STATE OF CALIFORNIA Budget C h a n g e Proposa l - Cover Sheet DF-46 (REV 08/16)

Fiscal Year 2017-18

Business Unit 3340

Department California Conservation Corps

Priority No. 003

Budget Request Name 3340-302-BCP-2017-A1

Program 2360-TRAINING & WORK PROG

Subprogram 2360010-BASE & FIRE CTRS

Budget Request Description Information Technology Replacement Plan

Budget Request Summary The California Conservation Corps (CCC) is requesting expenditure authority of $625,000 in each year for FY 2017-18, 2018-19, and 2019-20 to fund existing positions and computer/laptop purchases to replace the current outdated equipment. The personnel resources will be responsible for the computer and laptop replacement plan for the entire department. Funding of this proposal is 100 percent Collins-Dugan California Conservation Corps Reimbursement Account.

The cost of the replacement and purchase of equipment exceeds the Department's delegated cost threshold thus requiring this Budget Change Proposal.

Requires Legislation

• Yes No

Code Section(s) to be Added/Amended/Repealed

Does this BCP contain information technology (IT) components? Yes • No

If yes, departmental Chief Information Officer must sign.

Department CIO Date

For IT requests, specify the project number, the most recent project approval document (FSR, SPR, S1BA, S2AA, S3SD, S4PRA), and the approval date.

• FSR D S P R Project No. Date:

If proposal affects another department, does other department concur with proposal? • Yes • No Attach comments of affected department, signed and dated by the department director or designee.

Prepared By Date Reviewed By Date

Department Director Date Agency Secretary Date

Department of Finance Use Only

Additional Review: • Capital Outlay • ITCU • FSCU • OSAE • CALSTARS • Dept. of Technology

BCP Type: • Policy • Workload Budget per Government Code 13308.05

PPBA Date submitted to the Legislature

Analysis of Problem

A. Budget Request Summary

The California Conservation Corps (CCC) is requesting expenditure authority of $625,000 in each year for FY 2017-18, 2018-19, and 2019-20 to fund existing positions and computer/laptop purchases to replace the current outdated equipment. The personnel resources will be responsible for the computer and laptop replacement plan for the entire department. Funding of this proposal is 100 percent Collins-Dugan California Conservation Corps Reimbursement Account.

The cost of the replacement and purchase of equipment exceeds the Department's delegated cost threshold thus requiring this Budget Change Proposal.

B. Background/History

The CCC relies heavily on modern technology to administer corpsmember pay and corpsmember educational programs, as well as track aggregate project hours, project costs, accomplishments, performance measures, reimbursement revenue (billings), and emergency response efforts. Within the corpsmember educational and training program, corpsmembers learn skills which can secure advantages in the job market and broaden employment strategies and opportunities. Learning labs are established in the residential centers located in Northern, Central and Southern California. These labs are a necessary support element of the CCC's required educational and training components.

The CCC uses both desktop computers and laptops to meet critical program and business needs and to deliver the work and educational objectives of the program. The current hardware used in CCC is a combination of aging and moderately upgraded equipment that has exceeded its maximum useful life. The last major equipment purchase was in 2005-06 to purchase 538 computers, 126 laptops, and 522 monitors. Moreover, CCC's budget was reduced by 62.3 percent (or $36.3 million) in the early 2000s, and eliminated the department's ability to make necessary purchases to replace and refresh computers and laptops. Consequently, CCC has been relying on usable parts such as hard drives from non-working equipment to extend the life of other obsolete computers used in the centers and headquarters. The majority of laptops cannot be used as mobile devices because they require a power adaptor to operate. The batteries are obsolete, which makes the laptops unusable in the field. Having updated, functional equipment is essential to run the administrative and field operations.

C. State Level Considerations

Workforce Development Program. The CCC is a direct service delivery program that provides job, education, and life skills training to young adults. CCC requires updated personal computers to manage the administrative and logistical tasks of managing this diverse workforce where corpsmembers cycle through the program on an annual basis. These tasks include tracking workforce labor hours, payroll, leave and bonuses. Tracking of these functions is handled by CCC's recently-implemented C^ system, a web-based Software as a Service modified Commercial off the Shelf system. The complex functionality of the C^ system requires current computers and laptops with sufficient speed and processing power to provide acceptable user performance.

Part of State's Emergency Response Network. The CCC can deploy staff and corpsmembers to declared emergencies, who have a variety of specialized skills, to provide a variety of services throughout the State, respond quickly, and have an immediate Impact throughout any part of the State. Modern laptops are required to provide mobile support of CCC operations in remote locations, outside of office facilities.

Cost Effective Services to State Departments. The CCC provides a cost-effective option for State departments to contract for services Examples of these services include fire fuel load reduction and mitigation, levee repair, park maintenance, coastal fisheries protection, trail building, oil spill clean-up, energy conservation, and wildlife habitat restoration.

Analysis of Problem

Contract management and invoicing functions for these vital services are performed using the C^ system. As noted earlier, C^ usability is enabled by modern desktop and laptop computer equipment with required speed and performance.

D. Justification

Obsolete Equipment inventory in Headquarters and Regional Centers

A recent review indicates there are approximately 700 computers in use in the department today. These computers are at least nine years old and no longer under warranty. Common industry practice recommends replacing computers every three to four years. The common desktop configuration for most CCC staff is a dual monitor with a desktop or laptop. The monitors are flat panel screens with moderate or low resolution. These obsolete computers are also unable to support many of the new operating systems and applications (e.g. Microsoft Windows 10 and Office 365, Fi$cal System) that the State Chief Information Officer (CIO) is requiring agencies to implement beginning in Fiscal Year2017-18. This places the CCC in a position of utilizing obsolete and unsupported computers to comply with the state CIO mandates.

Demand for Newer Technology to Meet Department Needs

As CCC automates business processes, computer sharing becomes less sustainable and more detrimental to operational efficiency. CCC is expanding the use of enterprise systems and recently released the Enterprise Resource Management System (C^). This hybrid solution consists of a combination of Software as a Service (SaaS) hosted in the cloud and an on premise system hosted at the Resource Agency Data Center (RADC) through the use of mobile and web based technologies. In addition, the CCC is actively engaged with community colleges to promote online academics for corpsmembers who have attained their high school diploma. With the growth of the CCC's corpsmember population and more program offerings and online coursework opportunities, there has been an increased demand for computers in the CCC's learning labs.

Ratio of Equipment Shared Among Corpsmembers and CCC Staff

Each center is equipped with a learning lab containing 8 to 10 computers shared among corpsmembers which puts added pressure on computing resources and often causes delays in the delivery of classes and training. Currently, the ratio of corpsmembers to equipment 7.5:1, which means that one computer is shared among seven corpsmembers in the training lab. The ratio of equipment for Conservationist I (CI) is 2:1, out of 56 CI's statewide. Two CI's must share a computer on a daily basis to enter data Into the Enterprise Resource Management System (C^). The CI is a civil service classification responsible for supervising a crew of corpsmembers from each regional center.

Based on the current inventory of active computers and laptops, this budget will cover the replacement of approximately 748 desktops, 92 laptops and 1,099 monitors for all CCC staff and learning labs.

The CCC requests funding for existing positions for the Information Systems Branch (ISB) to implement and support this replacement plan, which is expected to replace the aging IT equipment by 2019-20. The CCC has sufficient position authority for this request; however, providing three-year funding will allow the CCC to fill vacant positions and prevent the redirection of existing staff. The personnel resources will be housed at headquarters. There will be no Impact to facility needs.

E. Outcomes and Accountability

The following mechanisms will be in place to ensure this proposal will be implemented as proposed:

• Fully develop an implementation plan to support equipment replacement and new licensing requirements for the next three years.

Analysis of Problem

F. Analysis of All Feasible Alternatives

Alternative A - Approve this proposal, as specified.

Pros: • Eliminate the need to redirect other IT resources already needed for procurement and deployment

activities. • Reduces the department's risk of hardware failure by replacing all the equipment by FY 2019-20. • Provides the necessary hardware and software needed to support CCC's Enterprise Resource

Management System (C^) and Microsoft Office 365. • Improves the operational efficiency within the organization by reducing the sharing of computers by

Conservationist I and corpsmembers. • With the purchase of additional computers, corpsmembers can enhance their skills through Computer

Based Training (CBT) courses. • Standardizes equipment configuration throughout CCC. • Provides compliance with State Administrative Manual (SAM) Section 5315 to secure configuration

standards for all hardware, software and network devices. • CCC can create a foundation for planned IT procurement activities and begin the widely practiced

approach to IT Service Management (ITSM).

Cons: • None.

Alternative B. Redirect resources internally to address the staffing needs of this proposal, and continue to purchase equipment, as needed.

Pros:

• None, as this alternative would redirect resources from critical program areas.

Cons: • Not enough computers in current inventory to allow concurrent access for corpsmembers and

Conservationist I staff. • Increased risk of hardware failure due to age of existing computers, laptops and monitors. • Unable to comply with SAM 5305.5 - 5315 to establish and maintain an inventory of all Its Information

assets and to secure configuration standards for hardware, software and network devices. • Obsolete equipment not compatible with current and emerging operating systems and applications. • Obsolete and dissimilar computer platforms complicate training, support and integration.

G. Implementation Plan

With the approval of this request, the CCC will implement the deployment of hardware and software licenses using a phased approach by replacing one-third of the equipment each year in the next three years. The following Is an overview of the project phases:

Project Phase Project Deliverables Procurement • Leverage existing State Mandatory contracts

• Procure equipment, and software licensing Planning/Analysis • Project Schedule

• Work Breakdown Structure • Deployment Schedule:

FY 2017-18, 2018-19, & 2019-20

Analysis of Problem

Design, Development and Implementation

• Configuration Management Plan • Test Plan • Training Plan

Deployment • Phased Rollout to CCC Sites by Region • Testing & Training • Implement into production • Surplus obsolete equipment

Post Implementation • Lessons learned

The major activities include: • Fill existing positions effective July 1, 2017, thru June 30, 2020 to maintain the asset management

system, provide technical support and resources for the CCC's staff and corpsmembers, and to assist in the asset tagging and deployment of equipment.

• Procure the newly deployed equipment each year. • Tag new equipment and enter into inventory. • Create new images that incorporate all CCC applications, settings and customizations. • Stage computers for imaging and ship to CCC locations. • Test equipment and coordinate end user training in the labs to minimize impact to corpsmember

work schedules. • Surplus obsolete equipment.

H. Supplemental Information • Device Breakout & Allocation • Cost Breakdown, by Fiscal Year • ISB Resources • Current and Proposed Organizational Charts

I. Recommendation

Alternative A. - This alternative will ensure the department has adequate technology to meet its business needs both at the field centers and headquarters.

Device Breakout & Allocation UserOassification

Quantity Cost Headquarters & Centers: Quantity Cost

Staff Desktops 351 $ 280,800

Staff Laptops 56 $ 84,000

Staff Monitors (Dual) 702 S 210,600 Total HQ & Center Costs $ 575,400

Learning Labs: Laptops for Training 36 S 54,000 Corpsmember Desktops 397 S 317,600 Corpsmember Monitors 397 $ 119,100

$ 490,700

Total Costs $ 1,066,100 $ 1,066,100

Equipment Totals: Quantity Cost Per Item Desktops 748 $ 800

Laptops 92 $ 1,500

Monitors 1099 $ 300

Total Equipment Needed by Classification Three-Year Replacement Plan

User Classification Current Count

100% Replaced

by FY 2019-20

Headquarters Staff 351 351 Corpsmembers (Labs) 397 397

Total Desktops 748 748

Conservationist 1 (Ctrs) 56 56

Learning Labs: 36 36 Total Laptops 92 92

Headquarters Staff 702 702 Corpsmembers (Labs) 397 397

Total Monitors 1099 1099

Approximate Count Based on Site Visit in FY 2015-16

Allocation Equip. Type # Subtracters Total PCs Needed Site (a)

Monitors (b)

Desktops (c)

Laptops Total PCs

(b+c) Active AD Accounts (CCC-FY 2016-17) Desktop 463 112 351 Region 1 244 181 46 227 Conservationist 1 (Ctrs) Laptop 112 2:1 ratio 56 Region II 232 159 44 203 Corpsmembers (Labs) Desktop 1500 3.775:1 ratio* 397 Headquarters 314 139 57 196

Subtotal 804 Totals 790 479 147 626 Labs - Loaner equipment used for training Laptops

Buffer 10% AD Accounts 36

Total Desktops & Laptops 840

Note: Approximately 200 PCs used in 25 learning labs throughout the state (~8-10 per lab). 'Proposal to reduce ratio of 7.5:1 PCs in labs to 3.775:1 PCs per corpsmembers in FY 2017-18 An increase of ~7-8 additional PCs for each of the 25 learning labs statewide.

Total Cost Breakdown Per FY - Alternative A

IT Replacement n 17-18 18-19 19-20 Headquarters & Regional Centers

Staff Desktops 351 $ 93,600 S 93,600 $ 93,600 Staff Laptops 56 $ 28,500 $ 28,500 $ 27,000 Staff Monitors 702 $ 70,200 $ 70,200 $ 70,200

Total HQ & Regional Centers Cost $ 192,300 $ 192,300 $ 190,800

Learning Labs Laptops for Training Sessions 36 $ 18,000 $ 18,000 $ 18,000 Corpsmember Classroom Desktops 397 $ 106,400 $ 105,600 $ 105,600 Corpsmember Classroom Monitors 397 $ 39,900 $ 39,600 $ 39,600

Total Learning Labs Cost $ 164,300 $ 163,200 $ 163,200 Total IT Replacement OE&E $ 356,600 $ 355,500 $ 354,000

Limited-Term Costs U 17-18 18-19 19-20

Personnel Services: AI5A - Temporarv Help $ 191,832 $ 142,868 $ 86,089

Total Personnel Services $ 191,832 $ 142,868 $ 86,089

O E S i E : In-State Travel $ 18,268 $ 10,032 $ 10,011

Licensing: Software Licensing (Increased #) 175 $ 14,600 S 29,200 $ 43,800 Network Connectivity S 19,700 $ 39,400 $ 59,100 Office 365 Infrastructure 6 $ 5,300 $ 10,600 $ 15,900 Office 365 Mailbox 550 S 18,700 $ 37,400 $ 56,100

Total Licensing Cost $ 58,300 $ 116,600 $ 174,900 Total Limited-Term Personnel Services/ OE&E $ 268,400 $ 269,500 $ 271,000

Total lT Replacement OE&E S 356,600 $ 355,500 $ 354,000 Total Limited-Term Personnel Serv ices/OE&E S 268,400 S 269,500 $ 271,000

T O T A L $ 625,000 $ 625,000 $ 625,000

Information Systems Branch Resources Role and Responsibility PY Unit Classification

CIO and IT Manager 1 Data Processing Manager III

Infrastructure & Operations Manager (INFRA) 1 Infra 5ystems 5oftware 5pecialist It, 5upervisor

Business & Customer Relations Manager (BUS) 1 Bus 5ystems 5oftware 5pecialist II, 5upervisor

Data & Wrireless security, Network, print services 1 Infra Systems Software Specialist II, Specialist Database administrator, backups, upgrades 1 Infra Systems Software Specialist II, Specialist

SaaS Architect, technical lead, mobile programmer 1 Infra Senior Programmer Analyst

Telecomm, network, purchasing, VDI 1 Bus Staff Information Systems Analyst

Mobile developer, n-tier application support 1 Infra Staff Programmer Analyst

SaaS administrator, business analyst, help desk support 1 Infra Associate Information Systems Analyst

Imaging, patch management, network monitoring 1 Bus Associate Information Systems Analyst

Help desk, cellphone procurement, Telecom 1 Bus Associate Information Systems Analyst

Help desk, CADCARS & Fiscal system support 1 Bus Associate Information Systems Analyst

Help desk. Administrative support, problem resolution 0.5 Bus Information Systems Technician

Total PVs 12.5

H e a d q u a r t e r s Information Services

240 Admin Services

CEA Dawne Bortolazzo

240 Information

Services

Data Proc Mngr III 533-240-1393-001

David Chase

I Infrastructure &

Operations

Sys Soft Spec II (Sup) 533-240-1558-001

Joseph White

I Bus. & Customer

Relations Unit

Sys Soft Specll (Sup) 533-240-1558-002

Noriel Payongayong

Syst Software Spec II 533-240-1373-002

Wenhze Qiao 533-240-1373-003

Scott Le Sr Program Analyst 533-240-1583-001 Daphne Zeichner

Assoc Prog Analyst 533-240-1579-001

Shin Kang Assoc Info Sys Aniyst

533-240-1470-001 Bruce Fong

Staff Info Sys Analyst 533-240-1312-005

Beau Straub Assoc Info Sys Aniyst

533-240-1470-002 Elizabeth Ofoe

533-240-1470-004 Luis Guzman Romero

533-240-1470-006 Javier Pennant

Info Systems Tech 533-240-1360-301

Christina Linton (.5)

Verified by Position Control: February 3, 2017

Prop 39 Position

Total Filled: 1Z5 Total Vacancies: 0 Total Positions: 12.5

H e a d q u a r t e r s Information Services

240

March 2017 Admin Services

CEA Dawne Bortolazzo

240 Information

Services

Data Proc Mngr III 533-240-1393-001

David Chase

I Infrastructure &

Operations

Sys Soft Spec II (Sup) 533-240-1558-001

Joseph White

I Bus. & Customer

Relations Unit

Sys Soft Spec II (Sup) 533-240-1558-002

Noriel Payongayong

Syst Software Spec II 533-240-1373-002

Wenhze Diao 533-240-1373-003

Scott Le Sr Program Analyst 533-240-1583-001 Daphne Zeichner

Assoc Prog Analyst 533-240-1579-001

Shin Kang Assoc Info Sys Aniyst

533-240-1470-001 Bruce Fong

533-240-1470-XXX Vacant (3 Year LT) 533-240-1470-XXX

Vacant (1.5 Year LT)

Staff Info Sys Analyst 533-240-1312-005

Beau Straub Assoc Info Sys Aniyst

533-240-1470-002 Elizabeth Ofoe

533-240-1470-004 Luis Guzman Romero

533-240-1470-006 Javier Pennant

Info Systems Tech 533-240-1360-301

Christina Linton (.5)

Prop 39 Posrtion

Proposed Total Filled: 12.5 Total Vacancies: 2 Total Positions: 14.5

BCP Fiscal Detail Sheet BCP Title: Information Technology Replacement Plan BR Name: 3340-302-BCP-2017-A1

Budget Request Summary FY17 CY BY BY+1 BY+2 BY+3 BY+4

Salaries and Wages Earnings - Temporary Help 0 141 141 141 0 0

Total Salaries and Wages $0 $141 $141 $141 $0 $0

Total Staff Benefits 0 60 60 60 0 0 Total Personal Services $0 $201 $201 $201 $0 $0

Operating Expenses and Equipment 5320 - Travel: In-State 0 15 15 15 0 0 5346 - Information Technology 0 409 409 409 0 0

Total Operating Expenses and Equipment $0 $424 $424 $424 $0 $0 Total Budget Request $0 $625 $625 $625 $0 $0

Fund Summary Fund Source - State Operations

0318 Collins-Dugan Calif Conservation Corps Reimbursement Acct 0 625 625 625 0 0

Total State Operations Expenditures $0 $625 $625 $625 $0 $0 Total All Funds $0 $625 $625 $625 $0 $0

Program Summary Program Funding oQRnn-in Training and Work Program-Base and 2360010 - pire Centers 0 625 625 625 0 0

9900100 - Administration 0 625 625 625 0 0 9900200 - Administration - Distributed 0 -625 -625 -625 0 0 Total All Programs $0 $625 $625 $625 $0 $0

BCP Title: Information Technology Replacement Plan BR Name: 3340-302-BCP-2017-A1

Personal Services Details

Salaries and Wages CY BY BY+1 BY+2 BY+3 BY+4

Total Salaries and Wages $0 $141 $141 $0 $0 $0

Staff Benefits 5150150 - Dental insurance 0 60 60 60 0 0 Total Staff Benefits $0̂ ^ $60 $60 $60 $0 $0

Total Personal Services $0 $201 $201 $60 $0 $0