Department Name: Shared Systems Budget Unit:

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1 Department Name: Budget Unit: Program Title: COMPASS Program Description: Provides a central point for funding the maintenance and enhancement of the Human Resources, Materials Management, Financial Reporting and Budget Base Unfunded Funded Base Percentage Appropriations $4,055,334 $418,430 $3,636, % Reimbursements (-) Net Appropriations 4,055, ,430 3,636, % Revenues: Federal State Realignment Prop 172 Fees 35, ,000 0% Other Total Revenues 35, ,000 0% Carryover 52, ,527 0% Net Cost $3,967,807 $418,430 $3,549, % Fulltime Equivalent Positions % Program Impact: COMPASS: reduced $418,430 through eliminating non-essential software and hardware maintenance, staff training and hardware purchases. Eliminate hardware maintenance for non-mission critical devices reduced training new release coming up, training new staff etc. Delayed the purchase of additional storage for compass data and delayed purchases for replacement of aging servers Potential Impact on other Departments/Program Partners: COMPASS: There is a risk that aging servers could fail or that storage will reach capacity before additional storage can be purchased. There is also a risk that staff will not have the most current information needed to properly maintain the SAP software. Page 1

2 2. Program Title: Law & Justice Systems Program Description: Provides a central point for funding the maintenance and enhancement of the Law Enforcement Systems (CJIS, JIMS, IJIS and CLETS) which are accessible to multiple law enforcement agencies. Base Unfunded Funded Base Percentage Appropriations $2,611,540 $544,595 $2,066, % Reimbursements (-) Net Appropriations 2,611, ,595 2,066, % Revenues: Federal State Realignment Prop 172 Fees Other 65, ,000 0% Total Revenues 65, ,000 0% Carryover 277, ,815 0% Net Cost $2,268,725 $544,595 $1,724, % Fulltime Equivalent Positions % Program Impact: Mainframe Allocation Costs have been reduced by $393,687. The impacts are as follows: Mainframe Operations hours of operation reduced from 7:00 a..m. to 10:00 p.m. to a single eight- hour shift. The actual hours of that shift has yet to be determined. Customer jobs must be submitted by 2:00 p.m. in order to complete setup prior to 5:00 p.m. Batch jobs will run during the day impacting online system response. This will impact customer workdays as on line entry must be complete prior to the batch jobs running and system performances. Jobs that do not complete for any reason at night will wait for the next day. There will be no swing shift report printing. Customers will experience a minimum 24 to 48 hour delays in printed reports from the current delivery schedule. Support for mainframe ID resets and printer problems for the criminal justice applications will be best effort between 5:00 p.m. and 10:00 p.m. (not staffed as it is currently). Major system outages on off hours may not be responded to until the next business day. Off hours support will be on a best effort basis. There will be a smaller pool of staff to draw from for best effort support. System maintenance levels will be frozen at current levels. The mainframe will continue to get further out of vendor hardware and software support. Lexis/Nexis/Accurint: Eliminated $16,800 funding for the service that verify Social Security numbers for Jail Inmates. Page 2

3 Support Labor: Eliminated $54,479 As Probation and the Public Defender have implemented departmental case management systems, their CJIS support requirements have diminished significantly. This also holds true for the District Attorney s to Courts e-filing. The Law and Justice program can absorb these smaller support activities within the existing funding for CJIS. SacJustice hardware/equipment Maintenance: Eliminated $69,329 of funding. As these systems move from stand alone servers to a virtual environment, hardware maintenance will no longer be required. IJIS Database Management: Reduced by $10,300 this reduction will limit new enhancements and adding new features to the IJIS database. Potential Impact on other Departments/Program Partners: Mainframe Allocation Costs: Batch jobs will run during the day impacting online system response. This will impact customer workdays as on line entry must be complete prior to the batch jobs running and system performances. Delays will occur in responding to customer/public inquiries, taxing entities, etc. Delays in cashing payments and posting to the tax bills will increase further. Jobs that do not complete for any reason at night will wait for next day. There will be no ability to correct errors during off hours. The delays in correcting the problems will affect the customers operations. There will be no swing shift report printing. Customers will experience a minimum 24 to 48 hour delays in printed reports from the current delivery schedule. An alternative is for the customers to print their reports directly from SAR or Info-Web as applicable with the exception of the printed tax bills. Mainframe Operations hours of operation reduced from 7:00 a.m. to 10:00 p.m. to a single eight-hour shift. The hours for this shift will be set to best meet customer needs (tentatively 10:00 a.m. to 7:00 p.m.). Customer jobs must be submitted by 2:00 p.m. in order to complete setup prior to 5:00 p.m. Illness, vacation and other leaves will further impact the above schedules. Limited support for application program transfer requests and other support activities. After hours phones will go to the Communication Center directly from the Service Desk at the end of the Service Desk day. Support for mainframe TID resets and printer problems for the criminal justice applications will be best effort between 5:00 p.m. and 10:00 p.m. (not staffed as it is currently). Major system outages on off hours may not be responded to until the next business day. Off hours support will be on a best effort basis. There will be a smaller pool of staff to draw from for best effort support. Page 3

4 Lexis/Nexis/Accurint: The general public will be impacted by the sheriff s department halting social security payments for the wrong person when an inmate provides an erroneous social security number. SacJustice hardware/equipment Maintenance: There is a risk that the conversion to the virtual environment will not be completed before July 1 st and there will be no maintenance on the physical servers should there be a problem. Page 4

5 3. Program Title: Other Shared Applications Program Description: Provides a central point for funding the maintenance and enhancement of the countywide shared systems (e-government, Web, AgendaNet, Bankruptcy, ephonebook, epledge). Base Unfunded Funded Base Percentage Appropriations $1,038,725 $295,781 $742, % Reimbursements (-) Net Appropriations 1,038, , , % Revenues: Federal State Realignment Prop 172 Fees 10, ,000 0% Other Total Revenues 10, ,000 0% Carryover 71, ,272 0% Net Cost $957,453 $295,781 $661, % Fulltime Equivalent Positions Program Impact: Gov Doc e-subscription: elimination of $10,000 in funding. Gov Docs is Sacramento County's Customized Subscription Web Service - This service allows people to receive notifications by or text message alerting them to newly available information on County web pages. They get updates on the items of interest automatically without having to return to the website. This service also has messaging where departments with subscription services can send mass s to subscribers. The most frequent messages go out on Press Releases, Sacramento County News, and notification of Public meetings. The largest number of subscribers for any one notification is for Property Tax Payment Notification. The Department of Finance, Tax Collection and Licensing Division sends mass notifications to 20,000 subscribers when Secured annual tax bills are issued and reminder notifications prior to the December 10 and April 10 installment delinquent dates. In addition, mass notifications are sent to 8,000 subscribers regarding properties scheduled to be sold at tax sale. These notifications will stop with the elimination of Gov Docs. The workload of incoming telephone calls and correspondence to the Tax Collector s Office will increase. Google appliance: elimination of $28,000 in funding. The Google search engine for the County Intranet will not be replaced when it goes out of vendor support. Current Intranet Google search appliance is expected to function through June, Internet/Intranet support: elimination of $78,507 in funding. County Internet Portal and Intranet Portal will stay static for next fiscal year. No modifications or enhancements will be Page 5

6 done nor will any new functionality be added. Constituents expect more interactivity from government websites, more information to be available in a mobile format, and to have access to county data (datasets). We will not be able to fulfill these expectations in the next fiscal year. epledge application: elimination of $27,175 in funding. The County Employee Giving Campaign will go back to a paper/manual process significantly increasing the amount of staff time within Personnel Services and all departments to input paper forms and perform the necessary functions to administer the campaign and enter employee s contribution into COMPASS. Support for the County Annual Race will be eliminated. GIS: funding in the amount of $149,833 has been eliminated from. Potential Impact on other Departments/Program Partners: Please see comments above. Page 6

7 4. Program Title: Property & Tax Systems Program Description: Provides a central point for funding the maintenance and enhancement of the Secured and Unsecured Tax which are used by multiple county departments. Base Unfunded Funded Base Percentage Appropriations $1,208,578 $194,593 $1,013, % Reimbursements (-) Net Appropriations 1,208, ,593 1,013, % Revenues: Federal State Realignment Prop 172 Fees Other Total Revenues % Carryover % Net Cost $1,208,578 $194,593 $1,013, % Fulltime Equivalent Positions % Program Impact: Mainframe Allocation Costs have been reduced by $136,621. The impacts are as follows: Mainframe Operations hours of operation reduced from 7:00 a.m. to 10:00 p.m., to a single eight-hour shift. The actual hours of that shift has yet to be determined. Customer jobs must be submitted by 2:00 p.m. in order to complete setup prior to 5:00 p.m. Batch jobs will run during the day impacting online system response. This will impact customer workdays as on line entry must be complete prior to the batch jobs running. Jobs that do not complete for any reason at night will wait for next day. There will be no ability to correct errors during off hours. There will be no swing shift report printing. Customers will experience a minimum 24 to 48 hour delays in printed reports from the current delivery schedule. Annual tax bill process will take 3 to 5 additional working days to complete. With minimal staffing available to operate the printers the print processing will be reduced to about 4 to 6 hours a day. Major system outages on off hours may not be responded to until the next business day. Off hours support will be on a best effort basis. There will be a smaller pool of staff to draw from for best effort support. System maintenance levels will be frozen at current levels. The mainframe will continue to get further out of vendor hardware and software support. Property Shared Database: A reduction of $57,972 in funding. The Property Shared Database application (PSD) provides a centralized reporting location for a wide range of property related Page 7

8 information. Customers create applications that utilize this centralized source of property data, thereby providing data consistency across the applications and eliminating the need to create and maintain multiple interfaces to the source data. A reduction of $57,972 will allow OCIT staff to maintain the Property Shared Database as it exists today and provide support for existing applications and interfaces that use PSD today. PSD enhancements and new applications integrations will need to be funded by the requesting entity. Potential Impact on other Departments/Program Partners: Mainframe Allocation Costs: Annual tax bill process will take 3 to 5 additional working days to complete. With minimal staffing available to operate the printers, the print processing will be reduced to about 4 to 6 hours a day. It takes approximately 70+ hours to print the Secured annual property tax bills each year. At this rate it will take 15 working days to print the bills for mailing. If the secured annual tax bills do not get mailed by the mandated deadline of November 1, the County cannot charge the first installment penalties resulting in lost revenue. Mainframe Operations hours of operation reduced from 7:00 a.m. to 10:00 p.m. to a single eight-hour shift. The hours for this shift will be set to best meet customer needs (tentatively 10:00 a.m. to 7:00 p.m.). Customer jobs must be submitted by 2:00 p.m. in order to complete setup prior to 5:00 p.m. Batch jobs will run during the day impacting online system response. This will impact customer workdays as on line entry must be complete prior to the batch jobs running and system performances. Delays will occur in responding to customer/public inquiries, taxing entities, etc. Delays in cashing payments and posting to the tax bills will increase further. Jobs that do not complete for any reason at night will wait for next day. There will be no ability to correct errors during off hours. The delays in correcting the problems will affect the customers operations. There will be no swing shift report printing. Customers will experience a minimum 24 to 48 hour delays in printed reports from the current delivery schedule. An alternative is for the customers to print their reports directly from SAR or Info-Web as applicable with the exception of the printed tax bills. Illness, vacation and other leaves will further impact the above schedules. Limited support for application program transfer requests and other support activities. After hours phones will go to the Communication Center directly from the Service Desk at the end of the Service Desk day. Page 8

9 Major system outages on off hours may not be responded to until the next business day. Off hours support will be on a best effort basis. There will be a smaller pool of staff to draw from for best effort support. Property Shared Database: County departments and Cities within the County will be required to fund enhancements and new PSD enhancements and application integration projects. Page 9

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