independent agencies organization department … technology €services description: business...

Independent AgenciesOrganization Department Summary

A variety of agencies, councils, and other organizational entities responsible for administeringpublic policy functions independently of the Constitutional Officers and County Administrator.These entities are subject to Board of County Commissioner appropriation, but operate underthe purview of a legislative/policy making body other than the Board of CountyCommissioners. The employees of the Independent Agencies are considered Countyemployees.

Department NameFY16

ActualFY17

BudgetFY18

RequestBusiness Technology Services 30,374,544 44,336,130 50,642,070

Human Resources 3,552,708 4,092,310 4,404,500

Office of Human Rights 995,500 1,113,080 1,168,280

Total 34,922,751 49,541,520 56,214,850

Pinellas County, Florida G-1 FY18 Adopted Budget

Business Technology Services

Description:

Business Technology Services (BTS) is the central Information Technology (IT) service provider to Pinellas County Government. BTS provides a full suite of technology services to all Board of County Commissioner (BCC) departments as well as continuing services to the Constitutional Officer agencies and the Courts to enhance business service capabilities and enable business strategies of Pinellas County Government. The BTS Department is governed by the BTS Board. This Board consists of representation from the BCC, each Constitutional Officer and the Judiciary. The adoption of IT best practices by the BTS Board enables clear vision and strategy, timely and cost effective project and service delivery, and optimal adoption of technology by our customers. In an effort to provide a more responsive and transparent government, Pinellas County has invested in BTS to provide shared enterprise scale technologies that support core business functions of a government such as financial and back office systems, citizen facing services such as the "Doing Things for You" app, Geographical Information Systems, Spending in the Sunshine, and a consolidatedJustice system, to name a few.

Analysis:



The Business Technology Services (BTS) Budget reflects three categories of programs: Enterprise Services, provided to all customers; Custom Services, which benefit specific customers; and Non-Recurring Projects. Enterprise and Custom Services: The FY18 recurring appropriation for Enterprise and Custom IT services of $38.8M reflects an increase of $1.7M or 4.7% versus the FY17 Revised Budget. Personal Services supports 165.0 FTE positions which is an increase of 3.0 FTE from the FY17 Adopted Budget. In FY18, 4.0 FTE have been added due to a partnership between Pinellas County TaxCollector (PCTC) Technology Services Department and BTS. PCTC employees who worked in the support area of Technology Services have joined the County's BTS team to provide continued IT services specific to the Tax Collector's operation while providing growth and training, and opportunities for these positions. Additionally, 1.0 FTE was transferred to the Utilities Department in support of a business function of Geographic Information Systems. Operating Expenditures reflect an increase of $384,920 or 2.7% to cover costs associated with annual increases for contracted maintenance and support agreements for various hardware and software platforms, on-premise and cloud-based platforms and increases for contractual positions. Capital Outlay increased $413,260 or 9.1% in accordance with BTS's 10-year Capital Improvement Plan as well as additional network activities to support the Airport. Reserves are budgeted at $174,830 or 0.4% of the total BTS Fund budget. Non-Recurring Projects: The BCC Strategic Projects Program supports 2.0 FTE positions, which is a continuation from the FY17Revised Budget. The FY18 Budget request reflects an increase of $5.5M, or 105.1% resulting from the costs of the Enterprise Asset Management and Accela Civic Platform Land Management projects. The Justice Consolidated Case Management System (CCMS) Project reflects a decrease of $245,940 or 21.7% in FY18 as this project's balance has been spent down as enhancements have been completed in FY17. Included in the appropriation is a one-time allocation of $180,000 to support prioritized enhancements for the Odyssey CCMS to begin in FY18.

Department Budget Summary

Expenditures by Program

Program FY16 Actual FY17 RevisedBudget FY18 Request

BCC Strategic Projects 1,065,898 5,247,990 10,764,510Custom IT Services 784,541 1,149,690 2,068,700Enterprise IT Services 27,540,152 35,916,060 36,746,870Justice CCMS 983,953 1,133,100 887,160Reserves 0 889,290 174,830

Total Expenditures $30,374,544 $44,336,130 $50,642,070



Expenditures by Fund

Fund FY16 ActualFY17 Revised

BudgetFY18 Request

Business Technology Services 30,374,544 44,336,130 50,642,070


Personnel Summary by Program and Fund

Program FundFY17 Adopted

BudgetFY18 Request

BCC Strategic Projects Business Technology Services 2.0 2.0Custom IT Services Business Technology Services 4.5 12.0Enterprise IT Services Business Technology Services 155.5 151.0Justice CCMS Business Technology Services 0.0 0.0Reserves Business Technology Services 0.0 0.0Total FTE (Full-Time Equivalent Positions) 162.0 165.0

Budget by Program

BCC Strategic Projects Public Hearing 1

BCC Strategic ProjectsProvide business services needed to manage and implement strategic projects for the BCC departments atthe direction of the County Administrator's Executive Leadership Team.

Budget Summary

Fund FY16 Actual FY17 RevisedBudget FY18 Request


Program Total $1,065,898 $5,247,990 $10,764,510

FTEs (Full Time Equivalent Positions) 2.0 2.0

Performance Measures FY16 ActualFY17

Projected FY18 Target

Project Management Performance (%): On Time 99 100 100

Project Management Performance (%): On Budget 100 100 100

Project Management Performance (%): Within Scope 100 100 100

Custom IT Services Public Hearing 1

Custom IT ServicesThis program tracks all labor, licensing, maintenance and support, and technology refresh in support of Custom IT Services. BTS Custom Services are particular to a specific business need that falls outside or isin addition to Enterprise IT Services. Customers of these services are directly billed according to the terms of a negotiated service level agreement with BTS.



Custom IT Services Public Hearing 1

Budget Summary


BudgetFY18 Request

Business Technology Services 784,541 1,149,690 2,068,700

Program Total $784,541 $1,149,690 $2,068,700




Customer Satisfaction (Scale 1=low, 5=High) 4.96 4.9 4.9

Enterprise IT Services Public Hearing 1

Enterprise IT ServicesBTS Board supported services that are available for use by all County departments under the BOCC as well as BOCC approved agency affiliates, Independents, and Constitutional Officers. Funding is primarily General Government and consumption of services is tracked and notionally billed by BTS. This program tracks all recurring expenses for labor, licensing, maintenance and support, and technology refresh in support of Enterprise IT Services.

Budget Summary



Program Total $27,540,152 $35,916,060 $36,746,870




Service Availability (%): Email 99.94 99.94 99.94

Service Availability (%): Network 99.83 99.83 99.83

Service Availability (%): Telephone 99.03 99.5 99.5

1st Level Resolution (%) 80 80 80

Justice CCMS Public Hearing 1

Justice CCMSJustice Consolidated Case Management System (CCMS) project goal is to replace the current legacy Criminal Justice Information System (CJIS).

Budget Summary


Business Technology Services 983,953 1,133,100 887,160



Justice CCMS Public Hearing 1

Program Total $983,953 $1,133,100 $887,160




Customer Satisfaction (Scale 1=low, 5=High) 4.7 5.0 4.8

Reserves Public Hearing 1

ReservesOversees the management and allocation of the County's financial reserves.

Budget Summary


BudgetFY18 Request

Business Technology Services 0 889,290 174,830

Program Total $0 $889,290 $174,830





Human Resources

Description:

The Human Resources Department (HR) provides a central personnel servicing function for the following appointing authorities: Board of County Commissioners, Clerk of the Circuit Court, Property Appraiser, Supervisor of Elections, Tax Collector, County Attorney, Office of Human Rights, Forward Pinellas, Department of Business Technology Services, and Pinellas Construction Licensing Board. The Human Resources Department is governed by a Personnel Board. The Personnel Board consists of seven members: two members are appointed by the Board of County Commissioners, two members are appointed by the Constitutional Officers of the County, two members appointed by the Employees' Advisory Council, and one member selected by the other six members.

Analysis:The Human Resources Department is supported by General Fund revenues and reflects a $312,190 (7.6%) increase over the FY17 revised budget. This increase includes carry forward funds of $125,000, in addition to the planned expenditure of $75,000 in funding related to a comprehensive pay and classification study approved by the Board. Other increases are due to adjustments for the transfer of one position totaling $143,490 into the department from County Administration and a one-time adjustment of $23,000 for the replacement of training room computers in support of the department becoming the provider of training for Unified Personnel System wide technology applications such as Microsoft Office. The FY18 budget also reflects the impacts of a reorganization of programs within the department. The seven programs known as Classification & Compensation, Employee Benefits, Employee Communications and Outreach, Organizational Performance, Employment and Human Resources Information System, Training and Development and Unified Personnel System Support" were consolidated into one new program. The new program is "Unified Personnel System-Human Resources." The budget by program tables in the latter portion of this document reflect that consolidation. Human Resources also manages the Employee Health Benefits Fund, an internal service fund that is used to account for all employee paid premiums, employer contributions and claims for the employee health and dental plans.




Classification & Compensation 331,248 541,080 0Employee Benefits 492,060 516,430 0Employee Communications and Research 172,993 335,230 0Employee Health Benefits 0 0 631,960Organizational Performance 359,243 355,640 0Employment & Human Resources Information System 948,513 999,620 0Training & Development 644,675 714,370 0Unified Personnel System (UPS) Support 356,848 331,280 0Volunteer Services 247,126 298,660 283,490Unified Personnel System-Human Resources 0 0 3,489,050



Human Resources

Expenditures by Fund


BudgetFY18 Request

General Fund 3,552,708 4,092,310 4,404,500




BudgetFY18 Request

Classification & Compensation General Fund 3.3 0.0Employee Benefits General Fund 4.7 0.0Employee Communications and Research General Fund 2.9 0.0Employee Health Benefits General Fund 0.0 6.1Organizational Performance General Fund 2.9 0.0

Employment & Human Resources Information System General Fund 8.2 0.0Training & Development General Fund 6.6 0.0Unified Personnel System (UPS) Support General Fund 2.3 0.0Volunteer Services General Fund 2.7 2.6Unified Personnel System-Human Resources General Fund 0.0 26.9Total FTE (Full-Time Equivalent Positions) 33.6 35.6

Budget by Program

Classification & Compensation Public Hearing 1

Classification & CompensationProvides ongoing cyclic reviews of positions and classifications to ensure fair and equitable market salariesfor employees.

Budget Summary

Fund FY16 Actual FY17 RevisedBudget

FY18 Request

General Fund 331,248 541,080 0

Program Total $331,248 $541,080 $0




Employee Benefits Public Hearing 1

Employee Benefits


Human Resources

Employee Benefits Public Hearing 1

Ensures the most cost effective and reliable benefits for county employees to allow recruitment and retention. This includes Health & Dental Benefits, Retirement Plans, Disability Benefits, Employee Assistance Program, and more.

Budget Summary


BudgetFY18 Request

General Fund 492,060 516,430 0

Program Total $492,060 $516,430 $0




Employee Communications and Research Public Hearing 1

Employee Communications and ResearchProvides ongoing communications to employees throughout the County, conducts Customer and EmployeeSurveys. Implements new major Human Resources initiatives through all phases and assists organizationsin workforce planning.

Budget Summary


General Fund 172,993 335,230 0

Program Total $172,993 $335,230 $0




Employee Health Benefits Public Hearing 1

Employee Health BenefitsAdministers the Employee Health Benefits programs, including the Wellness center.

Budget Summary

Fund FY16 Actual FY17 RevisedBudget

FY18 Request

General Fund 0 0 631,960

Program Total $0 $0 $631,960





Human Resources

Employee Health Benefits Public Hearing 1

Total employer-paid health plan expenses per employee (inc. medical claims, pharmacy claims, dental claims, mental health claims, HSA contributions, incentive costs, wellness expenses, etc.)

16,850 18,200 20,020

Number of participants in County-sponsored Wellness Program activities

- - 5,500

Organizational Performance Public Hearing 1

Organizational Performance

Coordination and service delivery of HR-related activities focused on the improvement of inter and intradepartmental relationships. These services include career counseling, conflict resolution and mediation, discipline and grievance guidance, Employees' Advisory Council (EAC) liaison, interpretation of rules and policies, HR Business Partner program, and Performance Management program.

Budget Summary


General Fund 359,243 355,640 0

Program Total $359,243 $355,640 $0




Employment & Human Resources Information System Public Hearing 1

Employment & Human Resources Information SystemDevelops and administers sound recruitment policies that allow equal opportunities for employment to all citizens. Manages and coordinates the automated Human Resources Information system and its contents (OPUS). Processes new employees.

Budget Summary


General Fund 948,513 999,620 0

Program Total $948,513 $999,620 $0




Training & Development Public Hearing 1

Training & DevelopmentProvides In-house training programs for all Unified Personnel System (UPS) employees; Succession Management Program; Tuition Reimbursement Program; and Resource Library.

Budget Summary


Human Resources

Training & Development Public Hearing 1


BudgetFY18 Request

General Fund 644,675 714,370 0

Program Total $644,675 $714,370 $0



Projected FY18 TargetUnified Personnel System (UPS) Support Public Hearing 1

Unified Personnel System (UPS) SupportImplements and applies the Personnel Act; coordinates HR activities with all Appointing Authorities in the UPS; provides HR guidance to UPS organizations.

Budget Summary


General Fund 356,848 331,280 0

Program Total $356,848 $331,280 $0




Volunteer Services Public Hearing 1

Volunteer ServicesManages the Volunteer Services Program for UPS.

Budget Summary


General Fund 247,126 298,660 283,490

Program Total $247,126 $298,660 $283,490



Projected FY18 TargetNumber of total hours served by volunteers (excluding interns/externs) 229,353 226,500 230,000

Number of total hours served by interns/externs 1,794 3,500 4,500

Unified Personnel System-Human Resources Public Hearing 1

Unified Personnel System-Human Resources


Human Resources

Unified Personnel System-Human Resources Public Hearing 1

The Human Resources Department provides strategic and administrative support for the Unified Personnel System (UPS). Our vision is to position Pinellas County Government as a top-choice employer in the Tampa Bay Region. HR Implements and applies the Personnel Act; coordinates HR activities with all Appointing Authorities in the UPS and provides HR guidance to UPS organizations.

Budget Summary


BudgetFY18 Request

General Fund 0 0 3,489,050

Program Total $0 $0 $3,489,050



Projected FY18 TargetPercentage of position control actions processed within 2 business days N/A 95-98% 90.0%

Number of visits to HR web site pages and PDFs 2,853,612 3,000,000 3,100,000

Employee Turnover Rate 10.5% 10.5% 11.0%

Percentage of HRIS transactions that don't need correctionas result of audit N/A N/A 92.0%

Percentage of position audit decisions/findings that need correction upon appeal N/A N/A 10.0%

Annual forecast of labor market movement as it relates to pay and pay structure adjustments N/A N/A 100.0%

Percentage of vacancy posting requests processed within 1 business day N/A N/A 90.0%

Training sessions on Employment/Recruitment issues conducted each quarter N/A N/A 2

Number of completed quarterly FACE of Performance summaries in UPS 3,147 3,500 3,750

Customers' overall satisfaction with level of Employee Relations Assistance 95.2% 90.0% 90.0%

Participants' overall Evaluation of Training Classes delivered (on a 5 point scale) 4.54 4.5 4.5

Number of County participants in in-house training programs conducted or sponsored by HR Department

N/A N/A 4,700


Office of Human Rights

Description:

The Office of Human Rights (OHR) provides the citizens of Pinellas County protection against wage theft, and discrimination in housing, employment, and places of public accommodation, pursuant to local, state, and federal law. In particular, OHR provides protection from discrimination based upon one's religion, race, color, age, sex, sexual orientation, gender identity, national origin, or disabled status. The Office of Human Rights enforces three (3) sections of the Pinellas County Code: "Employment Discrimination" (Division 2, Chapter 70), "Housing and Public Accommodations" Discrimination (Division 3, Chapter 70), and Wage Theft and Recovery (Chapter 70, Section 301, et seq.). The mandate for the Office of Human rights derives from Pinellas County's Charter, Article 2, Section 2.02(e), entitled "Human Rights." The Office of Human Rights has Work-Sharing Agreements with the United States Department of Housing and Urban Development (HUD) and the United States Equal Employment Opportunity Commission (EEOC). These contracts provide reimbursement to the County for case processing, training and, in the case of HUD, administrative costs. The HUD agreement also provides additional funds for Special Enforcement Efforts such as hiring of expert witnesses, and litigation costs. For persons employed within the Pinellas County Unified Personnel System, OHR also provides protection from discrimination based on political affiliation. In a similar vein, the Director of Human Rights serves as Pinellas County's chief compliance officer for the myriad civil rights laws to which Pinellas County is bound. These include, but are not limited to, the Americans with Disabilities Act, TitleVI of the Civil Rights Act of 1964, including obligations to persons with Limited English Proficiency (LEP), and various executive orders prohibiting discrimination to recipients of federal funds, and participants in federal partnerships.

Analysis:The FY18 Budget for the Office of Human Rights (OHR) reflects an increase of $55,200 or 5.0% from the FY17 Revised Budget. Personal Services reflects an increase of $57,490 or 5.9%, attributable to cost increases for wages and employee benefits, including leave payouts. Operating Expenses show a decrease of $2,290 or 1.7%. The FY18 costs for the Fair Housing Assistance Program increase $48,150 or 11.1%, while the OHR Program costs reflect an increase of $7,050 or 1.0%. This recognizes a shift in personnel due to the growing number of housing cases.




Fair Housing Assistance 382,249 432,370 480,520Office of Human Rights 613,251 680,710 687,760

Total Expenditures $995,500 $1,113,080 $1,168,280Expenditures by Fund




BudgetFY18 Request

General Fund 995,500 1,113,080 1,168,280

Total Expenditures $995,500 $1,113,080 $1,168,280



BudgetFY18 Request

Fair Housing Assistance General Fund 3.8 4.0Office of Human Rights General Fund 6.2 6.0Total FTE (Full-Time Equivalent Positions) 10.0 10.0

Budget by Program

Fair Housing Assistance Public Hearing 1

Fair Housing Assistance

Enforcement of the Fair Housing Act, Title VIII of the Civil Rights Act of 1968, and Pinellas County Code, Chapter 70, to protect citizens from Housing Discrimination. Engages in education and outreach efforts.

Budget Summary


General Fund 382,249 432,370 480,520

Program Total $382,249 $432,370 $480,520



Projected FY18 TargetPercentage of Housing Cases Closed within 100 days for maximum HUD reimbursement 69.0% 75.0% 80.0%

Percentage Post-Determination conciliation of Housing complaints 100.0% 30.0% 60.0%

Office of Human Rights Public Hearing 1


Protects citizens of the County from employment and housing discrimination. Prepares reports mandated by federal government (EEO-4, Workforce Utilization), and ensures compliance with EEO laws, ADA, and consent decree between Pinellas County and U.S. Department of Justice. Provides training to internal and external clients, and conducts education and outreach. Enforces County ordinance requiring gas retailers provide refueling assistance to persons with disabilities.

Budget Summary



Office of Human Rights Public Hearing 1


BudgetFY18 Request

General Fund 613,251 680,710 687,760

Program Total $613,251 $680,710 $687,760




Number of Closed Cases "Dual Filed" with EEOC 60 73 100

Percentage of internal investigations closed within 4 weeks 0.0% 75.0% 75.0%

Percentage increase in Post-Determination conciliation of Employment complaints

28.0% 0.0% 75.0%


independent agencies organization department … technology €services description: business...

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