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Home My WebLink AboutFS 2016-09-20 Item 2E - Budget - Preliminary 2017-2018 Biennial Budget: Technology Services DepartmentCity of Tukwila Allan Ekberg, Mayor INFORMATIONAL MEMORANDUM TO: Finance and Safety Committee FROM: Joseph Todd, Director of Technology and Innovation Services CC: Mayor Ekberg DATE: August 17, 2016 SUBJECT: Review Preliminary 2017/2018 Budget for Technology and Innovation Services ISSUE Technology and Innovation Services is seeking to provide the committee with a preliminary review of the departments 2017/2018 budget. BACKGROUND Building on the work done with the Moss Adams report and subsequent strategic plan, Technology and Innovation Services has been busy working the City's IT strategy for the next three to five years. The Department has identified several improvements for 2017 and 2018 that will provide improved services to the city. DISCUSSION The proposed 2017/2018 budget reflects an increase to Technology Services of approximately $362,980 in 2017 and $329,980 in 2018 above the 2016 budgeted expenditures, not including the associated salary and benefits increase resulting from the transfer of three existing FTEs to Technology Services. This increase reflects the City's need to better invest in technology, and will allow the Department to implement its strategic plan. This investment will result in better services for the Tukwila Community. • In order to modernize the Technology Services Department, free up staff time for other service-related priorities and ensure that the City's technology infrastructure is sound, the Administration proposes the following investments: Transition on-premises services to the cloud to ensure redundancy and scalability of infrastructure, providing more reliable service for the Tukwila Community. • Transition helpdesk support to and outside company to allow department staff to focus on key software roll outs in DCD, Parks and Recreation, PD, FD, Public Works. • Transition head count from other departments to allow focused support for departments, with direct benefit to the Tukwila Community. • Refresh City technology to ensure employees can spend more time on providing services instead downtime do to substandard computing and communication equipment. This refresh is a lease option that will ultimately save the City money and time by having the lessors responsible for all maintenance and replacement. • Create network redundancy to ensure we have a reliable communications system in place. • Invest in integrating our GIS applications to support the roll out of the new parks and recreation online booking and management system, Spillman PD records management system and the DCD online permitting and licensing. The efficiencies resulting from 2017/2018 budget will result in directly improved services to the community of Tukwila. W INFORMATIONAL MEMO Page 2 FINANCIAL IMPACT Attached Preliminary Budget Preview RECOMMENDATION The Committee is being asked to review the preliminary budget, with a finalized version forthcoming to a future FS Meeting. ATTACHMENTS Attached Preliminary Budget Preview 90 WA2016 Info Memos\ITS-vision-and-Mission-Memo-Reviewed-5.docx Budget Change Discussion: Salaries & Benefits. COLA increases were applied to salaries, and benefits were adjusted to account for changes in healthcare and retirement. The half -time IT specialist from the Police department was transferred from Police to this department and increased to a full -time position. A new position of Business Analyst is added to improve software application integration. Additionally, the GIS specialist in Public Works department was transferred into this department. Supplies. Services. Several changes were made to this category. Cell phone charges from various departments were transferred to this department. Approximately $32,000 was transferred. Expenditure & Revenue Summary Innovation & Technology Services Expenditures By Type Actual 2014 2015 Projected 2016 2016 Budget 2017 2018 2016 -17 % Chg 2017 -18 % Chg Salaries & Wages $ 558,000 $ 568,318 $ 710,278 $ 537,172 $ 851,121 $ 868,094 58.44% 1.99% Personnel Benefits 208,283 214,753 248,809 228,171 361,832 381,172 58.58% 5.34% Supplies 47,523 98,005 94,857 138,266 6,266 16,266 - 95.47% 159.59% Services 352,899 330,790 278,478 278,145 740,125 750,125 166.09% 1.35% Capital Outlays 68,006 34,417 7,286 10,000 43,000 - 330.00% 0.00% Department Total $ 1,234,710 $ 1,246,282 $ 1,339,708 1 $ 1,191,754 $ 2,002,345 $ 2,015,657 1 68.02% 0.66% Expenditure Detail - Salaries and Benefits Salaries are based on actual costs for existing positions and include a cost of living adjustment per contract agreements. Innovation & Technology Services Position Description 2016 FTE 2017 FTE 2017 Budgeted Salaries Benefits 2018 FTE 2018 Budgeted Salaries Benefits IT Director 1 1 $ 150,367 $ 48,967 1 $ 153,374 $ 51,299 Systems Administrator 1 1 95,615 43,001 1 97,528 45,370 Senior /Info Technology Specialist 3 3 232,895 114,496 3 237,553 120,979 Database Administrator 1 1 92,952 42,364 1 94,811 44,681 Business Analyst 0 1 110,076 38,752 1 112,278 40,615 GIS Coordinator 0 1 93,263 35,262 1 95,128 37,000 IT Specialist 0 1 73,452 38,991 1 74,921 41,229 Extra Labor 2,500 - 2,500 - Department Total 6 9 $ 851,121 $ 361,832 9 $ 868,094 $ 381,172 91 Expenditure Detail - Supplies, Services and Other Supplies include office supplies, computer supplies and network supplies; services include connectivity services, cell phone services, televising Council meetings, hardware and software maintenance, travel and training, and registrations, among others. Capital includes capital computer equipment, as needed. Innovation& Technology Services' M. Actual Projected Budget Account Number 2014 2015 2016 2016 2017 2018 000.12.518.880.31.00 Supplies -Office & Operating $ 4,534 $ 6,963 $ 3,756 $ 3,500 $ 6,266 $ 16,266 000.12.518.880.31.01 Supplies- Repair - 12 1,982 2,000 - - 000. 1 2.518.880.31.43 Supplies -Food 657 34 266 000.12.518.880.31.44 Supplies- Training - - 500 500 000.12.518.880.35.00 Small Tools & Equip. - Computer parts 26,409 83,093 86,161 87,500 000.12.518.880.35.01 Small Tools - Nextel - 1,561 1,500 1,500 000.12.518.880.35.02 Small Tools- Network 16,580 5,718 925 43,000 - - Total Supplies 47,523 98,005 94,857 138,266 6,266 16,266 000.12.518.880.41.00 Prof Svcs - Transition costs, help desk - - - - 304,686 314,686 sourcing, Puget Sound Access 000.12.518.880.41.01 Prof Svcs - Technical support 82,044 32,450 3,712 1,000 - - 000.12.518.880.42.00 Communication - connectivity expense, 3,801 10,553 26 7,700 120,900 120,900 repair & maint. for tech. items 000.12.518.880.42.01 Communication - City -wide cell phone 51,608 45,614 44,170 40,000 - - service 000.12.518.880.42.02 Communication - telephone charges 55,981 56,923 44,325 60,000 000.12.518.880.42.03 Communication 3,309 - 9,507 - - - 000.12.518.880.43.00 Travel - Meals, Parking, Mileage, Lodging 925 342 1,501 1,500 11,500 11,500 for conferences: ACCIS, Active, Accela 000.12.518.880.45.00 Rental - Technology Refresh 39 39 16 - 150,000 150,000 000.12.518.880.45.94 Rental - Equipment Replacement Fund 1,833 1,833 1,833 1,833 1,339 1,339 000. 1 2.518.880.45.95 Rental - Equipment Rental C & M 1,843 1,757 7,110 4,612 2,500 2,500 000.12.518.880.48.00 R &M - Office & Network Equipment (296) 28,051 4,441 3,000 - - 000.12.518.880.48.01 R &M - Telephone maintenance - - 28,500 28,500 2,000 2,000 000.12.518.880.48.02 R &M - Puget Sound Access (Televise 15,373 - 25,000 25,000 - - Council Meeting) 000.12.518.880.49.00 Misc - Computer system component 25,727 29,657 18,596 15,000 - - upgrades 000.12.518.880.49.01 Misc - Software new and upgrade 98,959 122,520 87,926 88,000 122,000 122,000 purchases, Microsoft Enterprise License 000.12.518.880.49.02 Misc - Registrations for conferences and 11,028 249 - - 13,200 13,200 training 000.12.518.880.49.03 Misc - Registrations for conferences and 725 625 315 500 12,000 12,000 training 000.12.518.880.49.44 Misc - Training - 175 1,500 1,500 - - Total Services 352,899 330,790 278,478 278,145 740,125 750,125 000.12.594.180.64.02 Capital - Machinery & equipment 68,006 34,417 7,286 10,000 43,000 - Total Other 68,006 34,417 7,286 10,000 43,000 Total Supplies, Services and Other $ 468,428 $ 463,212 $ 380,621 $ 426,411 $ 789,391 $ 766,391 M. TECHNOLOGY SERVICES CITY OF TUKWILA BUDGET SUMMARY PRELIMINARY ACTUAL YTD AS OF JUNE 30, 2016 9/15/2016 11:06 ACTUAL PROJECTED BUDGET $ CHANGE % CHANGE SUMMARY OF EXPENDITURES 2014 2015 ;, 2016 2016 2017 2018 2016/2017 2017/2018 2016/2017 2017/2018 11 Salaries 527,969 530,282 685,468 534,672 848,621 865,594 313,949 16,972 59% 2% 12 Extra Labor 11,600 14,570 2,244 2,500 2,500 2,500 - - 0% 0% 13 Overtime 18,431 23,466 22,565 - - - - - - - 15 Holiday Pay - - - - - - - - - - 21 FICA 40,897 40,854 48,869 38,729 62,051 63,292 23,322 1,241 60% 2% 22 Pension -LEOFF 2 - - 3,488 - - - - - - - 23 Pension - PERS /PSERS 51,071 57,780 61,606 57,531 102,492 104,542 44,961 2,050 78% 2% 24 Industrial Insurance 1,862 2,878 3,203 2,275 3,178 3,505 903 328 40% 10% 25 Medical & Dental 114,454 113,241 131,643 129,636 194,111 209,832 64,475 15,721 50% 8% 26 Unemployment - - - - - - - - - _ 28 Uniform /Clothing - - - - - - - - _ - Total Salaries and Benefits 766,282 783,071 959,086 765,343 1,212,954 1,249,266 447,611 36,312 58% 3% 31 Supplies 4,534 7,632 6,272 6,266 6,266 16,266 - 10,000 0% 160% 32 Fuel - - - - - - - - - - 33 Water Purchased for resale - - - - - - - - - - 34 Items Purchased for resale - - - - - - - - - - 35 Small Tools 42,989 90,372 88,585 132,000 - - (132,000) - - - 41 Professional Services 82,044 32,450 3,712 1,000 304,686 314,686 303,686 10,000 30369% 3% 42 Communication 114,699 113,091 98,028 107,700 120,900 120,900 13,200 - 12% 0% 43 Travel 925 342 1,501 1,500 11,500 11,500 10,000 - 667% 0% 44 Advertising - - - - - - - - - 45 Rentals and Leases 3,715 3,629 8,959 6,445 153,839 153,839 147,394 2287% 0% 46 Insurance - - - - - - - - - 47 Public Utilities - - - - - - - - - 48 Repairs and Maintenance 15,077 28,051 57,941 56,500 2,000 2,000 (54,500) - (96)% 0% 49 Miscellaneous 136,439 153,226 108,337 105,000 147,200 147,200 42,200 - 40% 0% 51 Inter - Governmental - - - - - - - - - - 53 Excise Tax - - - - - - - - - - 64 Machinery & Equipment 68,006 34,417 7,286 10,000 43,000 - 33,000 (43,000) 330% - 00 Transfers Out - - - - - - - - - _ Total Operating Expenditures 468,428 463,212 380,621 426,411 789,391 766,391 362,980 (23,000) 85% (3)% Total Expenditures 1,234,710 1,246,282 1,339,708 1,191,754 2,002,345 2,015,657 810,591 13,312 68% 1°%