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HomeMy WebLinkAbout2013-09-24; City Council; 21377; New Management Classification IT Project ManagerCITY OF CARLSBAD - AGENDA BILL AB# 21.377 ESTABLISHING NEW MANAGEMENT JOB CLASSIFICATION OF INFORMATION TECHNOLOGY PROJECT MANAGER DEPT. HEAD ^yju MTG. 9/24/13 ESTABLISHING NEW MANAGEMENT JOB CLASSIFICATION OF INFORMATION TECHNOLOGY PROJECT MANAGER CITY ATTY. Jl^-^ DEPT. HR/IT ESTABLISHING NEW MANAGEMENT JOB CLASSIFICATION OF INFORMATION TECHNOLOGY PROJECT MANAGER CITY MGR. RECOMMENDED ACTION: 2013-237 Adopt Resolution No. establishing a new management job classification of the Information Technology Project Manager. ITEM EXPLANATION: Staff recommends the adoption of an Information Technology Project Manager classification. The Information Technology Division recently contracted with Third Wave to assess the city's existing technologies, operational requirements, and service delivery needs. A strategic plan has been developed for the division which includes the identification of needed skill sets, business processes and technology initiatives to align with the city's service delivery goals and objectives. The Information Technology Division is creating a project management team through existing resources to provide expertise in the effective and efficient delivery of technology projects. Staff has identified the need for a full-time employee to oversee internal technology projects at the managerial level and is recommending the establishment of a new management classification of Information Technology Project Manager at a salary grade 5 on the Management Salary Structure. The Information Technology Division has a vacant position that will be reallocated for this purpose. The classification description for this position is included as Exhibit 2. In addition, it is proposed that the Appendix to the Local Conflict of Interest Code (Exhibit 3) be revised to reflect this change. FISCAL IMPACT: This staffing change was included in the FY 2013/14 budget and is within the current staffing allocation ofthe Information Technology Department. DEPARTMENT CONTACT: Cheri Abbott 760-602-2496 Cheri.AbbottOcarlsbadca.gov FOR CITY CLERKS USE ONLY. COUNCIL ACTION: APPROVED CONTINUED TO DATE SPECIFIC • DENIED a CONTINUED TO DATE • UNKNOWN CONTINUED • RETURNED TO STAFF • WITHDRAWN • OTHER-SEE MINUTES • AMENDED • Page 2 ENVIRONMENTAL IMPACT: This amendment is statutorily exempt from CEQA pursuant to Public Resources Code Section 21080(b)(1). EXHIBITS: 1. Resolution No. 2013-237 2. Classification Description - Information Technology Project Manager 3. Appendix to the Local Conflict of Interest Code 2. 1 RESOLUTION NO. 2013-237 2 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, ^ CALIFORNIA, CREATING A NEW MANAGEMENT JOB CLASSIFICATION AND AMENDING THE CONFLICT OF INTEREST CODE 4 5 WHEREAS, as part of an organizational restructuring designed to increase the level of 6 7 technology expertise within the city organization, the Information Technology Department has identified the need for internal project management skills and capabilities at the ^ managerial level; and, JQ WHEREAS, it is necessary to create the classification description of Information 11 Technology Project Manager to appropriately describe the assigned responsibilities of this 12 position within the city organizational structure; and, WHEREAS, it is necessary to amend the Conflict of Interest Code to reflect the above change. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, 13 14 15 16 17 California, as follows: 18 1. That the above recitations are true and correct 19 20 21 22 23 3. That Resolution No. 2013-113 which approved the "Local Conflict of Interest Code" is 24 amended to add the classification of Information Technology Project Manager to the list of Designated Employees filing in disclosure categories 1, 2, 3 and 4 25 26 27 28 2. That the city adopt the new classification of Information Technology Project Manager at salary grade 5 of the Management Salary Structure as described in Exhibit 2, attached hereto and made a part thereof. // // 3 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 PASSED, APPROVED AND ADOPTED at a Regular Meeting ofthe City Council ofthe City of Carlsbad on the 24*^ day of September, 2013, by the following vote to wit: AYES: NOES: Council Members Hall, Packard, Wood, Blackburn and Douglas. None. ABSENT: None. MATK HALL, Mayor ATTEST: BARBARA ENGLESON/City Clerk > rT.'' ..BC ••.S<» <, Attachment 2 CITY OF CARLSBAD CLASS SPECIFICATION JOB SERIES: INFORMATION TECHNOLOGY PROJECT MANAGER DEPARTMENT: INFORMATION TECHNOLOGY DISTINGUISHING FEATURES AND SUMMARY DESCRIPTION: The primary purpose of this position is to drive technology projects from initiation through delivery, organizing cross-functional activities, ensuring project completes on schedule and within budget. The position serves as an in-house project manager and evaluating needs, vendors and Request For Proposals for tool/application builds for City of Carlsbad's internal use, to planning and directing implementation efforts. The IT Project Manager manages other resources indirectly as part of cross-functional team delegation and project assignments. The IT Project Manager is an individual contributor reporting to the Project Portfolio Manager. The IT Project Manager collaborates with the application team, network engineering and business intelligence services. The IT Project Manager leads, manages and drives forward technology and infrastructure projects. DUTIES AND RESPONSIBILITIES: Identifies project objectives, defines scope and requirements, creates project schedules and plans, manages resources, measures progress and makes course corrections to ensure projects are completed on time. Contributes to establishing methods and metrics for tracking performance and making decisions within project management teams. Collaborates with staff and management across the organization and with outside third parties to clearly identify, explain and communicate their project involvement, project goals, expectations and tasks. Works with cross-functional groups across divisions as part of a team. Builds a project plan to meet business requirements and expectations. Prepares and manages project budgets, and coordinates with financial staff. Leads project teams through initiation, planning, execution, controlling and close phases. Facilitates communication and negotiation of commitments within the team and with functional management, and sustains coordination among all affected stakeholders. Complies with and enforces policies, processes and agreements, and employs standard methods and tools. 6 Attachment 2 Makes decisions about critical tradeoffs among project dimensions of costs, resources, schedule, and requirements. Develops and maintains project documentation including requirements definition, architecture diagrams and test plans. Communicates project status to project sponsors and stakeholders. Manages multiple projects simultaneously. Knowledge and Abilities Knowledge of: • System development lifecycle • Project management methodologies • Principles of management pertaining specifically to human capital • Managing project and organizational dependencies related to project delivery • Time management, financial management and overall resource management • Industry standards or models to guide improvement activities • Best practices for defining and deploying processes and measurements and other improvement activities • Portfolio and project management best practices, process improvement methods and tools • Organizational change management • Business Process Management, administration and operations Ability to: • Manage and resolve conflict and other barriers to project success negotiation and people management skills • Negotiate contracts, pricing and service delivery • Work closely and build relationships with people in many roles, including information technology staff, end users, business units, technologists • Enforce standards/process as required and to apply flexibility as appropriate • Make presentations and to communicate orally and in writing with technical and non- technical staff at all levels of the organization • Lead diverse teams • Manage information technology projects including hardware, software and networking interactions • Provide guidance and mentoring to project team personnel EDUCATION: Bachelor's degree or equivalent combination of education and experience is required. PMP certification is a plus. EXPERIENCE: Requires a minimum of 5+ years of project management related work experience. Previous experience in one or more ofthe following areas: Networking, Systems Security, Identity and Access Management, Regulatory Compliance Attachment 2 JOB SERIES ESSENTIAL FUNCTIONS The conditions below are representative of those that must be met by an employee to successfully perform the essential functions ofthe job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions. JOB COMPLEXITY: Works on complex issues where analysis of situations or data requires an in-depth evaluation of variable factors. The Project Manager will exercise judgment in selecting methods, techniques and evaluation criteria for obtaining results. Must establish rapport with internal and external contacts and deal with issues surrounding resistance to change, unclear roles and responsibilities, organizational politics, resource constraints, and competing priorities. Language Ability: Must be able to classify, compute, tabulate, and categorize data. Must be able to advise and provide interpretation to others on how to apply policies, procedures, and standards to specific situations. Needs to be able to use a variety of descriptive data and information such as: a variety of plans; resolutions; maps; reports; procedures; guidelines; and routine correspondence. Needs the ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Must be able to write reports, business correspondence, and procedure manuals. Needs to effectively present information and respond to questions from groups of managers, clients, and the general public. Mathematical Ability: Knows how to apply mathematics, including the ability to calculate percentages, fractions, decimals, volumes, ratios, and spatial relationships. Needs to be able to interpret basic, descriptive statistical reports. Judgment and Situational Reasoning Ability: Must be able to use functional reasoning and apply rational judgment when performing diversified work activities. Needs to be able to analyze data and information using established criteria in order to determine consequences and identify and select alternatives. Physical Requirements: • Needs to be able to operate equipment and machinery with some requiring rapid adjustments such as a computer keyboard and terminal, printers, photocopier and calculator. Must be able to coordinate eyes, hands, feet and limbs in performing skilled movements such as rapid keyboard use. Needs to be able to recognize and identify degrees of similarities or differences between characteristics of colors, textures, and forms associated with job-related objects, materials, and tasks. • Essential and marginal functions may require maintaining physical condition necessary for sitting for prolonged periods of time. Must be able to exert light physical effort, typically involving lifting, carrying, pushing and pulling of up to 15 pounds. Tasks may involve extended periods of time at a keyboard or workstation. Needs to be able to perform frequent downward flexion of neck, side-to- side turning of the neck, fine finger dexterity and grasp to manipulate the keyboard, telephone, writing instruments, papers, books, manuals, and reports. • Job entails occasional walking, standing, bending, stooping, climbing, and reaching at and above shoulders and twisting at the waist. On an infrequent basis, the incumbent must be able to squat and kneel. • Overtime and attending meetings outside regular work hours may be required. Work environment is professional and both team and autonomy oriented. This position is impacted by urgent time 7 Attachment 2 deadlines due to various reporting and filing requirements. There is a need for extreme accuracy and paying attention to detail. Additionally, there is a need to be able to shift attention before tasks are completed to be able to balance user demands, telephone and other interruptions. • Must be able to drive and maintain a California Class C Driver's license or ability to arrange transportation for fieldwork or visits to other City facilities when necessary. DATE APPROVED: 9/17/2013 i ATTACHMENT 3 APPENDIX TO THE LOCAL CONFLICT OF INTEREST CODEOF THE CITY OF CARLSBAD, CITY OF CARLSBAD AS SUCCESSOR AGENCY TO THE CARLSBAD REDEVELOPMENT AGENCY OVERSIGHT BOARD FOR SUCCESSOR AGENCY COMMUNITY DEVELOPMENT COMMISSION, PUBLIC FINANCING AUTHORITY AND THE CARLSBAD MUNICIPAL WATER DISTRICT The positions and categories within the City listed in this appendix are "designated positions." Any person whose position with the City is a designated position is a designated employee. Designated employees shali disclose in the manner provided in the Local Conflict of Interest Code of the City of Carlsbad those financial interests, which are within the categories represented by the number(s) following the listed position. The categories conrespond to the subsections of Title 2, Califomia Code of Regulations Section 18730, subsection 7 and represent the following disclosures: "1" investment and real property disclosure; "2" personal income disclosure; "3" business entity income disclosure; "4" business position disclosure. DISCLOSURE DESIGNATED POSITIONS CATEGORIES Mayor and Members of the City Council * City Manager * City Attorney * City Cleric Chaimnan and Members of the Community Devetopment Commission * Executive Director of the Community Development Commission ** General Counsel for the Community Development Commission ** Secretary of the Community Development Commission * Chainnan and Members of the Successor Agency * Executive Director of the Successor Agency ** Attorney for the Successor Agency ** Secretary of the Successor Agency * President, and Members of the Board of Directors of the Carlsbad Municipal * Water District Executive Manager of the Carisbad Municipal Water District ** General Counsel for the Carisbad Municipal Water District ** Secretary of the CMWD Board Chairman and Members of the Public Financing Authority * Executive Director of the Carisbad Public Financing Authority ** General Counsel for the Carisbad Public Financing Authority ** Secretary of the Public Financing Authority * Treasurer of the Public Financing Authority ** Carlsbad Local Conflict of Interest Code Council Approved 9/24/13 OFFICIALS WHO MANAGE PUBLIC INVESTMENTS Assistant to the Treasurer City Treasurer Deputy City Treasurer Finance Director CITY STAFF UNDER CITY MANAGER Accountant Accounting Supervisor Administrative Services Director Aquatics Supervisor Assistant City Manager Assistant to the City Manager Assistant Engineer Assistant Finance Director Assistant Planner Assistant Planning Director Associate Analyst Associate Contract Administrator Associate Engineer Associate Planner Benefits Administrator Building & Code Enforcement Manager Building Inspector I & II Business Intelligence Architect Business Systems Specialist Buyer /Contract Administrator City Communications Manager City Planner Code Compliance Officer I & II Communications Coordinator Community and Economic Development Director Community Arts Coordinator Community Outreach Supervisor Community Relations Manager Community Volunteer Coordinator Construction Manager Cultural Arts Manager Deputy Fire Marshall Deputy Library Director Development Services Manager Economic Development Manager Emergency Medical Services (EMS)Paramedic Nurse Coordinator Emergency Preparedness Coordinator Engineering Manager Environmental Programs Manager Environmental Specialist I & II & Senior Carlsbad Local Conflict of Interest Code Council Approved 9/24/13 DISCLOSURE CATEGORIES 2,3,4 2.3,4 1,2,3,4 2,3 1.2,3,4 1.2,3 1,2 1,2,3,4 1,2,3,4 1,2,3,4 1,2,3,4 1.2,3.4 1,2 1,2,3,4 2.3 1.2,3 1.2,3 2, 3,4 2,3,4 1,2,3,4 1,2,3,4 1.2,3.4 1.2,3,4 2,3 1,2,3,4 2,3,4 2.3 2,3,4 2,3 1,2,3,4 1,2,3.4 1.2,3 1,2,3,4 1,2,3,4 1,2,3,4 1,2.3,4 1.2,3.4 1,2.3,4 1,2.3,4 1,2.3 (0 DISCLOSURE CITY STAFF UNDER CITY MANAGER CONTINUED CATEGORIES Equipment Maintenance Supervisor 2,3 Facility Manager 1,2,3,4 Finance Manager 1,2,3,4 Finance Payroll & IT Manager 1,2,3,4 Fire Chief 1,2,3,4 Fire Division Chief 1,2,3,4 Fire Battalion Chief 1,2,3,4 Fire Marshal 1,2,3,4 Fire Prevention Specialist I & 11 1,2,3 Gallery Curator 2,3 Geographic Information Systems Manager 2,3 Housing & Neighboriiood Services Director 1,2,3,4 Housing Program Manager 1,2,3 Human Resources Director 1,2,3,4 Human Resources Manager 2,3 Information Technology Director 1,2,3,4 Infomnation Technology Manager 1,2,3,4 Information Technology Project Manager 1,2,3,4 Junior Planner 1,2,3,4 Library and Cultural Arts Director 1,2,3,4 Management Analyst 1,2,3,4 Management Assistant 2,3 Management Intern 1,2,3,4 Municipal Projects Manager 1,2,3,4 Municipal Property Manager 1,2,3,4 Pari^ Planning Manager 1,2,3,4 Pari< Planner 1,2,3,4 Paries and Recreation Director 1,2,3,4 Paries/Trees Supervisor 1,2,3 Paries Superintendent 1,2,3,4 Planning Technician I & II 1,2,3,4 Police Chief 1,2,3,4 Police Captain 2,3 Police Communications Manager 2,3 Police Lieutenant 2,3 Principal Librarian 2,3,4 Principal Planner 1,2,3,4 Project Portfolio Manager 1,2,3,4 Property & Environmental Management Director 1,2,3,4 Public Safety Infonnation Technology Manager 1,2,3,4 Public Wories Inspector I & II 1,2,3 Public Wories Director 1,2,3,4 Public Worics Manager 1,2,3 Public Wories Superintendent 1,2,3,4 Public Works Supervisor 2,3 Records Supervisor (Police) 2,3 Carlsbad Local Conflict of Interest Code Council Approved 9/24/13 CITY STAFF UNDER CITY MANAGER CONTINUED Recreation Area Manager Recreation Services Manager Risk Manager Senior Accountant Senior Building Inspector Senior Business Systems Specialist Senior Circulation Supervisor Senior Engineer Senior Construction Inspector Senior Contract Administrator Senior Librarian Senior Management Analyst Senior Planner Special Projects Manager Traffic Engineer Transportation Director Video Production Manager Warehouse Technician DISCLOSURE CATEGORIES 2,3,4 2,3,4 1,2,3,4 1,2.3.4 1.2,3,4 2,3.4 1,2.3 1,2.3.4 1,2,3.4 1,2.3,4 2,3,4 1.2,3,4 1.2,3,4 2.3.4 1,2.3.4 1,2,3,4 2,3 1,2.3.4 CITY ATTORNEY'S OFFICE Senior Assistant City Attomey Assistant City Attomey Deputy City Attomey CITY CLERK'S OFFICE Assistant City Clerie Deputy City Clerk/Technician Records Manager Records Management Supervisor 1,2.3,4 1,2.3.4 1,2.3.4 2.3.4 2.3.4 2.3 2.3 CITY EMPLOYEES UNDER THE EXECUTIVE MANAGER OF THE CARLSBAD MUNICIPAL WATER DISTRICT Accountant 2.3.4 Accounting Supervisor 2,3 Cross Connection Control Technician 1,2 Engineering Manager 1,2,3,4 Management Analyst 2,3 Public Wories Manager 2,3 Public Wories Supervisor 2,3 Senior Engineer 1,2,3,4 Senior Cross Connection Control Technician 1.2,3,4 CONSULTANTS Carlsbad Local Conflict of Interest Code Council Approved 9/24/13 (2 BOARDS AND COMMISSIONS DISCLOSURE CATEGORIES Members of the Agricultural Conversion Mitigation Fee Ad Hoc Citizens' 1,2,3,4 Advisory Committee Members of the Arts Commission 1,2,3,4 Members of the Board of Library Trustees 1 \2,Z,A Members of the Carisbad Tourism Business Improvement District 1 \2,ZA Members of the Carisbad Golf Lodging Business Improvement District 1,2,3,4 Members of the Housing Commission 1,2,3,4 Members of the Oversight Board for the Successor Agency 1,2,3,4 Members of the Paries and Recreation Commission 1 \2,ZA Members of the Planning Commission * Members of the Senior Commission 1,2,3,4 Members of the Traffic Safety Commission 1 \2,ZA This position is required to report by virtue of Govemment Code Section 87200.lt is included for disqualification purposes only. See Govemment Code Section 87200 for disclosure requirements. When a designated employee is also required to file a conflict of interest fomi under Article 2 (Govt Code §87200, Form 700) of the Act, he or she may expand their statement to cover reportable interests in both jurisdictions or botti positions and file copies of this expanded statement with the City Clerk provided ttiat each copy of such expanded ^atement fBed in place of an original s signed and verified by ttie designated employee as if it were an original. The duties of each consultant will be separately evaluated to detemnine whettier or not disclosure will be required, and the categories which will apply. The evaluation of ttie oonsultanrs duties win be conducted by ttie department head of ttie departtnent which is responsible for the hiring of ttie consultants. The disclosure requirement shall be included in ttie consultanTs conttact approved by ttie City Council, Housing and RedeveloiMTient Commission, City Manager or Executive Manager of the Cartebad Municipal Water Detiict. Carlsbad Local Conflict of Interest Code ( 3 Council Approved 9/24/13