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HomeMy WebLinkAbout58-05 RESOLUTION• • RESOLUTION NO.58-05 A RESOLUTION AUTHORIZING THE HIRING OF ONE (1) FULL-TIME EMPLOYEE (DATABASE ADMINISTRATOR) BY THE INFORMATION TECHNOLOGY DIVISION; AND APPROVING A BUDGET ADJUSTMENT IN THE AMOUNT OF $41,847.00 TO FUND THE POSITION FOR THE FINAL EIGHT (8) MONTHS OF 2005 BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby authorizes the hiring of one (1) full-time employee (Database Administrator) by the Information Technology Division. Section 2: That the City Council of the City of Fayetteville, Arkansas hereby approves a budget adjustment in the amount of $41,847.00 to fund the position for the final eight (8) months of 2005. PASSED and APPROVED this 15th day of March 2005. ......................... APPROVE U • •"U :FAYETTEVILLE.: = By ATTEST: %�sy9:QKANSP. \TS u /nG.Cp "I,. By S 1 NDRA SMITH, City Clerk DAN COODY, Mayor Neltersonnel Request - (2005 Budget. Program Number 1710 Department Finance & Internal Services Division/Program Information Technology / Information Technology New Personnel Title..: Database Administrator Pay Plan Grade ED13 Priority 2 Personnel Information} Employee Status FT (FT or PT) FTE Amount 67% (100=100% & 75=75%) Description of New Personnel Request The Database Administrator will perform a variety of highly complex professional work in the analysis, design, implementation, maintenance, problem resolution, and technical optimization of system databases and database management software in client -server, and Intemet/Intranet environments. Additionally, this position provides technical support for database management systems and related system software in client -server and Internet/Intranet environments, and perform other technical tasks relative to the administration of City databases. The Database Administrator provides direct support for the design, customization, development, and implementation of database application software from multiple sources, both in-house and vendor -provided. Additionally, this position provides direct support for the integration of data from, and interfaces and data flours between and among multiple applications from multiple sources, both in-house and vendor -provided, on multiple plattorms, in multiple locations. The Database Administrator will have the responsibility for development, administration, maintenance and security of the City's data. Justification of New Personnel Request See Attached New Personnel Request - Total Cost Personnel Services Cost -$ 35,847 Capital Outlay & Initial Purchases •$ 6,000 Operation and Maintenance Expense -$ 0 41,847 Neersonnel Request - (2005 Budget Program Number 1710 Department - Finance & Internal Services Division/Program Information Technology / Information Technology New Personnel Title..: Database Administrator 'Pay Plan Grade EDI3 Priority 2 Rersonnel Information Employee Status FT (FT or PT) FTE Amount 67% (100=100% & 75=758) Rersonnel Services Cost Annual Salary - $ 45,068_ Salaries & Wages $ 30,045 Overtime Amount 0 (// of Hours) FICA - 2,298 Life Insurance 114 Health Insurance - 3,270 F (F or I) LTD Insurance 108 AD&D Insurance 12 Retirement 0 N (Y, N, LP, LF) Worker's Comp 0 (Workers Comp Code) Total $ 35,847 Capital Outlay & Initial (One -Time) Purchases Amount Account Number Description Requested 1010 1710 5210 00 Office Furniture 3,500 1010 1710 5210 00 PC and Monitor 1,500 1010 1710 5209 00 Software 1,000 1010 1710 1010 1710 Operation and Maintenance Expense Amount Account Number Description Requested 1010 1710 1010 1710 1010 1710 1010 1710 1010 1710 City of Fayetteville, Arkansas Budget Adjustment Form Budget Year 2005 Department: Finance & Internal Services Division: Information Technology Program: Information Technology Date Requested 3/15/2005 Adjustment Number Project or Item Added/Increased: $41,847 is requested in the Information Technology Division. Project or Item Deleted/Reduced: $41,847 from the Use of Fund Balance account in General Fund. Justification of this Increase: The additional funding is requested to fund the addition of a Database Administrator position for eight months of 2005. $35,847 will be used for Salaries & Benefits, $5,000 will be used for Office Furniture/Computer, and $1,000 for various software. Justification of this Decrease: There is sufficient funding available in Fund Balance to comply with 2005 objectives and City Policy. Increase Expense Budget (Decrease Revenue Budget) Account Name Account Number Amount Project Number Salaries and wages FICA taxes Life insurance Health insurance Minor equipment Software Account Name 1010 1710 5100 00 1010 1710 5105 00 1010 1710 5107 00 1010 1710 5108 00 1010 1710 5210 00 1010 1710 5209 00 30,045 2,298 114 3,390 5,000 1,000 Decrease Expense Budget (Increase Revenue Budget) Account Number Amount Use of fund balance 1010 0001. 4999 99 41,847 Project Number Approval Signatures Requested By Date udget Manager 2. 4 Cls Date Department Director Date 2-•k-05 Date 3/2/ ina ce & nterna . vices Direc or Mayor Date Budget Office Use Only Type: A B C E Date of Approval \ Posted to General Ledger Posted to Project Accounting Entered in Category Log Initial Date Initial Date Initial Date Initial Date Clarice Pearman - Res. 58-05 From: Clarice Pearman To: Davis, Steve Date: 3/18/05 4:44PM Subject: Res. 58-05 Attached is a copy of the resolution passed by City Council, March 15, 2005 regarding the Database Administrator. Also attached is a copy of the budget adjustment. CC: Deaton, Vicki; Fell, Barbara Page 1 • FAYETTEVILLE THE CITY OF FAYETTEVILLE. ARKANSAS DEPARTMENTAL CORRESPONDENCE 265 3 / /-516.5 58-05 //! tun", employee /7 cadabaa Adm TO: Mayor Coody and Fayetteville City Council FROM: Stephen Davis, Finance & Internal Services Direct DATE: February 16, 2005 Subject: Approval of a Data -Base Administrator Recommendation Staff recommends approval of a data -base administrator for Information Technologies Division and a budget adjustment to provide funding for the remainder of 2005. Background The City's IT Division over the past eight (8) years has experienced a substantial increase in technical support functions as more fully described in the attached memo from Scott Huddleston, IT Manager. The table below summarizes growth in IT technical support requirements. Software and Hardware Systems 1997 2005 Major Software Systems 3 10 Mainframes 1 1 Network Servers 1 23 PC's 185 290 Firewalls 0 4 Routers/Switches/Base Stations 8 87 Technical Support Staff 6 6 Discussion The Technical Support side of the Information Technology (IT) Division has not had an increase in technical support personnel in the past eight years. Currently, the Information Technology division has six full time staff positions dedicated to technical support. The technical positions include Senior Programmer/Analyst, Business Systems Analyst, Network Engineer, Systems Analyst/PC Support, Help Desk Analyst, and IT Manager. These technical support positions support the City Hall AS/400 and all personal computers, servers, peripherals, and software applications, with the exception of the Police Department. Additionally, IT staff supports the City's entire network infrastructure on a 24/7 basis. 58-°5 • 1 The highest priority for IT, during the 2005 Budget cycle was for a GIS Technician. At the time the budget was being developed the additional database acquisitions had not been fully decided. It is now evident that the City will be adding significant database applications during 2005. Each of these database additions is to streamline and update an existing process so that critical govemment business operations operates in a more stable and predictable environment. Document Imaging — the current micro -filming equipment is approximately 11 years old and must be replaced. Micro -filming has a significant backlog before addressing the long-term permanent storage requirements for Building Safety and Police. A side benefit of the document imaging project will be to the ability to provide FOI responses in a more organized customer friendly manner. Fleet Maintenance Software - the benefits to the City from having a software system that captures real-time data on each fleet unit is immeasurable. The data currently exists and can be retrieved only with extensive data analysis utilizing queries from the AS400 and Excel spreadsheet as well as dedicating a financial analyst to the analysis process for several weeks. The software will provide usable data that fleet management and fleet users will be able to assess in an on -demand basis. This will provide management with the capability to make more informed decisions regarding keep/replace on all fleet units. Two additional database applications are District Court Software upgrade and Pavement Management. District Court Software - the City's extemal auditors have noted the City needs to replace the existing software and hardware utilized by Fayetteville District Court. The existing software was developed in the 1980's and operates within a PICK operating system. The nearest PICK expert is in Tulsa. The hardware was constructed in the early 1990's and spare parts are difficult to find. Also, the Police Department has to double enter data so that the Court system and Police System have similar data on Court/Police clients. The new system will be configured to automatically update both the Court system and the Police Department System and eliminate the double entry currently required. The City has budged $100,000 for the software and hardware upgrade and District Court staff is in the process of evaluating two alternatives for this much needed upgrade. Pavement Management — the City entered into a contract with the University to provide a more scientific method for determining streets to overlay. The pavement management software will capture the data developed by the University and assist Staff in determining the most cost-effective overlay projects. The pavement management system will be an expansion of IT support regardless of which system is ultimately picked (Hansen and Iowa State). Additional IT staff is a requirement for the City to purchase and implement any of the four software purchases listed above. Budget Impact This position will add approximately $53,000 in expense for General Fund for a full -year. This request is for a partial year is expected to cost approximately $42,000. FAYETTEVILIIIE • THE CITY OF FAYETTEVILLE, ARKANSAS To: Stephen Davis, Finance and Internal Services Director / _ From: Scott Huddleston, Information Technology Manager C /L1� Date: February 14, 2005 �� " Subject: Information Technology Staffing The Technical Support side of the Information Technology (IT) Division has not had an increase in technical support personnel in the past eight years. Currently, the Information Technology division has six full time staff positions dedicated to technical support, and six positions dedicated to the Geographic Information System (GIS). The technical positions include Senior Programmer/Analyst, Business Systems Analyst, Network Engineer, Systems Analyst/PC Support, Help Desk Analyst, and IT Manager. These technical support positions support the City Hall AS/400 and all personal computers, servers, peripherals, and software applications, with the exception of the Police Department. Additionally, IT staff supports all of the City's network infrastructure on a 24/7 basis. During the past eight years, we have had a substantial increase in the technology that the IT division supports. We have gone from a small Engineering, Planning, and Inspections Local Area Network (LAN) with one file server and basic AS/400 communications for financial and utility users, to a city-wide Wide Area Network (WAN) with 20 servers supporting over 450 users at 20 locations. In addition to implementing and maintaining the network infrastructure required to support the technology growth at the City, the IT division also implemented and maintains the City's e-mail systems, Novell file and print servers, Internet access servers, Firewall security devices, Virtual Private Network (VPN), Storage Area Network (SAN), and network backup and recovery systems. It has also implemented and supports new user applications and/or enhancements that includes three major software upgrades for New World Financials and two major software upgrades for New World Utility Billing. Additionally, IT implemented and supports the FayGIS website, accessfayetteville website and content management system, CityNet Intranet, Tele -Works Automated Citizen Information system, on- line utility billing inquiry and payment system, and the Hansen enterprise municipal management system. IT currently maintains many databases. They primarily relate to three main data functions. All financial, utility account data, and public safety information is stored in the New World system. All asset, building inspection, planning, work order, customer service, and code enforcement data is stored in the Hansen municipal management system. All data with a spatial aspect is either stored in the GIS, or can be joined to data in the GIS. The city purchased the financial/utility billing solutions from New World Systems in 1992 and the public safety solution in 1998. The Hansen system was purchased in 2002 as the result of a multi-year selection process by a committee comprised of City staff and management. This committee decided that a single vendor solution for an enterprise wide municipal management system was the best solution for the City. The GIS function began at the City in 1998 and continues to compile geographic data and mapping information. Most all future acquisitions of new systems will in some way interface with one or more of these three systems. If new systems utilize databases outside of these three core systems, increased database maintenance and IT staff time will occur. To date, the IT staff has been able to implement, secure, and maintain all of our systems and databases at a high standard with minimal staffing. IT has merged forward due to standardization of equipment and software and re -structuring of the IT staff organization,. IT has a team of dedicated staff working tirelessly towards the same goal. Currently, IT staff are spread thin maintaining existing systems. The City's auditors have, for the past two years, questioned the City's exposure to risk. Due to the thin staffing of IT, the City has some exposure to continued service delivery should a vacancy occur in one of the key positions within the IT division. To address this risk, additional technical staff will need to be added to provide sufficient coverage of IT support services. Any future acquisitions of new systems will require additional IT staff. Hiring addition IT staff must be considered when evaluating new systems and will be required to continue to forge ahead in the coming years Attached, you will find a table of the current systems supported by the IT Division compared to the systems supported in 1997. The table demonstrates that IT resources have been reorganized to expand service considerably over the past eight years. IT Staff is currently structured modestly and are not always able to respond to all service requests in the timeframe that we would like. Below is a listing of known future IT service level demands and new systems that are being considered. • Document Management System • Automated Fleet Management Information System • District Court System migration and implementation • Pavement Management System • Hansen software Interfaces including connections to Washington County Land Records, New World Inventory, and New World Utility Billing • MobileHwy Automated Field Inspections Software • Expansions to the WAN Infrastructure including wireless handheld devices • Storm Water Utility Application Most of these future IT service demands consist of new systems that will require additional IT supported hardware, interfaces with existing systems, database administration, and database maintenance. IT will not be able to implement and maintain these systems with our current level of staffing. In fact, it will be difficult for IT to implement and adequately maintain any one of these new projects without jeopardizing existing systems administration and security levels. IT will need additional technical staff to support the demand for IT services. • • The priorities for IT function staffing are as follows: 1. Database Administrator to provide maintenance and ensure integrity of the increasing number of databases supported. 2. Network/Communications Analyst to assist with implementation and maintenance of network systems. 3. Programmer Analyst to provide relief and expansion to the supported applications. 4. Help Desk/PC Support Analyst to help provide quicker response to IT requests for service. In addition to the listed primary functions above, each of these functions will enable the IT division to better provide redundancy and cross training across all IT supported systems and applications. • • [ SBCCI Inspections software -The application was supported and maintained by the vendor. Novadyne System with Court Software eK\(E»g$22:\/ §)R\)\(/\1« �R/°° =°—`2}{ §r -\\g/\\\/2 J(®#/�;&ƒ2:� /7\(///�®/»\ it�°/ \q]` y; \ sEE _ 2 © 1997 Primary Applications Supported Novadyne System with Court Software *\/(r)2,4»»I2g�#2!2$ ,ems =I \_�\+\s• S2crtq /ƒ®n« *2 -.&=«Etna ># ƒ\... pr. /\7/))j\�G £aMr§\§§%q»f#7 sE- �[\\f'aƒ\)[§E \{\\ �` k2�k°\e# 0 -. \ k<f gy} E , a O. e 2005 00\ 5 AS/400 Remote dial-up controllers 3 Token Ring switches 1 Novell file/print server Networking and Hardware Supported aCO \ - 600 e-mail accounts VOIP Router and Call Manager 10 Wireless Bridges 12 Wireless Access Points 10 Wireless Subscriber Units 3 Wireless Base Stations 4 Firewalls 4 Routers 1 Terabyte Storage Area Network } / 1 VPN Concentrator 48 Ethernet Switches 20 Servers 2005 CityNet Intranet website FayGIS website accessFayetteville website City-wide Internet and E- mail access DynamicPORTAL Customer Service Application Interface Geographic Information System Tele -Works Automated Citizen Information System =zzBp� at / EMP nX//))§0 ».wG•t0 §»®/- $\) `- none.z= ®\ 0 0 Egtchooti ]2.Ef9 Ea 2% • New Systems and Applications since 1997 ra.0 » [ • • RESOLUTION NO. A RESOLUTION AUTHORIZING THE HIRING OF ONE (1) FULL-TIME EMPLOYEE (DATABASE ADMINISTRATOR) BY THE INFORMATION TECHNOLOGY DIVISION; AND APPROVING A BUDGET ADJUSTMENT IN THE AMOUNT OF $41,847.00 TO FUND THE POSITION FOR THE FINAL EIGHT (8) MONTHS OF 2005. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1. That the City Council of the City of Fayetteville, Arkansas hereby authorizes the hiring of one (1) full-time employee (Database Administrator) by the Information Technology Division. Section 2. That the City Council of the City of Fayetteville, Arkansas hereby approves a budget adjustment in the amount of $41,847.00 to fund the position for the final eight (8) months of 2005. PASSED and APPROVED this 15th day of March 2005. ATTEST: APPROVED: DY, Mayor Stephen Davis Submitted By • City of Fayetteville • Staff Review Form City Council Agenda Items Contracts 15 -Mar -05 City Council Meeting Date FIS Director Division Action Required: Finance & Internal Services Department City Council is requested to authorize the addition of a full-time data base administrator to the Information Technology Division and approve a budget adjustment to provide funding for the position for eight (8) months. $41,847.00 Cost of this request See Attachment Account Number Project Number Budgeted Item 1 — 744,454.00 Category/Project Budget $ 83,915.00 Funds Used to Date 660,539.00 Remaining Balance Budget Adjustment Attached XX Personnel Services Program Category / Project Name Program / Project Category Name General Fund Fund Name Department Director City Attorn Finance and Internal Service Director Z_f7-af Date Date zhedos Mayor Date Previous Ordinance or Resolution # Original Contract Date: Original Contract Number: Received in City Clerk's Office Received in Mayor's Office Comments: This position is requested to meet the technical staffing needs of various database software packages being added during 2005. Fleet Maintenance Software, District Court Software Conversion, Document Imaging, etc.