HomeMy WebLinkAboutMINUTES - 12151987 - 2.1 TO WARD OF SUPERVISORS
FROM: Phil Batchelor, Cwtr
County Administrator l.rlJslCi
DATE: December 8, 1987 ( ^
sUBJECpp,ODUCTIVITY INVESTMENT FUND PROPOSALS FOR FISCAL YEAR 1987-88
SPECIFIC REQUEST(S) OR RECOMMENDATION(S) &* BACKGROUND AND JUSTIFICATION
RECOMMENDATION•
Approve and authorize funding of $166,413 from the Productivity Investment
Fund for the following six programs:
1. General Services Reduction in Production' Time/Outside Cost $19, 134
2. General Services Cost of Natural Gas Consumption $20,000
3 . Sheriff-Coroner Number/Cost of Documents Processed $42, 345
4. Auditor-Controller Reduced Data Processing Cost $32,000
5 . Health Services Salary Savings and Printing Cost $20, 906
6. Sheriff-Coroner Number/Cost of Baked Goods Produced $32, 028
BACKGROUND-
For the last two fiscal -years, your Board approved the concept of the
Productivity Investment Fund (PIF) and allocated $100, 000 for each year to
finance productivity projects. The PIF was established to stimulate County
managers to explore ways to improve the efficiency and effectiveness of
their operations. The Board' s recent emphasis on the County' s commitment
to improve productivity reflects the current financial crises facing most
California counties. County departments are being asked to do more with
the same or fewer resources. The PIF is an important new addition to the
County' s productivity program. It permits managers to pursue innovative
productivity important projects which might otherwise not be funded. These
projects should result in benefits that managers can use in operating their
budgets.
The Productivity Investment Fund acts. as a revolving account. Funds are
withdrawn from the account for productivity programs and repaid according
to a payback schedule as dollar benefits are realized.
At your Board' s direction, a committee was established to design and
implement the PIF. This committee is called the Productivity Investment
Board and consists of the following five members, selected by the County
Administrator, and one staff member:
CONTINUED ON ATTACHMENT: _ YES SIGNATURE,
RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE
APPROVE OTHER
SIGNATURE(S):
ACTION OF BOARD ON i December 15, 1987 _ OPPROVED AS RECOMMENDED X OTHER ,
VOTE OF SUPERVISORS
I HEREBY CERTIFY THAT THIS IS A TRUE
X UNANIMOUS (ABSENT' ) AND CORRECT COPY OF AN ACTION TAKEN
AYES: NOES: AND ENTERED ON THE MINUTES OF THE BOARD
ABSENT: ABSTAIN: OF SUPERVISORS ON THE DATE SHOWN.
cc: General Services Director ATTESTED
r
Sheriff-Coroner PHIL BATCHELOR, CLERK OF THE BOARD OF
Auditor-Controller SUPERVISORS AND COUNTY ADMINISTRATOR
Health Services Director
County Administrator
BY
M382/7-83p ,DEPUTY—
Productivity Investment Board
Tony Enea, Chair CAO
George Roemer CAO
Lorna Bastian Health Services
Gerald Mitosinka Sheriff-Coroner
Elena Hopkins Social Services
Sondra Rothwell, Staff CAO
Starting in August, the Productivity Investment Board (PIB) met on four
occasions. This Board developed new procedures and reestablished criteria
to be used in evaluating department proposals. Instructions and
information packets including a request for proposals were sent to
departments on September 15. By October 30, eight proposals were received.
The Productivity Investment Board reviewed the proposals and conducted
half-hour interviews with each of the applicants. Proposals were evaluated
according to criteria established at the beginning of the process and
funding is recommended for six projects that are consistent with the
mission of the Productivity Investment Fund. Two of the six proposals were
approved in concept and require further planning before implementation.
The County Administrator concurs with the Board recommendations. The six
proposals will require $166,413 from a total of $171,461 available. The
remaining $5,048 will be held as a contingency to insure that the projects
are successfully implemented.
Copies of the six proposals for which funding is recommended are attached.
Department representatives have been invited to the Board meeting to
comment on their proposals.
COUNTY OF CONTRA COSTA
PRODUCTIVITY INVESTMENT FUND PROPOSAL
PIF I .D. NUMBER
DATE RECEIVED
COMPLETE INCOMPLETE
Auditor-Controller
1 . DEPARTMENT: 1A.BUDGET/ORG. UNIT 0010/0540
2 . PREPARED BY: Jim Weber 2A. DATE:
3 . CONTACT: Ken Corcoran 3A. PHONE: 372-2246
4 . PRODUCTIVITY INDICATOR: Reduced Data Processing Costs
5. PROJECT ANALYSIS: BASE YEAR YEAR
PERIOD ONE TWO
a. ANNUAL NET COST OF CURRENT OPERATION
PROCESS (Attach cost analysis to
include: staff, equipment, supplies , 32,000 33,600 35,280
and revenues )
b. ANNUAL NET COST OF OPERATING WITH
PROPOSED IMPROVEMENT 3,000 3,150 3,310
c. DOLLAR BENEFIT 29,000 30,450 31 ,970
( Subtract b from a)
STAFF
SAVINGS AND
REVENUE EQUIPMENT
BREAKDOWN
SUPPLIES
OTHER (D. P. COSTS) 29,000 30,450 31 ,970
d. TOTAL FUNDS NEEDED TO 32,000
IMPLEMENT IMPROVEMENT
e. INVESTMENT FUNDS REQUESTED 32,000
FROM PIF
6 . MONTHS TO FULLY IMPLEMENT PROJECT: 3
7 . MONTHS TO FULLY PAY BACK PIF: 14 from implementation date
(Attach Detailed Proposed P/a�y_ETack schedule)
S . DEPARTMENT HEAD SIGNATURE:���y�lG Cil DATE 7 7-
***************FOR PRODUCTIVITY INVESTMENT BOARD USE ONLY*****************
BENEFIT/COST RATIO: PAYBACK PERIOD
TRANSFERABILITY: 1 2 3 4 5 GENERAL FUND: YES NO
RECOMMENDATION: APPROVED NOT APPROVED
SIGNATURE•
•CHAIRMAN, PRODUCTIVITY INVESTMENT BOARD
' EXHIBIT B
CONTRA COSTA COUNTY
PRODUCTS/SERVICES TO BE DELIVERED
6-8-87
A) MACOLA
ACCOUNTS RECEIVABLE $ 995
AR - REPETITIVE BILLING MODULE 600
NOVELL NETWORK MODULE & COBOL COMPILER 595
Q-PLEX REPORT WRITER - MULTI-USER 1195
MACOLA' S 1 YEAR SUPPORT PLAN 500
B) SOFTWARE INSTALLATION, PLANNING,
TRAINING, SUPPORT, 50HRS 2250
C) NOVELL
1) 6-TERMINAL(AT[SERVER] & 2PC' s) NOVELL LAN 3275
-CABLING, BOARDS, INSTALLATION, & SOFTWARE
-2PC' S & AT TO BE SUPPLIED BY
CONTRA COSTA COUNTY
-6-8-87 : NETWORK HUB; 2 NIM CARDS; 3 MORE
NETWORK CARDS; 2ND CHATTERBOX USER 4195
2) TESTING OF PRODUCT PRIOR TO
INSTALLATION, 2 HALF DAY TRAINING 1215
SESSIONS, INSTALLATION, SUPPORT
TRAINING ON MODEMS/CARBON COPY SOFTWARE;
INSTALLATION/TESTING OF CHATTERBOX 370
3) 90 DAY LIMITED SUPPORT PROGRAM 750
- EFFECTIVE 30 DAYS AFTER INSTALLATION
- PAUL SHEIRICH' S SUPPORT PLAN
D) OTHER PRODUCTS
1) MOUNTAIN OR ADIC EXTERNAL TAPE BACKUP
SYSTEM, 995
2) 6 (SIX) BLANK TAPES FOR TAPE SYSTEM 72
3) CHATTERBOX COMMUNICATIONS BOX 1195
4) 6 (SIX) HAYES 2400 BAUD MODEMS 2238
SUB-TOTAL $20 ,440
TAX ON GOODS 988
TOTAL COST $21 , 428
r
GENERAL ACCOUNTS RECEIVABLE
PROPOSAL
Spend $32,000 for three PC's, a printer, and software for a new Accounts
Receivable package to replace our 20 year old obsolete General A/R System
which costs over $32,000 a year in Data Processing Costs. There would be
a complete payback within 14 months after installation.
In addition to the dollar savings , there will be elimination of super-
fluous records in some of the operating departments. There will also be more
timely and meaningful information available to these departments.
BACKGROUND
The Auditor's Office provides a central accounts receivable service to
many other County departments. The largest of these is the Health Services
Department with 75% of the accounts. The Data Processing charges for the
General A/R system are budgeted at $32 ,000 for fiscal year 1987-88.
Approximately $24,000 of this will be charged to Health Services.
The existing system does not provide timely, adequate information to
Health Services, which is forced to keep supplemental (even duplicate)
records in order to have current information available for their program
people.
The system contains serious accounting shortcomings which must be
handled manually. Because of its age, it is difficult for Data Processing
to maintain or modify the system. We are told that to make some of the
desirable changes will require rewriting the system.
I. ACTION PLAN
1 . OBJECTIVES
° Reduce Data Processing Costs by over $32,000 a year.
° Eliminate superfluous or duplicate departmental records.
Provide more timely and meaningful information.
L
I. ACTION PLAN (Cont. )
1 . OBJECTIVES (Cont. )
Use the new system's report writer to reduce clerical time spent
in research and preparing reports.
2. STAFFING
Existing staff will be able to handle the new system. Approximately
20 - 25 hours per month of data entry work will be added, but this
time will be more than offset by savings due to more readily avail-
able information both from on-line screens and from the system's
Report Writer.
We anticipate savings in staff time in the operating departments
which access the new system on telephone lines and which no longer
need to keep supplementary records.
3. FACILITIES
The PC's and printer required by the new system can be accomodated
within existing facilities.
4. EQUIPMENT
The system will require three PC's , and a printer. We anticipate
that a department wishing to have telephone access to the system
would provide its own PC. A complete list of equipment is attached
at Exhibit A.
The software and installation costs are itemized at Exhibit B.
5. OTHER
The new system is designed to handle up to 10,000 accounts. The
current number of accounts on General A/R is 3,000. An estimated
1 ,500 hazardous materials accounts to be added this year will bring
the total to 4,500. There is ample room for growth.
3
. II . CONTROL PLAN
As soon as the new system is implemented, the old General A/R system
will be discontinued. Data Processing charges for the two jobs involved
(116 and 827) will cease.
III. IMPLEMENTATION SCHEDULE
We estimate the new system can be up and running 90 days after the
equipment has been delivered.
IV. PAYBACK SCHEDULE
The payback will be accomplished within 14 months of start-up.
V. IMPACT ON OTHER DEPARTMENTS
The impact of the system on other departments should be all positive.
We will be able to give them better information on a more timely basis.
Attachment I�
COUNTY OF CONTRA COSTA.
PRODUCTIVITY INVESTMENT FUND PROPOSAL
PIF I.. D. NUMBER
DATE RECEIVED
COMPLETE 1NCOr L__,_
1. DEPARTMENT:' (;anaral Carvirpc 1A . BUDGET/ORG . Uti1T 0148
2 . PREPARED BY: Armand E Wolff 2A•• DATE : October 22, 1987
3 . CONTACT: Armand- F Wolff 3A. . PHONE : 646-5521
4 . IVI TY INDICATOR: Radurtion in production time/outside costs
5 PROJECT ANALYSIS : BASE YEAR Y.AR
PERIOD ONE- 0
a . ANNUAL NET COST OF CURRENT OPERATION
PROCESS (Attach cost analysis to
include : staff , equipment , supplies , $12,480 $12,480 $12,480
and revenues )
b. ANNUAL NET COST OF OPERATING WITH
PROPOSED IMPROVEMENT $12,480 $ 1 ,872 I$ 1 ,872
c . DOLLAR BENEFIT 0 $10,608 , $10,608
( Subtract b from a)
STAFF I 0 C
SAVINGS AND
RlEti[TE EQU I PMENT 1 4
sRwAxDowN
SUPPLIES $10,608 I $10,608
.. OTHER
d. TOTAL FUNDS NEEDED TO
IMPLEMENT IMPROVEMENT 1 $19,134F0
e . INVESTMENT FUNDS REQUESTED
PROM PIF $19,134 I 0
6 . . :. MONTHS TO FULLY IMPLEMENT PROJECT: 1
7 . MONTHS TO FULLY PAY BACK PIF : 24
(-Attach Detailed Proposed Pav ck Schedule )
6 . DEPARTMENT HEAD SIGNATURE : O C� - DATE
***************FOR PRODUCTIVITY INVES BOARD USE ONLY**xzxzzzxxxzz :z: z
BENEFIT/COST RATIO: PAYBACK PERIOD
-TRANSFERABILITY: 1 2 3 4 5 GENERAL FUND: YES NO
RECOMMENDATION : APPROVED NOT APPROVED
SIGNATURE:
� CHAIRMAN, PRODUCTIVIT" INVES'T'MENT BOARD
I. ACTION PLAN
1. Objective
The purpose of this proposal is to obtain equipment
that will reduce production costs to County
departments, reduce turnaround time for printing jobs,
and provide Central Service with a capability to do
work that is now being sent to commercial firms.
2. Approach
The objective will be achieved through the purchase of
a new automated camera/platemaker with capabilities
far superior to the presently installed equipment.
3 . Background
The equipment currently in use was installed in 1974
at a cost of $9, 600. Each original of every printing
job requires the production of a printing plate. The
present method takes four minutes to produce two
plates, or $2. 20 in charges to departments.
The proposed system will produce the same two printing
plates in 2. 5 minutes, a savings in time of 37%. This
will reduce labor costs to the various departments by
$4356 per year.
Of even more importance is the reduction in the use of
commercial firms to produce film negatives used to
make metal printing plates. Approximately 1560
negatives are produced each year at a cost of $8.00
each, for a total expenditure of $12 , 380. With the
installation of the proposed camera/platemaker this
same workload could be produced at a material cost of
$1872 . This savings of $10,608 will allow a payback
period of 22 months.
Additional benefits that cannot be readily quantified
include the ability of this equipment to make overhead
slides for briefing materials.
I
1 1
V. IMPACT ON OTHER DEPARTMENTS
There is no negative impact on any department as a result
of implementing this project. Positive impacts include a
reduction in departmental costs, improved turnaround for
printing jobs , and an ability to provide graphics
assistance.
COST ANALYSIS
Annual requirement: 1560 negatives
COST
Current @ $8. 00 $12 ,480
Proposed @ $1. 20 1 , 872
SAVINGS $10 , 608
Attachment F
COUNTY OF CONTRA COSTA
PRODUCTIVITY INVESTMENT FUND PROPOSAL
JUVENILE HALL BOILERS PIF I..D. NUMBER
DATE RECEIVED
COMPLETE INCOMPLETE
1 . DEPARTMENT: General Services - lAD 7_T „_ 0077
. BU.,C�_/ORG. U��.T_
2 . PREPARED BY: J. G. Bechtold 2A. DATE, 10/20/87
3 . CONTACT: J. G. Bechtold 3A. PHONE: 372-2214
4 . PRODUCTIVT'`Y INDICATOR: Cost of natural gas consumption
5 . PPCJECT ANAL` : BASE Y�At YcA
PERIOD WE l TSO
a. KNITUAL NET COST OF CURRENT OPE'_:�ATICII
PPCCESS (Attach cost analysis to Averages 1986 & 87 , Ma -Aug
include : staff , ecuipment, supplies ,
and revenues )
$16 ,510
b. AINNUAL NET COST OF OPERATING WITH
PROPOSED IMPRGVEIENT 71551
C . DOLLAR BE?I E F IT I Seel IV,
(Su_`t_act b f_cm a)
Proosed
SAVINGS AND i
Payback
R__=TF_1 JE EQUII11%1T I` `I
BRrAKDOWN Schedule
SUPPLIES
OT= E' 8 ,959
d. TOTAL FUNDS NE-EDED TO $20 ,000 -0- l -0-
IM'PLE.. .NT i:?rROVE-ME
e . INVESTMENT FUNDS REQUESTE-D
FPO[,t PIF $20 ,000 -0- -0-
6 . MON::S TO FULLY Ii'!P7Ei'!E2iT PPOJECT: 7 months from date of funding
7 . MC:IT S TO FULLY PAY BACK PT_F, See IV, Proposed Payback Schedule
(At taC:: De_a=1 a a _ _ =CseG _ aVDdC:G S leau
E . DE A:;:'1ENT HEAD SIGiiATU?.= ' a DATE 'Z+
xxxxxxxxxxxx:x*FOR PRODUCTIVITY 11P7ESTME:IT BOARD USE ONLY*****************
BE%IE LT/COS': RATIO: PAYBACK PERIOD
TRANSFERABILITY: 1 2 3 4 5G7NEPAL FUND: YES NC
R .COi-12.1.N�TION: APPPGV 0 NGT APPROVaD
SLGNATURT
C"AI?_?API, PPODUCiVIT`! IYVEST_;4E:IT BOARD
JUVENILE HALL BOILERS
I . Action Plan
1 . Objective. To reduce the quantity, and hence costs, of
natural gas consumed for heating of water at Juvenile Hall.
Usin4 data from 1986, Pacific Gas and Electric (PG&E)
estimates an annual decrease in consumption of 18, 490
therms, with an accuracy factor of 85%. Dollar savings, at
this accuracy, are estimated at $8,959 per annum.
2. Background. At Juvenile Hall, there are four steam gene-
rating boilers used to heat water for space heating and
domestic use (kitchen, showers, etc. ) . Two are installed
in and serve the original building, and two are installed
in and serve the newer addition. In each area, one boiler
is capable of serving the needs of that area while the
second boiler gives a full back-up capability in the event
of failure of the other boiler. One boiler in each area is
operated full-time, year round. The analysis done by PG &
E in March, 1987, determined that one boiler has capacity
to generate sufficient hot water for domestic use for both
areas during the 4 summer months (May-August) when there is
no need for space heating.
3. Approach. To enable one boiler to provide hot water for
domestic use to both areas, all 4 boilers will need to be
inter-connected by installing the necessary piping, pumps,
and controls. The cost to do this, including the costs of
project engineering, administration, and contingencies, is
estimated at $20,000. The project would be designed and
managed by the General Services Architectural Division.
II . Control Plan
1. Two factors will determine the cost-benefit ratio and
payback period, both of which are quantifiable.
a. Investment. Upon appropriation of funds for the
project, a discrete work authorization will be
established, enabling all costs to be identified.
This project will be let via formal bidding
procedures, so there will be an opportunity to confirm
the value of the project before committing
construction funds.
b. Savings. Monthly PG & E bills will be the data source
to measure savings. See IV, Proposed Payback
Schedule.
1
2. Upon completion of the project, General Services Operating
Engineers will closely monitor boiler operation and hot
water production so as to use only one boiler as much as
possible consistent with satisfying the needs of the
facility.
III. Implementation Schedule. It will take about 7 months from
the time of fund appropriation to completion of i
construction work, as follows:
0 months - fund appropriation
2 If - engineering and design
2 It - specifications, contract documentation i
1 it - bid period
1 of - award of contract and preparation by
contractor
1 _ construction period
7 months
Note: Although all project funds need to be appropriated upon
approval of the project, expenditures will be spread throughout the 7
months, with the greater expenditures occurring once construction
begins.
IV. Proposed Payback Schedule.
1. Using PG & E calculated savings and estimated project cost,
a simple payback can be computed:
est. project cost = $20,000 = 2.2 years !
annual savings $ 8,959
Savings will be realized during the period May through
August. The 2 year payback period assumes taking advantage
of single boiler operation for the full 4 months in the
first year. As shown in the Implementation Schedule, the
timing of project completion will probably be such that
only 2, possibly 3 months worth of savings will actually be
realized in the first fiscal year.
2. Energy costs for Juvenile Hall are budgeted for in org unit
0077. Repayment would be effected by a reduction in the
energy budget for Juvenile Hall, as follows:
2
a. First year - $8,959 x number of full months of
operation after project completion divided by 4.
Example: Assume project is completed by July 31,
1988. There are 3 summer months (August, May, June)
out of a total of 4 in fiscal year 1988-9 during which
single boiler operation is planned. Therefore, budget
- ,reduction (repayment) for FY 88-9 would be:
$8,959 x 3/4 = $6,719
b. Second year - $8,959.
C. Third year - remaining balance. Using example in a. ,
above, the energy budget would be reduced by $4,322.
•3. Repayment could be done in two ways: a reduction in General
Services ' budget request, or; an appropriation adjustment
after the budget is adopted. Since the project completion
date and number of months in the first year during which
savings can be realized are unknown at this time, the
appropriation adjustment method would be more appropriate
for the first year. Subsequent years can be done either
way.
4. Each fiscal year during which repayment is to be made, the
natural gas portion of the energy budget for Juvenile Hall
would be prepared as if the project had not been done, in
proportion to the number of months in the year that occur
during the period May-August. This would determine the
base from which repayments would be subtracted. Method
would be to use the average number of therms of gas per
month consumed during May-August in 1986 and 1987,
multiplied by the cost per therm projected by PG&E for the
suceeding year.
V. Impact on Other Departments. General Services budgets and pays
for energy use at Juvenile Hall. There will be no impact on
other departments.
3
COUNTY OF CONTRA COSTA
PRODUCTIVITY INVESTMENT FUND PROPOSAL
PIF I..D. NUMBER
DATE RECEIVED
COMPLETE INCOMPLETE
1 . DEPARTMENT:' Sheriff-Coroner IA.BUDGET/ORG . UNIT
2 . PREPARED BY: Bill Frazier 2A. DATE: Oct. 26, 1987
3 . CONTACT: Bill Frazier 3A. P11ONE : 646-4668
4 . PRODUCTIVITY INDICATOR: - Number/Cost of documents processed
5 . PROJECT ANALYSIS: BASE YEAR YEAR
PERIOD ONE TWO
a . ANNUAL NET COST OF CURRENT OPERATION
PROCESS (Attach cost analysis to
include : staff , equipment , supplies , $41 5165 $41 165 $41 165
and revenues )
-0- c st
b. ANNUAL NET COST OF OPERATING WITH
PROPOSED IMPROVEMENT $41 9165 $20,590 $40,401
nrnfif
c . DOLLAR BENEFIT -0- $20,575 $81 ,566
( Subtract b from a)
SAVINGS AND STAFF $35,625 $34 ,856 $35,000
REVENUE EQUIPMENT -0- $33,830 -0-
BREAKDOWN
SUPPLIES Maintenance & $ 5,640 $12,075 $155799
film processing
OTHER Vehicle operation -0- $ 2,080 $ 3,120
d. TOTAL FUNDS NEEDED TO -0- $47,985 -0-
IMPLEMENT IMPROVEMENT
e . INVESTMENT FUNDS REQUESTED
FROM PIF -0- $42,345 -0-
6 . MONTHS TO FULLY IMPLEMENT PROJECT: 4 months
7 . MONTHS TO FULLY PAY BACK PIF: 16 months
(Attach Detailed Proposed Payb ck Sc e //
E . DEPARTMENT HEAD SIGNATURE: / OGiZti DATE 7
***************FOR PRODUCTIVITY INVESTMENT BOARD USE ONLY************* *** *
BENEFIT/COST RATIO: PAYBACK PERIOD
TRANSFERABILITY: 1 2 3 4 5 GENERAL FUND: YES NO
RECOMMENDATION: APPROVED NOT APPROVED
SIGNATURE:
CHAIRMAN, PRODUCTIVITY INVESTMENT BOARD
L. ACTION PLAN
A. Objectives
The purpose of this proposal is four-fold. First, to create
a microfilm service bureau that will employ detent.ion facility
inmates as workers and provide them with some marketable job
skills.. Second, to consolidate existing county microfilm ser-
vices at one location with daily pick-up and delivery service.
Third, to cut costs of existing microfilm services . Fourth,
to generate income by offering this service to other county
departments and .local governmental entities.
B. Approach
The approach for accomplishing these objectives will include
the following:
1 . The purchase of equipment necessary to produce and deliver
the finished product.
2. The hiring and training of one "Project" Supervisor at
approximately $10 per hour. The project supervisor will
pick-up materials in Martinez during the first hour of each j
day, drive to Work Furlough, supervise up to five inmates
who will prep the materials and do the microfilming for
3 hours in the morning and 3 hours after lunch. The super-
visor will then deliver the finished product back to Martinez,
5 days a week, Monday through Friday.
3. After start-up, the County Department of Schools will fund a
part-time instructor as- part' of a "work/study" .class if
enough inmates can be involved to make it cost effective.
4 . The craftsroom, storeroom, medical office and deputy's office
in the Work Furlough Facility dorm will be used for this
project. Female inmates will be initially solicited for these
jobs but since they will be continually supervised, both males
and females are potential workers . Inmate workers will receive
$2 per hour after successfully passing a five-day training
period.
5. The project will work with Sheriff' s Department documents
initially, but the supervisor will be expected to "sell "
the service to other county departments and local governmental
entities. As the workload increases, a second shift will be
considered for the short-term. A long-term solution will
be to plan for a custom micrographics center at the West
County Justice Center.
Microfilm -2- ( 10-26-87
• C. Background
The Sheriff's Department currently microfilms approximately
570,000 pages of documents each year (see Table 1 for break-
down of sources) at a cost of $41 ,165 per year (see Table 2
for breakdown. of costs) .
The Sheriff's Department is interested in developing inmate
industries that are labor intensive, have minimal capital costs,
require little training, provide a service to government agencies
and have potential for effecting savings and generating steady
income.
This proposal suggests that the Sheriff's Department develop a
microfilm service bureau at the Work Furlough Facility and hire
inmates to do the bulk of the work. The cost of the equipment
is detailed in Table 3. The project personnel costs are detailed
in Table 4 .
The overall potential production level and potential revenue are
detailed in Table 5.
Table 6 is a comparison between current costs of doing the work
and what could be saved by entering into the project over two
years.
Table 7 is the project implementation schedule and indicates
that the selling of this service to other governmental agencies
is an ongoing requirement.
Table 8 is a proposed payback schedule and indicates that if all
potential production levels and revenues are realized, the Pro-
ductivity Investment Fund could be paid back within 16 months.
II. CONTROL PLAN
A control plan will be devised that will measure actual production
levels versus costs on a daily, weekly and monthly basis against the
ideal production and revenue projections.
III . IMPACT ON OTHER DEPARTMENTS
Every county department that has a need for microfilming could be
ultimately impacted as a result of this project. By using inmate
labor, the Sheriff's Department will offer a savings that cannot be
matched by the individual departments or outside vendors.
.Micro film -3- 10-26-87
TABLE 1
Current Sheriff's Department Microfilm Requirements. Approximate pages
per year.
Jail Bookings 270,000 .pages
Patrol Reports 160,000
Crime Lab 100,000
Investigation 15,000
Civil Bureau 15,000
Coroner' s Reports 5,000
Administration 5,000
TOTAL : 570,000 pages
TABLE 2
Current Costs of Sheriff's Microfilming
Personnel :
i
12z hrs/day x 250 days x $11 .40/hr $35,625
Maintenance (equipment) 3,000
Supplies ( film) 2,000
Film Processing 540
TOTAL : $41 ,165
Approximate Sheriff' s Department cost per 1000 pgs = $72.
i
Microfilm -4- 10-26-87 '
TABLE 3
PROJECT EQUIPMENT COSTS
Microfilm Equipment : .
Upgrade existing department
Reliant 750 Microfilmer $ 2,000
Purchase IMT-50 Reader/Printer 9,545
Purchase Prostar- 1 Processor 13,785
TOTAL: $25,330
I
Other Equipment: j
Delivery truck with shell $ 7,500
Tables, lights, carpeting, etc. 1 ,000
TOTAL : 8,500
Supplies First Year:
(film and processing)
3,158,100 pgs 600 pgs/roll
x $15/roll $ 7,895
Plus 4-mo film process contract 178
TOTAL : 8,073
Other Miscellaneous Costs :
Annual Service Cost (l.st yr) $ 4,002
Vehicle Operation (8 mos) 2,080
(300 miles/wk @ .20/mi ) TOTAL: 6,082
GRAND: $47,985
I
�f
i
Microfilm -5- 10-26-87
TABLE 4
PROJECT PERSONNEL COSTS
Inmate staff - 5 people x
$2/hr x 6 hrs x 250 wk days $15,000
Supervisor/Delivery - 1 project person x
$10/hr x 8 hrs x 250 wk days 20,000
TOTAL ANNUAL LABOR COSTS : $35,000
TABLE 5
POTENTIAL PROJECT PRODUCTION & REVENUE
50 documents/minute = 3000/hour
6 hrs/day = 18,000/day
250 days/yr = 4,500,000 pages per year
If a private vendor were to contract with the county to do this amount
of work ( including preparation of materials) , they would charge approxi-
mately $45 per 1000 pages or $202,500.
If the Sheriff' s Department were to attempt this volume, at present costs
of $72/1000 pages, it would cost $324 ,000.
The microfilm project can do this volume (4 ,500,000 pages) at $24/1000 pages
or $108,000 and show a net profit after expenses of $40,401 for an actual
cost of $67,599.
i
r
Microfilm -6- ( 10-26-87
TABLE 6
Comparison Between Current and Projected Project Costs
Current Yr 1 (8 mos) Year 2
COSTS 570,000 pgs 3,158,100 pgs 4,500,000 pgs
Labor $35,625 $34 ,856 $35,000
Equipment -0- 33,830 -0-
Machine Maint . 3,000 4,002 4,549
Supplies 2,000 7,895 11 ,250
Film Process 540 178 -0- 1
Vehicle Operation -0- 2,080 3,120 f
SO Contract -0- 9,029 13,680
TOTALS : $41 ,165 $91 ,870 $67,599
Offset by:
Total Revenues -O- 71 ,280 108,000
-0- cost
TOTAL COSTS $41 ,165 $20,590 40,401 profit
ANNUAL SAVINGS -0- $20,575 $81 ,566
These figures take into account a 4-month implementation period. i
i
.Mwcrofilm -7- 10-26-87 ,
TABLE 7
IMPLEMENTATION SCHEDULE
Implementation of the proposed project is dependent upon the purchasing
of equipment and the hiring and training of personnel . Implementation
can be expected 4 months after date of funding.
PROJECT TASKS: MONTHS : 1 2 3 4 5 6 7 8 9 10 11 12
1 . Purchase of equip. x x x x
2. Hire/train pers. x x x x
3. Modify work space x x x x
4 . Develop contracts x x x x x x x x x x x x
5. Full implementation x x x x x x x x x
TABLE 8
PROPOSED PAYBACK SCHEDULE
1 . Project Cost $42,345
2. Projected Savings 12 months 24 months
$20,575 $81 ,566
3. Payback Schedule 12 months 16 months
$20,575 $42,345
The payback of. $42,345 within 16 months of funding takes into account a
four-month implementation period.
CIO—.
Oil
dri
zi4.
♦
•
Kodak IMT-50 `
microimage terminal
Productivity
Microprocessor control
High-speed automated retrieval
Print/search overlap
Automatic image positioning
Flexibility
One or two-level searching ,.,.
Seventeen-program library ��•; , �`.:
man
Accepts film types and
P Y YP
formats
Choice of 8 lenses
a ii®'j ►�
Reliability
Solid-state electronics \ /
Microprocessor monitoring v
Service diagnostic logic
...with excellent price/
performance.
�®9
EASTMAN KODAK COMPANY/BUSINESS SYSTEMS MARKETS DIVISION
ROCHESTER, NEW YORK 14650
Koeak Canada Inc./Business Systems Markets Division
Toronto, Canada M6M tV3
1 Eastman Kodak Company,1982
A.1893 <wak and IMT-50 are trademarks, 8182�`
COUNTY ,OF CONTRA COSTA
PRODUCTIVITY INVESTMENT FUND PROPOSAL
PIF I.. D. NUMBER
DATE RECEIVED
COMPLETE INCOMPLETE
1 . DEPARTMENT Sheriff-Coroner IA.BUDGET/ORG. UNIT 2585
2 . PREPARED BY.: Jeff Vickers 2A. DATE: October 22, 1987
3 . CONTACT: . Jeff Vickers 3A. PHONE: (415) 646-2648
4 . PRODUCTIVITY INDICATOR: Number /cost of baked goods produced
5 . PROJECT ANALYSIS: BASE YEAR YEAR
PERIOD ONE TWO
a . ANNUAL NET COST OF CURRENT OPERATION
PROCESS ( Attach cost analysis to
include : staff , equipment, supplies , $98,826 $98,826 $98, 826
and revenues )
b. ANNUAL NET COST OF OPERATING WITH
PROPOSED IMPROVEMENT $98,826 $82,708 $79, 953
c. DOLLAR BENEFIT -0- $16,118 $18, 873
( Subtract b from a)
SAVINGS AND STAFF -0- $36,810 $51,534
REVENUE EQUIPMENT -0- $ 2,574 $ 3,432
Vehicle Oper. Cost
BREAKDOWN
SUPPLIES -0- $ 1, 950 $ 3,000
OTHER -0- $ 1 ,667 $ 2,222
Vehicle Deprec.
d. TOTAL FUNDS NEEDED TO
IMPLEMENT IMPROVEMENT -0- $37,526 -0-
e . INVESTMENT FUNDS REQUESTED
FROM PIF -0- $32,028 -0-
6 . MONTHS TO FULLY IMPLEMENT PROJECT: 4 months
7 . MONTHS TO FULLY PAY BACK PIF: 22 months
(Attach Detailed Proposed Pay , ck Sc edule)
6 . DEPARTMENT HEAD SIGNATURE: v DATE p1'`cz �I
***************FOR PRODUCTIVITY INVESTMENT BOARD USE ONLY*****************
BENEFIT/COST RATIO: PAYBACK PERIOD
TRANSFERABILITY: 1 2 3 4 5 GENERAL FUND: YES NO
RECOMMENDATION: APPROVED NOT APPROVED
SIGNATURE:
CHAIRMAN, PRODUCTIVITY INVESTMENT BOARD
I. ACTION PLAN
1. Objectives
The purpose of this proposal is fourfold. First, to reduce
outside purchases of baked products by 80$, a savings of
$79,061 annually. Second, to increase to 100% our utilization
of free U.S.D.A, commodity flour. Third, to provide market-
able job skills to the inmate population. Fourth, to explore
the .expansion of this service to other County departments
(Juvenile Hall, County Hospital) .
2. Approach
The approach for accomplishing these objectives will include
the following:
a. The purchase of equipment necessary to produce
and transport the baked products.
b. The hiring and training of one full-time cook and
one full-time Detention Services Worker.
c. The introduction of baking classes at the Marsh
Creek Detention Facility in coordination with Los
Medanos Community College.
d. The implementaiton of baking production systems
to produce sweet rolls, biscuits, sandwich rolls
and butter rolls for both the Marsh Creek and
Martinez Detention Facilities.
e. The execution of our control plan to monitor and
evaluate results.
3. Backaround
Currently we purchase, from outside vendors, $98,826 per
year of bread, sandwich rolls and sweet rolls to feed the
inmate population.
The United States Department of Agriculture distributes,
free of charge, large quantities of bread flour to the School
Lunch Program and other charitable institutions. Under
this program we qualify for, but have never accepted ,
177, 900 pounds of flour annually. By implementing an
in-house baking program we can utilize the government
donated flour and produce the baked items now served to
the inmate population.
By coordinating our efforts with Los Medanos Community
College, we will be able to offer college level classes in
baking combined with practical application and work exper-
ience for those inmates enrolled.
- 1 -
1
The kitchen facilities at the Marsh Creek Detention Facility
offer an ideal location for two reasons. First, the kitchen
.is of ample size to accommodate the production process and
is already equipped with four convection ovens, work
benches, mixing machines and refrigerators. Second, the
normal kitchen hours of operation are not effected since the
baking program will take place in the evenings , when the
kitchen is not in use and sits idle.
I
I
- 2 -
'i
CURRENT BAKED GOODS COST VS. BAKING PROGRAM
CURRENT YEAR #1 YEAR #2
(8 mos. )
1. BREAD PURCHASES
a. MDF $ 65,225.
b. MCDF 33,601.
I
TOTAL PURCHASES: $ 98, 826. $ 39,707. $ 19,765.
i
2. LABOR : 0. 36, 810. 51,534.
3. VEHICLE OPERATING I
COSTS: 0. 2,574. 3,432.
4. BAKING SUPPLIES : 0. 1, 950. 3,000.
5. VEHICLE f
DEPRICIATION : 0.. 1 ,667 2,222.
i
TOTAL COSTS : $ 98,826. $ 82,708. $ 79, 953.
ANNUAL SAVINGS : 0. 16, 118. 18, 873. I
i
* These figures take into account a
4 month implementation period.
- 3 -
t
STAFFING
1.- Cook
One (1) , full-time
Salary = $1693/mo. + 32% benefits = $26, 820 annually
2. Detention Services Worker
One (1) , full-time
Salary = $1405/mo. + 32% benefits = $22, 260 annually
TOTAL STAFFING COSTS:
YEAR 1, 8 MOS. YEAR 2
$36, 810 $51 ,534
4 -
BUDGET DETAIL:
ONE TIME START-UP COST
BAKING PROGRAM
TRUCK 1 Econoline Utilivan $20,000. $20,000.
Ford, 314 ton,
E-350 Cut-away
7. 3 litre diesel
16' Utilimast Box
Lift. Gate
PROOFING 3 Cres-Cor 1 ,240. 3,720.
CABINETS Model #121-1816
TRANSPORT 6 Cres-Cor 718. 4, 308.
CARTS Model #100-1833 SD
STORAGE 1 12' x 32' 4,000. 4,000.
CONTAINER Portable shipping
Container
w /installation
TOTAL P.I. F.. REQUEST $32,028.
ONE-TIME OPERATING SUPPLIES TO BE PURCHASED OUT OF EXISTING
DEPARTMENT BUDGET.
SHEETPANH 250 Aluminum 22. $ 5,500.
18" x 26"
- 5 -
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Utilivail Gives You. More...
, , r
More Features Partial List of
Standard Features
Welded insulated ,:•;r• _ _ _
roof rafters on 16" -
centers _ !� Heavy-duty lighting
—� and reflectors
Aluma-Frame m
patented design,
all-welded super-
tructure with
interlockin 14j' • ti� Tough heavy gauge
9 I �'�:;,'• steel rear frame
horizontal and vertical
n.: y
posts 16"centers
Ill' IIYnto 1 � M �
Rear view mirrors, r y.. I: 1 k�"y+�y I �i lS_y 1; I J
convex and `�^>< ' rnV _ t\.' i1tt`1
standard / 1:?}:� .15;I ? ' '1 .7 Fully-lined-%"
plywood interior
Cab-to-front-wall
cove molding seal • I.
Treadplate rear
Pre-painted.040" l step bumper
aluminum sides - o
Rear rubber mud
(laps and body _ Steel floor frame
undercoating ladder-style on 16"
centers
—T— I I •
q-ZB' 1
I 1 '
A I 1
I F.
B- D" 1 I
� 1 I
More Sizes
Body Interior Interior Interior Overall Door Door Exterior Load
size bodybody body body opening opening body space
lengh height width height width9 height width (cu.It.(
A B C 0 E F G
72" 107" 63" 458
10-ft. 122" 84" 90" 119" 82" 75" 94" 533
72 107" 63" 547
12-it. 146" 84" �" 119" 82.. 75" 94" 638
72" 107" 63" 622
14-it. 166" 84" 119" 82" 75" 94" 726
72" 107" 63" 667
15 ft. 178" 90" 82" 94"
ORD 1 84" - 119" 75" 778
dNLY
16-ft.✓ 196" 72" 90" 107" 82" 63" 94" 735
84" 119' 75" 857
NOTE:Contact your dealer for specifications relating to chassis,as well as to other Utilivan models.
All illustrations and specifications General Offices Western Division
contained in this catalog are based on 65266 State Rd.19 25 Malmor Road
the latest product information available. P.O.BOX 585 P.O.BOX 2090
The right is reserved to make any
changes whenever necessary without Wakarusa,IN 46573 Woodland.CA 95695 UTILIMASTER".
lusher notice. 2191862-4561 19161 666-6610
1-800-582-3454 1-800.972.9772 ICA only) UTILIMASTER IS A SUBSIDIARY OF HOLIOAY RAMaLER CORPORATION
Its.
— 7 — Printed in U.S A
PROOF CABINETS
� h
f _
121 SERIES ANGLE LEDGE,
NON-INSULATED
!flow CORANT"^ Vinyl Clad Aluminum Door Panel.
!signed for installations where a particular pan spacing is to
er's advantage. Angle ledges are spaced on 3-inch centers I
er the entire height of the cabinet. > 1\\
atom of tray or pan, not the bead, rides on the angle ledge
sport. This compensates for variations in size of standard I I 7..
ns produced by different manufacturers.
C
I"
ECTRICAL SPECIFICATIONS ALL MODELS
midity Unit: Model PU-18 with tubular type heating ele-
nts rated at 1000 Watts on 110-120 Volt, 60 Hz., AC;220-
Volts extra.
>rmostat: Cabinet temperature control is liquid expansion s �'
�f
le and provides for a wide range of temperature selections. . ;y
I
)t Lights: A safety feature indicating power on-off and heat
ler: Electric, hand set. On-off switch. Dial graduated in 15- I '•®. ` -
lute intervals to 10-hour limit.
B
tnections: Furnished with all models is a separate 6-foot, -
vy-duty, power supply cord set with 3-prong plug and Twist `
;k connector. �_A��
ROUGH-THE-DOOR M OD EL 121-1816
ERMOMETER DRIP TROUGH T-13 ;
i ..
rmometer mounted through the cabi-
door with dial outside. Temperatures Optional accessory, mounted to bottom of
cabinet to catch water due to condensation
-eaalways in full view. Thermometer can from excessive humidity — keeps floor around
i of heatwithout opening door and causing � \ proof cabinet dry. Request FL-300 instructions
for more details.
DELS AVAILABLE: J
SERIES: Corrugated,pan spacing on 1-1/2'•centers REMOVABLE
SERIES: Angle ledge,pan spacing on 3"centers ,ti:'"..,.
HUMIDITY UNIT
:RESCOR PAN PAN SIZE A B C ACT.WIDTH DEPTH HEIGHT WGT.
ODEL NO. CAP INCHES INCHES INCHES INCHES LRS. Entire unit can be removed l
from cabinet for easy cleanin �
+L
120.1836 35 18 x 26 21 31 69-3/4 128 g
120.1828 27 18 x 26 21 31 57-3/4 112 and maintenance.
1211816 18 18 x 26 21 31 69-3/4 149 Model PU-18 has a one-piece
121-1813 t4 18 x 26 21 31 57-3/4 137 stainless steel water reservoir with i
a 3-1/2 quart capacity. The reservoir
cover has adjustable louvers and locks —
tl COO
in place.
SF
,
CA?AffSA51 C line with its policy to continually improve its products,
�W CRES-COR reserves the right to change materials
R and specifications without notice.
For Accessories see Back of Section.
_
8 _
SUPER DUf r CABINETS A-3
t A
for. , TRANSPORT
4
ABJWIJILM As so BIR M ga Ba M III!,111 111111111 111111,11111611111 1111 llll,,,Illllllli,llllll,,ILALMLALSAALALSIA6m
'i
♦ i
100-SO SERIES i CORRUGATED I
Ilk, "' NON-INSULATED
Green CORANT^" Vinyl Clad Aluminum Door Panel.
Cres-Cor 100-SD Series Cabinets with corrugated side walls
permit a variety of pan spacings on I-112"centers and are de
signed for "Super Duty" Transportation when you require
$ mobile equipment to handle extra heavy loads and rough abuse.
t Aluminum braces are riveted to back panel and welded to door
si panel. This additional construction is needed, for example,
when transporting a full load of frozen food from commissary
t. or central kitchen to distant points of service or retail outlets.
�. . € Contents are protected and remain fresh. For normal transpor-
tation, please see our Standard Model 100 Series, pages A-1,
A-2. For Super Duty Angle Ledge Cabinets, designed for in-'
stallations where a particular pan spacing is required, refer to
' Pages A-9,A•10. ,: y
SAME SIZE TOP AND
F
BASE ON CABINETS
t,• ' '.04
s_ Assures secure tie down {:
in trucks.Also permits
M j more compact arrange-
I ment for greater pay-
loads.
ayloads. Uniformity elimin-
ates
damage
limin-alesdamage to cabinets U
1 from creeping or tipping .
into one another as vehicle corners. Always room between cab
i inets for safe,sure grip when handling cabinets
a f NO WASTED TRAY OR PAN SPACE.
.: ,
Corrugations form pan supports.
4 t—sns^ and are spaced on 1-1/2"cen
ters.Corrugations may be -
• r f -•:` fvr skipped 3,4-1/2,6, 7-1/2,9
f+: ! for items of varying heights.
SURE-HOLO"
SUSPENSION
MODEL 100.1841-SO
MODELS AVAILABLE: t--A-I I--B--t
Corrugated aides,pen spacing on 1-1/2-inch centers. - Corrugated tion to providing extra
a lls, in
stt rength addh
to cabinets, also speed loading
CRES•COR PAN PAN SIZE A B C ACT, and unloading. Trays can be
MODEL NO. CAP INCHES WIDTH DEPTH HEIGHT WGT, pulled out beyond halfway
INCHES iNCHES INCHES LBS. without falling, leaving both
100-1841-SD 40 18 x 26 20.7/8 27-1/2 69.3/4
110 C hands free to work.
100.1833•SD 32 18 x 26 20.7/8 17.1/2 57.3/4 98
e UNITS ARErr;'RAM^
ORIGINATORS OF CORRUGATED-WALL•MULTI PLE-PAN ALUMINUM FOOD HANDLING EQUIPMENT
9 -
I I . CONTROL PLAN : .
The control plan will carefully monitor monthly purchases of j
baked goods and actual bakery operating costs for the first
24 months to determine annual savings to the County.
I
I
r
I
I
I
10 -
Ill . IMPLEMENTATION SCHEDULE :
Implementation of the proposed program is dependent upon
the acquisition of equipment, hiring and training personnel.
Implementation can be expected 4 months after date of
funding.
PROJECT TASKS : MONTHS : 1 2 3 4 5 6 7 8 9 10 11 12
1. Purchase Equipment
2. Hire E Train Personnel
3. Product Formulation
4. Menu Coordination
5. FULL IMPLEMENTATION *
i
- 11 -
� v
L
IV. PROPOSED PAYBACK SCHEDULE :
1. PROJECT COST: $32,028
12 Months 24 Months
2. PROJECTED SAVINGS $16, 118. $18,873.
12 Months 22 Months
3. PAYBACK SCHEDULE $16, 118. $15, 910.
The payback of $32,028 within 22 months of
funding takes into account a four month
implementation period.
- 12 -
i
IV. IMPACT ON OTHER DEPARTMENTS:
There are no negative impacts on any departments as the
result of the implementation of this project. We do anti-
cipate a more efficient use of our existing kitchens, and
an increase in both quality and variety of foods.
This program can be expanded to include other County
facilities such as Juvenile Hall, the County Hospital and
the West County Justice Facility, when constructed.
13 -
6-
Attachment F
_
COUNTY OF CONTRA COSTA
PRODUCTIVITY INVESTMENT FUND PROPOSAL
PIF I .D. NUMBER
DATE RECEIVED
COMPLETE INCOMPLETE
1 . DEPARTMENT: Health Services 1A.BUDGET/ORG. UNIT 6114
2 . PREPARED BY': Bobbi Baron 2A. DATE: 10/20/87
3 . CONTACT:
)), ..Richard Harrison 3A. PHONE: ' 372-2920 after 10/25 646=292
4 . PRODUCTIVITY INDICATOR: Salary Savings and Printing Costs
5 . PROJECT ANALYSIS: BASE YEAR YEAR
PERIOD ONE TWO
a. ANNUAL NET COST OF CURRENT OPERATION
PROCESS (Attach cost analysis to
include : staff , equipment, supplies , 2,2001385 21200,38521•290.1385
and revenues) - OCHh' Administrative Budget
b. ANNUAL NET COST OF OPERATING WITH 2,200,385 2,167113 21159,185
PROPOSED IMPROVEMENT
c. DOLLAR BENEFIT 33,25 411,200
( Subtract b from a)
STAFF 23150 28,200
SAVINGS AND
REVENUE EQUIPMENT
BREAKDOWN
SUPPLIES
OTHER -9,`h50 13,000
d. TOTAL FUNDS NEEDED TO 20,906 0 0
IMPLEMENT IMPROVEMENT
e. INVESTMENT FUNDS REQUESTED 20,906 0 0
FROM PIF
6 . MONTHS TO FULLY IMPLEMENT PROJECT: three
7 . MONTHS TO FULLY PAY BACK PIF: seven
(Attach Detailed Proposed Payback Sc ed le)
E . DEPARTMENT HEAD SIGNATURE: - DATE
. Mark FinucanelHealth Services Directot
***************FOR PRODUCTIVITY INVESTMENT BOARD USE ONLY*****************
BENEFIT/COST RATIO: PAYBACK PERIOD
TRANSFERABILITY: 1 2 3 4 5 GENERAL FUND: YES NO
RECOMMENDATION: APPROVED NOT APPROVED
SIGNATURE:
CHAIRMAN, PRODUCTIVITY INVESTMENT BOARD
ACTION. PLAN PAGE TWO
l •
0
4. Budget Detail
----------------
3 IBM PCs with DOS and- Color Display SC2728 $8,184.00
8550-021 PC Model #50
628-0060 DOS 3.3
8513-001 Color Display
1 IBM PC with MD Disc, DOS and Color Display $4,727.00
8560-071 Model #60 W70 MD Disc
628-0060 DOS 3.3
8513-001 Color Display
1 Page Printer with Attachments $5,795.00
IBM 3812-002 Page Printer
Feature 3115 - Sharing Card
Feature 3040 Cables
Part 6466981 Page Printer Drivers
A B C Box and Cables $ 200.00
Implementation Supplies $2,000.00
TOTAL : $20,906.00
AP2#18
IT CONT ROi_ P '_ AN
To ensure the proposed savings are achieved, the Plan 's Operations Director will
personally approve/deny all requests for this type of outside printing and will
monitor these expenditures on a monthly basis.
Personnel savings will be achieved immediately with the cancellation of one
filled clerical position.
* The Finance Director will monitor the monthly overtime expenditure to ensure
the $250 per month savings.
AP 3#18
III .) M P L E M E N T A T I 0 N ) H E M E
Implementation is immediate upon installation of the equipment . It will take
approximately three months from date of funding to purchase and install the
equipment.
Project Tasks 1st Quarter 2nd Quarter 3rd Quarter 4th Quarter
--------------------------------- ----------- ----------- ----------- -----------
1 2 3 4 5 6 7 8 9 10 11 12
1 . Design Work Station &
Central Printer Layout x
2. Purchase Equipment x
3. Install Equipment x
4. Train Personnel x
5. Full Project Implementation x x x x x x x x x x
AP4#18
V I R !ACT ON OTHER I 'P A R T M E N T S
There are no negative impacts on other departments. There will be a reduction
in the workload of Storeroom, Purchasing and the Auditor-Controller as they will
not be issuing requisitions, purchase orders or paying the bills for the outside
printing.
AP6#18
I V P R O P O S E D P A Y B A C K S C H E D U L E
1st Quarter 2nd Quarter 3rd Quarter 4th Quarter 1st Year Total
------------------ ----------- ----------- ----------- ----------- --------------
Project Cost $20,906 0 0 0 $20,906
Project Savings $ 2,350 $10,000 $10,300 $10,600 $33,250
------- ------- ------- ------- -------
Payback Schedule $ 0 $10,000 $10,000 $ 906 $20,906
AP5#18