DATE: March 7, 2017
TO: Board of Supervisors
SUBMITTED BY: Robert W. Bash, Director of Internal Services/Chief Information Officer
Oscar J. Garcia, Auditor-Controller/Treasurer-Tax Collector
SUBJECT: Salary Resolution Amendment-Department of Internal Services
RECOMMENDED ACTION(S):
TITLE
1. Approve Salary Resolution Amendment for the Internal Services Department and the Auditor-Controller/Treasurer-Tax Collector as reflected on Appendix “E”, on file with the Clerk to the Board, effective March 13, 2017.
2. Approve and authorize Clerk of the Board to execute Budget Transfer No. 14 transferring appropriations within the Auditor-Controller/Treasurer-Tax Collector, Ogranization 0410 from Account 6100, Regular Salaries ($132,733), Account 6400, Retirement Contribution ($77,922), Account 6500, OASDI Contribution ($10,154), Account 6600, Health Insurance Contribution ($9,456) and Account 6650, Life and Disability Insurance ($179), to Account 7296, Data Processing Services in the amount of $230,444.
REPORT
Approval of the recommended action will ensure the Internal Services Department (ISD) has sufficient staffing and management levels to provide effective service to County Departments, improve the County’s management of information technology security, and transfer six Information Technology related positions from the Auditor-Controller/Treasurer-Tax Collector (ACTTC). The recommended Amendment to the Salary Resolution will increase the permanent positions with Internal Services Department by 9 positions. The recommended Budget Transfer will allow the ACTTC to transfer appropriations between 6000 and 7000 series object level accounts to account for the direct billing of information technology services previously provided by the transferred staff.
ALTERNATIVE ACTION(S):
Should your Board not approve the recommended actions, the department will not have sufficient staffing or proper classifications to adequately migrate the property tax system to supported technology, implement improved IT security, and provide customer services desired by other County Departments.
FISCAL IMPACT:
There is no increase in the FY 2016-17 budgeted Net County Cost associated with the recommended actions. Sufficient appropriations are included in the FY 2016-17 Adopted Budget for Information Technology Services-ISF, Organization (Org) 8905 to cover the costs associated with the first recommended action. These charges will be reflected in the requested FY 2017-18 budget for Information Technology Services-ISF, Org 8905. Approval of the second recommended action will allow the Auditor-Controller/Treasurer-Tax Collector, Org 0410 to transfer FY 2016-17 appropriations ($230,444) within the Department between Salaries and Benefits 6000 series object level accounts to Account 7296, Data Processing Services to account for the direct billing of information technology services previously provided by the transferred staff.
DISCUSSION:
In consultation with the Department of Human Resources, ISD continues to evaluate workflow processes, classifications and functions within each division to increase operational effectiveness and better serve County Departments. ISD is seeking to restructure its functions and organization within the Information Technology Services and Administration Divisions. The Department is addressing service needs by transferring ACTTC information technology staff to better support the implementation of the new property system project (Assessor and ACTTC applications), and adding supervision and other classifications in order to meet increasing requirements within IT security and customer service.
Due to increased technology security risks within user departments and the County network, ISD has experienced increased demands on IT management and support staff. The addition of one IT Division Manager, with the option to underfill will allow ISD to better divide managerial responsibilities and result in improved IT Security and increased efficiencies in responding to the needs of County user departments. The additional management position will relieve the number of staff supervised by the Department’s Division Managers in the areas of Security, Network, and Desktop Field Support. Under the current structure, Division Managers directly supervise an average of sixteen employees and indirectly supervise thirty-eight employees. Under the new structure, IT Division Managers will have an average of six staff supervised and thirty-two indirectly supervised staff in multiple lines of business.
Changes to the Salary Resolution include transferring the Information Technology Analyst (ITA) series for a total of five ITA positions and the Systems and Procedures Analyst (SPA) series for a total of one SPA position from the ACTTC. In the process one vacant Systems and Procedures Manager allocation is deleted from the ACTTC. The transfer of six total information technology staff is recommended by the ACTTC as well as ISD to support customer service needs of the ACTTC including appropriately maintaining the existing property tax system (Assessor and ACTTC) and migrating services to the replacement platform. The transition from existing, and in some cases non-existing, solutions to an integrated enterprise system will require extensive analysis of existing business practices as they compare to the new system’s features and functions. This analysis will allow the County to either adopt new processes or generate user requirements for additional modules or applications to be developed for integration with the system. Once those systems are implemented, the new structure will allow for proper documentation and training to be conducted.
Two (2) additional positions within the SPA series is included to implement a new customer service model. One of the positions has the option to be filled as a Sr. SPA to provide supervision. The Internal Services Department will be better suited to serve the needs of customer departments by utilizing the same classification as customer departments. Currently, the customer service role is filled by ITAs who are required to function in both technical and customer service areas. The current structure results in competing priorities to address user department requests and delays in providing adequate response.
Administrative changes are requested in the division’s clerical grouping. The duplicate allocations date back to the merger of the Information Technology Services and General Services Departments. The removal of one vacant Executive Secretary-Confidential allocation is recommended, as well as the addition of one Administrative Assistant allocation, and removal of one vacant Administrative Assistant - Confidential allocation, will better represent the needs of the department.
ATTACHMENTS INCLUDED AND/OR ON FILE:
Salary Resolution Amendment Appendix “E”
On file with Clerk - Budget Transfer No. 14
CAO ANALYST:
John Hays