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

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CITY OF SOUTH BEND I OFFICE OF THE CLERK He continued, Of the $244,000 for upgraded software, again, the majority of it is going toward investing in systems our departments want or investing in some of these core enterprise systems. $92,000 is the recurring cost of the fingerprint and biometric system. This is what the Police Department uses to connect to the FBI database that has all the fingerprint information and facial recognition stuff. Again, it is very specific software we have to pay for to be able to fulfill the needs of the crime lab. We are investing $21,000, and that is a recurrent expense, in our GIS environment. There is all this data getting pulled back and forth between the systems of the field and also the people that are analyzing the data. We are doing the best we can with our resources and we are investing$76,000 in LasherFiche which is the system that does document management for the City. A lot of departments are working on digitizing their records and we want to make sure they are all in the same location so that for records that are public, residents can just go and look for them. It is a system where all of the budget presentations and all these things are posted. So,we are investing in it to make it more usable and better for the residents. There are a couple of other expenditures as well. He went on, Finally, there are $671,000 of transferred expenses. These are expenses that are not new to the City. They were paid out of different Funds in the past and they are just getting moved to our budget. So, you have the three (3) positions. The Deputy Chief Technology Officer which was the Director of Assets and Information Systems. There is a position that used to work out of the Century Center which is now an infrastructure specialist and then there is a Business Analyst that was budgeted out of Community Investment in the past. Another highlight is the centralized Print Management Services which is going to allow us to reduce the amount of printing because people are going to have to retrieve the printouts from the printer,but there is also a unified printing system where if you print something at the City you can retrieve it from any of the printers of the City. We think that will save money in the long run. We are centralizing some final pieces of the leases from the Police Department and the other departments. There are other expenditures from the Century Center and whatnot that are just getting allocated back to them. This (referencing a slide in the presentation) is our organizational chart. Highlighted in green are the transferred positions. I forgot to highlight the Infrastructure Specialist that is already in our infrastructure group. Then in orange is the new position that we are requesting to be funded. Mr. Garces then went over the organizational chart by position, title and the name of the individual holding the position. Committee Chair White opened the floor to questions and comments from Committee and Council Members. Councilmember Scott asked, Will the GIS position help out the County with PSAP? Mr. Garces replied, Yeah, we had offered to the County a proposal to centralize the GIS group. So, bringing in the people that do GIS from the County. Unfortunately the County decided to go in a different direction so they decided to hire a company to do more of a strategic visioning scenario. We decided, as a group, that it was very straining on our resources and were spending a lot of internal resources doing what is a County function which is maintaining the GIS for the PSAP. So we are still responsible for all of the Center's lines and addresses within the City and then we pass that to the County. So the GIS Specialist will be responsible for our portion of that data but we have communicated to the County that they need to step up and that it is their responsibility to do all of the project management and maintenance of the GIS data as it pertains EXCELLENCE I ACCOUNTABILITY I INNOVATION I INCLUSION I EMPOWERMENT 455 County-City Building 1227 W.Jefferson Bvld!South Bend,Indiana 46601 p 574.235.9221 I f574.235.9173 j TTD 574.235.5567 www.southbendin.gov 10