Okaloosa County BOCC — July 30, 2013 (meeting #1144) — reading text

Performance Measures FY11/12 FY12/13 FY13/14 Full Time Personnel 7 7 7 Input Total Operating expenditures 563,544 522,654 841,451 est SAN Helpdesk Ticket Entries 7,256 7,000 6776 Output SAN Helpdesk Unlogged Calls 985 900 1240 Avg. duration hours of Help Desk Ticket 1.5 1.6 3 Efficiency Ratio of Helpdesk Tickets to SAN Staff 1,209 1,100 968 Effectiveness Percentage of Positive Survey Results 99 99 99 Percentage of Server Availability 98 97 99 Percentage of Network Availability 99.9 99.9 99 Packet Pg. 158  BOARD OF COUNTY COMMISSIONERS OKALOOSA COUNTY, FLORIDA SERVICE AREA: GENERAL GOVERNMENT DEPARTMENT/PROGRAM: INFORMATION SYSTEMS (including the Applications Division) PROGRAM DESCRIPTION: The mission of the Information Systems Department is to create and maintain an information infrastructure that emphasizes data sharing among departments and integrated County computing and network resources as a single enterprise. the Applications Division is the link between the business requirements and technology solutions for application system needs. REVENUE: Information Systems is funded within the General Fund. Supporting revenue of the General Fund are ad valorem taxes, state shared revenue, licenses, permits, charges for services, interest, other miscellaneous revenue and transfers from other funds. EXPENDITURES: Expenditures Budget FY11 FY12 FY13 FY14 Category Actual $ Actual $ Original $ Approved $ Personal Services 414,220 405,514 401,524 428,068 Operating Expenses 123,898 115,313 134,195 128,483 Capital Outlay 0 0 0 0 Reserves 0 0 0 0 Total 538,118 520,827 535,719 556,551 HISTORICAL STAFFING SUMMARY: Category FY11 FY12 FY13 FY14 Full-time 5 5 5 5 Part-Time 0 0 0 0 Relief 0 0 0 0 Total 5 5 5 5 Packet Pg. 159 MAJOR ACCOMPLISHMENTS LAST YEAR:  Set up and trained users on the new Agenda module added to the IQM2 software. This will save time and money during the agenda process.  Risk Management Conversion from Standard Life Insurance to Symetra Life Insurance: Converted the old Standard Rates to reflect the new Symetra rates for the new insurance year. Modified billing reports to conform to Symetra’s requirements.  Public Works/Solid Waste: Design and Implement a Windows solution/application for the Application for approval to use the Okaloosa County Artificial Reef Sites A, B and C.  Public Works: Created and deployed a standalone Windows based Tool Tracking System.  Replaced or added 53 new phones to our VoIP system. This saves the County $10,843 per year in phone expense.  Re-negotiated our current CentryLink contract for Internet service. For an addition $140 per month we increased the Internet speed from 20mb to 50mb. PROGRAM GOAL: The purpose of the Information Systems Department is to provide and maintain an organized, shared information infrastructure that enables the County to share data, services, and reduce duplication of effort. The management of technology and data in a coherent, organized County-wide effort is necessary to insure limited money, resources, and time are wisely allocated and efficiently utilized to provide effective, efficient government in Okaloosa County. KEY OBJECTIVES: 1. Continue to evaluate and leverage more effective and efficient technologies. 2. Monitor and assess future needs for enhanced data management capability through use of computerized information systems. 3. Ensure budgetary, personnel and purchasing functions comply with County policies and procedures. 4. Provide effective and thorough review of all annual department goals. 5. Provide effective response to County Administrator and County Commission needs and requests. Packet Pg. 160 PERFORMANCE MEASURES: Actual Estimated Adopted Performance Measures FY11/12 FY12/13 FY13/14 Full Time Personnel (inc. Director & Exec. Assistant) 5 5 5 Input Total Operating expenditures $527,468 $535,719 $552,691 Work Orders for BCC Departments/Constitutional Offices 1,700 1,428 1,987 Output Voice over Internet Protocol (VoIP) Phone Installations 541 65 53 County Web page hits 2,611,425 2,692,341 2,013,153 Ratio of Work Orders to Staff 547 476 662 Efficiency Effectiveness Percentage of Phone Service Availability 99.2 99.3 99.5 Percentage of Full Web Availability 98.7 99.5 98.9 Percentage of iSeries (AS/400) Server Availability 99.9 99.1 99.4 Packet Pg. 161  Budget Expense Report (Department Requests) 2nd Prior Year 1st Prior Year Current Year Current Year Base Base % Account Title Actual Actual Original Budget 6 mos Actual Request New Request +/- +/- 001 GENERAL FUND 01115 TELECOMMUNICATIONS 531500 PS-ENGINEERING $0.00 $0.00 $0.00 $23,310.00 $60,000.00 $0.00 $60,000.00 0.0% 534900 CS-OTHER $0.00 $0.00 $0.00 $900.00 $25,000.00 $0.00 $25,000.00 0.0% 540001 TRAVEL IN-COUNTY $0.00 $0.00 $0.00 $50.00 $50.00 $0.00 $50.00 0.0% 541010 COMMUNICATIONS SERVICE $0.00 $0.00 $0.00 $80.02 $800.00 $0.00 $800.00 0.0% 542001 POSTAGE/FREIGHT CHARGES $0.00 $0.00 $0.00 $56.81 $200.00 $0.00 $200.00 0.0% 546155 RM-TELECOMMUNICATIONS $0.00 $0.00 $0.00 $60,786.24 $150,000.00 $0.00 $150,000.00 0.0% 546620 RM-FACILITIES $0.00 $0.00 $0.00 $491.19 $15,000.00 $0.00 $15,000.00 0.0% 549900 MISCELLANEOUS CHARGES $0.00 $0.00 $0.00 $1,288.55 $5,000.00 $0.00 $5,000.00 0.0% 552990 OTHER SUPPLIES $0.00 $0.00 $0.00 $21,688.52 $50,000.00 $0.00 $50,000.00 0.0% 554001 BOOK/PUB/SUB/MEMBERSHIPS $0.00 $0.00 $0.00 $103.94 $250.00 $0.00 $250.00 0.0% OPERATING EXPENSES $0.00 $0.00 $0.00 $108,755.27 $306,300.00 $0.00 $306,300.00 0.0% TOTAL DEPARTMENT $0.00 $0.00 $0.00 $108,755.27 $306,300.00 $0.00 $306,300.00 0.0% Packet Pg. 162 Packet Pg. 163 The mission of the Information Systems Department is to create and maintain an information infrastructure that emphasizes data sharing among departments and integrates county computing and network resources as a single enterprise. The mission must be accomplished in a continually improving fashion in order to support the overall goals of the County. The Information Systems Department is composed of the following three Divisions: Systems and Networks (SAN) Applications (APPS) Geographic Information Systems (GIS) Packet Pg. 164 OKALOOSA COUNTY NETWORK NORTH COUNTY NHE • Spam Filter • Surf Control • Anti-Virus OVERSEES SHE Computers Data Networks Phone Systems Internet/Email SOUTH COUNTY GIS Security/Backups Fiber Optic Packet Pg. 165 DECREASING SPENDING – INCREASING MISSIONS $2,600,000 $2,522,082 $2,500,000 $2,391,090 $2,400,000 $2,300,000 $2,135,058 $2,200,000 $2,100,000 $2,019,995 $2,000,000 $1,900,000 $1,814,003 $1,800,000 $1,674,954 $1,700,000 $1,600,000 FY07 FY08 FY09 FY10 FY11 FY12 * Present employees have been absorbing increased workloads for several years. This trend is UNSUSTAINABLE! Packet