A MOTION to adopt the executive's plan for addressing major technology emergencies, as requested by Motion 14750.
Madam Chair. Here. Councilmember Dunn says that he is here as well. Okay. All right. Thank you. So that brings us to item number seven on the agenda, proposed motion 2017 0 to 9 five, which is a motion to adopt the executive's plan for addressing major technology emergencies. This motion is in response to a request sponsored by Councilmember Lambert. And here once again to brief us is Tara Rose. Thanks, Madam Chair. Still, Terry Rose, council staff. Item number seven on the agenda is proposed motion 2017 0295, which would adopt the executive's plan for addressing major technology emergencies. This materials for this item begin on page 161 of your packet motion 14750 requested the executive to develop and transmit a plan by April 3rd, 2017 that would address major technology emergencies that might occur in the Office of Emergency Management, the Department of Natural Resources and Parks, the Department of Elections and other departments as requested by department directors. Motion 14750 requires that this plan be adopted by council by motion, and for it to address at least the following four areas. The first A Method for alerting city sorry the King County Information Technology Department on upcoming operational events. A list of events in 2017 and 2018 where there may be increased technical capacity required due to higher than normal needs, such as an election day, for example. Third, a method for alerting the city to technology emergencies in specific departments. And then fourth, a resource on call plan for technology emergencies for specific departments. So they plan to address major technology emergencies. Was transmitted to council on July 5th after the executive requested a two month extension. The plan, transmitted to council meets the content requirements outlined in motion 14750. And I will briefly describe how each of the four areas is addressed in the plan. I'll now flip a head to page 163. The plan indicates that both executive branch and separately. I'm sorry. Okay. Motion 14750 requires the plan to describe the method by which departments will alert cascade of key operational events so that KPI teams identify resources that may be needed and ensure that no changes to key technology infrastructure are made during those times. And the plan in response to that indicates that both executive branch and separately elected agencies use its change management process to alert Keysight about upcoming operational events, where a temporary moratorium on it changes is needed. Agency staff request a change moratorium at least two weeks in advance, if possible, for known events, and identify the critical business processes , websites, systems, locations and any other technology that must remain up and supported. According to the plan, agencies can alert KCET of any operational events, and that includes planned or those that are emergent by contacting the customer support services team via phone, email or web within. If within the King County Network, these change requests are then processed by the City Change Advisory Board, which conducts weekly meetings and is comprised of the KCET Business Continuity Program Manager and IT staff and agents in executive branch and separately elected agencies. And the same process is used in emergencies and for unplanned events. And while a two week notice is preferred, when events are known, an emergency change process or moratorium can be submitted and implemented immediately as needed. For example, the Department of Natural Resources and Parks uses this process for flood warnings or when the flood center is activated . Moving on to area number two, addressed in the plan, motion 14750 requires the plan to include a list of events in 2017 and 2018 where there may be increased technical capacity required. The planned repeatable events identified in the plan are listed in table two on page 164 of your packet. Executive staff indicate that events needing moratoria are harder to predict in advance for both the Department of Natural Resources and Parks and the Office of Emergency Management. Though both agencies use the change management process, I just got just described for emergency situations as needed. Moving on to area number three, addressed in the plan motion 14750 requires the plan to include a description of the method by which the Office of Emergency Management, the Department of Natural Resources and Parks, the Department of Elections and other relevant departments will alert KCET to emergency technology issues. And as noted previously, the plan indicates that all agencies can alert KCET of operational events, both planned and emergent, by contacting the CASA Customer Support Services Team. And the phone number listed in the staff report is answered 24 hours a day, seven days a week, and alerting the that team begins the change management process described previously. Moving onto area number four addressed in the plan. Motion 14750 requires the plan to include a resource on call plan to ensure that the departments named in the motion want access to needed technology expertize in an emergency. The Case Customer Support Services Team is the central contact number for all planned or emergent events, as they noted. And the plan indicates that KCET has identified on call staff for the various systems and components of the county's technology infrastructure such as phones, network servers, applications, etc. and if necessary, KCET made it clear a major incident depending on the type of emergency which generates a Skype call and a request for all on call staff to engage in the call within 10 minutes. That concludes my remarks. Unfortunately, no executive staff were able to be here today, but I'd be happy to take any questions as well as follow up with the executive staff following the meeting as appropriate. Thank you very much. Questions or comments? I'm Chair Councilmember Lamer, so I think you did an awesome job. So this came about because we had our phones crashed during a flooding emergency and we had no alternatives or backups or a way to reroute or anything else. And then later we had our websites crash, so it was clear that we weren't really stepped up to deal with emergencies and to know who to call as quickly. And for those people to know what you know, what times of the year this could be expected because these aren't really emergencies. They become emergencies because we're not properly staff for the things we know that are going to happen. So that's why we started this. And it's good that we have the chart from elections and Willard, no other department said that they have any spikes in their computer or web users. Agencies use the change management process described for things that may not be a like annual repeat event such as elections. And so they use that process and these are just the sort of known repeat events. And then did they identify any supplies that we might need, you know, greater capacity to move more onto another server, more server space, a generator? Were there any other supplies that they thought that might be helpful? There was no mention in the plan transmitted of additional supplies needed. However, I can follow up with executive staff and I would imagine that would. Be my one question. And then how are they going on that? And then how would they alert all the other agencies about this? Are they going to publish on their Web site or put out countywide email about it? How are they going to notify all the other agencies? And that would be a question for executive staff. And I can follow up and circle back. Thank you. Thank you, Madam Chair. Thank you. I think it's valuable to review the approaches being used and make sure that we're in in providing appropriate oversight. One of the, I think, major innovations that was put in place, I want to say four or five years ago now, it never used to exist is the 24 hour helpline . And that's the that the helpline is what you're referring to when you say the on call place. So that if you know somebody who worked at a 24 seven operation, it used to be that if somebody and many people were working and many things were happening in the middle of the night, if they had an eye problem , it had to wait until the morning. You could call and leave a message and somebody might get back to you. We had our own staff who we could call out, but as you imagine, with three or four guys, you don't want to do that too terribly often. So having the 24 seven on call number is a major improvement in terms of responsiveness to exactly this kind of thing. That's not to say that there aren't still there is still work and there are still things we can learn from subsequent emergencies that happened after that innovation. But to me, that was probably the biggest thing that was done to to be prepared to deal with i.t. Demand and challenges that are not planned. So yeah, we had, by the way, in response to your department request, we had very few planned heavy I.T. draws at the jails. So there were things that we would do. But, you know, running a scheduling program once a year doesn't put a really probably appreciable demand on our computer system. And the times we did have demand that we didn't expect, it tended to be on like the health records system. And that had to do with the system that was being put in place. And it was unplanned. It just happened and was addressed at the time. So I thank you for for raising this issue. It's just something that we don't tend to think about a lot. Another unsexy thing that actually. Exactly. Is very, very important. Okay. Thank you very much, Terry. We appreciate the report and behalf of the executive staff. I guess I would say usually we can be afford to be a little bit flexible when their schedules don't allow us to come. But there's no more meetings this year. So this was a matter of timing. And that brings us to our final briefing for today and for the year, and that is item number eight on the executive's investing in you policies on human resources. I'm sorry. Oh, I'm sorry. This motion pending almost already to be done. And it's just so okay that there is a motion that we need to take up. Councilmember Lambert, would you please move approval? Thank you. Yes, I'd be happy to. I'd like to move proposed resolution 2017 095. And I also like to thank Bill Kehoe, who worked with me on this. You no longer works here, but I will send him a copy done in L.A. and we got it done. Very good. Thank you. All right. Motion 2017 0295 To adopt the executive's plan for addressing major technology emergencies is before us. Any comments or questions? Will the card please? CALDERON Thank you, Madam Chair. Councilmember DEMBOSKY Councilmember DUNN All right. Councilmember Garcia. Councilmember Caldwell. Councilmember Lambert. Councilmember McDermott Hi. Councilmember up the ground. Councilmember one right there. Hi. Madam Chair. Hi, Madam Chair. The vote is eight is known as Councilmember Gossett. Excuse that that motion carries. And I would put that motion on consent and expedited December 11th. Thank you. All right. Now we will move to their final briefing of the year.