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Home My WebLink About51-City Administrator . C'.TV OF SAN BERIQRDINO - REQUEST CbR COUNCIL ACTION From: Marshall W. Julian City Admini~trator City Administrator Subject: Additional staffing implementing ~eorganization of Data Processing Division Dept: CIte: November 14, 1989 Synopsis of Pnlvioul Council ection: 10/19/89 Council Personnel Committee RlCOI1'Imended motion: That the following additional positions be approved in the Data Processing Division; 2 Programmer I, 1 Trainer PC Coordinator, 1 Programmer Trainee, 1 Data System Operator and 1 Typist Clerk II. /7tuc~JfftLLL {t(~dtlU<-: Signltur.e ! '-/ FUNDING REQUIREMENTS: Staff Report Amount: Cj ~ ,'0 cJ Phone: WII'd : 5122 Contact person: L1Rmp~ Rnhhi n~ Supporting dltll .llldlecl: Source: (Acct. No.l 679-103-53150 IAcct.DescriDtionl Co Finance: t....,^,-J )J~~ Council Notlll: 75-0262 Agendl Item No oSl C I T <;) 0 F SAN B ERN A RQ I INTEROFFICE MEMORANDUM 8910-602 N 0 TO: Personnel Committee FROM: James E. Robbins, Deputy city Administrator Administrative Services SUBJECT: DATA PROCESSING STAFF DATE: October 5, 1989 COPIES: ------------------------------------------------------------- As you are aware, over the past two years staffing needs of Data Processing have been of concern. This past year, as a part of the study conducted by Peat Marwick Main & Co., staffing was evaluated. with the resignation of the Manager and a senior Data systems Operator, it is appropriate to take action to redefine the Division. The Peat Marwick study recommended that over a period of time, a Chief Information Officer head up an Information Services Department. This would move Printing over from Finance; take Data Processing and Telecommunications and the Communications section of Emergency Services from Administration to form the new department. Since this study was a five-year forecast, it is possible to move in that direction over time. Absent the resources to immediately implement the recommendation in total, we have looked at the Data Processing portion. This proposed structure is to be implemented over the time frame set forth: The financing will be within existing budget. If this proposal is implemented, the need for professional contractual services will be reduced and can be transferred to cover the personnel costs. Current staffing is: (1) Data Processing Manager (1) Programmer I (1) Senior Data Systems Operator (1) Data System Operator In addition, over the past year and one half, we have had two contract programmers equalling one full-time programmer. One contract was completed; the other is currently active. Proposed staffing is: (1) Director of Data Systems (IMMED) INTEROFFICE MEM~NDUM: DATA PROCESSING STAFF October 5, 1989 Page 2 " 8910-602 o (3) Programmer I (IMMED) (2) (1) (1) Programmer Trainee (PIT IMMED) (2) Data System Operators (IMMED) (1) Training PC Coordinator (April 1990) (1) Receptionist (January 1990) Positions noted as (IMMED) indicate a need to be filled immediately. Of the three persons in the Division, two are staff, one is a consultant. The consultant, Janis Ingels, is serving as Acting Data Processing Manager. Of necessity, we have hired two temporary operators. Current staffing from a programming standpoint is insufficient. Regardless of the system, there are always some programming changes to be made. We run three systems: The Mainframe, Police CAD-RMS, and the Mapping or GDS. Two are maintained with contract program- ners, one with in-house staff. The GDS system will require programming and data verification for development of a good data base. Until the third full-time programmer is hired, ~he trainee also provides the opportunity for cross-training and backup to our regular programmers. If we are to adequately serve the rest of the organization, we must have staff and they must be cross-trained. The contract services evidenced over the past years further substantiates this position. The recommendation is that in addition to the existing one programming position, one additional Programmer and Programmer Trainee be hired immediately, and the third in April of 1990. The Training PC Coordinator is a new position, which acknowledges the fact that training or educating our employees about our computers has been non-existent. The Peat Marwick study affirmed this: users felt the system would not do things, when it would, their training was incomplete or had not occurred. As we move word processing off the Mainframe onto PCs, coordination trouble shooting, training and assistance will be necessary. In order for_ Data Processing to be User Friendly, there must be some staff. In some manner the public and other employees must be able to contact Data Processing staff. We are looking at some adjustments in existing staff assignments: however, it is clear that clerical support is necessary for this Division. The proposal provides for the position, if our existing adjustments do not work effectively. Finances are as follows: The current staffing provided for by $220,743 will adequately cover the Director of Data Systems, two programmers, and one operator.--.-Coritract -~cLvlees provided for three Contract Operators at $27,795 each, and a Supervisor at $44,868, for a total of $128,253. The '!.ciditiona1 positions requested are ~J).r_ogrammer at $44,000, one Programming Trainee at $32,000, one Operator at IN~~ROFFICE MEM~NDUM: DATA PROCESSING STAFF October 5, 1989 Page 3" 8910-602 o $28,000, a Training PC Coordinator at $44,000, and a Typist Clerk II at $26,000. These are full year contracts. The proposed plan would still hire the Programmer in April at a cost of $11,000, the Operator (immediately) at $28,000, the Training PC Coordinator in April at $11,000, and the Receptionist in January at $13,000. Financial Summary: CUrrent $220,743 Pays for: (1) Director of Data Processing (2) Programmer I (1) Operator Additional -- (1) Programmer I (1) Programmer Trainee (1) Operator'- (1) Trainer (1) Receptionist $ 95,000 $ 11,000 32,000 28,000 11,000 13,000 The amount budgeted in professional/contractual is $128,253 with a balance of $33,253. The recommendation is for the Committee to recommend to Mayor and Common Council the following staffing and timeframe for implementation for Data Processing: Resolution 6433 be amended to read 4C Data Systems Division .' 3 1 1 ./2 1 1 Director of Data Systems (U) Programmer I Trainer PC Coordinator Programmer Trainee Data System Operator Typist Clerk II, y with the understanding that all positions are funded within the existing current budget and that one Programmer and one Operator will be hired immediately, and the Typist Clerk II INT~ROFFICEMEM~NDUM: DATA PROCESSING STAFF October 5, 1989 Page 4 " 8910-602 o in January, and one Programmer, Programmer Trainee, and the Trainer PC Coordinator in April of 1990. , ') -1;// ' -- _ /"- '1" J" ..,.--!.{..~ .~ ~AMES E. ROBBINS Deputy city Administrator .JER/dm CI T 00 F SAN ~ R N A R rO N 0 INTEROFFICE MEMORANDUM 8910-716 TO: Marshall W. Julian, City Administrator Gordon R. Johnson, Director of personne1)b'~ Jim Robbins' October 5, 1989, memo re: DATA PROCESSING STAFF FROM: SUBJECT: DATE: October 13, 1989 COPIES: ------------------------------------------------------------- I have reviewed the attached memo from Jim Robbins recommend- ing changes in staffing in the Data Processing"Division. I have not read the Peat Marwick study recommending the forma- tion of an Information Services Department and will defer comment on that until a later date. I completely agree with the need to augment our Data Proces- sing staff so that the City can take full advantage of the available hardware and software. The proposed staffing level and makeup seem appropriate. However, we will need to review the proposed duties for "Training PC Coordinator" before determining the proper job title and pay rate. Since Jim is not requesting authorization to fill that position until next year, formal Council action on it can be deferred at this time. The proposed "Receptionist" position fits our "Typist Clerk II" description. The annual cost for this position, based on the top step of the current salary range ($1345-l639/mo.) plus 29% for fringe benefits would be $25,372. Consideration should be given to filling the proposed "Programmer Trainee" slot with one or more student interns. Jim is considering this option. I recommend paying them at the hourly equivalent of salary range '1085, $1672-2038/mo. Jim agrees with that range.