Run the Business Manage Financial and Information ... · Manage Financial and Information Resources Develop Organizational Capacity Presented by: Jef Faw Team Members: Jef Faw, Garry

Run the BusinessManage Financial and Information ResourcesDevelop Organizational Capacity

Presented by: Jef Faw

Team Members: Jef Faw, Garry Beaty, Shawn Miller, Cary Colaianni

Run the Business

This discussion focuses mainly on Citywide issues of the Administrative Support departments.

Operating departments that also have “Run the Business” focus issues have incorporated those within their presentations.

Strategic Update

2007 Goals & Achievements• Implementing IBT Purchasing Recommendations• Parking Ticket Scofflaw Towing Program &

Motorcycle On-Street Free Parking Program• Fleet Management Strategic Plan• City Timekeeping and Payroll Processes

Recommendations• Financial Training Program• Financial Support Customer Service Program

Strategic Update2007 Goals & Achievements• First municipality in Idaho to implement electronic

fingerprinting• First rewrite of Civil Service Rules since 1969• Implemented paperless application process• Work with WBT

• Created six peer benchmarked salary schedules• Coordinated fringe benefit package with salary schedules• Implemented market adjustments to current employees• Created new performance appraisal content tied to balanced

scorecard• Created merit based pay process and performance incentive

tools

Strategic Update2007 Goals & Achievements

• Began implementation of the IT Strategic Plan• Migrated all IT personnel throughout the City into the IT Department

and restructured IT service groups and reporting structure• Created IT Decision Making Model to support IT Governance• Created Customer Service Center and implemented comprehensive

service management software using best practices• Started consolidation of the City’s datacenters (virtual servers and

blade servers)• PeopleSoft Financials 8.8 upgrade completed• eRecruit implemented• Major GIS desktop software upgrade completed

Strategic Update

2007 Goals & Achievements• Implemented effective anti-spam solution• Installed new City Hall phone system• Provided consistent, secure remote access approach using

Citrix• Creating mapping application identifying after school youth

activities (CLEAR)• Providing enhanced support for department initiatives, such

as OnBase document management, new Parking Services application, Legal case management, interim CRM solution for the Mayor’s Office, and HR background checks (fingerprinting)

• Working with Library and Police on new facilities• Working with PDS on Blueprint Boise

Strategic Update

• Prosecutor Retention and Recruitment • Invited to recruitment fairs all over the US• Focused on building relationships with Gonzaga and

U of I• Significant competition for 3 interns and even added

2 externs (free help!)

FY 2008/2009 Key Initiatives1. Maintain, improve and/or enhance existing service levels.

2. Complete update to the City Code.

3. Grow the City’s grant portfolio.

4. Ensure the integration of information and management systems and technology.

5. Effectively and efficiently manage citywide fleet assets.

6. Attract, develop, support and reward employees.

7. Decrease risk factors and increase safety citywide.

1 - Maintain, improve and/or enhance existing service levels.

GOALS• Provide efficient, effective service and allow for

growth.


• Provide efficient, effective service and allow for growth.

During FY 2008/2009 we plan to accomplish the following percentage of our business plan to meet these goals:

• For Parking Services – 100%

• For City Clerk’s Office – 75%

• For Centralization of Financial Services – 5%


• The results by the end of FY 2009 will be:

• Parking Services – Observable vehicle “churn” and increased functional reliability of parking meters

• City Clerk’s Office – Improved customer service and avoidance of major system malfunction

• Centralization of Financial Services – Significant streamlining of purchasing processes and decrease in procurement cycle-time for City departments


Additional resources recommended are

• Parking Services -- 1.0 FTE meter technician/ enforcement officer

• City Clerk’s Office – Licensing system replacement and additional temp help targeted during peak workloads

• Centralization of Financial Services – 1.0 FTE Purchasing Specialist




• The following goals were not fully funded at this time but are candidates for funding later via the strategic plan implementation fund:

• Financial Services Strategic Plan

• The following items require further EMT discussion and direction from the Mayor and Council

• Would increased centralization of Financial Services be in the City’s long-term best interest

2 - Complete update to the City Code.

GOALS• Complete update to City Code.

2 - Complete update to the City Code.

• This goal is ongoing through each fiscal year and will continue to be a priority in future business plans for the City Attorney’s Office.

• The results will be recommendations to departments on areas in need by the end of FY 2009.

• Legal is not recommending any additional resources to meet this goal.

• The following items require policy direction:

• This is a massive endeavor and will require an extended process

• Each department will need to take a leadership role in review

• Other stakeholders outside the City may need to be involved

3 - Grow the City’s grant portfolio.

GOALS• Enhance the City’s grant portfolio.

3 - Grow the City’s grant portfolio.

• During FY 2008/2009 we plan to accomplish 20% of our business plan to meet these goals.

• The results will be a “smart” grant numbering system.

• Additional resource recommended is a Full-time Grants Administrator (1.0 FTE).

• This goal is not fully funded at this time but is a candidate for funding later via the strategic plan implementation fund.


• A more focused approach to grants application and management

4 - Ensure the integration of information and management systems and technology.

GOALS• Ensure integration and long-term support of the City’s

financial and human resource management systems.

• Effectively use current PeopleSoft resources.

• Continue aggressively with the implementation of the IT Strategic Plan.


• During FY 2008/2009 we plan to accomplish –20% of our business plan to meet these goals.

• The results of will be a significantly improved integration of HCM and FMS by the end of FY2009.

• Additional resources recommended are $200,000 in each year of the biennium budget.

• The following items require further analysis and discussion in FY 2008:

• Viability of PeopleSoft as the City’s long-term ERP application


GoalContinue aggressively with the implementation

of the IT Strategic Plan


• During FY 2008/2009 we plan to accomplish 20% of our business plan, based on the Mayor’s budget recommendation.

• The results will be basic improvements in PeopleSoft, consolidated datacenters in City Hall and Police, and a study and implementation of an eCommerce/CRM system by the end of FY2009.

• Data center consolidation - $311,000• eGov and CRM planning and implementation - $350,000• 1.0 FTE (P-Soft Business Process Developer) – $83,000


• Additional resources recommended to meet IT’s complete business plan and Strategic Plan:

• Implement World Class Help Desk

• Datacenter Consolidation (extend funding into FY2009)

• Develop GIS Strategic Plan

• Develop Operational Standards and Policies

• Implement Document Management System (OnBase) Enterprise Wide)

• IT has no items requiring policy direction.

5 - Effectively and efficiently manage citywide fleet assets.

GOALS• Implementation of Strategic Plan (based on) Fleet

Management Cost Analysis.


• During FY 2008/2009 we plan to accomplish 50% of our business plan to meet these goals.

• The results will be establishment of a formal fleet management program by the end of FY 2009.

• Additional resources will be recommended after a careful review of staff levels when centralization is complete.


• The following goals were not fully funded at this time but are candidates for funding later via the strategic plan implementation fund:

• A Fleet Management Information System (FMIS) will be necessary to consolidate information and data to improve management decision making. Estimated cost $125,000


• Council’s support of Mayor’s recommendation to implement the recommendations of the May 2007 Fleet Strategic Plan

6 - Attract, develop, support and reward employees.

GOALS• The goals of providing a competitive, performance

based compensation package for City employees and addressing cultural change and core job competencies were covered in the Wages and Benefits presentation

• Ensure a strong workforce capable of delivering high performance City services.

• Provide the highest quality human resource services in a consistent manner.

• Continually develop employees through high-quality, consistent training.


STRONG WORKFORCE

• During FY 2008/2009 we plan to implement this process, which will be on-going each fiscal year.

• Remedied through focused recruiting, training, re-training, leadership development and change management, reclassifications, reorganizations, changes in salary schedules, diversity initiatives, and/or succession planning in order to meet the City’s workforce needs.


STRONG WORKFORCE• Additional resources recommended are:

• Electronic diagnostic tools and software to facilitate the workforce planning effort

• Recovery of a lost FTE for business analysis.

• The above additional resources were not funded at this time but are candidates for funding later via the strategic plan implementation fund.

• No policy direction is needed at this time, but upon conclusion of the gap analysis direction will be needed regarding a diversity and affirmative action philosophy.


PROVIDE HUMAN RESOURCES SERVICES

• During FY 2008/2009 we plan to complete 100% of our business plan to meet this goal.

• During the two year budget period we plan to refine and document the City’s hiring processes, consolidate on-boarding process in Human Resources, and migrate from broad class specifications to specific job descriptions for all 1,500+ employees by the end of FY 2009.


PROVIDE HUMAN RESOURCES SERVICES

• Additional resources recommended (beyond the $100,000 recommended for various consultancies to evaluate several HR strategies) are: • $71,000 over the two year budget for an outside contractor to assist in the

migration from class specifications to job descriptions• The addition of a department specialist to assist in the increased workload

associated with consolidating the hiring and on-boarding processes.

• The above resources were not funded at this time but are candidates for funding later via the strategic plan implementation fund.

• No policy direction is needed at this time.


TRAINING• During FY 2008/2009 we plan to complete approximately

50% of our business plan to meet this goal.

• The results will be an overhaul of the general new hire orientation process, create a targeted orientation process for current employees, create a supervisor’s toolkit complete with references, tools, forms, and flow charts, and provide training to educate supervisors and employees on the integration of strategic planning, business plans, and the competency-based performance appraisal process by the end of FY 2009.


TRAINING• Additional resources recommended are:

• An electronic learning management system

• An increase of $50,000 over the two year budget for course development needs

• $32,000 over the two year budget for e-learning courses

• $75,000 for consultant services to perform a training needs assessment

• Addition of a training coordinator.

The above resources were not funded at this time but are candidates for funding later via the strategic plan implementation fund.

• No policy direction is needed at this time.

7 - Decrease risk factors and increase safety citywide.

GOALS• Improve safety and risk management to provide coverage

citywide.

7 - Decrease risk factors and increase safety citywide.

• During FY 2008/2009 we plan to accomplish –50 % of our business plan to meet these goals.

• The results will be a reduction in liability and improvement in managing performance measures.

• Additional resources recommended are Risk Management ERP and 1.0 FTE Technology Officer

• The following goals were not fully funded at this time but are candidates for funding later via the strategic plan implementation fund. 2.0 FTE Safety Officers

Conclusion• The principal “Run the Business” Team leaders and their

staffs are gratified at the financial support the Mayor has shown for their key business plan initiatives.

• While much has been and will continue to be achieved with the application of provided resources, we look forward to opportunities in the upcoming biennium for additional funding for unmet, high impact needs of the Administrative Support departments.

• “I’ll be baack” - Garry Beaty, Chief Information Officer

Documents

Run the Business Manage Financial and Information ... · Manage Financial and Information Resources Develop Organizational Capacity Presented by: Jef Faw Team Members: Jef Faw, Garry