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Home My WebLink AboutCOW 2022-03-28 Item 4E - Funding - Temporary GIS Technician Position for Public Works As-Built Drawings ProjectCOUNCIL AGENDA SYNOPSIS ----------------------------------Initials--------------------------------- ITEM NO. Meetinga Date Prepared by Mayor's review Council review 3/28/22 JB 4.E. & Spec 2 ITEM INFORMATION STAFF SPONSOR: JOEL BUSH/HARI PONNEKANTI ORIGINAL AGENDA DATE: 3/28/22 AGENDA ITEM TITLE Requesting 1 -year GIS Technician position to support completion of As -Built project and provide GIS assistance. CATEGORY ® Discussion Mtg Date 3/28/22 ® Motion Mtg Date 3/28/22 ❑ Resolution Mtg Date ❑ Ordinance Mtg Date ❑ Bid_4ward Mtg Date ❑ Public Hearing Mtg Date ❑ Other Mtg Date SPONSOR ❑ Council ❑ Mayor ® Admin Svcs ❑ DCD ❑ Finance ❑ Fire ❑ P&R ❑ Police ® PIS SPONSOR'S In 2021, Public Works approved funding for a temporary 7 -month position to begin the As- SLTM IARY built project, focused on bringing visibility to As-builts using GIS tools, reducing staff time and liability spent looking for pertinent documentation about city asests, and increasing productivity by providing a QC tool for existing data. Approximately 70% of Phase 1 has been completed. An additional 1 -year position is being requested to continue the As -built multi phased project, and provide additional GIS support for Public Works. REVIE�T-D BY ❑ Trans&Infrastructure Svcs ❑ Community Svcs/Safety ® Finance & Governance ❑ Planning & Community Dev. ❑ LTAC ❑ Arts Comm. ❑ Parks Comm. ❑ Planning Comm. DATE: 3/28/22 COMMITTEE CHAIR: QUINN RECOMMENDATIONS: SPONSOR/ADMIN. Technology and Innovation Services and Public Works COMM ITTEE Finance and Governance COST IMPACT / FUND SOURCE EXPENDITURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED $30/hr + benefits x 1 y $100K $0 Fund Source: BUDGET ENTERPRISE UTILITY 81640104 AND 80540202 70% BUDGET GENERAL FUND 30% Comments: MTG. DATE RECORD OF COUNCIL ACTION 3/28/22 3/28/22 3/28/22 MTG. DATE ATTACHMENTS 3/28/22 Informational Memorandum dated 03/28/22 GIS Technician Job Description "M City of Tuk WHO Attain Ekberg, Mayor Public Works Department - Hari Ponnekanti, DirectorlCity Engineer INFORMATIONAL MEMORANDUM TO: Finance & Governance Committee FROM: Joel Bush, Chief Technology Officer and Hari Ponnekanti, PW Director BY: Tami Eberle -Harris, TIS Project Analyst DATE: March 28, 2022 SUBJECT: GIS Technician, 1 year position ISSUE Requesting temporary 1 -year GIS Technician to support completion of the As -built project and provide GIS assistance. "As -built" refers to a drawing the designer, engineer or contractor of a construction project will create after successfully completing the project, that shows how the structure was built. BACKGROUND In 2021, Public Works approved funding from its existing departmental budget for a temporary 7 -month position to begin the As -built project. The As -built project is a multi -phased project focused on bringing more visibility to As-builts and assets around the city. It includes incorporating As-builts and supporting documents into Laserfiche with pertinent meta data, and providing access to those documents via a map viewer. Having this information available electronically on a map is useful for staff both in the office and in the field, and reduces the time spent searching for files and understanding where the assets are geographically located. It also gives staff the ability to compare what is currently in GIS to what information is contained in the As -built, essentially providing a QC tool for existing data. The tool is currently available to staff, but in the future could be public facing and support public records requests. Phase I: Incorporate currently available electronic As-builts into Laserfiche and GIS map viewer • Review the existing log file, identify and confirm meta -data • Provide the files to City Clerk's office for importing into Laserfiche • Integrate with GIS by drawing a polygon around the area and linking to Laserfiche Phase 2: Organize and Incorporate paper As-builts • Organize existing paper As -built records, log meta -data • Prepare document for digitization by outside vendor • Incorporate into Laserfiche and GIS Phase 3: Develop process and procedures to continue to incorporate new As-builts into the systems as they are received DISCUSSION In collaboration with TIS and the City Clerk's office, the temporary staff member was able to successfully complete approximately 70% of Phase I - integrating a large portion of the existing electronic as-builts into Laserfiche and GIS. Additional resources of a GIS technician for a 1 -year term is needed to continue on all phases of the As - built project. This employee would be responsible for organizing electronic files and integrating the data into existing systems, providing GIS collection and review of assets as needed, and collaborating on 107 INFORMATIONAL MEMO Page 2 the mapping, in order to improve the overall management of the City's assets. The employee would report to TIS in order to work closely with the existing city-wide GIS efforts, with oversight by Public Works. FISCAL IMPACT 70% of the costs associated with this effort will be distributed between the 2 CIP projects funded by enterprise utility (water and sewer GIS inventory Project numbers 81640104 and 80540202) as 70% of the as-builts are in those divisions. The enterprise funds can absorb this cost within their existing budgets. The remaining 30%, or approximately $30,000 , would be needed from the general fund. Public Works has salary savings in 2022 that can cover the 2022 General Fund allocation. Staff will evaluate in the 2023/2024 budget process opportunities to extend this work if possible. Staff estimates the fully loaded cost of this position, including wages and benefits, to be approximately $100,000, with a wage at $30 per hour and benefits. RECOMMENDATION The Committee is being asked to consider creating a temporary 1 -year GIS Technician position to complete the As -built project and provide GIS support for Public Works. If the Committee is in support, staff asks that this item go to the March 28, 2022 Committee of the Whole and Special meeting. The request to expedite is due to the fact that the allowable hours for the current person doing this work will expire 4/4/22. ATTACHMENTS GIS Technician Position Description 1: GIS Inventory Technician Job description This position performs technical and field work to support Public Works records management and GIS efforts. The incumbent is responsible for organizing electronic files and integrating the data into existing systems, providing GIS collection and review of existing GIS inventory assets, and collaborating on the mapping of that inventory, to improve the overall management of the City's assets. Salary Range: $30.00 Hourly Essential Duties and Responsibilities • Assisting with interpreting as -built drawings, imagery, and related source documents. • Identifying and documenting relevant meta data for as-builts. • Assisting with preparing documents and digitized files for incorporation into digital records center. • Assisting in the creation of GIS polygons representing project areas and linking to related documents. • Perform routine data management tasks to ensure accuracy, integrity, and completeness. • Identifying problems, establishing facts, and drawing valid conclusions. • May conduct system inventories, assembles records, and coordinates updates to master geodatabase with correct information. • Uses asset management software, ESRI products, Laserfiche, and Trakit software to enter, track, and retrieve data for the various systems; and prepare reports as assigned. • Operates basic survey equipment including, but not limited to, a handheld GPS data collection unit • Edits file geodatabases with corrected information obtained from field and office work. • Maintains a basic knowledge and understanding of current civil engineering and design principles, theories, practices and techniques. • Establishing and maintaining cooperative working relationships with department heads, managers, supervisors, employees. Knowledge, Skills and Abilities • Reading and understanding technical material. • Organizing with the ability to prioritize work and exercise independent judgment, wisdom, common sense, and initiative. • Current principles, practices, terminology, and trends in Geographic Information Systems usage and modern land-based mapping application theory. • Standard business applications including software required to accomplish the essential functions listed; Microsoft Office 365 Relational Database Management Systems (RDBMS) -ESRI GIS Asset Management systems ME Education, Experience • High School diploma or GED equivalent • One year of experience with databases and digitizing as -built drawings plans is preferred. Preferred: A candidate with experience in ESRI ArcGISPro software; editing geodatabases within a multiuser GIS (enterprise -level) environment; and/or GIS data maintenance and geoprocessing is highly desirable. Some post -secondary education related to Information Technology, GIS, Geography, Civil Engineering, or related field AND some experience with utilizing geographic information systems including ESRI suite of products; OR an equivalent combination of education, training, and experience. This position is a temporary 1 -year position. `CI