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Home My WebLink About1985-11-26; City Council; 7932-1; LONG RANGE INFORMATION SYSTEMS PLANI e~ 0 Cx 2 q 9 2 P 4 2 0 z 3 0 0 6 7 /t/! AB# 7932-81 TITLE LONG RANGE INFORMATION DEPT. HD CITY ATTl DEPT.CS CITY MGF RECOMMENDED ACTION: CITPF CARL-SBAD - AGENDWILL ‘LA< SYSTEMS PLAN MTG..LU&EL 1. Adopt Resolution No, yJ73 , approving the Long Ranae Information Systems Plan (and Mic- Policy therein) dated May, 1985; and approvinq the budget for the Information Systems Department (established I combining the Central Services and Data Processing Departments). plans of the City by adding the classifications of Programmer/Operator an( Systems Analyst. Adopt Resolution No. f273’ 1_1 , amendinq the classification and salary p of the City by deletion of the job classification of Central Services Director and the addition of the classification of Information Systems Director. 2. Adopt Resolution No. 827 j - , amending the classification and salary 3. ITEM EXPLANATION History - The City owns a Hewlett Packard (HP) 3000 minicomputer which is used for water billing and financial applications. Other departments, however, are aware of the benefits of automation. As work loads increase, personnel look for better and faster ways to do their tasks. In many instanc the solution is automation. As a result, requests for computers, or some otk form of automation, have been numerous. Requests range from simple to comple and cover a wide spectrum of needs. All requests are worthy of consideratior Automation can be accomplished in two ways. It can be piecemeal, random, an( chaotic; or in a planned, orderly fashion. In order to proceed with automat in the preferable manner (planned), the computer committee recommended that l lonq range information systems plan be prepared. The Committee recommended the firm of Arthur Young and Company to assist wit1 the preparation of the plan, and the agreement was approved by the Council 01 November 6, 1984. Plan preparation involved all departments at several stages. The consultant individually with representatives in every department to first identify the automation desires of each department. Next, all department heads participated in the prioritization of all request1 applications. Upon completion of the plan and the committee review process, departments were asked to review the plan and offer comments. The final plan incorporates the concerns of the departments, and they urge i adoption and implementation. m e I’ PAGE 2 OF AB # 7939-*( Plan-Contents - The plan addresses resources, which fall into two categories : Personnel and Computer Applications. Personnel - With (or without) a plan, computer usage is increasing; and, as increased demands are being placed on departments for better and more information, the departments increase their demands on the data processing services. Assistance, in the past, has been provided via a consultant at a current annual cost of $44,700. renewal of the contract for a provision of a Programmer/Operator will cost $47,500. The demands on data processing, however, can no longer be filled by one persc Two positions are needed to respond to current demands. Therefore, if Counci approves staff recommendations, the Personnel Department will be asked to advertise to fill the positions of Programmer/Operator and Systems Analyst. addition of the two staff positions are essential to the operation of the department. The two employees would: (1) maintain existing applications; (i perform daily operational duties; (3) assume some of the software maintenancr tasks for existing applications, thereby reducing software maintenance costs; and (4) replace the consultant-provided programmer/operator . The employees would also be essential to assist with the implementation of the application: the plan. They would: application; (2) analyze and test software; (3) develop some of the new applications; and (4) maintain the new applications. There are two ways to meet the personnel needs: (1) with employees; or (2) through a consultant. $73,000. is $113,500, That contract expires on December 31, 1985, (I) perform the cost/benefit analysis of each The annual cost for the employees (including benefits: The annual cost for the same catagories of help through a consultai Those costs are compared graphically below. r--- INFORMATION SYSTEMS DEPARTMENT i 1 I Cost fer DF Personnel Services mpeoyEEs CD,X%CT FEfEX” I tmz’u nousands of Do i I ars I 3-year Projections - 2 Positicbns 3 Clnciuees 4% Annual !ncrooses) L II, W PAGE 3 OF AB#7934-*/ Computer Applications - The plan identifies a total of 26 applications, and projects their implementation over a 3-year time frame. These applications (with estimated costs) are shown below. YEAR 1 YEAR 2 YEAR : Applications Geobase $ 35,000 Personnel 6,500 Permit Tracking 5,000 Data Center Operations 6,000 Records Management 7,000 Fire Inspection 6,500 Recreation Management 6,500 Computer Aided Maps 50,000 Revenue Forecasts 3,500 Police Management 25,000 Fire Management 5,000 Business Licenses 8,000 Meter Reading 15,000 Fixed Assets 8,01 Ambulance Billing 5,01 Motive Maintenance 10,000 Maintenance Management $ 10,000 Fiscal Impact Analysis 25,000 Work Orders $ 7,51 Inventory Control 10,01 Office Systems 75,0( Purchase Orders 7,51 Corn plaint Tracking IO, 01 Risk Management 5,Ol Weed Abatement 5,01 Compensation Model 5,01 Subtotal $ 82,500 $141,500 $m Main Frame Hardware 1 Meg Memory 12,000 Upgrade to Series 68 120,Ol Subtot a1 S7TpTn $Tqm $iTiJJj 1 Disc Drive 25,000 TOTALS : S 94,500 $166,500 $258,0 Staff believes the 3-year implementation schedule is ambitious, and not like to be achieved. Though departments desire their applications implemented as early as possible, the focus of implementation will be on quality. e e PAGE 4 OF AB f - 7932-'/ Therefore, it is requested that Council approve the plan in concept. Staff w then use the plan as a quide. As more information becomes available, or City needs or qoals chanqe, it may be necessary to alter the priority of an application. Additional applications may also be identified. Any chanqes and/or additions to the plan would require approval of the committee, and the plan would be updated on a reqular basis and retained as a workinq document. To implement the plan, staff will perform a cost/benefit analysis of the applications on an individual basis. Once complete, if warranted, the application and recommended action will be presented to Council with a reques for fund allocation. FISCAL IMPACT No additional funds are requested at this tine. The cost of the new emloyei would be offset by savings from the elimination of the consultant contract. annual salary (and benefits) costs for the two employees is $73,000 versus a cost of $113,500 to contract for the service. The salary ranqe and salary of the Information Systems Director is increased reflect the duties and responsibilities of the job, and to correspond with tl internal salary relationships. This will cost an additional $3,168 in salari over the salary of the Central Services Director for fiscal year 1985-86. Possible long range cost for implementation of the commter applications as identified in the plan is $519,000 over a 3+ year time frame. appljcation costs may vary from the estimate, but Council approval, and fund allocation will he required for the apDlications. E XYI BITS 1. Memorandum to the Assistant City Manager dated November 5, 1985. 2. Adopt Resolution No. fa 73 , approvinu the Lonq Ranqe Informatin Sy: Plan (and Microcomputer Policy therein) dated May, 1985; and approvinq 1 budqet for the Information Systems Department (established by combininq Central Services and Data Processing Departments). I Actual 3. Resolution No. a7 L/ ., amending the miscellaneous employees classification and salary plans of the City by the addition of the classifications of Programmer/Operator and Systems Analyst. 4. Resolution No. Pa 7< , amendinq the management classification and s plan of the City by theTeletion of the classification of Central Semi Director and the addition of the classification of Information systems Director. Long Range Information Systems Plan dated May, 1985 (on file in the Cit Clerk's Office). 5. 0, e November 19, 1985 TO : RAY PATCHETT, Assistant City Manager FROM: Lee Rautenkranz, Central Services Director LONG RANGE INFORWATION SYSTEMS PLAN HISTORY The City owns a Hewlett Packard (HP) 3000 minicomputer which is used for water billing and financial applications. Other departments, however, are aware of the benefits of automation. As work loads increase, personnel look for better and faster ways to do their tasks. In many instances, the solution is automation. As a result, requests for computers, or some other form of automation, have been numerous. Requests range from simple to complex, and cover a wide spectrum of needs. Automation can he accomplished in two ways. It can be piecemeal, random, and chaotic; or in a planned, orderly fashion. In order to proceed with automation in the preferable manner (planned), the computer committee recommended that a long range information systems plan be prepared. The Committee recommended the firm of Arthur Young and Company to assist with the preparation of the plan, and the agreement was approved by the Council on November 6, 1984. Plan preparation involved all departments at several stages. The consultant met individually with representatives in every department to first identify the automation desires of each department. Next, all department heads participated in the prioritization of all requested applications. departments were asked to review the plan and offer comments. The final plan incorporates the concerns of the departments, and they urge its adoption and implementation. PLAN CONTENTS The plan addresses resources, which fall into two categories: Personnel and Computer Applications. Personnel - With (or without) a plan, computer usage is increasing; and, as increased demands are being placed on departments for better and more information, the departments increase their demands on the data processing services. Assistance, in the past, has been provided via a consultant at a current annual cost of $44,700. That contract expires on December 31, 1985, and renewal of the contract for a provision of a Programmer/Operator will cost $47,500. All requests are worthy of consideration. Upon completion of the plan and the committee review process, a 0 The demands on data processing, however, can no longer be filled by one person. Two positions are needed to respond to current demands. Therefore, if Council approves staff recommendations, the Personnel Department will be asked to advertise to fill the positions of Programmer/Operator and Systems Analyst. addition of the two staff positions are essential to the operation of the department. The two employees would: (1) maintain existing applications; (2) perform daily operational duties; (3) assume some of the software maintenance tasks for existing applications, thereby reducing software maintenance costs; and (4) replace the consultant-provided programmer/operator . The employees would also be essential to assist with the implementation of the applications in the plan. They would: application; (2) analyze and test software; (3) develop some of the new applications; and (4) maintain the new applications. There are two ways to meet the personnel needs: (1) with employees; or (2) through a consultant. The annual cost for the employees (including benefits) is $73,000. is $113,500. The (1) perform the cost/benefit analysis of each The annual cost for the same catagories of help through a consultant Those costs are compared graphically below. INFORMATION SYSTEMS DEPARTMEW Cost for DP Pwoonnal Sorvia~~ 1 - - 2 Positions Computer Applications - The plan identifies a total of 26 applications, and projects their implementation over a 3-year time frame. These applications (with estimated costs) are shown below. e W YEAR 1 YEAR 2 YEAR 3 Applications Geo ba se $ 35,000 Personnel 6,500 Permit Tracking 5,000 Data Center Operations 6,000 Records Management 7,000 Fire Inspection 6,500 Recreation Management 6,500 Motive Maintenance 10,000 Main ten ance Management $ 10,000 Computer Aided Maps 50,000 Revenue Forecasts 3,500 Fiscal Impact Analysis 25,000 Police Management 25,000 Fire Management 5,000 Business Licenses 8,000 Meter Reading 15,000 Work Orders $ 7,500 Fixed Assets 8,000 Ambulance Billing 5,000 Office Systems 75,000 Risk Management 5,000 Weed Abatement 5,000 Purchase Orders 7,500 Compensation Model 5,000 Complaint Tracking Sub tot a1 $ 82,500 $141,500 $1 38,000 Inventory Control 10,000 10,000 Main Frame Hardware 1 Meg Memory 12,000 Upgrade to Series 68 120,000 Su btot ah $Tpm $Tgm $impm 1 Disc Drive 25,000 TOTALS : $ 94,500 $166,500 $258,000 The consultant offered the following comments regarding the plan: 1. "Arthur Young did not attempt to conduct a cost/benefit justification of each of the requested applications. The evaluation of each application should be performed prior to proceeding with either the purchase or development of each system. This evaluation should include a costjbenefit analysis and an analysis of the purchase versus inhouse development alternatives. after this analysis has been performed, ad the Information Systems Director is satisfied that the application is justified, should the implementation process begin. Only e m a. It would be impossible during the development of this plan to perform all the necessary analyses of each application to determine whether the requested application is truly justified. Oftentimes cost considerations alone are not enough to determine the value of a particular application. Improved service levels to the public, ability to respond more effectively to Council questions and other considerations may determine the justification for the implementation of a particular system. b. We can state that the vast majority of the requested applications have been installed in various cities throughout California, and that many of the highest priority applications at the City of Carlsbad are currently running or planned for implementation in the cities that we surveyed. 2. The Geobase application is, to many cities, a very high priority application and we agree with it being prioritized first at Carlsbad. Typically included with the implementation of the Geobase is the simultaneous implementation of the Permit Status Tracking application. 3. In our experience, we have not seen such a high priority placed on the Computer Aided Mapping application, and would suggest the implementation of this system be given careful evaluation during the cost/benefit analysis. Office systems usually obtain a higher priority than was given by the Department Heads at Carlsbad. Ye believe that an initial analysis of this application should be conducted during the first few months of the plan to determine if the benefits associated with a city-wide office automation system dictate that it be implemented ahead of many of the higher priority applications. 4. 5. The Police and Fire Management applications may be handled by the proposed Computer Aided Dispatch system (CAD) now under consideration by the City. In that event, the impact of these applications on the plan would be significantly reduced ." Staff believes the 3-year implementation schedule is ambitious, and not likely to be achieved. Though departments desire their applications implemented as early as possible, the focus of implementation will be on quality. Therefore, it is requested that Council approve the plan in concept. Staff will then use the plan as a guide. needs or goals change, it may be necessary to alter the priority of an application. Additional applications may also be identified. Any changes and/or additions to the plan would require approval of the committee, and the plan would be updated on a regular basis and retained as a working document. To implement the plan, staff will perform a cost/benefit analysis of the applications on an individual basis. Once complete, if warranted, the application and recommended action will be presented to Council with a request for fund allocation. As more information becomes available, or City 0 0 FISCAL IMPACT No additional funds are requested at this time. The cost of the new employees would be offset by savings from the elimination of the consultant contract. The annual salary (and benefits) costs for the two employees is $73,000 versus a cost of $113,500 to contract for the service. The salary range and salary of the Information Systems Director is increased to reflect the duties and responsibilities of the job, and to correspond with the internal salary relationships. over the salary of the Central Services Director for fiscal year 1985-86. Possible long range cost for implementation of the computer applications as identified in the plan is $519,000 over a 3+ year time frame. application costs may vary from the estimate, but Council approval, and fund allocation will be required for the applications. This will cost an additional $3,168 in salary Actual & .p@* ALETHA L. RAUTENKRANZ Central Services Director ALR/ds 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 m W RESOLUTION NO. 8273 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CANSBAD, CALIFORNIA, APPROVING THE LONG RANGE INFORMATION SYSTEMS PLAN, AND APPROVING THE BUDGET FOR THE INFORMATION SYSTEMS DEPARTMENT WHEREAS, it is desirable to proceed with automation in accordance wit plan; and WHEREAS, a Long Range Information Systems Plan has been prepared; and WHEREAS, it is desirable to begin implementation of the Long Ranqe Information Systems Plan dated May, 1985; and WHEWS, in accordance with the plan, it is desirable to combine the Services and Data Processing departments into one department designated l Information Systems Department; and NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Cai California, as follows: 1. That the above recitations are true and correct. 2. That the City Council accepts the Long-Range Information Plan il concept. 3. That the City Council approves the budqet for the Information S Department for the 1985-86 fiscal year (established by combininq the Cen Services and Data Processing Departments). 4. That the City Council approves the transfer of funds from the Professional Services Account to the Salaries account within the Inforrna Systems Department budget to fund the two new positions of Prqramrner/Op and Systems -_ Analyst and the salary for the Information Systems Director remainder of the 1985-86 fiscal year. -- Ill Ill Ill Ill 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 0 w PASSED, APPROVED AND ADOPTED at an adjourned regular meeting of the ( Council of the City of Carlsbad on the 26th day of November by the following vote, to wit: AYES : Council Members Casler, Lewis, Kulchin, Chick and Pettine NE!?: None ABSENT : None * d. L RY H. CA ER, Mayor ATTEST: bt&DLt?Q+ ALETHA L. RAUTENKRANZ, City Clerk (SEAL) -- 9 1 2 3 4 5 6 7 8 9 10 11 l2 13 l4 l5 16 X? l8 l9 20 21 22 23 24 25 26 27 28 0 0 RESOLUTION NO. 8774 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARSBAD, CALIFORNIA, AMENDING THE CLASSIFICATION AND SALARY PLANS OF THE CITY TO INCLUDE THE CLASSIFICATIONS OF PROGRAMMER/OPERATOR AND SYSTEMS ANALYST. WHEREAS, the City Manager recommends and the City Council concurs, th classifications of Programmer/Operator and Systems Analyst should be incl the CityOs Classification and Salary Plans. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Car California, as follows: 1. That the above recitations are true and correct. 2. That the City Council authorizes and directs the City Manqer to the classifications of Programmer/Operator and Systems Analyst as describ Attachment A and B. 3. That the City Council authorizes and directs the City Manager to the classifications of Programmer/Operator and Systems Analyst to the appropriate City Salary Plan as shown on Attachment C. PASSED, APPROVED AND ADOPTED at an adjourned regular meetinq of the C Council of the City of Carlsbad on the 76th day of NOvember by the following vote, to wit: I AYES: Council Members Casler, Lewis, Kulchin, Chick and Pettine NOES: None ABSENT: None -- d+ R, JF2L Mayor ATTEST: *LWW (SEAL) 0 0 Attachment A to Resolution No. $47 q P ROGRAUHER/OPERATOR DEFINITION Under general direct ion , develops and modifies computer programs, working from basic systems designs and specifications utilizing standard procedures and techniques. Operates console and peripheral units of a computer to accomplish the compxete processing of programs containing multiple and complex processing sequences; and to do related work as assigned. EXAMPLES OF DUTIES Designs, codes, tests, and documents application programs. Modifies or enhances existing programs to increase efficiency to new requirements. Maintains existing programs. Develop data verification methods. Resear'dtes user requests and requirements. Codes programs and changes. Operates designated production runs. Tests ad implements programs and changes. Updates systems documentation. Determhes probable cause of any hardware/software malfunction and takes correctEve action. Performs backup procedures to ensure data integrity; maintains retention log and recycles tapes in accordance with schedules. Interpras console messages from system software or application programs and initiates required action. Enforces security procedures. Ensures adequate inventory of supplies and materials e Provides estimates of time and resources required to perform programming tasks. -.. 0 W > QUALIFICATIONS Knowledge of: Principles of computer systems, procedures, analysis and design. Principles and techniques of programming, data processing and programming documentation. Use, capability 9 characteristics and limitations of computers and related equipment (Hewlett Packard 3000 preferred). Principal languages used in programs (knowledge of COBOL necessary, others desirable). Records storage and handling techniques. Ability to: Work effectively and cooperatively with computer system users and department staff. Identify, evaluate and solve program problems in data processing. Communicate effectively, orally and in writing. Read, interpret and apply complex technical publications, manuals, and other documents. Work flexible hours in order to complete some procedures. EXPERIENCE AND EDUCATION Any ambination of experience and education that would likely provide the required knowedge and abilities is qualifying. knowledge and abilities would be: A typical way to obtain the Experience Two years of professional EDP Systems and programming experience. experience with the Hewlett Packard 3000 computer. €&cat ion Equhalent to a Bachelor's degree from an accredited college or univeristy with major coursework in computer science or a closely related field. Prefer -- e e Attachment B to Resolution No. TJ~? SYSTEUS ANALYST DEFINITION Under general direction, analyzes, defines and designs information systems; and plans, organizes and controls the development and implementation of these systems, and to do related work as assigned. EXAMPLES OF DUTIES - Analyzes, designs and develops applications systems and programs. Modifies and enhances existing systems and programs. Works with all departments to identify, define, and analyze data requirements and problems. Analyzes and dePines user needs and specific project requests. Assists in the development and modification of data processing standards and procedures. Coordinates and carries out testing and implementation of systems and programs. Designs and recommends computer report formats. Develops systems documentation. Provides training and assistance to personnel as necessary. Investigates new technologies. Solves and adapts problems presented so that they may fit within the operating limitations of the equipment. QUALIFICATIONS Knowledge o - P : Principal programming languages, software packages and operating system of the Hewlett Packard 3000. Development and implementation of business applications to be used for municipal governments. Methods of analyzing data processing systems. Records storage and handling techniques. Ability to: Asslst line and staff departments in identifying data processing needs and develop cost effective manual or computer systems. -- 0 W Ability to: (cont'd.) Communicate clearly and concisely, orally and in writing. Establish and maintain cooperative relationships with those contacted in the course of work. Prepare detailed system flow charts and diagrams. Analyze systems and procedural problems for long or short range information needs. Instruct professional, technical and clerical staff . Develop total systems for computerization including written design with flow charts, system programming, system debugging, system manuals, mer manuals, and training of lay staff. Estimate resource requirements and costs for developing specialized software. EXPERIENCE AND EDUCATION Any combination of experience and education that would likely provide the required knowledge and abilities is qualifying. knowledge and abilities would be: A typical way to obtain the E xpesience Two years of experience researching, analyzing and developing solutions, and designing data processing related systems and procedures. Education Eguivalent to a Bachelor's degree from an accredited college or university with major coursework in computer science or a related field. -- e a Attachment C Resolution No. 32 74 TITLE LIST -- EMPLOYEES REPRESENTED BY CCEA CLASSIFICATION RANGE CLASSIFICATION RANGE ACCOUNT CLERK 1: 17 MAINTENANCE WORKER I 21 ACCOUNT CLERK 111 21 METER READER/REPAIRER I 21 ACCOUNTMT 36 METER READER/REPAIRER I1 25 ACCOUNT fNG TECI-IN IC IAN 24 MINUTES CLERK 25 ASSISTANT CIVIL. ENGINEER P43 PARK MAINTENANCE WORKER I1 25 ASSISTANT PLANNER P39 PARK MAINTENANCE WORKER I11 30 ASSOCIATE CIVIL ENGINEER P50 PARK PLANNER P42 ASSOCIAE PLANNER P46 PERMIT CLERK 19 BUILDINX: INSPECTOR I 28 PLANNING TECHNICIAN I 28 BUILDING INSPECTOR I1 39 PLANNING TECHNICIAN I1 35 BUILDING INSPECTOR I11 45 POLICE RECORDS CLERK I 19 BUILDING MAINTENANCE CARPENTER 30 POLICE RECORDS CLERK I1 21 BUILDING TECHNICIAN I1 34 POLICE SERVICES AIDE 15 BUYER 33 PROGRAMMER/OPERATOR P43 CLERK TYPIST I 15 RECEPTIONIST CASHIER 15 CLERK TYPIST I1 17 RECREATION SUPERVISOR I 29 CODE MFORCEMENT OFFICER 34 RECREATION SUPERVISOR I1 37 CONSTRUCTION INSPECTOR 39 SECRETARY I 23 CUSTOD I'M 16 SECRETARY I1 25 CUSTODIAM I1 19 SECRETARY/BOOKKEEPER 24 DEPUTY CITY CLERK 25 SECRETARY TO CITY ATTORNEY 29 DEVELOP. PROCESS. COORDINATOR 29 SECRETARY TO CITY MANAGER 29 ENGINEERING TECHNICIAtJ I 27 SENIOR CONSTRUCTION INSPECTOR 42 ENGINEEJNG TECHNICIAN I1 34 SENIOR RECEPTIONIST CASHIER 17 EQUIPMENT MECHANIC I 28 STENO CLERK I 17 EQUIPFENT MECHANIC I1 31 STENO CLERK I1 19 EQUIPMNT MECHANIC LEADWORKER 36 STOREKEEPER 20 EQUIPMmT SERVICE WORKER 21 STREET MAINTENANCE WORKER I1 25 FIRE PEVENTION OFFICER I 28 STREET MAINTENANCE WORKER I11 30 FIRE PRNENTION OFFICER I1 39 SWEEPER OPERATOR 29 FIRE PREVENTION OFFICER I11 45 SYSTEMS ANALYST P50 GRAPHIC ARTIST 28 TECHNICIAN I 27 GRAPHICS TECHNICIAN 28 TRANSPORTATION ENGINEER 51 HOUSING SPECIALIST I 32 TREE TRIMMER I 23 P30 TREE TRIMMER I1 27 P36 TREE TRIMMER LEADWORKER 31 LIBRARUN I LIBRARMN I1 LIBRARZW I11 P38 UTILITY MAINTENANCE WORKER I1 25 LIBRARY ASSISTANT I 24 UTILITY MAINTENANCE WORKER I11 30 LIBRARY ASSISTANT I1 29 UTILITY SYSTEMS OPERATOR I1 27 LIBRARY BSISTANT I11 35 UTILITY SYSTEMS OPERATOR I11 29 "LIBRARY CLERK I 21 WORD PROCESSING OPERATOR I 19 *LIBRARY CLERK I1 23 WORD PROCESSING OPERATOR I1 21 -- MAINTEWCE ELECTRICIAN I 28 MAINTEMNCE ELECTRICIAN I1 30 "Library Clerk I and I1 to be deleted when vacated by incumbents. s 1 2 3 4 5 6 7 8 9 10 11 12 13 l4 I.5 16 I? 18 19 m e - RESOLUTION NO. 8275 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CAFgSBAD, CALIFORNIA, AMENDING THE CLASSIFICATION PLAN OF THE CITY TO DELETE THE CLASSIFICATION OF CENTRAL SERVICES DIRECTOR, AND TO ADD THE CLASSIFICATION OF INFORMATION SYSTEMS DIECTOR WHEREAS, the City Manager recommends and the City Council concurs, th classification of Central Services Director should be deleted from the Ci Classification and Salary Plan; and WHEREAS, the City Manager recommends and the City Council concurs, tt classification of Information System Director should be added to the City Classification and Salary Plans. NOW, MEfEFORE, BE IT RESOLVED by the City Council of the City of Car California, as follows: 1. That the above recitations are true and correct, 2. That the City Council authorizes and directs the City Manager tc the classification of Central Services Director from the City's Classific and Salary Plan. 3. That the City Council authorizes and directs the City Manager tc the title of Information Systems Director as described on Attachment A tc City's Classification Plan. 1 4. That the City Council authorizes and directs the City Manager tc 2o 21 22 23 24 25 26 27 28 the tit1.e of Information Systems Director to the appropriate salary plan shown on Attachment B. PI1 /I/ -.. !I1 /I1 $11 /I/ Ill [/ 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 e PASSED ? APPROVED AND ADOPTED at an adjourned regular meeting of the C Council of the City of Carlsbad on the by the following vote, to wit: 26th day of November AYES: Council Members Casler, Lewis, Kulchin, Chick and Pettine NOES: None ABSENT: None c &I L -. MARY H. CvLkR 9 Mayor ATTEST: 6P *M"dKwz* (SEAL) ,; I -- 24 25 26 27 28 '. m W At t ac hme nt A to Resolution No. fa75 INFOfWATION SYSTEHS DIRECTOR DEFINITION Under the administrative direction of the City Manager , to direct , coordinate, and supervise activities of Information Systems Department including data processing , world processing , reprographics , records management and micrographics , and telecommunications Provides management direction and leadership in information systems applications, development, and operations. Provides advice and counsel to management and user departments concerning the application of Information systems to City requirements. To do related work as assigned. EXAMPLES OF DUTIES Provides guidance and counsel to management in the examination and definition of objectives for existing and proposed systems and in the design of improved systems utilizing data processing equipment. Analyzes and defines City's information systems requirements. Recommends the location, type, size and equipment for information systems installations. Recommends department staffing consistent with the work load. Selects, supervises, trains and evaluates personnel according to City salary and administrative policy. Directs the preparation and installation of information systems procedures and systems, including the design of source documents, technical direction of information processing operations and assistance in the format of management reports. Establishes schedules to obtain maximum utilization of equipment and personnel , and prepares equipment utilization reports as required. Maintains professional contacts with other organizations , research bodies and equipment manufacturers concerning information systems applications and equipment . Directs the continuing review of present systems and methods and the formulatior of new and revised systems, examining techniques in use and determining approprhte changes to effect improvements, reduce costs and enhance efficiency on an organization-wide basis. QUALIFICATIONS Knowledge of: - Principles of organization , administration 9 budget and personnel management. 0 W Principles of computer systems, procedures, analysis and design. Principles of telecommunications, word processing, reprographics, records management <and micrq rap h ics . Research methodolgy, report preparation and statistical analysis. Applicable Federal, State and local laws relating to all aspects of information systems. Ability to: Prepare, implement and administer departmental budget. Develop and implement goals, objectives, policies and priorities. Communicate clearly, concisely, orally and in writing. Supervise pirofessional , technical, and clerical staff. Develop and maintain effective work relationships with others. Review and assess alternative system designs in all aspects of information systems. EXPERIENCE AND EDUCATION Any combination of experience and education that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and albilities would be: Experience Six years of progressively responsible experience which includes significant exyerience researching, analyzing and developing solutions to all aspects of infwmation systems including : data processing, telecommunications, repragraphics, micrographics, word processing, and records management, and three years of progressively responsible supervisory experience. E ducat ion Ewvalent to a Bachelor's degree from an accredited college or university wKth major course work in computer science, systems analysis, business administration or a closely related field. A Master's degree in public or bushess administration is desirable. E)(t.1. e RES . E7 w CITY OF CARLSBAD HANAGENENT SALARY SCHEDULE EFFECTIVE 3ANUARY 1. 1985 w ANNUAL BIWEEKLY TO FROM TO - FROM POSITION TITLE .................... ADMINISTRATIVE AIDE 18, 738 22, 296 72 1 858 ADMIN. ASSISTANT I.. 20, 763 24, 749 799 952 ................... ADMIN. ASSISTANT I1 .................... 23. 952 28. 614 92 1 1, 101 ADMIN ASSISTANT/CONTRACTS 23, 952 28, 614 92 1 1. 101 ADMIN ASSISTANT II/ARTS COORDINATOR 23. 952 28, 614 92 1 1 . 101 ASSISTANT CITY ATTORNEY ................ 35, 330 50, 481 1. 359 I, 942 ASSISTANT CITY MANAGER ................. 35, 330 50. 481 1. 359 1. 942 ASSISTANT FINANCE DIRECTOR ............. 25, 516 31, 896 981 1, 227 ASSISTANT LIBRARY DIRECTOR ............. 25, 516 31, 896 981 1, 227 ASSISTANT PERSONNEL DIRECTOR ........... 25, 516 31, 896 981 1, 227 BUILDIG AND IPLANNING DIRECTOR ......... 31, 558 46, 709 1, 214 1, 796 CITY EENGINEER .......................... 35, 330 50, 481 I, 359 1, 942 COMMUNITY REDEVELOPMENT MANAGER ........ 27, 878 34, 839 I, 072 1, 340 CURRENT PLANNING MANAGER ............... 35. 254 44. 058 I. 356 1, 695 EXECUiIVE ASSISTANT 23, 952 28, 614 92 1 1, 101 FIRE CHIEF ............................. 33, 583 49, 745 1, 292 I, 913 HOUSING SPECIALIST I1 .................. 23. 056 29. 972 887 1. 153 INFOMTION SYSTEMS DIRECTOR ........... 31, 558 46, 709 I, 214 1, 796 LIBRARY DIRECTOR ....................... 31, 558 46, 709 1, 214 I, 796 MANAGER OF RESEARCH AND ANALYSIS ....... 32, 049 40. 053 I. 233 I. 541 PAM AND RECREATION DIRECTOR. ......... 31, 558 46, 709 1. 214 1. 796 PARKS SUPERINTENDENT ................... 26, 713 33. 399 1. 027 I. 285 POLICE CAPTAIN. ........................ 37, 165 46, 457 I, 429 I, 787 POLICE LIEUTENANT ...................... 31, 304 39, 130 I, 204 1, 505 PRINCIPAL CIVIL ENGINEER ............... 32, 109 40, 176 I, 235 I, 545 PRINCIPAL CIVIL ENGINEER . TRAFFIC ..... 32, 109 40, 176 1. 235 I. 545 . ............. . ... €€PIT~-S€RV~GE~-~~R€~?QR~,,,,.,,,,,,.,--26,3~~----~3,359------ 1422 ... -$ t285 EQUIMNT MAINTENANCE SUPERINTENDENT ... 26, 713 33, 398 1, 027 I, 285 FINANCE DIRECTOR ....................... 31, 558 46. 709 I, 214 1. 796 FIRE ENTALION CHIEF ................... 32, 693 40, 881 1, 257 1, 572 .................... PERSONEL DIRECTOR ..................... 31. 558 46. 709 1. 214 I. 796 POLICE CHIEF ........................... 33, 384 53. 641 1. 284 2, 063 PRINCWAL PLANNER. ..................... 29. 841 37. 294 I. 148 I. 434 PURCHASING OFFICER ..................... 26. 713 33, 399 I. 027 1. 285 RECREATION SUPERVISOR .................. 26, 713 33. 399 I, 027 1, 285 SENIOR CITIZEN COORDINATOR ............. 23, 952 28, 614 92 1 1. 101 STREET MAINTENANCE SUPERINTENDENT ...... 26, 713 33, 399 1, 027 1, 285 UTILITIES MAINTENANCE MANAGER .......... 31, 558 46. 709 1. 214 I. 796 UTILITIES MAINTENANCE SUPERINTDENTENT .. 26, 713 33, 399 1, 017 1. 285 r ,> r # ‘e ‘a A .Y &GL+ @: 7792d /Io. 26, isB 5 . - ----c __c__ City of Carlsbad -L ange In Systems aY Af{THUq YOUNG !\ m m I ? ;; 2. I I I. PROJECT APPROACH AND METHODOLOGY 1 I 1 1 I 1 1 I I I I I I I I 1 TABLE OF CONTENTS Page I I. PROJECT FINDINGS A. Current Systems and Applications 3 B. Requested Applications 4 I C. Current Applications Not Considered in This Plan 18 111. PROJECT RECOMMENDATIONS A. Applications Priority and Rating 19 R. Survey of Comparable Information Systems Organi- zit t ion s 22 C. Implementation Plan 23 D. Charge-Back System 24 E. Mic,rocomputer Policy 24 F. Continuance of Long-Range Plan 25 1 'y, ,' a m , LIST OF EXHIBITS 1 1 I I 1 I I 1 I 1 1 1 M I I I I Exhibit 1 - Conceptual Overview Exhibit 2 - Applications Priority and Rating Exhibit 3 - Survey of Municipal Information Systems Organizations Exhibit 4 - Information Systems Department Job Descriptions Exhibit 5 - City of Carlsbad Long-Range Information Systems Plan 1 Exhibit 6 - City of Carlsbad Proposed Information Systems Budget Exhibit 7 -City of Carlsbad Information Systems Capital Expendi- ture Estimates 1 ', 1 t I w w R 1 1 1 I I 1 I I I I I I I 1 1 1 I I. PROJECT APPROACH AND bfETHODOLOGY I m m 1 r'- ', 1 I 1 I I 1 1 I 8 I I I I 8 11 i I I , I. PROJECT APPROACH AND METHODOLOGY The purpose of the information systems long-range plan developed as a result of this project is to provide the City with a strategic direction and approach to meeting its information systems require- ments. The plan serves as a guide to be used by the City's infor- mation systems function in the development and implementation 0: information systems and services. Our approach to this project and the development of the informatioi systems plan has consisted of the performance of four tasks. i brief summary of these tasks follows: Task 1 - Project Initiation In the initiation task, project planning considerations werc discussed1 and refined. These considerations included whicl City personnel would participate in the study, which technique: would be used and the general content of the interim and fina' d el i ver ab 1 es . Task 2 - Environment and Requirements Study The major objectives of this task were to document the City'! existing systems and applications and develop specific use; requirements for each functional area and/or department. Thc information required to accomplish this objective was gained b: reviewing existing documentation, and interviewing managemen and key staff personnel within each of the City': departments. Twenty-six unique applications were identifiel and then prioritized by an expanded Steering Committee based 01 City-wide requirements. Task 3 - --- Development of a Long-Range Plan The objective of this task was to prepare a long-range plan tl help guide the City through the necessary steps in order ti implement the requested applications as prioritized by th Steering Committee in Task 2. This plan tied together thi internal activities of the information systems function and th resources needed to implement requested user systems and ser. vices. It specifies the resources required, including equip ment, staffing and management practices, and schedules majo milestones within the development activities. -- -1- I ''\ '. i b I I 1 I I I 1 1 I 1 1 I 1 4 1 I I I I ' Task 4 - Prepare Final Report During this task, we prepared this final report which summariz- es the work performed, and details our key findings and recom- mendations. -2- 1 I#\ 1 ', i w I I 1 1 1 I 1 I I I I 1 1 I I I I I 11. PROJECT FINDINGS I i m 1 ".: 1 1 1 I 1 1 1 m I 1 I I 1 I I I 11. PROJECT FINDINGS A. Current Systems and Applications This section of the report details the computer systems and appli- cations currently in use within the City. 1. Minicomputers The applications listed below are currently running on thi City's Hewlett Packard (HP) 3000. These applications weri thoroughl-y evaluated before they were selected, and it is ex. pected that they will not be replaced or significantly modifiel by the .implementation of the information systems long-rang plan: - Accounts Payable - Fund Accounting - Payroll - Voucher Writing - Water Billing - Powerplan Additionally, a Business License application is running on th HP which the Finance Department would like to consider replac ing. The Library currently runs its circulation system on a DEC PD 11/34 that it operates under a joint powers agreement with th I City of Oceanside. 2. - Microcomputers The following departments have microcomputers that they ar using far stand alone applications, and additionally, in th case of several Hewlett Packard microcomputers, as terminals t 1 the 3000: Department - Machine(s) Application Type( s) Central Svcs. HP 150* Database Manager Engineering IBM PC Traffic Analysis Integrated Management Tools BASIC Graphics -3- e I. \ HP 120* Spread sheet i',,: PERT Time Management BASIC 1 I I 1 I 1 1 I I I I I I I I I I Finance HP 150* Graphics Library Apple IIe List Management Spread sheet Word Processing Children's Tutorial IBM PC Online access to external data bases Purchasing HP 125* Util./Maint. ISM XT Maintenance Management Pavement Management Word Processing Spread sheet Forms Creation & Management BASIC * Terminal to HP 3000 3. Office Systems The City currently owns seven Royal stand alone wor processoirs. They are located as follows: 2 Word Processing Center (Central Services) 3 Land Use Planning I 1 Engineering 1 City Attorney B. Requested - Applications As a result of the interviews conducted with department personnel a total of 26 applications have been requested for inclusion in th information systems long-range plan. In this section, each re quested application is described, including: Description - brief presentation of the application's purpose. Interfaces - a list of those current or requested application with which the application will need to interface. Key Users - a list of those departments that will be primar users of the application. -4- ', 0 e I ',, I I I 1 I 1 I I I I I I I 1 I I 1 '\ j. < The applicati.ons are grouped into the following general functional areas: A. Land Use B. Parks & Recreation/Maintenance Management C. Administrative D. Public Safety E. Financial Exhibit 1, following the list of requested applications, graph- ically presents a conceptual overview of all current and requestec I applications,, 1. Land Use Applications a. APPLICATION: Geobase DESCRIPTION: Maintains an inventory of all pertinent informa tion related to each parcel contained within city boundaries An example of this information includes: - parcel size - zoning - owner - jurisdiction - street address - business license - general plan code - census tract and block - assessor's parcel number - current land use code - number of housing units - revision or creation date - state plane coordinates - description - number of parking spaces - category - building square footage - assessed value - right of way - date of last assessment - sewer & water connection - precincts - industrial waste permits Provides complete zoning history of each site, including description and status of all cases affecting the site (i.e. zone changes, conditional use permits, subdivisions, variances general plan amendments, etc.). Includes all overlay zones such as hazardous materials, red€ velopment, general plan, assessment district and schoo district . information rights - sewer permits -5- 1. e e \\ ,. ', Retrieval. of data is cross referenced by street and/or situ: B7. 1 I 1 I 1 1 I I I 1 1 1 I 1 1 1 address, tax assessor parcel number and Carlsbad I.D. number. INTERFACES: Business License Computer Aided Dispatch Computer Aided Mapping Financial Impact Analysis/Modeling Fire Inspection Inventory Control Permit Status Tracking Weed Abatement KEY USERS: All departments b. APPLICATION: Permit Status Tracking Tracks issuance of permits and inspection steps through plan ning, building and inspection processes. Provides on-line inquiry capabilities to Key Users. I NTERFAC ES : Geobase KEY USERS: Building and Planning Engineering Finance Fir e Ut illi ties/Maintenance c. APPLICATION: Computer Aided Mapping DESCRIPTION: Used to draw base maps on all parcels within th City based on geocordinal information stored in the Geobase. INTERFACES: 1 Geobase KEY USERS: Building and Planning Engineering Re scar c h/ An a 1 y s i s Gr o up I -6- e e '. 1. ' ,d. APPLICATION: Fiscal Impact Analysis/Modeling U'. 1 I 1 D D I I I 1 I I U 1 I I I DESCRIPTION: Provides information on the costs and revenue: produced by new development. Using information from the parce: inventory and fund accounting systems combined with the Public Facilities Management System (PFMS) and specific developmen- project dlata, produces projections on revenues and costs relat- ed to the specific project. Projects costs for each operation within the City pertinent tc a given project. Projects what changes will occur to budget dollars or servicl levels if certain changes occur in funding or employee levels. 1 INTERFACES: Fund Accounting Geobase KEY USERS: RuiILding and Planning City Manager En g in eer i ng Parks and Recreation Research/Analysis Group Uti :L i ti e s/ Ua in t en anc e 2. Parks & lRecreation/Maintenance Management Applications I a. APPLICATION: Maintenance Management DESCRIPTION: Provides for record keeping and scheduling o maintenance and preventive maintenance for physical plant fixtures, traffic equipment and non-motive equipment. Provides inventory and location of physical plant, fixtures an non-motive maintenance. Identifies if equipment is serviced b City or service contract. Tracks and summarizes labor hours and materials costs associat ed with maintenance and repair. INTERFACES: Fund Accounting Inventory Con t r o 1 Work Order -7- e e ‘b I\ KEY USERS: I ’.. I I I I I I En g i neer ing Parks and Recreation Ut i 1 i ties/ Ma in t enance b. APPLICATION: Work Order DESCRIPTION: Provides mechanism for tracking and scheduling o labor hours and materials costs used in performance of mainten- ance, construction, repair and inspection activities. INTERFACES: Ma in t enance Man agemen t Motive Maintenance KEY USERS: En gineer ing Park:s and Recreation I Ut ilities/Maintenance I c. APPLICATION: Motive Maintenance DESCRIPTION: Monitors maintenance costs for City’s vehicles pumps, generators and other motor driven equipment. Monitor! fuel consumption for motor driven equipment. Provides for record keeping and scheduling of maintenance an( preventive maintenance for motive equipment. Tracks and summarizes labor hours and materials costs associat- ed with maintenance and repair. INTERFACES: I I I Fund Accounting Inventory Control Work Order I I I I I KEY USERS: I Ut i 1. i t ie s/ Ma i n ten anc e d. APPLICATION: Meter Reading DESCRIPTION: Provides for downloading of meter reading infor. mation from automated collection devices located off-site tc the host computer for billing purposes. I -8- e e '. h I. INTERFACES: I ,., I I I I I I I I I I I I I I I I I Water Bi 1 1 ing KEY USERS: Finance Utilities/Maintenance e. APPLICATION: Recreation Management DESCRIPTION: Provides several sub-applications aimed a1 assisting in the management of recreation-orientec activities. These sub-applications include: (1) Recreation Registration DESCRIPTION: Track registration for and assists in sched- uling of classes and events conducted by the Parks an( Recreation Department. Performs fee calculations based on class or even- registration fee. I KEY USERS: Parks and Recreation (2) Facilities Reservation DESCRIPTION: Provides for scheduling of Ci ty-owned ani operated facilities for use by the City and the public Schedules each facility and each day in half hour incre. ments. KEY USERS: Library Parks and Recreation (3) Lagoon Permit Tracking DESCRIPTION : Tracks issuance of boating permits i connection with the City's lagoon program. Accounts fo feeis collected. KEY USERS: Parks and Recreation -9- 1 ',. 0 '. i\ ' \3. Administrative - Applications a. APPLICATION: Office Systems I U I I I 1 I I I I I I I I DESCRIPTION: Provides various office systems capabilities tl user departments through the mainframe or interfaces to thc mainframe. Sub-applications include: Word Processing - Provides word processing capabilities tl predetermined user departments on a stand alone basis Provides capability of interfacing with the host compute to transfer files and share information. Electronic Spread sheet - Provides planning, modeling, forecasting and "what if" analysis capabilities via ai 1 electronic worksheet. Electronic Mail - Provides for forwarding of messages b: electronics means, including creation, editing, sortin! and transmission. Automatic Calendaring - Allows for scheduling of appoint- ments with several users. Graphics - Provides for creation of line, bar, scatter I pie and block graphs. KEY USER§: All departments b. APPLICATION: Records Management Indexing DESCRIPTION: Stores and maintains an index for selected de- partmental records series. Records may be in hard copy 01 micrographics formats. Records series include: City Clerk Chaindex City Attorney Case Files Engineering Project Files Land Use Planning Project Files INTERFACES : I None KEY USERS: Building and Planning City Clerk City Attorney En g jt n eer i n g I - 10 - '. I ', . 4 'c. APPLICATION: Purchase Order DESCRIPTION: Generates automatic purchase orders from purchasc requisitions and other predetermined criteria, including ordei I levels within stores inventory. I materials. Maintains vendor master file and acknowledges receipt 0. INTERFACES: Fund Accounting Inventory Control I I I I IC I I I I I 1 I I I I KEY USERS: Purchasing d. APPLICATION: Personnel Information DESCRIPTION: Maintains all pertinent personnel information including: - demographic - rate of pay - accrual rates - length of service - review & promotion dates - deductions - training information - education data - worker's compensation - EEO information - employee grade - special pay - out--of-class pay - part-time employees - Fire & Police training - information Has capability of on-line inquiry, with levels of access tc maintain confidentiality. INTERFACES : Compensation Modeling Payroll KEY USERS: Fire Pe r so n n el Po 1 i c e - 11 - '. * r< 1 I I 1 I 1 II 1 I I I I I II I I '\e. APPLICATION: Compensation Modeling DESCRIPTION: Provides ability to extract salary informatio from Personnel data base using various criteria in order t perform row and column manipulations to simulate compensatio changes and forecast financial implications of those changes Used for analysis of total compensation packages during nego tiations and for management benefit/salary analysis. INTERFACE : Personnel Information KEY USERS: I Personnel f. APPLICATION: Risk Management Claims Tracking DESCRIPTION: Tracks risk management claims activity from sub mission of claim through settlement or disposition. Provides on-line inquiry to Key Users. 1 INTERFACES : None KEY USERS: Risk Management 8- APPLICATION: Inventory Control DESCRIPTION: Maintains all relevant information pertaining tc inventory items, including: - quarr t i t y - description - order amounts - safety stock levels - lead times - cost Inventories to be controlled by this system include: - st o res warehouse - spare parts - Fire supply - Police property locker - meters - City-owned surplus property - backflow preventers - 12 - '. e a i ., INTERFACES: 1 ',. 1 I 1 i 1 I 1. I I 1 I 1 I I I Maintenance Management Motive Maintenance Purchase Order KEY USERS: I All departments h. APPLICATION: Data Center Operations Software DESCRIPTION: Maintains and reports statistics on usage of a1 computer resources by device, user and time period. Used t aid in the development of rates and charge-back mechanisms fo all computer resources in order to achieve a zero balance a the conclusion of the fiscal year. INTERFACES: None KEY USERS: 1 Central Services i. APPLICATION: Complaints Tracking DESCRIPTION: Tracks citizen complaints from initiation throug disposition. Allows management to monitor the status, numbe 1 and progress of complaints. INTERFACES: No n e KEY USERS: City Manager 4. ~ Public Safety Applications a. APPLICATION: Police Management Provides several sub-applications aimed at assisting in th management of Police Department activities. These sub-applica tions include: - 13 - (1) Police Property & Evidence Control DESCRIPTION: Maintains pertinent information on an tracks all property found and logged in as evidence. Thi information includes, but is not limited to: - property tag number - case number - date - description of property - name of finder/victim/suspect - each action on property including location, date an I I, .I,' 1 I I 1 I I I 1 1 II 8 I I I 1 I I person responsible KEY USERS: Police (2) Burglary and Property Alarm File DESCRIPTION: Tracks alarm calls by address and owner. Assists in the enforcement of the alarm ordinance b identifying locations and frequency of false alarms. 1 I NT ERFACES : Geobase KEY USERS: Police (3) Detiective Case Tracking DESCRIPTION: Tracks crime cases through the Detectiv Division. Provides on-line access to the progress of an case . KEY USERS: Police (4) Mug shot File DESCRIPTION: Maintains name, physical description an photograph information on individuals within the photo graphic files. Allows for sorting of this informatio bas'ed on physical characteristics. Used to retrieve photographs to be used in a suspect line up for witnesses. - 14 - 1 ”.”\ @ Q KEY USERS: Police 1 1 b. APPLICATION: Ambulance Billing 1 DESCRIPTION: Provides billing system for ambulance services Provides itemized billing of services rendered. I NTERFAC ES : None 1 I 1 1 1 1 1 1 1 I I I I KEY USERS: Finance Fire c. APPLICATION: Weed Abatement DESCRIPTION: Maintains weed abatement information on a1 vacant parcels within the City. Information includes: - parcel identification number - inspection and compliance data - fees for services INTERFACES : 1 County Tax Assessor Geobase KEY USERS: Finance Fire d. APPLICATION: Fire Inspection DESCRIPTION: Maintains building and fire code classificatic information on each commercial industrial and office buildir within the City. This information includes, but is not limitc to: - type of construction - type of occupancy - flolor area - number of floors - ad 61 res s - list of hazardous materials - name of supervision co. - name of business - description of built-in 1 protection systems - 15 - 1 ',_._ m a e * Provides for scheduling of inspections, and monitors inspec- tions completed. Allows far sorts of certain users based on predetermined cri- teria contained within the database. INTERFACES : 1 Geobase I II 1 8 1 I I I 1 1 I I I I KEY USERS: Fire e. APPLICATION: Fire Management DESCRIPTION: Provides several sub-applications aimed at assisting in the management of Fire Department activities. These sub-applications include: (1) Fire Hose Records DESCRIPTION: Maintains information on each individual piece of fire hose owned by the City, including purchase, warranty and test data. Schedules annual test of each piece of hose. (2) Incident Analysis DESCRIPTION: Maintains information on all emergency incidents to which the department responds. Enables administration to analyze the incidents in terms of a variety of factors (locations, day, time, type, response time, cost personnel committed, etc.). I (3) Street Index DESCRIPTION: Provides a means of updating the street index maintained by the Fire Department. I INTERFACE: Geobase (4) Additional applications to be utilized by fire management include : Personnel Information (3d.) - maintains and reports training information on Fire Department personnel. Motive Maintenance (2c.) - maintains detailed records for all vehicular equipment operated by the Fire Department. - 16 - 0 w 1 '/ ,': '\ Permit Status Tracking (lb.) - maintains, by project, Fire Department requirements for project approval ; provides online access to project approval inquiries. 8 I 1 I 1 1 1 1 I I I I I I I KEY USERS: Fire 5. Financial Applications a. APPLICATION: Business License DESCRIPTION: Maintains a record of all business licenses I issued by the City. Retains at least the following information for each business license: - state I.D. number - account number - business name - owner's name - business phone number - demographic information - land use code - type of business - parcel location code - annual sales volume Generates annual renewal notices. Maintains a record of gross sales receipts. INTERFACES : Ge oba s e 1 Fire Inspection KEY USERS: Finance b. APPLICATION: Fixed Assets DESCRIPTION: Performs functions of property management includ- I ing: - insurance and replacement cost valuation - basic maintenance costs and service information - depreciation and depreciation projections (useful life remaining) Maintains; at least the following information: - depa.r tment - item description - model number/name - serial number - vend.or - purchase date - cost - appropriation number - 17 - e m 1 ' _*' I, - disposition - depreciation schedules - appraised value - maintenance schedules - maintenance costs 1 I I INTERFACES : None KEY USERS: Finance I Purchasing I e. APPLICATION: Revenue Forecasting DESCRIPTION: Provides for "what if" oriented financial model- ing using historical budget and actual data. INTERFACES : I 1 I 1 I I I E I I I I I Fund Accounting KEY USERS: City Manager Finance C. Current Applications Not Considered in This Plan Two major applications are not to be considered as part of this Information Systems long-range plan. The applications are as follows: 1. Computer Aided Dispatch (CAD) - currently the City is considering the acquisition of a CAD system to support both the Police and Fire Departments. This new system will require a separate standalone mainframe to support it. Since this separate system will not be under the responsibility of the Information System's activity, but instead under the police dispatch function, the impact on this: plan is minimal. Police and Fire management informa- tion systems have been considered in this plan along with the interfaces necessary to support the CAD geobase infor- mation access. 2. The library systems currently being supported through the joint powers agreement with Oceanside and the service bureaus have not been considered in this plan. Neither of these systems have or are expected to have any impact or the central HP computer system supported by Informatior Systems. - 18 - e i' 1 2 .*' I 1 I 1 1 I 1 8 1 8 1 I 1 I I I I I 111, PROJECT RECOMMENDATIONS I .# ,” e 111. PROJECT RECOMMENDATIONS The purpose of the long range information systems plan is tc outline the City of Carlsbad’ s information systems needs agains. the allocation of resources to meet those needs for the next threc to five years. This plan has been divided into three main section: addressing: 1) personnel requirements, 2) hardware requirements an( 3) software requirements. 1 I B I I I 1 1 1 1 I I 1 I I We recommend that the Information Systems Department include thi I following fuiictions: 1) Central Data Processing, 2) Central Worc Processing, and 3) Responsibility for Ci ty-wide telecommunication (cost of telecommunications has not been included in any projectel budgets of this plan). A. Applications Priority and Rating In order to obtain a starting point for the development of thi plan, we conducted a survey of the application softwar requirements for each department within the City, as detailed i Section 111. These software applications were prioritized during meeting of all department heads. These applications were the rated by Arthur Young consultants as to the difficulty of implemen tation and the level of resources required. 1 The rating system used has four basic levels pertaining to eac application. These levels are as follows: Rating - Description of Rating 1. Host computer supported; signi ficant level of resourc commitment required t implement. 2. Host computer supported moderate level of resourc commitment required t I implement. - 19 - a a < Rating Description of Rating I * ." I I I 1 I I 1 I I I u I u I I 1 I 3. Host computer supported; minimui level of resource commitmen required to implement. 4. Stand alone mi c roc omp u t e supported; no host computer sup I port required. The priority and rating of each requested application appear a Exhibit 2. The assumptions we have made concerning the resources requirement associated wi.th the ratings described above are as follows: Rating Re source 1 2 3 4 Personnel. 6 2 .5 .25 (Person Months) Purchase $ $10K+ $7-10K $4-7K $1-4K Software Purchase $ $10K $7K $3K $5K Hardware Implementation 9 3 1 .5 Elapsed Time (Mos. ) The applications included in this plan were requested by variou departments within the City. Each application was reviewed by thc EDP Steering Committee. In addition to the Committee review, thc Department Hieads were involved with the prioritization of thc entire group of applications. Arthur Young did not attempt tc conduct a cost/benefit justification of each of the requested ap- plications. The evaluation of each application should be performec prior to proceeding with either the purchase or development of eack system. This evaluation should include a cost/benefit analysis an( an analysis of the purchase versus inhouse developmeni alternatives, Only after this analysis has been performed, and tht Information Systems Director is satisfied that the application i: justified, should the implementation process begin. - 20 - 4 e .* I ,. ,': 1 I I 4 It would be impossible during the development of this plan to per. form all the necessary analyses of each application to determinc whether the requested application is truly justified. Oftentime cost considerations alone are not enough to determine the value o a particular application. Improved service levels to the public ability to respond more effectively to council questions and other considerations may determine the justification for the implementa- tion of a particular system. We can state that the vast majorit! of the requested applications have been installed in various citier throughout California, and that many of the highest priority appli- cations at the City of Carlsbad are currently running or plannec for implementation in the cities that we surveyed. ' I Arthur Young consultants did not participate in the prioritizing Oi the applications requested, but facilitated the process. Th E process was carried out by the Department Heads. In general, WE agree with the final list of prioritized applications and their representative order, with the following comments noted: I I 1 I 1 I I I I 1 I I The Geobase application is, to many cities, a very high priori- ty application and we agree with it being prioritized first at Carlsbad. Typically included with the implementation of the Geobase is the simultaneous implementation of the Permit Status Tracking application. In our experience, we have not seen such a high priority placed on the Computer Aided Mapping application, and would suggest that implementation of this system be given careful evaluation during the cost/benefit analysis. Office systems usually obtain a higher priority than was given by the Department Heads at Carlsbad. We believe that an initial analysis of this application should be conducted during the first few months of the plan to determine if the benefits associated with a city-wide office automation system dictate that it be implemented ahead of many of the higher priority applications. The Police and Fire Management applications may be handled by the proposed Computer Aided Dispatch system (CAD) now under consideration by the City. In that event, the impact of these applications on the plan would be significantly reduced. - 21 - * 0 '\ 1 ;. 1 i ]I 1 I l I I 1 I 1 I 1 3 4 4 1 I 1 B. Survey of - Comparable Information Systems Organizations In addition to developing the application requirements, we conduct- ed a survey of similarly-sized cities within Southern California regarding their Information Systems Department resource levels. The survey results appear as Exhibit 3. The purpose of the survey was to identify levels of expenditures currently being made by ' cities comparable to Carlsbad. These results have been analyzed and the suggested baseline resource levels for the proposed plan have been established based on this analysis. Those cities using Facility Managers were deleted from analysis as were the cities with the highest and lowest information systems budgets as a percentage of general fund. This baseline resource commitment level has been assumed to be the average levell of expenditures and staffing of the survey cities selected. We would like to stress that this level of expenditure and resource commitment is only a suggested starting point for the City of Carlsbad. Depending on City management's preference, more or less aggressive expenditure and resource commitment levels can be made. Tlhe baseline resource requirements assumptions are as follows: - Annual Information Systems' budget should equal 1.6% of City's general fund or approximately $290,000 currently. - Staffing and salary levels should equal those reflected ir the table below. Sample job descriptions for these staff- ing requirements are provided as Exhibit 4. Year 3 Level Director 1 1 1 Senior Systems Analyst 1 1 1 Programmer/Operator - - - - 1 2 - I Systems Analyst 1 1 1 1 __. 1 - 22 - m m z. 1. ,. I I I I I I I I I u I I I I II I - Hardware requirements equal those reflected in the table I below: Year Hardware Required 1 2 3 Additiona.l Memory 1 meg I $ 12K Upgrade to 68 X $120K Additiona.1 Disk 404 megs $ 25K Additional hardware may be required to support new applications 01 the expanded use of existing applications. This hardware woulc usually take the form of either hardcopy printers or CR' terminals. In some cases, microcomputers not included in the capi. tal expenditures estimate (Exhibit 7) may be required. C. Implementation Plan The implementation plan which appears as Exhibit 5 brings togethe the list of prioritized applications with the baseline resourcl requirement assumptions established above. The plan was develope assuming a baseline level of personnel resources are required t maintain the existing applications running on the HP 3000. Thi baseline level has been estimated to be 6 person-months for Year 1 12 person-months for Year 2 and 18 person-months for Year 3. Th allocation of the remaining personnel resources available for ne application installation is shown in Exhibit 5. For each ne application, we have shown the estimated implementation tim including a separate identification of resources required fo selection and evaluation of software packages. Exhibit 6 shows the estimated department annual budget and Exhibi 7 shows the estimated annual capital expenditures required t implement the application plan. The figures detailed in Exhibit are best guess estimates, in today's dollars, of the purchase pric - 23 - 1 i (b rn ,r 'of software packages which meet a majority of each application? functional requirements. In addition, we have included an estimatt of the cost of terminals and hardcopy printers which would be re- quired to fully implement each application. I I I I I I I B 1 D. Charge-Ba-ck System The City should implement a charge-back system for all major ser- vices rendered by the new Information Systems Department to othe City departments. Included in this system should be charges fo 1 the following: Hardware usage including: - CPU seconds - Disk storage - Lines printed, on line printer - Port charge - Communication costs for phone lines and modems Word processing services: - Chairge per page of original entry - Chai-ge for time spent in making modifications I Analyst's time spent on each application The basic intent of this type of charge-back service is to make th user departments accountable for their fair share of the tota costs of running an internal Information Systems Department withi I the City. I E. Microcomputer Policy Over the past several years, the number of requests from use departments to acquire microcomputers for special purpose applica tions has increased considerably. To handle this type of reques in the future, we recommend the following procedure: I 1 I I I - 24 - 1) m .. 1. The user department request must either coincide with thl long-range application plan or must be incorporated in thc plan as an amendment. Amendments to the plan must be sub. mitted in writing to the Information Systems Departmen for comments and/or approval before submission to thi 1'. I I I I I I I I 1 I I I I I I I I Information Systems Steering Committee. 2. The Information Systems Department will provide a cos benefit analysis of each request with the support of thi requesting department, to include any analyst's time tha may be required to implement the requested system and an impact on the mainframe computer or its peripherals. 3. The Information Systems Department will provide the Steer ing Committee with the estimated impact of the request o other projects and applications that are scheduled in th plan. 4. The requesting department will provide the necessary fund for the acquisition of the requested hardware and softwar if not in plan. 5. Information Systems will request the actual purchase o the equipment in order to assure that the equipment con forms to the Information Systems Department's standar I configurations. F. Continuance of Long-Range Plan The long-range information systems plan requires continual main tenance and modification as the needs of the City change. W recommend that the plan be updated annually to encompass the nex three year projected period. During this updating process, th actual versus plan of the previous year should be analyzed and an major differences should be reflected in future plans. The infor mation systems long-range plan should be used throughout the yea as a template for the assignments and projects which th Information Systems Department will address. The Steerir Committee should be updated periodically on the status of the pla and how well the Information Systems Department is tracking to tl plan. - 25 - CONCEPTUAL OVERVIEW I m 'I, .. aa. I\ I I I I I I I I I I I I I I I I EXHIBIT 2 APPLICATIONS PRIORITY AND RATING Section I11 I Priority Application Rating Reference 1. Geobase 1 1.a 2. Personnel Information 2 3.d Permit Status Tracking 2 1.b 3. 4. Data Center Operations 3 3.h 5. Rec o r d s Man ageme nt 3 3.b 6. Motive Maintenance 2 2.c 7. Maintenance Management 2 2.a 8. Computer Aided Mapping 1 1.c 9. Revenue Forecasting 2 5.c 11. Police Management 2 4.a 12. Fire Management 3 4.e 13. Business License 2 5.a 14. Fire Inspection 4 4.d 15. Recreation Management 4 2.e 16. Met e r Reading 2 2.d 17. Work Order 2 2.b 18. Fixed Assets 2 5.b 19, Ambulance Billing 2 4.b 10. Fiscal Impact Analysis 1 1.d 20. Inventory Control 2 3*g 21. Office Systems 2 3.a 22. Risk Management 2 3.f Weed Abatement 3 4.c 23. 24. Purchase Order 2 3.c 25. Compensation Modeling 2 3.e I 26. Complaints Tracking 2 3.1 3: s @2 I K 3 .A V meg,- cy ooc8 co e ep!gz ; e, Y C K kt,'; : gc ,q 2"alB 13 s 8 88Zc- gg 9 0 ggg5 zg C cc cc- 3 0 cd Y cd c s cc I d e'i E -I c .- c ,I gi xu2 2 2 gz 2 .ssc E gT 8 g gg (3 8" 01 (Dm P) N- . 1.. - a c"c i .d E .i N - N- g g- -m ge IC LO 3 (0 c - e 3 C 4 ci h -4 69 v e 2 2 5! 8 L 86 5 8; ~ s.;;: 2 +d SL Y d L 4 2 23 .a a- v) ZL dm .X 8 9 w 2 UQ .- s 2z B ;w 8 8s 5 32 2 I I 2 :: L, ,n z i + x 8s ..- $ Y .- ,-. kg r 3,2 s.+u bc u : LC .- 522 .E ?I 2 ;, E E$ $ w gg 53 .:g2 3 rpZ8,$% c ace ,+8>,,' c--r.- z $1 'CI 5 %& 2 Ei ; k.2 L gi SI E : gqppgg L P$,g~p.p~ 5 :i 2 *,,sa8sga - .z i g: 2 i2,. 21 r= 1_1 4L 4% ID vB.2v, I mc UhCI c OC e >, .d T 0 EPC .- wc i d L 2L Lo4 e, - rr c Ud2.2 i'P 2 -0 w = n % $I $zg .% cs cn~x $1 g$"s I a L m L. EXHIBIT 1 1 PAGE 1 of 1 I ', . , \\ I I I 1 I I I 1 I I I 1 I I I TITLE : Information Systems Director I REPORTS TO: Assistant City Manager BASIC FUNCTION: Directs and coordinates activities of Information System Processing Department including Data Processing, Word Reprographics, Records Management and Micrographics, and Telecom munications. Supervises efforts of analysts, programmers and oper ators. Provides management direction and leadership in informatio systems applications d evelo pmen t and operations . Provides advice and counsel to management and user department concerning the application of information systems to City require ments. 1 DUTIES AND RESPONSIBILITIES: Provides guidance and counsel to management in the examination an definition of objectives for existing and proposed systems and i the design of improved systems utilizing data processing equipment Analyzes and defines City's information systems requirements. Recommends the location, type, size and equipment for informatio systems installations. Recommends department staffing consistent with the work load. Assists in the selection of and supervises training of personne according to City salary and administrative policy. Directs the preparation and installation of information system procedures and systems, including the design of source documents technical direction of information processing operations and assis tance in the format of management reports. Establishes schedules to obtain maximum utilization of equipmen and personnel. Prepares equipment utilization reports as required Maintains professional contacts with other organizations, researc bodies and equipment manufacturers concerning information systerr applications and equipment. w w I' , '. EXHIBIT a I 'I . I 1 I I I I 1 I I 1 I 1 I 1 1 I I 1 PAGE 2 of Directs the continuing review of present systems and methods an the formulation of new and revised systems, examining techniques i use and determining appropriate changes to effect improvements reduce costs and enhance efficiency on a organization-wide basis. MINIMUM QUALIFICATIONS: Bachelor's degree in computer science or related subject and six t eight years experience required. w w .- I) '. ., EXHIBIT 1 1 PAGE 3 of d I 'I . I I I I I 1 1 I I I I I I I I I TITLE: Systems Analyst 1 REPORTS TO: Information Systems Director BASIC PQNCTION: Analyzes, defines and designs information systems, and plans, orga nizes and controls the development and implementation of thes systems. DUTIES AND R'ESPONSIBILITIES: Analyzes, designs and develops applications systems and programs. Modifies and enhances existing systems and programs. Analyzes and defines user needs and specific project requests. Coordinates and carries out testing and implementation of system and programs. Evaluates and responds to user request inquiries and problems. Develops systems documentation. Provides training and assistance to junior level personnel a necessary. Investigates new technologies. Solves and adapts problems presented so that they may fit withi the operating limitations of the equipment. MI NIMUU QUAL,I F ICATIONS : Bachelor's degree in computer science of related subject along wit three to five years experience required. L L I' , '. EXHIBIT 4 I PAGE 4 of 1 + I ** , I I 1 I I 1 I I I I I I I I TITLE: Programmer / Op er a to r I REPORTS TO: Information Systems Director BASIC FUNCTION: Develops and modifies computer programs, working from basic system designs and specifications utilizing standard procedures and tech niques. Operates console and peripheral units of a computer t accomplish tine complete processing of programs containing multipl 1 and complex processing sequences. DUTIES AND R.ESPONSIBILITIES: Writes applications programs. Modifies or enhances existing programs. Maintains existing programs. Researches user requests and requirements. Codes programs and changes. Tests and implements programs and changes. Updates systems documentation. Determines probable cause of any malfunction and takes correctiv action. Performs backup procedures to ensure data integrity. Handles user trouble calls regarding hardware or communication problems. MINIMUM QUALIFICATION: Two to three years relevant experience required. I :$: : .. .*. ................... a iw;:; ..... ................. 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