ADMINISTRATIVE COMMITTEE

 

2.

CONSIDER EXPENDITURE FOR TEMPORARY AGENCY EMPLOYEE TO ASSIST WITH DATA MIGRATION IN THE WATER DEMAND DIVISION DURING FY 2016-2017

 

Meeting Date:

June 13, 2016

Budgeted:

Included in Proposed FY 2016-2017 Budget

 

From:

David J. Stoldt,

Program/

Temporary Personnel

 

General Manager

Line Item No.:

 

 

 

 

Prepared By:

Cynthia Schmidlin

Stephanie Pintar

Cost Estimate:

$40,154

 

General Counsel Approval:N/A

Committee Recommendation:The Administrative Committee reviewed this item on June 13, 2016 and recommended ______________________.

CEQA Compliance:N/A

 

SUMMARY:As part of the water demand database project, all documents in the paper files of the Water Demand Division have been scanned and uploaded into the Districtís computer system by a temporary worker employed by a local staffing agency.Since January, 2012, there has been a process to move all of those documents and the information contained therein into the database itself.This process, known as data migration, is a necessary component of the database project, which has been a significant District investment.  

 

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 in the Water Demand Division for 1,980 hours from July 1, 2016 through June 30, 2017. Approval of this item will be contingent upon final adoption of the FY 2016-2017 budget.

 

BACKGROUND:The Windows-based database contains more than 30,000 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 new database is a critical component for its success. It must be done prior to conducting inspections or issuing Water Permits, 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 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 the temporary worker, staff estimates that approximately 67% of files have been migrated into the database. Each file contains an average of 8 documents. The temporary worker would continue to focus on data migration during the time of his assignment and would not provide other clerical or office assistance.

IMPACTS TO STAFF/RESOURCES: The cost of a temporary agency employee at $20.28 per hour for 1,980 hours would be $40,154. The FY 2016-2017 budget includes $40,300 for temporary help in the Water Demand Division.

 

EXHIBITS

None

 

 

 

 

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