

“By engineering creative technological solutions, Information Technology has lessened the need for additional IT staff,” the plan states.

What’s the goal of the IT strategic plan?

According to the 8-page plan, its mission is to “provide top-level technical support and cost-saving technology solutions for the needs of the City of Medford” while enabling the city to communicate with all stakeholders “in the pursuit of government transparency.”

Ongoing technology education

One of two focus areas outlined in the plan is to “provide ongoing and relevant technology education” for city employees.

The plan says the city’s IT Department “will evaluate areas where technical knowledge can be increased and work with the Human Resource Department to provide education in those areas using a variety of delivery methods, including training sessions and email information bulletins.”

Infrastructure

The other focus area is maintaining technology infrastructure by “leveraging scalable and modular technology to support the city’s growth.”

Current tech status

As part of the plan, the city inventoried its current level of tech-related services in five categories:

1. Open Government

“The city is in the process of studying the use of social networking for providing all city residents equal and timely access to information.”

Vision: “Use technological tools to facilitate a transparent, responsive and open local government.”

2. Customer Service

“Information Technology is studying the use of payments via the internet using a variety of options including automatic transfer and credit card payment. Presently, some applications for services are available for download; electronic submission is not yet available. The city’s telephone system is being upgraded with new features. This will allow for better communication between city departments and better access from citizens.”

Vision: “Customers are able to complete nearly every in-person service via the Internet.”

3. Communications

“The infrastructure is not near capacity and not nearing its end of life.”

4. Technology Infrastructure

“The overall infrastructure in the City of Medford is very good. Significant network improvements have been made for capacity growth while ensuring future compatibility with new systems.”

Vision: “A scalable and modular infrastructure that is disaster tolerant and capable of storing data offsite; in addition, an alternate hot site in a central and common repository.”



5. Cost-effective Solutions



“Information Technology has improved the economic impact on the city by lowering internal costs. By engineering creative technological solutions, Information Technology has lessened the need for additional IT staff.”

Vision: Lower city operating costs through the use of technology.

Key needs, upgrades



Microsoft Office: “Package is 14 years old. Package is scheduled to be replaced by the end of 2016 with the implementation of Office 365, and new versions/patches will be handled by Microsoft.”

Email: “Microsoft Exchange server is 2-3 years old and software is two revisions behind. Will be replaced by the end of 2016 with the implementation of Office 365.”