Title
Transfer Full-Time Senior Developer Position to the General Fund and Eliminate Part-Time Developer Position.
Body
Recommended Action: Approve requested transfer and position elimination.
In development over the last four years, the Register of Deeds' (RoD) new Records Management System (RMS) went live in late 2014. The project took the RoD's proprietary RMS system to a customized and in-house supported system. The project was funded through the RoD's Technology Fund (236), and included funding of a full-time Sr. Developer position. Now that the system is live, it must be maintained, but the staffing need for that effort is no longer equivalent to a full-time position. To be fair and equitable to the Register of Deeds Office, but still ensure that the system can be supported effectively, the following arrangement has been reached between the Register of Deeds Office and DIO-IT, but pending BoCC approval. The following arrangement is overall cost neutral, as outlined in the Financial Considerations section below, and is likely to generate additional revenue to the General Fund as enhancements to the existing system are completed.
Alternatives: Deny the request, leaving the part-time position assigned to the General Fund, and either eliminating the full-time Sr. Developer position, or leaving it assigned to RoD's Technology Fund at a greater overall cost than the received benefit.
Financial Considerations: Part-Time Developer position (#20008200) will be eliminated from the General Fund effective March 18, 2015, reducing annual budgeted expenses by $46,800. A Full-Time Sr. Developer Position (#20004977) will be transferred from the RoD Technology Fund to the General Fund to cost center 92003-110 with annual position costs of $73,702. In addition, the RoD's Office has agreed to pay an annual maintenance fee of $27,163 from the RoD Technology Fund to the General Fund in support of the services received from General Fund IT staff to maintain the new RMS system. This amount will be adjusted annually based on the annual compensation costs of the development staff providing support, equivalent to 0.25 of an FTE. Overall, the combination of these changes creates a positive net impact to the General Fund of $261. The RoD's Office will also pay an hourly fee to the General Fund for enhancements completed to the RMS based on the hourly compensation and benefit costs of the position(s) providing the services.
Legal Considerations: Under K.S.A. 28-115a, the RoD's Technology Fund "shall be used to acquire equipment and technological services for the storing, recording, archiving, retrieving, maintaining and handling of data recorded or stored in the office of the register of deeds." A simple majority vote is required.
Policy Considerations: None.