Department Name: Budget Unit: 7600000 Office of Communications & Information Technology () 1. Program Title: Applications Support Program Description: Communications and Media Officers coordinate with County CMO s updates to the County Internet and Intranet Portals, Maintain Internet and Intranet websites, develop and enhance service catalog and assist the CIO and the executive team in customer and department communications. Appropriations $5,819,640 $239,829 $5,579,811 4.1% Reimbursements (-) 505,054 505,054 Net Appropriations 5,314,586 239,829 5,074,757 4.5% Fees 5,042,694 5,042,694 Other 271,892 239,829 32,063 88.2% Total Revenues 5,314,586 239,829 5,074,757 4.5% Net Cost $0 $0 $0 0 Fulltime Equivalent Positions 37.3 2.0 35.3 5.4% Program Impact: 1. Support for internal and external communications will be impacted by eliminating these positions. 2. Support for Service Catalog and marketing outreach will be eliminated. These functions will be re-assigned to program staff 3. Support for Intranet will be eliminated as well. These functions will be re-assigned to program staff. Potential Impact on other Departments/Program Partners: Support for the County Executive Office in the areas of creating Internet and Intranet content will no longer be performed by and updates to the County Internet and Intranet Portals will be delayed. Page 1
2. Program Title: County Data Center Program Description: The Data Center program provides the mainframe support resources which maintain many of Sacramento County s most critical countywide computer applications. Major program areas include the Law and Justice applications, the Property Tax applications, and the Clerk Recorder applications. Appropriations $7,646,527 $355,843 $7,290,684 4.7% Reimbursements (-) 2,065,111 2,065,111 Net Appropriations 5,581,416 355,843 5,225,573 6.4% Fees 4,980,294 4,980,294 Other 601,122 355,843 245,279 59.2% Total Revenues 5,581,416 355,843 5.225.573 6.4% Net Cost $0 $0 $0 Fulltime Equivalent Positions 37.0 3.0 34.0 8.1% Program Impact: Customers have asked to reduce the level of support provided to the major Data Center applications, primarily Law & Justice and Property Tax Systems. To meet these revised support levels, will reduce the number of hours of support provided each day and reduce staffing to meet the new minimum level. The impact to this program was partially offset with additional revenues for new services to be provided to other county departments in the amount of $316,800. Potential Impact on other Departments/Program Partners: Reducing this support staff by 3.0 FTEs will affect normal operations of these mission critical applications: Property Tax and the criminal justice applications. The impacts are detailed below. Mainframe Operations hours of operation reduced from 7:00 a.m. to 10:00 p.m. to a single 8 hour shift. The hours for this shift will be set to best meet customer needs (tentatively 10:00 a.m. to 7:00 p.m.). Customer jobs must be submitted by 2:00 p.m. in order to complete setup prior to 5:00 p.m. Batch jobs will run during the day impacting online system response. This will impact customer workdays as on line entry must be complete prior to the batch jobs running and system performances. Delays will occur in responding to customer/public inquiries, taxing entities, etc. Delays in cashing payments and posting to the tax bills will increase further. Page 2
Jobs that do not complete for any reason at night will wait for next day. There will be no ability to correct errors during off hours. The delays in correcting the problems will affect the customers operations. There will be no swing shift report printing. Customers will experience a minimum 24 to 48 hour delays in printed reports from the current delivery schedule. An alternative is for the customers to print their reports directly from SAR or Info-Web as applicable with the exception of the printed tax bills. Warrant (checks) printing will be delayed, and increase risk of late payments and penalties. Delays in file transfers and access to ACH rejects will delay research and payment to County employees. Illness, vacation and other leaves will further impact the above schedules. Annual tax bill process will take 3 to 5 additional working days to complete. With minimal staffing available to operate the printers, the print processing will be reduced to about 4 to 6 hours a day. It takes approximately 70+ hours to print the Secured annual property tax bills each year. At this rate it will take 15 working days to print the bills for mailing. If the secured annual tax bills do not get mailed by the mandated deadline of November 1, the County cannot charge the first installment penalties resulting in lost revenue. Limited support for application program transfer requests and other support activities. After hours phones will go to the Communication Center directly from the Service Desk at the end of the Service Desk day. Support for mainframe TID resets and printer problems for the criminal justice applications will be best effort between 5:00 p.m. and 10:00 p.m. (not staffed as it is currently). Major system outages on off hours may not be responded to until the next business day. Off hours support will be on a best effort basis. There will be a smaller pool of staff to draw from for best effort support. Page 3
3. Program Title: Communications Networks Program Description: Telephone System Support - The Telecom team within supports all the desk phones, including voice mail, and call centers used in the County. This team supports the PBX and VoIP infrastructure that routes all County placed and received calls. The team also provides support for equipping new facilities with phones and for moving staff within existing facilities. This program supplies the telephone connectivity to all County owned and leased facilities as well as the County s connection to all constituents and businesses outside the County (Public Switched Telephone Network). Wide Area Network (WAN) Connectivity - The WAN connectivity fee covers multiple services. It provides funding for support of the County s WAN which connects every desktop PC to the servers and applications they need to conduct their operations. The central email infrastructure, Internet connectivity, WAN security, and the infrastructure for County applications on the Internet are also funded by this fee. Appropriations $19,588,440 $528,502 $19,059,938 2.7% Reimbursements (-) Net Appropriations Fees 18,995,966 0 18,995,966 0 Other 592,474 528,502 63,972 89.2% Total Revenues 19,588,440 528,502 19,059,938 2.7% Net Cost $0 $0 $0 0 Fulltime Equivalent Positions 59.5 0 59.5 0 Program Impact: Telephone System Support - has an ongoing effort to validate the County s circuit inventory against the bills we receive from circuit vendors like AT&T, Integra, and Surewest. This is a continuing effort to ensure the County only pays for the services it is using from these vendors. In Fiscal Year 2010-11, identified $329,126 in circuit savings and an additional $391,430 in savings passed directly on to our customers. This is partially from identifying incorrect billing from our vendors. It is also due to projects we ve completed to replace of leased circuits with fiber and wireless connections. The fiber and wireless connections have a onetime cost to install but have very low ongoing costs to continue to use. Replacement of leased circuits with fiber or wireless usually pays for itself in about a year. Page 4
These efforts result in ongoing and permanent savings which are passed along to s customers in the form of reduced rates and pass through charges for circuits. Wide Area Network (WAN) Connectivity - negotiated with its vendors decreases in the cost of maintenance on equipment and software funded by this fee. We also cancelled maintenance on some of our network equipment and are keeping spares instead. All this plus the elimination of funding for replacement equipment (servers and network equipment) totaled a $199,376 savings for Fiscal Year 2011-12. Potential Impact on other Departments/Program Partners: Telephone System Support - s customers are realizing savings in the form of reduced rates from and lower pass through charges for circuits. Wide Area Network (WAN) Connectivity - This enabled to avoid an increase in this fee. As equipment ages on our network, failures will occur more frequently and cause outages in connectivity to the mission critical applications departments need to conduct their operations. Page 5