IT Governance Business Case Digital Message Board (Phase 2) Communications
Background on the Digital Message Boards – Previous Business Case • Initial digital message board business case was submitted in 2019 and approached as a pilot solution. • Main goal was to give employees in departments with limited email access more ways to get important news and information from the City. • For this reason, pilot focused on operations departments with lower City Week readership and higher percentage of on-site staff. • Intention was that feedback from the pilot would inform future expansion.
Background on where the Digital Message Boards were previously installed Departments
Departmental Reach
Location
DECC/911
All
DECC (602 E Main St) - Hallway in 911 center
Planning/Inspections Development Services Center
All
City Hall (101 City Hall Plz) – Ground floor, minor development team room
Fire
Some
Fire Station 10 (1805 Cole Mill Rd) – Kitchen
Fire
Some
Fire Station 6 (3700 Swarthmore Rd) – Dayroom
Fleet
All
Main Offices (1900 Camden Ave) – Lobby
General Services
All
Main Offices (2011 Fay St) - Landscape Bay
General Services
All
Main Offices (2011 Fay St) - Facilities Bay
General Services
All
Main Offices (2011 Fay St) - Lobby
General Services
All
Cemeteries Management (1621 Duke University Blvd) – Work Room
Human Resources
All
City Hall (101 City Hall Plz) – First floor, hallway outside HR lobby
NIS
All
Main Offices (807 E Main St) – Lobby
Parks & Recreation
Some
Admin (400 Cleveland St) – Lobby
Parks & Recreation
Some
Walltown Rec Center (1308 W Club Blvd) - Lobby
Background on where the Digital Message Boards were previously installed continued…. Departments
Departmental Reach
Location
Police
Most
DPD HQ (602 E Main St) - Third floor main hallway
Police
Most
DPD HQ (602 E Main St) - Third floor breakroom
Police
Most
DPD HQ (602 E Main St) - Second floor main hallway
Police
Most
DPD HQ (602 E Main St) - First floor lobby
Police
Most
DPD HQ (602 E Main St) - First floor elevator
Public Works
Most
Street Maintenance (1100 MLK Jr. Pkwy) – Breakroom
Public Works
Most
Street Maintenance (1100 MLK Jr. Pkwy) – MOS area
Solid Waste
Most
Admin (1833 Camden Ave) - 3rd floor
Solid Waste
Most
Annex (1833 Camden Ave) - Truck wash building
Transportation
Most
Sign & Signal (320 Muldee St) – Main hallway
Transportation
Most
ParkDurham (105 W. Morgan St, Ste 400) - Main hallway
Background Digital Message Board Phase 1 Results •
17 of 35 digital message board managers responded to the survey following the rollout of their digital displays.
•
23% of the 17 digital message board managers who replied to the survey noted an increase of staff engagement since the launch of the digital message boards.
•
41% of the 17 digital message board managers who replied to the survey noted staff were more informed on communications from the City since the launch of the digital message boards.
•
60% of the 17 digital message board managers who replied to the survey indicated they would like to request additional digital message boards for their department.
•
100% of the 17 digital message board managers who replied to the survey reported they were satisfied with the digital message board pilot.
Current State •
As shown on the background installation slide, most departments from phase 1 (11 out of 13) can reach all or most of their staff with the digital message boards.
•
However, 2 departments from phase 1 (Fire and Parks & Recreation) are only able to reach a small percentage of their staff with the digital message boards.
•
There are still several departments (particularly in the Community Building, Operations, and Public Safety Portfolios) that are not participating in phase 1 but would benefit from the digital message board solution.
Value of Digital Message Board Although City Week engagement has increased significantly over the last few years, ~30% of employees are still only "Sometimes" or "Rarely" engaged with the newsletter. The additional digital message boards will allow Communications to automatically push important news and information to more employees in more departments – particularly those who have more limited access to email – without having to solely rely on emails and/or content liaisons.
Current Pain Points: Based On Pilot Solution Retrospective
• Inability to reach all staff within key departments with the current allotment of digital displays. • The digital message board pilot has been effective at increasing accessibility to City information, but coverage is needed in more departments and at more work sites to ensure more equitable access to important communication across the organization.
Desired Business Value City of Durham's Strategic Plan Goal: Innovative and High-Performing Organization Initiative: Implement strategies from Reimagining Government to deliver enhanced processes and programs
•
The digital message board solution allows for important information to be quickly and easily shared with departments across the City, enabling more employees to be informed and engaged with the City.
•
Digital message boards solution also allows Communications to automatically push important news and information to all departments without having to rely solely on department message managers. However, departments can collaborate when it comes to developing and posting content for their own department(s) if desired.
Future State Benefits – Proposed Locations # New DisplaysBeing Requested
# New LicensesBeing Requested
Parks & Recreation Community Development DSC (Planning and/or Inspections) NIS Total Water Management Solid Waste Total Fire Police DECC Total
6 6 0 0 10 1 1 1 13 0 1 1 19 4 1 24
6 6 1 1 10 1 1 1 13 16 1 17 19 4 1 24
Grand Total
44
61
Department/s
City Hall Bulletins (CAO, City Clerk, CMO, Communications, DOC, Inspections, Finance, Public Works, TS, Planning, Equity & Inclusion, Transportation) Total Human Resources Total
Portfolio
City Hall Bulletins (includes City Manager, Community Building, and Operations Portfolios) City Manager's Portfolio Community Building Portfolio Community Building Portfolio Community Building Portfolio Community Building Portfolio Operations Portfolio Operations Portfolio Public Safety Portfolio Public Safety Portfolio Public Safety Portfolio
Future State Benefits Benefits of expanding the Digital Message Boards across the organization: •
Equitable communications access among pilot departments through allocation of digital displays at key additional work sites.
•
Additional capacity to reach more departments and staff across the organization with important City news and information.
•
All will continue to be connected to one platform that will be primarily managed by the Communications Department.
Recommended Solution and Analysis
Recommended Solution: ScreenCloud •
Digital signage software that allows for customized messages and content to be displayed via digital message boards (i.e. TVs, monitors, etc.)
Description •
Pros
Cons
•
•
Allows for information to be quickly sent and displayed on various digital message boards that is primarily managed by the Communications department ScreenCloud is a City standard for digital message boards communications
Limited capability of tracking engagement with the digital message boards
Digital Message Boards (Screen Cloud): Financial Estimate COST ESTIMATES Description
FUNDING
Year 1 Costs (Hours)
Annual Run Costs (Hours)/ KTLO
Departmental Funding Amount:
$0
Labor $ (Hours) Internal TS:
212 hours
10 hours
40 hours
0 hours
100 hours
10 hours
72 hours
0 hours
Project Run Costs (External)
$24,882
160 hours
106 hours
*Total Project Funding Requested for Year 1
$81,632 ($86,530)Inflation
$22,000
$0
Hardware: Displays
$29,216
$0
Hardware: Firesticks
$1,750
$0
$21,960
$21,960
$3,784
$0
$0
$2,922
Business Analysis TS Services TS PMO Internal Department: Communications and all other departments External :Professional Services: (TV Mounting & Cabling)
Funding Requested (Y/N):
Project One Time Costs
Non-Labor $
Software: ScreenCloud
Other: Wall Mounts Support for Monitors: (Cost starts for year 2)
*Total Project Funding Requested (External), includes External Year 1 Run Costs and Non-Labor
Y
$56,750 ($60,155) Inflation
Risk Identification Description of Risk
Risk Impact
Mitigated (Y/N)
Contingency(Y/N)
Poor execution
Low
Yes
No
Project team turnover
Medium
No
No
Vendor performance
Low
Yes
No
Cyber Security
Low
Yes
No
Mitigation Risk (Costs)
Contingency Risk (Costs)
Our Ask
We are asking the IT Governance Steering Committee to approve the business case for the Communications Department Digital Message Board Phase 2 for submission to the City Manager for approval and funding through the BMS department.