08-15-16 Personnel and Finance - Laserfiche WebLink

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For 2017, in listening to the Council, the departments and the residents, we know we need to do some overhaul to our current website. It is difficult to navigate, it is not mobile friendly, and a lot of the web traffic we receive is through mobile devices, so that is a big project. We will also be working on document management, meaning from the creation of information from forms, to how we store and access the information. We need to make sure we are transparent, and the system needs to help that work smoothly. With a centralized IT, we have to support all of the programs that are important to the departments. For Utilities, we are looking at what the new types of meters are going to be, for Fire and Police, how is it that we are able to support the public safety app and the PSAP and changes in terms of systems there. In Forestry, we're helping them with how to streamline their process and report more efficiently and communicate better with residents. We also want to have more open data in terms of having more current data and more interesting data. We want to keep supporting our employees and residents, helping them find opportunities for improvement. The last item is preparing for a PRP upgrade. Naviline manages all of our finances and payroll, billing and fleet management and a number of other business critical applications are built on top of technology that is reaching end of life. We want to make sure that the systems remain functional for our employees and residents, but supporting a system after its end of life is more expensive. We expect to reduce what we were spending in 2017 from 2016 for 311. The major increases in salaries, especially of the managerial side still account for only point one four percent (.14 %) of the total City budget, and this is a group that supports enterprise funds and connects everyone. In the past couple of weeks we saw the value of being able to track the storm damage through 311. We've been able to reduce expenses in Innovation and Technology which includes the services, infrastructure, applications, and the performance management and Innovation. The highlight is being able to reduce professional services by over $1 million by increasing salaries and fringe benefits by $260,000. We'll be able to do what was going to cost four (4) times more by insourcing this high quality talent. We're proposing less expenditures than we were in the previous year, and as you see the projections for 2020, you'll see that we are going to continue to reduce the technology expenditures, but also enable more savings and better performance in some of the other departments. Kronos will be a one -time expenditure of $190,000. We did a couple of assessments, and the projected return on that investment is about $1 million in terms of reduction in hours for payroll, reduction in time people are entering information and the time managers were spending to approve and manage payroll. 311 and the CRM project will have a one -time implementation of $230,000. We foresee that adding technology to 311 will allow them to be more consistent with their information, and allow people to access those types of requests and the types of information online in a friendly way. 13