Innovation and Technology
FY 2024-25 Proposed Budget
Innovation and Technology
287
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FY 2024-25 Proposed Budget
Innovation and Technology
288
Department Overview
Budget Units
Budget Unit
Program
2025 Proposed Budget
I&T Administration
$ 77,806
610-30-300
Innovation & Technology Administration
$ 77,806
Video
$ 1,179,061
100-31-305
Video
$ 1,179,061
Applications
$ 1,943,932
100-32-308
Applications
$ 1,943,932
Infrastructure
$ 2,079,379
610-34-310
Infrastructure
$ 2,079,379
GIS
$ 1,443,249
610-35-986
GIS
$ 1,443,249
Total
$ 6,723,427
FY 2024-25 Proposed Budget
Innovation and Technology
289
Budget at a Glance
2025 Proposed Budget
Total Revenues
$ 5,113,586
Total Expenditures
$ 6,723,427
Fund Balance
$ (42,256)
General Fund Costs
$ 1,567,585
% Funded by General Fund
23.3%
Total Staffing
13.9 FTE
Organization
Bill Mitchell, Chief Technology Officer
FY 2024-25 Proposed Budget
Innovation and Technology
290
As part of an expenditure Reduction Strategy, one IT Manager position will be reduced resulting from an internal Chief Technology Officer recruitment.
FY 2024-25 Proposed Budget
Innovation and Technology
291
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.
Performance Measure
FY 2022
July-June
FY 2023
July-June
FY 2024
July-Dec
Ongoing
Target
GIS: % of time spent Developing Application
40%
50%
55%
65%
GIS: % of time Maintaining applications
60%
50%
45%
35%
GIS: Increase Property Information (Internal/External) site visits per month
3,344/616
2807/1593
3546/1606
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 68%
45/31
45/31
45/45
100%
Infrastructure: Percentage based upon number of
scheduled projects/Number of projects completed on time 89%
N/A
50%
100%
Infrastructure: Percentage based upon number of
HelpDesk tickets/SLA measurements
93%
85.9%
91.5%
90%
Infrastructure: % Customer satisfaction based upon
Satisfaction Rate from helpdesk tickets
98.0%
99.6%
95.7%%
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
96%
98.1%%
96%
95%
Applications: Number of website site visits/Number of
site hits
886,899
857,387
438,732
5%
annual
increase
Applications: Number of support request for the
applications support per month
870
640
330
20 FY 2024-25 Proposed Budget
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292
Multimedia Division
Performance Measure
FY 2022
July-June
FY 2023
July-June
FY 2024
July-Dec
Ongoing
Target
Percentage of total video productions performed vs
scheduled productions (city meetings excluded)
356% 57/16
220%
44/20
155%
28/18
100%
Percentage of total engineering projects vs scheduled
projects
200%
10/5
182%
11/6
133%
4/3
100%
Total video views on YouTube*
141,571
135,641
80,351
5%
annual
increase
* Unable to retrieve Granicus viewership data due to error in their reporting module FY 2024-25 Proposed Budget
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293
Workload Indicators
Applications Division
Workload Indicator
FY 2022
July-June
FY 2023
July-June
FY 2024
July-Dec
Number of tasks for Enterprise Programs Support &
Maintenance - includes enterprise business platforms like ERP, Land Management System, Recreation System, City
Digital Records, City Website and many programs like Admin Services digital transformation, citywide permitting, licensing, and enforcement solutions.
1,950
2,250
Standardizing
tracking
process
2,450
Number of Hours for Application Development - includes
custom software solutions like Bid Management solution and Permit Parking software solutions. Application development for these kind of software solution goes through all stages of Software Development Life Cycle (SDLC) of Requirement-
gathering, Analysis, Designing, Coding, Testing and
Deployment of these custom software solutions.
850
1,300
1,450
% of Project Implementation Performed on Time and Budget for Citywide Applications - This measure involves the task of project research and communications, project charter creation, creating or reviewing statement of work, contractor research and selection process, activity and resource planning, creation of work breakdown structure, team building, time
management, deliverable management, customer satisfaction, risk management, communication management, project
closeout process and documentation.
94%
95%
95%
FY 2024-25 Proposed Budget
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Infrastructure Division
Workload Indicator
FY 2022
July-June
FY 2023
July-June
FY 2024
July-Dec
% of helpdesk requests completed 48 hours or less - Prompt customer service and attention is a critical customer service measurement to ensure staff is able to perform and excel with their daily duties. This core responsibilty is performed by two Network Specialists serving 200-250 staff depending on the time of year. Infrastructure's goal is to provide a service level where 90% of all helpdesk service requests are completed in 48 hours or less.
93%
85.9%
91.5%
% of network uptime - Maintain availability and accessibility of the City's network infrastructure during business hours of operation. The City's local and wide area networks require high reliability to ensure various applications (ERP, GIS, Land management, etc.) and services (Internet, e-mail, shared files, City web services, etc). are available for staff and members of the public.
99.9%
99.9%
99.9%
Number of IT Projects Completed - Project research and
communications, project charter creation, SOW creation, contractor research and selection process, activity & resource planning/work breakdown structure, team building and
motivation, time management, deliverable management,
ensuring customer satisfaction, risk management,
communication management, project closeout process,
documentation
88.89% 9/8
N/A
50% 1/2
FY 2024-25 Proposed Budget
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GIS Division
Workload Indicator
FY 2022
July-June
FY 2023
July-June
FY 2024
July-Dec
Hours Spent on Development - The GIS Division builds
internal and external web applications, business intelligence tools, digital workflows, and configures enterprise
applications.
876/tracking
is still being
refined. This
is not an
accurate
account.
507/new
tracking
system was in
development
during this
time frame
824
Number of Map, Data, Analysis, Report Completed Requests - Requests range from hard copy maps to interactive web maps, data request, data changes, crystal report requests.
1272/tracking
is still being
refined. This
is not an
accurate
account.
316/new
tracking
system was in
development
during this
time frame
328
Number of I&T workplan projects completed - Project research and communications, project charter creation, SOW creation, contractor research and selection process, activity & resource planning/work breakdown structure, team building and
motivation, time management, deliverable management,
ensuring customer satisfaction, risk management,
communication management, project closeout process,
documentation
90%
9/10
90%*
7/8
2%
1/6
Multimedia Division
* 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 $6,723,427 for the Innovation and Technology department. This represents a decrease of $833,718 (-11.0%) from the FY 2023-24 Adopted Budget.
The decrease is primarily due to no Special Projects being requested as well as the reduction of one IT Manager position resulting from an internal Chief Technology Officer recruitment.
The following table illustrates the Service-Level Reductions for the Department.
FY 2024-25 Proposed Budget
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Grouping
Service-
Level
Reduction
Fiscal
impact
Service Level Impact Narrative
Fiscal
Accountability
Reduce
Budget for
I&T
$(779,187)
Reduced applications utilized by City staff; Cancelled ERP Implementation; Prolonged tech refresh cycles; Significantly reduced replacement parts and supplies, Reduced outside expert technical support. This reduction would reduce
efficiencies from some technology uses where the city has historically been comparatively advanced.
The table below shows unfunded needs for the Department.
Service
Description
Estimated
Costs
Funding Status
Data Warehouse
Central Repository for all enterprise
application data.
$200,000
Unfunded
Learning Management
System (LMS) Expansion
Add training certification module to
HUB learning Management System
$30,000
Unfunded
New World
Enhancements
Address the deficiencies identified
in the Needs Analysis of New
World ERP
$75,000
Unfunded
Enhanced Email threat
Detection/Response
Five year contract for enhanced
email threat detection and response
$50,000
Unfunded
Senior Center Projection
System
Procurement and Installation of a
ceiling mount laser projector and a
projection screen
$45,000
Unfunded
Expansion of Foothill-De
Anza (HDA)
Expand FHDA Internship Program
to all students , irrespective of
income level
$160,000
Unfunded
Total
$560,000
FY 2024-25 Proposed Budget
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Proposed Expenditures by Division
Department Expenditure History
Revenues and Expenditures
30.9%
28.9%
21.5%
17.5%
Infrastructure
Applications
GIS
Video
I&T Administration
$5.41M
$6.38M
$7.56M
$6.72M
2022 Actual
2023 Actual
2024 Adopted Budget
2025 Proposed Budget
FY 2024-25 Proposed Budget
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298
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
2022 Actual
2023 Actual
2024 Adopted Budget
2025 Proposed Budget
Revenues
Intergovernmental Revenue
$ 242,900
$ (30)
$ 60,000
$
-
Charges for Services
$ 4,572,658
$ 3,928,046
$ 4,085,863
$ 5,113,586
Transfers In
$ 146,308
$
-
$
-
$
-
Total Revenues
$ 4,961,866
$ 3,928,016
$ 4,145,863
$ 5,113,586
Expenditures
Employee Compensation
$ 2,030,751
$ 2,415,101
$ 2,953,284
$ 2,746,194
Employee Benefits
$ 611,750
$ 1,061,734
$ 1,163,394
$ 1,125,453
Materials
$ 1,705,614
$ 1,717,933
$ 1,812,505
$ 1,655,136
Contract Services
$ 456,178
$ 446,993
$ 620,119
$ 714,647
Cost Allocation
$
-
$
-
$
-
$ 230,915
Special Projects
$ 322,675
$ 516,888
$ 691,475
$
-
Other Financing Uses
$ 285,961
$ 221,459
$ 285,961
$ 221,459
Contingencies
$
-
$
-
$ 30,407
$ 29,623
Total Expenditures
$ 5,412,929
$ 6,380,108
$ 7,557,145
$ 6,723,427
Fund Balance
$ (198,074)
$ 1,149,792
$ (477,502)
$ (42,256)
General Fund Costs
$ 252,990
$ 3,601,883
$ 2,933,780
$ 1,567,585
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 2024-25 Proposed Budget
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Position Title
2022
Actual
2023
Actual
2024 Adopted
Budget
2025 Proposed
Budget
ADMINISTRATIVE ASSISTANT
0.95 0.95
0 0
APPLICATIONS MANAGER
1.00 1.00
1.00 0
ASSET MANAGEMENT TECHNCIAN
1.00 0
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
0 0
MANAGEMENT ANALYST
0 1.00
1.95 1.95
MULTIMEDIA COMMUNICATIONS
SPEC
0 1.50
3.00 3.00
NETWORK SPECIALIST
0 0
2.00 2.00
Total
11.93 13.43
14.93 13.93
FY 2024-25 Proposed Budget
Innovation and Technology
300
Innovation & Technology Administration
Budget Unit 610-30-300
Information Technology - I&T Administration - Innovation & Technology Administration Budget at a Glance
2025 Proposed Budget
Total Revenues
$ 191,672
Total Expenditures
$ 77,806
Fund Balance
$ 113,866
General Fund Costs
$
-
% Funded by General Fund
0.0%
Total Staffing
0.3 FTE
Program Overview
The Innovation & Technology Department Administration Division is responsible for the strategic planning, governance, policy seLing, 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 $77,806 for the Innovation & Technology Administration program. This represents a decrease of $111,909 (-59.0%) from the FY 2023-24 Adopted Budget.
The decrease is primarily due to the reallocation of the Chief Technology Officer from this budget to beLer reflect actual time spent in this program.
The table below shows Service-Level Reductions for this program.
FY 2024-25 Proposed Budget
Innovation and Technology
301
Grouping
Service-Level
Reduction
Fiscal
Impact
Service-Level Impact Narrative
Fiscal
Accountability
Reduced Budget for
I&T
$(2,850)
Reduced outside expert technical support. This
reduction would reduce efficiencies from some
technology uses where the city has historically been
comparatively advanced.
The table below shows unfunded needs for this program.
Service
Description
Estimated
Costs
Funding status
Expansion of Foothill-
De Anza (FHDA)
Internship Agreement
Expand FHDA Internship program to all
students, irrespective of income level
$160,000
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
2022 Actual
2023 Actual
2024 Adopted Budget
2025 Proposed Budget
Revenues
Charges for Services
$
-
$
-
$
-
$ 191,672
Total Revenues
$
-
$
-
$
-
$ 191,672
Expenditures
Employee Compensation
$ 114,941
$ 127,562
$ 128,598
$ 45,698
Employee Benefits
$ 23,024
$ 46,310
$ 52,439
$ 20,160
Materials
$ 3,787
$ 8,809
$ 6,071
$ 5,721
Contract Services
$ 14,107
$ 7,933
$ 2,500
$ 2,000
Cost Allocation
$
-
$
-
$
-
$ 4,130
Special Projects
$ 29,100
$ 41,000
$
-
$
-
Contingencies
$
-
$
-
$ 107
$ 97
Total Expenditures
$ 184,959
$ 231,614
$ 189,715
$ 77,806
Fund Balance
$ (184,959)
$ (149,113)
$ (189,715)
$ 113,866
General Fund Costs
$
-
$ 82,500
$
-
$
-
Staffing
FY 2024-25 Proposed Budget
Innovation and Technology
302
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
2022 Actual
2023 Actual
2024 Adopted Budget
2025 Proposed Budget
ADMINISTRATIVE ASSISTANT
0.15 0.15
0 0
CHIEF TECHNOLOGY OFFICER
0.38 0.38
0.38 0.10
MANAGEMENT ANALYST
0 0
0.15 0.15
Total
0.53 0.53
0.53 0.25
As part of an expenditure reduction strategy, one IT Manager position will be promoted to Chief Technology Officer from an Internal recruitment. Staff time is being reallocated to beLer reflect actual time spent in this program.
FY 2024-25 Proposed Budget
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303
Video
Budget Unit 100-31-305
General Fund - Video - Video
Budget at a Glance
2025 Proposed Budget
Total Revenues
$ 85,679
Total Expenditures
$ 1,179,061
Fund Balance
$
-
General Fund Costs
$ 1,093,382
% Funded by General Fund
92.7%
Total Staffing
3.1 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 $1,179,061 for the Video program. This represents an increase of $253,091 (27.3%) from the FY 2023-24 Adopted Budget.
The increase in Contract Services is due to a transfer in from City Manager's Office for Multimedia split Budget.
FY 2024-25 Proposed Budget
Innovation and Technology
304
The table below shows Service-Level Reductions for this program.
Grouping
Service-Level
Reduction
Fiscal
Impact
Service-Level Impact Narrative
Fiscal
Accountability
Reduced
Budget for I&T
$(33,522)
Prolonged tech refresh cycles; Significantly reduced
replacement parts and supplies, Reduced outside expert technical support.
The table below shows unfunded needs for this program.
Service
Description
Estimated
Costs
Funding
Status
Senior Center
Projection System
Procurement and Installation of a ceiling mount laser
projector and a projection screen
$45,000
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
2022 Actual
2023 Actual
2024 Adopted Budget
2025 Proposed Budget
Revenues
Charges for Services
$
-
$ 11,506
$
-
$ 85,679
Total Revenues
$
-
$ 11,506
$
-
$ 85,679
Expenditures
Employee Compensation
$
-
$ 230,675
$ 591,230
$ 619,967
Employee Benefits
$
-
$ 65,460
$ 231,422
$ 268,574
Materials
$
-
$ 69,243
$ 38,579
$ 37,319
Contract Services
$
-
$ 70,852
$ 63,463
$ 197,746
Cost Allocation
$
-
$
-
$
-
$ 52,517
Special Projects
$
-
$ 42,433
$
-
$
-
Contingencies
$
-
$
-
$ 1,276
$ 2,938
Total Expenditures
$
-
$ 478,663
$ 925,970
$ 1,179,061
Fund Balance
$
-
$
-
$
-
$
-
General Fund Costs
$
-
$ 467,157
$ 925,970
$ 1,093,382
Staffing
FY 2024-25 Proposed Budget
Innovation and Technology
305
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
2022
Actual
2023
Actual
2024 Adopted
Budget
2025 Proposed
Budget
CHIEF TECHNOLOGY OFFICER
0 0
0 0.13
MULTIMEDIA COMMUNICATIONS
SPEC
0 1.50
3.00 3.00
Total
0 1.50
3.00 3.13
Staff time is being reallocated to better reflect actual time spent in this Program.
FY 2024-25 Proposed Budget
Innovation and Technology
306
Applications
Budget Unit 100-32-308
General Fund - Applications - Applications
Budget at a Glance
2025 Proposed Budget
Total Revenues
$ 1,666,729
Total Expenditures
$ 1,943,932
Fund Balance
$
-
General Fund Costs
$ 277,203
% Funded by General Fund
14.3%
Total Staffing
3.1 FTE
Program Overview
The Applications Division oversees citywide business critical enterprise soKware systems. The responsibilities include requirements gathering, design, development, procurement, project management, implementation, ongoing maintenance and support for all enterprise-wide business systems and programs. These soKware systems encompass Financial Enterprise Resource Planning (ERP), Land-use Management System, Recreation Management System, and their respective customer-facing portals. Additionally, the division manages the electronic content management (records retention) system and the city’s procurement management system.
Furthermore, the Applications Division oversees the development of the City's website, Intranet, and mobile apps. Its staff supports digital services of permiLing, licensing, registrations, inspections, and enforcement. The division is tasked with developing custom soKware applications, including bid management and residential parking permit solutions. Staff also manages application integrations to facilitate the flow of critical business data between enterprise platforms. Additionally, the division's staff generates crucial business analytics and reports, aiding city staff in gaining insights through data visualization. This assistance extends to department supervisors and managers, aiding them in decision-making and measuring key performance indices and goals.
Service Objectives
Implement business solutions that align with customer requirements and seamlessly integrate into the City's application framework.
Aid departments in developing streamlined and efficient business processes that are easily comprehensible and can be implemented in existing and new enterprise applications.
Collaborate closely with City staff to ensure that the City's enterprise application platforms are regularly updated and deliver value to all stakeholders.
Work in conjunction with various City departments to ensure that the City's enterprise soKware solutions meet functional requirements and align with the organization's long-term technology strategy.
Develop and maintain user-friendly online and mobile access to municipal information and services.
Facilitate the use of communication and technical resources by non-technical staff and customers.
Produce business data dashboards for city staff and external stakeholders.
FY 2024-25 Proposed Budget
Innovation and Technology
307
Proposed Budget
It is recommended that City Council approve a budget of $1,943,932 for the Applications program. This represents a decrease of $762,883 (-28.2%) from the FY 2023-24 Adopted Budget.
The decrease is primarily due to no special projects and reduced materials. Staff time is being reallocated to better reflect actual time spent in this Program.
The table below shows Service-Level Reductions for this program.
Grouping
Service-Level
Reduction
Fiscal Impact
Service-Level Impact Narrative
Fiscal
Accountability
Reduced
Budget for I&T
$(532,354)
Reduced applications utilized by City staff; Cancelled ERP Implementation; Reduced outside expert technical support.
This reduction would reduce efficiencies from some
technology uses where the city has historically been
comparatively advanced.
The table below shows unfunded needs for this program.
Service
Description
Estimated Costs
Funding Status
New World
Enhancements
Address deficiencies identified in the
Needs Analysis
$75,000
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 2024-25 Proposed Budget
Innovation and Technology
308
Category
2022 Actual
2023 Actual
2024 Adopted Budget
2025 Proposed Budget
Revenues
Intergovernmental Revenue
$ 242,900
$ (30)
$ 60,000
$
-
Charges for Services
$ 1,613,055
$ 1,431,322
$ 1,539,005
$ 1,666,729
Transfers In
$ 146,308
$
-
$
-
$
-
Total Revenues
$ 2,002,263
$ 1,431,292
$ 1,599,005
$ 1,666,729
Expenditures
Employee Compensation
$ 670,756
$ 718,099
$ 754,882
$ 666,439
Employee Benefits
$ 232,154
$ 210,496
$ 265,644
$ 231,676
Materials
$ 895,294
$ 909,110
$ 966,999
$ 880,026
Contract Services
$ 129,333
$ 59,951
$ 126,151
$ 103,121
Cost Allocation
$
-
$
-
$
-
$ 50,381
Special Projects
$ 135,638
$ 130,862
$ 579,475
$
-
Contingencies
$
-
$
-
$ 13,664
$ 12,289
Total Expenditures
$ 2,063,175
$ 2,028,518
$ 2,706,815
$ 1,943,932
Fund Balance
$
-
$
-
$
-
$
-
General Fund Costs
$ 60,912
$ 597,226
$ 1,107,810
$ 277,203
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
2022 Actual
2023 Actual
2024 Adopted Budget
2025 Proposed Budget
ADMINISTRATIVE ASSISTANT
0.30 0.30
0 0
APPLICATIONS MANAGER
1.00 1.00
1.00 0
BUSINESS SYSTEMS ANALYST
2.00 2.00
2.00 2.00
CHIEF TECHNOLOGY OFFICER
0.20 0.20
0.20 0.75
MANAGEMENT ANALYST
0 0
0.30 0.30
Total
3.50 3.50
3.50 3.05
As part of an expenditure reduction strategy, one IT Manager position will be promoted to Chief Technology Officer from an Internal recruitment.
FY 2024-25 Proposed Budget
Innovation and Technology
309
Infrastructure
Budget Unit 610-34-310
Information Technology - Infrastructure - Infrastructure Budget at a Glance
2025 Proposed Budget
Total Revenues
$ 1,745,011
Total Expenditures
$ 2,079,379
Fund Balance
$ (137,368)
General Fund Costs
$ 197,000
% Funded by General Fund
9.5%
Total Staffing
4.3 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, cybersecurity 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 oKen 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.
Manage and support the City's server and network infrastructure and data centers, ensuring 99.9% availability of network resources.
Proactively protect the City from cyberthreats and conduct ongoing City-wide educational and security- related training programs.
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 $2,079,379 for the Infrastructure program. This represents a decrease of $165,738 (-7.4%) from the FY 2023-24 Adopted Budget.
The decrease in compensation is due to Chief Technology Officer time being reallocated to beLer reflect actual time spent in this program.
The table below shows Service-Level Reductions for this program.
FY 2024-25 Proposed Budget
Innovation and Technology
310
Grouping
Service-
Level
Reduction
Fiscal
Impact
Service-Level Impact Narratives
Fiscal
Accountability
Reduced
Budget for
I&T
$(143,841)
Reduced applications utilized by City staff; Prolonged tech refresh cycles; Significantly reduced replacement parts and supplies, Reduced outside expert technical support. This reduction would reduce efficiencies from some technology uses where the city has historically been comparatively advanced.
The table below shows unfunded needs for this program.
Service
Description
Estimated
Cost
Funding
Status
Enhanced Email thread
Detection/Response
Five-Year contract for enhanced email
threat detection and response.
$50,000
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
2022 Actual
2023 Actual
2024 Adopted Budget
2025 Proposed Budget
Revenues
Charges for Services
$ 1,882,195
$ 1,556,269
$ 1,591,722
$ 1,745,011
Total Revenues
$ 1,882,195
$ 1,556,269
$ 1,591,722
$ 1,745,011
Expenditures
Employee Compensation
$ 629,802
$ 657,342
$ 789,572
$ 716,658
Employee Benefits
$ 192,068
$ 375,545
$ 326,584
$ 318,911
Materials
$ 611,350
$ 632,757
$ 566,688
$ 506,467
Contract Services
$ 195,656
$ 184,272
$ 265,905
$ 235,580
Cost Allocation
$
-
$
-
$
-
$ 71,028
Special Projects
$ 78,960
$ 98,353
$
-
$
-
Other Financing Uses
$ 285,961
$ 221,459
$ 285,961
$ 221,459
Contingencies
$
-
$
-
$ 10,407
$ 9,276
Total Expenditures
$ 1,993,797
$ 2,169,728
$ 2,245,117
$ 2,079,379
Fund Balance
$ 80,476
$ 1,841,542
$ 246,605
$ (137,368)
General Fund Costs
$ 192,078
$ 2,455,000
$ 900,000
$ 197,000
Staffing
FY 2024-25 Proposed Budget
Innovation and Technology
311
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
2022 Actual
2023 Actual
2024 Adopted Budget
2025 Proposed Budget
ADMINISTRATIVE ASSISTANT
0.30 0.30
0 0
BUSINESS SYSTEMS ANALYST
1.00 1.00
1.00 1.00
CHIEF TECHNOLOGY OFFICER
0.20 0.20
0.20 0
INFRASTRUCTURE MANAGER
1.00 1.00
1.00 1.00
I.T. ASSISTANT
2.00 2.00
0 0
MANAGEMENT ANALYST
0 0
0.30 0.30
NETWORK SPECIALIST
0 0
2.00 2.00
Total
4.50 4.50
4.50 4.30
Staff is being reallocated to better reflect actual time spent in this program.
FY 2024-25 Proposed Budget
Innovation and Technology
312
GIS
Budget Unit 610-35-986
Information Technology - GIS - GIS
Budget at a Glance
2025 Proposed Budget
Total Revenues
$ 1,424,495
Total Expenditures
$ 1,443,249
Fund Balance
$ (18,754)
General Fund Costs
$
-
% Funded by General Fund
0.0%
Total Staffing
3.2 FTE
Program Overview
The Geographic Information Systems (GIS) program serves as the central hub for capturing, managing, analyzing, and displaying all geographically referenced information pertinent to the City of Cupertino.
Alongside the administration of Cupertino's asset management system, public service request system, document management system, and the city SharePoint intranet Hub, the GIS Program oversees essential platforms such as Teams, Planner, and enterprise digital workflows. Through maps, reports, dashboards, and charts, we facilitate the exploration, understanding, and interpretation of our city's data. Our aim is to empower staff, citizens, businesses, and development communities by providing easily comprehensible visualizations that facilitate problem-solving and decision-making processes, all readily shareable and accessible.
Service Objectives
Efficient Data Management: Ensuring the accurate capture, storage, and organization of geographically referenced information related to Cupertino's assets, public service requests, documents, and other relevant data sets.
Data Analysis and Visualization: Utilizing GIS tools and technologies to analyze spatial data, identify paLerns, trends, and relationships, and present findings through maps, reports, dashboards, and charts to aid decision-making processes.
User Support and Training: Providing assistance, guidance, and training to staff and citizens in utilizing GIS tools and platforms effectively for data analysis, problem-solving, and decision-making purposes.
Platform Administration: Managing and maintaining GIS platforms, as well as other associated systems such as asset management, public service requests, document management, intranet hub, collaboration tools, and digital workflows to ensure optimal functionality and accessibility.
Collaboration and Integration: Facilitating collaboration and integration of GIS data and tools with other city departments, agencies, and stakeholders to enhance coordination, information sharing, and efficiency in addressing various challenges and initiatives.
FY 2024-25 Proposed Budget
Innovation and Technology
313
Continuous Improvement: Continuously evaluating and enhancing GIS services, platforms, and processes to adapt to evolving needs, technological advancements, and best practices, thereby optimizing the overall effectiveness and value delivered to stakeholders.
Proposed Budget
It is recommended that City Council approve a budget of $1,443,249 for the GIS program. This represents a decrease of $46,279 (-3.1%) from the FY 2023-24 Adopted Budget.
The decrease is due to a slight reduction in materials, offset by increases in contract services and Cost Allocation expenses.
Matrix Consulting Group updated the Cost Allocation Plan (CAP) based on a CAP study performed in 2023.
The table below shows Service-Level Reductions for this program.
Grouping
Service-Level
Reduction
Fiscal
impact
Service-Level Impact Narrative
Fiscal
Accountability
Reduce Budget
for I&T
$(66,980)
Reduced applications utilized by City staff; Reduced outside expert technical support. This reduction would reduce
efficiencies from some technology uses where the city has historically been comparatively advanced.
The table below shows unfunded needs for this program.
Service
Description
Estimated
Cost
Funding Status
Data
Warehouse
Central Repository for all enterprise application data. $200,000
Unfunded
Learning
Management
System
(LMS)
Training
Certification
Add training certification module to HUB Learning
Management System
$30,000
Unfunded
Total
$230,000
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 2024-25 Proposed Budget
Innovation and Technology
314
Category
2022 Actual
2023 Actual
2024 Adopted Budget
2025 Proposed Budget
Revenues
Charges for Services
$ 1,077,408
$ 928,949
$ 955,136
$ 1,424,495
Total Revenues
$ 1,077,408
$ 928,949
$ 955,136
$ 1,424,495
Expenditures
Employee Compensation
$ 615,252
$ 681,423
$ 689,002
$ 697,432
Employee Benefits
$ 164,504
$ 363,923
$ 287,305
$ 286,132
Materials
$ 195,183
$ 98,014
$ 234,168
$ 225,603
Contract Services
$ 117,082
$ 123,985
$ 162,100
$ 176,200
Cost Allocation
$
-
$
-
$
-
$ 52,859
Special Projects
$ 78,977
$ 204,240
$ 112,000
$
-
Contingencies
$
-
$
-
$ 4,953
$ 5,023
Total Expenditures
$ 1,170,998
$ 1,471,585
$ 1,489,528
$ 1,443,249
Fund Balance
$ (93,591)
$ (542,637)
$ (534,392)
$ (18,754)
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
2022
Actual
2023
Actual
2024 Adopted
Budget
2025 Proposed
Budget
ADMINISTRATIVE ASSISTANT
0.20 0.20
0 0
ASSET MANAGEMENT
TECHNCIAN
1.00 0
0 0
CHIEF TECHNOLOGY OFFICER
0.20 0.20
0.20 0
GIS ANALYST
1.00 1.00
1.00 1.00
GIS MANAGER
1.00 1.00
1.00 1.00
MANAGEMENT ANALYST
0 1.00
1.20 1.20
Total
3.40 3.40
3.40 3.20
Staff time is being reallocated to better reflect actual time spent in this program.
FY 2024-25 Proposed Budget
Innovation and Technology
315
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FY 2024-25 Proposed Budget
Innovation and Technology
316