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CITY OF SAN BERNODINO - REQUEST F,=, COUNCIL ACTION
From:
BARBARA DILLON
Subject: REORGANIZATION OF MANAGEMENT
INFORMATION SYSTEMS (MIS) DMSION
Dept:
PERSONNEL
Date:
NOVEMBER 10. 1994
Synopsis of Previous Council action:
On November 10, 1994, the Council Personnel Committee recommended this item for approval.
Recommended motion:
I. Downgrade the vacant Programmer I from Range 3388 ($3.071 - $3.733/month) to Programmer (Entry-
Level). Range 3370 ($2,808 - $3,413/month).
2. Reclassify the two (2) Programmer I's from Range 3388 ($3,071 - $3, 733/month) to a Programmer Analyst.
Range 3428 ($3,749 - S4.557/month).
3. Transfer one (I) Electronics Technician, Range 1342 ($2.442 - $2.968/month) from Fire Communications
to the MIS Division.
4. Direct the Personnel Department to update Resolution 6413, Section Twelve.
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Signature
Contact person:
Barbara Dillon
Phone:
384-5161
Supporting data attached : Yes
Ward:
FUNDING REQUIREMENTS:
Amount: Net Savings of $6,362 - Year I
Source: (Acct. No.)
(Acct. DescriPtion)
f.7Cl- 1 01-'\?010
Salaries/PermanentlFull-time MJ.S.
Finance: (/!tia~/.. d &t Lr..
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Council Notes:
75-0262
Agenda Item No
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CITY.OF SAN BERN~INO
- REQUEST FM COUNCIL ACTION
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STAFF REPORT
A. BACKGROUND
Janis Ingels, Director of MIS, has recommended a reorganization of the MIS Division in
order to improve the efficiency of the division (See Attachment A). The current staffing
level is seven (7) employees. One (I) Programmer I position is vacant.
The proposed reorganization is as follows;
1. Downgrade the vacant Programmer I from Range 3388 ($3,071 - $3,733/month)
to Programmer (Entry-Level), Range 3370 ($2,808 - $3,413/month).
2. Reclassify the two (2) Programmer I's from Range 3388 ($3,071 - $3,733/month)
to a Programmer Analyst, Range 3428 ($3,749 - $4,557/month).
3. Transfer one (I) Electronics Technician, Range 1342 ($2,442 - $2,968/month)
from Fire Communications to the MIS Division.
When Personnel Concepts conducted the Management/Confidential compensation study,
the firm surveyed for a proposed position of Programmer Analyst, based on the
responsibilities held by the Programmer I's. The survey data supports the proposed
reorganization summarized above. Personnel Concepts also noted that organizational and
classification issues needed to be addressed within MIS. (Attachment B)
B. COST
1. Pro!!rammer (Entry-Level)
The Programmer (Entry-Level) is Range 3370 ($2,808 - $3,413/ month). The
Programmer I position-is Range 3388 ($3,071 - $3,733/month). The annual cost
of the Programmer I position, including variable benefits that rise with salary, is
as follows:
Step I:
Step 5:
$43,504
$52,882
The annual cost of the Programmer (Entry-Level), including variable benefits that
rise with salary, is as follows:
Step I:
Step 5:
$39,778
$48,349
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The last Programmer I incumbent was at Step 5, for a cost of $52,882/year. A
Programmer (Entry-Level) would be hired at Step I, advancing to Step 2 within
six (6) months, for a cost of $40,770. This would result in an annual savine:s of
$12.112/year.
2. Programmer Analyst
The Programmer I position is Range 3388 ($3,071 - $3,733/month). Both
incumbents are at Step 5, $3,733/month. The proposed Programmer Analyst
position is Range 3428 ($3,749 - $4,557/month).
In reclassifying the Programmer I's to a Programmer Analyst, a minimum 5%
increase is recommended to Range 3428, Step 2 ($3,936/month).
The annual cost of the Programmer I at Step 5 is as follows:
Step 5:
$52,882 x 2 positions = $105,764
The annual cost of the proposed Programmer Analyst at Step 2 is as follows:
Step 2:
$55,757 x 2 positions = $111,514
The net increase for this portion of the reorganization is $5.750.
3. Electronics Technician
There is no cost for transferring the Electronics Technician from the Fire
Department to the MIS Division.
The overall savine:s from the oroposed reorganization is $6.362/year in year one.
Thus. there is no impact on the City's general fund.
RECOMMENDA nONS
It is recommended that the reorganization be implemented, in order to improve the operations
of the division. The reorganization will result in a cost savings to the City.
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The proposed job descriptions will be submitted to the Civil Service Board for approval.
Attachment A:
Attachment B:
Attachment C:
Attachment D:
Attachment E:
Attachment F:
Historical Overview of the MIS Division
November 3, 1994 memo from Personnel Concepts, on "MIS Classifications"
Survey Data, Programmer Analyst
Current Organizational Chart
Proposed Organizational Chart
Proposed lob Descriptions
--Programmer (Entry-Level)
--Programmer Analyst
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ATTACIIMENT "A"
HIsrOCAL OVERVIEW OF THE MIS DIVISD
Baokgroun4
The decision to develop an in-house Data Processing operation was
made- in 1983 based on the recommendations of a city task force
which was formed to analyze computer alternatives available to the
city. Prior to this time, the City had contracted with Xerox
Computer Services to provide data processing services. Services
were provided via the following applications:
General Ledger
Accounts Receivable
Accounts Payable and Payroll
Service Billing
Treasury
Inventory
Animal License
Service levels provided by Xerox, however, were less than
satisfactory primarily because of the remote location and the
resultant problems due to the telephone transmission difficulties.
In addition, the high cost along with an inadequate level of
service and. a lack of responsiveness on the part of Xerox
contributed to the decision to complete a needs analysis of the
city'. computer alternatives.
The needs analysis resulted in the purchase of 3 mini computers.
The business system was a proprietary, standalone machine used
almost exclusively for financials. CAD (computer aided
dispatching) and RMS (Records Management System) were also a
proprietary, standalone environment.
There were approximately 150 total users city-wide. Many
departllents had no software and little, if any, hardware. E-mail
and office automation did not exist. User's terminals could only
interact with a single machine.
A position of Data Processing Manager was created to coordinate all
data processing functions. In addition, three other computer
operator positions were also established to assist the Data
Processing Manager. six consulting contractors were also in place
to provide the necessary software support services.
In 1991, due to growth in users as well as outdated technology,
four new computers were purchased. A key area of progress was to
implement a networked environment. Each terminal would be able to
access' any computer. A second key area of progress was
implementation of office automation with standardized, software
including WordPerfect, Lotus, and an electronic lIIail systelll.
M.I.S. today receives an average of 6-8 written requests for
services per day. Each of these requests can represent a time
range froa a day's ,",ork to 1II0nths of work. The City user base has
increased to over 400 Office Automation users, over 150 Public
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Safety users, and over 200 business system users. In 1987, the
City's mainframe had 72 users and 20 printers.
Soft~are has now been written for departments who previously were
not automated. Some of the software M.LS. has provided includes;
Workers Compo claims processing, civil service recruitments and
applicant tracking, personnel modules, weed abatement, Parks and
Recreation lllanagement of facilities and scheduling, emergency
medical systea, utility tax module, animal tracking and citations,
use of handhelds for parking citations, implementation of public
safety mobile data terminals, set up of use of microwave to Police
Department and city yards, implementation of payroll auto deposit,
generation of tapes of microfiche for Public Services and Finance,
nev accounts payable check tapes, software to receive and
distribute DHV data and property management data, and
automation of assessment district management.
Additionally, several departments have begun conversion processes
to new software including; financials (12-18 mo. project), library
(6 mo.), garage (6-9 mo.), and parks (12-18 mo.). Also, the city
vants to autolllate permit tracking and this vill be approximately a
9-12 month project. Other equally important projects continue to
come forward. All these projects are exciting and progressive and
should move forward.
M.I.S. has also recently assumed the responsibility for the City'S
800Mhz radio system and MDT system and vill be responsible for all
800Khz related administration.
This reorganization also moves the Communications TeChnician from
the Fire Departaent communications shop to M.I.S. in order to
centralize and better coordinate this function.
OVerview
There are currently three programmers, each supporting a distinct
technological environment:
Public Safety
Communications
Business and Office Automation
Based on a vacancy in the public safety position, I have done
analysis of the needs of M.I.S. The public safety programmer
position can be downgraded to a junior level. Only one vendor's
softvare resides on CAD and on RMS. The City maintains software
maintenance agreements vith both vendors. The public safety
programmer has phone support available, as needed.
The tvo remaining programmer positions have evolved into system
administration positions.
The business system.programmer position received extensive training
and is responsible for supporting both the business and office
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automation environments at the operating system level.
The third programmer position provides technical support and system
leve~ administration to the communications infrastructure. This
position also received extensive training.
Both positions have been performing the functions of system
administration for the last three years.
I recommend a title and commensurate pay of Programmer/Analyst for
these two positions.
~p ctful~y submitted,
---.
Janis
Director
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-- ATTACHMENT "B"
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PERSONNEL CONCEPTS INC.
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DATE:
November 3, 1994
TO:
Barbara Dillon
Director of Personnel
City of San Bernardino
FROM:
Tony Gcrczak .
Executive Vice President/CEO
Personnel Concepts, Ioc.
MIS Classifications
SUBJECT:
As you are a~, PersOllMl QmceplS conducted job analysis interviews with Depanment and
Division Heads during the Management and Confidential Compensation Study. At that time,
I met with the MIS Division Head and a number olozpnization and classification issues needed
to be addressed within MIS.
They are sumrnarizecl below:
· 71Ie numlJer tm4 lewl of pomions and slqff sumed inadtgutJ/e bastd upon 1M curTUll
workload, IDeI of origi1l4l dulies and ruponslbilltles, priorities. and apecltlIions.
· 71Ie clossfliClllionlevels lor the profusl01lQ1 Prog1'Q11/1'1ler A1ItJ/yn series were inadequate
to realistically 11Itet operatl01l4l Q1I(/ organltation Mtds, gools, tm4 objectives.
· 71Ie compensationfor the Progrtl11l1'Mr NuJlysl closs(flcations also need to be addressed
if the above classijlctllloll levtz, are adJusttd.
As you know, the scope of the Compensation Study was nQ110 rccIassify positions or conduct
organization analysis. However, based upon our experience and knowledge 01 other cities of
comparable size and complexity to San Bernardino's MIS operation, we recommended that the
City conduct a classification and/or organization lUIalysis of MIS.
If you have any questions or need further information, please do not hesitate to call.
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SACRAMENl'O OrncE. 2140 PROFESSIONAL DRIVE, SUITE liS . ROSEVlLLE, CA 95661
(916) 713-4S6S · FAX (916) m.ll96
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CITY OF SAN BERNARDINO
lABOR MARKET SALARY SURVEY
PROGRAMMER ANALYST
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City of Orange
City of Funenon
c-rty of Oxnard
City of Ontario
City of Huntington Beach
City of Oceanside
City of Anaheim
City of Garden Grove
City of Chura VISta
City of Pomona
San Bernardino County
City of Riverside
City of Pasadena
City of Santa Ana
City of Inglewoocl
City of Torrance
City of Glendale
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STAnsnCAL ANALYSIS BASED ON TOP STEP
SURVEY CLASS LOCAnON:
MEDIAN LOCAnON:
lABOR MARKET MEAN:
lABOR MARKET MEDIAN:
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4,474
4,556
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2
3
4
5
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3,998
4,014
4,015
4,202
4,496
4,556
4,588
4,1124
4.739
4.968
5.018
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DrMFT COpy
PROGRAMMER
(Entry-level)
JOB DESCRIPTION
Under general supervision, performs a variety of entry level
technical work in the design, programming, testing, installation
and maintenance of application programs according to
specifications; and performs related work as required.
SYSTEMS ENVIRONMENT
The city has an ethernet LAN running DEC' s DECnet. The servers are
mini's with several hundred terminals and a small number of PC's.
City Hall has a fiber optic backbone. Communications with remote
sites are via data circuits and microwave.
BUSINESS SYSTEMS
Financials and various other business application packages are
running on DEC's DECSystem 5500 UNIX machine. PICK software
runs in this environment via Unidata interface. The
programming language is BASIC.
Office Automation is on a DEC 4100A VAX running VMS and
utilizing DEC's All-In-l package with Lotus and WordPerfect
for VMS.
PUBLIC SAFETY SYSTEMS
The Police and Fire Department' s run computer-aided
dispatching (CAD) on DEC's 4300 VAX VMS machine clustered with
a second 4300 for Police Records Management (RMS).
The RMS software is by Tiburon written in COBOL. PRC's CAD
software is written in MACRO. Police utilizes mobile data
teraina1s connected to CAD, as will Fire in the future.
M.I.S. is also responsible for the City'S 800 Mhz radio
Communications system.
REPRESENTATIVE DUTIES
Provides courteous and expeditious customer service to the general
public and City department staffs.
Codes, keys, debugs, and tests new programs and proqram
modifications; analyzes and interprets user needs into precise
programming specifications; applies programming standards; draws
visuals such as proqram diagrams and flowcharts, writes and
maintains proqram documentation; trains users; designs forms,
report formats, and other types of data output as requested; keeps
accurate records of system modifications, failures, and additions;
maintains close contact with user base.
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ATTACHMENT "F"
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Analyzes user needs and identifies resolutions; troubleshoots and
corrects minor system level problems; researches the technology
market for a current knowledge of trends, advancements, and new
products; monitors division budget.
Routinely adheres to and maintains a positive attitude towards City
and Department goals; and performs related work as required.
MINIMUM OUALIFICATIONS
Any combination of education and experience that provides the
required knowledge, skills, and abilities. A typical indicator of
preparation for this position might include:
a)
Associate of Arts or Bachelor of Science in Computer
Science or proof of current enrollment in an accredited
college with a target date and plan for obtaining a
. Computer Science degree; plus
b)
BUSINESS SYSTEMS:
1 or more years experience working in a PICK operating
systea environment with 1 or more years of programming
experience in BASIC; or
PUBLIC SAFETY SYSTEMS:
1 or more years experience working in a Tiburon and/or
PRC environment in an M.I.S. related capacity with any
COBOL experience.
Must pass a police background investigation.
Possession of a valid Class "C" California Driver's License is
required.
GENERAL OUALIFICATIONS
JCnowledae of:
General concepts of computer programming;
Modern office methods and procedures;
Faailiarity with computer technology including general
knowledge of hardware, software, and communications
tecbnology ;
Principles of organization and time management.
BUSINESS SYSTEMS:
Familiarity with UNIX, PICK, UNIDATA, S8+, BASIC, All-In-I,
I1Ill9in9, financial software, and public sector
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ATTACllMENT "F"
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environments will be considered pluses.
PUBLIC SAFETY SYSTEMS:
Familiarity with VMS, VAXES, CLUSTERS, COBOL, MACRO, Imaging
C.L.E.T.S., INTRAC, PRC CAD software, Tiburon RMS
software, MDT's, and Police and/or Fire Department
environments will be considered pluses.
Abilitv to:
Establish and maintain effective relationships with those
contacted in the course of work:
Communicate effectively, both orally and in writing:
Read, understand and apply highly technical information:
Understand and carry out oral and written instructions;
Learn quickly and independently;
Demonstrate a high aptitude for loqical thought processing and
extremely detailed work;
Work indoors in varying temperatures with exposure to
distracting noises, vibrations and dust:
Work various shifts as assigned;
Transport materials and supplies weighing up to 50 pounds.
ORGANIZATIONAL RELATIONSHIPS
The entry level proqrammer works under the general supervision of
the Director of MIS or the Director's designated supervisory
employee. Applicant may be required to carry a pager and be on
call for support purposes 24 hours per day, 7 days per week.
APPROVBDa
DATBa
Director of Personnel
C.8.B.APPROVBD:
JD:PROGRAMMER dIg November 7, 1994
,
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Di1AFT COP\
PROGRAKMER ANALYST
JOB DESCRIPl'ION
Under general supervision, is responsible for analyzing automation
needs, software development, testing and implementation; trains
computer users; performs various operating systea technical support
duties; monitors and provides maintenance of various hardware
and/or software; supervises subordinate personnel; and, performs
other related tasks as assigned.
SYSTEMS ENVIRONMENT
The City operates 4 mini-computers on an ethemet IAN running DEC's
DECnet. city Hall has a fiber optic backbone.
BUSINESS:
The financial computer is a DECsystem 5500 running Ultrix
(DEC's Unix). Unidata allows PICK software to run on the Unix
box. The main software vendor is Creative Computer SOlutions.
Office Automation is supported on a VAX 41001. running DEC's
AII-In-1 package, plus WordPerfect for VMS and Lotus 1-2-3 for
VMS.
COMMtJHICATIONS:
Sites remote to City Hall are communicated with via data
circuits or microwave. PC's utilize PATHWORKS. The City owns
an 800 Mhz radio communications system.
REPRESENTATIVE DUTIES
Provides courteous and expeditious customer service to the general
public and City department staffs.
BUSINESS:
Perforas operating system technical support functions as
required; establishes and maintains end user service
satisfaction; analyzes and identifies department's automation
needs; modifies software as required; designs, codes, debugs,
documents, and implements new software modules; provides
procedural and technical training as required.
Researches the technological market and stays current on
trends and advancements; ensures proper planning and
integration of new software and systems; performs cost benefit
analysis of proposed additions or modifications; recommends,
establishes, modifies, and monitors automation goals, policies
and procedures that are consistent with City and department
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ATTACHMENT "F"
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objectives; supervises, trains and evaluates subordinate
personnel. Monitors systems portion of department budget and
makes appropriate recommendations. Monitors and maintains
systems and software security.
Maintains a working knowledge of the UNIX and PICK operating
systea, and Basic programming language. Familiarity with the
VMS operating system desirable.
COMMUNICATIONS:
Installs, monitors, evaluates, and is responsible for optimum
perfonance, of all communication equipment and software,
inClUding, but not limited to, fiber optic backbone, servers,
repeaters, bridges, microwave, data circuits, modems,
multiplexors, telecommunication equipment and software, mobile
data terminals, radios and other voice equipment, cabling,
various network software packages, and communications
troubleshooting software modules.
Researches the technological market and stays current on
trends and advancements; ensures proper planning and
integration of new communications components and systems;
perfoDS cost benefit analysis of proposed additions or
modifications; recommends, establishes, modifies, and monitors
autolllltion goals, policies and procedures that are consistent
with City and department objectives as relates to
COJDUJIications.
Supervises, trains, and evaluates subordinate personnel.
Monitors communications portion of department budget and makes
appropriate recommendations. Monitors and maintains security
on COIIIIW1ications hardware and software. Maintains a working
knowledge of DECDet and general knowledge of major network
protocols.
MINIMUM QUALIFICATIONS
Any combination of education and experience that provides the
required knowledge, skills, and abilities. A typical indicator of
the preparation for this position might include any of the
following:
BUSINESS
a) Bachelor of Science in Computer Sciences, M.I.S., or a
closely related field and 1 year technical support
experience to include basic programming experience; or,
b)
Associate of Arts in Computer Science and proof of
current enrollment in an accredited college with a target
date and plan for Obtaining a Bachelor of Science in
.
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Computer Science, M.I.S. or a closely related field; and,
2 years technical support experience to include 1 year of
basic programming experience; or,
c) 2 or more years supporting Creative Computer Solutions
software as a programmer.
COMMUNICATIONS:
a)
Bachelor of Science in Communications and 1 year recent
network support experience in a mini-computer environ-
ment; or,
b)
Associate of Arts in Communications and 2 or more years
experience supporting a complex network environment; or,
2 or more years technical support experience on a DEcnet
LAN.
c)
Possession of a valid Class .C. California Driver's License is
required.
Must pass a background investigation.
GENERAL OUALIFICATIONS
Knowledae of:
Computer capabilities and configurations; and basic principles
of supervision.
BUSINESS
Principles and techniques of all phases of the programming
cycle;
Intemals of systems hardware and software;
PICK, UNIX, UHIDATA, CCS software, INFORMIX, SB+;
Familiarity with any of the following will be considered a
plus: C, DEcnet, All-In-I, imaging technology, the
municipal government environment, PC's.
COMMUNICATIONS
Intemals of communications hardware and software;
800 Mhz, MDT's, microwave, VMS, UNIX, Minis, PC's, Modems, and
various network peripherals.
Abilitv to:
Establish and maintain effective relationships with those
contacted in the course of work;
Communicate effectively, both orally and in writing;
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ATTACHMENT UF"
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Manage multiple complex projects simultaneously;
Supervise effectively;
Set and attain goals;
Demonstrate thorough knowledge of modern computer technology;
Work independently and make sound decisions.
ORGANIZATIONAL RELATIONSHIPS
The Programmer Analyst will work under the general supervision of
the Director of MIS or the Director's designated supervisory
employee. Incumbent may be required to carry a pager and be on
call for support purposes 24 hours per day, 7 days per week.
&PPROVBDI
Director of Personnel
DATBI
C.8.B.&PPROVBDI
JD: PROGRAMMER ANALYST dlg November 7, 1994
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