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Home My WebLink About15 - IT Job Titles and Compensation ChangesCITY OF NEWPORT BEACH CITY COUNCIL STAFF REPORT Agenda Item No. 15 March 11, 2008 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: Human Resources Department Barbara Ramsey, Human Resources Director 949 - 644 -3303, bramsevacity.newport- beach.ca.us SUBJECT: Additional Information for Item IS— IT Job Titles and Compensation Changes Mayor Pro Tern Leslie Daigle requested additional information on the proposed title and compensation changes for the IT study. The costs previously submitted in Attachment C included the salary increases and additional benefit costs associated with the salary changes. Attached you will find a more detailed cost analysis of the recommended changes as well as current costs for all Citywide IT services. As requested, this also includes the current costs for classifications that are not recommended for increases. It should give you a clear picture of our total IT costs Citywide in addition to the implementation costs of the study. To assist Council in making a decision and Newport Beach, I have attached a memo background, services, accomplishments an d the City. Prepared & Submitted by: �QV Barbara Ramsey Human Resources Director understanding the history of IT services in from our IT Manager. It explains the responsibilities of IT services throughout Attachments: Detailed IT Citywide Costs IT Organization & History Memo • Estimated Implementation Cost - Information Techno *Study `J Department Current Classification Title Current Compensation Recommended Adjustments Implementation Cost - Current FY - Implemenation Cost FYOB -09 Annual Annual Total Recommended Recommended Annual Salary Annual Benefits Total Salary Benefits Total Cost Salary Benefits Total Cost Systems Administrate Salary Benefits Compensation Classification Title % Increase Compensation Admin. Services IT Manager $129,584 $39,360 $168,944 Same 0.0% $129,584 $39,360 $168,944 $0 $0 $0 $0 $0 $0 Admin. Services IT Applications Analyst $72,592 $26,439 $99,031 Same 5.0% $76,222 $27,320 $103,542 $2,612 $563 $3,175 $3,846 $865 $4,711 Admin. Services IT Applications Analyst $80,038 $28,061 $108,099 Same 5.0% $84,040 $28,933 $112,973 $2,902 $632 $3,534 $4,102 $909 $5,011 Admin. Services Telecommunications $100,339 $32,483 $132,822 Same 2.5% $102,848 $33,030 $135,878 $1,812 $403 $2,215 $2,571 $570 $3,141 Coordinator Admin. Services IT Specialist $56,472 $22,928 $79,400 IT Specialist 111 3.0% $58,166 $23,297 $81,463 $1,211 $263 $1,474 $1,776 $398 $2,174 Admin. Services IT Applications Coordinator $113,672 $35,387 $149,059 Same 2.0% $115,945 $35,883 $151,828 $1,641 $367 $2,008 $2,330 $517 $2,847 Admin. Services Senior IT Specialist $73,229 $26,593 $99,822 Same 6.0% $77,697 $27,551 $105,248 $2,247 $499 $2,746 $4,621 $1,024 $5,645 Admin. Services GIS Technician $64,979 $24,781 $89,760 GIS Technician 3.0% $66,929 $25,206 $92,135 $1,413 $308 $1,721 $1,998 $443 $2,441 Admin. Services IT Operations Coordinator $100,339 $32,483 $132,822 IT Operations 8.0% $108,366 $34,232 $142,598 $5,823 $1,266 $7,089 $8,228 $1,824 $10,052 Supervisor Admin, Services IT Specialist $75,670 $27,110 $102,780 IT Specialist 111 3.0% $77,941 $27,604 $105,545 $1,641 $364 $2,005 $2,327 $516 $2,843 Admin. Services GIS Coordinator $100,339 $32,483 $132,822 GIS Supervisor 8.0% $108,366 $34,232 $142,598 $5,823 $1,266 $7,089 $8,228 $1,824 $10,052 Admin. Services IT Technician $56,181 $23,084 $79,265 IT Fiscal Technician 0.0% $56,181 $23,084 $79,265 $0 $0 $0 $0 $0 $0 Admin. Services GIS Analyst $76,211 $27,228 $103,439 Same 5.0% $80,022 $28,058 $108,080 $2,699 $582 $3,281 $3,972 $882 $4,854 Admin. Services GIS Analyst $80,038 $28,061 $108,09S Same 5.0% $84,040 $28,933 $112,973 $2,902 $632 $3,534 $4,102 $910 $5,012 Admin. Services IT Applications Analyst, Sr. $89,669 $30,159 $119,82 Same 4.0% $93,256 $30,940 $124,196 $2,604 $563 $3,167 $3,676 $816 $4.492 Admin. Services IT Applications Analyst $80,038 $28,061 $108,09 Same 5.0% $84,040 $28,933 $112,973 $2,902 $632 $3,534 $4,102 $910 $5,012 Total Administrative Services $1,814,091 $1,880,240 $46,872 $68,287 Library Services Library Information Systems $91,686 $30,598 $122,28 Libraray Information o 1.7/0 $93,245 $30,938 $124,183 $1,128 $247 $1,375 $1,598 $354 $1,952 Coordinator Systems Administrate Total Library Services $122,284 $124,183 $1,375 $1,952 Estimated Implementation Cost - Information Technol *tudy Department Current Classification Title Current Compensation Recommended Adjustments Implementation Cost - Current FY" Implemenation Cost FY08 -09 Annual Annual Total Recommended Recommended Annual Salary Annual Benefits Total Salary Benefits Total Cost Salary Benefits Total Cost Manager Salary Benefits Compensation Classification Title % Increase Compensation Fire Fire Information Systems $108,285 $34.214 $142,499 Fire Information 0.0% $108,285 $34,214 $142,499 $0 $0 $0 $0 $0 $0 $0 Coordinator $0 Systems Administrator Systems Coordinator Total Fire Department $142,499 $142,499 $o $o Police Police Computer Systems $137,542 $40,302 $177,844 Same 0.0% $137,542 $40,302 $177,844 $0 $0 $0 $0 $0 $0 Manager Police Police Department $108,704 $34,275 $142,979 Police Information 0.0% $108.704 $34,275 $142,979 $0 $0 $0 $0 $0 $0 Applications Coordinator Systems Coordinator Police Personal Computer /Network $98,610 $32,092 $130,702 Police Information 0.0% $98,610 $32,092 $130,702 $0 $0 $0 $0 $0 $0 Coordinator Systems Coordinator Police Computer Applications $81297 $28415 $109,712 Same 0.0% $81,297 $28,415 $109,712 $0 $0 $0 $0 $0 $0 Development Analyst "'" Police IT Technician (part-time) $30,146 $7,563 $37,709 Same 0.0% $30,146 $7,563 $37,709 $0 $0 $0 $0 $0 $0 Police Police MIS Specialist "" $67,694 $25,406 $93,100 Same 0.0% $67,694 $25,406 $93,100 $0 $0 $0 $0 $0 V. Total Police Department City -wide IT Costs $692,046 $2,770,920 Benefits costing includes City paid PERS, cafeteria, life ins., Medicare, EAP, and compensated absence contribution. " Proration for partial -year adjustments ` "" Positions were not included in scope of study 3 $692,046 $0 $2,838,968 $47,947 $0 $70,239 CITY OF NEWPORT BEACH ADMINISTRATIVE SERVICES DEPARTMENT Resource Management - Fiscal Services - IT • Revenue • Accounting March 06, 2008 To: DENNIS DANNER- ADMINISTRATIVE SERVICES DIRECTOR From: Paul Malkemus, IT Manager Subject: City Information Technology (IT) Background & History Background and History Prior to 1995, City wide Information Technology functions operated in a completely de- centralized fashion. Although there was, what was then called a Data Processing section (a subdivision of the Finance Department) most departments supplemented computer systems support with their own staff. Also some specific IT functions were located within other Departments. As an example, the City Geographic Information System and Tele- communication divisions were managed, operated and budgeted by the Utilities Department. As technology became more and more complex and as Networking became critical in terms of providing necessary connectivity to City Facilities, the City began to examine the need to centralize many IT functions. In 1995, an extensive Management Information Systems Strategic Plan was developed with assistance from The Warner Group, Management Consultants — Woodland Hills, California. This very extensive report examined the City's: • Business Environment • Needs and Requirements • Strategic Technology Issues and Recommendations • Organization & Staffing • Implementation Plan & Costs • Benefits of Improved Systems and Organizational Structure The City aggressively followed every Warner Group recommendation by consolidating the planning and management of various IS services to improve cost - effectiveness, quality and efficiency. City IT functions became centralized. The Warner Group conducted a follow -up study April 1996 — Management Information Systems Organizational Review, which evaluated the City's progress in the implementation, use and support of the original MIS Strategic plan that had been completed one year earlier. Most of the Phase I recommendations had been completed and much of the Phase II recommendations were in the advanced stages of completion. The City received high marks for achieving its goals. The report made additional recommendations for improvement and all of those recommendations were completed within a very reasonably period of time. The Warner Group also assisted the Police Department in developing a separate Strategic Information Technology Plan and also developed a separate Police CAD /RMS System Selection Report — June 1995. Current IT Staffing and Structure Currently the Administrative Services — IT Division consists of 4 subdivisions: • Applications (6 staff members) • G.I.S. (4 staff members) • Operations (4 staff members) • Telecommunications (2 staff members) The 4 subdivisions report to the IT Manager. A brief description of each division follows: The Applications group provides support to all enterprise wide database applications that are Oracle, Informix or MS SQL based. These include financial applications, human resources, billing, payroll, G.I.S., permitting, registration, and fleet maintenance. The group is also responsible for application customization and development and develops internal and external web based applications. All City Departments are supported. The G.I.S. group maintains, develops and supports 2d and 3d geographic related vector maps, ortho- photography and related databases. They continually maintain and add datasets as information is needed and /or becomes available. Staff members continue to develop custom web based G.I.S. applications available for both internal and external use. All City Departments are supported. The Operations group maintains and supports the entire IT infrastructure including the Wide Area Network (WAN) & Local Area Network (LAN) components, security systems (Firewall,virus /intrusions, SPAM filtering, VPN, authentication) and e-mail. All servers (physical & virtual), data storage and warehousing are also operated and maintained by this group. They are responsible for implementing all disaster recovery policies and procedures. They maintain and support all hardware, software and peripherals used at the desktop level. They support all City Departments. They provide secondary support to the Fire Department and support WAN connectivity to the Police Department. The Telecommunications group supports the entire City telecommunications system from the switch level to the handset. They operate and maintain all infrastructure components required for the transmission of voice and data traffic to all City sites. They provide support for cell phones, pagers, pay telephones and other telephonic devices. They also operate and maintain hardware and software applications designed to facilitate voice -mail, call accounting and a -911. All City Departments are supported. Current Administrative Services IT Division Challenges & Accomplishments IT staff members of each sub - division; Applications, G.I.S., Operations and Telecommunications face significant challenges in their ever - evolving support roles on a daily basis. While it may be fairly simple to point out some our more significant recent accomplishments, it is important to note some of the tasks, including specific support of automated computer systems and software applications that we incur on a daily basis. The City of Newport Beach, most certainly, is on the technological leading edge. We are ahead of most comparable cities in many areas including providing automated solutions to conduct daily business. I am certain that we are ahead of many large corporations and businesses. We have developed award winning solutions and I would venture to say that our fully developed Geographic Information System is one of leading systems in the State of California, if not the entire North American Continent. As you can well imagine, the technologies supported on a daily basis are rapidly changing and evolving. With competent IT staff support the City, in general has managed to "stay ahead of the curve ". Automated systems that IT staff support on a daily basis include but are not limited to: FinancePlus — Fund Accounting, Accounts Payable, Budget Preparation, Personnel Budgeting, Purchasing, Fixed Assets, Employee and Retiree Benefits, Human Resources and Payroll CommunityPlus — Utility Billing, Misc. Billing, Pet & Business Licenses and Cash Receipts Permits Plus — automated permit management solution Safari — automated recreation registration EDC —AIMS — automated issuance management system (citation management) Alchemy — Document Imaging storage & retrieval PSlcapture — high speed image batch capture Arbor Access — Landscape maintenance & Inventory AIMWorx — Telephone management applications ARC -Info — GIS software suite of applications including web based applications Colonial — Property management software DMP — IntegraPay — remittance processing software NBID — customer service web based application EAC — employee access center FleetAnywhere — automotive fleet management Evision — select alert, ACIS, IVR & web based applications CISCO Firewall — network security Altiris — PC management VMWare — virtual server management e- onlineservices — e- permitinfo, e- specialevents, e- billpayment, e- supplier, e- parking Network Associates — Anti Virus Microsoft Exchange — E -mail BES — Blackberry Enterprise Server AD120 — Voice Mail Websense — web monitoring & filtering ProofPoint — SPAM filtering Microsoft Office Suite of automation products — Word, Excel, Access, PowerPoint, FrontPage, Expression, Publisher, Visio, Outlook Microsoft OS — Windows Server 2003, XP Professional, Vista Enterprise Adobe software products — Acrobat, Indesign, PhotoShop, PageMaker, Illustrator Data Base Engines — Oracle, Informix, MS SQL System Administration — HP -UX Website development & management — Internet and Intranet website development, City primary site, NBCityNews, CleanWaterNewport, etc. Some of the more specific, significant accomplishments that IT staff have recently implemented and have been involved in include: • Implemented CISCO firewall solution for advanced level security with full redundancy. • Implemented strategic automated Internet access failover. Implemented wireless communications solution between City Hall, Utilities and General Services sites. Created and Implemented enhancements to the EAC (Employee Access Center) system New features include providing employees with a simple web interface to manage personal information (mailing address, telephone numbers, etc) and health benefit enrollments. Employees have web access to Employee Information, Salary & Misc. Benefits, Payroll Check history, Deductions, Certifications, HR Forms and Insurance plans. • Implemented upgrades and enhancements to the City document management/imaging system Scanned Employee records and digital files are available with the Human Resources module of the City Financial /HR system. Scanned images are also available within the AP module of the City Finance system as well as in the Community Plus Business Licensing module. Many records are now available to the public through the City Website. Image capturing devices and software have been continually upgraded and processes have been streamlined to provide quick, efficient means of transferring paper to digital data Implemented newly acquired high resolution aerial photography into the City GIS system Images can be viewed as a GIS overlay along with many other available graphic layers. The images are also available to the pubic through the GIS web interface available on the City website. Topographical data and Light Detection And Ranging (LIDAR) data have also be incorporated into the GIS database. LIDAR is an extremely powerful component that allows 3 dimensional view of topography including structures and other land elements. "Drapping" high resolution aerial photos over LIDAR produced topographical views are dramatically impressive. • Implemented strategies to integrate the Building Department's Permits Plus Data into the GIS web based mapping application Planning Activities and Nonconforming Sign Information entered into Permits Plus can now be viewed graphically on a map and the data viewed online. Now Planners can go to one source for the information they need instead of having to log into several systems. Implemented strategies to link scanned images such as Tract Maps, Lot Line Adjustments, etc. to the GIS. This allows for better customer service at the Building and Planning Department front counters as employees no longer have to go in search of documents in various filing cabinets. The document can be viewed right there on the computer saving a tremendous amount of time. Just recently the Planning Department's Historic Modification Permits were linked to the system. Implemented SelectAlert system. SelectAlert provides a subscription based solution for providing information, news and notifications to citizens based on a wide variety of available categories. The system also provides a completely automated method for sending notifications to customers that have delinquent accounts and /or are due for renewals of service. The system supports all notification methods including; e-mail, telephone, FAX, RSS new feeds and TTY devices for the hearing impaired. GIS staff members are integrating this system into the GIS system as means of notifying citizens, geographically as to pending emergency situations. Over 115,000 telephone numbers (residents & businesses) have been integrated into this system, thus far. This system also support both static and interactive telephone and web based applications including Virtual FAQs, bill payments and permit inspection scheduling. • Implemented WebSense and Webstat business applications. Valuable tool sets for providing information such as bandwidth utilization and statistical analysis of external visits to the various City websites. • Video Streaming applications Video streams have been made available to the public and also internally for the purposes of providing a training network— primarily for public safety personnel. Created and Implemented strategies designed to facilitate the plan check process IT staff members have played a major role in developing automated solutions designed to assist the Building, Planning and Public Works Department's to speed up the permitting processes. Solutions included many new online web based applications that improved access to the public through the City website as well as new enhancements to the current permit management system. Created and Implemented wireless solutions for field personnel Building Inspectors are now using an IT developed wireless solution designed to automate and provide complete remote access to the permit issuance, tracking and inspection software system. • Implemented a major upgrade to the City's Mail systems A significant (although seemless) upgrade to the City integrated E -mail & Voice mail systems was completed. These communications systems are also completely integrated with Microsoft Active Directory and also interfaces with IT supported Blackberry Enterprise Server and Blackberry devices. Implemented a major upgrade to the City's Voice systems Telephone switching equipment at City Hall, Police, Library and Fire & Marine Headquarter site were upgrading. Advanced IP telephone technology is now being used throughout City Facilities. IT staff provided updated voice and data communications for new facilities at CDM main beach and have prepared communications connectivity of the Newport Coast Community Center and the new Fire Station 8. • Implemented significant Windows & Unix server upgrades /replacements All servers have been upgraded and use is being made of advanced Virtual Machine technologies. The upgrades have been designed to create better fault tolerance, increased uptime and better performance. • Created and Implemented an automated solution to facilitate the Employee Performance Evaluation process A web based solution designed to automate and facilitate the entire EPE process was implemented. This application was developed and implemented by IT staff. • Created and developed an automated parking permit renewal system • Created enhancements to the automated Recreation Registration System and Implemented a newly designed Charter Boat permitting system • Created and Implemented a geographic based vehicle tracking system • Created and Implemented Jr Lifeguard automated registration solution A web based solution designed to automate and facilitate the entire registration process was implemented. The system will be expanded next year to include increased functionality. Wireless networking for use by the entire program has also been configured and implemented by IT staff. • Implemented an automated parking citation system AIMS The AIMS system is an account based system that links customers, tickets, permits, and vehicles to a single account for efficient searching, tracking, and customer services. • Implemented an automated recruitment application — NEOGOV insight NEOGOV is a web based solution designed to automate the entire employee hiring process from department and division requisitions to candidate tracking and hire. Implementation and enhancements continue on the NBID system This award winning IT developed applications continue to evolve. The NBID applications is actually a very simple, automated, customer service web based system that interface many disparate databases - meaning that information from multiple sources can be displayed simultaneously on a single screen simply by entering extremely minimal amounts of information. The interface is very simple, however, the "behind the scenes" queries and joins are extremely complex. More and more information has been added to help automate and facilitate customer service processes. • Development and Implemented supplier application e- suppliers is a web based application designed to automate the management of vendor and suppliers information. This application is primarily being used by the purchasing division and was developed completely in house. Developed and Implemented enhancements to a -Quest e -Quest is a web based application designed to automate many customer service applications This application can be used to apply for a business license, start and stop water service, contest a parking citation, change customer information and ask questions regarding City services. Created a website development committee IT staff members, in an effort to share information and to provide a more cooperative effort toward web site development, invited staff members from all Departments to participate in the website committee. IT staff lead discussions and provided guidance and direction to all Departments and Division that create and maintain website content. Templates were created and made available to members for the purpose of creating content that is consistent with the current look and feel of the City website. IT expertise in methods of providing web based automation solutions designed for easier access to information and applications are being shared with all participants. IT push towards enterprise shared databases IT staff members continue the quest towards eliminating "compartmentalized" data repositories. Staff members are working with departments to develop only automation solutions that can be shared on an enterprise basis. One of the biggest daily accomplishments that IT staff members provide is connectivity (voice and data communications) to all City remote sites. Providing constant network connectivity to more then 18 City sites (Police, Fire & Marine HQ, Central Library, Utilities, General Services, Community Centers, Branch Libraries, and Fire substations) is often a big challenge. Staff members are committed to providing the highest quality of service, network and server uptime has been dramatically improved. Additional IT Staffing Information /Background There is additional IT staff that is managed and budgeted by other Departments. A brief description of those positions follows (there are also historical references available in the Warner Group 1995 report): Police The Police Department has historically maintained their own IT support staff. Because they provide support of a highly specialized nature and because of stringent security restrictions, the Warner Group recommended not combining Police and City IT Staff into a single organizational structure. Police IT staff provides internal support to the entire department while Administrative Services, IT staff provides the department support to Wide Area Network connectivity, access to enterprise wide data base applications, telecommunications (including voicemail) and in some cases assists in internal networking infrastructure (cabling). The Police Department's IT support staff includes a Computer Systems Manager, PC /Networking coordinator, Applications Coordinator, Analyst and Specialist (5 positions). Library Although a lower level position was consolidated as part of the Warner Group 1995 recommendations, continued moves towards Library specific technology and automation resulted in the need for that department to create a Library Coordinator level position in July of 2000. This position is primarily responsible for supporting Library specific IT technology, hardward and software. Administrative Services, IT staff continues to provide networking LAN & WAN, telecommunications and enterprise application, server and security support. Fire Again, although a lower level position was consolidated as part of the Warner Group 1995 recommendations, the Fire Department was successful in requesting the creation of and filling a Fire Information Systems Coordinator in late 2006. The position is responsible for providing primary Fire IT specific support. Administrative Services IT staff continues to provide secondary support and primary support for LAN/WAN networking, telecommunications, e-mail, security, enterprise databases and G.I.S. Please let me know if you have any questions or need any additional information. Paul W. Malkemus IT Manager X3092 CITY OF NEWPORT BEACH CITY COUNCIL STAFF REPORT Agenda Item No. 15 March 11, 2008 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: Human Resources Department Barbara Ramsey, Human Resources Director 949- 6443303, brarrtseyQg tv.newnort- beach.ca.us Homer Bludau, City Manager 949- 6443000, hbludau @city .newport- beach.ca.us SUBJECT: Information Technology Job Titles and Compensation Changes Approve the City Manager's recommendation to change job titles and compensation for certain information technology positions, as listed on the attached document. BACKGROUND It was recently requested by Mayor Pro Tom Daigle that some matters related to employee compensation, including mid -year reclassifications of individual positions, be addressed directly with the City Council, as provided in the City Charter. In the past, the Human Resources Department or an outside consultant conducted classification and compensation studies, and the findings were either approved or disapproved by the City Manager. The recommendation would then be implemented mid -year if the department to which the position was assigned had sufficient funds in their budget to cover the increase. The classification or compensation change would then be approved by the City Council during the next year's budget process. This is the first of two studies completed that will be presented to City Council for approval of the City Managers recommendations. The City employs information technology professionals in a wide range of roles that vary in sophistication, complexity, and mission. The City has a centralized Information Technology Division within the Administrative Services Department, a separate Police Information Services Division, a Fire Department Information Systems section, a Library Department Information Systems section, and a separate specialized information technology professional in the Planning Department. Upon request by managerial and department head staff, in May 2007, Human Resources initiated a classification and compensation study of certain Information Compensation Adjustments of IT Posfflons March 11, 2008 Page 2 Technology positions throughout City departments. Over the course of six months Human Resources staff and an outside consultant worked together to analyze City salaries, wdemal market data, and Internal salary relationships to develop a comprehensive and current compensation plan for the City's information technology positions. The compensation and tite changes proposed Incorporate external market Issues to ensure the City's competitiveness with respect to the labor market, and internal salary relationships to ensure pay equity among the City's information technology positions. Since IT positions are in great demand In both the public and private sectors, it is critical that the City position itself to retain these highly technical employees. The recommendations on the attached represent proposed changes to positions in the Information Technology Division within the Administrative Services Department and one position in the Library Services Department. Positions in the Police Department and Fire Department were included in the comprehensive study. However, since changes to positions in the Police Department and Fire Department are governed by the Civil Service Commission, the attached document does not include positions in those departments. We anticipate recommending additional classification and title changes to information technology positions In Police and Fire, with no changes in compensation, at the next Civil Service Commission meeting In April. DISCUSSION: Administrative Services Department The Information Technology (IT) Division consists of four sections: Applications, Operations, GIS, and Telecommunications. Each section serves a unique function within the City. The Applications section is responsible for developing and managing many of the City's applications systems, while the Operations section coordinates the City's LANNVAN, frrewall and network security, desktop/helpdesk hardware and software support, and e-mail administration. The GIS section is responsible for providing technical and administrative support to the City's various GIS hardware and software systems and applications, while the Telecommunication section is responsible for telecommunications system operations, maintenance, repair and reconstruction work. Since it is difficult to collect market data on all information technology positions, certain positions were deemed as "benchmark positions" for salary setting purposes. Benchmark positions are those positions in the labor market which are common and for which reliable salary data can be collected. The salary for other positions within a given job family are then set based on the benchmark position. For positions in the Applications section of the IT Division, the proposed salary adjustments listed on the attached are established based on market data collected on Compensation Adjustments of IT Positions Mauch 11, 2008 Page 3 the Information Technology Applications Analyst position. Market data from Orange County agencies revealed that this benchmark position is currently being compensated below market (Attachment B). The proposed 6% salary adjustment for the IT Applications Analyst position will provide an increase that will position the City to be more competitive in the labor market. With regards to the other positions in the job family, if is proposed the Senior IT Applications Analyst be compensated 10% above IT Applications Analyst, and the IT Applications Coordinator be compensated 25% above the Senior IT Applications Analyst, In addition the Coordinator classification should be changed to IT Applications Supervisor to more accurately define the higher level of responsibility and supervision. The activities in the Operations section within the IT Division are constantly changing and staff are required to learn, adapt, and embrace new technologies as they emerge. The breadth of services Operations encompasses continues to grow as additional servers, users, systems, and hardware are continuously added. To ensure the Division has the tools it needs to adapt to the changing technologies and to staff appropriately, it is proposed a new career series of IT Specialist 1 /II /III be established. This career series would replace the existing single classification of IT Specialist and would offer the department the flexibility of hiring staff at the entry level while providing growth opportunities as an employee becomes more experienced. In addition, the creation of an IT Specialist 1/11/111 provides an additional benchmark classification for salary survey purposes. The proposed salary changes to positions in the IT Operations section are based on survey data collected for the IT Specialist I position, for which ample data was available (Attachment B). The salary recommendations establish salary relationships between the IT Specialist I/ll /III and provide for an approximate 10% salary differential between each level. The proposed salary alignments ensure pay equity in the relationship between the entry level, journey level, and advanced journey level positions. The compensation for the Senior IT Specialist is recommended to be set 15% above IT Specialist 111. This additional difference between the III and Senior is established to recognize the highly experienced skills that are required at the Senior level, in addition to the expectation that incumbents hired at the Senior level will have additional industry certifications. In addition, the Senior has the potential to function as a lead and provide technical supervision over lower level staff. Comparable to the rationale for modifying the job title for the IT Applications Coordinator to Supervisor, it is recommended the IT Operations Coordinator be re -titled to IT Operations Supervisor to recognize the supervision and section management responsibilities assigned to the position. Additionally, it is recommended the compensation for the position be set 20% above the level of Senior IT Specialist. Compensation Adjustments of IT Positions March 11, 2008 Page 4 As discussed previously, market data is not available for all positions. For positions within the GIS series there was not sufficient survey information available to make an appropriate assessment of market trends. As such, a review of comparable positions within the City was conducted and it is recommended the GIS Analyst salary be set equal to the IT Applications Analyst classification, resulting in a 5% salary adjustment. To maintain continuity among job titles in the Information Technology Division, it Is recommended that the GIS Coordinator be no-tilled to GIS Supervisor and the salary set equal to IT Operations Supervisor. This alignment would keep the salaries of GIS Supervisor and IT Operations Supervisor equal, which is the current salary relationship. There are two positions in the Telecommunications section: Telecommunications Coordinator and Telecommunications Specialist. The Telecommunications Coordinator is responsible for performing the more complex and difficult duties assigned to the Telecommunications section, while the Telecommunications Specialist is responsible for the more routine work assigned to the section. As with GIS, there is insufficient market data on the Telecommunications positions to effectively analyze the City's compensation with respect to the labor market Again, we must rely on internal salary relationships for setting salary. The proposed recommendation is to establish the Telecommunications Coordinator position 5% below the IT Operations Supervisor. The fields of telecommunications and information technology are becoming increasingly interconnected and many activities and functions overlap. To provide greater flexibility in staffing, as well as provide opportunities for cross training between information technology and telecommunications, it is recommended the Telecommunications Specialist classification be eliminated and replaced with the proposed IT Specialist 1/11/111. The salary for Telecommunications Specialist is currently higher than the salary for IT Specialist. If approved, the proposed classification change would result in a salary savings and provide career development opportunities for new employees. The Telecommunications Specialist position is currently vacant . Library Services Department The Library Services Department has one dedicated IT position, currently titled Library Services Coordinator. It is proposed the title be changed to Library Information Systems Administrator to better reflect the level of authority assigned to the position. In addition, it is recommended the salary for Library Information Systems Administrator be set equal to Senior IT Applications Analyst Funding Availability: The anticipated cost to implement the proposed changes is $47,300 for the remainder of the fiscal year (Attachment C). The cost to implement the recommendations for FY0 8-09 is estimated to be $70,200. The Administrative Services Director and Library Compensation Adjustments of IT Positions March 11, 2008 Page 5 Services Director have indicated there are sufficient funds in their current budgets to fund the adjustments due to salary savings. Increases for subsequent years will be submitted through the budget review process. Prepared & Submitted by: Submitted by: rbara Ramsey 1 Horner Bludau Resources Human Director Cfty Manager Attachments: Attachment A - Proposed Compensation and Title Change Attachment B - IT Salary Surveys — Orange County Data Attachment C - Estimated Implementation Cost Attachment A PROPOSED TITLE AND COMPENSATION ADJUSTMENTS INFORMATION TECHNOLOGY CLASSIFICATIONS Administrative Services Department - Applications • Increase the salary range of the IT Applications Analyst by 5% based on a study of labor market data. • Set the salary for Senior IT Applications Analyst approximately 10% above IT Applications Analyst and increase the salary range for Senior IT Applications Analyst by 4%. • Change the title of the IT Applications Coordinator to IT Applications Supervisor. • Set the salary for IT Applications Supervisor approximately 25% above Senior IT Applications Analyst and provide a 2% salary increase to the IT Applications Supervisor. • Change the title of IT Technician to IT Fiscal Technician to recognize the fiscal duties associated with the position. Administrative Services Department - Qperations • Establish a flexibly staffed career series of IT Specialist I/ll!lil. Establish the entry-level classification of IT Specialist I as a benchmark for collecting market data; set top step salary for IT Specialist I at $5,400 per month. • Set the salary for IT Specialist 11 10% above the salary for IT Specialist I. • Set the current IT Specialist classification at the IT Specialist III level and set salary approximately 2t?% above the salary for IT Specialist 1, and provide a 3% increase. • Set the salary for Senior IT Specialist approximately 15% above IT Specialist III, and provide a 6% increase. • Change the title of the IT Operations Coordinator to IT Operations Supervisor and set salary approximately 20% above the Senior IT Specialist, and provide an 8% salary increase. Administrative Services Department — Geographic Information 9121ems (GIS) Change the title of the GIS Coordinator to GIS Supervisor in recognition of the more supervisory functions performed and set salary equal to IT Operations Supervisor, resulting in an 8% salary adjustment. Set the salary for GIS Analyst equal to IT Applications Analyst, resulting in a 5% salary adjustment. Establish an internal relationship between GIS Analyst and GIS Technician by setting the salary for GIS Technician approximately 25% below GIS Analyst, resulting in a 3% salary adjustment. Administrative Services Deoartment— Telecommunications Set the salary for Telecommunications Coordinator approximately 5% below IT Operations Supervisor, resulting in a 2.5% salary adjustment. Eliminate the Telecommunications Specialist classification and replace it with the proposed flexibly staffed IT Specialist I/llllll. Library Services Department Change the title from Library Information Systems Coordinator to Library Information Systems Administrator. Set the salary for Library Information Systems Administrator equal to the salary for Senior IT Applications Analyst, resulting in a 1.7% salary adjustment. 2 INFORMATION TECHNOLOGY SALARY SURVEYS - ORANGE COUNTY DATA Agency Agency Tide Salary H10 Costa Mesa Programmer Analyst II $7,90 Garden Grove IT Programmer $7,603 OC Sanitation District IT Analyst 11 $7,24 OC Water District Programmer Analyst $7,071 Irvine Ranch Water District Programmer Analyst $7, Huntington Beach Information Systems Analyst 11 $6, Santa Ana Programmer Analyst $6,670 Newport Beach ffApp1ka0msArw1W 56,669. OC Transportation Authority Associate Programmer Analyst $5,568 Survey mean $7,013 % DbYererrce CNB Alto% Agency. Agency Title Salary High Mesa Water District Information Systems Technician $51 Garden Grove Information Systems Technician $5,641 Cypress Computer Support Specialist $5,495 Yoft Line MIS Technician $5,381 County of Orange Information Systems Technician $5,380 Mission Viejo Information Technology Technician $5,134 Fountain Valley Information Systems Technician $5,020 Costa Mesa PC/Network Assistant $4,80 Survey Mean $5,395 Set Salary for Specialist 1 $5,315 Attachment C Estimated Implementation Cost - Information Technology Study Incumbent Cummt Class Tide Reeommended Gass We Incumbent Adjustment FY 08 Cost Estimate FY 09 Cost Estimate 1 IT Applications Analyst IT App Analyst 5.0% 3,174.51 4,710.86 2 IT AM*adons Ane" IT Applications Analyst 5.0% 3,534.01 5,011.51 3 elaconu� tlons comfMalor 2S% 2215.17 3,141.31 4 IT Sp oWd IT sped" III 3.0% 1,474.04 2,174.59 5 IT Application Coordnatot IT AMOcallons Supervisor 20% 2,007.69 2,846.97 6 Senior IT Speddst Senor IT SDI 6.0% 2,745.78 5,645.13 7 GIs Technidan GIS Teduuaan 3.0% 1,721.51 2,441.18 8 IT Operadons Coordinator IT Operations Supervisor 8.0% 7,088.53 10,05219 9 IT specialist IT Specialist 111 3.0% 2,004.67 2,842.81 10 GIS Coordinator GIS Supervisor 8.0% 7,088.53 10,052.19 11 GIS Analyst GIS Analyst 5.0% 3,281.% 4,854.46 12 GIS Analyst GIS Analyst 5.0% 3,534.01 5,014.51 13 IT Applications Analyst, Sr. IT Applications Analyst, Sr 4.0% 3,167.46 4,491.80 14 . IT Applications Analyst IT Applications Analyst 5.0% 3,5301 5,011.51 15 Library Information Systems Coordnatix Library Infamadan Systems Administrate 1.7% 1,37640 1,95f 88 47,947.91 70,239.67