information services

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Information Services Department (1800B)County of San Mateo

Administration and FiscalFY 2007-09 Recommended Budget

INFORMATION

SERVICES CIO/

DIRECTOR

Project Management

- Administrative Services

- Business Systems

- Health and Medical Center

Information Systems

Information and Technology

Availability

- Administrative Services

- Communication Services

- Production Services

- Health and Medical Center

Technical Services

INFORMATION SERVICES

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County of San Mateo Information Services Department (1800B)FY 2007-09 Recommended Budget Administration and Fiscal

FY 2007-08 Recommended Sources

Charges for Serv ices3%

Interfund Revenue61%

Fund Balance36%

Use of Money and Property0.45%

FY 2007-08 Recommended Requirements

Project Management28%

Information Technology Availability

72%

Information Services Department

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Information Services Department (1800B) County of San MateoAdministration and Fiscal FY 2007-09 Recommended Budget

Department Locator

CountyAdministration and Fiscal

Board of SupervisorsCounty Manager/Clerk of the BoardAssessor-County Clerk-RecorderController’s OfficeTreasurer-Tax CollectorCounty CounselHuman ResourcesInformation Services DepartmentGrand JuryRetirement (SamCERA)

Department Measures

Department Mission Statement

The Information Services Department works with all CountyDepartments to build and maintain a robust IT environment in whichwe develop, implement and share innovative IT solutions to betterserve the residents of San Mateo County.

Contributions to Shared Vision 2010

(Fiscal Years 2000 – 2006)

PEOPLE

Realize the Potential of Our Diverse Population• Internet Development

In partnership with the County Manager’s Office (CMO),engaged county residents to solicit input resulting in animproved county Internet site, to include increasing the amountof County services available through the Internet and theaddition of “Contact Us” pages.

• San Mateo Medical Center (SMMC) Emergency DepartmentInformation System (EDIS)Implemented a new Emergency Department Information Systemfor SMMC which replaced an out-dated, non integratedEmergency Department system. The new system providesbetter clinical documentation, patient discharge instructions andimproves Emergency Department workflow. The system alsodelivers improved billing for hospital services and hassignificantly reduced the ongoing cost of dictation in theEmergency Department resulting in a 99% reduction in dictationjobs and minutes from he previous system, leading to a savingsof over $165,000 per year in vendor costs.

• Public Health LabLeveraged the SMMC Invision system to enable SMMC clinics tosubmit orders to and receive results from the Public Health Labselectronically. This project eliminated paper requests from theclinics, integrated the results from Public Health Lab into clinicworkflow and increased accuracy with the utilization of the newbar coding label.

PLACE

Redesign Our Urban Environment to Increase Vitality, Expand Variety and Reduce Congestion• County Geographic Information System (GIS)

Published a GIS Strategic Plan for the County providing a roadmap for future GIS activities. Key to the GIS road map is parcelinformation available on the Internet to facilitate land usedecisions.

• SamTrans Radio Systems SupportProvided maintenance, repair and communication consultingservices to SamTrans for their radio systems. This includesproviding solutions for SamTrans’ wireless data systems, and

Quality and Outcomes Measures Meeting Performance Targets

56%

75% 75%88%

100%

0%

20%

40%

60%

80%

100%

04-05Actual

05-06Actual

06-07Estimate

07-08Target

08-09Target

Cost per County Employee

$5,110 $5,095$6,654 $5,673 $5,703

$0

$2,000

$4,000

$6,000

$8,000

$10,000

04-05Actual

05-06Actual

06-07Estimate

07-08Target

08-09Target

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providing support in the development of the communicationssection of their disaster recovery plan.

PARTNERSHIPS

Responsive. Effective and Collaborative Government• Health Care Interpreter Network (HCIN)

Provided the video and telephone technology allowing SMMC tojoin the HCIN, which links San Mateo Medical Center to a multi –county interpreter call management system. The HCIN allowsmedical center care providers and their patients improvedaccess to trained medical interpreters through a combination ofthese video and telephone technologies.

• Countywide IT CollaborationIn an effort to promote a cross-departmental and countywide ITperspective, ISD chaired several IT committees including ITStandards, CJIS Executive Committee and GIS SteeringCommittee. This effort represents a partnership with all CountyDepartments, resulting in improved IT coordination.

• Managing IT ExpensePartnered with multiple County departments to leverage thecombined purchasing power of the County to reduce the cost ofsoftware including Oracle Database software and anti-virussoftware.

Major Accomplishments in FY 2006-07

Responsive, Effective and Collaborative Government• Adopted an Information Technology Strategic Plan (ITSP) for the

County thereby providing clearer direction for IT decisions aswell as establishing an IT Oversight Committee.

• Implemented the Automated Time Keeping System (ATKS)automating the time capture and time card processes for 6,000staff resulting in time savings and increased accuracy.

• Developed the San Mateo County Directory, an electronicRolodex of all County staff and departments, improving accessto County staff and departments.

• Installed a video conferencing backbone resulting in improvedmeeting participation and reduced travel time.

Major Issues to be Addressed• Workload Concerns—Maintaining IT standardization during

anticipated increase in IT activity countywide.• Staffing—Retaining and attracting qualified IT staff in a

rebounding IT marketplace.• Staffing—Matching ISD staff to the diverse Departmental IT

projects.• Managing Mainframe Retirement—Restructuring the ISD

budget due to mainframe retirement.

Key Department Initiatives

1. Applicable Client Record Search (ACRS)

Major Issues to be Addressed:

• Multiple County departments currently have data storescontaining client data, or are currently implementing a datawarehouse, and these data warehouses are not currentlyinteroperable.

Alignment to Shared Vision:• Responsive, Effective and Collaborative GovernmentGoal:• Provide Countywide client coordination and Countywide

reportingObjective:• By the end of FY 2008-09, increase the number of

interoperable data warehouses in the County by 100%Major Milestones: • Implement the ACRS architecture between the Health

Department and the Human Services Agency (January2008)

• Extend the ACRS architecture to other departmental datawarehouses (January 2008)

Partners:• County Manager’s Office• Health Department• Human Services AgencyFY 2007-08 Budget Impact:ISD’s non-departmental budget includes $1,750,000 for theimplementation of ACRS between the Health Department andthe Human Services Agency.

2. Ease of Computing

Major Issues to be Addressed: • The number of business application in the County is

increasing. The user interface for business application is notstandardized, and, logging in to multiple businessapplications is complicated and time consuming.

Alignment to Shared Vision:• Responsive, Effective and Collaborative GovernmentGoal:• To simplify the use of business computing applicationsObjective:• To continue simplifying the use of additional business

computing applications Major Milestones: • Install primarily browser based business applications

(Ongoing)• Develop a biometric solution to facilitate log ins (January

2008)• Develop a Single Sign On (SSO) solution (March 2008)Partners:• All County departments

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FY 2007-08 Budget Impact:ISD’s non-departmental budget includes $250,000 for Phase I ofthis project, which includes implementing the infrastructure andthe pilot for the countywide biometric solution.

Other Significant Objectives by Program The Information Services Department includes the followingprograms:

• Information and Technology Availability• Project ManagementThe following program priorities will significantly contribute toDepartmental success (additional program-level objectives areincluded in individual Program Plans):

Information and Technology Availability• Continue to develop support staff capable of managing a

complex network computing environment

Project Management• Continue to add automation tools and staff, and enhance project

management skills through ongoing training

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Information Services Department (1800B)General Fund

FY 2007-08 and 2008-09 Budget Unit Summary

Actual2004-05

Actual2005-06

Revised2006-07

Recommended2007-08

Change2007-08

Recommended 2008-09

SOURCESUse of Money and Property 86,897 83,927 88,060 92,926 4,866 92,926Charges for Services 1,410,898 650,789 546,773 603,855 57,082 603,855Interfund Revenue 9,848,332 11,137,364 14,271,676 12,368,305 (1,903,371) 12,368,305Miscellaneous Revenue 23,163 93,639Total Revenue 11,369,291 11,965,718 14,906,509 13,065,086 (1,841,423) 13,065,086Fund Balance 4,314,614 5,512,150 10,529,483 7,453,111 (3,076,372) 4,211,918TOTAL SOURCES 15,683,905 17,477,868 25,435,992 20,518,197 (4,917,795) 17,277,004

REQUIREMENTSSalaries and Benefits 14,727,358 14,946,425 17,772,757 20,262,428 2,489,671 21,007,012Services and Supplies 18,077,853 20,629,774 25,419,325 24,607,431 (811,894) 20,677,880Other Charges 1,013,431 1,000,432 1,178,967 1,246,924 67,957 1,246,924Fixed Assets 388,803 2,074,909 3,383,628 2,875,000 (508,628) 500,000Other Financing Uses 287,079 285,788 324,000 324,000 324,000Gross Appropriations 34,494,524 38,937,328 48,078,677 49,315,783 1,237,106 43,755,816Intrafund Transfers (24,179,326) (31,988,943) (29,080,796) (33,009,504) (3,928,708) (31,214,892)Net Appropriations 10,315,199 6,948,385 18,997,881 16,306,279 (2,691,602) 12,540,924Contingencies/Dept Reserves 5,368,706 10,529,483 6,438,111 4,211,918 (2,226,193) 4,736,080TOTAL REQUIREMENTS 15,683,905 17,477,868 25,435,992 20,518,197 (4,917,795) 17,277,004

AUTHORIZED POSITIONSSalary Resolution 135.0 132.0 141.0 154.0 13.0 154.0Funded FTE 134.1 131.1 139.4 153.1 13.6 153.1

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FY 2007-08 Budget Overview

TOTAL SOURCESTotal Sources decreased by $4,917,795 or 19.3% from the FY 2006-07 Revised to the FY 2007-08 Recommended Budget due to the followingchanges:

Use of Money and PropertyThere is a net increase of $4,866 in this funding source due to annual increases in lease agreements for use of radio sites, which offsetsdecreases in public telephone concessions.

Charges for ServicesThere is an increase of $57,082 in this funding source due to projected increases in charges for radio services.

Interfund RevenueThere is a net decrease of $1,903,371 in this funding source due to the elimination of one-time project costs and revenues for San MateoMedical Center (SMMC) information technology projects as well as decreased application support provided to the Courts.

Fund BalanceThere is a decrease of $3,076,372 in this funding source due to the expected completion of projects funded through Reserves or Fund Balancethat was carried forward to FY 2006-07 from FY 2005-06. These projects include mainframe elimination activities, telephone system upgradesand e-Gov upgrades.

TOTAL REQUIREMENTSTotal Requirements decreased by $4,917,795 or 19.3% from the FY 2006-07 Revised to the FY 2007-08 Recommended Budget due to thefollowing changes:

Salaries and BenefitsThere is a net increase of $2,489,671 in this expenditure category due to negotiated labor increases, merit increases, various benefit changesand the addition of 13 positions (one Relationship Manager, eleven Systems Engineers, and one Office Assistant).

Services and SuppliesThere is a net decrease of $811,894 in this expenditure category due to the elimination of one-time projects including mainframe eliminationactivities, SMMC technology projects, the Automated Time Keeping System (ATKS), and the Filenet upgrade. Decreases partially offsetincreases in contractor costs to provide short term staffing, vendor costs for countywide IT initiatives and the transfer of two contracts from theHealth Department to Information Services.

Other ChargesThere is an increase of $67,957 in this expenditure category due to increases in costs for county rents and leases.

Fixed AssetsThere is a net decrease of $508,628 in this expenditure category due to the elimination of one-time expenditures including serverreplacements, hardware for ATKS, telephone system upgrades, and equipment for SMMC projects. These increases are partially offset by thecompletion of planned infrastructure improvements as well as the elimination of one-time costs for hardware for countywide IT initiatives.

Intrafund TransfersThere is an increase of $3,928,708 in this expenditure category due to planned countywide IT initiatives as well as increased involvement withcounty IT projects. This increase is partially offset with the elimination of reimbursements for one-time projects including ATKS and othercompleted countywide initiatives.

Contingencies/Departmental ReservesThere is a decrease of $2,226,193 in this expenditure category due to the planned use of Reserves to fund infrastructure improvements andprovide rate stability during the mainframe elimination project. These decreases are partially offset by planned contributions through ISDservice charges. The balance in Reserves represents 25.8% of Net Appropriations, which exceeds the 2% County Reserves Policyrequirement by $3,885,792.

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FY 2008-09 Budget Overview

TOTAL SOURCESTotal Sources decreased by $3,241,193 or 15.8% from the FY 2007-08 to the FY 2008-09 Recommended Budget due to the followingchanges:

Fund BalanceThere is a decrease of $3,241,193 in this funding source due to the expected completion of projects funded through Reserves or Fund Balancethat was carried forward to FY 2007-08 from FY 2006/07. These projects include mainframe elimination activities, telephone system andnetwork infrastructure upgrades.

TOTAL REQUIREMENTSTotal Requirements decreased by $3,241,193 or 15.8% from the FY 2007-08 to the FY 2008-09 Recommended Budget due to the followingchanges:

Salaries and BenefitsThere is an increase of $744,584 in this expenditure category due to negotiated labor increases, merit increases, and various benefit changes.

Services and SuppliesThere is a decrease of $3,929,551 in this expenditure category due to the elimination of one-time projects including mainframe activities andcountywide initiatives.

Fixed AssetsThere is a decrease of $2,375,000 in this expenditure category due to the elimination of one-time projects including countywide initiatives,telephone system upgrades and network infrastructure upgrades.

Intrafund TransfersThere is a decrease of 1,794,612 in this expenditure category due to the expected completion of one-time projects including countywideinitiatives.

Contingencies/Departmental ReservesThere is an increase of $524,162 in this expenditure category due to planned contributions through ISD service charges. The balance inReserves represents 37.8% of Net Appropriations, which exceeds the 2% County Reserves Policy requirement by $4,485,262.

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