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HomeMy WebLinkAboutMINUTES - 12151998 - C60-C64 +0SMON AD3US HENT REQUEST '17428- REVISE P300 of 10-•20-97 ,.. . dor! rtes ADS tWot No.00rg N0, Aggr No» A-19 n c�rrmation S st+�n Prr� ect er nitons ' n lass fication Questionnaire cxnnaire attached: fifes o no cvCost is within #PProvaa"" -- ---r otal One-Time Costs (nOn-salary) associated with i�epart tint`s # y Nod iimated total cost-adjustment �(salarylbenefit / # 2150 + Total �- annual cost '$ 165 240 diet County Cost $ 33 048 Total this FY $""8"2;67'9 N.C.C. this FY �_ t 5 CE OF MNG TO OFFSET ADjus Federal State funds rtMent WAt initiate necessary adjustment and subarit to CAO. additional sheet for further explanations or its. rDe r n a�/AA -------_ I BY CAO AND RELEASED TO WWN R;—!cflURCES RESMVXES WPARTMENI' REC01 M DATION !'(E DECEMBER 81 1998 cS� 0, Add Information System Project Manager jLPNA) positions .at salary level M50-245 ($1282-420). w�.aattaen+��+as+a�aaa e+wallnticec.�tboiltnp cta�c�+o aK��„�, e ive* K DaY f0ll0Wing Board Action, ° (Date) 4 n Riesourm ��E Y AWN WATM REWffWATIt)N t ion of Director of.1� ftsourms =� DATE: tdon Of Direct► of. .= s0u ,, OF + n s a r' �u$f it N: :Phil or* aierkof #e , 30ar'd of Vervisor s . BY APMA.. OF 7MIS A UMMM COMMS PSMONICUS"Y'MOW= AMDOMENT MON A 1SIMff'ACU0K.T0 BE COMPS By Jww l��#� ~ classes)/position(s) as follows. FO [Wfa .80M AMON "A"Uest is to A4c1 ft'oject Positions/dIes'ses, plesse comlett other aside ` ►oea SAW xttrars SOCIAL SERVICE DEPARTMENT CONTRA COSTA COUNTY TO: Phil Batchelor, County Administrator DATE: 11/25/98 ATTN: Sara Hoffman, Deputy County.Administrator FROM: John Cullen, Director cc: Exec. Team Dolores DeBaca, Pers r �cs. Asst. Ill L. Madden T. Harvey SUBJ: BOARD AGENDA ITEM —P300 1. REQUESTED ACTION: A. Add two(2) Information System Project Manager positions. ll. FINANCIAL IMPACT: Approval of these actions will result in a net monthly increase of$2,754, and a net one-time cost of$2,150 for equipment. $13,770 2 Information system Project Managers(Step 1 +35% Benefits) - 11,016 LESS 80%State/Federal Funding $2.754 NET MONTHLY INCREASE $10,750 One-time cost for "Au positions (2 ea. computer, hardware/software, printer, desk, chair, file cabinet) -- 8.600 Less State/Federal Offset $,2,150 NET ONE-TIME EQUIPMENT EXPENSE III._ BACKGROUND/REASON FOR REQUEST: In 1996, the Department contracted with Leena and Associates to conduct a study and make recommendations for the establishment of an in-house Information Tectology (IT) capacity. In the Fall'of 1996 the County announced a comprehensive study of IT classifications to be conducted by Ralph Anderson and Associates. The decision was made to delay implementation of the reorganization until January 1997, when completion of the Anderson study was expected. By April 1997, the Anderson study was still not completed, and it was learned that the County had terminated the contract with Anderson and would be engaging the services of another contractor to complete the study. The Lema report was released in June 1996. Key components of the recommendations included a reorganization of the existing IT Division, and the addition of positions to address major deficiencies. A plan was formulated to accomplish the IT Division's;reorganization in two phases. The first phase of the reorganization began April 1997 and has been successfully completed. We now request approval to implement the next phase (final phase) of the reorganization. We request to add two Information System Project Manager positions. The IT Division is divided into two units: the Technical Support Services Unit consisting of one Personal Computer Coordinator, five Computer Systems Technicians, two Sr. Department Systems Specialists, and one Network Administrator; and the Application Support Services Unit consisting of eight Systems Analysts. Because these units do not have a supervisor, the IT Manager must provide direct supervision to 1 employees. This excessive span of control, was identified by the Lema study (i.e., it negatively impacts the IT Manager's ability to provide' overall management and guidance for the Department's IT function, including but not limited to network administration, programming, application support, as well as project management, system procurements, systems and equipment security, data base administration). While the original Lema study recommended ended the addition of four management positions, through a modification of the reorganization plan, this request only calls for the addition of two management positions (Supervising Program Analyst positions): One position to supervise the Technical Support Services unit consisting of'nine employees, and second position to supervise the Application Support Services unit consisting of eight employees. IV. CONSEQUENCES OF NEGATIVE ACTION: If this action is not approved, it will impair the Department's ability to acquire the in-house information technology capability recommended by the Lema study. Specifically if the addition of two Information System Project Manager are not approved, the IT Manager will continue to be responsible for an excessive span of control, and the Technical Support Services Unit as well as the Application Support Services Unit will not receive adequate supervision. P3"20C 00 it S' •. j REQUEST TO SPEAK FORM (THREE (3) MINUTE LIMIT) Complete this form and ,place it in the box near the speakers'-7, rostrum 'before addre sing the Board. r Cry mss'' Name* Phone: Address City: /r I an speaking for myselfor organization; tnwat a#,ar�,rn set i cn) CHECK ONE I wish to speak on Agenda Item Date: f� My comments will be: general foragainst I wish to speak on the subject of I do not wish to speak but leave these comments for the Board to consider: ................................ z: ........ ... 0 xg .M":;M %�.......... .......... ------------------------- ............. IXKM.*,��:0 "Ag ZZZ:% a miliv, ........... MNX gzg -o .......... ..... xx K-� �*XKX Mr, ........... .................. ..........Xx...... .............-... �K? -%K*K§:� ...............% ........... .... 94,W- 1 ...... ... ................. ............. %...%.......... ....... K'iX, *kx- .......... M. ........... ...............%....... XK.. 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K.MK X.:::::: ........... ............... igi� ig .......................... ............ x X W%*ZO X ............... j "K m m W::*:9 -K KM. K"Xiii: x ` ,' -25-98 MISE P300 of 10-20-97 .; .: 17428, II � c� t#'� ►� -�- � p'�� qty N�. A-19 cns NOJ ossification iOnntnaire t, d: -'es aes tal 'TIM COsts (wn-salary? asst1 coat is rft n t s budget: Y+ ed mated total t tst-adjustment tsala . # wi h eQtjw2150 Total annual cost $ 3.55 240 het County Lest • 33 048 Total this FY W.C.C. this fl' °- OF f�InG To OFFSET Federal State fuxxis rpt rust imi t ate misery .1ustlent and stWt to CAO. additiprtal sheet far frther exp?WaEtions or its. or r a BY CAO AND RELEAS� 7D MAN R."MRCES 01 RESWXB GARMENT REOftr"TI +i .. - : ;ZWE DjIER 8, 3798 Acis! two (2) Information System Project ;Manager 4LPNA) positions at salary level M50-2454 ($5282-420). f nrt�►te mum a ' DAY fvllrnring Board ActionVe . (Oates 00, 42� r.virector of.#dam amwus, le, Ile strator SO APMM Lr,' tI ' the .8oarld of Supervisors . .,r BY. `F'RilifAi. OF PM ............ Y AMMON *""w Al l ' Cpl`MM A Paswcuskm classes)/P0Siti0n(5) as follows: # � '#si+ slt ,asses, pleases l*te theirce' tow"Ne.%fun Presentation to Beard of Supervisors 12/15/98 I. Background/History A. Department is not communicating with Systems Analysts 1. Lack of team spirit/poor morale B. Dept. has moved to hire 4 additional programmers who do not know the welfare business but no move to make permanent appointments for systems analysts required for major work of the department C. Systems Analysts continue to manage all of the major production systems used in welfare 1. New programmers hired (at IV level) with higher rate of pay are programming minor PC based applications that may be necessary for efficiency but not critical to operations (such as reception management system, system for online entry of time studies) D. Unclear which plan the department is using. 1. The department last quoted the Griffith study for hiring programmers but is now quoting Lema again'for manager's positions. However, Lema specifies a different type of manager for technical vs. application staff. 2. Lema was presented in ,lune 96 and while we acknowledge a need for updates, the department seems to quote it only whenever it supports what they want to do for the moment E. The department seems to consider that the programmer/analyst series and the systems analyst series is the same class and in fact tried to force the systems analyst into the programmer series, hoever the DOIT Director, the contractor who wrote__ r4 It E" CLE i 1K BOARD Of SUPkgY'SORS CCfiI!Ftt COSTA CO. study, and the last Meet and Confer session determined that the Systems Analysts were clearly a separate class and should not be included; further evidence of this is that a Systems Analyst ,applied for the Programmer/Analyst ll position and the application was denied. F. Seems the dept. is using whatever best meets the situation to do whatever they want. G. ll. Concerns about proposed sup position over Systems ,Analyst A. Classification indicates Systems Analysts report to Div. Mgr. (Per Cullen, John Z is lateral to Div Mgr) B. Installation of another layer of supervision is in effect a demotion C. Nature of Senior Analyst role is Project Mgr. Analysts must be able to directly reach managers to do their job 1. Unclear what impact new sup would have on ability to communicate directly with appropriate Asst. Dir or Div Mgr since there has been no discussion with analysts D. When senior analysts first reviewed the job specs for the proposed supervisor classification, they thought the specs had been drafted from their own since the specs define the project management role which is the role of the senior systems analyst. With major exception: proposed sup does not require any knowledge of the welfare business E. Suggestions from state to counties re: management of statewide systems implementation is that the systems project manager must understand all aspects of the welfare department and understand the relationship of the welfare dept and other county departments. 2 Proposal to hire a Systems Project Manager requires no knowledge of welfare department F. G. H. III. Our Proposal to move programming staff to DOIT A. Per John Cullen, issue around hiring new supervisors is that the span of control for Jahn Z is too broad. This assumption is not true because: 1. Current span of Control for John (total current staff: 13, total proposed staff 17) a) 1 Clerk b) 4 Senior Systems Analysts c) 4 Systems Analysts d) 2 Programer Analysts IV e) 1 PC Coordinator (who supervises 4-5 techs) f) 1 contract LAM Administrator g) Proposed: 2 add'I 1I's and 2 add'I IV's 2. Senior Analysts work independently and frequently report to and take lead from other managers and in the dept. since they manage systems used by line staff 3. Senior Analysts provide Lead Dir for 3 of the Analysts so this further diminishes Systems Officer span of control (however, several of these staff are working out of class and should be promoted to a senior analyst) 4. Systems Analysts all have knowledge of dept. program/policy and require little direction from the Systems Manager 3 5. New Programmer Analysts need more supervision since they do not know dept. or welfare B. Other div. managers in SSD have much broader 'span of control since they supervise supervisors who have staff reporting to them. Lowest number of full units reporting to a manager: 5 C. Move to higher two new very highly paid managers will leave only people reporting to a div. mgr (John Z) D. At a unit meeting it was reported that the intentljustification for hiring 4 additional programmers was to manage Year 2K readiness however, most of the major production systems in the department have Year 2K readiness completed by vendor or state staff. Since this appears to be a time-limited application, SSD can contract with DP for these services E. If DP supervised programmers, appropriate level of staff could be used for assignments. Currently level IV Programmer Analysts are doing level 11 work in SSD F. Systems Analysts who know welfare should be providing all analysis of the department's business needs for automation since they know the welfare business. Recently, one of the two new Programmer/Analyst IV spent 3 months analyzing the Adoptions program to determine a systems need which an existing systems analyst could have defined in a week. IV. Lema Study (optional) A. If the dept wants to use the Lema study to justify sup's positions, then they should follow the Lema study in full: 1. Lema talks about "outsourcing for services which we feel are beyond the current and desired in-house capabilities of the department" {specifically talks about Independent Validation 4 & Verification and technical support for maintenance and repair of personal computers and networks) B. Lema also addressed the importance of recruiting and developing from staff from within the department C. Lema discusses separation of technical specialists who set technical standards for the department and application specialists as the 2nd most critical issue for the success of the department's technology plan (after hiring a Systems Manager): 1. Application specialists are "are residentexperts and resource to all dept. management and staff on each and every system application within the dept.: . Application specialists "act as consultants to the various operating bureaus in assisting in the definition of their business needs and strategic plans" 3. Application specialists "focus on the departmental business applications" 4. Application specialists have a "clear understanding of the business objectives and interpret the implications of any technology-based initiative to the ultimate mission of the programs to be served by the in itiative/appi i cation" 5. Application specialists "governors which keep in balance the desire to move forward with technology and the need to maintain a focus on the practical side'> of meeting programmatic missions" D. Lema does not address need for in-house programming of PC applications to support major production systems. Systems Analysts acknowledge the need for these small PC based applications but do not feel this creates a need for '2 highly paid managers 5 G'•t'oD V. Alternate proposal A. In considering the department's concern with span of control of John Z, we came up with the proposal to movestaff to DOIT; however, If department is intent on reducing the number of staff reporting to the Systems Officer and will not consider contracting services with DP, there are other alternatives that should be considered: 1. Only hire 1 Programmer Analyst supervisor and have programmers report to that person. 2. Have the Systems Analyst report to John Z; have Jr. Analysts report to seniors 3. Use more appropriate classification to supervise Systems Analysts 4. Have senior analysts serve as lead supervisor for junior analysts B. We asked the department to delay the board item until January to allow further open discussion but the request was denied. 6 f s POSTT'ION ADJUSTMENT REQUEST CONTRA COSTA COUNTY y HUMAN RESOURCES DEPT. ATO. t $' F � 0 DEPARTMENT NO.1 CQPEKS TT DF.I'ARTMENT :Ser tees BI lT UNIT N+CI� QRG NCI. Y A�iCY NO 54 ACCIN RE+CSTEC1: H M ft # 4 � C"LASSSTETCATION PROPOSED ELECTIVE DATE: Q ESTIONA '�ATTACHED:'YES 0 NU B/Cost is wid in Oqt budget: Yes a No❑ TOTAL ONE T V EE COSTS(non-salary) ASSCICTATED WITH REQUEST: S 4- ESTIMATED TCI'T'AL COST ADJUSTMENT fs ylbenefitslone time: TOTAL ANNUALCOST 21,9W.00 NET COUNTY COST $ -U- TOTAL THIS FY $111.70&00 N.C.C.Tiffs FY $ SClLtRCT;OF FUNDING TO OFFSET ADJUSTMENT Bill Dirty Benne(6 Lief;Beall ment e( 9d1 9320 DEPARTMENT musT wnATE NECESSARY ADJUSTMENT AND SUBMIT TO CAO,. USE ADDITIONAL SHEET FOR FURTHER EXPLANATIONS OR COK04ENI°S. Rami Ham,Pem=d' rVl'oCa Assistant M REVIEWED BY CAO AND RELEASED TO 1HJMAN RESOURCES D (for)DEPARTMENT HEAD DEPUTY COUNT' �Tol DA HUMAN RElSOURCES DEPARTMENT REC"{TMMENDAT ION: DATE Clecember; 1 1998 Reallocate the salaries of Ambulatory Care Clinic Coordinator (VAHB) and Health Services Appointment Systems Coordinator (VCHC) both at salary level M50-1981 ($3292-4002) in the Health Services Department. Amend Res4lut on 71117 dishing Mddom mdnwbgiaos Mcahng t:l vw to f m Effective: [J Dap following Board Action XI -- 6-1-98 (date) (for) +GES C U�3TY ADMIN STRAT 7R RECUMMENDA'MN DATE: Rccomr cnc tion afto(H nRamnus — PP Recomt ndation of l)hactor of Hum n Rcm� ©Other: BOARD O&IRI80 RS ACTIQN (fes) TOR A� Phil;Z2ALAXY Cormtp stror Board of At�misti DATE: ► Bl': API+'RO AL OF T ADJTJS NT CONSTITCITL�S A R>LSOLUTIQN Al1ENDMENT POSITIONTIJU'3'1'ION Arm MENT ACTTO BE BARD ACTCOWLETED By BOSUN RESOURCES DEPART ZNT FCIL.LOWING dlsss(es),poation(s)as{Mows: IF D ST-MTOADD-PR 1e CT IV)SITIONSC , pE- A_SE COMKXTE OTHER.SIDE POSITION ADJUSTMENT REQUEST . NO. DAT j . Department No./ COPERS" Department Health Service*Mnmice Budget unit No. 0540 Org No.6555 Agency Not 54 Action Requested s itxoa X676 £+0 5 sSpec, II Vagant in Heath Sms; Info Proposed ec tve Date: , Classification Questionnaire attached: Yes 0 No M Cost is within Department's budget: Yes Z No 0 Vic -;o> Total One-Tine Costs (non-salary) associated with request: $ -0-- W M0 Ln Estimated total cost adjustment (salary/benefits/one time. CD Total annual cost $6.1W.00 Net County Cost $ --- Total this FY $� ,._.. N.C.C. this FY $ZO-_ , SOURCE OF FUNDING TO OFFSET ADJUSTMENT MArd ijr-ty revenues. 65=_80 c' DSPWU W*Must btieft noossawy adjusftwd and submtt I*CAC L ,�j V; 4 Lira addtdmW sheet for furtW sxpt un0ons or ca.numtL � -,-e or Department ea REVIEWED BY CAO AND RELEASED TO HUMAN RESOURCES DEPAR -- 411 epu y ou yrinisl air Date HUMAN RESOURCES DEPARTMENT RECOMMENDATION ' DATE December 2, 1998 (LTVE) Cancel vacant Information Systems Specialist I7Aposition #54-03676 at salary level, M50-1968 ($3250--3950) and add one health Services information Systems Specialist (LTTC) position at salary level M50-2114 ($3760-4571) in the Health Services Department. !lrnerKt fissom&#kxE 71117 pasta s a resalu�tlaas s#Foost4ss p ctsssss itw B&IIN6rampt satary sohedc�ls dacr�rd atxr�es. Effective: ay following Board Action. 0 (Bate) orJy Uipyttorbt Ijuman esources COUNTY ADMINISTRATOR RECOMMENDATION - DATE: � Approve Recommendation of Director of Human Resources Disapprove Recommendation of Director of Human Resources 0 Other: U-00 Cou anis ra or #:ItlCC ftlCl�,M1C i# LESiaC^.d'S.'CS� iCTip:S:7Stii9�i570[i1l iR 20F�754iCtCCliiritZL,'dffi iC lilCit7Yi�#X�7�7e, ffiSSLlStg7Cl�iRYKC7tiF =Ulm BOARD OF SUP VISOR CTION: Phil Batcbelor, Clerk of the Board of Supervisors Adjusimen RAVED SEB-$ ars ount ' iir�istrator APPROVAL OF THIS ADJUSTMENT CONSTITUTES PERSONNEL/SALARY RESOLUTION AMENDMENT POSITION ADJUSTMENT ACTION TO BE COMPLETED BY HUMAN RESOURCES DEPARTMENT FOLLOWING BOARD ACTION Adjust clatss(es)/position(s) ,as fellows: THE BOARD OF SUPERVISORS OF CONTRA COSTA COUNTY, CALIFORNIA Adopted this Order on DECKER 15, 1998 ,by the fallowing vote: AYES: SUPERVISORS UILKEMA, GERBER, DESAULNIER, CANCIAMILLA and ROGERS NOES: NONE ABSENT: Nom ABSTAIN NXM SUBJECT: In the Matter of Amending Resolution 98/432 concerning the Transfer of Los Medanos Community Resolution No. 98/636 Hospital District Employees to the County Health Services Department On September 1, 1998 the Board of Supervisors approved:Resolution 98/432 concerning the transfer of Los Medanos Community Hospital District Employees into the Health Services Department. The Contra Costa County Board of Supervisors RESOLVES THAT: Paragraph 2 of Resolution 98/432 is amended to include additional language(shown in bold) as stated below: 2) The transfer of three District employees into County service, in the above positions, effective September 1, 1998 with the seniority status,pay level, anniversary dates,vacation and sick leave accruals, and position titles as set forth in the attached document which is incorporated herein by this reference. Further, those employees being transferred into County service who were hired by the District prior to July 1, 1980, shall be allowed to select between the two retirement plans offered to general county employees in 1981 or opt to join Tier II effective October 1, 1998. For those employees hired after July 1, 1980, they may opt to joint Tier II effective their seniority date or effective October 1, 1998. All transferred employees shall be allowed to opt for the Tier III retirement plan as made available to all County employees in 1998. Orig Dept.: Human Resources cc: Human Resources(3) - Larry Fugazi,Eileen Bitten,Kathy Ito County Auditor-Controller County Counsel County Administrator Health Services Personnel Retirement Office I hereby certify that this is a true and correct copy of Los Medanos Community Hospital District an action taken and entered on the minutes of the Local# Board of Supery on the d e shown. Local 2700 ATTESTED: PHIL BATCHELOR,clerk of 6WBoard of Supervisors and County Administrator By - Deputy