ADMINISTRATIVE COMMITTEE
2.	AUTHORIZE EXPENDITURE OF BUDGETED FUNDS FOR TEMPORARY AGENCY EMPLOYEE TO ASSIST WITH DATA MIGRATION IN THE WATER DEMAND DIVISION DURING FY 2012-2013
Meeting Date:		July 9, 2012	Budgeted:	Included in FY 2012-2013 Budget
From:		David J. Stoldt,	Program/	Temporary Personnel
		General Manager	Line Item No:
Prepared By:		Cynthia Schmidlin/	Cost Estimate:	$38,220
		Stephanie Pintar
General Counsel Approval: N/A
Committee Recommendation: The Administrative Committee reviewed this item on July 9, 2012 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 District’s computer system by a temporary worker employed by a local staffing agency. Since January, 2012, the process was begun 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 1960 hours during FY 2012-2013.

BACKGROUND: The Windows-based database contains more than 28,000 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 to 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.  Since March 2011, staff estimates that 2,400 (approximately 8%) files have been migrated into the database using existing staff resources. At the current rate, data migration will take about ten years.

The transfer, or migration, of data requires a unique skill set and familiarity with the District's data.  The temporary worker who moved the paper files to electronic format possesses these skills and experience. Water Demand Division staff must complete data migration themselves on a daily basis, and would review data transfers made by the temporary agency employee. However the assistance of a temporary worker would allow staff to efficiently conduct their regular daily tasks as well.  To understand the gravity of the situation, the Water Demand Division staff conducts over 35 inspections per week and addresses over 30 walk-ins and 50+ phone calls every day. Many of these contacts trigger data migration. It is estimated that staff spends 45-60 hours per week conducting migration related to these daily contacts. At times, the act of migrating data occurs at the expense of not having time to complete essential follow-up in a timely manner. The temporary worker dedicated to data migration provides enough relief to allow staff to complete daily follow-up and enforcement and other necessary tasks. It is envisioned that the temporary worker would continue to focus solely on data migration during the time of his assignment and would not provide any other clerical or office assistance. By reauthorizing the person dedicated to data migration, it is estimated that the time needed to complete the migration effort can be reduced by half to five years.

IMPACTS TO STAFF/RESOURCES: The cost of a temporary agency employee at $19.50 per hour for 1960 hours would be $38,220. The FY 2012-2013 budget includes $52,500 for temporary help in the Water Demand Division.

EXHIBITS

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