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HomeMy WebLinkAbout05. Replace a vacant IT Supervisor position with a Project Manager/Analyst position Page 1 of 3 Item 5. CENTRAL SAN BOARD OF DIRECTORS POSITION PAPER MEETING DATE: JULY 15, 2021 SUBJECT: REPLACE A VACANT INFORMATION TECHNOLOGY(IT) SUPERVISOR POSITION (S-82, $5,558 - $6,717 BI-WEEKLY) WITH A PROJECT MANAGER / BUSINESS ANALYST POSITION (S-83, $5,691 - $6,882 BI-WEEKLY) SUBMITTED BY: INITIATING DEPARTMENT: JOHN HUI E, INFORMATION TECHNOLOGY ADMINISTRATION DEPARTMENT- IT MANAGER REVIEWED BY: PHILIP LEIBER, DIRECTOR OF FINANCE AND ADMINISTRATION Roger S. Bailey General Manager ISSUE The Board of Directors (Board) approval is needed when the addition and deletion of vacant positions results in a net increase in the District's budgeted labor costs. If calculated at the maximum step of the salary range and including the full benefit cost, the proposed add/cancel transaction will result in a net increase in labor costs that is not presently funded by the cumulative savings (if any) of other position changes through the present time. Accordingly, Board approval of the proposed change is required, as it lies outside of the General Manager's delegated authority related to personnel actions per Board Policy (BP) 037, Delegation ofAuthority to General Manager. BACKGROUND On March 1, 2021, a Project Manager/ Business Analyst position was vacated in the IT Division. Human Resources opened up a recruitment to fill the vacant position. An eligibility list was created, and the position was filled with an internal candidate. Staff is now requesting authorization to reclassify the newly vacant Information System Supervisor position to create a second Project Manager/ Business Analyst position. Over the past few years, the number of I T projects that Central San staff have been managing has increased significantly, not only in terms of the number of projects, but also in terms of project complexity. July 15, 2021 Regular Board Meeting Agenda Packet- Page 45 of 117 Page 2 of 3 Because of the constantly changing nature of technology, along with the desire of Central San to stay at the forefront of innovation, it is anticipated that Central San will continue to see an increase in the need for IT Project Management and Business Analyst skills for the foreseeable future. The ERP project has consumed a significant amount of staff time, and staff performing project management have been stretched thin. To date, an IT Supervisor has managed the ERP implementation while also continuing to juggle other competing implementation projects, and day-to-day responsibilities. While much of the ERP implementation is substantially complete, there will continue to be a need for full- time Project Management/Business Analyst support for at least the next two years while continuing to improve how the system is utilized, and address current gaps, including: • Certain aspects of the procurement component of the ERP are not yet fully functional, and the Purchasing Manager has requested additional IT support. • The Permitting and Community Development has not yet been deployed and is scheduled for implementation at calendar year end. • Human Resources also has a need for more dedicated service to continue resolving issues with the payroll process. Overtime, these issues have begun to stabilize. Beyond these current gaps, every time Central San upgrades systems or changes business practices, it will require staff to ensure that these are completed properly. Having the proper type of IT skills will be needed on an ongoing basis to ensure that changes are managed in a structured manner with proper controls in place. Other divisions have also requested additional Project Manager/Business Analyst support. The new Oracle Permitting system, for example, is highly complex. IT has been providing resources to assist with the implementation, but has not had the capacity to adequately provide the necessary project management at the level needed. I n addition, staff is preparing to replace the legacy billing system. Even minor calculation errors here could cause major disruptions. Since the billing system is the basis for Central San's primary revenue streams, it is critical that staff get this right. Having adequate project management as well as solid business analyst skills involved will be important not only during the initial implementation, but over time as well as staff continues supporting, upgrading and improving that system over the years. Staff is also preparing to enter into the Information Technology Master Planning sessions, pending approval of the project from the Board. Many new projects will be initiated as a result of this new plan. These projects will need resources to ensure that they are successful. While staff can contract for some resources on an as-needed basis, having adequate in-house project management skills and solid business analyst skills are going to be critical to the long-term ability to support these systems as they continue to evolve and be integrated together. Staff recommends these types of skills be obtained now as part of the District's permanent staff. The IT Supervisor class is a high-level position but is not intended to specialize in project management or business analyst type functions.A Project Manager/Business Analyst has the full range of duties required to manage complex projects from initiation through project completion. The Project Manager/ Business Analyst job description includes supervisory skills as well. This will enable these positions to be used to cover the duties that would have previously fallen under the duties of the cancelled IT Supervisor position. July 15, 2021 Regular Board Meeting Agenda Packet- Page 46 of 117 Page 3 of 3 ALTERNATIVES/CONSIDERATIONS The Board could consider the following alternatives: 1. Adopt the proposed recommendation to replace a vacant IT Supervisor position with a Project Manager/Business Analyst position, at a minor additional long-term cost of$5,080 at the top step (consisting of the difference in top step bi-weekly pay levels as shown, annualized by multiplying by 26 pay periods, inflated by 1.1841 to account for incremental normal pension costs and employer paid Medicare costs). 2. Do not replace a vacant IT Supervisor position with a Project Manager/Business Analyst position. If this action is not approved, the IT staff will not be effectively staffed to keep up with the increasing level of technology projects that are anticipated to continue increasing for the foreseeable future. 3. Hire a consultant to supplement existing IT staff and execute the necessary tasks that existing staff do not have the capacity to complete. This is not recommended as using consulting staff in this capacity does not build institutional knowledge that can be used to support our systems in the long- term. FINANCIAL IMPACTS Approval of the Project Manager/ Business Analyst position may increase the IT operating budget by $5,080 in future years at the maximum step of the salary range. Depending on the hire and potential reciprocity, benefits and overall total compensation may be a decrease in the first several years compared to the employee that vacated the Information Technology Supervisor position. COMMITTEE RECOMMENDATION The Administration Committee reviewed this matter at its meeting on July 6, 2021, and recommended approval. RECOMMENDED BOARD ACTION Approve replacing a vacant Information Technology(IT) Supervisor position (S-82, $5,558 - $6,717 bi- weekly)with a Project Manager/ Business Analyst position (S-83, $5,691 -$6,882 bi-weekly). Strategic Plan Tie-In GOAL ONE: Customer and Community Strategy 1—Deliver high-quality customer service GOAL FOUR: Workforce Development Strategy 1—Proactively plan for future operational staffing needs, Strategy 2—Foster relationships across all levels of Central San July 15, 2021 Regular Board Meeting Agenda Packet- Page 47 of 117