Loading...
HomeMy WebLinkAboutMINUTES - 06111991 - 2.1 �U01. TO: BOARD OF SUPERVISORS Contra FROM: Costa Phil Batchelor, County AdministratorColin �o `y DATE: ryA-couN June 11, 1991 SUBJECT: RECOMMENDATION OF 1990-91 PRODUCTIVITY ACTIVITY ENHANCEMENT PROPOSALS PHASE II SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMMENDATIONS: 1 . Approve and authorize expenditure of $108,876 from the Productivity Investment Revolving Fund for fiscal year 1990-91 . 2 . Approve in concept the Municipal Court' s project to implement an interactive voice response system and approve expenditures on the condition that County Counsel review and recommend approval of this project. FINANCIAL IMPACT: Funding for these project is available from the Productivity Investment Revolving Fund. BACKGROUND: In March 1991, the County Administrator presented four Productivity Fund proposals to the Board for approval . At that time, two proposals were under study and are now being presented to the Board for approval . In addition, two other proposals were received and reviewed by the Productivity Investment Board and are recommended for approval . A description of these projects is summarized below: CONTINUED ON ATTACHMENT: _RYES SIGNATURE: 0 RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE -APPROVE OTHER SIGNATURE(S): ACTION OF BOARD ON June 11, 1991 APPROVED AS RECOMMENDED X OTHER VOTE OF SUPERVISORS 1 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: Auditor-Controller ATTESTED General Services (Purchasing Officer) PH BATCHELOR,CLERK OF THE BOARD OF Data Processing SUPERVISORS AND COUNTY ADMINISTRATOR Office of Revenue Collection Sheriff-Coroner Municipal Courts BY ��/ DEPUTY M382 (10/88) .`y i �i'�. _ .:k1' i � T - ''- -2- Sheriff's 2-Sheriff's Department - "Reduction in Desktop Publishing Costs" - $5,912 The Sheriff ' s Department' s Administrative and Community Services Planning and Analysis Unit proposal is to reduce the cost of sending out desktop publishing type work to outside printers. The department will purchase a personal computer and software and utilize personnel already trained to reproduce desktop publishing type of documents. The department identified a total of $3 ,976 spent using outside vendors. By completing the work inhouse, the department can save approximately $4,000 per year with no additional personnel, and it will be done in a much quicker and convenient manner. The department expects to repay the Productivity Fund within 24 months. Office of Revenue of Collection - "'Automation of Collection and Accounting Activities" - $12,964 The Office of Revenue Collection's objective is to expand and improve the automation of the Collection Unit's- activities. The department will purchase two personal computers and automate the manual statistics and tracking information in the accounting and collection units. This will enable the office to generate monthly journals, separating revenue for appropriate organizations and funds; reduce the time spent in tracking revenue collected and preparation of statistical reports. The collection unit will then be able to maintain reports and monitor the collection activities quicker and more efficiently. This will save 16 to 12 hours per month, which will allow. the collection unit time to concentrate on revenue producing projects, identify and focus on weak areas which, in turn, will increase revenue. The department estimates that the time saved will generate revenue by a minimum of 20 annually, which equates to an additional $21,000 annually. The department will pay back the fund in 24 months. Data Processing. "Centralized Desktop Publishing Station - $20,000 The objective of the Data Processing proposal is to provide desktop publishing services to all County departments to use in preparing their printing requirements. The department will purchase pagemaker software, a personal computer and color printer, which will allow the users to prepare professional quality printing of newsletters, flyers, forms, etc. Data Processing will provide the office space and expertise needed to use pagemaker. The . user will be charged $25 per hour, if the user has the skills and $40 per hour if the user requires Data Processing to provide the expertise to prepare the document(s) . Data Processing was requested to complete a survey of departments to determine the ' need for this service and to get committed hours from various departments. The survey indicated that ten departments who do not have these capabilities would use the services. The total hours committed were 34 per month during using the normal black/grey printer and nine hours using the color printer. Most indicated they would use the $40 rate. The department took an average of $30 per hour times 43 hours per month for a monthly income of $1,290. The Productivity Investment Board approved the project on the condition that the department provide six months progress reports. The department expects to pay back the fund in 24 months. Municipal Courts - "Voice Response System" - $70,000 The Municipal Courts' proposal is to purchase a Voice Response System to reduce the number of telephone calls received by Clerk' s Office staff. This system will answer routine calls currently received by Clerk's Office staff, thus increasing clerical productivity by allowing staff time to answer the more complex telephone inquiries and focus on updating court records -3- in a more timely fashion. Clerks will be free to answer calls diverted from the Voice Response System. Telephone service to the public will be greatly improved, as the caller using a touch tone phone will be able to access the system to receive information regarding status of claims, small claims filing fee information, the schedule for• court dates, and other information. The system would be designed to bill callers for designated telephone access to the courts' database using a "900" number billing system. The telephone company would bill the caller on his/her monthly telephone bill and the revenues would be transferred to the County. A conservative annual revenue figure of $50,000 was determined, based on an average cost of a telephone inquiry being $1. 50 multiplied by 31 calls per day, per court an average of $33 ,333 per year countywide. The department expects to repay the fund in 24 months. It is requested that this project be approved in concept and on the condition that County Counsel review and approve the potential legal issues involved with the project.