Department of County Assets FY 2018 Proposed Budget Presented to the Board of County Commissioners Multnomah County April 26, 2017 Located at: www.multco.us/budget
Agenda Introduction CBAC Department Budget Overview Budget Overview by Division General Fund Reductions New, One-Time-Only (OTO), General Fund Legislative Impacts & Future Policy Issues Summary Questions FY 2018 Proposed Budget Presentation 1
Citizen Budget Advisory Committee Cormac Burke, Committee Chair Ben Brady Brandon Harris Robert Stabbert Trent Wilson FY 2018 Proposed Budget Presentation 2
Department of County Assets: Introduction FY 2018 Proposed Budget Presentation 3
Mission, Vision, Values FY 2018 Proposed Budget Presentation 4
Guiding Principles Triple Bottom Line Inclusive Workplace. Innovative Technologies. Sustainable Practices. Creative Synergies FY 2018 Proposed Budget Presentation 5
Budget Highlights: Themes Deliver large capital projects Multnomah County Central Courthouse Multnomah County Health Department Headquarters Enterprise Resource Planning System Asset Management Capital Planning IT Fitness Assessment Facilities Asset Strategic Plan Secure and Resilient FY 2018 Proposed Budget Presentation 6
Budget Highlights: Equity Approach Dedicate Resources Department-Wide Assessments Consultations with Managers, Teams and Individuals Promote Employee Resource Groups Participation by Our Employees First Departmental Employee/ERG Open House Build Connections Employee All Staff Event Regular Community Service Events FY 2018 Proposed Budget Presentation 7
Who We Serve/What We Do Initiated construction for two major facilities projects Reduced specific Cyber exposures from 36% to 8% Processed 27,000 facility work orders Offset 100% of carbon emissions via Renewable Energy Credits* Maintained 62,000,000 files and 1,000 databases Added 24,000 gallons of on-site fuel Opened and maintained 3 new homeless shelters Hosted 1 st Employee Resource Group Open House Donated 1,885 items to Free Geek *From electricity use in County Facilities FY 2018 Proposed Budget Presentation 8
Organizational Chart Director s Office $593,999 2.00 FTE Administrative Services Hub $6,175,714 42.40 FTE Facilities and Property Management $398,471,259 108.75 FTE Fleet, Distribution, Records, and Strategic Sourcing $15,816,452 28.35 FTE Information Technology $100,791,644 165.15 FTE Overall Span of Control: 1:10.64 FY 2018 Proposed Budget Presentation 9
FTE by Fund 346.7 FTE 400 350 343.7 346.7 300 250 200 150 165.2 165.2 100 107.8 98.3 50 46.8 47.8 0 General Fund Capital Improvement Program 5.3 5.3 Asset Preservation Capital 12.2 13.2 Fleet Services FY 2017 Adopted Information Technology 11.8 11.8 Distribution FY 2018 Proposed Facilities & Property Management Total FTE FY 2018 Proposed Budget Presentation 10
Millions Budget by Fund - $521.8M(Expenditures) Operations $60 $55.5 $50 $48.4 $47.7 $45.4 $40 $30 $20 $10 $6.8 $7.3 $11.1 $5.6 $3.1 $3.5 $0 General Fund Fleet Services Information Technology Distribution Facilities & Property Management FY 2017 Adopted FY 2018 Proposed FY 2018 Proposed Budget Presentation 11
Millions Budget by Fund - $521.8M(Expenditures) Capital $250 $234.9 $200 $150 $100 $98.6 $65.5 $71.7 $50 $0 Downtown Courthouse $0.4 $0.5 $3.5 Asset Replacement Revolving $3.7 Library Capital Fund $19.7 $23.2 Capital Improvement Program FY 2017 Adopted $6.9 $3.9 IT Capital $15.7 $15.9 Asset Preservation Capital FY 2018 Proposed $5.4 $3.4 $41.3 $6.2 Health Hansen Project ERP Project Fleet Asset Headquarters Replacement FY 2018 Proposed Budget Presentation 12
Millions Budget by Funding Source - $520.1M(Revenues) Operations $60 $55.5 $50 $45.4 $40 $30 $20 $10 $5.3 $5.6 $3.5 $- General Fund Fleet Services Information Technology Distribution Facilities & Property Management Does not include cash transfers, contingencies, or unappropriated dollars FY 2018 Proposed Budget Presentation 13
Millions Budget by Funding Source - $520.1M(Revenues) Capital $250 $234.9 $200 $150 $100 $71.7 $50 $41.3 $- Downtown Courthouse $0.5 Asset Replacement Revolving $3.7 Library Capital $23.2 Capital Improvement Program $3.9 IT Capital $15.9 Asset Preservation Capital Health Headquarters $3.4 Hansen Project ERP Project $6.2 Fleet Asset Replacement Does not include cash transfers, contingencies, or unappropriated dollars FY 2018 Proposed Budget Presentation 14
Budget by Category - $521.8M Capital 1.8% Materials/ Supplies 8.0% *Other 0.3% Personnel 9.8% Internal Services 4.3% Contractual Services 75.8% *Cash Transfers, Debt Services, Unappropriated and Contingency FY 2018 Proposed Budget Presentation 15
FY 2018 Proposed Budget by Division DCA Director s Office Facilities Management Information Technology Fleet, Motor Pool Distribution, Records, and Strategic Sourcing (FMRDSS) Administrative Services Hub
Millions Budget by Division $400 $350 $300 $250 $200 $398.5 $150 $100 $50 $100.8 $0 $0.6 Director's Office Facilities Management Information Technology $15.3 $0.5 FMDRSS $6.2 Administrative Services Hub Other Funds General Fund FY 2018 Proposed Budget Presentation 17
Millions Director s Office General Fund increased by $.10M within current service levels and constraint No Change in FTE 100% of costs recovered via internal service charges Purchased $30K additional renewable energy credits $0.5 $0.6 $0 FY 2017 Adopted FY 2018 Proposed Other Funds General Fund FY 2018 Proposed Budget Presentation 18
Strategic Direction: Director s Office Priorities Strategic Projects Overall Service Delivery Security Succession Planning Challenges Recruiting and Retaining Talent Minimizing Security Risks Building Resiliency and Redundancy Modernizing for the Future FY 2018 Proposed Budget Presentation 19
Millions Facilities Management $450 Other Funds increased by $142.0M and net 1.0 FTE $400 $350 HVAC Engineer and Carpenter positions added to meet growing demand $300 $250 $200 $398.5 Large capital projects funded primarily with a combination of OTO General Fund, debt, PDC, and State funding $150 $100 $50 $0 $256.5 FY 2017 Adopted Other Funds FY 2018 Proposed General Fund Administration costs moved from FPM OPS fund to CIP and AP funds to align costs with programs Added new program offers 78221 MCDC Detention Electronics, 78222 Multnomah Building Seismic Study and 78224 Yeon- Vance Site Assessment FY 2018 Proposed Budget Presentation 20
Facilities Management: Work Orders 30,000 25,000 20,000 15,000 10,000 5,000 0 FY 2012 FY 2013 FY 2014 FY 2015 FY 2016 Routine Preventive Client Reqs Capital Total FY 2018 Proposed Budget Presentation 21
Strategic Direction: Facilities Management Priorities Execute: Major Construction and Redevelopment Implement Projects and Initiatives to Build Resiliency, Improve Safety/Security and Modernize Facilities Align with Departmental Programmatic Needs Challenges Mitigating Market and Economic Conditions Managing Departmental and Political Expectations and Risks Balancing On-Going Operational Needs with Project Demands FY 2018 Proposed Budget Presentation 22
Millions Information Technology $120 $100 Other Funds increased by $45.6M. The $41.3M budget for the ERP project drives the increase $80 $60 $40 $100.8 No changes in FTE Added new program offer 78320 IT ERP Program $6.4M debt repayment associated with ERP project begins in FY 2018 $20 $55.2 Program offer 78319 CRIMES Replacement increased $300K with OTO General Funds $0 FY 2017 Adopted FY 2018 Proposed Other Funds General Funds FY 2018 Proposed Budget Presentation 23
Information Technology: IT Help Desk 40,000 35,000 30,000 25,000 20,000 15,000 10,000 5,000 0 FY 2013 FY 2014 FY 2015 FY 2016 Total Tickets Incidents Requests FY 2018 Proposed Budget Presentation 24
Strategic Direction: Information Technology Priorities Maximize Future Capabilities of ERP Build Solutions that Increase Access to all County Services Mitigate the Risks of Service Interruptions Challenges Recruiting and Retaining Talent Increasing Cybersecurity and Privacy Risks Growing Resiliency and Redundancy Requirements Balancing the Number One Priorities FY 2018 Proposed Budget Presentation 25
Millions FMDRSS $18 $16 $14 $12 $10 $8 $6 $4 $2 $14.3 $15.3 Other Funds increased by $1.0M and 1.0 FTE 2% General Fund reduction taken Data Analyst Sr. position added to provide consistent and reliable reporting and data analysis Expanding use of electronic records management system Added new Fleet Asset Replacement Fund 3502 to provide transparency and enhanced oversight $0 $0.5 $0.5 FY 2017 Adopted FY 2018 Proposed Other Funds General Funds FY 2018 Proposed Budget Presentation 26
Thousands FMRDSS: Multco Marketplace $8,000 25,000 $7,000 $6,000 20,000 $5,000 $4,000 $3,000 15,000 10,000 $2,000 $1,000 5,000 $0 FY 2012 FY 2013 FY 2014 FY 2015 FY 2016 0 Spend Purchase Order FY 2018 Proposed Budget Presentation 27
Strategic Direction: FMDRSS Priorities Successfully Complete eprocurement and Contracting Software Pilot Bring Online the Two 12,000 Gallon Fuel Tanks at Yeon Complete Implementation of Job Order Contracting Pilot Challenges Maintaining Staffing Levels in Light of Retirements and Market Pay Rates Maintaining Stability of Procurement and Contracting Work through the Pilot and ERP Transition FY 2018 Proposed Budget Presentation 28
Millions Administrative Services Hub $7 General Fund increased by $.40M $6 Majority of costs are recovered via Internal Service charges $5 $4 $3 $5.8 $6.2 2% General Fund reduction taken Budget Analyst Sr. added in Budget and Planning to provide consistent and reliable reporting and modeling $2 $1 $0 FY 2017 Adopted FY 2018 Proposed Other Funds General Funds FY 2018 Proposed Budget Presentation 29
Strategic Direction: Administrative Services Hub Priorities Succession Planning Cross Training and Documentation Continued Process Improvements Challenges Managing Change Related to the ERP Implementation Building Infrastructure, Bench Strength, and Succession Managing Expectations and Unpredictable Volumes FY 2018 Proposed Budget Presentation 30
FY 2018 Proposed Budget Summary & Impacts
General Fund Reductions Program Name/# or Description FY 2018 General Fund General Fund FTE 78101 Administrative Hub Procurement & Contracting (reduction in temporary personnel, salary related expenses and travel) $15,000 0.00 78103 Administrative Hub Human Resources (reduction in temporary personnel, salary related expenses and travel) 78405 County-Wide Strategic Sourcing (reduction in temporary personnel, salary related expenses and travel) $6,715 0.00 $16,200 0.00 Department Total $37,915 0.00 FY 2018 Proposed Budget Presentation 32
New, OTO, Backfill & Restored Offers Prog. Name & # or Description ($ million) Beginning Working Capital (as of 02/28/2017) FY 2018 General Fund 78212 Facilities Downtown Courthouse* $29.3 $18.0 $190.2 $237.5 FY 2018 Other Funds Total Restoration OTO NEW 78214 Health Headquarters Construction* $17.4 $7.0 $52.0 $76.4 X 78218 Hansen Building Replacement $3.5 $0.0 $0.0 $3.5 X 78220 DCJ Mid County Facility $1.6 $0.0 $5.3 $6.9 X 78221 MCDC Detention Electronics* $0.0 $3.8 $0.0 $3.8 X X 78222 Multnomah Building Seismic Study* $0.0 $0.1 $0.0 $0.1 X X 78224 Yeon-Vance Site Assessment* $0.0 $0.1 $0.0 $0.1 X X 78301 IT Innovation & Investment Projects $0.9 $0.0 $0.0 $0.9 X 78318 Cyber Security $0.8 $0.0 $0.0 $0.8 X 78319 Crimes Replacement* $1.0 $0.3 $0.0 $1.3 X 78320 ERP Program $0.0 $0.0 $41.3M $41.3 X Department Total $54.5 $29.3 $288.8 $372.6 X *indicates FY 2018 New General Funds FY 2018 Proposed Budget Presentation 33
Legislative Impacts & Future Policy Issues No Direct State or Federal Impacts Indirect Impacts from Other Departments FY 2018 Proposed Budget Presentation 34
Summary Finalize GMP for HDHQ and MCCCH Formalize Succession Plan for Key DCA Positions Replace Enterprise Resource Planning System Strengthen Cyber Oversight Create seismic Plan for Multnomah Building Focus on Inclusive Workplace FY 2018 Proposed Budget Presentation 35
Questions FY 2018 Proposed Budget Presentation 36