Communications & Information Services - Kelowna · 2014 FINANCIAL PLAN COMMUNICATIONS & INFORMATION...
Transcript of Communications & Information Services - Kelowna · 2014 FINANCIAL PLAN COMMUNICATIONS & INFORMATION...
2014 FINANCIAL PLAN
Percent of General Fund Operating
Net Operating
Net Operating Budget
General Fund Operating = $105.4 Million
Division Overview
Revised
Adopted Financial Plan
Change from
Prior Year Percent Change
Taxation Expenditures 2013 2014
Net Operating 4,057,469 4,321,612 264,143 6.5%
Capital 995,300 611,810 (383,490) (38.5%)
Total Taxation Expenditure 5,052,769 4,933,422 (119,347) (2.4%)
Authorized Positions 33.9 34.5 0.6 1.8%
Division Summary
Carla Weaden - Divisional Director
4%
96%
Communications & Information Services =
$4.3 Million
Corporate Communications
9%
Communications & Information Services 11%
Information Services 75%
Community Communications 5%
COMMUNICATIONS & INFORMATION SERVICES
Communications & Information Services
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2014 FINANCIAL PLAN COMMUNICATIONS & INFORMATION SERVICES
Communications and Information Services Division
The Communication and Information Services Division are key to providing citizens and staff with convenient access to City services and information.
Information Services provides direction, support and maintenance for the City’s information systems and technology infrastructure. In addition to this key service, Information Service is moving to a model that will allow it to strategically consider technology to reduce costs, improve revenue streams, build efficiency and deliver better overall service. Technology is becoming a key driver in the delivery of customer service, economic development and communications. The Communication department provides strategic communications planning to inform, consult, involve, collaborate and empower internal and external stakeholders. Using an audience-centered model, Communications aims to support major city projects and provide accurate and timely information to citizens and staff through research, branding standards, media relations, crisis communications, development and maintenance of print and electronic communications channels (including kelowna.ca and social media platforms), corporate advertising and public engagement programs.
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2014 FINANCIAL PLAN COMMUNICATIONS & INFORMATION SERVICES
kelowna.ca
Drivers & Activities
Division Drivers
To provide accurate and timely information to citizens and staff To engage citizens, staff and stakeholders To protect our corporate data and digital infrastructure To provide communications and information services support for major City initiatives To drive the development of e-services for customer service solutions To develop, implement and maintain corporate communications channels To develop, implement and maintain policies, standards and guidelines To research best practices and be innovative, to deliver results while maintaining core services
Activities by Council Priority
Deliver on our plan Budget communications Support corporate and Council priorities Media relations Continue to promote and maintain the City’s electronic communications channels, including
kelowna.ca, e-Subscribe and social media
Enhance citizens’ quality of life
Implement mobile web options Develop a Digital Strategy Active living social marketing Support regional transportation demand management (TDM) programs Provide communications support for the completion and implementation of RapidBus, new
Gordon Drive route and a potential U-PASS at Okanagan College Support the alternative approval process (AAP) for the new RCMP facility
Focus on results
Implement the Public Engagement Framework Program & Policy Develop video conferencing Implement an Employee Communication Strategy Implement the City’s electronic document management system (on the SharePoint platform) Launch a new corporate intranet for City staff
Grow our economy
Develop a Fibre Strategy Provide capital project communications support, including Lakeshore Road improvements Provide Kelowna International Airport communications and marketing
2014 FINANCIAL PLAN
PROGRAM INPUT MEASURES Actual 2012 Rev. Adopted 2013 Financial Plan 2014
101 Communications & Information Services 400,095 415,880 459,915
Net Operating Expenditures 400,095 415,880 459,915
PROGRAM INPUT MEASURES Actual 2012 Rev. Adopted 2013 Financial Plan 2014
121 Information Services 2,670,998 3,043,943 3,262,856
Net Operating Expenditures 2,670,998 3,043,943 3,262,856
PROGRAM INPUT MEASURES Actual 2012 Rev. Adopted 2013 Financial Plan 2014
229 Corporate Communications 294,265 395,491 400,491
248 Community Communications 231,002 202,155 198,350
Net Operating Expenditures 525,267 597,646 598,841
Total Division Net Operating Expenditures 3,596,360 4,057,469 4,321,612
Communications & Information Services
Information Services
Communications
COMMUNICATIONS & INFORMATION SERVICES
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2014 FINANCIAL PLAN COMMUNICATIONS INFORMATION SERVICES
PROGRAM OUTPUTS
# of news releases 350 200 200
# of correspondence 1,631 1,226 1,226
Ask Inbox 5,200 5,800 6,000
Website visits (unique pageviews) 3,783,106 4,000,000 4,400,000
E-Subscribers 11,112 17,500 23,000
Internal Help Desk requests 7,003 7,662 7,800
PROGRAM OUTCOMES
EFFICIENCY MEASURES
Correspondence turnaround times
Within 1 day 62% (75% in 1-
5 days)
65% (75% in 1-
5 days)
65%
Within 2-5 9% 10% 10%
Within 6-10 15% (85%
within 10
days)
10% (85%
within 10
days)
10%
Within 11-20 8% 10% 10%
Overall 21 days 6% 5% 5%
CUSTOMER SATISFACTION
INNOVATION AND LEARNING
Finance Administration is responsible for providing leadership and direction to Financial Services in the The Financial Accounting and Systems Section prepares annual financial statements, in addition to The Financial Planning Section prepares the Corporate Budget, manages reserve balances, develops utility The Risk Management Section is responsible for the development, implementation, coordination and The Revenue Section is responsible for the administration of: property taxes, general accounts receivable Administration of the payroll function, utility billing function and investment of the City's funds are the The Purchasing and Stores Section is responsible for acquiring the materials, equipment and services Finance Administration is responsible for providing leadership and direction to Financial Services in the The Financial Accounting and Systems Section prepares annual financial statements, in addition to The Financial Planning Section prepares the Corporate Budget, manages reserve balances, develops utility The Risk Management Section is responsible for the development, implementation, coordination and The Revenue Section is responsible for the administration of: property taxes, general accounts receivable Administration of the payroll function, utility billing function and investment of the City's funds are the The Purchasing and Stores Section is responsible for acquiring the materials, equipment and services Finance Administration is responsible for providing leadership and direction to Financial Services in the The Financial Accounting and Systems Section prepares annual financial statements, in addition to The Financial Planning Section prepares the Corporate Budget, manages reserve balances, develops utility The Risk Management Section is responsible for the development, implementation, coordination and The Revenue Section is responsible for the administration of: property taxes, general accounts receivable Administration of the payroll function, utility billing function and investment of the City's funds are the The Purchasing and Stores Section is responsible for acquiring the materials, equipment and services
PERFORMANCE MEASURES Actual 2012
Estimated 2013
Proposed 2014
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2014 FINANCIAL PLAN
COMMUNICATIONS & INFORMATION SERVICESGeneral Fund
REVENUES / EXPENDITURES BY CATEGORY
Actual2012
Revised2013
Provisional2014
REVENUEPROPERTY TAX 0 0 0PARCEL TAX 0 0 0FEES AND CHARGES ( 380) ( 5,000) ( 5,000)OTHER REVENUE ( 80,239) ( 80,239) ( 84,044)TRANSFERS FROM FUNDS Special (Stat Reserve) Funds 0 0 0 Development Cost Charges 0 0 0 Accumulated Surplus ( 6,424) ( 25,000) 0 _____________ _____________ _____________TOTAL REVENUE ( 87,043) ( 110,239) ( 89,044) EXPENDITURESSALARIES AND WAGES 2,731,742 3,068,471 3,242,337INTERNAL EQUIPMENT 214 0 0MATERIAL AND OTHER 915,232 1,099,237 1,168,319CONTRACT SERVICES 0 0 0DEBT INTEREST 0 0 0DEBT PRINCIPAL 0 0 0INTERNAL ALLOCATIONS 0 0 0TRANSFERS TO FUNDS Special (Stat Reserve) Funds 0 0 0 Development Cost Charges 0 0 0 Accumulated Surplus 36,215 0 0 _____________ _____________ _____________TOTAL EXPENDITURES 3,683,403 4,167,708 4,410,656 NET OPERATING EXPENDITURES 3,596,360 4,057,469 4,321,612 CAPITAL EXPENDITURESGROSS EXPENDITURES 1,294,349 1,603,180 686,810OTHER FUNDING SOURCES ( 429,892) ( 607,880) ( 75,000) _____________ _____________ _____________TAXATION CAPITAL 864,457 995,300 611,810 _____________ _____________ _____________NET OPERATING & TAX CAPITAL EXP. 4,460,817 5,052,769 4,933,422 AUTHORIZED F.T.E.POSITIONS
Budgeted Fte's2012
Actual2012
Revised2013
Provisional2014
Salaried 31.3 29.0 32.6 34.1Hourly 0.4 1.8 1.3 0.5
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2014 FINANCIAL PLAN
Description of Operating Program Changes
TOTAL FTE
2013 Revised Budget 4,057,469 33.9
2014 Net Impacts
One-time Operating Requests
One-time Expenditure Reductions 9,000
Incremental Costs - Prior year(s) 64,150 0.7
Salary Adjustments 27,416
Other Adjustments (3,805)
Departmental Adjustments 2 96,763 (0.9)
4,154,232 33.7
2014 Program Additions
2014 Operating Requests 171,380 0.8
2014 Expenditure Reductions (4,000) 167,380
2014 Provisional 4,321,612 34.5
Unfunded 2014 Requests
2014 Operating Requests 86,000
2014 Expenditure Reductions 86,000
Total Unfunded Requests for 2014 86,000 0.0
COMMUNICATIONS & INFORMATION SERVICES
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2014 Operating RequestsPROVISIONAL Budget
SummaryGeneral Fund
Page Description Cost Revenue Taxation CatReserve Borrow UtilityGov/Contr
Communications & Information
Communications Advisor 22,110 0K1 OG(22,110)0 0 00
Applications Systems Manager 58,190 0K2 OG(58,190)0 0 00
Inter Building FibreCommunication Lines
24,220 0K3 OG(24,220)0 0 00
Microsoft Office 365Subscription Service
42,300 0K4 OG(42,300)0 0 00
Software and HardwareMaintenance
24,560 0K5 OG(24,560)0 0 00
171,380 0 (171,380)Division Priority 1 Total 0 0 0 0
171,380 0 (171,380)Total Priority 1 Operating 0 0 0 0
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2014 Operating RequestsPROVISIONAL Budget
SummaryGeneral Fund
Page Description Cost Revenue Taxation CatReserve Borrow UtilityGov/Contr
Communications & Information
Digital Strategy 86,000 0K6 OT(86,000)0 0 00
86,000 0 (86,000)Division Priority 2 Total 0 0 0 0
86,000 0 (86,000)Total Priority 2 Operating 0 0 0 0
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2014 Operating Request Details
Division:Communications & Information ServicesDepartment:
Title: Communications Advisor
Priority: 1
ON-GOING
NEW
Communications & Information Services
This request formalizes the funding for ongoing communications resources required to support Infrastructure Planning
and Design and Construction. To date, a combination of temporary staff and consultants equaling more than the cost of
a full time position has been employed to help the above departments deliver projects. The position is funded thirty
percent from current operating and seventy percent from capital. In addition to being a more efficient and effective
way to deliver communications services, the position will build capacity in-house allowing the City to meet the
increasing expectation of citizens for community engagement.
Note: The operating funding of $22,110 in Communications is from a decrease in salary budget in Design &
Construction.
Justification:
Strategic Objective: Deliver on Our Plan
TaxationReserve Borrow Fed/Prov Dev/ComCost Revenue Utility0 0 0 0 0 02014 0 0
20152016
00
00
00
00
00
00
00
00
Division:Information ServicesDepartment:
Title: Applications Systems Manager
Priority: 1
ON-GOING
NEW
Communications & Information Services
The management structure for Information Services (IS) will be realigned to meet the needs of the department and
corporation. The number and complexity of corporate-wide systems required to meet the day-to-day operational needs
of the City have grown significantly over the past 10 years. The new position, Application Systems Manager, will be
responsible for the ERP, EDMS and other application systems allowing the IS Manager, who currently manages these
systems, to have an increased emphasis on the strategic IT initiatives facing the City and Community. These initiatives
will: help reduce costs and improve revenue streams; build efficiency; automation and consolidation; deliver better
overall service. Management streams reporting to the IS Manager to support major IS areas: Systems Development,
Application Systems and Infrastructure Systems. This position will assume the project management role for the
Application Systems to provide coordination and consistency across various projects giving staff more time to focus on
the design, implementation and support work.
Justification:
Strategic Objective: Deliver on Our Plan
TaxationReserve Borrow Fed/Prov Dev/ComCost Revenue Utility58,190 0 0 0 0 02014 0 (58,190)
20152016
116,380116,380
00
00
00
00
00
00
(116,380)(116,380)
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2014 Operating Request Details
Division:Information ServicesDepartment:
Title: Inter Building Fibre Communication Lines
Priority: 1
ON-GOING
EXISTING
Communications & Information Services
For 15 years, the City has utilized a Municipal Access Network (MAN) service from Telus to interconnect 13 municipal
buildings with fibre. As an early adopter, the City has realized favorable pricing on the service, however Telus has
informed the City that the MAN service has been deprecated and will not be available when the current contract ends
in April 2014. The City will need to move to other business fibre services offered by Telus which are at a higher price
structure. The City has been able to reduce the impact of this change by moving a number of buildings to private fibre.
This fibre was installed last year through previously approved capital budgets. The buildings currently or soon to be
connected are: City Hall, Enterprise Fire Hall, Yards, PRC and Water St. Fire Hall. This budget request is to provide the
additional yearly cost to move to the new services.
2014 Base Budget for Fibre Communication Lines $83,139
Justification:
Strategic Objective: Deliver on Our Plan
TaxationReserve Borrow Fed/Prov Dev/ComCost Revenue Utility31,640 (7,420) 0 0 0 02014 0 (24,220)
20152016
42,18042,180
00
(9,890)(9,890)
00
00
00
00
(32,290)(32,290)
Division:Information ServicesDepartment:
Title: Microsoft Office 365 Subscription Service
Priority: 1
ON-GOING
NEW
Communications & Information Services
The City uses Microsoft Office for word processing, spreadsheets, email client and presentation software. The Microsoft
Office software has a new version released every 3 years and the City purchases an upgrade every second release (or
every 6 years). Changes to the way Microsoft licenses the software, integration of the Office product to other
applications like SharePoint, skipping a version will no longer be practical. The new licensing option enables the
software to be purchased through a subscription service and be paid yearly for each user. The licensing allows each
user to access the software from 5 devices enhancing user flexibility (ie. from the office, remotely, mobile devices).
Software upgrades are easy, reducing the IT staff time required.
2014 was scheduled for an upgrade to the latest version of Microsoft Office. This budget request would replace the
need for a $350,000 capital budget request for the software. This model will save $75,000 over 3 years.
Justification:
Strategic Objective: Focus on Results
TaxationReserve Borrow Fed/Prov Dev/ComCost Revenue Utility42,300 0 0 0 0 02014 0 (42,300)
20152016
85,00085,000
00
00
00
00
00
00
(85,000)(85,000)
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2014 Operating Request Details
Division:Information ServicesDepartment:
Title: Software and Hardware Maintenance
Priority: 1
ON-GOING
EXISTING
Communications & Information Services
This request is to cover the increase in annual support and maintenance fees for software and hardware. The
breakdown of the request is: 45% to accommodate the addition of PST on services purchased since 2010 when HST was
implemented, 30% of the request will be used to address anticipated increases in some of the existing maintenance
agreements and 25% will provide funds for new maintenance agreements on hardware and software purchased in 2013.
Current maintenance and support contracts in place include these major systems: Agresso - financial management
system; AutoDesk - AutoCAD and Civil 3D design software; FDM - Fire Department management and dispatch; Microsoft
- server and database products; Network - core, high speed hardware; Phone servers - the primary servers for phones
and voice mail; Security - products for anti-virus, spam filtering, internet filtering (for inappropriate sites); and
VMWare - The City's virtual server environment.
Justification:
Strategic Objective: Deliver on Our Plan
TaxationReserve Borrow Fed/Prov Dev/ComCost Revenue Utility24,560 0 0 0 0 02014 0 (24,560)
20152016
24,56024,560
00
00
00
00
00
00
(24,560)(24,560)
Division:Information ServicesDepartment:
Title: Digital Strategy
Priority: 2
ONE-TIME
NEW
Communications & Information Services
Justification:
Funding is requested to develop phase one of a Digital Strategy for the City of Kelowna. Advances in digital technology
are changing the way the City delivers services and engages the community. The strategy will consider a number of
areas including: access to digital technology, e-services, open data, community engagement and needs of the Kelowna
business community. The Digital Strategy will become a roadmap that provides direction and priority to the many
existing and future opportunities for digital engagement and access. Phase one will address the City's digital
capabilities while phase two will focus on assessing and meeting the community's needs.
Strategic Objective: Focus on Results
TaxationReserve Borrow Fed/Prov Dev/ComCost Revenue Utility86,000 0 0 0 0 02014 0 (86,000)
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2014 Reduction RequestsPROVISIONAL Budget
SummaryGeneral Fund
Page Description Cost Revenue Taxation CatReserve Borrow Gov/Contr Utility
Communications & Information
City in Action Advertising (4,000) 0K1 OG4,0000 0 00
(4,000) 0 4,000Division Priority Total 0 0 00
4,0000Total Priority Reduction Requests (4,000) 0 0 00
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2014 Reduction Request Details
Division: Communications & Information ServicesDepartment: Corporate Communications
Title: City in Action Advertising
Priority: 1
ON-GOING
In 2012, a primary newspaper advertising supplier system was adopted which resulted in fewer advertisements. A one-
time reduction of $5,000 was undertaken for 2013. Based on the experience of the past year and actual costs incurred,
a reduction of $4,000 can be made permanent.
Justification:
Strategic Objective: Deliver on Our Plan
TaxationReserve Borrow Fed/Prov Dev/ComCost Revenue Utility(4,000) 0 0 0 0 02014 0 4,000
20152016
(4,000)(4,000)
00
00
00
00
00
00
4,0004,000
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