,:XI Report No:Meeting Date

18-010

March 14, 2018

Alameda-Contra Costa Transit District

STAFF RE PO RTTO:FROM:

SUBJECT:

AC Transit Board of Directors

Michael A. Hursh, General Manager

CriticalIT Projects Status Update

BRIEFING ITEM

RECOMMENDED ACTION(S)

Consider receiving a status update on critical Information Technology (IT) projects

BACKGROUND/RATIONALE

This staff report outlines a number of critical information technology projects that have beeneither completed or near-completion, and will be the core technology foundation for futuregrowth of IT solutions at AC Transit.

Status Updates on CriticalIT Projects

Modernizing and upgrading the various Information Technology systems at AC Transit is a keystrategic initiative. Many IT projects currently underway are in various phases of development,deployment, testing and completion. This staff report provides a brief status update on thefollowing critical IT projects at the District:

A.

B

c.

D

E.

PeopleSoft 9.2 Software Application UpgradeCAD/AVL Replacement ProjectHASTUS Integrated Operations Software Projects: Daily Crew, Daily Vehicle and BIDWebWebsite RedesignNetwork and Security Infrastructure Improvements

A. PeopleSoft 9.2 Software Upgrade

The PeopleSoft enterprise software is a business-critical application that affects everyDistrict employee. The Phase I of PeopleSoft 9.2 Upgrade Project was initiated onSeptember 26, 20].6 and went live on August 7, 2017; within budget and schedule. Thissoftware upgrade included the foil.owing PeopleSoft: Human Capital Managementmodules (HCM); Financials (FIN); Supply Chain Management; People Tools; and, Portalgateway.

Phase lof the PeopleSoft upgrade to version 9.2 has ensured that the District willreceivecontinued customer support from Oracle. The decision to upgrade resulted from Oracle'sdecision to phase out support for the older PeopleSoft 9.0 version.

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Report No. 18-010Page 2 of 7

Internal IS staff and the PeopleSoft team planned, designed and executed this majorupgrade project. The IS Department also relied on the District's PeopleSoft hostingpartner Sierra Cedar to perform the technical aspects of the upgrade. The District'sPeopleSoft team completed the project development, testing, training andimplementation phases. The IS department leveraged the existing contract with RobertHalf Technologies for temporary employees to augment the team with specific skillsets.

Phase llof the PeopleSoft 9.2 upgrade project willfocus on enabling new functions andprogramming the latest features, now available in current version, to optimize thebusiness processes for maximum return on the investment. The Phase ll deliverabletimelines include, 1) the automation of Electronic Fund Transfers of AP and Payrollpayments to Bank; 2) Payroll to General Ledger accounting; 3) Project Requests; 4)Centralization of District Agreements; 5) Roth 457; 6) administration of AFSCME 37.5 hrs.;and 7) Personnel Requisitions. Phase ll is targeted for completion by the end of 2018.These enhancements will help the District in process automation with less paper, dataaccuracy, and business efficiency.

B. Computer Aided Dispatching and Automatic Vehicle Location (CAD/AVL) ReplacementProject

The District's CAD/AVL system provides radio and cellular-based communication betweenAC Transit Vehicle Operators and the Operations Control Center. It also provides nextstop announcements for customers and schedule adherence functionality.

The current CAD/AVL techno]ogy has operated since ].999 and has reached end of life. InJuly 2015, the District entered into contract with Clever Devices, Ltd. to implement areplacement CAD/AVL system. Fulldeliverables include the CAD/AVL replacement alongwith Voice-over-lP (VOIP) primary communications, Real Time Passenger Informationsystem replacement (BusTime), turn-by-turn directional capability for operators, and anew feature, headway management.

The successful project completion and final cutover for a system of this complexity andmagnitude requires a series of various testing types, including, but not limited to,functional, performance, stress, failover, etc. Currently, the District is engaged incompleting Onboard Systems Integration tests before performing 'mini-fleet ' testing.Only upon successfulcompletion of these tests and approvals by allthe key stakeholders,the full bus fleet installation willcommence. Based on current Phase ltimeline, the fullfleet installation was planned for completion in June 2018; however, due to severalcritical outstanding technical issues the new go-live date is now December 2018. ThePhase ll deliverables timeline will include implementation of Secure Bus Technology aswellas the bi-directionalinterface with HASTUS Daily.

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Report No. ].8-010Page 3 of 7

C. HASTUS Integrations Operations Software Project - Daily Crew, and Daily Vehicle andBIDWeb

The goal of the HASTUS Integrated Operations (HIOPS) project is to replace the legacysoftware applications that comprise the operator timekeeping and transit informationsystems with a seamless software solution for the core business functions of managingBus Operator paid time, Bus Operator timekeeping, vehicle dispatching, and Bus Operatorbidding processes and ensuring they are cost-effective and supportable.

The IS Department installed the first HASTUS software module in 2002 as part of thedeployment of the Orbital TMS CAD/AVL system. Successful implementation of theHASTUS Daily Crew and Daily Vehicle software required the completion of other softwaresub-projects. Each sub-project Includes design, build, test and acceptance tasks so thatthe project schedule was staggered. The current project master schedule reflects thefollowing dates.

HIOPS PROJECT PHASES DETAILS

1. 1T Network and

Infrastructure Upgrades

/ Deployed in FY2013-14

/ IT server and web-based server infrastructure

needed to support HASTUS Daily and

upgraded software technology

11 Upgrade SchedulingModules

#' Dep]oyed in FY2013-].4

/ Provide calendar and run data to implement

BID, BID-Web and Daily

lll. Implement BID andBIDWeb modules

jseparate phasesl

/

/

/

BID dep[oyed in FY2014-].5

BIDWeb in pilot phases at Divisions D2, D3and D6 FY 2017-18

Operator run data, employee, vacation, and

vehicle data required by Daily

IV. Implement HASTUS

Daily Crew and DailyVehicle

/

/

/

/

Initiated in FY2015-16 -- deploymentscheduled for March 2018

Consistent payrollprocesses across allbusdivisions

Retired legacy OTS and TIS applications

Interfaces with the EDB, internaland externalsou rces

/' Clever Devices CAD/AVL - bi-directionalinte rface

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Report No. 18-010Page 4 of 7

The District is now completing the final phase of the HIOPS project by implementingHASTUS Daily Crew and Daily Vehicle software in the Spring, 2018. This final phaseincludes testing software data exchanges (interfaces) with the District EnterpriseDatabase (EDB), PeopleSoft 9.2 FIN, HCM, staff training, network infrastructure, networktesting, and on-site vendor support. The initialrollout at only Bus Division-D4 takes intoaccount the software development schedule dates and data requirements needed forthenew Clever CAD/AVL system.

Implementation of the BIDWeb software product follows both the current ATU Local192collective bargaining unit agreement and software configuration recommendations froma Bus Operator BIDWeb Committee. BIDWeb allows Bus Operators to log-on to a securewebsite in order to view, filter and research runs prior to an Operator sign-up. BusOperators may submit a list of preferred runs(selections), so that they have the option ofattending a division sign-up.

The BIDWeb Committee meets regularly to review the BIDWeb software configuration,schedule as wellas provide trainingto other Bus Operators. The IS Department commitssignificant resources to support the BIDWeb Committee, deployment and the HASTUS

Daily software testing.

D. Website Redesign

A staff report scheduled for the April 11, 2018 AC Transit Board meeting will include arequest to seek authorization for a request for proposalfor the website redesign. At thistime, the goalof the project is to design and deliver a website that achieves the following:

0

0

e

6

8

0

0

e

Responsive -- provides optimalviewing experience across a range of devicesMobile first -- an approach to responsive design by designing for smaller screens firstthen adding features for bigger screens.Title VI and ADA complianceLong-term content management and sustainabilityUser Centric Design for Riders and ResidentsData-driven design and regular data collection and assessmentCloud-hosted

Security improvements

The current vision of the project includes providing real-time bus information on thewebsite through an integration with the Clever CAD/AVL system, as well as utilizing themaps and schedules data from the HASTUS application.

Project team members are reaching out to the SFMTA, VTA and BART transit propertiesto gather information on their experience with website re-engineering and contentmanagement choices. In addition, a customer needs assessment will be conducted toensure that both internal and external customer needs are understood prior to thewebsite design phase

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Report No. 18-0].OPage 5 of 7

E Network and Security Infrastructure Upgrade

The network and security infrastructure is the critical backbone of all technology andcommunication projects at the District. The Networking and Engineering group areresponsible for recommending, designing, and implementing improvements whether it isa project upgrade or a new project that requires state-of-the-art technologies.

The following table lists allnetwork and security projects, currently underway

PROJECT BENEFITS

10 Gb Fiber Optic Network /

/

/

Installed new fiber and patch panels at the GOand at the divisions

Willprovide IOx the current network

throughputImproved software performance throughoutthe District and Bus Divisions

Willbe fully integrated August 2018

Replaced end of life equipment with new access

points, cabling, and controllersProvides secure wireless connections to the

District's network

Added wireless to the bus yards

July 2018

Wireless Local Area Network

IWLAN) -

June 2018/

/

Local Area Network (LAN) Willreplace end oflife Cisco 3750 accessswitches at the GO and at the divisions with

new Cisco 9300 access switches

Will provide 10x the current network

throughputProvide more network connections for future

computers, access points, security equipment,

and Internet of Things(loT) devices.

August 2018

/

/

Identity Services Engine(ISE) Involves the installation and configuration of

Cisco premier network security product

Improved security for wired and wireless

networks by providing access for only

authorized users and computers to business

systems and IT infrastructure

December 20].8 /

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Report No. 18-010Page 6 of 7

WAN Router Upgrade /

/

Replaces end of life Cisco 2800 and 3800 seriesrouters with new Cisco ASR and ISR series

routers

Provides faster network connections between

the GO and the Bus Divisions

August 20].8

AT&T Switch Ethernet (ASEI

Implementation -

/

/Retires the current AT&T Opt-e-man network

Implements a new AT&T Switched Ethernet

(ASE) network to interconnect the General

Office, Divisions, and the Salesforce TransitCenter

Reliable high-speed network connectivitybetween GO and Bus Divisions

August 2018

/

VMware NSX Platform /

/

Implements severalvirtualized security

appliances to refine network security by

utilizing network micro-segmentationAllows connection to business systems from

only authorized users and computers

December 2018

All future capital project requests will require an assessment of the network and securityinfrastructure requirements. This assessment willhelp to ensure that allprojects willinclude therequired IT investment or maintenance budget in the total project costs. On successfulcompletion and integration of these critical projects, state-of-the-art network and securityinfrastructure will provide secure and reliable high speed network connectivity for all ourbusiness systems and applications.

BUDGETARY/FISCAL IMPACT

There is no budgetary or fiscal impact associated with this report

ADVANTAGES/DISADVANTAGES

This report is to provide and inform the Board of on-going critical IT projects at the District, andto emphasize the alignment of technology projects with the District's strategic goals.

ALTERNATIVES ANALYSIS

No alternative analysis needed because this is an informationalreport only

PRIOR KELEVANT BOARD ACTION/POLICIES

None

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Report No. 18-010Page 7 of 7

ATTACHMENTS

l Powerpoint Presentation on major IT Projects

Approved by:

Prepared by:

Ahsan Bail, Chief Information Officer

Manjit Sooch, Director of Software DevelopmentMike Carvalho, Enterprise Network EngineerSandra Lewis-Williams, Senior Project ManagerPatricia Broadbent, Senior Project ManagerDarrelITal<ara, Project Manager

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