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Home My WebLink AboutMINUTES - 12181984 - 2.1 THE BOARD OF SUPERVISORS OF CONTRA COSTA COUNTY , CALIFORNIA 1984 Adopted this Order on December 18 , . , by the following vote: AYES: Supervisors Powers , Schroder, McPeak, Torlakson, Fanden. NOES: None. ABSENT: None. ABSTAIN: None. SUBJECT: Ordinance (s ) Introduced The following ordi:nance (s) which amend(s') the Ordinance Code of Contra Costa County as indicated having been introduced , the Board by unanimous vote of the members present waives full reading thereof and fixes January 8 , 1985 as the time for adoption of same: Transfer of the Office Services Division from the Office of the County Auditor-Controller to the Office of the County Administrator. 00 205 1 • ORD INTRODUCED 2• OFFICE SVCS DIRECTOR TO C/A t3 }., r• ! •�!;a.,. t.��_.fi•1.s„•..r 1. .4!-7i F'!)'l TO: BOARD OF SUPERVISORS FROM: Phil Batchelor, Contra County Administrator COSta DATE: December 13, 1984 C"qy Transfer of the Office Services Division from the Office SUBJECT: of the County Auditor-Controller to the Office of the County Administrator SPECIFIC REQUEST(S) OR RECOMMENDATION(S) $ BACKGROUND AND JUSTIFICATION RECOMMENDATION It is recommended that the Board of Supervisors: (a) adopt the attached resolution transferring the Office Services Division (including Data Processing and Central Services) from the Office of the County Auditor- Controller to the Office of the County Administrator; and (b) introduce an ordinance designating the County Administrator as the appointing authority for the Office Services Director,, waive reading, and fix January 8, 1985 for adoption. Reasons for the Recommendation 1. The use of computers in Contra Costa County has grown from providing primarily accounting services to being a critical asset in nearly all phases of County operations. The 1984-1985 budget for the central data processing installation alone is $5 .5 million, plus several departments have significant additional expenditures for computer equipment and operating staff in a number of decentralized locations . Annual activities and expenditures of this magnitude must be coordinated from a countywide perspective in order to optimize the ability of equipment to meet department needs, build a net- work for necessary communications, and avoid duplicating the cost of collecting and retaining information needed at more than one location. 2. Allocation of data processing resources is consistent with the responsibility of the County Administrator to do financial and other resource planning and allocating based on consideration of the needs of all departments.. 3. Responsibility for the support functions of the Office Services Division is consistent with the role of the County Administrator as the top manager of County operations. The County Administra- tor is in the best position to coalesce County information processing activities and facilities into a unified system that secures the economies of scale resulting from common facilities, data bases, procedures, and management while still permitting the users to control the development of their applications. CONTINUED ON ATTACHMENT: xx YES SIGNATURE: r X_ RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATIO 2OF BOARD COMMITTEE XX APPROVE OTHER SIGNATURE(S) ACTION OF BOARD ON Decem' 9b4 VED AS RECOMMENDED X OTHER 00 20s VOTE OF SUPERVISORS XX UNANIMOUS (ABSENT ---- ) I HEREBY CERTIFY THAT THIS IS A TRUE AYES: NOES: AND CORRECT COPY OF AN ACTION TAKEN ABSENT: ABSTAIN: _ AND ENTERED ON THE MINUTES OF THE BOARD OF SUPERVISORS ON THE DATE SHOWN. CC: County Auditor-Controller ATTESTED December 18 , 1984 County Counsel Director of Personnel PHIL BATCHELOR, Clerk of the Board Office Services Director of Supervisors and County Administrator Msec/7-B3 BY �'� DEPUTY 2. 4. The 1983-1984 Grand Jury previously identified the need for countywide planning for the use of data processing and tele- communications resources. 5 . In May, 1984 the Private Sector Executive Committee on Data Processing recommended that Data Processing report to the County Administrator in order to integrate the various data processing services and facilities in the County and to optimize the benefits from County data processing efforts . 6 . Centralizing responsibility for data processing responds to several concerns expressed in June, 1984 by the Office Automation Task Force which identified the need for stronger countywide coordina- tion in the area of office automation. BACKGROUND In the past several years with the dramatic improvements in technology and the reduction in costs there has been a proliferation of word and data processing equipment throughout the County organization so that the current equipment configuration is as follows: eTwo (2) large IBM mainframe computers as part of the central data processing installation. *Eighteen (18) large minicomputers from five different vendors, housed and operated by various County departments. *Seventy-five (75) microcomputers (personal computers) from 11 different vendors used in various departments. eWord processing being performed on various minicomputers, microcomputers and dedicated word processors from 18 different vendors. Other than the central mainframe computers, the above equipment is usually operated by staff of the line departments , some of which have formed inde- pendent programming groups . Problems with this arrangement have included incompatible computers, inadequate evaluation of the ability of equipment to meet departmental needs, proliferation of programming languages, and heavy reliance on vendors for operation and maintenance of systems and equipment. Under the County Administrator, it would be easier to coordinate data processing decisions and thereby to achieve a cohesive system of information management. At the heart of information management is the avoidance of duplicate collection and processing of data required in more than one location. For example, when several departments need the same information the efficient method is to have a single organization collect, process and disseminate the information. This approach requires that computers in different departments be linked via data communication equipment, and for this to occur computers must use common protocols for coding, data trans- mission, and related disciplines. Presently, the County' s central computer operations are included in the responsibilities of the County Auditor-Controller. The historical basis for this location was that the first computer applications were finance related and the technology was used to accomplish traditional accounting tasks . As time went by, however, computer applications were developed for virtually all phases of County government. To further facilitate accountability and a countywide perspective in information management, a steering committee of department heads who are major users will be established. Mr. Donald L. Bouchet, the County Auditor- Controller, has agreed to be the first chair of the committee. 00. 207 3. In summary, with the increasing reliance of virtually every County depart- ment on automation, it is now time to give higher visibility and account- ability to the data processing function by placing it organizationally under the County Administrator. This placement will also enhance coordi- nation of the hardware and software priority setting process with the allocation of financial resources in the budgeting process . 00 208 2.la y. _ SVCS 1. Office SeTvtLneS Division transfrd to CAO 2. Data Processing function 3 . Same as 1 4. Central Svcs function 5. Ord introduced 6. Office Svcs Director C/A appt authority c Z.1b TAE BOARD OF SUPERVISORS OF CONTRA COSTA COUNTY, CALIFORNIA Adopted this Order on December 18, 1984 , by the following vote: AYES: Supervisors Powers , Fanden , Schroder , McPeak, Torlakson NOES: None ABSENT: None ABSTAIN: None SUBJECT: Transfer of the Office Services RESOLUTION Division to the Office of the NO . 84/787 County Administrator WHEREAS the County Administrator has submitted a report of December *13, 1984, recommending the transfer of the Office Services Division , which includes Data Processing and Central Services , from the Office of the County Auditor-Controller to the Office of the County Administrator effective January 1 , 1985. NOW, THEREFORE , BE IT RESOLVED by the Board of Supervisors of the County of Contra Costa that the Office Services Division is transferred from the County .Auditor-Controller to the County Administrator effective January 1 , 1985, and the County Administrator shall be the appointing authority for all positions in the Division except the Office Services Director , effective January 1 , 1985 . The County Administrator shall become the appointing authority for the Office Services Director on the effective date of an ordinance pro- viding , therefore . 4 hereby certi!y that t:i;;Is n trua and correct copy of an action to+:c saw e,;;�red on the minutes of the Board of Supervisors on the date shown. ATTESTED: /II„c�C�__.,1J o 1 ��' /f r PHIL ESTCKELOR, Cie.-I, of tile. Scard of Super;risors and County Administrator By cc: County Administrator Deputy Auditor-Controller County Counsel Director of Personnel Office Services Director 00 209 RESOLUTION NO. 84/787 2. 1�, Sj/G.S 1. Offices Sqet-v-k- s Div transfer Res 84/787 2. County Administrator assumes function !I i 1 s7 �