Administrative Services (4510P)

Transcription

1 Department: Publc Works FY 2003 and 2004 Recommended Budget Program Outcome Statement The Admnstratve Servces Dvson gudes and supports the department n accomplshng ts msson through collaboratve, nnovatve and responsve human resource, technology, fnancal and other admnstratve servces and systems. Headlne Measures Percent 100% 80% 60% 40% 20% 0% Percent of Hours Network s Avalable Durng Busness Hours 98% 95% 97% 98% Estmate Fscal Year Percent of Rembursable Work Authorzaton Expendtures Fully Rembursed Story Behnd Baselne Performance The Dvson has focused on establshng processes and systems and realgnng servces n the areas of fnance and accountng, nformaton technology, organzatonal development and grant and contract support to address the changng needs of the Department. Accomplshments nclude: Development of new or converson of exstng database applcatons for Arport operatons, Captal Projects budgetng, Constructon Servces work requests, Coller Burns and subdvson maps and Constructon Project trackng Streamlnng of contract processes through custom reports, templates and requests for servce and expanson of grant support to nclude a grant trackng database, grant tranng and research Development of custom fnancal reports and specalzed tranng n the Cost Accountng Management System (CAMS) Successon plannng and employee retenton s addressed by the Departmental Tranng Plan, whch dentfes tranng requrements and career development courses for each classfcaton. The plan was fully mplemented n FY and more than 60 courses were offered wth 4,000 tranng hours completed. Staff also worked wth Employee and Publc Servces to create new classfcatons n the Engneerng and Waste Management Sectons to mprove recrutment and retenton efforts. Percent 100% 80% 60% 40% 20% 0% % % Estmate Fscal Year 94% 94% A d m n s t r a t v e S e r v c e s ( P ) All employees partcpated n annual Outcome Based Management (OBM) sessons conducted n the fall to revew ther OBM Program Plans, ncludng prortes, customer feedback and performance measures and to develop prortes and performance targets for FY The Dvson surveyed managers and supervsors n 2001 to assess current servces and determne future program prortes and support needs. Responses ndcated a 97.3% satsfacton rate wth current servces and new and/or addtonal support requrements n the areas of web desgn and mantenance, document management and process smplfcaton and mantenance management system mplementaton and support. Many respondents also requested that a drectory of admnstratve servces and contact people be developed to expedte assstance. Mantenance Management System mplementaton s n 6-21

2 progress and staff was added n FY to support ths effort. The Health and Hosptal Facltes Mantenance Unt wll be transferred to the Department July 1, 2002 and a plan s under development to nsure a smooth transton of the admnstratve functons. Resources wll need to be shfted n order to focus on ncreasng the level of servces n the areas dentfed above. What Wll Be Done to Improve Performance n the Next Two Years The Admnstratve Servces Dvson wll meet performance targets by dong the followng: Asset and Mantenance Management System Implementaton and Support (Fundng Adjustment 1) Partcpate n selecton, testng, mplementaton and documentaton of systems Address ntegraton wth GIS and other approprate databases Create New Department Webste (Fundng Adjustments 1 and 6) Develop Request for Proposal Survey users and solct nput Desgn and mplementaton Transton Health and Hosptal Mantenance Admnstratve Functons Identfy exstng processes Develop transton plan Tran staff and montor progress Improve Document Management and Streamlne Admnstratve Processes (Fundng Adjustments 6) Revew and update Records Retenton Schedule and purge Department Central Fles Develop database for Department Central Fles Market Servces Identfy and develop procedures for requestng admnstratve servces Develop brochure detalng servces and contact nformaton Make the brochure avalable on the ntranet 6-22

3 Resource Allocaton Summary Adopted Revsed Recommended Recommended FUNDED FTE TOTAL REQUIREMENTS 4,284,255 4,086,272 5,310,505 5,310,505 5,365,092 5,426,908 TOTAL SOURCES 3,962,601 3,696,402 4,946,269 4,946,269 5,035,856 5,097,672 NET COUNTY COST 321, , , , , ,236 NCC BREAKDOWN: DISCRETIONARY SERVICES 364, , , ,236 FY Fundng Adjustments The followng are sgnfcant changes from the FY Current Year Revsed Budget to the FY Recommended Budget: 1. Technology Upgrades - Communcaton ($45,000) Other Professonal Servces wll be ncreased by $45,000 to support the mplementaton of the Asset/Mantenance Management System by upgradng the coastsde computer network communcatons ($25,000) and for the development of a new Department Internet webste ($20,000). The cost of these servces wll be offset by Interfund Revenue. 2. Equpment Replacement ($75,000) Two servers wll be replaced as part of the three-year replacement plan. A mal server and web server ($65,000) and a large format scanner ($10,000) wll be purchased for the man offce at 555 County Center, provdng the ablty to scan plan documents and maps and transmt them electroncally to customers, contractors and others. These purchases wll be offset by Interfund Revenue. 3. Far Oaks Agreement New Revenue Offset ($35,000) Dscretonary funds avalable n County Servce Area 8 ($35,000) wll be transferred to ths unt to support a porton of the cost of the Far Oaks Communty Center Mantenance Agreement. Ths s a reducton to the General Fund cost of ths servce and reduces Net County Cost ($35,000). 4. Adjustments to Provde Current Level of Servces ($65,413) Current level of servce has been reduced by $65,413. Salares and Benefts have ncreased by $54,806 to nclude mert ncreases and the annualzed cost of md-year poston changes and negotated labor ncreases. Servces and Supples have been reduced by $120,742 to offset ncreases n Other Charges of $90,523 whch nclude nflatonary and negotated cost adjustments for exstng 6-23

4 contracts, ncreases n the cost of facltes mantenance, nsurance and nformaton technology support. One-tme Fxed Assets of $90,000 have been elmnated. There s no change n Net County Cost as Fund Balance has been elmnated ($105,347) and Interfund Revenue has been ncreased ($39,934). FY Fundng Adjustments The followng are sgnfcant changes from the FY to the FY Recommended Budget: 5. Equpment Replacement ($80,000) Two servers and one prnter wll be replaced as part of the three-year replacement plan and Intrafund Revenue wll offset the cost. 6. Technology Projects ($45, 000) Other Professonal Servces have been ncreased ($45,000) to support two projects dentfed n the OBM program plan; the Webste Project Phase II and the Document Management and Streamlne Admnstratve Processes Project. Interfund Revenue wll offset the cost. 7. Adjustments to Provde Current Level of Servces ($63,184) Current level of servce has been reduced by $63,184. Salares and Benefts have been ncreased by $32,266 to nclude mert ncreases and hgher beneft costs. Other Charges have been ncreased by $24,550 for antcpated nflatonary ncreases n costs from servce departments. One-tme Fxed Assets have been reduced by $75,000 and Other Professonal Servces was decreased by $45,000 to elmnate one-tme expendtures for Network Communcaton Upgrades and the Webste Project Phase I. Mscellaneous Revenue has been decreased $7,095 to elmnate a one-tme nsurance refund and Interfund Revenue has been decreased by $56,

5 Performance Measures Summary Table Performance Measures FY FY FY Estmate FY FY What/How Much We Do Number of hours network s avalable durng busness hours --- 1,952 1,940 1,950 1,950 Number of work authorzatons processed 3,556 3,400 3,000 3,000 3,000 How Well We Do It Percent of hours network s avalable durng busness hours % 95% 97% 98% Percent of work authorzatons processed wthn fve days 91% 93% 94% 95% 95% Is Anyone Better Off? Number and percent of nformaton technology servce requests resolved wthn 24 hours --- / / 94% 450 / 88% 520 / 94% 520 / 94% Number and percent of rembursable work authorzaton expendtures fully rembursed 1,452 / 98% 1,330 / 91% 1,248 / 96% 1,261 / 97% 1,261 / 97% Number and percent of customers ratng servce good or better --- / / / 97% 24 / 90% 24 / 92% 6-25

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