ITEM:

CONSENT CALENDAR

 

8.

CONSIDER EXPENDITURE FOR TEMPORARY AGENCY EMPLOYEE TO ASSIST WITH DATA MIGRATION DURING FY 2017-2018

 

Meeting Date:

June 12, 2017

Budgeted:

Included in Proposed FY 2017-2018 Budget

 

From:

David J. Stoldt,

Program/

Temporary Personnel

 

General Manager

Line Item No.:

26-05-712000

 

 

 

Prepared By:

Stephanie Locke

 

Cost Estimate:

$42,135

 

General Counsel Approval:N/A

Committee Recommendation:The Administrative Committee reviewed this item on June 12, 2017 and recommended approval.

CEQA Compliance:This action does not constitute a project as defined by the California Environmental Quality Act Guidelines section 15378.

 

SUMMARY:As part of the water demand database project, all paper documents in the Water Demand Division were scanned and uploaded into the Districtís computer system by a temporary worker employed by a local staffing agency.This information is now being moved into the database itself.The process, known as data migration, is a necessary component to digitizing all records, which has and continues to be a significant District investment.  In addition to data migration of permit and conservation related documents and data, there is also an effort underway to digitize records, plans, and maps related to Wells and Water Distribution Systems so they are accessible from any computer and eventually electronically accessible to the public.

 

The cost of a temporary agency employee at $21.28 per hour for 1,980 hours would be $42,135. The FY 2017-2018 budget includes $42,135 for temporary help for this effort.

 

RECOMMENDATION: Authorize the expenditure of funds for a local staffing agency to provide an individual, or successive individuals if necessary, to perform data migration duties for 1,980 hours from July 1, 2017 through June 30, 2018. Approval of this item will be contingent upon adoption of the FY 2017-2018 budget by the Board.

 

BACKGROUND:The Windows-based database contains more than 32,000 individual property files that have multiple associated data and documents compiled by the District.  Data includes information relevant to transfers of title, water fixtures and uses, rebates issued, water credits and permits, rationing, etc. Data migration from multiple sources into the database is a critical component for its success. It must be done prior to conducting inspections or issuing Water Permits or Rebates, and is necessary for enforcement of the District's Rules and Regulations. Data migration requires an average of 45 minutes per file, depending on the extent of information available.

The assistance of a temporary worker allows District staff to efficiently conduct their regular daily tasks of inspections, walk-in traffic, phone calls and essential follow-up.  Since 2012, with the assistance of a temporary worker, staff estimates that approximately 85% of files in the Water Demand Division have been migrated into the database. Each file contains an average of 8 documents.

 

EXHIBITS

None

 

 

 

 

file:///U:\staff\Boardpacket\2017\20170619\ConsentClndr\08\Item-8.docx