Fort Walton Beach Council agenda — 11-26-2007 special agenda — reading text

Management Advisory Group, Inc. MAG) regarding the Alternative Services Delivery Study. 1. Recommendation # 3: Create an Administrative Services Department composed of Human Resources, Information Technology, Purchasing, and Public Information. As we have previously discussed, the number of Department Directors that report to the City Manager is, in my view, excessive for an effective span of control. As such, I would concur with the findings of the study to c reorganize management' s structure in the City to provide for this Department. I believe that adoption of this recommendation would incur minimal or no additional cost to the City. Recommendation # 7: Human Resources should add efficiency measures by adding the element of time to existing performance measures. Human Resources will develop performance measures and include the element of time to more appropriately capture the efficiency and effectiveness of this department. 2. Recommendation # 8: Change the City' s contribution percentages for medical insurance premiums. This matter was discussed at the January 2007 Strategic Planning Session and was also presented to the City Council at the 15, 2007 May Budget Policy Workshop. At that time, Staff provided information on various alternatives to the current contribution made by the employer and employee for either single or family coverage. Staff's recommendation at the Budget Policy Workshop was to modify the current 750/0 employer/ 250/oemployee provision and adopt policy where a the City would contribute 900/0 of the premium for employees and 500/0 for dependent coverage effective on the insurance renewal date of c February 1, 2008. 31  MAG was provided Staff' s recommendation to City Council with regard to medical insurance premium contributions alternatives. Staff also informed MAG that it was the <;: ity Council' s determination at that time to maintain the current 750/0/ 250/0 contribution level for medica.1 insurance premiums. MAG, in their report,. suggests the City reconsider some alternative to the current premium contribution levels and proposed contributions for single coverage be 900/0 paid by the City and 500/ 0 paid by the City for dependent coverage. By adopting this option, the City could save approximately $ 110, 000 per year. I would recommend that if City Council is supportive of a change in the medical insurance contribution percentages, that we explore cost savings associated with a less dramatic change in the premium contribution and suggest that a 900/0 contribution for single and 600/0 for dependent coverage might be a viable alternative. Although initially this would generate minimal savings to the City ( approximately $ 8, 000 per year), over time annual changes could be made to achieve the 900/0/ 500/0 contribution level by the employer. In their recommendation, MAG also suggests that new employees should be hired without expectation of dependent I coverage. Although appreciate their suggestion, I believe this would not be equitable as we r would have two c( asses of employees; some at one benefit level and others at a different benefit level. This could potentially cause dissension within our organization. 3. Recommendation # 9: Purchase a scanner for use in the Human Resources Department. This recommendation will not be necessary as we purchased a scanner in the HR Department within the last year. In summary, I certainly appreciate the opportunity to provide input regarding the Alternative Service Methodology Study as submitted by Management Advisory Group, Inc. Sincerely, Mark Wiltsie Human Resources Director c' 32 c aTY OF FORT WALTON BEACH, FLORIDA MEMORANDUM DATE: oven]ber16, 2007 TO: Joyce Shanahan, City Manager Gty CoW1cil Members FROM: David Jenzen, IT Director SUBJECf: Alternative Delivery Methodologies Study Comments 1-: i Discussion I have reviewed the September 18, 2007 " Study of Alternative Delivery Methodologies for the Gty Services" document. I am concerned with the recommendation to reduce the IT Department staff by one " Data Processing Coordinator" position. I don't believe the reduction of staff is an appropriate decision for the depanment. I don't know the exact history of the IT Department, previously titled as the lvIIS Department, but I will try and give a brief overview. In the late 1980' s the first major r-- computer system was purchased, a Data General system. At that time there was one employee who managed the main computer and a dozen or so data tenninals. In 1994, a Department Director was hired making a department of two. Late in 1994, a new ffiM AS/ 400 system was purchased with 67 tenninak distributed through out the City. Through out the next several years, additional computers were added to the system to service the needs of the City. In 1998, the :MIS' Department grew to a total of three employees with the addition of a Network Analyst position. In 1999, the Public Safety Departments were added to the system with the addition of 35 mobile laptop computers and an additiona130 desktop computers. In 2002, an additional Data Processing Coordinator position was added to bring the department up to a total of four empl0yees to keep up with the needs of the Gty. Today, the eitys computer network has grown to approximately 190 desktop computers, 40 laptop computers, 16 selVers and 1 IBM AS/ 400 computer system. These computer systems are located in 17 various locations through out the City. Every year the need for new technology~both hardware and software, has increased. Not only has the Otis need for computers and software increased over the years, but the taSks penonned by these systems have ako become more complex. The more complex the systems, the more maintenance they require. In the past, computer systems and software applications would only require upgrades every year or two. Currently, we are perfonning major software upgrndes twice a year and security updates on a monthly basis. Software upgrades and security updates are only to keep the cutTent systems working correctly. New applications are another project that keep growing in size. Every year we are adding more software applications, new features and redundancy to the systems to increase productivity; protect against downtime and data loss. The tasks performed by the IT Department have c 33 c developed over the years and require more knowledge and staff time to keep them running con-ecdy. Every year the City depends more and more on technology. It is so critical that Continuity of Operntion. Plans, ( COOP) have been developed. and tested to ensure the operations for. the aty in case of emergencies. On two occasions we have relocated computer systems to the Emergency Operations Center, (Eoq at the Police Department to keep the Gty running during the Hurricanes in 2005. These days computer technology is used for everything from the simplest task of communicating with each other via e- mail or writing a memo to complex tasks like managing the City's finances and GIS mapping used by the Public Works and Utilities Departments.The Otis computer systems are essential to the atis staff's ability to perform their daily tasks. Services - The IT Department is responsible for more then just the installation and repair of computers. Here is a list of additional.responsibilities we fulfill: Reseatch o Explore new ways to save money and increase productivity. o Evaluate new technologies. o Network redundancy to increase network avai1ab~ o VPN, virtual private network,system to reduce wide area network costs. o " Virtual Machine" technology to consolidate servers to reduce costs. o Alternative GP4 General Public License ( no cost) software applications. r o Voice Over IP, VOIP telephony technologies to reduce reoccurring telephone. communication costs and provide more features in case of emergencies. Costs saving in.house services o Board level repair of computers. o Component level repair on laptop computers. A savings of approx. $500.00 1,500 in laptop per event. In the last month alone, we saved approximately $ computer repair costs. o Component level repair on the atis gas pump' s computerized inventory tracking system. A savings of approximately $ 500.00 per service call and 75.00 to $350. 00 in component level board repairs. Last month we serviced the gas pumps at the City Yard and the Golf club for a savings of $ 1,200. o Refurbish/Recycle old PCs to extend the life of computers to save money. o We install copper and fiber network cabling in-house instead of