To: Board of Supervisors
Department or Agency Name(s): Human Services
Staff Name and Phone Number: Angela Struckmann, 707-565-5800; Kellie Noe, 707-565-5849
Vote Requirement: Majority
Supervisorial District(s): Countywide
Title:
Title
Human Services Department Planning, Research, Evaluation and Engagement Unit Position Change
End
Recommended Action:
Recommended action
Adopt a resolution to add 1.0 Full-Time Equivalent (FTE) Public Assistant Systems Specialist and delete 1.0 FTE Program, Planning and Evaluation Analyst.
end
Executive Summary:
The Human Services Department (HSD) requests to delete a 1.0 FTE Program, Planning and Evaluation Analyst (PPEA) and to add a 1.0 FTE Public Assistance Systems Specialist (PASS) within the Planning, Research, Evaluation and Engagement (PREE) unit. The position manages the Upstream Investments Shared Outcomes Measurement System powered by the cloud-based Apricot software.
Discussion:
The requested change from a PPEA to a PASS position is needed due to the increased technical knowledge and breadth of work required to design and manage the Upstream Shared Outcomes Measurement System (SOMS), Apricot. Apricot has an increased level of complexity due to its expanded focus on collecting client demographic information and assessing client needs across multiple program areas. Apricot effectively supports the Upstream team in implementing the Anti-Racist Results-Based Accountability Framework that uses performance measure data to determine how many people we serve, how well we do it, and whether or not anyone is better off. The system uses dashboards and reports to make it easier to track and use data for decision making.
The Upstream SOMS launched in 2014 and has now grown substantially to include the following sites within the system: Human Services Department (Upstream Investments; Employment and Training; and Family, Youth and Children), Probation Department (Keeping Kids in School), American Rescue Plan Act and First 5 Sonoma County. The system has 414 unique users and holds information for roughly 5,000 clients, with over 360 organizations providing many different programs to the community.
The expansion of the system to include more project partners has come with increased job duties and responsibilities. Based on the evolution of the system and its users, the management responsibility and system expertise needed is better aligned with the knowledge and skillset of a PASS. These increased responsibilities are related to the following:
• Database design and database administration procedures
• Providing support and security management for users
• Extracting, transforming and loading data into data warehouse or analytic platforms
• Designing reports and analyzing data to assist program managers in using data for decision making
As the project has grown, the skillset required to manage the system has moved beyond the duties of a PPEA and into the PASS scope of work. The PASS will provide additional coordination and support for program managers and analysts leading programs that use the system. Given the complexity of the project, the PASS will provide better support for developing and implementing policies and procedures to ensure the integrity, security, and efficiency of the SOMS. The additional system requirements adds a level of complexity that current staff cannot manage.
This position change supports the Board’s priority identified through the Upstream Investments Initiative to promote evidence-informed and prevention focused interventions. One of the core tenants of Upstream is supporting shared measurement across multiple partners, and the PASS position will support continued progress in this area.
Strategic Plan:
This work aligns with, and will help accelerate the County’s progress on a number of Strategic Plan objectives, including:
• HSC2-1 Objective 1: Safety Net departments will begin tracking data using results-based accountability (RBA) for key programs to establish common outcome measures, such as increased service access and utilization by communities of color, or decreased homelessness
• HSC2-3 Objective 3: Identify and eliminate data gaps for underrepresented groups, and collaborate with the community to implement measures to mitigate the negative impacts caused by the lack of access to services by racial and ethnic groups that are disproportionately under-served by 2026.
Prior Board Actions:
None
Fiscal Summary
|
Expenditures |
FY 22-23 Adopted |
FY 23-24 Projected |
FY 24-25 Projected |
|
Budgeted Expenses |
$4,000 |
$10,000 |
$10,300 |
|
Additional Appropriation Requested |
|
|
|
|
Total Expenditures |
$4,000 |
$10,000 |
$10,300 |
|
Funding Sources |
|
|
|
|
General Fund/WA GF |
|
|
|
|
State/Federal |
4,000 |
$10,000 |
$10,300 |
|
Fees/Other |
|
|
|
|
Use of Fund Balance |
|
|
|
|
Contingencies |
|
|
|
|
Total Sources |
$4,000 |
$10,000 |
$10,300 |
Narrative Explanation of Fiscal Impacts:
The cost for 1.0 FTE PPEA in Fiscal Year (FY) 2022-23 from 4/4/23 through fiscal year-end 6/30/23 is $44,500 at the I-Step. The cost for 1.0 FTE PASS from 4/4/23 through fiscal year-end 6/30/23 is $48,500 at the I-Step, which would increase costs by $4,000 in FY 2022-2023.
The cost for 1.0 FTE PPEA is $189,800 and $195,500 in Fiscal Years 2023-24 and 2024-25, respectively. The cost for 1.0 FTE PASS is $199,800 and $205,800 in Fiscal Years 2023-24 and 2024-25, respectively. Replacing 1.0 FTE PPEA with 1.0 FTE PASS would increase costs by $10,000 and $10,300 in Fiscal Years 2023-24 and 2024-25, respectively.
The increased cost for FY 2023-24 includes a 4% Cost of Living Adjustment (COLA). The increased cost for FY 2024-25 includes a 3% COLA.
The PASS increased cost will be covered as part of the HSD overhead cost in the quarterly County Expense Claim (CEC). The cost of the position will be spread to all state and federal funded programs within the CEC. The unclaimable portion of the increased cost as well as any county cost that results from reaching state allocation capacities with be covered by 1991 Realignment. The potential cost to be funded by realignment is very minimal.
No additional appropriations are needed in FY 2022-23. The Department has salary savings and can absorb the cost increase.
There is no General Fund impact. There are no impact fees. FTE space already exists for this position. Once the PASS is hired, the PPEA position will be eliminated.
|
Staffing Impacts: |
|
|
|
|
Position Title (Payroll Classification) |
Monthly Salary Range (A-I Step) |
Additions (Number) |
Deletions (Number) |
|
Public Assistance Systems Specialist |
$7,235.35-$8,793.73 |
1.0 |
|
|
Program Planning & Evaluation Analyst |
$6,753.57-$8,209.34 |
|
1.0 |
Narrative Explanation of Staffing Impacts (If Required):
1.0 FTE vacant PPEA position allocation will be deleted from the HSD allocation list and 1.0 FTE PASS will be added.
Attachments:
Position Resolution
Related Items “On File” with the Clerk of the Board:
None