09-17-18 Personnel and Finance (#9)

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CITY OF SOUTH BEND I OFFICE OF THE CLERK make sure that they interface and that they talk to each other. Our Business Analytics Division is in charge of connecting the different Divisions within the Innovation and Technology group with the other departments of the City and they are problem solvers that work on improving the performance of the different departments. Our 311 Customer Service Center is responsible for connecting the residents with the different services the City provides. Our newest Division of Civic Innovation is responsible for connecting the City with philanthropies, academic partners and industry partners to make sure we are truly living to the promise of connecting our residents to the economy of the future. He continued, For next year, we have a request for an increase in funding to total our budget at $7,950,000. We will work through the details where some of the increases and changes are. We have $658,000 of increases. This is licensing and pricing increases, so it's stuff that we have been buying but that have either increased in price or we need more licenses. There are $800,000 of new expenditures. The majority of these are coming from departmental needs since we've centralized all the expenditures that have been aggregated into that amount. We have $1.2 million of savings. So these are expenditures that we had last year that we are no longer making. We have $244,000 of upgrades. Those are system changes to systems that the City already owns that we are making investments to in order to make them more useful or to increase the functionality for some departments. Finally,there are $671,000 of expenditures that we were incurring in different Funds last year that, now, Fund #279 is taking care of. For the most part, those are just getting funded through transfers and allocations. He went on, One (1) of the biggest drivers for the new expenditures and increases is the rapidly changing nature of how our employees are doing their work. We have an increasing number of employees out in the field using tablets and using new types of information systems to fulfill their work. This has led to a fifty-three percent (53%) increase in the amount of storage and capacity that we have in our internal system. This is just the data storage. This covers pictures, videos, and the increasing demand of departments that are digitizing their work. This does not include the storage for body cameras and dash-cam footage. That is a separate agreement with the vendor that gives us unlimited storage, and we'll cover that later. There's a twenty-five (25)-fold increase in the amount of cell phone data that we are transferring the costs for. However, most of that allocation was being paid for by each department for their own data amount. We have centralized it so we can do a better job of tracking the expenditure. He continued, We are also adding, at a very rapid rate, the number of tablets and mobile devices that our employees have in the field. This year we have moved to a lease. In the past, each department would buy them one(1) at a time.Now that our program is maturing we want to make sure our departments have the latest technology.Now,we are leasing them in three(3)year cycles. $26,000 is the yearly payment and what we have budgeted for that. The graph you see to your right (referencing a slide in a presentation which is available in the City Clerk's Office) is the number of devices we are adding to our mobile management solutions. This is not cumulative. This is just the number of devices and,as you can see,we are adding them at an exponential rate.These devices are being used in several ways. Here is (referencing a slide in the presentation) a picture of Mayor Pete working with the Streets Crew last year as they were working on the ReLeaf Program. They were tracking, parcel by parcel, how the Streets Crew were removing leaves to make sure that if there were any obstruction they were taking pictures of the obstruction and we could see if there was any contamination of debris mixing with the leaves. This reduced the number of calls and complaints from residents for unpicked leaves. The technology is incredibly powerful but also EXCELLENCE ACCOUNTABILITY I INNOVATION I INCLUSION I EMPOWERMENT 455 County-City Building 1227 W.Jefferson Bvld I South Bend,Indiana 46601 p 574.235.9221(f574.235.9173I TTD 574.235.5567 I www.southbendin.gov 8