Innovation and Technology
FY 2023-24 Proposed Budget
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FY 2023-24 Proposed Budget
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Department Overview
Budget Units
Budget Unit
Program
2024 Proposed Budget
I&T Administration
$ 190,420
610-30-300
Innovation & Technology Administration
$ 190,420
Video
$ 928,452
100-31-305
Video
$ 928,452
Applications
$ 2,710,361
100-32-308
Applications
$ 2,710,361
Infrastructure
$ 2,249,231
610-34-310
Infrastructure
$ 2,249,231
GIS
$ 1,492,885
610-35-986
GIS
$ 1,492,885
Total
$ 7,571,349
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Budget at a Glance
2024 Proposed Budget
Total Revenues
$ 4,145,863
Total Expenditures
$ 7,571,349
Fund Balance
$ (485,678)
General Fund Costs
$ 2,939,808
% Funded by General Fund
38.8%
Total Staffing
14.9 FTE
Organization
Bill Mitchell
, Chief Technology Officer
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Performance Measures
Goal: Provide superior delivery of information and technology services to city employees and constituents while continually enhancing levels of engagement.
Benefit: Integrated information services enable customer access to the tools and information they need, when and where they need it.
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Performance Measure
FY 2021
July-June
FY 2022
July-June
FY 2023
July-Dec
Ongoing
Target
GIS: % of time spent Developing Application
25%
40%
35%
35%
GIS: % of time Maintaining applications
75%
60%
65%
65%
GIS: Met Requests within SLA (map, data,
Web maps, Cityworks, schema, other)
completed
98%
99%
100%
100%
GIS: Increase Property Information
(Internal/External) site visits per month
691/533
3,344/616
1,176/229
900/600
GIS: Cityworks utilization - # of assets
Cupertino maintains vs # of assets maintained
in Cityworks. Also the % increase of work
units completed (WOs, INSP,SRs)
45/31
20%
45/31
68%
45/31
10%
45/45
20%
Infrastructure: Percentage based upon number
of scheduled projects/Number of projects
completed on time
86%
89%
64%
100%
Infrastructure: Percentage based upon number
of HelpDesk tickets/SLA measurements
94%
93%
89%
90%
Infrastructure: % Customer satisfaction based
upon Satisfaction Rate from helpdesk tickets
98.7%
98.0%
96.9%
85%
Infrastructure: % of network uptime (not
including planned maintenance)
99.9%
99.9%
99.9%
99%
Applications: % of citywide-enterprise
application project management performed on
time and on budget
95%
96%
98%
95%
Applications: Number of website site
visits/Number of site hits
800,164
886,899
578,462
5% annual
increase
Applications: Number of support request for
the applications support per month
65 870
490
20 Applications: Actual grant Revenue vs.
Adopted budget
46%
0 2%
15%
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Multimedia Division
Performance Measure
FY 2021
July-June
FY 2022
July-June
FY 2023
July-Dec
Ongoing
Target
Percentage of total video productions
performed vs scheduled productions (city
meetings excluded)₁
522%
47/9
356%
57/16
245%
27/11
100%
Percentage of total engineering projects vs
scheduled projects₂
250%
15/6
275%
11/4
100%
2/2
100%
Total video views on YouTube and Granicus
platforms combined*₃
246,313
158,300
60,249
5% annual
increase
* Percentage skewed due to pandemic - more overall views due to daily press conference postings FY 2023-24 Proposed Budget
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Workload Indicators
Applications Division
Workload Indicator
FY 2021
July-June
FY 2022
July-June
FY 2023
July-Dec
Enterprise Programs Support & Maintenance
1,900 hours
2,500 hours
1,950 hours
Application Development
800 hours
1,600 hours
850 hours
Percentage of Project Management Performed
on Time and Budget for Citywide Applications
95%
95%
94%
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Infrastructure Division
Workload Indicator
FY 2021
July-June
FY 2022
July-June
FY 2023
July-Dec
Percentage of helpdesk requests completed 48
hours or less
94%
93%
89%
% of network uptime
99.9%
99.9%
99.8%
Number of IT Projects Completed
100%
7/7
88.89%
9/8
64.28%
9/14
GIS Division
Workload Indicator
FY 2021
July-June
FY 2022
July-June
FY 2023
July-Dec
Hours Spent Web Application Development
540/tracking is still
being refined. This
is not an accurate
account.
876/tracking is still
being refined. This
is not an accurate
account.
582/ tracking is still
being refined. This
is not an accurate
account
Map, Data, Analysis, Report, Application
Configuration Requests, Workflow
Enhancements Completed Requests
882/tracking is still
being refined. This
is not an accurate
account.
1272/tracking is still
being refined. This
is not an accurate
account.
821/tracking is still
being refined. This
is not an accurate
account.
Number of I&T workplan projects completed
100%
8/8 After budget
reduction
90%
9/10
20%
2/10
Multimedia Division
Workload Indicator
FY 2021
July-June
FY 2022
July-June
FY 2023
July-Dec
Percentage of total video productions
performed vs scheduled productions (city
meetings excluded)
522%
47/9
356%
57/16
245%
27/11
Percentage of total engineering projects vs
scheduled projects
250%
15/6
275%
11/4
100%
2/2
Total video views on YouTube and Granicus
platforms combined*
246,313
158,300
60,249
* Percentage skewed due to pandemic - more overall views due to daily press conference postings Proposed Budget
It is recommended that City Council approve a budget of $7,571,349 for the Innovation and Technology department. This represents a decrease of $428,630 (-5.4%) from the FY 2022-23 Adopted Budget.
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The table below illustrates the reductions made to the original FY 2023-24 Budget. This budget was developed by taking the previous year's base budget and incorporating additional ongoing costs, while also adjusting material and contract expenses based on the Consumer Price Index (CPI), where applicable.
Service
FY 2023-24 Original
Budget
FY 2023-24
Reduced Budget
Reduction
Service Impact
Materials
$2,794,442
$1,812,505
$981,937
Reduced applications utilized by
staff, residents, and customers.
Commissioners and part time
staff limited to E-mail; Prolonged
tech refresh cycles and significant
reduction in replacement parts
and supplies.
Reduced Training and
Conferences for department.
Drone program and training
reduced, and eliminate Wi-Fi in
parks.
Contract Services
$791,240
$620,119
$171,121
Reduce expert technical training;
less outside technical support,
and reduced LaserFiche
document scanning.
Reduced maintenance of
equipment.
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Proposed Expenditures by Division
Department Expenditure History
Revenues and Expenditures
35.8%
29.7%
19.7%
12.3%
Applications
Infrastructure
GIS
Video
I&T Administration
$5.16M
$5.41M
$8.00M
$7.57M
2021 Actual
2022 Actual
2023 Adopted Budget
2024 Proposed Budget
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Revenues and Expenditures
The following table details revenues, expenditures, changes in fund balance and General Fund costs by category.
It includes actuals for two prior fiscal years, the Adopted Budget for the prior fiscal year, and the Proposed
Budget for the current
fiscal year.
Category
2021 Actual
2022 Actual
2023 Adopted Budget
2024 Proposed Budget
Revenues
Intergovernmental Revenue
$ 15,000
$ 242,900
$
-
$ 60,000
Charges for Services
$ 3,996,438
$ 4,572,658
$ 3,916,540
$ 4,085,863
Miscellaneous Revenue
$ 67,130
$
-
$
-
$
-
Transfers In
$
-
$ 146,308
$
-
$
-
Total Revenues
$ 4,078,568
$ 4,961,866
$ 3,916,540
$ 4,145,863
Expenditures
Employee Compensation
$ 2,028,109
$ 2,030,751
$ 2,434,120
$ 2,953,284
Employee Benefits
$ 729,278
$ 611,750
$ 991,799
$ 1,177,598
Materials
$ 1,385,735
$ 1,705,614
$ 2,416,519
$ 1,812,505
Contract Services
$ 516,877
$ 456,178
$ 835,469
$ 620,119
Special Projects
$ 198,377
$ 322,675
$ 941,028
$ 691,475
Other Financing Uses
$ 299,745
$ 285,961
$ 299,745
$ 285,961
Contingencies
$
-
$
-
$ 81,299
$ 30,407
Total Expenditures
$ 5,158,121
$ 5,412,929
$ 7,999,979
$ 7,571,349
Fund Balance
$ (394,967)
$ (198,074)
$ 412,601
$ (485,678)
General Fund Costs
$ 684,587
$ 252,990
$ 4,496,040
$ 2,939,808
Staffing
The following table lists full-time equivalents (FTE) by position. It includes actuals for two prior fiscal years, the
Adopted Budget for the prior fiscal year, and the Proposed Budget for the current fiscal year.
FY 2023-24 Proposed Budget
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Position Title
2021
Actual
2022
Actual
2023 Adopted
Budget
2024 Proposed
Budget
ADMINISTRATIVE ASSISTANT
0.95 0.95
0.95 0
APPLICATIONS MANAGER
1.00 1.00
1.00 1.00
ASSET MANAGEMENT TECHNCIAN
1.00 1.00
0 0
BUSINESS SYSTEMS ANALYST
3.00 3.00
3.00 3.00
CHIEF TECHNOLOGY OFFICER
0.98 0.98
0.98 0.98
GIS ANALYST
1.00 1.00
1.00 1.00
GIS MANAGER
1.00 1.00
1.00 1.00
INFRASTRUCTURE MANAGER
1.00 1.00
1.00 1.00
I.T. ASSISTANT
2.00 2.00
2.00 0
MANAGEMENT ANALYST
0 0
1.00 1.95
MULTIMEDIA COMMUNICATIONS
SPEC
0 0
1.50 3.00
NETWORK SPECIALIST
0 0
0 2.00
Total
11.93 11.93
13.43 14.93
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Innovation & Technology Administration
Budget Unit 610-30-300
Information Technology - I&T Administration - Innovation & Technology Administration Budget at a Glance
2024 Proposed Budget
Total Revenues
$
-
Total Expenditures
$ 190,420
Fund Balance
$ (190,420)
General Fund Costs
$
-
% Funded by General Fund
0.0%
Total Staffing
0.5 FTE
Program Overview
The Innovation & Technology Department Administration Division is responsible for the strategic planning, governance, policy seHing, and leadership in the use of digital services for the City. The services include a state of the art network which provides transport for best of class business applications, e.g., financial, land management, recreation, asset management, HR, e-commerce and work order management. Additionally, Administration ensures oversight of budget, tactical plans, succession planning, partnership development (internal/external) and staffing. Procurement and budget monitoring are also responsibilities of Administration.
Service Objectives
Develop a roadmap to effectively leverage existing technology and adopt emerging technology to meet business needs.
Create and sustain a workplace atmosphere that promotes a balance between employee innovation, accountability and business needs.
Ensure two-way communication between and among the City organization and stakeholders.
Improve user experience including ease of use, availability, and accessibility within the context of compliance with industry standards.
Ensure transparent and easy access to City information and services via multiple technologies, e.g. social media, TV, web, and radio.
Proposed Budget
It is recommended that City Council approve a budget of $190,420 for the Innovation & Technology Administration program. This represents a decrease of $151,514 (-44.3%) from the FY 2022-23 Adopted Budget.
The table below illustrates the reductions made to the original FY 2023-24 Budget. This budget was developed by taking the previous year's base budget and incorporating additional ongoing costs, while also adjusting material and contract expenses based on the Consumer Price Index (CPI), where applicable.
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Description
FY 2023-24 Original
Budget
FY 2023-24 Reduced
Budget
Reduction
Service Impact
Materials
$13,103
$6,071
$7,032
Reduced training and
conferences for Chief
Technology Officer and
Management Analyst,
these tools assist in
developing future plans.
Contract Services
$17,200
$2,500
$14,700
Less review of future
technologies as they
apply to Cupertino.
The following project/s have been identified as unfunded needs, which refer to priority projects that lack sufficient funding to be implemented at this time.
Project
Description
Estimated
Cost
Funding
Status
IT Strategic Plan
Partner with Departments to develop a three-year FY25-
FY27 Strategic Plan to provide guidance/governance to
future IT Projects
$75,000 one-
time
Unfunded
Revenues and Expenditures
The following table details revenues, expenditures, changes in fund balance and General Fund costs by category.
It includes actuals for two prior fiscal years, the Adopted Budget for the prior fiscal year, and the Proposed
Budget for the current
fiscal year.
Category
2021 Actual
2022 Actual
2023 Adopted Budget
2024 Proposed Budget
Revenues
Total Revenues
$
-
$
-
$
-
$
-
Expenditures
Employee Compensation
$ 120,302
$ 114,941
$ 115,790
$ 128,598
Employee Benefits
$ 33,205
$ 23,024
$ 50,019
$ 53,144
Materials
$ 5,178
$ 3,787
$ 11,451
$ 6,071
Contract Services
$ 21,613
$ 14,107
$ 15,500
$ 2,500
Special Projects
$ 140,684
$ 29,100
$ 148,500
$
-
Contingencies
$
-
$
-
$ 674
$ 107
Total Expenditures
$ 320,982
$ 184,959
$ 341,934
$ 190,420
Fund Balance
$ (320,982)
$ (184,959)
$ (259,434)
$ (190,420)
General Fund Costs
$
-
$
-
$ 82,500
$
-
Staffing
FY 2023-24 Proposed Budget
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Staffing
The following table lists full-time equivalents (FTE) by position. It includes actuals for two prior fiscal years, the
Adopted Budget for the prior fiscal year, and the Proposed Budget for the current fiscal year.
Position Title
2021 Actual
2022 Actual
2023 Adopted Budget
2024 Proposed Budget
ADMINISTRATIVE ASSISTANT
0.15 0.15
0.15 0
CHIEF TECHNOLOGY OFFICER
0.38 0.38
0.38 0.38
MANAGEMENT ANALYST
0 0
0 0.15
Total
0.53 0.53
0.53 0.53
Reclassification of Administrative Assistant to Management Analyst.
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Video
Budget Unit 100-31-305
General Fund - Video - Video
Budget at a Glance
2024 Proposed Budget
Total Revenues
$
-
Total Expenditures
$ 928,452
Fund Balance
$
-
General Fund Costs
$ 928,452
% Funded by General Fund
100.0%
Total Staffing
3.0 FTE
Program Overview
The primary goal of the Multimedia Division is to increase public awareness, interest, understanding, and participation in the issues, programs, and services presented by the City of Cupertino. The staff promotes City services and programs through its 24/7 government access channel, radio station, digital signage network, City website, and numerous online video platforms. In addition, the video staff provides multimedia production services and technical support for all City departments. Multimedia staff also oversees the design, maintenance, and engineering of the City’s broadcast and audiovisual systems.
Service Objectives
Multimedia staff works together to manage and maintain the following city services:
City Channel, the government access television channel which provides 24/7 information to Cupertino residents, includes full coverage of city meetings, community events, town hall forums, press conferences, election coverage, and local speaker series, as well as educational programming and state government affairs programming
Webcasting and video on demand services for live streaming city meetings, events and other programs of interest
Radio Cupertino for emergency and community information for public service announcements, traffic alerts, and weather forecasts
Digital signage to promote city programs and events via electronic displays in city facilities Multimedia production services and maintenance of city video equipment Proposed Budget
It is recommended that City Council approve a budget of $928,452 for the Video program. This represents an increase of $353,848 (61.6%) from the FY 2022-23 Adopted Budget.
Increase in Compensation and Benefits is due to a transfer of 1.5 positions from the City Manager's Office.
FY 2023-24 Proposed Budget
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The table below illustrates the reductions made to the original FY 2023-24 Budget. This budget was developed by taking the previous year's base budget and incorporating additional ongoing costs, while also adjusting material and contract expenses based on the Consumer Price Index (CPI), where applicable.
Service
FY2023-24 Original
Budget
FY2023-24 Reduced
Budget
Reduction
Service Impact
Materials
$64,776
$38,579
$26,197
Significant reduction
in replacement parts
and supplies.
Contract Services
$80,090
$63,463
$16,627
Less outside
technical support
assistance on
preventative
maintenance and
repairs
The following project/s have been identified as unfunded needs, which refer to priority projects that lack sufficient funding to be implemented at this time.
Projects
Description
Estimated
Cost
Funding
Status
Community Hall Portable
Projector
Procurement of a portable projector for revenue generating public and private events
$6,000
one-time
Unfunded
Monta Vista Recreation
Center Portable Projection
System
Procurement of portable projector for revenue generating classroom rentals
$6,000
one-time
Unfunded
Quinlan Craft Room
Display System
Installation of a large 98 inch flat panel display for revenue generating room
$10,000
one-time
Unfunded
Quinlan Social Room
Projection System and
Screen
Procurement of a ceiling-mounted video projection system and motorized retractable screen for revenue generating room
$25,000
one-time
Unfunded
Senior Center Digital
Signage Displays
Procurement of two 50-inch displays at revenue generating Senior Center Lobby for displaying Electronic Activity
Calendar
$5,000
one-time
Unfunded
Senior Center Tech Lab
Projection System
Installation of a ceiling-mounted video projector for
revenue generating room
$15,000
one-time
Unfunded
Revenues and Expenditures
The following table details revenues, expenditures, changes in fund balance and General Fund costs by category.
It includes actuals for two prior fiscal years, the Adopted Budget for the prior fiscal year, and the Proposed
Budget for the current
fiscal year.
FY 2023-24 Proposed Budget
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296
Category
2021 Actual
2022 Actual
2023 Adopted Budget
2024 Proposed Budget
Revenues
Charges for Services
$ 7,204
$
-
$
-
$
-
Total Revenues
$ 7,204
$
-
$
-
$
-
Expenditures
Employee Compensation
$
-
$
-
$ 246,871
$ 591,230
Employee Benefits
$
-
$
-
$ 99,404
$ 233,904
Materials
$ 76
$
-
$ 61,417
$ 38,579
Contract Services
$
-
$
-
$ 95,002
$ 63,463
Special Projects
$
-
$
-
$ 68,000
$
-
Contingencies
$
-
$
-
$ 3,910
$ 1,276
Total Expenditures
$ 76
$
-
$ 574,604
$ 928,452
Fund Balance
$
-
$
-
$
-
$
-
General Fund Costs
$ (7,128)
$
-
$ 574,604
$ 928,452
Staffing
The following table lists full-time equivalents (FTE) by position. It includes actuals for two prior fiscal years, the
Adopted Budget for the prior fiscal year, and the Proposed Budget for the current fiscal year.
Position Title
2021
Actual
2022
Actual
2023 Adopted
Budget
2024 Proposed
Budget
MULTIMEDIA COMMUNICATIONS
SPEC
0 0
1.50 3.00
Total
0 0
1.50 3.00
Transfer of 1.5 FTE from the City Manager's Office.
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Applications
Budget Unit 100-32-308
General Fund - Applications - Applications
Budget at a Glance
2024 Proposed Budget
Total Revenues
$ 1,599,005
Total Expenditures
$ 2,710,361
Fund Balance
$
-
General Fund Costs
$ 1,111,356
% Funded by General Fund
41.0%
Total Staffing
3.5 FTE
Program Overview
The Applications Division manages business requirements gathering, design, development, procurement, project management, implementation and ongoing maintenance and support of all enterprise-wide business systems and programs. These systems include Financial Enterprise Resource Planning (ERP), Land-use Management System, Recreation Management System and their related customer facing portals. Additionally, Applications division is responsible for electronic content management (records retention) system and city’s procurement management system.
The Applications Division manages the City's website, Intranet, and mobile apps development. The division staff supports e-service programs and services like permiHing, licensing and enforcement. Applications division is responsible for creating custom SoOware-as-a-Service (SaaS) soOware platforms like bid management solution and residential parking permit solution. Staff is also responsible for application integrations so critical business data can flow between enterprise platforms. Applications division staff also generate critical business analytics and reports to aid city staff in geHing insight through data visualization and helps department supervisors and managers in decision making and measurements of key performance index and goals.
Service Objectives
Deliver business solutions that meet customer requirements and integrate within the City's application framework.
Assist departments in developing streamlined and effective business processes that are easy to understand and translate into existing and new enterprise applications.
Work closely with City staff and members of the community to ensure that the City's enterprise application platforms are relevant and provide value to all the stakeholders.
Collaborate with various City departments to determine that the City's enterprise soOware solutions meet the functional requirements and long-term application implementation strategy of the organization.
Create and maintain effective online and mobile user access to municipal information and services.
Enable and facilitate the use of communication and technical resources by nontechnical staff and customers.
Generate business data dashboards to city staff and external stakeholders.
FY 2023-24 Proposed Budget
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Proposed Budget
It is recommended that City Council approve a budget of $2,710,361 for the Applications program. This represents a decrease of $104,897 (-3.7%) from the FY 2022-23 Adopted Budget.
The table below illustrates the reductions made to the original FY 2023-24 Budget. This budget was developed by taking the previous year's base budget and incorporating additional ongoing costs, while also adjusting material and contract expenses based on the Consumer Price Index (CPI), where applicable.
Service
FY 2023-24 Original
Budget
FY 2023-24 Reduced
Budget
Reduction
Service Impact
Materials
$1,317,411
$966,999
$350,412
Reduced applications
utilized by staff and
subscription licensing
count.
Contract Services
$177,051
$126,151
$50,900
Reduced outside expert
technical support.
The following project/s have been identified as unfunded needs, which refer to priority projects that lack sufficient funding to be implemented at this time.
Project
Description
Estimated
Cost
Funding
Status
Debtbook
for GASB 96
Application required for accounting and
financial reporting for subscription-based
information technology arrangements
(SBITAs) for government end users
(governments).
$15,000 one-time, $13,000
ongoing
Unfunded
Special Projects
The following table shows the special projects for the fiscal year.
Special Project
Appropriation
Revenue
Funding Source
Description
Enterprise
Resource Planning
(ERP) Phase III
FY24 $450,000;
$300,000
ongoing
FY24 $450,000;
$300,000 ongoing
General Fund
Implementation of new ERP for
Financials and Human Resources.
Funding will cover interim staff
required for implementation.
ProjectDox move
to
Software-as-a-
Service (SaaS)
$129,475 one-
time; $117,100
ongoing
$129,475 one-
time; $117,100
ongoing
General Fund
Move to SaaS model to shift the
responsibility of the day-to-day
maintenance, upgrades and back-
ups to Vendor.
Revenues and Expenditures
The following table details revenues, expenditures, changes in fund balance and General Fund costs by category.
It includes actuals for two prior fiscal years, the Adopted Budget for the prior fiscal year, and the Proposed
Budget for the current
fiscal year.
FY 2023-24 Proposed Budget
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299
Category
2021 Actual
2022 Actual
2023 Adopted Budget
2024 Proposed Budget
Revenues
Intergovernmental Revenue
$ 15,000
$ 242,900
$
-
$ 60,000
Charges for Services
$ 1,307,803
$ 1,613,055
$ 1,431,322
$ 1,539,005
Miscellaneous Revenue
$ 67,130
$
-
$
-
$
-
Transfers In
$
-
$ 146,308
$
-
$
-
Total Revenues
$ 1,389,933
$ 2,002,263
$ 1,431,322
$ 1,599,005
Expenditures
Employee Compensation
$ 635,662
$ 670,756
$ 722,798
$ 754,882
Employee Benefits
$ 206,339
$ 232,154
$ 254,426
$ 269,190
Materials
$ 749,988
$ 895,294
$ 1,254,233
$ 966,999
Contract Services
$ 186,966
$ 129,333
$ 215,139
$ 126,151
Special Projects
$ 57,693
$ 135,638
$ 331,928
$ 579,475
Contingencies
$
-
$
-
$ 36,734
$ 13,664
Total Expenditures
$ 1,836,648
$ 2,063,175
$ 2,815,258
$ 2,710,361
Fund Balance
$
-
$
-
$
-
$
-
General Fund Costs
$ 446,715
$ 60,912
$ 1,383,936
$ 1,111,356
Staffing
The following table lists full-time equivalents (FTE) by position. It includes actuals for two prior fiscal years, the
Adopted Budget for the prior fiscal year, and the Proposed Budget for the current fiscal year.
Position Title
2021 Actual
2022 Actual
2023 Adopted Budget
2024 Proposed Budget
ADMINISTRATIVE ASSISTANT
0.30 0.30
0.30 0
APPLICATIONS MANAGER
1.00 1.00
1.00 1.00
BUSINESS SYSTEMS ANALYST
2.00 2.00
2.00 2.00
CHIEF TECHNOLOGY OFFICER
0.20 0.20
0.20 0.20
MANAGEMENT ANALYST
0 0
0 0.30
Total
3.50 3.50
3.50 3.50
There are no changes to current level of staffing.
FY 2023-24 Proposed Budget
Innovation and Technology
300
Infrastructure
Budget Unit 610-34-310
Information Technology - Infrastructure - Infrastructure Budget at a Glance
2024 Proposed Budget
Total Revenues
$ 1,591,722
Total Expenditures
$ 2,249,231
Fund Balance
$ 242,491
General Fund Costs
$ 900,000
% Funded by General Fund
40.0%
Total Staffing
4.5 FTE
Program Overview
The IT Infrastructure Division is responsible for technology-related expenses for the citywide management of information technology services. The Infrastructure Manager and staff are responsible for computer helpdesk, network availability, and performance, security and compliance, incident response, disaster recovery and business continuity, project management of implementations and upgrades, purchasing and inventory control, technical training, and maintenance of systems. Infrastructure is also tasked with ensuring that the City continues to follow best practices in technology adoption and security practices.
Service Objectives
Provide and continuously improve helpdesk support as this function is oOen the face of IT that staff interacts with on a daily basis.
Maintain standards and procedures for the replacement, support, and maintenance of all City-owned computing devices, printers, networks, peripherals and systems defined by City policy.
Continue innovation and outreach to ensure the City follows best IT practices relating to equipment, policy, and security practices.
Proposed Budget
It is recommended that City Council approve a budget of $2,249,231 for the Infrastructure program. This represents a decrease of $472,726 (-17.4%) from the FY 2022-23 Adopted Budget.
Increase in Compensation and Benefits is due to reclassification of 2 Infrastructure Technicians to Network Specialists.
The table below illustrates the reductions made to the original FY 2023-24 Budget. This budget was developed by taking the previous year's base budget and incorporating additional ongoing costs, while also adjusting material and contract expenses based on the Consumer Price Index (CPI), where applicable.
FY 2023-24 Proposed Budget
Innovation and Technology
301
Service
FY 2023-24 Original
Budget
FY 2023-24 Reduced
Budget
Reduction
Service Impact
Materials
$1,010,941
$566,688
$445,253
Commissioners and Part
Time staff limited to Email,
prolonged tech refresh
cycles; reduce license count
to minimum, eliminate Wi-
Fi in Parks
Contract
Services
$288,299
$265,905
$22,394
Reduced outside expert
technical support
The following project/s have been identified as unfunded needs, which refer to priority projects that lack sufficient funding to be implemented at this time.
Projects
Description
Estimated
Cost
Funding
Status
Air
Gapped
Backups
As part of a network backup and recovery strategy, Air Gapped backups provide a copy of the Organizations data that is offline and inaccessible to cyber criminals.
$45,000 one-
time
Unfunded
Revenues and Expenditures
The following table details revenues, expenditures, changes in fund balance and General Fund costs by category.
It includes actuals for two prior fiscal years, the Adopted Budget for the prior fiscal year, and the Proposed
Budget for the current
fiscal year.
FY 2023-24 Proposed Budget
Innovation and Technology
302
Category
2021 Actual
2022 Actual
2023 Adopted Budget
2024 Proposed Budget
Revenues
Charges for Services
$ 1,767,098
$ 1,882,195
$ 1,556,269
$ 1,591,722
Total Revenues
$ 1,767,098
$ 1,882,195
$ 1,556,269
$ 1,591,722
Expenditures
Employee Compensation
$ 660,555
$ 629,802
$ 683,644
$ 789,572
Employee Benefits
$ 270,305
$ 192,068
$ 314,130
$ 330,698
Materials
$ 470,005
$ 611,350
$ 793,929
$ 566,688
Contract Services
$ 212,752
$ 195,656
$ 305,328
$ 265,905
Special Projects
$
-
$ 78,960
$ 297,700
$
-
Other Financing Uses
$ 299,745
$ 285,961
$ 299,745
$ 285,961
Contingencies
$
-
$
-
$ 27,481
$ 10,407
Total Expenditures
$ 1,913,362
$ 1,993,797
$ 2,721,957
$ 2,249,231
Fund Balance
$ 98,735
$ 80,476
$ 1,289,312
$ 242,491
General Fund Costs
$ 245,000
$ 192,078
$ 2,455,000
$ 900,000
Staffing
The following table lists full-time equivalents (FTE) by position. It includes actuals for two prior fiscal years, the
Adopted Budget for the prior fiscal year, and the Proposed Budget for the current fiscal year.
Position Title
2021 Actual
2022 Actual
2023 Adopted Budget
2024 Proposed Budget
ADMINISTRATIVE ASSISTANT
0.30 0.30
0.30 0
BUSINESS SYSTEMS ANALYST
1.00 1.00
1.00 1.00
CHIEF TECHNOLOGY OFFICER
0.20 0.20
0.20 0.20
INFRASTRUCTURE MANAGER
1.00 1.00
1.00 1.00
I.T. ASSISTANT
2.00 2.00
2.00 0
MANAGEMENT ANALYST
0 0
0 0.30
NETWORK SPECIALIST
0 0
0 2.00
Total
4.50 4.50
4.50 4.50
The Administrative Assistant was reclassified as a Management Analyst and Infrastructure Technicians to Network Specialists
based on the current duties and tasks assigned to that position.
FY 2023-24 Proposed Budget
Innovation and Technology
303
GIS
Budget Unit 610-35-986
Information Technology - GIS - GIS
Budget at a Glance
2024 Proposed Budget
Total Revenues
$ 955,136
Total Expenditures
$ 1,492,885
Fund Balance
$ (537,749)
General Fund Costs
$
-
% Funded by General Fund
0.0%
Total Staffing
3.4 FTE
Program Overview
The Geographic Information Systems (GIS) program captures, manages, analyzes, and displays all forms of geographically referenced information for the City of Cupertino. Through maps, reports, dashboards, and charts we provide ways to view, understand, question, interpret, and visualize, our City in ways that reveal relationships, paHerns, and trends. The GIS Program works to help our staff, citizens, business, and development communities answer questions and solve problems by looking at our data in a way that is quickly understood and easily shared – on a map!
Service Objectives
Cupertino GIS works to provide and support state-of-the-art GIS mapping services and applications in the rapidly evolving and expanding field of geospatial technology.
Create, collect, maintain, and distribute high quality, up-to-date, and complete geospatial data.
Ensure that the City’s GIS systems and data are available for day-to-day City and regional purposes.
Share the City’s GIS data and services as widely as possible.
Raise the awareness of GIS.
Integrate spatial technology into Cupertino’s business processes and applications.
Support emergency planning, response, and recovery.
Proposed Budget
It is recommended that City Council approve a budget of $1,492,885 for the GIS program. This represents a decrease of $53,341 (-3.4%) from the FY 2022-23 Adopted Budget.
The table below illustrates the reductions made to the original FY 2023-24 Budget. This budget was developed by taking the previous year's base budget and incorporating additional ongoing costs, while also adjusting material and contract expenses based on the Consumer Price Index (CPI), where applicable.
FY 2023-24 Proposed Budget
Innovation and Technology
304
Service
FY 2023-24 Original
Budget
FY 2023-24 Reduced
Budget
Reduction
Service Impact
Materials
$388,211
$234,168
$154,043
Removal of applications used
by residents and customers,
reduced Emergency
Management System (EMS)
application and Drone
program as well as
conferences and training.
Contract Services
$228,600
$162,100
$66,500
Reduced outside technical
support, reduced Aerial
Acquisition, and Laserfiche
document scanning.
The following project/s have been identified as unfunded needs, which refer to priority projects that lack sufficient funding to be implemented at this time.
Project
Description
Estimated
Cost
Funding
Status
GPS Rental Equipment
Creating topological deliverables requires renting
GPS equipment to achieve the positional accuracy
required to produce contours, a service we would
like to bring in-house for cost savings.
$5,000 one-
time; $5,000
ongoing
Unfunded
FuelMaster Live
Update our existing FuelMaster SQL deployment to
the updated FMLive cloud-based fuel management
system.
$22,000 one-
time; $5,000
ongoing
Unfunded
Special Projects
The following table shows the special projects for the fiscal year.
Project
Appropriation
Revenue
Funding Source
Description
VR Decarb
$112,000 one-time
$112,000 one-time
General Fund
Virtual reality simulation to help
engage the community and promote
all-electric household appliances.
Revenues and Expenditures
The following table details revenues, expenditures, changes in fund balance and General Fund costs by category.
It includes actuals for two prior fiscal years, the Adopted Budget for the prior fiscal year, and the Proposed
Budget for the current
fiscal year.
FY 2023-24 Proposed Budget
Innovation and Technology
305
Category
2021 Actual
2022 Actual
2023 Adopted Budget
2024 Proposed Budget
Revenues
Charges for Services
$ 914,333
$ 1,077,408
$ 928,949
$ 955,136
Total Revenues
$ 914,333
$ 1,077,408
$ 928,949
$ 955,136
Expenditures
Employee Compensation
$ 611,590
$ 615,252
$ 665,017
$ 689,002
Employee Benefits
$ 219,429
$ 164,504
$ 273,820
$ 290,662
Materials
$ 160,488
$ 195,183
$ 295,489
$ 234,168
Contract Services
$ 95,546
$ 117,082
$ 204,500
$ 162,100
Special Projects
$
-
$ 78,977
$ 94,900
$ 112,000
Contingencies
$
-
$
-
$ 12,500
$ 4,953
Total Expenditures
$ 1,087,053
$ 1,170,998
$ 1,546,226
$ 1,492,885
Fund Balance
$ (172,720)
$ (93,591)
$ (617,277)
$ (537,749)
General Fund Costs
$
-
$
-
$
-
$
-
Staffing
The following table lists full-time equivalents (FTE) by position. It includes actuals for two prior fiscal years, the
Adopted Budget for the prior fiscal year, and the Proposed Budget for the current fiscal year.
Position Title
2021
Actual
2022
Actual
2023 Adopted
Budget
2024 Proposed Budget
ADMINISTRATIVE ASSISTANT
0.20 0.20
0.20 0
ASSET MANAGEMENT
TECHNCIAN
1.00 1.00
0 0
CHIEF TECHNOLOGY OFFICER
0.20 0.20
0.20 0.20
GIS ANALYST
1.00 1.00
1.00 1.00
GIS MANAGER
1.00 1.00
1.00 1.00
MANAGEMENT ANALYST
0 0
1.00 1.20
Total
3.40 3.40
3.40 3.40
There are no changes to the current level of staffing.
FY 2023-24 Proposed Budget
Innovation and Technology
306