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ITEM: |
CONSENT
CALENDAR |
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11. |
AUTHORIZE
EXPENDITURE FOR TEMPORARY AGENCY EMPLOYEE TO ASSIST WITH DATA MIGRATION IN
THE WATER DEMAND DIVISION DURING FY 2015-2016 |
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Meeting
Date: |
June 15, 2015 |
Budgeted: |
Yes |
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From: |
David J.
Stoldt, |
Program/ |
Temporary Personnel |
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General
Manager |
Line Item
No.: |
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Prepared
By: |
Cynthia
Schmidlin, Stephanie
Pintar |
Cost
Estimate: |
$40,154 |
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General Counsel Approval: N/A |
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Committee Recommendation: The Administrative Committee reviewed this item on June 8, 2015 and recommended approval. |
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CEQA Compliance:
N/A |
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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 District’s 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 during FY 2015-2016. Approval of this item will be contingent upon final adoption of the FY 2015-2016 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 13,852 (approximately 49.2%) 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 2014-2015 budget includes $70,200 for temporary help in the Water Demand Division.
EXHIBITS
None
U:\staff\Boardpacket\2015\20150615\ConsentClndr\11\Item
11.docx