The Department of Information Technology (DoIT) was formed in February 2010 to increase the efficiency and effectiveness of the City’s information technology services and support. DoIT provides customer-driven services citywide in areas utilizing networks, desktops, application development, radios and telephones, and related program and project management. These services are of the highest quality possible and are consistent with customers’ needs, schedules, and budgets.
- Mission Statement
- Relationship to City Council Goals
- Strategic Plan
- Major Accomplishments
- Planned Initiatives
- Enterprise Systems Catalog
Phillip Leclair joined the City of Pasadena in 2008 and as Chief Information Officer (CIO) he is responsible for leading the City’s technology strategy and managing overall IT operations and customer service.
His initiatives include improving service delivery through embracing effective and efficient use of technology; creating business models for delivering new services such as virtual desktops; promoting online development opportunities to increase self-service capabilities; and leading strategic initiatives to transform the technology department to be flexible, adaptable and responsive to customer needs.
Prior to joining the City of Pasadena, Phillip was an IT consultant with a Los Angeles based IT Management and Strategy consulting firm responsible for IT strategic planning, project management services and web development practices. In a prior role, Phillip worked for the New York City Department of Finance providing internal IT consulting services and managing multiple system implementation initiatives focused on property valuation, taxation and payment systems.
Phillip holds a BA degree in Economics from the University of California Berkeley and a MBA from New York University Stern School of Business.
Chief Information Officer
Customer Support division
- Tier 1 Service Support
- Tier 2 Field Support
- Desktop Replacement Program
- Mobile Device Management
Program Management Office
- Project Management
- CIP & Special Projects
- Customer Relationship Management
- Enterprise Resource Planning
- Land Management System
IT Operations Division
- Network Infrastructure
- Radio Services
- Voice Services
- Wireless Services
- Database Administration
- Application Administration
- Reporting Services
- Data Warehouse/Information Management
- Web Services
Enterprise Computing Services
- Enterprise Systems Delivery
- Servers & Storage
- Data Center Operations
- Data Analysis
- Systems Support
- Application Development
The Department of Information Technology (DoIT) is committed to increasing the efficiency and effectiveness of the City’s information technology services and support. DoIT provides customer-driven services citywide in areas utilizing networks, desktops, application development, radios and telephones, and related program and project management. These services are of the highest quality possible and are consistent with customers’ needs, schedules, and budgets.
To provide proven, state-of-the-practice Information Technologies, in the most strategic, cost effective, and efficient ways possible to support internal City operations and business activities with trained, self-motivated, and capable professionals in an empowering environment.
In pursuit of this mission, our efforts are guided by the following Operating Principles:
- We are customer service and solutions oriented;
- We are in the business of saying “Yes”;
- We exist to serve our customers; and
- Our success is measured by the success of our customers and by our alignment to their business objectives.
The following goals will assist us in accomplishing our mission and exhibiting our operating principles on a daily basis:
- Be a consultative organization that is embedded within our customers’ business, and highly responsive to their technological needs;
- Build an innovative culture that is forward thinking and offers solutions;
- Be a performance based organization using metrics and performance measures rigorously to promote excellence and accountability; and
- Develop and maintain a technology road map of all existing and contemplated services.
Relationship to City Council Goals
DoIT supports the following City Council goals, which act as a guide in the decision making process and development of the annual work plan.
Maintain Fiscal Responsibility and Stability
The Department of Information Technology (DoIT) continually strives to improve City services by implementing sound, cost effective technology-based solutions that streamline processes, improve customer service, eliminate duplication of efforts, enhance productivity and provide better access to important information and services. To this end, an Information Technology Governance Committee (ITGC) was formed in April 2010 chartered with reviewing any IT investment of significant cost or any project that involves multi-departmental cooperation or is an enterprises-wide project. The ITGC will ensure that technology is leveraged citywide in a manner that adapts to the business needs of all departments, and the demands of the community they serve. Given the current economic challenges, it is envisioned that technology will play an ever increasing role in the delivery of public service.
Ensure Public Safety
Twenty four hours a day, seven days a week, DoIT provides service to City employees who rely on a dependable information and communications technology infrastructure to perform their duties in service to the community. Most noticeably, this support extends to the handheld and mobile radio communication devices that Police and Fire use daily in the deliverance of public safety. Pasadena is a member of the Interagency Communications Interoperability System (ICIS), which is a digital radio system that provides enhanced communication capabilities, such as a single tactical frequency for communications in daily operations and emergencies and the ability to have regional communication with other cities and support agencies, including the City of Glendale and the City of Burbank.
Support and Promote the Quality of Life and the Local Economy
DoIT manages the City’s 25 mile fiber backbone, which aside from providing City Internet access and links between key City facilities for voice and data network services, it also provides data communications for local institutions such as Caltech and JPL and telecom providers that lease the fiber from the City. DoIT’s 5-year IT Strategic Plan completed in 2011 identifies and prioritizes city services that can be moved to the web for access by businesses, residents and visitors 24/7.
Improve, Maintain and Enhance Public Facilities and Infrastructure
Technical infrastructure provides the foundation for the business software that streamlines City operations and automates critical business functions. It includes the hardware, system software, databases, operating systems and network components that support Pasadena’s application architecture. DoIT’s effort is directed towards providing the City with a cost-effective, secure, responsive, and reliable computing environment to deliver City services.
The 5-Year IT Strategic Plan (ITSP) completed in April 2011, is the result of a comprehensive and thorough assessment of the City’s existing technologies, operational requirements and service delivery needs. The ITSP is the product of a collaborative effort with participation from all City departments, staff and constituents. The plan is technologically strategic, operationally responsive, and fiscally responsible. It addresses the unique technology requirements of each department as well as the enterprise needs of the City and Community as a whole.
The Department accomplished the following during Fiscal Year 2016:
- Tripled capacity in the 5.5 mile southern portion of the City fiber optic ring, supporting utility, transportation management, and business customer connectivity requirements;
- Replaced the existing document imaging and records management system with an Enterprise Content Management System;
- Initiated the first phase of the project to replace the Planning and Permitting System;
- Completed phase one implementation of the new Enterprise Resource Planning System (ERP), which included the core financial and revenue/business license modules;
- Refreshed multiple City department websites with a new mobile and tablet friendly experience; and
- Maintained the Open Data site to provide transparency to City financial information.
In addition to the accomplishments above, the Department also completed the following internal projects in Fiscal Year 2016:
- Completed implementation of a system-wide upgrade of the City’s Radio System;
- Completed a city-wide migration to a new Voice Messaging and Call Menu system;
- Deployed a complete end-to-end replacement of the Mobile Audio-Video system (aka In Car Video or MAV) for the Police Department patrol vehicles;
- Connected two fire stations to the City fiber ring, upgrading their internet bandwidth speeds significantly;
- Developed an application to automate the scanning of birth certificates into the City document management system;
- Implemented an online Community Development Block Grant (CDBG) application to automate processes of that program;
- Completed numerous Department office remodeling and reorganization projects;
- Replaced all technology within the City Council Chambers to support efficient meeting management and broadcast and online streaming;
- Began a network security assessment resulting in a complete upgrade of the City’s Intrusion Prevention System (IPS) and planning for complete replacement of city-wide firewalls; and
- Completed lifecycle replacements for servers and network equipment.
Technology is a critical tool for change and key to the provision of improved and cost-effective services to the community. With insight into the requirements of the City and expertise in communications and information technologies, DoIT provides centralized, efficient, and effective support of the City’s technology resources.
In Fiscal Year 2017 (July 1, 2016 through June 30, 2017) DoIT will continue or begin to:
- Develop a high performance, scalable, and reliable Citywide Information Technology (IT) infrastructure that supports the dynamic requirements of the City. Align the City’s IT initiatives with the City’s overall business objectives while ensuring departmental responsibilities and priorities are recognized and taken into account;
- Invest in IT systems based on a rational and impartial assessment of both the tangible and intangible benefits and a realistic assessment of project costs and risks;
- Reduce the cost of operations or service delivery or improve the quality of services delivered to customers through IT investment;
- Deliver IT services in a cost-efficient manner; and
- Approach IT initiatives as a partnership between the Department of Information Technology (DoIT) and individual departments.
- Based on this framework, DoIT has the following major projects planned in FY 2017:
- Completer the lifecycle replacement of the Police Mobile Data Computers (MDC) in the existing fleet of Police vehicles;
- Implement Body Worn Camera technology in the Police Department;
- Continue the network security assessment to plan for end-point and other network security improvements;
- Continue to expand the City data center resources to include cloud-based infrastructure to provide for improved resiliency, availability, and disaster recovery;
- Continue to develop new online services for constituents to conduct business with the City 24/7;
- Complete phase two implementation of the new Enterprise Resource Planning System (ERP), which includes the Human Resources and Payroll modules;
- Replace the electronic employee time and attendance system;
- In concert with the selected vendor, continue phase one of the Land Management and Permitting System replacement;
- Continue implementation of the Fiber Network and Services Strategic Plan with extension of City fiber to areas of western Pasadena, and capacity increases in the western portion of the current fiber ring, facilitating additional connection of City facilities and infrastructure, and revenue generating opportunities;
- Expand the use of the new document imaging and records management system (ECMS);
- Assess building video surveillance and access control technologies to increase security and monitoring in City facilities;
- Expand Public WiFi service to targeted areas throughout the community;
- Continue ongoing implementation of Information Technology Service Management strategies to streamline and improve service delivery to customers; and
- Invest in organization and staff development programs to strengthen DoIT’s internal processes and commitment to our customers.
Powered by projects like these, DoIT will continue to make improvements in service and effectiveness and recognize the increased potential for technological growth in the City.
Enterprise Systems Catalog
System Data Elements
|ActiveNet||Human Services & Recreation||Parks & Recreation Software||Recreation class schedules, class descriptions, costs. Asset reservations, schedules, costs.||Active Network|
|Ektron||Information Technology||Content management system supporting the City of Pasadena website||Ektron|
|ePersonality (eP)||Finance||Human Resources and Payroll System||Employee information, employment data, beneficiaries’ deductions, pay rates, taxes and compensation.||Highline Corp.|
|Exchange||Information Technology||Email and calendaring||Emails, attachments, schedules||Microsoft|
|FireHouse||Fire Department||Fire Inspection, Inventory Management and Billing Services||Dates, times, notes regarding incidents, investigations, public education, inventory, accounts and invoices related to fire revenues.||Xerox Corp.|
|HighJump||Water and Power||Warehouse management system.||Inventory item numbers, names, descriptions, lots and locations. Inventory general ledger assignments, inventory levels, usage history and dates.||HighJump|
|ILS||Information Systems||Library management system.||Library inventory. Titles, authors, costs of books, magazines, videos, etc.|
|Lessor/Lessee City Properties||City Manager‐Kitasato||Inventories City‐owned, Cityleased and City‐lessor properties.||APN, address, owner, tenants, sales, insurance, contacts, deposits, lease data, encumbrants, improvementsN/AQuadrantFinanceCashiering system application with batch interfaces to multiple billing systems. Receipt information, payment information including; billing account identification information, payee, amount, date and payment type.||Quadrant Systems|
|PeopleSoft Financials||Finance||Tracks Financial Data including the following modules; AP, AR, BI, FA, GL, IN, PO, PRJ.||Vendor, Invoice, Purchase Order, Payment, Billing, Receivable, Vendor Compensation and General Ledger data.||Oracle|
|PowerPlan||Finance||Budget preparation, annual reporting, comparative reporting and budget to actuals tracking.||Department budget data by general ledger account structure with funding amounts by Fiscal Year. Budget notes and development detail.||CityVision|
|Q‐Flow||Planning and Development||Manages queues, check‐in, wait times, customer tracking and notification for the Permit Center. Allows for customer self-service check‐in.||Customer name, address, wait time||ACF Technologies|
|Questys||City Clerk||Document Management||Document images, descriptions, dates, owner information.|
|Remittance Processor||Finance||Application processes payments received via mail for multiple City billing systems. Files are processed in batch format at the end of the business day.||Billing system, account number, payment amount, payment date, payment type and bank account information.||AQURIT/Technology Unlimited|
|RevQ(CUBS)||Finance||Collection system for past due accounts, serving multiple department billing systems/functions.||Billing systems, account numbers, customer contact information, amounts due, aging, contact discussions and payment plans.||Columbia Ultimate Business Systems|
|Sharepoint||Information Technology||Team and document collaboration||Documents, lists||Microsoft|
|Sympro||Finance||Investment Tracking System||Investment tracking, investment dates portfolios, amounts invested, market pricing investment standings||Emphasys|
|T2 Parking Management System||Transportation||Parking Citation and Parking Permit issuance, tracking and collection management.||Parking Citation and Parking Permit data. Identification numbers, citation data, amounts due, penalties, payment information, DMV responses, responsible party information, contesting and court scheduling and findings.||T2 Systems Solutions|
|TeleStaff||Fire Department||Scheduling and reporting of labor and time related to Fire Department Staff||Shifts, schedules, staffing requirements for the Fire Department.||Kronos|
|Tidemark||Planning and Development||Planning and Permit Tracking System||Parcels, addresses, land owners, permits, inspections, entitlements||Accela, Inc.|
|Tyler Cashiering||City‐Wide||Enterprise cashiering application. Customer Account||Numbers, Payment Dates, Amounts, Payment Types.||Tyler Technologies|
|Tyler Content Manager||City‐Wide||Content management system supporting ERP activity.||Images and data related to stored images mapped to the City’s ERP System.||Tyler Technologies|
|Tyler Munis (ERP)||City Wide||This is the City’s Enterprise Resource Planning System (ERP).||This is the ERP application for City business processes. The modules include; Accounts Payable, Accounts Receivable, Billing, Budgeting, Contracts, Human Resources, Payroll, Treasury Management||Tyler Technologies|
|Vertex||Water and Power||Utility CIS Billing System||Building owner information, customer billing information, billing rates, meter numbers, locations.||Vertex|
|VTI ‐ Virtual Timecard Interface||Finance||Timecard data collection and reporting for employee compensation.||Employee number, name, supervisor, days worked, hours worked, paycodes charged. Leave time available and used. Timecard approvals.||Intellitime Inc.|
|WatchGuard Evidence Library||Police Department||Mobile Audio Video (MAV) in patrol vehicles||Audio, video||WatchGuard Video|
|Wittman EMS||Fire Department||EMS Billing System||Ambulance billing information, trip date, patient information, insurance information, responsible party, injury information, hospital information.||Wittman|
|WordPress||Information Technology||This is a website content management system for the display, editing and management of the city’s websites and its department’s websites.||The data found in this system is primarily the html that allows information about the city and for the citizens to be displayed and accessed by citizens, employees, and other stakeholders.||WordPress.org|