To: Sonoma County Board of Supervisors
Department or Agency Name(s): Information Systems
Staff Name and Phone Number: Maryanne Morehead 565-1443
Vote Requirement: Majority
Supervisorial District(s): Countywide
Title:
Title
Information Systems Department Allocation Changes
End
Recommended Action:
Recommended action
Adopt a resolution to amend the Information Systems Department Position Allocation List, effective August 15, 2023.
end
Executive Summary:
Over the past year, the Information Systems Department (ISD) has recognized certain service areas that require an increased level of technical and administrative support to ensure excellent service to our diverse customer base. This is primarily due to support of County Strategic Plan priorities with information systems components as well as a continued shift to remote work. To effectively provide a high level of service delivery and support to department clients, the department is requesting six position allocation changes.
The requested change would result in Adding/Deleting five allocations to establish suitable job categorizations in the Administration, Technical, and Enterprise Development Divisions, while eliminating five vacant allocations that do not have the qualifications necessary to provide effective services. One Position Change Request adds a new allocation to support the Sonoma County Public Safety Consortium Team (SCPSC). The changes result in a net addition of one position.
Discussion:
The Information Systems Department (ISD) currently has 117.5 position allocations, which are primarily technical positions. The department has held steady with our position allocations over the past eight years. However, our shared County Strategic Plan priorities, and a continued shift to remote work, have increased overall reliance on technology throughout the County and demonstrated sustained demand for services. In order to keep up with the workload, customer technical needs, and the daily support of over 4,000 users, ISD is requesting changes to the following allocations.
1. Add 1 FTE Information Technology Analyst II - The Sonoma County Public Safety Consortium (SCPSC) is requesting an additional allocation for the ISD-Public Safety Team. The ISD-Public Safety Team consists of two System Support Analysts, one Sr. Programmer Analyst, one Programmer Analyst and one Geographic Information Systems Technician. The new Information Technology Analyst II (ITA II) position will provide technical support for end-user technology including dispatch software and desktop computers for SCPSC. They will handle ongoing updates and replacement of equipment for the SCPSC. Currently this technical and equipment replacement work is being performed by the more senior Programming and Systems Support Analyst staff. The prorated cost of the position for FY 2023-24 is $140,818and will be fully funded by the SCPSC through an MOU.
2. Add 1 FTE Administrative Services Officer I (ASO I) and delete 1 FTE Administrative Aide - This ASO I will act as the department business liaison with clients across the County as the department rolls out major new initiatives to include the modernization or replacement of legacy technologies relied upon by justice clients, and deployment of cloud-based technologies such as Microsoft Office 365, Teams, and SharePoint. The move to these cloud-based technologies requires written instruction, staff training and assistance with department data cleanup to make the conversion to new technologies successful. This position will also act as the department subject matter expert on Grant funding opportunities for ISD and manage contracts and the internal Request for Proposal (RFP) process. They will serve as the department Continuity of Operations Plan liaison and provide Emergency Operations Center support as requested by the Dept. of Emergency Management. The prorated annual increase in cost for FY 2023-24 is $44,459 and will be funded through a combination of anticipated salary savings and project work. In subsequent years the increase will be funded through a combination of baseline rates and project work.
3. Add 1 FTE Department Analyst and delete 1 FTE Administrative Aide - This Department Analyst will provide analytical support across ISD Divisions, allowing technical analysts and more senior managers time to focus on more complex workload. The Department Analyst will work closely with the Financial Administrative Services Officer I, assisting with research, analysis, and financial report development for ISD’s management team. They will work with our technical subject matter experts to write scopes of work for RFP’s and Contracts as well as assume a higher-level role in supporting and coordinating the department’s recruitment, hiring, and onboarding processes. The prorated annual increase in cost for FY 2023-24 is $27,488 and will be funded through a combination of anticipated salary savings and project work. In subsequent years the increase will be funded through a combination of baseline rates and project work.
4. Add 1 FTE Information Systems (IS) Project Manager and delete 1 FTE Records and Information Manager - The existing Records and Information Manager is a narrow single position job class that is focused on management of County Records and Courier Service and does not allow for the skill set needed to diversify the team into the more modern technical side of electronic document management and digitization or support Litigation Holds and the Public Records Act request processes. The IS Project Manager will provide technical expertise to modernize the County Records Center and develop the electronic document management and digitization processes. This position will be responsible for the Records Information Management System including updating the Records retention databases, and handling upgrades and patches to the system. They will create electronic file plans for the set-up, storage, and retrieval of all electronic records for County departments. This position would also have the authority to manage Litigation Holds and the Public Records Act process on behalf of ISD. The prorated annual increase in cost for FY 2023-24 is $53,107 and will be funded through a combination of anticipated salary savings and project work. In subsequent years the increase will be funded through a combination of baseline rates, project work, and within existing general fund resources.
5. Add 1 FTE Information Technology Analyst (ITA) III and delete 1 FTE Graphics Designer/Photographer - This ITA III position will be the lead to the Web Team with a focus on Content Management, and Content Management training for our customers. They will handle ADA Remediation for larger and complex documents and tier three support for escalated content, website design and maintenance, and other website issues. This position will also play a key role in continuous updates to County websites during declared emergencies. The Graphics Designer/Photographer position was originally assigned to the former County Reprographics Unit and as services have evolved, it no longer reflects technologies or skill requirements essential to our industry. The prorated annual increase in cost for FY 2023-24 is $68,868 and will be funded through a combination of anticipated salary savings and project work. In subsequent years the increase will be funded through a combination of baseline rates and project work.
6. Add 1 FTE Information Technology Analyst III and delete 1 FTE Materials and Equipment Specialist - This ITA III position will be the lead for our multiple Technical Services equipment warehouses. They will be responsible for oversight of the work of an existing Materials & Equipment Specialist currently assigned in this area. They will manage, organize, and track our IT assets and inventory, and act as the subject matter expert on our asset and inventory software/system. They will be responsible for assignment of equipment to be deployed by our technical staff. This ITA III will test products and assist in determining equipment configurations. They will coordinate ISD‘s annual Device Modernization Program (DMP). The prorated annual increase in cost for FY 2023-24 is $66,671 and will be funded through a combination of anticipated salary savings and project work. In subsequent years the increase will be funded through a combination of baseline rates and project work.
Proposed Position Costs (represents the increase in cost from deleted allocations):
|
Requested Positions |
FY 2023-24 (9 months) |
FY 2024-25 |
FY 2025-26 |
|
Information Technology Analyst II (SCPSC) |
$140,818 |
$197,145 |
$207,002 |
|
Administrative Services Officer I (Administration Services) |
$44,459 |
$62,243 |
$65,355 |
|
Department Analyst (Administration Services) |
$27,448 |
$38,427 |
$40,348 |
|
Information Systems Project Manager (Records Management) |
$53,107 |
$74,350 |
$78,068 |
|
Information Technology Analyst (ITA) III (Web Services) |
$68,868 |
$96,415 |
$101,235 |
|
Information Technology Analyst (ITA) III (Client Support Services) |
$66,671 |
$93,339 |
$98,005 |
|
TOTAL |
$401,371 |
$561,919 |
$590,013 |
At present, ISD has sufficient space to house the additional employees without changes to the department footprint.
Strategic Plan:
This item directly supports the County’s Five-year Strategic Plan and is aligned with the following pillar, goal, and objective.
Pillar: Organizational Excellence
Goal: Goal 1: Strengthen operational effectiveness, fiscal reliability, and accountability
Objective: Objective 1: Align the Board of Supervisor’s strategic priorities, policy, and operational goals with funding and resources.
Racial Equity:
Was this item identified as an opportunity to apply the Racial Equity Toolkit?
No
Prior Board Actions:
NA
Fiscal Summary
|
Expenditures |
FY 23-24 Adopted |
FY24-25 Projected |
FY 25-26 Projected |
|
Budgeted Expenses |
$461,371 |
$561,919 |
$590,013 |
|
Additional Appropriation Requested |
|
|
|
|
Total Expenditures |
$461,371 |
$561,919 |
$590,013 |
|
Funding Sources |
|
|
|
|
General Fund/WA GF |
$46,699 |
$55,019 |
$57,770 |
|
State/Federal |
|
|
|
|
Fees/Other |
$414,672 |
$506,900 |
$532,243 |
|
Use of Fund Balance |
|
|
|
|
Contingencies |
|
|
|
|
Total Sources |
$461,371 |
$561,919 |
$590,013 |
Narrative Explanation of Fiscal Impacts:
For FY 23-24, prorated position cost totals $461,371 which includes salaries and benefits for the six requested positions of $401,371 plus one-time expenses of $60,000 for equipment (computer, workstation set-up) necessary to perform the work. Of this amount, $150,818 for the Information Technology Analyst II position requested by the Sonoma County Public Safety Consortium (SCPSC) will be funded by the Consortium. The cost for the remaining five positions, $310,553, will be absorbed with existing resources through a combination of anticipated salary savings and project work. There will be no impacts to FY 2023/24 ISD rates.
In subsequent years, the increase in costs for five of the positions requested by ISD (ASO I, Department Analyst, IS Project Manager, ITA III-2 FTE) will be funded through a combination of baseline rates, and project work. The increased cost associated with the Information Systems Project Manager in Records Management of $53,107 will be funded through a combination of baseline rates, project work, and within existing general fund resources.
One Information Technology Analyst II position will be fully funded through an MOU with SCPSC.
The ongoing annual cost increase associated with the new positions is as follows:
FY 2023-24 $401,371 (pro-rated for 9 months)
FY 2024-25 $561,919
FY 2025-26 $590,013
|
Staffing Impacts: |
|
|
|
|
Position Title (Payroll Classification) |
Monthly Salary Range (A-I Step) |
Additions (Number) |
Deletions (Number) |
|
Materials and Equipment Specialist |
$5,453 - $6,628 |
0.0 |
(1.0) |
|
Information Technology Analyst III |
$9,434 - $11,467 |
1.0 |
0.0 |
|
Graphics Designer/Photographer |
$5,364 - $6,519 |
0.0 |
(1.0) |
|
Information Technology Analyst III |
$9,434 - $11,467 |
1.0 |
0.0 |
|
Administrative Aide |
$5,966 - $7,253 |
0.0 |
(1.0) |
|
Department Analyst |
$7,421 - $9,020 |
1.0 |
0.0 |
|
Administrative Aide |
$5,966 - $7,253 |
0.0 |
(1.0) |
|
Administrative Services Officer I |
$8,293 - $10,079 |
1.0 |
0.0 |
|
Records and Information Manager |
$8,182 - $9,943 |
0.0 |
(1.0) |
|
Information Systems Project Manager |
11338-13780 |
1.0 |
0.0 |
|
Information Technology Analyst II |
$7,761 - $9,943 |
1.0 |
0.0 |
|
Total |
|
6.0 |
(5.0) |
Narrative Explanation of Staffing Impacts (If Required):
NA
Attachments:
2023-0875 Resolution
Related Items “On File” with the Clerk of the Board:
NA