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Home My WebLink About506 Information ServicesBUDGET/PROGRAM: Information Services Fund/All Programs 506-000-010 MISSION: To provide computers, email, internet access, telephones, voice mail, copiers, geographic information systems mapping (GIS), and records management to County departments. This mission supports the regular operating departments in meeting their operational goals. The Information Services Fund is an internal service fund that provides services primarily to County departments and collects charges for services (“rent”) from County departments in order to pay for those services. The charges for services recover both operating costs and capital replacement costs. 2016 Actual 2017 Actual 2018 Adopted 2018 Amended 2019 Request BEGINNING CASH BALANCE 1,348,249 1,441,037 1,583,488 1,583,488 1,435,552 REVENUE:2016 Actual 2017 Actual 2018 Adopted 2018 Amended 2019 Request Add/<Delete>Memo Regional Services Licenses & Permits Intergovernmental Charges for Goods & Services 1,531,695 1,758,875 2,103,298 1,803,298 1,776,855 Fines & Forfitures Miscellaneous 441 3,711 Other Financing Sources 0 TOTAL REVENUE 1,532,136 1,762,586 2,103,298 1,803,298 1,776,855 EXPENDITURES: 2016 Actual 2017 Actual 2018 Adopted 2018 Amended 2019 Request Add/<Delete>Memo Wages & Benefits 666,251 723,412 811,623 811,623 850,368 Supplies 75,210 46,980 95,950 95,950 95,050 Other Services & Charges 438,737 463,475 524,504 524,504 554,910 Miscellaneous 7,148 1,003 13,571 13,571 15,480 Interfund Charges 21,435 21,600 26,796 26,796 27,170 Debt Service Interfund Transfers Capital Outlay 230,567 363,986 1,365,648 1,065,648 815,900 TOTAL EXPENDITURES 1,439,348 1,620,456 2,838,092 2,538,092 2,358,878 Central Services JEFFERSON COUNTY 2019 BUDGET REQUEST 2016 Actual 2017 Actual 2018 Projected 2018 Amended 2019 Request ENDING CASH BALANCE 1,441,037 1,583,488 848,694 848,694 853,529 STAFFING: 2016 Actual 2017 Actual 2018 Adopted 2018 Amended 2019 Request Administration .42 .63 .75 .75 .74 GIS 1.54 1.57 1.50 1.50 1.50 Records 1.18 1.0 .99 .99 .99 Copiers .00 .003 .01 .01 .01 Computers 4.15 4.07 4.18 4.18 4.17 Public Records Admin N/A .46 1.0 1.0 1.0 Communications .02 .02 .02 .02 .02 TOTAL ALL 7.31 7.753 8.45 8.45 8.43 Central Services JEFFERSON COUNTY 2019 BUDGET REQUEST BUDGET/PROGRAM: Information Services Fund/All Programs 506-000-010 GOALS FOR FY2019 1. Improve customer service, particularly for deployment of replacement equipment 2. Continue progress towards a 4 year rotation for computer equipment replacements 3. Acquire and install all approved systems and equipment additions and replacements 4. Develop a comprehensive Information Services strategic plan 5. Develop a highly functional program for managing public records requests and work to minimize risk exposure OBJECTIVES FOR FY2019 1. Implement systems as approved in the capital additions list 2. Implement software systems as approved in the replacement plan 3. Acquire and install all equipment identified in the replacement plan PERFORMANCE INDICATORS: 2016 Actual 2017 Actual 2018 Planned 2019 Plan Workload Volumes Telephones 293 291 293 291 Computer Devices 415 446 446 446 Copiers 28 27 28 28 Records (# of Boxes) 2971 2975 2850 2850 Public Records Requests Received 494 520 650 650 Public Records Requests Completed 483 520 650 650 SUMMARY OF KEY FUNDING/SERVICE ISSUES Capital costs are based on the replacement schedule and anticipated technological advances necessary for security. Replacing legacy systems will depend on availability of funding. BUDGET/PROGRAM: Information Services/Administration 506-000-010 MISSION: To provide staff, financial management and long range planning for the department. REVENUE: 2016 Actual 2017 Actual 2018 Adopted 2018 Amended 2019 Request Add/<Delete> Memo Taxes Licenses & Permits Intergovernmental Charges for Goods & Services Fines & Forfitures Miscellaneous Other Financing Sources TOTAL REVENUE 0 0 0 0 0 EXPENDITURES: 2016 Actual 2017 Actual 2018 Adopted 2018 Amended 2019 Request Add/<Delete>Memo Wages & Benefits 42,522 71,369 79,810 79,810 79,797 Supplies 0 215 50 50 50 Other Services & Charges 8,425 8,707 12,000 12,000 12,000 Miscellaneous 0 400 Interfund Charges Debt Service Interfund Transfers Capital Outlay TOTAL EXPENDITURES 50,947 80,291 91,860 91,860 92,247 STAFFING: 2016 Actual 2017 Actual 2018 Adopted 2018 Amended 2019 Request Administration .42 .63 .75 .75 .74 Staffing includes a portion of the Central Services Director’s time, a portion of the Administrative Assistant’s time and the Public Works accounting staff’s time. Central Services JEFFERSON COUNTY 2019 BUDGET REQUEST BUDGET/PROGRAM: Information Services/Administration 506-000-010 GOALS FOR FY2019 1. Upgrade Cost Allocation Plan as needed 2. Manage budget effectively 3. Manage staff effectively OBJECTIVES FOR FY2019 1. Continue to monitor budget and Fund Balance 2. Evaluate performance against strategic objectives PERFORMANCE INDICATORS: 2015 Actual 2016 Actual 2017 Planned 2018 Plan Not Applicable SUMMARY OF KEY FUNDING/SERVICE ISSUES: There is a need to continue making progress toward fully funding the accumulated depreciation of equipment in the Fund. BUDGET/PROGRAM: Information Services/Communications 506-000-010 MISSION: To provide local and long distance voice communications, including voice mail. To provide technical support relating to the addition, removal, and use of telephone equipment. This mission supports the regular operating departments in meeting their operational goals. Virtually all county departments are customers of Communications services. The charges for services recover both operating costs and capital replacement costs. REVENUE: 2016 Actual 2017 Actual 2018 Adopted 2018 Amended 2019 Request Add/<Delete>Memo Taxes Licenses & Permits Intergovernmental Charges for Goods & Services Fines & Forfitures Miscellaneous 128,143 135,406 125,891 125,891 127,147 Other Financing Sources TOTAL REVENUE 128,143 135,406 125,891 125,891 127,147 EXPENDITURES: 2016 Actual 2017 Actual 2018 Adopted 2018 Amended 2019 Request Add/<Delete>Memo Wages & Benefits 1,842 2,889 1,885 1,885 1,888 Supplies 540 719 2,400 2,400 2,400 Other Services & Charges 115,748 115,879 120,200 120,200 120,200 Miscellaneous Interfund Charges Debt Service Interfund Transfers Capital Outlay 0 0 150,000 150,000 75,000 TOTAL EXPENDITURES 118,130 119,487 274,485 274,485 199,488 STAFFING: 2016 Actual 2017 Actual 2018 Adopted 2018 Amended 2019 Request Communications .02 .02 .02 .02 .02 Central Services JEFFERSON COUNTY 2019 BUDGET REQUEST BUDGET/PROGRAM: Information Services/Communications 506-000-010 GOALS FOR FY2019 1. Maintain customer service levels. 2. Replace current telephone system. OBJECTIVES FOR FY2019 1. Continue to monitor functional capabilities of the current telephone system. PERFORMANCE INDICATORS: 2016 Actual 2017 Actual 2018 Planned 2019 Plan Number of Telephones Serviced 293 291 293 291 SUMMARY OF KEY FUNDING/SERVICE ISSUES: The current telephone system is approximately 20 years old and is scheduled to be replaced. BUDGET/PROGRAM: Information Services/GIS 506-000-010 MISSION: Geographic Information Systems provides geospatial information and analysis to the citizens and government of Jefferson County. Primary customers include Public Works, Community Development, Assessor, Water Quality and public interface. The charges for service recover both operating costs and capital replacement costs. REVENUE: 2016 Actual 2017 Actual 2018 Adopted 2018 Amended 2019 Request Add/<Delete>Memo Taxes Licenses & Permits Intergovernmental Charges for Goods & Services Fines & Forfitures Miscellaneous 135,127 203,136 213,640 213,640 246,572 Other Financing Sources TOTAL REVENUE 135,127 203,136 213,640 213,640 246,572 EXPENDITURES: 2016 Actual 2017 Actual 2018 Adopted 2018 Amended 2019 Request Add/<Delete>Memo Wages & Benefits 144,144 140,978 153,644 153,644 161,563 Supplies 5,457 1,488 1,200 1,200 1,200 Other Services & Charges 64,067 64,615 52,300 52,300 52,500 Miscellaneous 240 470 3,091 3,091 4,000 Interfund Charges 4,799 4,809 5,752 5,752 5,838 Debt Service Interfund Transfers Capital Outlay 4,373 30,000 30,000 0 TOTAL EXPENDITURES 223,080 212,360 245,987 245,987 225,101 STAFFING: 2016 Actual 2017 Actual 2018 Adopted 2018 Amended 2019 Request GIS 1.54 1.57 1.50 1.50 1.50 Staffing includes a full time GIS Coordinator and a half time GIS Analyst who coordinates parcel information between the Assessor and GIS. Central Services JEFFERSON COUNTY 2019 BUDGET REQUEST BUDGET/PROGRAM: Information Services Fund/GIS 506-000-010 GOALS FOR FY2019 1. Maintain and enhance GIS and data layers 2. Proceed with GIS upgrade to current technologies and expand its application and usage in Jefferson County government OBJECTIVES FOR FY2019 1. Maintain and expand data set documentation 2. Continue with development of maps and apps within ArcGIS Enterprise 3. Continued refinement of Assessor’s parcel mapping in the Parcel Fabric 4. Continue migration from ArcMap to ArcGIS Pro PERFORMANCE INDICATORS: 2016 Actual 2017 Actual 2018 Planned 2019 Plan None Available SUMMARY OF KEY FUNDING/SERVICE ISSUES: The GIS program has been included in the Cost Allocation/Cost Recovery Plan for several years. BUDGET/PROGRAM: Information Services/Copiers 506-000-010 MISSION: To provide copiers, copier maintenance, and support services to county departments. This mission supports the regular operating departments in meeting their operational goals. Primary customers include General Fund departments, Public Works, Health Department, WSU Extension, and Community Development. The charges for services recover both operating costs and capital replacement costs. REVENUE: 2016 Actual 2017 Actual 2018 Adopted 2018 Amended 2019 Request Add/<Delete>Memo Taxes Licenses & Permits Intergovernmental Charges for Goods & Services Fines & Forfitures Miscellaneous 51,645 61,732 84,275 84,275 105,437 Other Financing Sources TOTAL REVENUE 51,645 61,732 84,275 84,275 105,437 EXPENDITURES: 2016 Actual 2017 Actual 2018 Adopted 2018 Amended 2019 Request Add/<Delete>Memo Wages & Benefits 78 363 502 50 523 Supplies 1,932 213 1,500 1,500 1,000 Other Services & Charges 27,981 36,984 39,001 39,001 46,000 Miscellaneous Interfund Charges Debt Service Interfund Transfers Capital Outlay 435 41,772 6,860 6,860 - TOTAL EXPENDITURES 30,426 79,332 47,863 47,411 47,523 STAFFING: 2016 Actual 2018 Actual 2018 Adopted 2018 Amended 2019 Request Copiers .0008 .003 .01 .01 .01 Central Services JEFFERSON COUNTY 2019 BUDGET REQUEST BUDGET/PROGRAM: Information Services/Copiers 506-000-010 GOALS FOR FY2019 1. Maintain current service levels OBJECTIVES FOR FY2019 1. Evaluate life expectancy of equipment for cost recovery purposes 2. Evaluate copier replacement schedules and revise them based on usage rather than age of equipment PERFORMANCE INDICATORS: 2016 Actual 2017 Actual 2018 Planned 2019 Plan Workload Volumes - Copiers 28 27 28 28 SUMMARY OF KEY FUNDING/SERVICE ISSUES: In 2017 several outdated copiers were replaced in an effort to adhere to the planned replacement schedule. Central Services JEFFERSON COUNTY 2019 BUDGET REQUEST BUDGET/PROGRAM: Information Services/Public Records Administration 506-000-010 MISSION: To provide management and coordination of public records request response and fulfillment, in accordance with State laws. This mission supports the regular operating departments in meeting their operational goals. Primary customers include General Fund departments, Public Works, Health Department and Community Development. The charges for services recover both operating costs and capital replacement costs. REVENUE: 2016 Actual 2017 Actual 2018 Adopted 2018 Amended 2019 Request Add/<Delete>Memo Intergovernmental Charges for Goods & Services Miscellaneous 60,603 99,545 99,545 108,262 TOTAL REVENUE 0 60,603 99,545 99,545 108,262 EXPENDITURES: 2016 Actual 2017 Actual 2018 Adopted 2018 Amended 2019 Request Add/<Delete>Memo Wages & Benefits 34,700 73,000 73,000 76,471 Supplies 740 900 900 900 Other Services & Charges 246 20,700 20,700 22,800 Miscellaneous 340 600 Interfund Charges 53 1,348 1,348 1,368 Debt Service Interfund Transfers Capital Outlay TOTAL EXPENDITURES 0 36,079 95,948 95,948 102,139 0 STAFFING: 2016 Actual 2017 Actual 2018 Adopted 2018 Amended 2019 Request Public Records Admin. N/A .46 1.0 1.0 1.0 Staffing consists of one person who provides management and coordination functions for public records requests. Central Services JEFFERSON COUNTY 2019 BUDGET REQUEST BUDGET/PROGRAM: Information Services/Records Management 506-000-010 GOALS FOR FY2019 1. Improve technology-assisted services to increase efficiency and accuracy of public records request responses and maintain current service levels. 2. To assist with timely and thorough PRR responses and maintain legal compliance with the new requirements, Jefferson County has implemented a content management system (CMS) for PRRs that is used by all county departments and managed by the Public Records Administrator. The CMS was implemented in November of FY2017 and our goal is to have it fully-configured by the end of FY2018, such that it fully meets the PRR fulfillment and compliance needs of all county departments. 3. Provide timely and practical training to Public Records Liaisons to help departments respond more thoroughly and accurately to public records requests. OBJECTIVES FOR FY2019 1. Maintain current service levels, while improving overall efficiency and accuracy of public records request responses, County-wide. 2. Continue to develop and configure a fully-coordinated public records request management system. 3. Prepare and implement two (spring and fall) basic training sessions for Public Records Liaisons in public record request response procedures, effective and efficient use of the PRR content management system, and accurate recording of data for legislative reporting metrics. 4. Prepare and implement two (spring and fall) advanced training sessions for a smaller group of Public Records Liaisons in departments that respond to large numbers of public records request. This training will include the same topics as the basic training, offered in more detail, as well as advanced training in the application of exemption logging and redaction software. PERFORMANCE INDICATORS: 2016 Actual 2017 Planned 2018 Planned 2019 Plan Public Records Requests - Received 494 520 650 650 Public Records Request - Completed 483 520 650 650 SUMMARY OF KEY FUNDING/SERVICE ISSUES: The volume and complexity of public records requests received by Jefferson County has necessitated the implementation of a specialized PRR content management system. Maintaining and developing the CMS will provide significant assistance in improving Jefferson County’s efforts to maintain full compliance with state law in responses to PRRs. Central Services JEFFERSON COUNTY 2019 BUDGET REQUEST BUDGET/PROGRAM: Information Services/Records Management 506-000-010 MISSION: To provide archival storage, automation, retrieval, and disposal of public records in accordance with State laws. This mission supports the regular operating departments in meeting their operational goals. Primary customers include General Fund departments, Public Works, Health Department and Community Development. The charges for services recover both operating costs and capital replacement costs. REVENUE: 2016 Actual 2017 Actual 2018 Adopted 2018 Amended 2019 Request Add/<Delete>Memo Taxes Licenses & Permits Intergovernmental Charges for Goods & Services Fines & Forfitures Miscellaneous 120,042 160,605 167,780 167,780 185,176 Other Financing Sources TOTAL REVENUE 120,042 160,605 167,780 167,780 185,176 EXPENDITURES: 2016 Actual 2017 Actual 2018 Adopted 2018 Amended 2019 Request Add/<Delete>Memo Wages & Benefits 94,130 81,375 86,779 86,779 90,515 Supplies 535 79 1,900 1,900 1,500 Other Services & Charges 27,082 28,314 42,302 42,302 49,660 Miscellaneous 9 0 480 480 480 Interfund Charges 8,698 9,265 10,618 10,618 10,777 Debt Service Interfund Transfers Capital Outlay 4,496 10,680 10,680 10,000 TOTAL EXPENDITURES 134,950 119,033 152,759 152,759 162,932 Central Services JEFFERSON COUNTY 2019 BUDGET REQUEST STAFFING: 2016 Actual 2017 Actual 2018 Adopted 2018 Amended 2019 Request Records 1.18 1.00 .99 .99 .99 Staffing consists of one person who provides both records management and copier management functions. Central Services JEFFERSON COUNTY 2019 BUDGET REQUEST BUDGET/PROGRAM: Information Services/Records Management 506-000-010 GOALS FOR FY2019 1. Maintain current service levels 2. Washington State Retention Schedules require certain records to have security backup in case of disaster. The Records Manager is working and will continue to work on complying with these requirements beginning with the scanning and conversion of essential public records. This project will also free up room for future County records. 3. Develop digital archive system for retention process. 4. Capture and retention of social media records. OBJECTIVES FOR FY2019 1. Evaluate storage needs PERFORMANCE INDICATORS: 2016 Actual 2017 Actual 2018 Planned 2019 Plan Workload Volume – Records (Boxes) 2971 2975 2850 2850 SUMMARY OF KEY FUNDING/SERVICE ISSUES: In 2005, for the first time, the volume of records to be stored required the use of an offsite storage unit. Currently, five (5) offsite units are being used to store records. BUDGET/PROGRAM: Information Services/Computer Technology 506-000-010 MISSION: To provide computer hardware and operating systems that include PC based operations, file servers, and internal network, connections to and protection from the Internet, data back-up and recovery. Also to provide technical support relating to application software and IT purchasing decisions. This mission supports the regular operating departments in meeting their operational goals. Virtually all county departments are customers for Data Processing services. The charges for services recover both operating costs and capital replacement costs. REVENUE: 2016 Actual 2017 Actual 2018 Adopted 2018 Amended 2019 Request Add/<Delete> Memo Taxes Licenses & Permits Intergovernmental Charges for Goods & Services Fines & Forfitures Miscellaneous 1,096,738 1,137,333 1,112,167 1,112,167 1,004,261 Other Financing Sources TOTAL REVENUE 1,096,738 1,137,333 1,112,167 1,112,167 1,004,261 EXPENDITURES: 2016 Actual 2017 Actual 2018 Adopted 2018 Amended 2019 Request Add/<Delete>Memo Wages 383,535 391,738 416,003 416,003 439,611 Supplies 66,746 43,526 88,000 88,000 88,000 Other Services & Charges 195,434 208,730 238,000 238,000 251,750 Miscellaneous 6,899 193 10,000 10,000 10,000 Interfund Charges 7,938 7,473 9,078 9,078 9,187 Debt Service Interfund Transfers Capital Outlay 209,789 269,991 1,118,108 818,108 730,900 TOTAL EXPENDITURES 870,341 921,651 1,879,189 1,579,189 1,529,448 STAFFING: 2016 Actual 2017 Actual 2018 Adopted 2018 Amended 2019 Request Information Technology 4.15 4.07 4.18 4.18 4.17 Staffing consists of 4 full time employees and an employee shared with Communications Central Services JEFFERSON COUNTY 2019 BUDGET REQUEST BUDGET/PROGRAM: Information Services/Computer Technology 506-000-010 GOALS FOR FY2019 1. Acquire and install all approved system additions and replacements 2. Acquire and install all equipment additions and replacements 3. Continue progress towards a 4 year rotation for equipment replacements 4. Support departments in preparing the asset inventory for certification by the BOCC 5. Implement upgrades that will improve Network performance OBJECTIVES FOR FY2019 1. Complete replacement equipment deployments by October 1st each year 2. Implement equipment and systems as approved in the Capital Plan 3. Implement software systems and equipment as approved in the replacement plan 4. Complete a physical inventory of equipment each fall 5. Evaluate transmission rates between facilities PERFORMANCE INDICATORS: 2016 Actual 2017 Actual 2018 Planned 2019 Plan Workload Volumes – Computer Devices 415 446 446 446 SUMMARY OF KEY FUNDING/SERVICE ISSUES: Continue to monitor the replacement process while maintaining adequate cash balances.