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Home My WebLink About1a Budget Hearing Packet - Innovation & Technology 2020 BUDGET PRESENTATION INNOVATION & TECHNOLOGY JULY 31, 2019 PowerPoint Presentation ........................................................................................................................................................ 1-3 Budget Summary Sheets .............................................................................................................................................................. 4 Fund 279 – IT / INNOVATION / 311 CALL CENTER .................................................................................................... 4 Staffing Summary ............................................................................................................................................................................ 5 Line Level Budget Detail ........................................................................................................................................................... 6-7 2 CITY OF SOUTH BEND, IN Common Council 2020 Budget Hearing #1 Innovation & Technology / 311 July 31, 2019 CITY OF SOUTH BEND, IN 2020 Department Goals 1. Continued cost savings and external revenue from innovation and technology work. 2. Strengthen City data operations & culture 3. Listen first, build with: create more feedback loops for user- friendly, human-centered tech, digital services, and software 4. Facilitate equitable, inclusive deployment of technology to residents 1 CITY OF SOUTH BEND, IN 2020 Budget Overview 2017 Actual 2018 Actual 2019 Budget (Original) 2020 Proposed Budget Year Over Year Variance ($) Year Over Year Variance (%) Revenue Property Taxes - - - - - 0.0% Local Income Taxes - - - - - 0.0% Charges for Services - - - - - 0.0% Other Revenue - 147,427 45,062 32,690 (12,372) -27.5% Interest Earnings - 30,723 10,000 10,000 - 0.0% Transfers In - - - - - 0.0% Interfund Allocation Reimb 5,167,452 6,788,985 7,991,331 6,656,930 (1,334,401) -16.7% Debt Proceeds - - - - - 0.0% Total Revenue 5,167,452 6,967,135 8,046,393 6,699,620 (1,346,773) -16.7% Expenditures Salaries & Wages 1,358,197 1,558,863 1,942,598 1,981,340 38,742 2.0% Fringe Benefits 544,115 619,247 692,708 748,836 56,128 8.1% Professional Services 302,765 710,365 1,067,434 615,700 (451,734) -42.3% Repairs & Maintenance 1,080,648 2,246,257 3,055,487 2,839,472 (216,015) -7.1% Supplies 78,073 119,984 71,850 164,970 93,120 129.6% Debt Service 151,790 236,024 413,622 571,913 158,291 38.3% Other Expenses 58,198 296,006 501,484 478,784 (22,700) -4.5% Transfers Out - - 600,000 - (600,000) -100.0% Other Interfund Allocations 4,584 5,211 6,785 5,911 (874) -12.9% Operating Expenditures 3,578,369 5,791,956 8,351,968 7,406,926 (945,042) -11.3% Operating Income 1,589,083 1,175,179 (305,575) (707,306) (401,731) 131.5% Capital - - - - - 0.0% Rev in Excess of Exp 1,589,083 1,175,179 (305,575) (707,306) (401,731) 131.5% CITY OF SOUTH BEND, IN Operating Budget –Highlights & Changes •I&T reduced professional services (-$240K), reduced travel/training (-$20K) and cut WiFi expansion budget(-$100K) •New larger line item to note for 2020: Cityworks Implementation •Note that Innovation & Technology (I&T) is spending down its reserve funds to reduce allocations Personnel •Raises:10% proposed for Director of Applications & Application Developers •Bumping the salary cap for these positions gives flexibility to retain technical talent for longer given market competition. Reducing turnover on the Applications team means less disruptions in software support/implementation, automation, and rollout of 311 digital services •Title Change: Business Analyst > Manager, Business Analytics (9% raise) •Position creates mid-level tier below Director on the BA team, helping retain talent and reduce disruptions for departmental support •Title Change: Business Analyst > Design Specialist (7% raise) •Position specialization would facilitate Departmental goals around civic user testing, user-friendly technology/services, and digital services support for departments •Note that marginal difference between 2% raises and proposed salary increases above amount to about $17,000 2 CITY OF SOUTH BEND, IN 2020 –Special Initiatives Bloomberg Mayor's Challenge (2019- 2022) •$1M grant to build a sustainable public-private transportation-as-a-benefit model in South Bend •Key audience: transportation insecure hourly wage workers •Grant funds cover programming for 3 years of pilots, strategic planning, partnership building, and solution development. Funds cover personnel costs and pilots. •Note: Starting in late 2019, employers (ex: Notre Dame, Beacon) will be financially contributing to pilots CITY OF SOUTH BEND, IN Questions? 3 City of South Bend, Indiana 2020 Budget Fund 279 - IT / Innovation / 311 Call Center Fund Type Internal Service Funds Control City Funds 2019 2020 Budget 2017 2018 Amended 06/30/19 Proposed Forecast Variance % Actual Actual Budget Actual Budget 2021 2022 2023 2024 2019-2020 Change Revenue Interfund Allocation Reimb 5,167,452 6,788,985 7,991,331 3,995,649 6,656,930 7,833,620 7,980,336 8,159,855 8,295,357 (1,334,401) -17% Other Income - 47,427 61,439 48,405 32,690 34,543 35,190 35,982 36,580 (28,749) -47% Charges for Services - - 62,585 62,585 - - - - - (62,585) -100% Donations - 100,000 - - - - - - - - - Interest Earnings - 30,723 40,000 26,084 10,000 10,000 10,000 10,000 10,000 (30,000) -75% Transfers In - - - - - - - - - - - Total Revenue 5,167,452 6,967,135 8,155,355 4,132,723 6,699,620 7,878,163 8,025,526 8,205,837 8,341,937 (1,455,735) -18% Expenditures by Dept 311 Call Center 504,388 526,971 557,310 267,594 578,196 592,335 606,693 621,941 637,380 20,886 4% Innovation & Technology 3,073,982 5,264,986 8,720,821 3,816,677 6,828,730 7,742,275 7,654,184 7,649,894 7,658,321 (1,892,091) -22% Total Expenditures 3,578,369 5,791,956 9,278,131 4,084,270 7,406,926 8,334,610 8,260,877 8,271,835 8,295,701 (1,871,205) -20% Expenditures by Type Personnel Salaries & Wages 1,358,197 1,558,863 1,942,598 833,543 1,981,340 2,020,864 2,061,176 2,102,298 2,144,236 38,742 2% Health Insurance 288,695 320,242 301,680 112,722 348,312 369,312 390,312 414,312 438,312 46,632 15% Fringe Benefits 255,420 299,004 391,028 158,795 400,524 408,460 416,564 424,839 433,285 9,496 2% Total Personnel 1,902,312 2,178,109 2,635,306 1,105,061 2,730,176 2,798,636 2,868,052 2,941,449 3,015,833 94,870 4% Supplies 78,073 119,984 127,341 85,683 164,970 51,370 51,370 51,370 51,370 37,629 30% Services & Charges Professional Services 302,765 710,365 1,417,812 281,194 615,700 955,700 955,700 955,700 955,700 (802,112) -57% Printing & Advertising - 298 5,150 120 5,150 5,150 5,150 5,150 5,150 - 0% Education & Training 12,788 15,237 74,900 6,900 57,900 77,900 77,900 77,900 77,900 (17,000) -23% Travel 30,823 40,820 46,078 14,748 27,110 27,110 27,110 27,110 27,110 (18,968) -41% Repairs & Maintenance 1,080,648 2,246,257 3,497,713 1,652,079 2,839,472 3,445,122 3,383,536 3,382,476 3,347,709 (658,241) -19% Other Interfund Allocations 4,584 5,211 6,785 3,395 5,911 5,911 6,042 6,173 6,305 (874) -13% Debt Service Principal 136,360 213,903 384,403 181,144 534,534 554,682 476,774 415,777 400,000 150,131 39% Interest & Fees 15,429 22,121 48,219 17,609 37,379 24,405 20,619 20,106 20,000 (10,840) -22% Grants & Subsidies - 25,000 - - - - - - - - - Other Services & Charges 14,586 214,652 394,324 136,336 388,624 388,624 388,624 388,624 388,624 (5,700) -1% Transfers Out - - 600,000 600,000 - - - - - (600,000) -100% Total Services & Charges 1,597,985 3,493,863 6,475,384 2,893,527 4,511,780 5,484,604 5,341,455 5,279,016 5,228,498 (1,963,604) -30% Capital - - 40,100 - - - - - - (40,100) -100% Total Expenditures 3,578,369 5,791,956 9,278,131 4,084,270 7,406,926 8,334,610 8,260,877 8,271,835 8,295,701 (1,871,205) -20% Net Surplus / (Deficit)1,589,083 1,175,179 (1,122,776) 48,453 (707,306) (456,447) (235,351) (65,998) 46,236 Beginning Cash Balance - 1,589,083 2,765,025 1,642,249 934,943 478,496 243,145 177,147 Cash Reserve Cash Adjustments - 764 - - - - - - Ending Cash Balance 1,589,083 2,765,025 1,642,249 934,943 478,496 243,145 177,147 223,383 Cash Reserves Target - - - - - - - - Fund Purpose: No reserve requirement This internal service fund tracks the revenues and expenditures of the Department of Innovation & Technology, which includes the 311 Call Center, Services, Infrastructure, Business Analytics, Applications, and Civic Innovation. The 311 Call Center was established to handle resident telephone calls in an efficient and effective manner. It provides residents with a "one-stop" shop to contact city departments with inquiries and service requests. Starting in 2017, IT Dept costs were moved to this fund. The IT Dept provides technical services to the various departments within the City. The Department of Innovation & Technology's goal is to empower an innovative workforce and a thriving community through technology, data, and strategic partnerships. 4 2020 Proposed Staffing Summary City of South Bend Fund Department Position Status FTE 2019 Salary Cap Proposed % Increase 2020 Salary Cap 279-0104 311 311 Customer Service Liaison NB 4 45,610$ 2.0%46,522$ 279-0104 311 311 Customer Service Liaison II NB 1 47,397$ 2.0%48,345$ 279-0104 311 Director of 311 Customer Service NB 1 76,407$ 2.0%77,935$ 279-0104 311 Supervisor - 311 Customer Service NB 1 50,081$ 2.0%51,083$ Total FTES 7 279-0672 Innovation & Technology Applications Developer NB 3 56,896$ 10.0%62,586$ 279-0672 Innovation & Technology Business Analyst NB 2 54,100$ 2.0%55,182$ 279-0672 Innovation & Technology Chief Innovation Officer NB 1 106,423$ 2.0%108,551$ 279-0672 Innovation & Technology Chief Technology Officer NB 1 106,423$ 2.0%108,551$ 279-0672 Innovation & Technology Deputy Chief Technology Officer NB 1 84,660$ 2.0%86,353$ 279-0672 Innovation & Technology Design Specialist NB 1 58,033$ 279-0672 Innovation & Technology Director of Applications NB 1 76,407$ 10.0%84,048$ 279-0672 Innovation & Technology Director of Business Analytics NB 1 76,407$ 2.0%77,935$ 279-0672 Innovation & Technology Director of Civic Innovation NB 1 76,407$ 2.0%77,935$ 279-0672 Innovation & Technology Director of Infrastructure NB 1 76,407$ 2.0%77,935$ 279-0672 Innovation & Technology Director of Services NB 1 76,407$ 2.0%77,935$ 279-0672 Innovation & Technology GIS Manager NB 1 64,361$ 2.0%65,648$ 279-0672 Innovation & Technology GIS Specialist - Senior NB 1 52,116$ 2.0%53,158$ 279-0672 Innovation & Technology Manager - Applications NB 1 68,931$ 2.0%70,310$ 279-0672 Innovation & Technology Manager - Business Analytics NB 1 59,000$ 279-0672 Innovation & Technology Manager - Infrastructure NB 1 68,931$ 2.0%70,310$ 279-0672 Innovation & Technology Manager - Services NB 1 61,703$ 2.0%62,937$ 279-0672 Innovation & Technology Specialist of Infrastructure NB 1 56,896$ 2.0%58,034$ 279-0672 Innovation & Technology Specialist of Services NB 1 56,896$ 2.0%58,034$ 279-0672 Innovation & Technology System Specialist III NB 1 61,703$ 2.0%62,937$ Total FTES 23 5 2020 Proposed Budget - Line-Level Detail City of South Bend ACCOUNT DESCRIPTION DEPARTMENT CATEGORY NAME 2017 ACTUAL 2018 ACTUAL 2019 ORIGINAL BUDGET 2019 AMENDED BUDGET 6/30/2019 ACTUAL 2020 PROPOSED BUDGET 2021 FORECAST 2022 FORECAST 2023 FORECAST 2024 FORECAST 279-0104-413.10-01 SALARIED WAGES Innovation & Technology Salaries & Wages 309,341 359,957 356,326 356,284 157,893 363,451 370,719 378,133 385,696 393,408 279-0104-413.10-03 SEASONAL & INTERNS Innovation & Technology Salaries & Wages - - 5,300 5,300 150 5,300 5,300 5,300 5,300 5,300 279-0104-413.10-04 EXTRA AND OVERTIME Innovation & Technology Salaries & Wages - 55 - 42 42 - - - - - 279-0104-413.10-09 PERMANENT PART-TIME Innovation & Technology Salaries & Wages 24,391 1,770 22,805 22,805 - 23,261 23,726 24,201 24,685 25,179 279-0104-413.10-10 HIRING BONUS Innovation & Technology Salaries & Wages 2,000 - - - - - - - - - 279-0104-413.11-01 FICA - REGULAR Innovation & Technology Fringe Benefits 24,955 26,456 29,510 29,510 11,317 30,090 30,630 31,235 31,850 32,478 279-0104-413.11-04 PERF - REGULAR Innovation & Technology Fringe Benefits 33,826 37,230 40,056 40,056 16,327 40,854 41,594 42,424 43,272 44,135 279-0104-413.11-07 UNEMPLOYMENT COMP Innovation & Technology Fringe Benefits - - - - - 36 112 190 270 354 279-0104-413.11-08 HEALTH INSURANCE Innovation & Technology Fringe Benefits 80,016 91,167 70,392 70,392 29,210 81,273 105,773 109,273 116,273 123,273 279-0104-413.11-09 LIFE INSURANCE Innovation & Technology Fringe Benefits 750 540 840 840 200 840 840 840 840 840 279-0104-413.11-24 CELL PHONE ALLOWANCE Innovation & Technology Fringe Benefits 660 660 1,320 1,320 275 1,320 660 660 660 660 279-0104-413.11-29 PARENTAL LEAVE Innovation & Technology Fringe Benefits - 881 891 891 365 1,272 1,668 1,701 1,736 1,770 279-0104-413.21-02 PRINT SHOP Innovation & Technology Supplies 1 2 100 100 - 120 120 120 120 120 279-0104-413.21-03 C.S. OFFICE SUPPLIES Innovation & Technology Supplies 122 57 250 250 - - - - - - 279-0104-413.21-04 OFFICE SUPPLIES Innovation & Technology Supplies 2,486 1,903 1,500 1,500 526 1,500 1,500 1,500 1,500 1,500 279-0104-413.21-05 SMALL OFFICE EQUIPMENT Innovation & Technology Supplies 3,228 2,164 - - - - - - - - 279-0104-413.22-61 PROMOTIONAL SUPPLIES Innovation & Technology Supplies 1,996 1,319 - - - - - - - - 279-0104-413.31-71 CENTRAL STORES ALLOCATION Innovation & Technology Other Interfund Allocations 24 144 352 352 149 - - - - - 279-0104-413.31-78 LIABILITY INSURANCE ALLOC Innovation & Technology Other Interfund Allocations - - 1,668 1,668 695 1,379 1,547 1,578 1,610 1,642 279-0104-413.32-03 TRAVEL Innovation & Technology Travel - - 8,550 8,550 5,024 8,550 8,550 8,550 8,550 8,550 279-0104-413.32-21 TRAVEL - MILEAGE Innovation & Technology Travel 146 - - - - - - - - - 279-0104-413.32-22 TRAVEL - AIRFARE Innovation & Technology Travel 5,113 514 - - - - - - - - 279-0104-413.32-23 TRAVEL - HOTEL Innovation & Technology Travel 6,033 544 - - - - - - - - 279-0104-413.32-24 TRAVEL - MEALS Innovation & Technology Travel 682 100 - - - - - - - - 279-0104-413.32-25 TRAVEL - OTHER Innovation & Technology Travel 639 73 - - - - - - - - 279-0104-413.33-03 PROMOTIONAL Innovation & Technology Printing & Advertising - - 5,150 5,150 120 5,150 5,150 5,150 5,150 5,150 279-0104-413.34-02 LIABILITY INSURANCE Innovation & Technology Other Interfund Allocations 1,428 1,251 - - - - - - - - 279-0104-413.37-03 OFFICE SPACE Innovation & Technology Other Services & Charges 2,400 - - 3,000 - 1,500 1,500 1,500 1,500 1,500 279-0104-413.39-11 DUES & MEMBERSHIPS Innovation & Technology Other Services & Charges - - 300 300 285 300 300 300 300 300 279-0104-413.39-70 EDUCATION & TRAINING Innovation & Technology Education & Training 4,150 184 12,000 9,000 1,940 12,000 12,000 12,000 12,000 12,000 279-0672-415.10-01 SALARIED WAGES Innovation & Technology Salaries & Wages 732,649 1,179,781 1,558,167 1,558,167 546,429 1,589,328 1,655,994 1,689,115 1,722,901 1,757,358 279-0672-415.10-09 PERMANENT PART-TIME Innovation & Technology Salaries & Wages 2,542 - - - - - - - - - 279-0672-415.10-10 HIRING BONUS Innovation & Technology Salaries & Wages - 17,300 - - - - - - - - 279-0672-415.11-01 FICA - REGULAR Innovation & Technology Fringe Benefits 57,741 89,582 120,361 120,361 40,964 122,745 127,846 130,374 132,962 135,599 279-0672-415.11-04 PERF - REGULAR Innovation & Technology Fringe Benefits 85,257 132,629 176,215 176,215 60,615 179,705 187,172 190,881 194,667 198,526 279-0672-415.11-07 UNEMPLOYMENT COMP Innovation & Technology Fringe Benefits - - - - - 159 497 848 1,206 1,582 279-0672-415.11-08 HEALTH INSURANCE Innovation & Technology Fringe Benefits 176,359 229,076 231,288 231,288 64,604 267,039 347,539 359,039 382,039 405,039 279-0672-415.11-09 LIFE INSURANCE Innovation & Technology Fringe Benefits 1,465 2,190 2,760 2,760 905 2,760 2,760 2,760 2,760 2,760 279-0672-415.11-24 CELL PHONE ALLOWANCE Innovation & Technology Fringe Benefits 4,700 5,845 15,180 15,180 2,385 15,180 15,180 15,180 15,180 15,180 279-0672-415.11-29 PARENTAL LEAVE Innovation & Technology Fringe Benefits - 2,991 3,895 3,895 1,016 5,563 7,452 7,601 7,753 7,912 279-0672-415.21-04 OFFICE SUPPLIES Innovation & Technology Supplies 658 385 - - - - - - - - 279-0672-415.21-05 SMALL OFFICE EQUIPMENT Innovation & Technology Supplies 62,967 110,058 - 55,491 55,492 - - - - - 279-0672-415.22-60 COMPUTER SUPPLIES Innovation & Technology Supplies - - 70,000 70,000 25,665 163,350 49,750 49,750 49,750 49,750 279-0672-415.31-06 OTHER PROFESSIONAL SVCS Innovation & Technology Professional Services 264,961 600,413 1,067,434 1,410,562 264,006 615,700 955,700 955,700 955,700 955,700 279-0672-415.31-78 LIABILITY INSURANCE ALLOC Innovation & Technology Other Interfund Allocations - - 4,765 4,765 1,986 4,532 5,085 5,187 5,291 5,397 279-0672-415.32-03 TRAVEL Innovation & Technology Travel - - 18,560 18,560 4,995 18,560 18,560 18,560 18,560 18,560 279-0672-415.32-04 TELEPHONE Innovation & Technology Other Services & Charges 11,987 214,612 391,024 391,024 134,614 386,824 386,824 386,824 386,824 386,824 279-0672-415.32-05 OTHER COMM/TRANS Innovation & Technology Travel - 19,878 - 18,968 - - - - - 279-0672-415.32-21 TRAVEL - MILEAGE Innovation & Technology Travel 2,349 661 - - - - - - - - 279-0672-415.32-22 TRAVEL - AIRFARE Innovation & Technology Travel 3,620 7,469 - - - - - - - - 279-0672-415.32-23 TRAVEL - HOTEL Innovation & Technology Travel 9,350 8,612 - - - - - - - - 279-0672-415.32-24 TRAVEL - MEALS Innovation & Technology Travel 1,805 1,331 - - - - - - - - 279-0672-415.32-25 TRAVEL - OTHER Innovation & Technology Travel 1,010 1,638 - - - - - - - - 6 2020 Proposed Budget - Line-Level Detail City of South Bend ACCOUNT DESCRIPTION DEPARTMENT CATEGORY NAME 2017 ACTUAL 2018 ACTUAL 2019 ORIGINAL BUDGET 2019 AMENDED BUDGET 6/30/2019 ACTUAL 2020 PROPOSED BUDGET 2021 FORECAST 2022 FORECAST 2023 FORECAST 2024 FORECAST 279-0672-415.33-02 PUBLICATION LEGAL NOTICE Innovation & Technology Printing & Advertising - 298 - - - - - - - - 279-0672-415.34-02 LIABILITY INSURANCE Innovation & Technology Other Interfund Allocations 3,132 3,816 - - - - - - - - 279-0672-415.36-04 COMPUTER EQUIP R&M Innovation & Technology Repairs & Maintenance 1,080,648 2,246,257 3,055,487 3,497,713 1,501,352 2,839,472 3,445,122 3,383,536 3,382,476 3,347,709 279-0672-415.37-02 CAPITAL LEASE PAYMENTS Innovation & Technology Debt Service - 21,824 67,476 67,476 28,115 - - - - - 279-0672-415.37-11 CAPITAL LEASE PRINCIPAL Innovation & Technology Debt Service 136,360 130,662 - - - - - - - - 279-0672-415.37-12 CAPITAL LEASE INTEREST Innovation & Technology Debt Service 15,429 11,904 - - - - - - - - 279-0672-415.38-01 PRINCIPAL Innovation & Technology Debt Service - 61,417 297,927 316,927 137,533 534,534 554,682 476,774 415,777 400,000 279-0672-415.38-02 INTEREST Innovation & Technology Debt Service - 10,217 48,219 48,219 17,295 37,379 24,405 20,619 20,106 20,000 279-0672-415.39-10 SUBSCRIPTIONS Innovation & Technology Other Services & Charges - 40 - - - - - - - - 279-0672-415.39-30 GRANTS AND SUBSIDIES Innovation & Technology Grants & Subsidies - 25,000 - - - - - - - - 279-0672-415.39-70 EDUCATION & TRAINING Innovation & Technology Education & Training 8,638 15,054 65,900 65,900 4,960 45,900 65,900 65,900 65,900 65,900 279-0672-415.43-08 COMPUTER EQUIP. & NETWORK Innovation & Technology Capital - - - 40,100 - - 279-0672-415.50-02 INTERFUND TRANSFER OUT Innovation & Technology Transfers Out - - 600,000 600,000 600,000 - - - - - 279-0673-415.10-01 SALARIED WAGES Innovation & Technology Salaries & Wages 268,773 - - - - - - - - - 279-0673-415.10-10 HIRING BONUS Innovation & Technology Salaries & Wages 18,500 - - - - - - - - - 279-0673-415.11-01 FICA - REGULAR Innovation & Technology Fringe Benefits 18,518 - - - - - - - - - 279-0673-415.11-04 PERF - REGULAR Innovation & Technology Fringe Benefits 27,128 - - - - - - - - - 279-0673-415.11-08 HEALTH INSURANCE Innovation & Technology Fringe Benefits 32,320 - - - - - - - - - 279-0673-415.11-09 LIFE INSURANCE Innovation & Technology Fringe Benefits 420 - - - - - - - - - 279-0673-415.21-05 SMALL OFFICE EQUIPMENT Innovation & Technology Supplies 6,616 4,096 - - - - - - - - 279-0673-415.31-06 OTHER PROFESSIONAL SVCS Innovation & Technology Professional Services 37,804 109,952 - 7,250 - - - - - - 279-0673-415.32-21 TRAVEL - MILEAGE Innovation & Technology Travel 6 - - - - - - - - - 279-0673-415.32-24 TRAVEL - MEALS Innovation & Technology Travel 33 - - - - - - - - - 279-0673-415.32-25 TRAVEL - OTHER Innovation & Technology Travel 37 - - - - - - - - - 279-0673-415.39-89 MISC CHARGES & SVCS Innovation & Technology Other Services & Charges 199 - - - - - - - - - 7