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Home My WebLink About05. Approve removal of vacant Engineering Assistant III position and addition of GIS Analyst positionDCENTRALSAN BOARD OF DIRECTORS POSITION PAPER Page 1 of 5 Item 5. MEETING DATE: JULY20, 2023 SUBJECT: APPROVE REMOVAL OF VACANT ENGINEERING ASSISTANT III POSITION (G-69,$4,418.26 -$5,342.16 BI-WEEKLY)AND ADDITION OF GIS ANALYST POSITION (S-72,$4,766.73 - $5,770.59 BI -WEEKLY) SUBMITTED BY: INITIATING DEPARTMENT: KHAE BOHAN, ASSET MANAGEMENT OPERATIONS -PLANT OPERATIONS PROGRAM ADMINISTRATOR REVIEWED BY: NITIN GOEL, OPERATIONS OPTIMIZATION MANAGER TEJI O'MALLEY HUMAN RESOURCES AND ORGANIZATIONAL DEVELOPMENT MANAGER GREG NORBY, DEPUTY GENERAL MANAGER, OPERATIONS Roger S. Bailey General Manager ISSUE Board of Directors (Board) approval is needed when the addition and deletion of vacant positions results in an increase in Central San's budgeted labor costs. If calculated at the maximum step of the salary range and including the full benefit cost, this action may result in an increase in the labor costs, thus, falling outside the purview of the General Manager's delegated authority related to personnel actions. BACKGROUND Due to a recent reorganization, the Asset Management group evaluated its current staffing and is requesting that an existing vacant Engineering Assistant I I I position be canceled, and a Geographic I nformation Systems (GI S) Analyst position be added. Central San anticipates the need for a GI S Analyst position for the foreseeable future and no longer needs the vacant Engineering Assistant I I I due to current staffing needs. July 20, 2023 Regular Board Meeting Agenda Packet - Page 30 of 112 Page 2 of 5 The Operations Optimization Division has broad responsibilities for Central San -wide optimization efforts, such as improvements to business processes and development of programs, projects, and training activities that improve operating performance and efficiencies of Central San's treatment plant, collection system, pumping stations, and water reuse distribution system. As Central San focuses on optimization efforts, the Asset Management team will be heavily involved and will require dedicated effort. The additional G IS Analyst will greatly help in these optimization efforts to integrate upcoming desired optimizations more quickly and continue to provide the high level of service Central San employees have come to expect from the team. The Asset Management group provides administration of the Geographic Information Systems (GIS) and Computerized Maintenance Management Systems (CMMS). The group administers Cityworks (CMMS), GeoPortal, Dig -Smart (USA North Locating), Spare Parts Management Tool, closed-circuit television inspection software I Tpipes, dashboards for Plant Maintenance and Collection System Operations and provides integrations and support related to asset management. The group has extensive knowledge of 40 plus servers and 18 Structural Query Language relational databases and specialized file geodatabases. Due to its technical nature, GIS is a highly specialized field. I n order to excel, a qualified employee requires a deep understanding of relational and spatial databases, data models, data platforms such as an enterprise G IS or CMMS, and be able to evaluate and analyze data. Currently, the group has two full-time GIS Analysts and an Engineering Assistant I11. The current GIS Analysts roles within the group require knowledge of using specialized software such as Esri's ArcGIS Map, Pro, Portal, Dashboard, and enterprise infrastructure and ArcG 1 S Online to provide data updates for developer jobs, parcel fabric, sewer and recycled water features, and Treatment Plant/Fleet. The GI S Analysts provide relational database design and maintenance, computer programming, and GIS and CMMS system administration. Over the years, the number of projects and complexity that the Central San Asset Management group have supported has increased significantly. 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 a G1 S Analyst for the foreseeable future. Additionally, the group has been working on data integration and support for enterprise systems and processes, such as the Oracle Public Sector Community Development permit module, handling the increase of capital projects for asset handover, and supporting the IT Master Plan and Smart Initiatives. Tc ensure the safety of the public and to maximize the remaining useful life of Central San's assets, the group has led a sewer structure inventory project to inspect and document the condition of maintenance access covers and cleanouts. In conjunction with Plant Maintenance and IT, the group is initiating an Asset Health Monitoring tool based on asset condition inspections and Asset Condition Monitoring program analysis. Staff developed a dashboard in collaboration with the Treatment Plant Mechanical Maintenance shop to develop trending information from bearing temperature and sound inspections for furnace blowers. We have piloted an asset barcode project by initially installing metal barcodes on 100 assets. The Asset Management group provides critical roles in asset management; one of which is the transition of asset handover from Capital Project Planning to Capital Projects to Operations and Maintenance. We have worked with the Reliability Engineering team to ensure proper preventative, predictive, and condition - based maintenance are in our CMMS to maximize the life of assets. The additional G I S Analyst will add more technical skills, better resource allocation for multiple projects, seamless knowledge transfer among G IS analysts, and stability to the group. The vacant Engineering Assistant I I I position is no longer needed. July 20, 2023 Regular Board Meeting Agenda Packet - Page 31 of 112 Page 3 of 5 ALTERNATIVES/CONSIDERATIONS Do not approve the add/cancel of these positions as proposed. This will result in recruiting staff who may not possess GIS background and education to carry out the functions of the Asset Management group. Not approving this action would lead to less G I S knowledge and technical specialized experience for G I S and Asset Management support. FINANCIAL IMPACTS Approval of the third GIS Analyst position in the Asset Management group may lead to an increase in the Operation Optimizations operating budget of $15,661.62 annually at the top step, including benefits. COMMITTEE RECOMMENDATION The Administration Committee reviewed this matter at its July 11, 2023 meeting and recommended approval. RECOMMENDED BOARD ACTION Approve canceling a vacant Engineering Assistant I I I position (G-69, $4,418.26 - $5,342.16 Bi -weekly) and adding a GIS Analyst position (S-72, $4,766.73 - $5,770.59 Bi -weekly). Strategic Plan Tie -In GOAL THREE: Workforce Diversity and Development Strategy 1 - Recruit from a diverse pool of qualified applicants GOAL SIX: Infrastructure Reliability Strategy 1 - Manage assets optimally GOAL SEVEN: Innovation and Agility Strategy 2 - Implement organization -wide optimization ATTACHMENTS: 1. Division Organizational Chart 2. Asset Management Applications and Tools July 20, 2023 Regular Board Meeting Agenda Packet - Page 32 of 112 CENTRAL CONTRA COSTA SANITARY DISTRICT Operations Department - Operations Optimization Division Deputy General Manager U14 G. Norby Operations Optimization Mgr. 1 M24 1 N. Goel Senior Engineer 1 S83 1 Associate Engineer N. Morales 1 579 1 M. Cunningham Utility Systems Engineer 3 S79 2 G.Arevalo radda cant Engineering P- Unne Vacant position and nalyst position May 31, 2023 10 Bud eted Au ho i e Positions left} 9 FTM?. egular card Meeting Agenda Packet -Page 33 of 112 Asset Management P Administrator 1 576 1 K. Bohan Administrative Services Supervisor S62 S. Jocovic Administrative Assistant G57 H. Fryman ASSET MANAGEMENT APPLICATIONS 1nfb%kwWK lnMastef? Hydraulic Capacity Risk Model Model Prioritized Capital Plan Zo ,ArcGIS ri Enterprise Geodata bases and Map Services Enterprise ResourcePlanning ••••••••••• VertiGIS Studio - Permitting S LSeRw Web Mapping Applications - Accounting - Purchasing/ Warehouse ' - land Use I Spare Parts Management Document Tool Management July 20, 2023 Regular Board Meeting Agenda Packet - Page 34 of 112 ityw rl Asset Maintenance Management ki CCN Inspection/ *i • 4 DIG -SMART USA North B11 Locating DG Plant Control System (SCADA) Data Automation Adobe CaldFusian dynamic ReparU,Spare ParU Management ToaI Key Data flow — Web hyperlinks ..,,- Map Services