HomeMy WebLinkAboutM-81-0635Howard V r Oat :., r
City Manager
C6tiission Approval for
ERdmptllot to Kiting Vredta
r: •., Bryce S. Gentlingar, Dir - . � t.:.- _ s Cr%t 16cal position
Department of Cori uttra Administrative Assistant 11
Communication .. Ito,
rolom Bfryee Genzl ngo-r i `e Management & Control of
Department of Cor1p e`s �"e`os"R� gomp uterized Information
Co�ntnuni.eatiot►s �
The solution to funding this position in Division (02)--Computers
Operations --for an Administrative Assistant 1 (1309), Range 25 at
$17,596 per year, is to trade it for a vacant Typist Clerk IL Code
(1021) Range 15, currently in our FY 81 budget at $12,495 per year.
The balance of $5,101 will be funded for FY 82 by reducing our
Professional Service Index 460201-270 in the corresponding amount.
There are sufficient funds available to cover this increase for
the remainder of FY 81 when this new position is filled.
Your approval to authorize this critical position as justified in
t-hp artnnhpa memo is reauested.
rc Howard V, tafy bAtt April 241 1981 lilt.
City Manager
sua�tct management and Cantrol of
Computerized iafotmatiao
rpoM Bryce Genrlinger; nir ete PttP't"tWztl:
Dept. of Computeita
C om mun is at ions tNclaauats:
There has been a growing problem area involving the Computer Center, production
control and user needs which has now become critical in nature. This problem
deals with the management and control of all information computerized onto ei-
ther magnetic tape, disk packs or microfiche. A great deal of time and money
can easily be lost if the computerized information is lost or destroyed through
the lack of control over these information files and media. The need for cer-
tain information to be retained over extended periods of time requires plan-
ning, policies, supervision and quality control in order to ensure that the
information is not inadvertently lost or destroyed before the end of required
the retention periods.
If such information is lost or destroyed, it is often a very difficult and ex-
pensive process to recreate that information and in some cases, it is simply
not recoverable. In a large Computer Center, such as the City of Miami pos-
sesses, the control and management of computerized information becomes a very
critical and important task. Presently, there are eight computers and thou-
sands of magnetic tape and disk files involved with such projects as:
as
b.
co
d.
ee
f.
g•
h.
i.
J.
k.
Fire Department Dispatch System
City Financial System
Property 6 Licenses
Vehicle Motor Pool
Pension System
Payroll System
Word Processing System
Police Fingerprint System
Police Dispatch System
Law Enforcement Systems
Solid Waste Billing System
The information generated by these various systems need to be maintained and
controlled anywhere from several hours to several years. At present, the con-
trol is totally inadequate and needs immediate attention. This lack of control
has been pointed out in recent audits made by Peat, Marwick 6 Mitchel and
Coopers Lybrand.
To correct this serious existing central operating condition, which has cost
-
this department hundreds of staff man hours and many computer reruns, we rec-
ommend the immediate authorization of an Administrative Assistant I position.
- _.-- •-- Cb, ana manage the use and control on of out cotnprited i
formatifiles for a security; retention and efficient utilijawutaof magnetic
tapes and disk packs needed by the computer center, in addition, this futie-
tions will have the responsibility for microfiche processing, quality control,
masterfile retention and distribution to users. The following table indicat€a
the volume and growth of this function by Fiscal Year.
Magnetic Tapes
Disk Packs
Microfiche
Computer Papers Tapes,
Packs and Fiche cost
1980
1981
10100
30100
110
125
0
24,000
$40, 000 $129, 000
1 § 82
5,600
145
72,000
$136*000
For some unknown reason this growth was not made apparent when FY81 Budgets
were prepared. If this function is not managed and controlled our supplies
cost will continue to increase along with man hours expended to recover lost
information files.
Your approval for the addition of this critical Administrative Assistant I po-
s
ition to our FY81 Budget is requested.
To
Yoh` Substitute F0§itJ*n§
r
FpOM
Bryce Genzlin er Di r c
R�i�Ft�NC�IS
�_
Department of Comput r-'-111
Communications �w�asu��s
o �2�
In reviewing Computer Processing _problems over the past months,
it becomes very clear that one of our major weaknesses (with
the present staff authorization in Computer Operations) is that
we are unable to provide any Supervisory coverage during the
three shifts on Saturday, Sunday, Holidays and when existing Sup-
ervisors on the Monday through Friday shifts are on vacation or
sick leave.
To cover these periods on an annual basis, the following is
needed:
360 hours per year to cover vacations
288 hours per year to cover holidays
136 hours per year to cover sick leave
2,496 hours per year to cover Saturdays & Sundays
3,280 total hours required 1 2,080 total working
hours per year = 1.58 supervisors.
In order to supervise these periods on an annual basis, we need
coverage in excess of 3,280 hours yearly which is equivalent to
1.5 supervisors.
In addition to our vulnerability due to lack of supervision and
the loss of all CETA workers, we are now using the equivalent of
one full time Computer Operator I to receive paper shipments at
the Solid Waste Building, to distribute Computer reports to Data
Management Section and to perform a number of other tasks and
job assignments which are well below the skill requirements of
a Computer Operator.
SOLUTION TO PROBLEM:
Currently we have vacancies of -
One Computer Operator I - Grade 20 $13780 yr.
One Production Control Supv. - Grade 20 - $13:780
TOTAL BUDGET AUTHORIZATION - $27,560
Page 1 of 2 T