08-15-16 Personnel and Finance - Laserfiche WebLink

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We just started being involved in the past couple of weeks, but we hope to create a plan that allows us to forecast how time - intensive it will be. Council President Scott asked if they are going towards Gratis because we're in that partnership. Mr. Garces stated no, we're not, and at this point we are adding some technical assistance. Council President Scott asked Councilmember Voorde to have PSAP come give an update at some point. He stated that they are trying to ask for the exact number or more than what it was before they consolidated. Right now they are over their budget quite a bit. While it's really the County that bears that burden, we do too, because the services are almost a year behind. Committee Chair White stated that they had anticipated there would be some challenges with that. Council President Scott stated going through this exercise has helped him, but the Council needs to think about whether or not they really need stationary computers, because they are not in their offices. He stated can do handle his Council responsibilities on his iPad. He agreed with Mr. Garces that the data portal is buried. Councilmember Regina Williams Preston asked if they will be working on 311 for 2017, or if they will be up and running then. Mr. Garces stated that they actually started the implementation of the new 311 system last year. It will mature over time, and getting the knowledge of how the processes are structured to that level of detail will take time, so we hope that some functionality over the next few months will be released and we'll keep getting better at it. For Code Enforcement, there are some things based on the Landlord Registration that will be coming out. Committee Chair White asked if there is a timeframe for 311. Mr. Garces stated that it will be sometime between the end of the year and then early next year, so it depends on the timing. Committee Chair White stated that it would be very beneficial for Code to be part of 311. She clarified that 311 would have three - hundred (3 00) extra calls per day, and its current staff would be able to handle those calls. Cynthia Simmons, Director of 311, stated that currently the call center is handling seventy -five (75) to two - hundred (200) calls per person in the call center between six (6) full -time and two (2) part-time employees. It has peaked at three - hundred (300) calls in the earlier days, but process improvements have reduced the number of calls. She has been tracking the number of calls Code Enforcement and the Building Department get every month, and it averages about one- hundred (100) calls each per day. E