01-18-2000 - Additional Position for the West Covina Service GroupTO: City Council and City Manager
FROM: Frank J. Wills, Chief of Police
City of West Covina
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AGENDA
ITEM No. B- 6- d
DATE JANUARY 1.8, 2000
®PRINTED ON RECYCLED PAPER
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SUBJECT: ADDITIONAL POSITION FOR THE WEST COVINA SERVICE GROUP
SUMMARY: The Police ' Department' requests the addition of an additional
Programmer/Analyst It position to provide primary client support services for
the West Covina Service Group, which provides computer software and
support services to other law enforcement agencies.
BACKGROUND:
The West Covina Service Group provides computer software and support services to other law
enforcement agencies. Rapid growth of our client base necessitates the addition of a primary
client support position in order to provide our clients with the necessary and expected levels of
service and support. The Service Group will fully fund the new position from its revenues.
The West Covina Service Group (WCSG) operates as . a division of the West Covina Police
Department, under the direction of the Chief of Police. The WCSG provides computer -related
services to the City and clients, who include other cities, counties, and consortiums, both inside
and outside of California. The primary focus of the servicesthat the WCSG provides is law
enforcement related, however, the WCSG scope has expanded to include many general
automation services for its clients.
Currently, 34 agencies contract with the WCSG for one, or more, of the services that WCSG
provides. The complete list of current clients is provided as Attachment 1.
In June 1997, with Council authorization, the City of West Covina finance, payroll, water billing,
and other systems were consolidated and moved to the WCSG mainframe computer. The City of
West Covina leases ;computer time from the WCSG for these systems and the WCSG provides
technical assistance to City staff, when necessary.
The WCSG operates as an Enterprise .Fund within the Police Department with its own separate
and discrete budget. The WCSG budget for the 1999/2000 fiscal year is $1,137,910. This figure
includes salaries and benefits, fixed expenses, and capital outlay. The projected revenue for the
fiscal year is $1,600,000. All Citywide expenses are proportionally allocated against the WCSG
budget, just as with any other City department. - Included within the WCSG budget is the lease
payment for the Hewlett=Packard mainframe' computer, maintenance and support fees for that
computer, and additional software related expenses required for the operation of the mainframe.
These expenses are approximately $200,000 per year and are fully paid by the WCSG.
There are currently six positions authorized in the'WCSG budget. These include (1) Police
Commander, (1 /2) Police Lieutenant, (1) Police Sergeant, and (3) Programmer Analysts.
The. WCSG saves the City of West Covina a considerable amount of money each year. Most
departments our size have sworn personnel assigned to manage their CAD and RMS systems, in
addition to having full-time computer technicians on staff. These costs are in addition to the
costs associated with the computer software and maintenance contracts.
The WCSG revenues are derived from two primary and two secondary sources as follows:
Primary:
1) CAD/RMS software support and maintenance: All CAD/RMS clients pay an annual fee
for the maintenance of their software and for the 24 hour/7day support that the WCSG
provides. The annual fee for clients takes into account several factors and ranges
between.. $23,500 and $43,500 per year. The. estimated 1999/2000 revenue in this
category is $963,000.
2) Mainframe time leased on the WCSG computer: Clients who lease time. on the WCSG
mainframe pay an annual fee based on their population. The annual fee ranges between
$24,000 and $36,000 per year. There are currently 15 clients, including the West Covina.
Police Department and the City of West Covina, that lease time on ,the WCSG
mainframe. The estimated 1999/2000 revenue in this category is $432,000.
Secondary:
1) New client license fees: When a new client contracts with the WCSG for CAD/RMS,
they pay a license fee :to use the. software. This, -is a one-time. fee and is based on the
number of concurrent users of the software. The license fees for the average agency
typically range between $50,000. and $60,000. The estimated 1999/2000 revenue in this
category is difficult to predict, being based upon the number of new clients added during
the year.
i
2) Miscellaneous projects: All other work the WCSG does for its clients falls into this
category. Network installations, electronic mail systems, intemet'access, special software
projects and ,training are all invoiced on a time and materials b_ asis. ' . The estimated
1999/2000 revenue in this category is $50,0004100,000.
The total estimated 1999/2000 revenues for the WCSG is $1,600,000.. This includes $1,427,500
in recurring revenue shown in Attachment 1, plus an estimate of one-time revenues for fiscal
1.999/2000. The pricing structure presented here represents a 35% increase in WCSG fees that
went into effect on July 1 St of this year. After substantial discussion and negotiation with our
clients, the fees were raised in order to provide sufficient working capital to fully fund the
WCSG budget and to expand our services and products in order to have a competitive and viable
product offering for the next ten years. The expansion will include adding additional staff to
meet the needs of our clients and the development of a new . `Microsoft Windows' based
CAD/RMS system.
DISCUSSION:
The primary product of the WCSG is the CAD/RMS software package. It accounts for the
majority' of. our revenue and is the primary attraction -for the addition of new clients. The
CAD/RMS package development began at West Covina in,1984. It has evolved since then into
the product it is today. Although the CAD/RMS product is an excellent software package and is .
competitive with any other, package commercially available, it has become dated and does not
present the user with a contemporary interface. Our clients have become accustomed . to
"Windows" based applications at their PC which offers them a graphical interface and extensive
mouse functionality. The WCSG package is currently not "Windows" based and offers little .in
the way of a graphical interface. 'In order to remain competitive, maintain our current client
base, and -meet the needs of West Covina's own public safety interests, the WCSG will need to .
offer. a modern and fully "Windows" capable CAD/RMS package. We have already lost several
potential new clients to other vendors who offer a "Windows" based product line and need to
begin modernizing our software.
In January 1999, at the annual WCSG User's conference attended by 180 persons, this topic was
discussed. extensively. Ourclients agreed to a 35% increase in their basic maintenance fees in
order to fund the development of the new software package and obtain improved customer
service. These new fees went into effect on July I" and are reflected in the revenue projections.
included in this report. � Improved customer service is a high priority for our users. We have
added three agencies in the past six months and maintaining our service standards is important.
The immediate resolution to improving the service levels of the WCSG is the addition of a .
Programmer/Analyst with the primary responsibility of handling the support line full time. This
person will be trained in all areas of CAD/RMS and should be able to handle 95% of the calls for
service that we receive. In addition, our clients will know who they will be speaking with,
develop a rapport with that individual, and not talk to - a , different person depending on which
week they happen to .call us. The continuity and quality of our support services will be greatly .
enhanced.
The addition of a primary. support person will free the programmers from that responsibility and
give us the time necessary. to focus on our CAD/RMS software maintenance.
Attachment 2 shows a revenue -and expense breakdown of the WCSG for, the past three years.
These figures do not reflect the approximately $250,000 annually that it would cost the City of
West Covina to purchase and maintain CAD/RMS software and fund full-time computer
specialists (the majority of police agencies our size have full-time computer specialists on their
staffs) if we did not have the WCSG.
Attachment 3 is a copy of page E-9 of the City of West Covina 1999-2000 Adopted Budget.
This shows that enhancing the revenue of the WCSG is a key Police Department goal. This has
been accomplished. We have made the WCSG self -funding and increased the service users fees
as directed by the City Council. This recommendation to: add a Programmer/Analyst. II to the
WCSG budget is consistent with the listed strategy of improving service. .
Our users agreed ' to a 35% fee increase to, in part, improve customer service. This
recommendation provides them with a return on their investment.
FISCAL IMPACT:
The cost of a Programmer/Analyst II position, at top step with benefits,. is $78,594. The WCSG
current revenues are sufficient to fully fund this position from the 375-320-2141-5000 accounts.
There will be no impact on the General Fund and no direct cost to the West Covina taxpayers.
RECOMMENDATION:
Council authorize the addition of the Programmer/Analyst II position to the WCSG budget.
Prepared by:
Frank J. Wills, Chie of Police
Reviewed and approved by:
Margie Tuck , Finance Director
Carol Fo , ersonnel Director
Attach. 1: 1999-2000 revenue
Attach. 2: 1997-2000 revenue/expense
Attach 3: Page E-9 of West Covina Adopted Budget
Attachment 1
WCSG Recurring Annual Revenue
1999/2000 Fiscal
Year
Software County/State
MDT.System
HP 3000
Agency _Maintenance
Interface
Maintenance
Lease Fee
Total
Buena Park'
$33,500
$5,000
$5,000 .
$43, 500
Chino
$23,500
$5,000
$5,000
$36,000
$69,500
Corona
$23,5100
$5,000
$5,000
$36,000.
$69,500
Covina
$23,500
$5,000
$24,000
$52,500
Cypress
$23,500..,
$5,000
$5,000
$24,000
$57,500
El Centro
$23,500
$5,000
$28,500
El Monte
$23,500
$5,000
$5,000:
$36,000
$69,500
'ElSegundo
.$23,500
$5,000
$241000
$52,500
Fountain Valley
$23,500
$5,000
$5;000
$33,500
Fullerton
$33,500'
$5,000
$38,500
Hanford
$23,500
$5,000.
$51'000
$24,000
$57,500
Hermosa Beach
$23,500
$5,000
$24,000
$52,500
Kent; Wa
$33,500
$5,000
$38,500
Laguna Beach
$23,500
$5,000
$28,500
La Habra
$23,500
$5,000
$5,000
$36,000
$69,500
La Palma
$23,500
$5;000
$5,000'
$24,000
$57,500
LOGIS, Mn.
$33,500
$5,000
$S,OOG
$43,500
- _ Los Alamitos
$23,500
$5,000
$5,000
$24,000
$57,500
Montclair .
$23,500
$5,000
$5,000
$33,500
Ogden
$33,500
$5,000
$ 38,500
Pleasanton
$33,500
$5,000
$5,000
$43, 500 .
Porterville
$23,500
$5,000
$24,000
$52,500
Seal Beach
$23,500.
$5,000
$5,000
$24,000
: $57,500
Solano County*
$33',500
$5,000
$38,500
Sparks
$23,500
$5,000
$5,000
$33,500
Tracy
$12,000
$2,500
$18,000
$32,500'
Tustin
$23,500
$5,000
$5,000
$33,500
Vallejo:, _
$33,500 ,
$5,000,$38;500
West Covina PID
$23,500
$5,000
$5,000
$36,000
$69,500
West, Covina "City
$36,000
$36,000
Total
$750,000 '
$137,500
$90,000
$450,000
$1,427,500
Additional Non- Law Enforcement Client Cities:
City of Chino
City of Fountain Valley
City of Galt.
City.of Hanford
City of Reedley
Attachment 2
WC -SG Revenue/Expense Report 1997-2000
Year - Net. Revenue
Net Expenses
Balance
1996/1997
$1,138,142
$1,132,449 -
$5,693'
1997/1998
$1,154,754:
$967,397
$187,357
19918/1999
$1,078,4.15
$1,083,300
-$4,885
1999/2000
Projected
$1',600,000
$1,137,910
S462,090.
' AIIAGHMLNI 3
POLICE, DEPARTMENT- Continued
MANAGEMENT BY OBJECTIVE (MBOs)
!
1
1
1
i
Work. aggressively to ..Reduce
the. number of
Expand, community,
enhance public safety.
crime victims; increase
policing; utilize proactive
targeted law enforcement.
patrol; implement additional
technologies.
Continue proactive' efforts
Reduce :gangs and gang
Implement "zero tolerance"
to reduce gang related
related incidents; expand
program, and the ` Gang
crime andthe impact of
the Police Department's
Resistance Education and
gangs in West Covina.
ability ' to address gang
;Training (GREAT) program.
problems.
Centralize budget control.
..Reduce overtime costs and
Enhance ' participation of
increase accountability..
Police Department
management team in the
budget process; expand
accountability.
Work. to enhance the
Make the Service Group
Increase fees and improve
revenue of the West Covina
self -funding; meet with
service; implement better
Service Group to better
service users .to increase
budgetary controls.
offset its costs..
fees.
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PERFORMANCE MEASURES
i
Performance lUleasures
: FY i 997i1998
Ac#uaV
FY19981199g
'ected.
FY 1999l20 =
REstitha#es1`
Arrests
5,028 .
5,129
5,232
Calls for service
69,843
72,890
74,785