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Consent-General Government # 18.
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| Board of Supervisors |
General Services |
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| Subject |
| Authorize the use of IT Innovation funds for the development of a Geographic Information Systems based solution for the assigning of addresses in the unincorporated areas of Yolo County and adopt budget resolution adjusting the General Services Department, Information Technology Division 2018-19 budget to reflect an increase of $8,050. (General fund impact $8,050) (4/5 vote required) (Yarris) |
| Recommended Action |
- Authorize the use of IT Innovation Funds to modernize the process for the assigning of addresses in the unincorporated areas of Yolo County; and
- Adopt budget resolution adjusting the General Services Department, Information Technology Division 2018-19 budget to reflect an increase of $8,050.
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| Strategic Plan Goal(s) |
| Operational Excellence |
| Reason for Recommended Action/Background |
The General Services Department (GSD), Information Technology and Telecommunications Division (ITTD) partnered with the Department of Community Services (DCS) to develop a modern solution for the assigning of addresses in the unincorporated areas of Yolo County. The new solution will utilize Geographic Information System (GIS) technology to streamline the current process, reduce redundant work between departments, and allow for immediate access to updated address information to other County departments, external partners, and the public.
The Department of Community Services is responsible for assigning addresses for the unincorporated areas of the County. The current workflow is a manual process where staff needs to identify the correct area of the county, determine an appropriate address, print a hard copy of the existing address map, mark it up with the new address and approximate the location of the new address, cut out the newly placed address information and glue it onto another copy of the existing address map page. The new map is then scanned and sent to GSD ITTD for incorporation into the GIS Address layer, as well as other County partners. GIS then updates the GIS Address layer which is then available to the public, County staff, the 4 incorporated Cities; University of California at Davis (UCD), and Yolo County Emergency Services Agency (YECA) via GIS Viewers and web services.
The current process takes approximately 3 hours for both DCS and GSD GIS staff. The new process would eliminate the GSD GIS time spent and decrease the time spent by DCS staff, reducing the overall time spent per address from 3 hours to ½ hour. In the past 12 months, the County added 60 new addresses utilizing approximately 180 hours of staff time. With the new process, the estimated staff time is reduced to approximately 30 hours to assign the same 60 new addresses; a 150 hours of time savings annually.
The modernized process will allow DCS staff to create and update addresses in an efficient and timely manner, remove redundancies in workflows, and remove a single point of failure. More specifically, the updated process allows DCS to create and update addresses directly in GIS. By doing this, it allows the County to deliver the updated information immediately via our existing open data site, making it immediately accessible to our partner agencies. It will greatly reduce the time it takes to add a new address or change an existing address as well as ensure our partner agencies have immediate access to the changes whereas now they wait for quarterly updates.
The requested funds will be used for staff time (10 hours at the current approved IT hourly rate of $105/hour = $1,050) to create a GIS based project with tasks to guide addressing process, script to update permit software, and training of DCS staff and to purchase one license of GIS software to support the new process and workflow (ArcGIS Enterprise Standard License: $7,000). |
| Collaborations (including Board advisory groups and external partner agencies) |
| Department of Financial Services, County Administrator's Office, Department of Community Services, General Services Department |
| Competitive Bid Process |
| N/A |
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| Fiscal Impact |
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| Source of Funds for this Expenditure |
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Explanation (Expenditure and/or Revenue) |
| Further explanation as needed: |
| The ongoing annual GIS licensing maintenance cost of $1,200 will be paid by the Department of Community Services. |
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