Today`s Presentation Background Project Objectives Hardware

Transcript

1/4/2012 Today’s Presentation Presented for the Colorado Municipal League Presented by: David Puntenney Information Technology Director City of Westminster            Background Project objectives Hardware solution Software applications Project process/schedule Creating the electronic packet Implementation costs Annual cost comparison Benefits recognized Successes and lessons learned Questions/Resources Background Project Objectives Paper only packets until 2008 Laptops issued to all City Council in 2008  Between 2008 and November 2011, City Council had the option to receive paper packets or use electronic packets  City Council members were provided with a Blackberry or other data plan option to manage email, contacts and calendar  Hardware Solution iPad2 Technical Specs   Evaluated options - laptops, netbooks, and tablet computers  Selection of technology solution based on specific City Council established needs and objectives  Staff recommended iPad 16GB, with Verizon 3G and $20/month 1GB data plan with specific software tools  Reduce staff time and costs associated with packet preparation and distribution  Identify and address City Council needs  Minimize potential technology risks and I.T. support time  Enhance meeting efficiencies for City Council • • • • • • • • • • • • • • • • • • • • • • • • • • Wi-Fi (802.11a/b/g/n) Bluetooth 2.1 + EDR technology Wi-Fi + 3G model: UMTS/HSDPA/HSUPA (850, 900, 1900, 2100 MHz); GSM/EDGE (850, 900, 1800, 1900 MHz) Wi-Fi + 3G for Verizon model: CDMA EV-DO Rev. A (800, 1900 MHz) Data only3 Wi-Fi (802.11a/b/g/n) Bluetooth 2.1 + EDR technology 9.7-inch (diagonal) LED-backlit glossy widescreen Multi-Touch display with IPS technology 1024-by-768-pixel resolution at 132 pixels per inch (ppi) Fingerprint-resistant oleophobic coating Support for display of multiple languages and characters simultaneously 1GHz dual-core Apple A5 custom-designed, high-performance, low-power system-on-a-chip Back camera: Video recording, HD (720p) up to 30 frames per second with audio; still camera with 5x digital zoom Front camera: Video recording, VGA up to 30 frames per second with audio; VGA-quality still camera Photo and video geotagging over Wi-Fi Built-in 25-watt-hour rechargeable lithium-polymer battery Charging via power adapter or USB to computer system Built-in 25-watt-hour rechargeable lithium-polymer battery UUp to 9 hours of surfing the web using 3G data network Charging via power adapter or USB to computer system 30-pin dock connector port 3.5-mm stereo headphone minijack Micro-SIM card tray (Wi-Fi + 3G model) Video formats supported: H.264 video up to 1080p, 30 frames per second, High Profile level 4.1 with AAC-LC audio up to 160 Kbps, 48kHz, stereo audio in .m4v, .mp4, and .mov file formats; MPEG-4 video up to 2.5 Mbps, 640 by 480 pixels, 30 frames per second, Simple Profile with AAC-LC audio up to 160 Kbps per channel, 48kHz, stereo audio in .m4v, .mp4, and .mov file formats; Motion JPEG (M-JPEG) up to 35 Mbps, 1280 by 720 pixels, 30 frames per second, audio in ulaw, PCM stereo audio in .avi file format Video out support at 576p and 480p with Apple Component AV Cable; 576i and 480i with Apple Composite AV Cable (cables sold separately) Video formats supported: H.264 video up to 1080p, 30 frames per second, High Profile level 4.1 with AAC-LC audio up to 160 Kbps, 48kHz, stereo audio in .m4v, .mp4, and .mov file formats; MPEG-4 video up to 2.5 Mbps, 640 by 480 pixels, 30 frames per second, Simple Profile with AAC-LC audio up to 160 Kbps per channel, 48kHz, stereo audio in .m4v, .mp4, and .mov file formats; Motion JPEG (M-JPEG) up to 35 Mbps, 1280 by 720 pixels, 30 frames per second, audio in ulaw, PCM stereo audio in .avi file format 1 1/4/2012 Factoids Cray2 Supercomputer 1985 In 1985, what would you have needed to purchase to match the processing power of today’s iPad2? A. B. C. D. One hundred Commodore 128PCs Fifty Dell “Turbo PCs” with 80386 processors Two IBM System/370 model 200 Mainframes 1 Cray2 Supercomputer (worlds fastest computer in 1985 iPad Software iPad Software   iAnnotate productivity tool for reading, annotating, organizing, and sending PDF files. $9.99    Print n Share Calculator HD All‐In‐One calculator (Standard, Scientific, Statistic and Programmer). $0.99 Office2HD office document tool used to open, view, create and edit Word, Excel, and PowerPoint files. $7.99 Find my iPhone Locate your iPad in the event you lose it. Free  CalPrint Full Featured calendar using existing entries on iPad, providing ability to print hard copy page. $2.99 Print directly to most WiFi/Wireless printers. $9.99 2 1/4/2012 Project Schedule       June - Conducted mobile communications technology session for City Council July - Met with City Council to review options and make recommendations August – Issued iPads and setup instructions August – iPad hardware and software training session for City Council September – Q&A/Tips and Tricks technology session for City Council November – Discontinued all packet printing and distributions, collected blackberries and laptops Electronic Packet Creation 1. 2. 3. 4. 5. 6. 7. Individual packet documents are created in MS Word When all documents are completed, they are combined and converted into an optimized PDF document and bookmarks are added PDF packet is published on the City’s web site Executive Session packets – converted to secure PDF with password and emailed to City Council members CMO staff sends an email to City Council containing an ahttp link to the PDF packets located on the web site Council members click the link while reading email on the iPad. The electronic packet is automatically opened and saved in the iAnnotate application on the iPad. Council members add their annotations/notes/questions to the documents in preparation for the meeting Implementation Costs Item Cost Quantity Total 16GB iPad with Verizon data option $629 7 Accessories (stylus, cover, etc) $59 7 $ 413 Software $50 7 $ 350 Total Initial Outlay $4,403 $5,166 Ongoing Monthly Expense Monthly data service – Verizon 1 GB plan $20 7 $ 140 3 1/4/2012 Annual Packet Production Cost Comparison Factoid The IPad2 we recommend for City Council contains 16GB of storage. What would you have spent to add 16GB of hard disk storage to a computer in 1985? A. B. C. D. < $10,000 $53,000 $514,000 >$1,000,000 Council Experience “Every week, I have at least one day where I have up to seven meetings. With the iPad and iAnnotate software, I am able to have all of those meetings packets at my finger tips, along with all of my notes and questions. All I need to remember is my iPad!” Paper packet only $29,700 Paper packet and electronic packet option using laptop computers $30,183  Electronic packet only with iPads $22,190   (Annual costs include hard and soft dollar expense associated with preparation of materials, printing, collating, delivery, technology and data plan expense, and scheduled hardware replacement) Council Experience "I was surprised at two things that using an iPad did for me - the ease of the transition and the short time it took for it to feel that I wanted every meeting agenda to be on the iPad. I do not miss hauling all of that paper!” Councillor Bob Briggs   Mayor Nancy McNally Benefits          Immediate packet availability Immediate access to prior meeting packets and notes Ease of creating and navigating packet annotations Access to email, calendar, contacts, web using a low cost data plan Consistent hardware and software platform Reduced costs by $8,000/year Enhanced efficiency of meetings Reduced paper usage by approximately 49,350 sheets per year. Reduced staff time required for packet preparation and distribution by five hours per week Support for City Council Strategic Plan Objectives  Financially Sustainable City Government Providing Exceptional Services  Investing in tools, training and technology to increase organizational productivity and efficiency  Beautiful and Environmentally Sensitive City  Have energy efficient, environmentally sensitive City operations 4 1/4/2012 Successes Challenges/Lessons Learned Communications Selection of the best hardware platform  Selection of the right software tools  Training  Council commitment to moving to electronic packets  Process for packet creation and delivery  Policy Questions Questions/More Information Who owns the iPads? What is the anticipated iPad replacement schedule?  What happens to the iPad at the end of a council member’s term?  What is your policy for personal use?  [email protected]  Council iPad study session presentation and training materials    Wireless Printing – purchase a printer with AirPrint capabilities  Optimizing PDFs is important  Dealing with very large packets  Apple OS upgrades  http://goo.gl/6iPIW 5