Charlie Hales, Mayor Fred Miller, Chief Administrative ...

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CITY OF PORTLAND

OFFICE OF MANAGEMENT AND FINANCE

Charlie Hales, Mayor Fred Miller, Chief Administrative Officer

1120 SW Fifth Ave., Suite 1250 Portland, Oregon 97204-1912

(503) 823-5288FAX (503) 823-5384 TTY (503) 823-6868

September 12, 2016

TO: Andrew Scott, City Budget Office

FR: Fred Miller, Chief Administrative Officer

CC: Mayor Charlie Hales OMF Leadership Team

RE: OMF FY 2016-17 Fall Budget Monitoring Process Submission

Attached, please find the Office of Management and Finance’s (OMF’s) submission for the FY 2016-17 Budget Monitoring Process (BMP).

We have briefed Mayor Hales, our Commissioner-in-Charge, on the submission.

If you have any questions about the submission, please contact Jane Braaten or Aaron Beck in OMF Business Operations. Thank you for your review and consideration of OMF’s Fall BMP submission.

Office of Management and Finance Fall Budget Monitoring Report

FY 2016-17

Table of Contents

OMF All …......................................................................................................1

Bureau of Human Resources .....................................................................7

Bureau of Internal Business Services …......................................................16

Bureau of Revenue and Financial Services ...............................................74

Bureau of Technology Services ................................................................98

Office of the Chief Administrative Officer…................................................145

Citywide Projects …....................................................................................155

OMF ALL

1

OMF All

Non-technical adjustments:

MF_001 OMF General Fund – Encumbrance Carryovers Encumbrance

In the Fall BMP, the OMF General Fund will be requesting the following encumbrance carryovers:

Procurement Services – Procurement Services is requesting a total of $71,209 in encumbrancecarryovers. This amount includes $35,299 for Periscope Holdings (PO# 22147529) which provides thehosting services, continued implementation of software and additional licenses; $5,000 for OnlineEnterprises (PO# 22145245) to continue the technology upgrades and replacement of BizTrack toBuySpeed, and $30,910 for Delaris LLC (PO# 22169269) to continue the compliance software systemsmapping project.

Revenue Division – The Revenue Division is requesting a total of $49,560 in encumbrance carryovers.This includes $10,707 with Darrell Dorrell CPA PC (PO#22129076) for forensic accounting analysis ofsettlement or litigation with a telecommunications provider; $4,277 with Best Best & Krieger(PO#22144252) for filing in FCC proceedings impacting local authority for wireless siting; $11,485 withDavid C Olson (PO#22157340) for legal assistance to update city code on wireless in the right of wayprogram and franchising assistance; $5,000 with Kramer Telecom Law Firm PC (PO#22167750) for awireless workshop to advise OCT, City Attorney office, BDS and BPS staff on FCC wireless proceedings,Ninth Circuit wireless case law, and make recommendations on updating the City’s wireless program; and$18,091 with JLA Public Involvement, Inc. (PO#22169342) for consulting assistance to develop theCity/County Digital Inclusion Strategic Plan.

Human Resources – BHR General Fund is requesting a total of $378,783 in encumbrance carryovers.This amount includes $308,783 for the Citywide Non-Represented Classification & Compensation Studywith Sjoberg Evanshenk Consulting (PO#22153277); $70,000 for employment services for modelemployer implementation with the Galt Foundation (PO#22169723).

Business Operations – Business Operations is requesting a total of $120,715 in encumbrance carryovers.This amount includes $32,000 for a series of strategic leadership sessions with Rafael A. Colon(PO#22166103); $38,040 for a contract with Irish Enterprises for the OMF Fee Study (PO#22166928);$24,000 for a contract with Portland Community College for innovation education and training(PO#22167896); and $26,675 for a contract with Portland State University for innovation education andtraining (PO#22168073).

Additional Business Operations Information:

Rafael A. Colon-8 of the 12 sessions have been conducted and the remaining 4 have been scheduled. Ontrack to conclude the leadership/communications sessions by the end of the calendar year.OMF Fee Study-The research phase is concluding; analysis work continues. The study is on track toconclude by the end of the calendar year.

PSU & PCC-Discussions with higher education partners on providing training in change management andbusiness process improvement to support innovation began in February 2015. The OMF Path toLeadership program will serve as a pilot project for these services. On track to conclude their work by theend of the fiscal year.

3

Status for Fall Performance Report:

Procurement Services:22147529-Periscope Holdings-Completed (Maintenance, Hosting, Travel); In Progress(Additional Annual Licenses fees still being evaluated)22145245-Online Enterprises-Completed22169269-Delaris LLC-In Progress

Revenue Division:22129076-Darrell Dorrell CPA PC - In Progress; expected completion in FY 2016-1722144252-Best Best & Krieger - In Progress; expected completion in FY 2016-1722157340-David Olson - In Progress; expected completion in FY 2016-1722167750-Kramer Telecomm Law Firm - Completed22169342-JLA Public Involvement - Completed

Human Resources:22153277-Class Comp Study-In Progress22169723-Galt Foundation-In Progress

Business Operations:22166103-Rafael A. Colon-Completed22166928-OMF Fee Study-Completed22167896-PCC-Trainings were completed. New purchase order was opened with PCC toprovide trainings in FY 2016-17.22168073-PSU-Purchase order was closed, funding applied to additional PCC trainings inFY 2015-16.

Status

Listed perPurchaseOrder

4

Capital Program Status Report

CIP Program

Adopted

Budget

Revised

Budget

FY 2015-16

Year-End

Actuals

FY 2015-16 FY 2015-16

Variance$

Variance%

Adopted

Budget

Fall BMP

Revised

Budget

Year to Date

Actuals

FY 2016-17

Variance$

Variance%

FY 2016-17

Office of Management and Finance

$0 $0 $0 $0 $0 $0 $0 $0

Accounting $0 $0 ($2) ($2) $0 $0 $0 $0

BTS $4,942,674 $6,402,366 $2,525,243 ($3,877,123) (61%) $7,290,842 $11,299,456 $0 $4,008,614 55%

CityFleet $11,211,279 $14,302,405 $11,844,321 ($2,458,084) (17%) $12,177,375 $15,413,143 $0 $3,235,768 27%

Citywide Projects $6,655,101 $15,724,704 $6,262,686 ($9,462,018) (60%) $4,072,732 $13,049,977 $0 $8,977,245 220%

Facilities $250,000 $3,689,916 $1,903,340 ($1,786,576) (48%) $20,147,864 $20,259,864 $0 $112,000 1%

Procurement $0 $0 $26,472 $26,472 $0 $0 $0 $0

Revenue $0 $0 $38,110 $38,110 $0 $40,000 $0 $40,000

Safety $0 $0 $0 $0 $0 $0 $0 $0

$22,600,171 ($17,519,220) (44%) $43,688,813Total $23,059,054 $40,119,391 $60,062,440 $0 $16,373,627 37%

** Current Year variances compare Revised Budget to Adopted Budget* Prior Year variances compare Year-End Actuals to Revised Budget

Prior Year Variance Description

BTS – The year-end variance was due to BTS not completing some of their CIPs. Time constraints and limited personnel required BTS to focus on high priorityissues and projects. In other cases, contract delays contributed to stalled work on projects. For example, BTS budgeted $800,000 for the Forest Heights IR SitePurchase project. Lengthy negotiations with the seller delayed the project. Those negotiations are now complete and execution of the purchase is underway.

CityFleet – CityFleet’s capital budget was underspent due to the timing of the receipt of vehicles and equipment that are on order and will be carried over into FY2016-17.

Citywide Projects – The majority of the variance is related to the PSSRP Radio Project. The Radio Project contingency accounts for $4,175,000 of the variance.The remaining unused Radio Project funds were budgeted as a precautionary measure to hedge risk in case a large unexpected expenditure arose. The RadioProject contingency and other unused funds will be carried over in the Fall BMP with a planned project close of June 2017.

Facilities – The Facilities Services budget represented three capital projects, two of which were carried out as land acquisitions. The third was for the PCC Roofand Seismic Upgrades project. It was budgeted in full, but was still in progress at year-end.

Procurement – Procurement Services implemented a project to replace their solicitation software, eBid Express with BuySpeed. This system provides vendormanagement, automated bidder notification, online bid/proposal submittal capability, Equal Employment Opportunity (EEO) registration and increased reporting.An accrual occurred in FY 2015-16; however, $26,472 of the funds were not placed in the capital project category thus reflecting a variance.

Revenue - The IRS Data Exchange Program was originally budgeted in FY 2014-15 and is not yet complete. During FY 2015-16 additional expenses wereincurred on this software development in the amount of $38,110; however, budget was not moved from the general program budget into the funded program(S00032) due to administrative oversight.

5

Capital Program Status Report

Current Year Variance Description

BTS – The Bureau of Technology Services was not able to complete some of their capital improvement projects last year. Completion of the work is vital to the organization and to the City. Given that fact, it wasnecessary to carry over funding for the following projects into the current fiscal year: SAN Storage Expansion; Data Center Move & Disaster Recovery; Enterprise Mobility; IRNE Voice System TechnologyRefresh; IRNE Construction Fiber; IRNE Network Technology Refresh; Walters Hill; Forest Heights IR Site Purchase; Video Enterprise Management Systems; Office 365 Implementation; Mobile ApplicationManagement; Secure Web Gateway Technology Refresh; Enterprise Network Technology Refresh; and Critical Security Controls Framework.

CityFleet – CityFleet’s FY 2016-17 budget was increased to cover the cost of vehicle and equipment purchases carried over from FY 2015-16. Each year some orders are not received by year-end and fundingfor those purchases has to be appropriated. In addition, the budget has been adjusted for vehicle requests received this year.

Citywide Projects – The variance is attributable to project contingency carryover, and the carryover of unused funds to keep the Radio Project budget whole. Additionally, $600,000 was added to the EnterpriseAsset Management to cover additional costs of the project.

Revenue – Phase One of the IRS Data Exchange Program is 98% complete and work is scheduled to begin on Phase Two in FY 2016-17. Costs are expected to be incurred during the current fiscal year andinto FY 2017-18. Appropriation has been added to the budget to cover those expenses.

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Bureau of Human Resources

7

Bureau of Human Resources

Decision Packages:

MF_21 FY 2014-15 Carryover: BHR Training & Development

This package is key towards the City becoming an employer of choice and meets every strategic theme in the OMF 2012-2017 strategic plan. Improved training improves customer service, it adds to operational excellence, it is financially sustainable by providing more "in-house" services and is key to workforce development. A robust training program is an asset to attracting and retaining a more diverse workforce, which increases economic opportunities for more Portlanders. Success will be measured in several ways. More employees will receive needed training due to the development of additional e-learning opportunities. Bureaus will develop and implement succession plans to address upcoming retirements with assistance from training staff and others. Employee surveys will be conducted in FY 2015-16 to evaluate the success of the onboarding programs. Finally, or goal is to continue to increase diversity hiring and promotion through the use, among other tools, of additional and more widespread training in the case of diversity, inclusion, and the impact of implicit bias. Status for Fall Performance Report: As of July 1, 2016, over 200 new employees citywide accessed the onboarding training (Fire and Police do not use this onboarding, so those bureaus are excluded). PCI training from BTS continues and will be updated with a new module in October 2016 in order to meet PCI regulatory compliance requirements. Mandatory records management training from the Auditor’s Office was rolled out in June 2016 with an expected completion date for all current City employees of October 2016. As of 8/24/2016, 826 employees have accessed the training. Defensive/Safe Driver training was rolled out in May 2016. As of 8/24/2016, 209 employees have accessed the training. This training is required for all City employees who may be authorized to drive on City business. Due to the current demands of administering eLearning, bias awareness and HRAR 2.02 eLearning training development is on a lower priority basis.

Status In Progress

8


MF_084 BHR - Inv Fund - Applying City Job Video

Ordinance #187271, passed by City Council on 7/29/15, approved the following $20,000 Innovation Fundgrant for BHR:

The Bureau of Human Resources will develop and publish an eLearning tutorial video explaining how toapply for a job at the City. This video will demonstrate how to navigate the multi-step job applicationprocess in NEOGOV and provide tips on how to write a cover letter and application. Additionally, it willinclude highlights of career opportunities at the City of Portland, building a strong public brand asEmployer of Choice. The video will be hosted on the Bureau of Human Resources YouTube channel,available to potential candidates 24/7, thereby increasing accessibility to a wide audience via computersand mobile technology (smartphones and tablets). Availability of the video will be advertised through theBHR website and our community partners who serve diverse populations.

The How to Apply to City of Portland Jobs video will serve as an informational tool and a welcomingmechanism to attract top talent to job opportunities at the City. It will increase access, reaching potentialcandidates who have previously been unable to utilize the application system or attend an onsiteworkshop or information session. It will offer step-by-step information for job seekers who lack experiencein technology. The audio and closed captioning options will aid applicants with disabilities and will havethe capability to include closed captioning in multiple languages, reaching individuals whose primarylanguage is other than English. By offering a comprehensive training video, the City reaches a diversepool of interested job candidates with helpful information.Status for Fall Performance Report:

BHR is working with the selected eLearning consultant/vendor to finish the fourth of fiveshort modules. Expected delivery time is October 2016.

Status

In Progress

MF_085 BHR - Inv Fund - E-Learning/Mobile Technology

Ordinance #186977, passed by City Council on 1/14/15, approved the following $10,000 Innovation Fundgrant for BHR. The funding is being requested as a programmatic carryover because the funding wasneither spent or encumbered by BHR during FY 2014-15.

To meet current and future workforce training needs the City must invest in mobile technology hardwareand eLearning training program development. With an investment of $10,000 the City of Portland would beable to purchase and administer Training Tablets, specifically designed to bring eLearning programs toemployees in the field. The Innovation Project would fund a pilot program to acquire and deploy mobiletechnology to meet the training and development needs of City employees without regular computeraccess.

A modest investment in tablet hardware and related ongoing wireless connection service, informationtechnology maintenance, and eLearning development would give City of Portland employees access tovaluable mobile training and development. Bureaus can opt-in to use Training Tablets giving all Cityemployees the chance to participate in essential training and development. Ongoing administration costswill be recouped through a learner fee.Status for Fall Performance Report:

The City’s Current technology does not support mobile learning delivery. BHR plans toimplement a cloud based learning management system that will provide access to mobiletechnology. This initiative will be revisited in the future.

Status

N/A

9

Performance Measures

Human Resources

FY 2013-14

Year-End

FY 2016-17

AdoptedBudget

FY 2015-16

Year-EndActuals

FY 2015-16

AdoptedBudget

FY 2014-15

Year-EndActualsPerformance Measure ActualsType

Performance Measure Variance Descriptions

MF_0004: This percentage has risen due to more employees opting for direct deposit.

MF_0014: Recruitment timelines are constantly evaluated, reviewed, adjusted, and tracked with the hiring manager throughout the recruitment process. Whenthe timeline needs to be renegotiated due to workload, vacations, absences, etc., a revised timeline is negotiated to ensure clear expectations of deliverables.

MF_1122: The percentage is based on applicants who identify their gender. The percent of identified female applicants over the last few fiscal years has beenbetween 35% to 44.5%.

MF_1123: The percentage of Diverse Applicants rose slightly due to the increased volume of recruitments this past fiscal year. In addition, applicants have beenmore willing to fill out demographic information about their ethnicity.

MF_1174: Number of employees enrolled has increased due to improvements in the enrollment process for both Kaiser and Self-Insured Medical Plans.

MF_1178: Tracking data for this performance measure began Jan 1, 2016. The FY 2015-16 actuals include only six months of data, January 1, 2016 throughJune 30, 2016. This data does not take into account program participants who are placed in temporary positions and/or seasonal hires.

MF_0004 - Percentage of payroll checks direct deposited 93%91%90%92%EFFICIENCY 91%

MF_0014 - Percentage of recruitments meeting original orrenegotiated timelines

100%100%100%90%KPM 100%

MF_0016 - Number of City employees per Bureau of HumanResources employee

0747875EFFICIENCY 74

MF_1122 - Percentage of diverse (protected class) applicants perfiscal year - female

40%40%38%44%EFFECTIVE 40%

MF_1123 - Percentage of diverse (protected class) applicants perfiscal year - minority

29%20%28%21%EFFECTIVE 27%

MF_1174 - Number of employees enrolled in health coachingprograms

620450511437WORKLOAD 575

MF_1178 - Percentage of focused outreach program participants onan eligible list who are offered a position

20%75%0%0%KPM 50%

Page 1 of 19/8/2016

10

Bureau: Office of Management & Finance

Fall BMP Fall BMP Fall BMP

Requested CBO/Council Total

Adjustments Changes Adjustments

CBO Discussion and RecommendationsFY 2016-17 Fall BMP

Type: Encumbrance Carryover Request

Request: MF_028 - OMF General Fund - Encumbrance Carryovers

EXPENDITURES

External Materials and Services 0696,760 696,760

TOTAL EXPENDITURES 0 696,760696,760

REVENUES

General Fund Discretionary 0696,760 696,760

TOTAL REVENUES 0 696,760696,760

Bureau Description:


Procurement Services – Procurement Services is requesting a total of $222,441 in encumbrance carryovers. This amount includes $7,313for Irish Enterprises to provide services for the Prime Contractor Development Program (PCDP), for $34,800 for Trucost, Inc (PO#22188882) which provides analysis of the City’s spend data for an entire fiscal year using a life cycle assessment in support of City Code5.33.080; $57,190 for Metropolitan Contractor Improvement Partnership (PO# 22193773) to provide services for business coaching,administrative assistance, training and advising for contractors within the PCDP program; and a total of $19,019 for Delaris LLC to manageand develop the information gathering and process mapping to compile the required documents for phases in the replacement of thecompliance software. Procurement also requests $5,385 for Green Spectrum Consulting (PO# 22175436) to identify environmentallypreferable products and alternatives to conventional products; $3,334 for Resources Associates of Nevada (PO# 22179672) to complete the3rd milestone for Procurement interface project between BuySpeed and BizTrack; $2,900 to Portland State University (PO# 22186538) forproject management training session in October, a total of $50,000 for Suzanne Lee Donaldson Stephens (PO# 22193987) to develop andadminister instructor led training courses and supporting materials for the City of Portland on the City’s Commercial Useful Functionregulations. The request also includes $42,500 to Interprise (PO# 22193660) to support the PCDP program with instructor training andcurriculum development.

Business Operations – Business Operations is requesting a total of $115,570 in encumbrance carryovers. This amount includes $40,000 fora Hatfield Fellow through Portland State University (PO#22192126); $45,570 for two contracts with Olympic Performance for work on theOMF Strategic Plan (PO#22193557 and PO#22193558); and $30,000 for a contract with Portland Community College to provide training inchange management and business process improvement (PO#22192717).

CAO’s Office – The Office of the CAO is requesting an encumbrance carryover in the amount of $6346 with Delaris LLC. to continue theirwork on the Council filing process evaluation (PO#22183022).

Human Resources – BHR General Fund is requesting a total of $333,459 in encumbrance carryovers. This amount includes $229,939 forthe Citywide Classification & Compensation Study with Sjoberg Evanshenk Consulting (PO#22153277); $70,000 for employment services formodel employer implementation with the Galt Foundation (PO#22169723); $15,120 for an E-learning training project with Victoria Gelatt(PO#22193949); $13,400 for a disability outreach coordinator (PO#22187785); and $5000 for a Civil Service Officer with Luella Nelson(PO#20003923).

Revenue Division – The Revenue Division is requesting a total of $14,444 in encumbrance carryovers. This includes $8,626 with DarrellDorrell CPA PC (PO#22129076) for forensic accounting analysis of settlement or litigation with a telecommunications provider; $4,508 withBest Best & Krieger (PO#22144252) for filing in FCC proceedings impacting local authority for wireless siting; $1,310 with David C Olson(PO#22157340) for legal assistance to update city code on wireless in the right of way program and franchising assistance.

Accounting Division – The Accounting Division is requesting a $4,500 encumbrance carryover with DH Services LLC (PO#22193489) toresearch and update the Financial Assessment Model with historical financial information from the City of Portland’s Comprehensive AnnualFinancial Report (CAFR).

CBO Discussion and Recommendation

9/12/16 14:34sap_b_dp_summary

Page 1 of 3

11






Type: New Request

Request: MF_033 - Health Fund Fall Bump

EXPENDITURES

External Materials and Services 04,361,998 4,361,998

TOTAL EXPENDITURES 0 4,361,9984,361,998

REVENUES

Budgeted Beginning Fund Balance 04,361,998 4,361,998

TOTAL REVENUES 0 4,361,9984,361,998

Bureau Description:

This request will move appropriation from Ending Fund Bance to claims payments to pay for higher than anticipated claims at the beginningof this fiscal year.



Page 2 of 3

12






Type: New Request

Request: MF_107 - BHR GF - Conversion of Limited Term to Permanent

FTE

Full-Time Positions 1.00 0.00 1.00

TOTAL FTE 1.00 0.00 1.00

Bureau Description:

This request converts a limited-term Senior Administrative position into a permanent Senior Administrative position within the Bureau ofHuman Resources in the Diversity Outreach Employment Resources program.

No additional funds are requested for this action. This position will be funded within the current service level target within the Bureau ofHuman Resources.



Page 3 of 3

13

Prior Year Business Area Reconciliation ReportMFHR-Fund 100

FY 2015-16RevisedBudget

Percentof Actuals

to Revised

FY 2015-16Year-EndActuals

Office of Management & Finance

EXPENDITURES

Personnel Services 99%$8,284,277 $8,191,625

External Materials and Services 49%$648,346 $317,322

Internal Materials and Services 96%$759,882 $730,525

TOTAL EXPENDITURES 95%$9,692,505 $9,239,472

REVENUES

Budgeted Beginning Fund Balance 0%$31,729 $0

Charges for Services 104%$24,000 $24,947

Interagency Revenue 100%$286,558 $286,558

Miscellaneous 90%$338,213 $303,557

General Fund Discretionary 0%$4,280,669 $0

General Fund Overhead 0%$4,731,336 $0

TOTAL REVENUES 6%$9,692,505 $615,062

Bureau Reconciliation Narrative

8/24/2016 15:01:45sap_b_reconciliation_ba3

Page 1 of 1

Expenditures:

No narrative required

Revenues:


14

Prior Year Fund Reconciliation Report


FY 2015-16 PercentYear-End of ActualsActuals to Revised

700 - Health Insurance Operating Fund

EXPENDITURES

Personnel Services 1,564,678 1,503,126 96.07

External Materials and Services 58,154,247 55,923,381 96.16

Internal Materials and Services 391,140 397,538 101.64

Bond Expenses 34,322 32,849 95.71

Fund Transfers - Expense 141,755 141,755 100.00

Contingency 18,637,457 0 0.00

TOTAL EXPENDITURES 78,923,599 57,998,649 73.49

REVENUES

Budgeted Beginning Fund Balance 18,596,692 0 0.00

Charges for Services 59,273,336 61,320,855 103.45

Miscellaneous 1,053,571 1,039,792 98.69

TOTAL REVENUES 78,923,599 62,360,647 79.01

Fund Reconciliation Narrative

Year End Contingency/Fund Balance was the higher than planned due to lower than expected medical claims payments lastfiscal year and the implemenation of the Voluntary Retirement Incentive Program.Interagency expenditures were higher than budgeted due to unexpected charges in postage for benefit packets which includedadditional information on the City's new Pharmacy vendor and the changes to the Pharmacy benefit.

8/26/2016 11:32:50sap_b_reconciliation_fund

Page 1 of 115

Bureau of Internal Business Services

16

Bureau of Internal Business Services – Facilities

Decision Packages:

MF_09 Maintenance Technician Apprenticeship Program

Facilities Services is proposing to begin an apprenticeship program as part of our efforts to increase customer services, diversify our workforce and provide for better succession planning. Funding for this position will be provided through an interagency agreement with the Bureau of Development Services. We currently have a written statement from BDS of their desire to fund this position in its entirety. Therefore, this package is an add package for Facilities Services, but overall it will be a realignment for the City. BDS will reduce a portion of its budget to cover the higher IA cost from Facilities Services. Currently, BDS has 54 positions it plans to hire for this fiscal year and anticipates adding more through the Spring Budget Monitoring Process Report. They have just expanded into the vacant space in the 1900 Building, which is now completely occupied. Currently, there are 15 maintenance technicians that cover 4,024,007 square feet which means each technician must try to maintain 268,267 square feet. While an industry standard is hard to determine due to different variables (for example, building type, size, tenant, equipment, etc.), according to online research, standard industry square footage for maintenance technicians can range between 43,000 – 100,000 SF. Despite receiving an additional Facilities Maintenance Technician in the FY 2014-15 budget, workload continues to increase over a period of significant budget cuts, ultimately resulting in reduced services. Our customers currently wait long periods of time to have their requests met, sometimes more than a month. The addition of a Facilities Maintenance Technician will increase our ability to better respond to our customer requests and needs. We will be able to maintain our preventative maintenance program to ensure that our critical infrastructure is preserved. If this package is approved by Council, the maintenance crew will have more capacity to adequately maintain our existing buildings and provide additional resources in emergency events. By instituting an apprenticeship program we will be able to hire individuals that do not have the Limited Maintenance Electrician license which has created a barrier to entry for hiring Facilities Maintenance Technicians. We will reach out to the community to help develop a program that reaches out to underrepresented communities in order to help increase the diversity of our workforce. This directly relates back to the Mayor’s priority area of Equity and Opportunity. In order to ensure success, we will track the number of demand and preventative maintenance work orders completed by the new position that would not otherwise be completed in the fiscal year. Status for Fall Performance Report: Recruitment has closed with 152 qualified applicants identified. Interviews are proceeding in August with selection anticipated for September/October.

Status In Progress

17

MF_13 Coordinated Campsite Cleanup

These resources would continue to support the City’s coordinated campsite clean-up program. This package will allow Facilities Services to continue to provide coordinated campsite cleanup and increase its capabilities to provide support to those bureaus needing this service. This program was piloted in FY 2014-15. The Coordinated Campsite Cleanup program also allows the City to comply with the lawsuit settlement agreement that requires the City to document personal property removed from campsites and hold it for 30 days for retrieval by the owner. Status for Fall Performance Report: This is an ongoing program funded through IAs with property-owning bureaus and continues to post and clean multiple campsites on City-owned properties each week.

Status Complete

MF_17 Resources Management Coordinator

This package includes a position in Facilities Services to track and manage the City’s energy and resource use. This package will provide Facilities Services the ability to strategically track and manage City natural and manmade resources. The less money spent on resources, the more funding that can be put toward maintaining buildings and ensuring a healthy work environment for customers. The package will support the City's effort to better manage its impact on the environment, because Facilities Services will be able to track electricity, water, trash and other resources usage. The City’s ability to manage these resources will result in savings to customers and reduce the City's carbon footprint. This package will be successful by demonstrating savings on an annual basis in our buildings, reducing toxins in our workplace, and increasing surplus furniture reuse. Status for Fall Performance Report: EnergyCap utilities management software has been implemented and is being used to track usage and costs for OMF-managed buildings. Continuing participation in the EnergyTrust of Oregon’s Strategic Energy Management program and EnergyStar program reporting. Energy Audits of several OMF facilities will be conducted this winter. Managing surplus furniture program. Implementing several efficiency projects funded through major maintenance that are designed to keep OMF on track towards the annual goal of a 2% reduction in energy use per square foot required by the 2015 Climate Action Plan.

Status Complete

MF_20 Portland Building – Cash Payment

One time cash transfer for a down payment for renovating the Portland Building. This package, along with other cash resources, will allow a Portland Building reconstruction project to have 5% equity funding. This is recommendation of one of the City’s debt financing policies. Status for Fall Performance Report: The cash transfer was reversed.

Status Complete

18


MF_061 Fac - Carryover Right To Dream Too Funding

In FY 2013-14 the City received $858,000 as part of the Wright et al v. the City settlement. The settlement will be used for funding an alternative site for relocating Right To Dream Too. This request is to carryover fund balance remaining from FY 2014-15 in the amount of $812,069. Status for Fall Performance Report: Originally, site was to begin in August with an anticipated move-in of October 2016. On August 31, 2016, LUBA overturned the City’s request to site R2DToo at S.E. 3rd and Harrison. The City is considering repurposing the site.

Status In Progress

MF_063 Fac - Match Police IA Decrease

This is a request to match the Police Bureau's requested IA decrease of an additional major maintenance contribution in this fiscal year's budget. The reduction is for $500,000. Status for Fall Performance Report: The IA and billings were reduced

Status Complete

19

MF_069 Fac-GFCSA-PCC Mech and Emergency Sys Repairs

Asset Information: The Portland Communication Center is an emergency communications building in SEPortland. The building houses BOEC (911), the computer aided dispatch system, an 800 megahertz radiosystem, and the communications (ComNet) division of the Bureau of Technology Services which maintainsthe 800 MHz radio system used by public safety agencies within the City of Portland, Gresham,Multnomah County, and other government agencies. BOEC is operated by the City of Portland and hasagreements with the following user agencies to provide call taking and dispatch services: Portland PoliceBureau, Portland Fire & Rescue, Gresham Police & Fire Departments, Multnomah County Sheriff's Office,Troutdale Police, Fairview Police, Corbett & Sauvie Island Volunteer Fire Departments, and MultnomahCounty Emergency Medical Services. The building is in use 24 hours a day, 7 days a week, and buildingsystems are therefore under greater demands than typical office buildings. Many of the mechanical andemergency power systems are either failing or at risk of catastrophic failure due to age. Failure of themechanical and emergency power systems would jeopardize the functioning of the 911 dispatch system,create long-term damage in computer servers that maintain the dispatch system, and possibly forcerelocation of the 911 Operations Center until computer systems can be repaired.

Project Description: The project would address critical emergency power systems through the replacementof failing capacitors and batteries in the Uninterruptible Power Supply (UPS) that provides a bridgebetween utility power and generator power in the event of a utility power failure. It would also overhaul thetwo diesel generators that provide emergency power, ensuring that they are functional in the event of autility power failure, and perform a large-scale maintenance of the electrical switchgear. Rooftop HVACunits, currently experiencing ongoing failures due to age, would be replaced to ensure that the 911Operations Center does not continue to experience excessive heat conditions, affecting performance ofdispatch operators and their computer equipment.

The two UPS systems are expected to fail in a utility power failure, leading to a loss of power to the entirePortland Communications Center, including the two server rooms and the 911 Operations Center. Even apower loss of a few seconds will likely create long-term damage to the computer servers, affecting theability of the 911 dispatch system to function, and possibly forcing the 911 Operations Center to relocateuntil servers can be repaired. UPS batteries that fail will likely catch fire as part of their failure.

Explain Scores: Human, Health, and Safety Impacts: 10- Fatalities. If the 911 dispatch system goes downdue to power failure, fatalities can occur due to business disruption.

Service Impacts: 10 - Disruption of services to >10,000 customers. Failure of the 911 dispatch systemaffects all dispatch users in the Portland metropolitan area and several surrounding cities.

Environmental Impacts: 2 - Minor and recoverable. UPS batteries that catch fire during failure will releasetoxic chemicals into the building.

Legal and Regulatory Compliance: 2 - City warned internally. City has been warned by the UPS programmanager that the batteries will likely catch fire during failure and release toxic chemicals into the building.

Financial Impact: 6 - Prevent Asset loss $500,000 - $1,999,999. The replacement cost of the projectsystems alone is $680,000. A UPS failure would likely damage computer servers in BOEC 911, leading toadditional labor and equipment costs to repair or replace the servers, and down-time for dispatchoperators.

Benefits: Repair and replacement of the mechanical and emergency power systems will improveemergency response times through support of the 911 dispatch system. It will reduce operations andmaintenance costs associated with the failing rooftop HVAC units.

20

Status for Fall Performance Report: Follow up oil sampling and evaluation of the diesel generators performed by multiple vendors indicated that only routine maintenance was required, resulting in significant savings to the project. Rooftop HVAC units are intended to be replaced through existing City price agreement with Trane. Work is expected to be completed this fall.

Status In Progress

MF_071 Fac - Cash Transfer from Police for Kelly Bldg

This is a request for a $485,153 cash transfer from Police to Facilities to fund the acquisition of a portion of the parking garage at the Kelly Building, as per Ordinance 187325. Status for Fall Performance Report: This cash transfer was received and the money was used for the acquisition in September 2015.

Status Complete

MF_131 Sears Building Occupancy Needs

Added by CBO for Mayor's Proposed FY 2015-16 Fall Supplemental Budget. Status for Fall Performance Report: The City took possession of the former US Army Reserve Center in July 2012. The site was acquired from the Army under the condition that it be used primarily as an emergency operations center. The 3.66 acre site has a two-story building of 24,120 square feet, a vehicle maintenance shop of 4,789 square feet, and a metal fabricated storage building of 4,853 square feet. In response to a note in the FY 2016-17 budget, OMF is working with Portland Fire and Rescue (PF&R) on completing a needs analysis and scenario planning study to determine if PF&R can occupy the Sears site in conjunction with the site’s use as an auxiliary Westside emergency operations center. This study will help OMF produce a tenant plan, development plan, and funding plan for occupying the Sears site, consistent with the direction included in the budget note. A Request for Proposals (RFP) for the needs analysis and scenario planning study is currently going through the City’s procurement process. It is anticipated that the RFP will be released in September 2016. Upgrades to the Sears site, including the development of a fueling station, are on hold until the study is completed. The study is anticipated to cost $200,000. Staff will work with the consultant to complete the study within six to eight months of the notice to proceed. The costs will be split evenly by OMF and PF&R. No additional staff will be hired.

Status In Progress

21


Internal Business Services

FY 2013-14

Year-End

FY 2016-17

AdoptedBudget

FY 2015-16

Year-EndActuals

FY 2015-16

AdoptedBudget

FY 2014-15


MF_1073 - Percentage of OMF owned City facilities (excludingspectator venues) maintained in good or better condition

61%61%61%61%KPM 60%

MF_1179 - Percentage of vehicles meeting industry utilizationstandards

95%95%95%0%EFFICIENCY 95%

MF_1180 - Percentage of sedans that are electric or plug-in hybrid 36%13%11%8%KPM 25%

MF_1181 - Major maintenance funding as percentage of 3%replacement value industry best practice

43%43%43%0%EFFICIENCY 43%

MF_1185 - Basic Copy Center rate as a percentage of private sectorrate

48%45%45%45%KPM 48%

MF_1186 - Change in the cost of general liability claims over theprior four-year average

-12%20%-22%-41%KPM 0%

MF_1187 - Change in the cost of fleet liability claims over the priorfour years

-25%13%-3%0%EFFICIENCY 0%

MF_1190 - Change in the cost of workers' compensation claimsover the prior four years

-47%17%4%0%EFFICIENCY 0%

MF_1200 - Percentage change in sedan class unleaded fuel useover the prior year

-11.0%0.0%-0.5%0.0%EFFICIENCY -0.5%

MF_1201 - Change in energy usage per gross square foot (kBTU/Sq ft) for OMF owned buildings over the prior three-year average

-8%0%-22%-12%EFFICIENCY -2%

MF_1202 - Total annual print shop production per FTE (copy centersheets, press impressions, digital color prints)

821,0520760,309756,098WORKLOAD 850,000

MF_1203 - Operating capital reserve contributions as a percentageof revenues

2.5%0.0%1.4%-1.7%EFFICIENCY 3.0%

Page 1 of 29/9/2016

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Internal Business Services

FY 2013-14

Year-End

FY 2016-17

AdoptedBudget

FY 2015-16

Year-EndActuals

FY 2015-16

AdoptedBudget

FY 2014-15



Key Performance Measures

MF_1073 - Percentage of OMF owned City facilities (excluding spectator facilities) maintained in good or better condition - In order to meet the strategic target of80% within 10 years, Facilities Services continues to plan for a phased increase to a sustainable level of major maintenance funding and the staffing to support it,with detailed plans forthcoming in the FY 2017-18 budget

MF_1180 - Percentage of sedans that are electric or plug-in hybrid - CityFleet has exceeded the Portland Plan target of 20% by the end of FY 2015-16 and is on track to meet the FY 2020-21 target of 50%.

MF_1185 - Basic Copy Center rate as a percentage of private sector rate - No change.

MF_1186 - Change in the cost of general liability claims over the prior four year average- Continues long-term trend; the City continues to see a reduction in incurred claims especially Police arrest and detention, personal property damage, search incident to arrest, and unlawful tow claims.

Programmatic Meassures:

MF_1179 - Percentage of vehicles meeting industry utilization standards - CityFleet continues to actively manage fleet utilization and is meeting the 95% target.

MF_1200 - Percent change in sedan class unleaded fuel use over the prior year - CityFleet continues to rapidly reduce overall unleaded fuel consumptionthrough the acquisition of more fuel-efficient vehicles such as hybrids and by replacing gasoline-powered cars altogether with electric or plug-in hybrid vehicleswhenever possible.

MF_1181 - Major maintenance funding as a percent of 3% replacement value industry best practice - No change in funding level as a percent of replacementvalue. On average, Facilities receives only $43 for every $100 needed to keep OMF owned and maintained facilities in “good” or better condition.

MF_1201 - Change in energy usage per gross square foot (kBTU/ Sq. Ft.) for OMF owned buildings over the prior three year average - Facilities Servicescontinues to pursue specific energy efficiency projects and replace old equipment, resulting in reduced energy consumption per square foot of space in OMFbuildings. Based on eight months of data, total energy use is expected to be in line with FY 2014-15 and 8% lower than the prior three-year average. Full-yeardata will be available in September/October.

MF_1202 - Total annual print shop production per FTE (copy center sheets, press impressions, digital color prints) - Productivity continues to rise as P&D closelymanages personnel costs relative to customer demand.

MF_1203 - Operating capital reserve contributions as a percent of revenues - Anticipated to be in line with expectations pending final fund analysis.

MF_1187 - Change in the cost of fleet liability claims over the prior four years - Continues long-term trend; auto liability claims were 13% below the priorthree-year average but FY 2011-12 raised the four-year average significantly due to a single large chain collision claim.

MF_1190 - Change in the cost of workers’ compensation claims over the prior four years - Continues long-term trend; the four-year average includes several highsix-figure claims; FY 2015-16 was more in line with FY 2010-11. The City has also seen a significant reduction in strains and slips, trips, and falls over the yearsdue to improved safety practices.

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Type: Technical Adjustment

Request: MF_041 - Fac - Net $0 Technical Adjustments

EXPENDITURES

External Materials and Services 0(18,500) (18,500)

Internal Materials and Services 018,500 18,500

Contingency 00 0

TOTAL EXPENDITURES 0 00

REVENUES

Charges for Services 0120,828 120,828

Interagency Revenue 0(120,828) (120,828)

TOTAL REVENUES 0 00

Bureau Description:

This request is for net zero technical adjustments to align anticipated spending with budget.

Specifically, this requests corrects contingency accounts, moves budgeted dollars to project B00033, and updates rental income at the KellyBuilding for the County’s move in.



Page 1 of 43

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Type: New Request

Request: MF_042 - Fac - Appropriate Salary Contingency

EXPENDITURES

Personnel Services 049,013 49,013

Contingency 0(49,013) (49,013)


Bureau Description:

This decision package requests to move salary contingency to personnel services for cost of living adjustments awarded on July 1, 2016.



Page 2 of 43

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Type: New Request

Request: MF_043 - Fac - Major Maintenance Project Reappropriation

EXPENDITURES


Contingency 0(2,795,646) (2,795,646)


Bureau Description:

This decision package requests to reappropriate major maintenance funding for projects budgeted in FY 2015-16, but not yet completed.Carryover projects include:

Justice Center – Repair Dome Window & Frame (shared with the County) – $18,482

City Hall – New Carpet for the Lovejoy Room -- $67,894

PCC – HVAC Replacement Phases 1 and 2 -- $303,781

North Precinct: •Replace Rooftop AC Units -- $201,742 •Replace Building Control System -- $291,014

1900 Building: •Carpet 3rd Floor -- $52,086 •Patch and Paint 1st, 2nd, and 3rd Floors -- $41,200 •Carpet and Paint 4th Floor and ½ of 3rd Floor -- $314,779 •1st Floor Terrazzo Repairs -- $219,477 •Restack – BDS Move -- $161,244 •Restack – Move PSSRP -- $7,416 •Perform Water Intrusion Testing -- $44,290 •Remove and Replace Signs to Comply with ADA -- $36,909 •Exterior Sealant Replacement at Footing/Sidewalk Transition -- $15,450 •Upgrade Restrooms for ADA Compliance -- $124,587 •Two Door Openers on 2nd Floor Restrooms -- $37,888

Kerby Garage: •Electrical Study -- $84,795 •Replace Fleet Office AC Units -- $156,718

Union Station: •Tenant Improvements -- $243,904 •Elevator Modernization -- $371,990



Page 3 of 43

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Type: New Request

Request: MF_044 - Fac - Rivergate Vehicle Storage Fencing

EXPENDITURES


Contingency 0(30,000) (30,000)


Bureau Description:

This decision package requests to appropriate $30,000 from Police building major maintenance reserve for 300 feet of fencing to close theperimeter at Rivergate Vehicle Storage.



Page 4 of 43

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Type: New Request

Request: MF_045 - Fac - 1900 Building Access Controls

EXPENDITURES


Contingency 0(20,000) (20,000)


Bureau Description:

This decision package requests $20,000 from the 1900 Building's major maintenance reserve for an INET Access Controls upgrade.



Page 5 of 43

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Type: New Request

Request: MF_046 - Fac - City Hall 30 Year MM Plan Cost Estimating

EXPENDITURES


Contingency 0(10,000) (10,000)


Bureau Description:

This decision package requests $10,000 from City Hall major maintenance reserves to hire a consultant to work with the Faciltiies StrategicPlanning and Development team on a 30 year major maintenance cost planning project.



Page 6 of 43

29






Type: New Request

Request: MF_047 - Fac - Increase IA with BES

EXPENDITURES




Bureau Description:

This decision package requests to increase Facilities' IA with BES by $40,000 for coordinated site analysis work as part of the FacilitiesCampsite Program.



Page 7 of 43

30






Type: New Request

Request: MF_048 - Fac - GFCSA - City Hall Exterior Masonry

EXPENDITURES



REVENUES

Fund Transfers - Revenue 02,718,637 2,718,637

General Fund Discretionary 00 0

TOTAL REVENUES 0 2,718,6372,718,637

Bureau Description:

As submitted to the General Fund Capital Set-aside scoring committe:

Asset Information: City Hall, 1221 SW 4th Avenue, Portland. The exterior facade is deteriorating. As a result, loose stone is falling from thebuilding. The balustrades along the roof and the perimeter of the gardens/landscaping areas are not secure and are in danger of falling.The building also has many major maintenance needs that the current rental rates cannot fund.

Project Description: This project will make life safety improvements and major maintenance improvements and repairs to City Hall.

Life Safety Improvements include: Remove the stone exteriors that have separated from the body of the stone panels and balustrades, andaddress spalling. Existing patches and loose stone should be removed to prevent material from falling from the building. The balustradesalong the exterior of the building and the site are not secure in places and pose falling hazards. The building exterior abuts publicright-of-way and public plaza areas, including heavily used bus stops. Areas where loose stone has been removed will be wet-sanded andresurfaced. Balustrades will be pinned in place for life-safety assurance.

Additional tasks that will be completed as part of the project include the following: Install a low maintenance durable EnergyStar membraneroofing system; clean surfaces; refinish the exterior wood windows and doors; repair and/or refinish the exterior wood windows and wooddoors; replace ventilation fans SF-1 and SF-2; replace cooling towers; paint roof-top mechanical and piping; install simple (low profile, lowmaintenance) eco-roof, including temporary irrigation, when replacing existing roofs (main roof, three lower roof areas facing 4th Avenue,and the roof area over the porte-cochere).

The City Hall major maintenance account is underfunded and can only contribute $2.9 million. This will not cover the cost of the entireproject.

Explain Scores: Human Health and Safety Impacts -- The exterior facade is failing and small pieces of stone are falling. Falling stone couldresult in serious injuries (Mode #1). Should the deterioration continue, falling debris could increase in size and frequency, with the potentialto hit people (Mode #2). Legal and Regulatory Impact -- The City has internally warned itself about the risks posed by the failing facade, andstaff concerns were supported by consultants who developed the scope of work for the repairs (Mode #1). If allowed to continue todeteriorate the City could be sued by a person hit by, or that tripped on, falling debris. As noted below in the Benefits section, this work wouldhelp maintain compliance with historic regulations.

Benefits: City Hall is on the National Historic Register and proper maintenance of the exterior is appropriate to preserve the building andprotect it from further deterioration. These safety improvements will complement other City Hall improvements. Completing these projects atthe same time will allow staff to manage one versus two capital projects, increasing efficiency and making the most of available funds. Threebonus points are requested: Legal, Regulatory of Compliance Obligations and Financial Impact.



Page 8 of 43

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Type: New Request

Request: MF_049 - Fac - City Hall Security Enhancements

EXPENDITURES



REVENUES

Interagency Revenue 0500,000 500,000



Bureau Description:

Portland's City Hall received a major renovation in the mid-1990's. Since that time, security-related concerns have emerged as a high priorityand the mid-1990’s renovation did not include updates that are necessary given current concerns.

This budged adjustment request increases IA’s with tenants at City Hall for one-time funding of security enhancements to City Hall.



Page 9 of 43

32






Type: New Request

Request: MF_050 - Fac - GFCSA - PCC A/C Centralization

EXPENDITURES



REVENUES

Fund Transfers - Revenue 01,000,000 1,000,000


TOTAL REVENUES 0 1,000,0001,000,000

Bureau Description:

As submitted to the General Fund Capital Set-aside scoring committe:

Asset Information: Portland Communication Center, 3732 SE 99th Avenue. BTS maintains multiple telecommunications/data server roomsfor 911 services/operations (radio/IT), local and regional area network phone services, as well as the Police Bureau's Criminal JusticeInformation System (CJIS). Each room is currently served by separate HVAC units. The current state of the HVAC equipment for theserooms is at various states of useful life and some have failed entirely with semi-temporary equipment in place.

Project Description: This project designs and constructs a central plant HVAC system to serve all of the rooms collectively. This would creatededicated HVAC equipment for the collective use and allow for future telecommunications loads and needed redundancy. A central plantsystem eliminates the overall risk to the individual rooms due to isolated equipment failures.

Explain Scores: The telecommunication/data equipment is vital to public safety and 911 operations. Failure of the HVAC equipment and itsability to maintain proper space temperatures is a critical point of failure that could damage the telecommunications /data equipment causinginability to communicate by Police radio/911 operators/etc.

Health & Safety Impacts: Failure of the Police radio/911 equipment would result in communication breakdown for both receiving incoming911 calls and dispatching appropriate emergency responders. This could result in fatalities.

Service Impacts: Failure of the Police radio/911/WAN/IRNE equipment would result in failed communication networks impacting emergencyresponse ability, telephone networks, data/IT services, etc. across the Portland area.

Environmental Impacts: Failure of the Police radio/911 equipment would result in communication breakdown for both receiving incoming 911calls and dispatching appropriate emergency responders which could result in long-term, widespread, environmental impacts, including fires,biohazard, or pollution releases.

Legal & Regulatory Compliance: Failure of the Police radio/911 equipment would result in communication breakdown for both receivingincoming 911 calls and dispatching appropriate emergency responders. This could place the City at risk of legal action due to inability toprovide emergency services.

Financial Impact: Failure of the Police radio/911/WAN/IRNE equipment would have significant financial implications to replace/repair/transferand set up files and programs.

Benefits: This project provides a redundant system to ensure that the telecommunications and server equipment is maintained under optimalspace conditioning parameters, reducing equipment failures that would impact area-wide communication networks for the Police radio, 911,and CJIS systems.



Page 10 of 43

33






Type: New Request

Request: MF_052 - Fac - Capital Projects Staff Augmentation

EXPENDITURES





FTE

Limited Term Positions 3.00 0.00 3.00

TOTAL FTE 3.00 0.00 3.00

Bureau Description:

This decision package requests to transfer appropriation from external materials and services to personnel services and internal materialsand services for four temporary appointments within the Capital Projects Group in Facilities Services. All positions are funded by billablehours on funded major maintenance projects. Positions have projected start dates of October 1st, so they calculate in BRASS as .75 FTEfor the remainder of the fiscal year. This is why Facilities has 4 FTE requested in the narrative, but the decision package shows 3.0 FTEcalculated.

Facilities Services is short-handed on major maintenance project management staff due to cuts in prior years and staff dedicated to thePortland Building reconstruction project. Facilities Services has a growing backlog of major maintenance projects that are fully fundedthrough building major maintenance funds collected through rents. Without additional project management staff, Facilities Services will notbe able to address the backlog, deliver planned projects, or meet customer expectations. The positions are fully funded using fundsavailable in building major maintenance funds for projects necessary to meet building performance standards, avoid deterioration from waterintrusion, and avoid sudden failure of primary building systems such as heating, cooling, electrical, and elevators.

Specifically, this decision package requests:

• One FTE Facilities Construction Project Manager to address backlog of major maintenance and tenant improvement projects and providecoverage for capital projects for buildings owned and/or managed by OMF.

• One FTE Facilities Construction Project Specialist to address backlog of projects and provide coverage for O&M projects. This position isresponsible for building system projects such as structural, mechanical, electrical, plumbing, roof and exterior membranes, and conveyancesystems.

• One FTE Program Coordinator dedicated to the Portland Building Reconstruction Project.

• One FTE Building Systems Engineer to address backlog of major maintenance projects requiring engineering expertise.



Page 11 of 43

34






Type: New Request

Request: MF_053 - Fac - SAP Enterprise Asset Mgmt Staff Support

EXPENDITURES




Contingency 0(133,279) (133,279)


FTE


TOTAL FTE 1.50 0.00 1.50

Bureau Description:

This decision package requests authorization to use Facilities operating reserve to temporarily backfill 2 Facilities FTE (a propertymanagement specialist and an operations dispatcher) that will be providing full-time support to configuration and implementation of threenew SAP Enterprise Asset Management (EAM) modules: Plant Maintenance, Inventory, and Flexible Real Estate. Positions have projectedstart dates of October 1st, so they calculate in BRASS as .75 FTE for the remainder of the fiscal year. This is why Facilities has 2 FTErequested in the narrative, but the decision package shows 1.5 FTE calculated.

The City has approved implementation of three new SAP Enterprise Asset Management modules as the solution to Facilities Services'outdated and unsupported work order and asset management software. The three modules - Flexible Real Estate, Plant Maintenance, andInventory - together provide a comprehensive approach to documenting real property and equipment assets, scheduling maintenance, andtracking asset management activities. EBS is managing the project and is funding implementation costs for EBS staff and outside vendors.Configuration and implementation, however, will require extensive input from Facilities Services subject matter experts. Existing assetmanagement data will also need to be reviewed, re-structured to meet the new module structures, transferred into SAP, and then reviewedfor accuracy. These Facilities Services subject matter experts will be dedicating much of their time to the configuration and implementationactivities and will be unable to perform their regular duties for Facilities' customers. This decision package requests use of FacilitiesServices operating reserves to backfill up to 2 FTE during the SAP EAM configuration and implementation.



Page 12 of 43

35






Type: New Request

Request: MF_054 - Fac - LTD Program Coordinator / BOMA CAD AsBuilt

EXPENDITURES




Contingency 0(221,961) (221,961)


FTE


TOTAL FTE 0.75 0.00 0.75

Bureau Description:

Facilities Services is requesting to transfer $221,961 of appropriation from major maintenance reserves to fund two projects, thedevelopment of an asset hierarchy for the fund’s assets and the development of BOMA CAD as-built drawings, for use in the implementationof the SAP EAM modules. This includes:

• One FTE Limited Term Asset Management Program Coordinator to develop the asset hierarchy and to manage the BOMA CAD as-builtdrawings contract.

• BOMA CAD As-built Drawings Contract

This position has a projected start date of October 1st, so it was calculate in BRASS as .75 FTE for the remainder of the fiscal year. This iswhy Facilities has 1.0 FTE requested in the narrative, but the decision package shows 0.75 FTE calculated.



Page 13 of 43

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Type: New Request

Request: MF_055 - Fac - OSS2 Double-fill with OSS3

EXPENDITURES



Contingency 0(18,000) (18,000)


REVENUES



FTE


TOTAL FTE 1.00 0.00 1.00

Bureau Description:

This decision package requests a transfer of appropriation from contingency to personnel services and appropriates IA revenue to personnelservices for the double fill of one FTE limited term OSS2 as an OSS3. The total cost of $67,419, will be funded from the Facilities corporatecharge ($22,419), IA charges to property owning bureaus ($15,000), the coordinated clean up budget ($15,000) and campsite servicesbudget ($15,000 from the $50,000 Project Management line item in the $690,000 budget).

Expected results include:

FY 2016-17 Planned Projects:• Develop and document a city-wide acquisitions process

• Inventory city cell-tower/facility lease agreements and identify opportunities for standardization and recommendations that result in revenueoptimization for bureaus and the City

• Finish up cleanup of property ownership and naming conventions with Multnomah County

• Coordinate disposition of unclaimed parcels for sale, or if sale is not possible, develop council documents that result in final assignment tobureaus

• Participate in SAP Enterprise Asset Management implementation and represent property owning bureau interests with respect to realproperty functionality

• Work with OMF Accounting and BTS to complete reconciliation, and maintain crosswalk, between City properties map and SAP

• Complete annual status report for Auditor’s Office on Surplus Real Property Audit recommendations

Ongoing Responsibilities:• Ongoing coordination of surplus/excess property for all property-owning bureaus

• Portland Property Managers Committee meeting facilitation

• Ongoing dispute resolution of property ownership between bureaus (ensuring bureau assignment in CityProperties map)• Keep surplus property website accurate and up to date, including dates of ordinance hearings, public commenting period, addition/removalof surplus property, excess property for sale, and property for lease• Continuously improve processes and procedures relating to city-wide real property, and keep documentation up to date

• Manage language interpretation contract in relation to surplus property signage

• Provide ad hoc assistance to bureaus with their real property issues and exceptions as they arise

• Interact with the general public regarding property lines, damage, sale, and purchase of excess property

• Provide administrative support services to the Coordinated Clean-Up and Campsite Services programs


Page 14 of 43

37






Type: New Request

Request: MF_055 - Fac - OSS2 Double-fill with OSS3



Page 15 of 43

38






Type: New Request

Request: MF_056 - Fac - Sears Occupancy Study

EXPENDITURES


Contingency 0(100,000) (100,000)


REVENUES



Bureau Description:

In response to an FY 2016-17 budget note, OMF is working with Portland Fire and Rescue (PF&R) on completing a needs analysis andscenario planning study to determine if PF&R can occupy the SFC Jerome F Sears site, in coordination with the site's use as an auxiliaryWestside emergency operations center. This study will help OMF develop a tenant, development, and funding plan for occupying the Searssite, consistent with the direction included in the budget note. A Request for Proposals for the needs analysis and scenario planning study iscurrently going through the City's procurement process.

PF&R is currently housed on the Clinton Triangle site. The Clinton Triangle site was identified as a strategic redevelopment site in theCentral Eastside. There are on-going efforts to support the site's redevelopment with more transit-supportive uses, given its location in InnerPortland, adjacent to the Orange MAX.

The project would be cooperatively completed by OMF and PF&R, with the agencies sharing costs equally. OMF and PF&R will execute anIA to share financial responsibility. The Bureau of Internal Business Services within OMF would like to use $63,000 from the Sears majormaintenance account, and $37,000 of unspent funds from the FY 2015-16 immediate occupancy project for Sears. PF&R's funding source ismoney remaining in the 1998 Fire Facilities GO Bond Program. Use of this undedicated money on a facilities project is an acceptable use.

Expected results include a thorough understanding of PF&R's needs for their Logistics, Prevention, and Training groups, an updatedunderstanding of auxiliary emergency operations needs for the Sears site, and an analysis of potential development options for the Sears,and Parkrose sites that will indicate which site will best serve PF&R's staff groups that need to be relocated from the Clinton Triangle. Thisinformation will help PF&R find a suitable site for relocating the uses currently housed at the Clinton Triangle site, and will support OMF'sdevelopment and implementation of an occupancy plan for the Sears site.



Page 16 of 43

39






Type: New Request

Request: MF_057 - Fac - Campsite Services FTE Conversion

EXPENDITURES



REVENUES

Fund Transfers - Revenue 020,000 20,000



FTE


TOTAL FTE 0.20 0.00 0.20

Bureau Description:

This decision package requests $20,000 of General Fund appropriation to convert two 0.9 limited-term FTE in the Facilities CampsiteServices Program to 1.0 FTE each. This money is available due to the Mayor's Office returning $20,000 of savings in their budget to theGeneral Fund in the FY 2015-16 Over-expenditure Ordinance.



Page 17 of 43

40






Type: New Request

Request: MF_065 - Fac - DePaul Property Reimbursement

EXPENDITURES



REVENUES



Bureau Description:

This decision package requests $22,975 of General Fund one-time appropriation to reimburse the Facilities Services Fund for due diligencecosts incurred for the DePaul property that were not reimbursed by Multnomah County. This funding is available due to PHB's return ofunspent General Fund appropriation in the FY 2015-16 Over-expenditure Ordinance.



Page 18 of 43

41






Type: New Request

Request: MF_067 - CityFleet - Purchase Order Encumbrance Carryover

EXPENDITURES

Capital Outlay 03,090,768 3,090,768

Contingency 0(3,090,768) (3,090,768)


Bureau Description:

Carryover of $3,090,768 for the purchase of vehicles and equipment on purchase orders as of June 30, 2016.



Page 19 of 43

42






Type: New Request

Request: MF_068 - CityFleet - BDS IA Increase

EXPENDITURES

Capital Outlay 0120,000 120,000


REVENUES



Bureau Description:

The Bureau of Development Services has requested to increase the interagency by $120,000 to cover fleet expenses related to thepurchase of new vehicles and equipment in accordance with Resolution 35960 requiring Council approval of new vehicle additions.



Page 20 of 43

43






Type: New Request

Request: MF_069 - CityFleet - Salary Adjustment Contingency

EXPENDITURES


Contingency 0(276,412) (276,412)


Bureau Description:

This request is to move $276,412 in bureau contingency funds budgeted for cost of living and health care increases.



Page 21 of 43

44







Request: MF_070 - P&D - Technical Adjustments

EXPENDITURES

External Materials and Services 00 0

Capital Outlay 00 0


Bureau Description:

This request is to correct budget that was loaded to the wrong account/commitment items and there will be no change in appropriationbetween categories.



Page 22 of 43

45






Type: New Request

Request: MF_071 - P&D - Capital Equipment Collator Purchase

EXPENDITURES


Contingency 0(52,500) (52,500)


Bureau Description:

This request is to move $52,500 in bureau contingency to fund the purchase of a new collator for the print shop. This new collator wouldreplace a 20-year-old booklet maker piece of equipment which has become hard to maintain and use because of replacement partsbecoming unavailable. The new collator would increase efficiencies and productivity.



Page 23 of 43

46






Type: New Request

Request: MF_072 - P&D - Salary Adjustment Contigency

EXPENDITURES


Contingency 0(39,768) (39,768)


Bureau Description:

This request is to move $39,768 in salary contingency funds to personnel services for cost of living and health care adjustments awarded onJuly 1, 2016.



Page 24 of 43

47






Type: New Request

Request: MF_073 - P&D - Add Limited Term RO I Position

EXPENDITURES


Contingency 0(47,200) (47,200)


FTE


TOTAL FTE 0.75 0.00 0.75

Bureau Description:

This request is to move $47,200 in bureau contingency to fund a limited term Reporographic Operator I position. This position will be a partof a team which is providing service to P&D's customers, there is an increased demand within the building permit business. They will mainlybe focused on scanning/printing of large documents and microfiche projects from BDS, Fire and Rescue, Revenue and other bureaus asrequested. On occasion this position may be called to fill in on Distribution type work or assist in the main print shop. The costs of theposition will be covered by IA billings for services provided.



Page 25 of 43

48






Type: New Request

Request: MF_074 - P&D - Revenue Division Interagency Increase

EXPENDITURES



REVENUES



Bureau Description:

The Revenue Division has requested an increase of $12,500 to the interagency with P&D to cover additional costs in postage.



Page 26 of 43

49






Type: New Request

Request: MF_075 - BIBS I&C - True-up Beginning Fund Balance

EXPENDITURES

Contingency 02,032,126 2,032,126


REVENUES


TOTAL REVENUES 0 2,032,1262,032,126

Bureau Description:

This request increases the beginning fund balance by $2,032,126 to true up the budgeted beginning fund balance for the Insurance andClaims Fund to match the actual balance at July 1, 2016 and place the resulting appropriation in fund contingency.



Page 27 of 43

50






Type: New Request

Request: MF_076 - BIBS WC - True-up Beginning Fund Balance

EXPENDITURES

Contingency 0723,746 723,746


REVENUES

Budgeted Beginning Fund Balance 0723,746 723,746


Bureau Description:

This request increases the beginning fund balance by $723,746 to true up the budgeted beginning fund balance for the Workers'Compensation Fund to match the actual balance at July 1, 2016 and place the resulting appropriation in fund contingency.



Page 28 of 43

51






Type: New Request

Request: MF_077 - Fac - Clean Start Program Expansion

EXPENDITURES



REVENUES





Page 29 of 43

52






Type: New Request

Request: MF_077 - Fac - Clean Start Program Expansion

Bureau Description:

OMF Facilities currently has no dedicated resources to address isolated campsites in a timely manner. The current Citywide CoordinatedCampsite Cleanup Program does not allow for rapid response to address livability issues that result from unattended to urban camping. Thestandard turnaround time for a Coordinated Campsite Cleanup is roughly 3-4 weeks. Without the ability to rapidly respond, these campsaccumulate garbage, generate complaints, damage environmentally sensitive areas and vegetation, and decrease neighborhood livability.The cost for campsite cleanups grows exponentially without rapid intervention. This decision package requests $202,635 in General Fundone-time resources to extend the Clean Start program with two additional crews to provide benefits/services to additional neighborhoods,provide service navigation opportunities for isolated campsites, and triage immediate needs for camps causing livability issues, complaints,and concerns.

This program has the following objectives:

• Create the capability for proactive campsite cleanup

• Reduce the costs of cleaning isolated campsites

• Improve response time for immediate triage

• Strategic and coordinated efforts of cleanup resources

• Develop enhanced coverage for triage cleanup services

An extended contract with Central City Concern (CCC) adds two Clean Start crews and allows the Coordinated Campsite Cleanup to directpreemptive cleanup services to growing camps. The current crew for the Clean Start completes the following each week:

• visits 20-25 camps

• covers 150 miles

• distributes 300-450 trash bags

• collects back approximately 275 trash bags, resulting in 6,875 pounds of trash collected every week

• recovers approximately 50 discarded needles each month

These services will be increased and coupled with navigation services. The navigation services will share information to homelessindividuals concerning available CCC programs in health care, detoxification and stabilization, and benefits, if applicable.

The increased service provision allows homeless individuals to connect with services, reduces the cost of future cleanups, creates ahealthier environment for homeless campers, and creates a network of informed and responsible conversations for available options in theexisting system.

The primary purpose of this proposal is to reduce the cost of future cleanups and camping impact on neighborhoods. In addition, theproposal will create a healthier environment for homeless campers and improve the network concerning homeless issues, includingleveraging the Mayor’s One-Stop program.

Expected results include:

• Increased livability for Portland communities

• Mitigation of future environmental damage

• Directed engagement for campers into the existing Continuum of Care

• Reduction of biohazard exposure



Page 30 of 43

53






Type: New Request

Request: MF_078 - CityFleet - EJ Ward 4 Upgrade

EXPENDITURES



Contingency 0(145,000) (145,000)


Bureau Description:

The City is in the process of upgrading its antiquated fuel stations. During the upgrade, 5 stations will receive upgraded components thatwork with the City's fuel management software system. The purpose of this decision package is to replace existing fuel monitoring systems(at already upgraded sites) so that fuel control terminals and leak detection systems are the same throughout the system.

This request is to transfer appropriation from CityFleet's capital contingency to capital and external materials and services for the cost ofupgrading the EJ Ward terminals and Veeder-Root to Ward 4 at the following fuel stations:

• Kerby Fuel Station ($104,000)• East Precinct Fuel Station ($41,000)

In addition:• Sandy River Fuel Station ($41,000) will be funded by the Water Bureau• Headworks Fuel Station ($21,000) will be funded by the Water Bureau

Project total is $207,000, but a portion of the project will be funded by the Water Bureau ($62,000).



Page 31 of 43

54






Type: New Request

Request: MF_079 - CityFleet - PBOT IA Increase

EXPENDITURES



REVENUES



Bureau Description:

PBOT has requested to increase the interagency by $136,000 to cover fleet expenses related to the purchase of new vehicles andequipment in accordance with Resolution 35960 requiring Council approval of new vehicle additions.



Page 32 of 43

55






Type: New Request

Request: MF_084 - Fac - Springwater Cooridor Cleanup Reimbursement

EXPENDITURES



REVENUES



Bureau Description:

This package requests reimbursement from the General Fund for anticipated costs of the Springwater Corridor cleanup. Cleanup will beginSeptember 1st. Costs are unknown at this time as the entrenched camps have likely accumulated a lot of refuse. Costs to include refusedisposal.

Until the Fall BMP is approved, Facilities Services is using appropriation from the $690,000 Campsite Services program. Approval of thisreimbursement request will allow the Campsite Services program to complete its planned tasks.



Page 33 of 43

56






Type: New Request

Request: MF_088 - BIBS - Risk Mngt Personnel Services Increase

EXPENDITURES


Internal Materials and Services 00 0

Contingency 0(76,035) (76,035)


FTE


TOTAL FTE 0.75 0.00 0.75

Bureau Description:

The purpose of this budget adjustment request is to transfer appropriation from Insurance and Claims and Workers’ Compensation funds’administration contingency accounts to personnel services for:

•The cost of upgrading and Office Support Specialist II to a III ($11,000). •The cost of a temporary Assistant Claims Tech ($65,034.

This total of $76,034 would be split between the two funds at $38,017 each.

CBO Discussion and RecommendationThese two actions will provide Risk Management with additional staffing resources and higher level staffing resources to address anincreasing workload managing claims and complex administrative functions.


Page 34 of 43

57







Request: MF_089 - BIBS - Risk Mgmt Technical Corrections to Budget

EXPENDITURES


Contingency 00 0


Bureau Description:

The purpose of this budget adjustment request is to make two technical corrections to the Insurance & Claims Fund budget that wereidentified after the Adopted Budget:

•Move a negative $1,337 amount in a contingency account in cost center MFOP000056 to MFOP000006 •Move a $119,000 IA with the City Attorney as provider from functional area LARM to LARMCL

CBO Discussion and RecommendationThis request will correct errors in the Adopted Budget.


Page 35 of 43

58






Type: New Request

Request: MF_090 - CityFleet - BES IA Increase

EXPENDITURES



REVENUES



Bureau Description:

BES has requested to increase the interagency by $10,000 to cover fleet expenses related to the lease of a truck.



Page 36 of 43

59






Type: New Request

Request: MF_091 - Fac - Citywide Security Assessment

EXPENDITURES


Contingency 0(225,000) (225,000)


Bureau Description:

This decision package funds a comprehensive security review of approximately 100 City-owned properties across all property-owningBureaus. An outside security consulting firm will be hired to evaluate risks and vulnerabilities of City properties and provide theirrecommendations for security enhancements. The consultant's report will address physical security infrastructure design, security staffing,and policies and procedures.

Properties anticipated for inclusion in the report are city office buildings, community centers & pools, police and fire stations, marquee Parksproperties and other destination properties with high visitation, and other critical City infrastructure.

The cost of this contract and project management time would be allocated to each building the plan will address. For buildings that FacilitiesServices owns the costs would be funded out of the building’s major maintenance account. For buildings that other bureaus own, the costswould be funded through an interagency agreement. Assessment will evaluate items such as physical hardening, technology, policies andprocedures, staffing, and building access control.

Based on preliminary discussions with security consultants, the scope of work is expected to include the following:

• Threat assessment for the City and facilities including interviews of appropriate facility management and security personnel associated witheach building to become familiar with the building security program and operations; review past criminal incidents, and the overall securityclimate of each facility.

• Review of existing security documentation specific to each building to include guard force post orders, as-built security systems drawings,incident reports, and security related policies and procedures.

• Interior and exterior site surveys for each facility to include the site perimeter and access points, campus signage, and building perimeters.Consultant will be expected to utilize crime prevention through environmental design (CPTED) strategies or other accepted standards.CPTED is a multi-disciplinary approach to deterring criminal behavior through environmental design.

• Review building pedestrian and vehicular protocols (parking, deliveries, etc.).

• Conduct an exterior lighting survey at each building.

• Inspect and evaluate currently installed electronic security systems associated with each building to include access control and alarmmonitoring, video surveillance, intercom communications, duress activation, etc. The statement of work will focus on existing securitysystems and recommend systems integration paths for the City as a whole.

• Review and evaluate current security staffing and guard posts as assigned for each building.

Results of the assessment will be used to develop the FY 2017-18 budget.



Page 37 of 43

60






Type: New Request

Request: MF_094 - CityFleet - Police IA Increase

EXPENDITURES



REVENUES



Bureau Description:

Police has requested to increase the interagency by $25,000 to cover additional fleet lease expenses.



Page 38 of 43

61







Request: MF_097 - P&D - Increase Budgeted Beginning Balance

EXPENDITURES

Contingency 01,011,689 1,011,689


REVENUES


TOTAL REVENUES 0 1,011,6891,011,689

Bureau Description:

This request increases the beginning fund balance by $1,011,689 to match the projected ending fund balance for FY 2015-16.



Page 39 of 43

62






Type: New Request

Request: MF_098 - CityFleet –True-up Budgeted Beginning Balance

EXPENDITURES

Contingency 0(1,526,102) (1,526,102)

TOTAL EXPENDITURES 0 (1,526,102)(1,526,102)

REVENUES

Budgeted Beginning Fund Balance 0(1,526,102) (1,526,102)

TOTAL REVENUES 0 (1,526,102)(1,526,102)

Bureau Description:

This request decreases the beginning fund balance by $1,526,102 to true-up ending fund balance for FY 2015-16.



Page 40 of 43

63






Type: New Request

Request: MF_103 - P&D - Police IA Increase

EXPENDITURES



REVENUES



Bureau Description:

Police has requested to increase the interagency by $4,200 to cover additional printing services awarded with grant funding.



Page 41 of 43

64






Type: New Request

Request: MF_104 - Fac - True Up Beginning Fund Balance

EXPENDITURES

Contingency 05,455,385 5,455,385


REVENUES


TOTAL REVENUES 0 5,455,3855,455,385

Bureau Description:

This decision package requests to true-up beginning fund balance. The increase is due to projects budgeted, but not completed in FY2015-16.



Page 42 of 43

65






Type: New Request

Request: MF_105 - Fac - Campsite Service Carryover

EXPENDITURES


Contingency 0(306,094) (306,094)


Bureau Description:

This decision package requests to appropriate unspent funds from ordinance 187629, housing state of emergency funds awarded in FY2015-16, to continue projects budgeted in that year.



Page 43 of 43

66




702 - CityFleet Operating Fund

EXPENDITURES



Internal Materials and Services 2,399,412 2,025,351 84.41

Capital Outlay 15,158,092 10,200,932 67.30

Bond Expenses 1,533,246 415,726 27.11


Contingency 26,448,373 0 0.00


REVENUES


Intergovernmental Revenues 1,127,762 1,029,432 91.28

Interagency Revenue 30,654,724 28,016,344 91.39

Bond and Note 12,604,127 0 0.00

Miscellaneous 795,700 1,208,029 151.82

TOTAL REVENUES 67,494,584 30,253,805 44.82


Expenses:

The year-end variance was a result of Fuel costs being significantly less than what was budgeted and Fleet did not incur thebudgeted expenses for the Fuel Station Reconstruction/Add Project due to the project being delayed. Also, CityFleet CapitalOutlay which consists of vehicle and equipment purchases was under spent due to the timing of the receipt of vehicles andequipment that are on order will be carried over into FY 2016-17.

Revenue:

Most of CityFleet’s revenue is within 10% of the revised budget. Bond and Note is at 0% due to the updated project timelinereceived from Facilities, Fleet will not issue bonds for the Fuel Station Reconstruction/Add Project until FY 2016-17.Miscellaneous revenues are greater than budgeted amounts due to auction proceeds.


Page 1 of 167




701 - Facilities Services Operating Fund

EXPENDITURES




Capital Outlay 3,689,916 849,736 23.03

Bond Expenses 7,648,943 7,641,013 99.90


Contingency 24,009,601 0 0.00


REVENUES



Intergovernmental Revenues 25,696 145,573 566.52


Fund Transfers - Revenue 6,507,974 6,507,974 100.00

Miscellaneous 655,911 826,864 126.06

TOTAL REVENUES 71,937,121 35,755,885 49.70


Variances in revenues and expenditures are due to the following:

External Materials and Services -- Facilities saw underspending on in-progress projects and requested services.

Capital Outlay – Facilities appropriated full costs of projects, but they are still in progress.

Charges for Services – Facilities saw higher than anticipated rents for commercial spaces that were previously vacant.

Intergovernmental Revenue – Facilities received reimbursements from Multnomah County for due-diligence costs incurred by thefund related to their purchase of the DePaul property.

Miscellaneous Revenues – Facilities received higher than anticipated interest income.


Page 1 of 168




400 - BFRES Facilties GO Bond Construction Fund

EXPENDITURES

Internal Materials and Services 2,938 87,938 2,993.12

Capital Outlay 250,000 79,807 31.92

Contingency 703,234 0 0.00

TOTAL EXPENDITURES 956,172 167,745 17.54

REVENUES

Budgeted Beginning Fund Balance 918,000 0 0.00

Fund Transfers - Revenue 38,172 38,172 100.00

Miscellaneous 0 7,014 0.00

TOTAL REVENUES 956,172 45,186 4.73


Capital Outlay

Fire and Rescue went out to bid on a number of roof replacement projects and bids came in way over cost expectations. Thisdelayed project spending. The projects will be completed in FY 2016-17 through an existing contract with a vendor.

Miscellaneous

It was anticipated that the fund would be closed out in FY 2015-16 and little interest earnings would be received. The fundactually received $7,014.


Page 1 of 169




703 - Printing & Distribution Services Operating Fund

EXPENDITURES




Capital Outlay 156,015 132,293 84.79

Bond Expenses 147,195 140,881 95.71


Contingency 734,170 0 0.00


REVENUES


Charges for Services 177,417 222,191 125.24



Miscellaneous 66,061 65,586 99.28

TOTAL REVENUES 7,679,170 6,782,889 88.33


Expenses:

No narrative required.

Revenues:

Intergovernmental Revenues under collected primarily due to the unpredictability of customers’ needs for Printing & Distribution(P&D) services. P&D’s services are mostly variable, and are provided when the customers specifically request services.


Page 1 of 170




403 - Public Safety GO Bond

EXPENDITURES

Personnel Services 300,000 276,423 92.14


Internal Materials and Services 1,273,925 883,080 69.32

Capital Outlay 13,836,392 5,716,895 41.32

Bond Expenses 20,000 16,775 83.88


Contingency 7,005,802 0 0.00


REVENUES



Miscellaneous 85,079 153,289 180.17

TOTAL REVENUES 29,935,733 186,918 0.62


Expenditures

At year end the Public Safety GO Bond underspent EMS, IMS, and Capital. This was due to radio system replacement projectunderspending in EMS and IMS accounts and apparatus project underspending in Capital. For these two projects costs werenot incurred as quickly as anticipated. The costs will be incurred in FY 2016-17 and the projects will be completed in FY 2016-17

Additionally, final expenses for the fund’s third debt sale in late FY 2014-15 that were incurred in FY 2015-16 were not as high asplanned.

Revenues

The fund received $66,000 more than budgeted in interest earnings due to slower than planned spending.


Page 1 of 171




704 - Insurance and Claims Operating Fund

EXPENDITURES




Bond Expenses 81,109 77,630 95.71


Contingency 26,378,846 0 0.00


REVENUES



Miscellaneous 1,855,479 1,903,559 102.59

TOTAL REVENUES 37,449,193 12,335,760 32.94


External Materials and Services

The fund underspent this major object code as a result of it incurring less claims costs than the actuarial study, which the budgetwas based on, projected.


Page 1 of 172




705 - Workers’ Comp Self Insurance Operating Fund

EXPENDITURES




Bond Expenses 75,868 72,613 95.71


Contingency 13,754,977 0 0.00


REVENUES



Miscellaneous 238,262 302,548 126.98

TOTAL REVENUES 19,525,050 4,229,933 21.66


External Materials and Services

The fund underspent this major object code as a result of it incurring less claims costs than the actuarial study, which the budgetwas based on, projected.

Miscellaneous

The fund had higher than budgeted revenues for Miscellaneous for two reasons. The fund’s balance was higher than plannedand the interest rate assumed was higher than projected so interest earnings were $26,000 more than budgeted. The fundreceived $39,000 more in subrogation revenues than was anticipated.


Page 1 of 173

Bureau of Revenue and Financial Services

74

Bureau of Revenue and Financial Services – Debt Management

Decision Packages:

MF_08 PFT DBC Finance Software

On November 12, Council approved a one-time BMP request to replace Debt Management bondstructuring software (Munex) with DBC Finance, a more robust and sophisticated software that is themunicipal debt market industry standard. This software upgrade will ensure greater service reliability andstability for the City's $3.5 billion debt program and has the support of our bureau customers. The BMPapproval paid for the DBC Finance upfront license fee and the annual maintenance fee for FY 2014-15.This decision package is to pay for the ongoing annual maintenance fee of the DBC Finance software,which is an increase of $11,500 over what had been budgeted previously for annual maintenance of theold software. Because Debt Management is funded only through IAs, an increase to IA rates is the onlyfunding source available. If this funding request is not approved, Debt Management will have to use fundsin its Professional Services budget, which pays for legal advice and financial services that are not directlyassignable to other bureaus. A reduction in Professional Services will reduce Debt Management's abilityto respond to critical Citywide issues, such as IRS tax compliance audits, and non-transactional issues,such as responding to changes in SEC disclosure regulations. Using more robust software will also assistin Debt Management's ability to develop and track more meaningful performance measures.

Customer Bureau Ongoing Maintenance DPAuditor Auditor $928FPDR FPDR $253BES BES $1,917Housing Housing $288Facilities OMF $600BTS Com Net OMF $161Spectator Facil OMF $769Parks Parks $268Golf Parks $124Transportation PBOT $380Parking PBOT $355Water Water $1,424Hydro Water $131PDC PDC $3,902* (billed on an IGA)

Total $11,500

DBC Finance is Software as a Service which, to be functional, requires ongoing annual maintenancepayments. Debt Management (DM) provides critical centralized Citywide services. Continued use of DBCFinance funded with this decision package will allow DM to eliminate its reliance on a product that isvulnerable to declining support and limited industry usage; improve staff efficiency for data entry andreport output and allow for greater optimization of debt structures; transition DM to the municipal debtmarket industry standard; enhance on-line and live support resources available to DM (e.g., usagemanuals, training); ensure consistent and timely software upgrades by contracting with a global firm; giveDM options to expand future functionality as there are other DBC modules within the same software suite.Status for Fall Performance Report:

The DBC software has been purchased and implemented within Debt Management. Noadditional updates to report.

Status

Complete

75

Bureau of Revenue and Financial Services – Procurement Services

Decision Packages:


MF_16 MWESB Compliance Monitoring

The Budget includes 1 FTE for a Compliance Specialist position, which will monitor and ensurecompliance with the City's Workforce Training and Hiring policy as well as Minority/Women/and EmergingSmall Businesses (MWESBs) contracting initiatives on City projects. As part of the Mayor's priority area ofEquity and Opportunity, the Compliance Specialist position will provide additional resources that will allowfor a more comprehensive and thorough compliance function on City contracts. The Budget includes 1FTE for a Compliance Specialist position, which will monitor and ensure compliance with the City'sWorkforce Training and Hiring policy as well as Minority/Women/and Emerging Small Businesses(MWESBs) contracting initiatives on City projects. As part of the Mayor's priority area of Equity andOpportunity, the Compliance Specialist position will provide additional resources that will allow for a morecomprehensive and thorough compliance function on City contracts.Status for Fall Performance Report:

Procurement hired 1 FTE in November 2015 to fill the Compliance Specialist position.This position performs ongoing compliance and monitoring for the Workforce Training andHiring policy and MWESB contracting initiatives on City projects. No additional progressduring the reporting period.

Status

Complete

MF_007 BRFS- Proc - Workforce Dev Grant Carryover

Procurement is requesting $20,000 carryover from FY 2014-15 to complete the Workforce DevelopmentGrant Process that was previously budgeted and in-progress during FY 2014-15. The City had receivedseveral proposals, however, was unable to complete the process within the fiscal year.

City of Portland, Procurement Services Division collects funds in liquidated damages through itscompliance-related activities to provide grant opportunities to organizations that will provide recruitmentand training for women, minority and student pre-apprentices to enter the construction trades. The Citycollects liquidated damages when contractors fail to meet Workforce Training and Hiring Program andGood Faith Effort Program requirements on City contracts.

In FY 2014-15 Procurement partnered with the Portland Parks & Recreation to provide four workforcetraining and hiring grants totaling approximately $100,000; two of which Procurement will grant in theamount of $20,000. These grants will be presented to Council for approval.

In FY 2014-15, the City conducted an RFP process to identify organizations available to provide workforcetraining and hiring assistance, received proposals from organizations interested in assisting the City inproviding construction technical assistance, and outreach, workforce recruitment, workforce training andhiring efforts focused on serving women, minorities and East Portland Residents during the construction ofthe Beech and Gateway Parks.

Outreach and workforce recruitment will provide continued support for women and young men who mightbe either homeless or from low-income families in building construction careers through tradeapprenticeship.

Grant #1Portland YouthBuilders is an accredited high school by the Northwest Accreditation Commission, offeringeducation, vocational training, community service and long term support to youth between the ages of 17

76

to 24. Their construction program is approved by the Oregon Bureau of Labor and Industries as aregistered pre-apprenticeship program. In addition, Portland YouthBuilders provides the tools necessaryfor low income participants to pursue college and/or entry level job in the construction trades andapprenticeship programs.

Over a twelve month period, Grantee will provide construction training, high school completion instructionand graduate and placement support to approximately 60 youth. Over this period, 15 current and/orsecond year young people will obtain employment in the construction trades, including 6-7 who will enterapprenticeships. All participants will reflect the following demographics:

A. From very low income (i.e., at or below 50% of median income).

B. Women will represent 15%-25% of the enrollment.

C. The student body will be made up of approximately 40% Caucasian, 25% Latino/a, 22% AfricanAmerican, 7% Asian and 6% Native American.

D. Approximately 42% of the participants will reside in zip code 97266, 97233, 97220, 97216 or 97230.

E. Portland YouthBuilders will target East Portland residents within the 97220, 97230, 97216, 97233,97266, and 97236 zip code boundaries.

Grant #2Oregon Tradeswomen, Inc. (OTI) is dedicated to promoting success for women in the trades througheducation, leadership and mentorship. OTI in partnership with Constructing Hope and Human Solutionswho provide young men and women skills in which to begin a career in a trade’s apprenticeship program to make a clean start as productive, self-sufficient members of the community. Human Solutions has beenhelping homeless and low-income families build pathways out of poverty for over 25 years by providing jobreadiness training and economic development opportunities.

Over a twelve month period, Grantee will provide outreach to diverse East Portland community membersand to diverse apprentices from East Portland including trade orientations, pre-apprenticeship training andcareer placement assistance for East Portland residents. Additionally, assistance will be provided toBeech and Gateway contractors in employing diverse East Portland residents.

Program actions will include the following:

F. Outreach to the East Portland community, providing orientations around the construction trades.Grantee will provide orientations, partners will assist with identifying and setting up venues and events toreach East Portland residents.

G. Provide at least two sessions of “Apprenticeship 101” training to East Portland case managers andagency staff.

H. Enrollment into pre-apprenticeship training of at least 20 East Portland residents, primarily low-incomediverse women and men of color.

I. Graduation and placement of at least 17 East Portland residents, primarily low-income diverse womenand men of color.

J. Grantee will attend post-award meetings and ensure that project contractors and sub-contractors areaware of pre-apprenticeship graduates from East Portland.

K. Grantee will refer available and interested East Portland graduates to contractors or to theirapprenticeship programs upon request.

77

L. The above activities will be scheduled to help the DMWESB firms understand the City projects withspecific emphasis on the Community Benefit Agreements requirements for each project. OT will targetDMWESB firms within the 97220, 97230, 97216, 97233, 97266, and 97236 zip code boundaries.Status for Fall Performance Report:

In October 2015, City Council approved the Workforce Development Grants.Procurement awarded the Oregon Tradeswomen, Inc., and Portland Youthbuilders each$10,000 to provide workforce training and hiring assistance, focused on serving women,minorities and east Portland residents during construction projects for Beech andGateway Parks. Deliverables outlined in the scope of work are complete and expensed.Procurement is scheduled to receive a final report at the end of the projects.

There was no additional progress during the reporting period, these grants are complete.

Status

Complete

78

Bureau of Revenue and Financial Services – Revenue Division

Decision Packages:

MF_05 IRS Data Exchange

The Revenue Division of BRFS received innovation funds to implement an agreement with and hassuccessfully enrolled in the IRS Government Liaison Data Exchange Program (GLDEP). This programallows Revenue to receive Federal Taxpayer Information (FTI) from the Internal Revenue Service (IRS) toallow the Division to administer and collect tax revenues for the City and County. This program isprojected to increase compliance with all income tax programs and raise additional on-going General Fundbusiness tax revenues from $780,000 to $2.3 million annually, in addition to additional revenues forMultnomah County and the Arts Fund once the program is up and running. The Division is scheduled toreceive FTI beginning in the 2015 calendar year. The Division stated in the Innovation Fund request thatan ongoing position was needed to support the program; this add package formalizes this request butforestalls asking for ongoing funding until actual increased revenues are realized.

Because of the significant safeguarding and security procedures that must be performed by Revenue toreceive FTI (detailed in IRS Pub 1075), the Division requires a full-time IRS Liaison and Disclosure Officerto provide required training, auditing, activity logging, monitoring and interactions with the IRS Office ofSafeguards and the IRS GLDEP Liaison to ensure that the City is meeting these security and safeguardingrequirements. Without this position, the Division will not be able to continue in this program, resulting inthe loss of additional tax revenues projected above and the opportunity to reduce the tax complianceburden on our taxpayers.

The Revenue Division has determined, based on experience, that these duties cannot be properlyperformed without adding a new position. Prior attempts toward implementing a data exchange usingexisting staff were unsuccessful until the position was funded by the Innovation Fund investment, becausethis program represents a full-time workload in and of itself by an employee with a specialized skill set.Along with the position within the division, there are significant costs being incurred from the Bureau ofTechnology Services (BTS) for IT services needed to maintain the FTI system.

This request supports OMF’s Strategic Plan goal of “Operational Excellence” by streamlining business processes and providing seamless service delivery to the public, specifically those subject to the RevenueDivision’s tax return filing requirements. Also, the Revenue Division regularly receives feedback from thepublic regarding their interest in being able to file and pay all of their taxes in one step. Full implementationof the GLDEP program is a necessary first step to enable Modernized e Filing (MeF) with the Divisionthrough the filing channels a taxpayer uses for their federal and state returns. Following implementation ofthe GLDEP program, the second step required to implement MeF is replacing the Division’s database platforms; BRFS is studying how best to achieve this goal. This one-step e-filing would have significantpublic support and no foreseeable negative impact to the public.

Costs in the package include the IRS Liaison and Disclosure Office position of $109,472, related externalmaterials and supplies of $22,000 and internal materials and supplies of $6,028, BTS costs of $351,000 tomaintain the current FTI system, and $52,000 for mailings for a total package of $540,500. Revenue willpartner with BTS to finalize the FTI support model including ongoing program IT resourcing and staffing,and will submit a decision package in FY 2016-17 for ongoing funding to be paid from increased revenuesrealized from this investment.

The primary benefits of having this data exchange are:

1) A significant increase in compliance with all local income taxes administered by the Revenue Divisionbecause key income and filing information will no longer be unknown and unverified. This is especiallyimportant in the identification of taxpayers that have never filed tax returns with the Division. The Divisionconservatively estimates a compliance increase of 1-3% for business income taxes and up to 5% for the

79

Arts Tax, translating into millions of dollars of increased annual revenue for Portland and MultnomahCounty general funds, and the Arts Tax Fund. This result is expected in late 2015.

2) Receiving authorization to receive FTI is a necessary step to be able to achieve Modernized eFiling(MeF). A substantial reduction in tax filing burden for hundreds of thousands of local taxpayers will resultwhen MeF is implemented in conjunction with the Oregon Department of Revenue and a replacement ofthe Division’s core data systems which is necessary to receive confidential taxpayer information via MeF.Many taxpayers will no longer need to fill out separate forms and mail copies of tax returns and otherpapers to the Revenue Division. This result is expected in 2017 assuming Council approval ofreplacement of data systems.

3) After MeF is implemented, a reduction of Division administrative burden related to processing paperreturns; processing times for tax returns and turnaround times on taxpayer refunds will be greatly reducedafter MeF is in place. Other benefits include increased physical security of tax payments resulting fromhigher numbers of taxpayers paying electronically rather than by check. The reduction in administrativeworkload for the Division will result in reallocating additional staff to audit or other FTI work, furtherincreasing revenues. This result is expected in 2017 assuming Council approval of replacement of datasystems.

Other benefits are:

1) Reduction in taxpayer burden for hundreds of thousands of local taxpayers as a result of no longerproviding supporting documents on paper. There will be a direct match against FTI. This burdenreduction can happen even if MeF is not implemented.

2) Increased ongoing General Fund revenues of $780,000 to $2.3 million for Portland; $577,000 to $1.7million for Multnomah County; and up to $540,000 for the Arts Tax. Substantial one-time business incometax revenues will also be realized as many taxpayers will be identified that have multiple unfiled orincorrectly filed previous tax years. Revenue will report on increased revenue as this is a metric requiredby the IRS to demonstrate that the data has been used.

Performance of the program will be measured by the revenues collected as a direct result of the IRS DataExchange activities. Less measureable affects are the ongoing revenue and increased compliance byother taxpayers that may learn of the increased enforcement achieved from using the data.

Status for Fall Performance Report:

The FY 2015-16 budget for this package was fully spent, and new funding for FY 2016-17was requested under decision package MF_32. Revenue Division continues to developthe management application to allow for the identification and billing of business tax non-filers. Revenue Division was able to analyze data extracts in March to identify revenuepotential. The division expects to begin working on revenue generating cases inSeptember 2016.

Status

Complete

80

MF_06 Franchise Agreement Auditor Position

The Office for Community Technology (OCT), within the Revenue Division, is responsible for managing franchise agreements for entities using the right of way and for the utility license fees paid by utilities operating within the City of Portland. Together, the programs involve over 175 entities, including telecommunications companies and utilities, and provide over $82 million in General Fund revenue. Regular audits are necessary to ensure compliance with franchise agreements and the City’s code. Currently, audits are only getting done periodically as resources are available and existing staff cannot continue to accommodate the workload. This decision package adds a dedicated 1.0 FTE, on a limited term basis for two years, within the Revenue Division Audit Section to complete utility franchise and license audits per a set schedule. OCT would like to initiate at least 15-20 utility audits each fiscal year. This package requests $140,000 one-time in FY 2015-16 for this limited term position with an anticipated 2:1 return on investment to the General Fund. An additional request will be made in FY 2016-17 for resources for the second year. This package helps OCT meet the OMF Strategic Plan items of: • Providing streamlined business processes that are easy to understand, efficient, and ensure compliance. • Providing financial expertise and innovative business solutions to meet current and emerging bureau business needs and resource shortfalls Regular audits are also necessary to meet the Portland Plan guiding policy to consider the impact of regulations and fee structures on competitiveness. Consistent audits ensure that the City treats companies fairly by keeping up with the audit schedule. Many franchises have review periods between 2-5 years, and utilities paying under the utility license law should be audited every 3 years. This package ensures that the City increases the enforcement of compliance with franchise agreements and the utility license law. There is a potential for increased one-time revenue based on audit findings as well as ongoing additional revenue from better compliance after being audited. Based on past audit results, it is expected that this package would bring in General Fund revenue in excess of what it costs. The results will span multiple years since franchise audits take many months to complete. Revenue generated from the audits conducted by this limited term position, will be tracked to confirm the performance of adding this position. If the add package is not funded, the Bureau will continue to fall behind in its audit schedule. The risk is the City may miss the time frame for certain audits. If audits are not performed in a timely manner, the City is precluded from auditing that period of time. The City may then lose the ability to recover revenues of underpayments that go undiscovered for too long. Status for Fall Performance Report: The FY 2015-16 budget for this package was fully spent, and new funding for FY 2016-17 was requested under decision package MF_31. Three audits have been completed to date which have collected over $765,000 in revenue. An additional 31 audits started in 2015 and 2016 are in progress.

Status Complete

81

Budget Note:

MF_22 FY 2014-15 Carryover: Revenue Division – OCT Lit.

Funds will continue to be used for forensic accounting, litigation preparation, and other activities in supportof ensuring appropriate payment by telecommunications providers.Status for Fall Performance Report:

Remaining funds were carried over to FY 2016-17 – see MF_277. The Office forCommunity Technology did not reach a settlement by the end of FY 2015-16, but theparties are making progress negotiating the three documents. Revenue Division issubstantially in agreement on the 2 IRUs and working through the issues on the franchiseagreement.

Status

Complete

Multnomah County Tax Collection Reimbursement

Council directs the Office of Management and Finance, Revenue Division to renegotiate theintergovernmental agreement with Multnomah County for the collection of business income taxes. Theupdated agreement will be in place before the start of FY 2016-17 and will include full-cost recoverydefined by the percent split of business income taxes received by the City and County. The newagreement will eliminate any General Fund subsidy for services provided on the County’s behalf. The City Budget Office is directed to reduce the FY 2016-17 current appropriation level target for the Office ofManagement and Finance by an amount equal to the increase in resources received from MultnomahCounty per the new agreement.Status for Fall Performance Report:

Revenue Division and Multnomah County are in negotiations to increase the overallsupport by the County for business income tax collection services. The County hasproposed to achieve a cost recovery increase over five years beginning in FY 2017-18.The cost recovery increase reflects the proportional revenues collected at the end of fiveyears. Revenue Division estimates an agreement will be reached by the end of FY 2016-17, and will require approval by City Council and the County Board of Commissioners tobecome effective starting in FY 2017-18.

Status

Underway

82


Bureau of Revenue & Financial Services

FY 2013-14

Year-End

FY 2016-17

AdoptedBudget

FY 2015-16

Year-EndActuals

FY 2015-16

AdoptedBudget

FY 2014-15


MF_0020 - Number of grant audit findings 0002EFFECTIVE 0

MF_0022 - Percentage of apprenticeship hours worked on Citycontracts

16%20%16%20%EFFECTIVE 20%

MF_0024 - Percentage of minority and women hours worked on Cityconstruction contracts

18%27%26%27%EFFECTIVE 27%

MF_0033 - City's unlimited tax General Obligation bond rating(1=Aaa)

1111KPM 1

MF_0041 - Business License Tax Gap – estimated differencebetween business taxes paid/owed (in millions)

$6.12$5.00$5.22$7.16KPM $4.80

MF_1077 - Investment portfolio yield - % of benchmark 140%100%232%301%EFFECTIVE 100%

MF_1169 - Number of prime contracts awarded to Minority, Women,and Emerging Small Businesses contractors

213115144128EFFECTIVE 145

MF_1170 - Percentage of all subcontract dollars awarded toMinority, Women, and Emerging Small Businesses subs forconstruction and professional services contracts

19%22%30%35%KPM 30%

MF_1192 - Number of CAFR review audit deficiency comments fromexternal auditors

0014KPM 0

MF_1193 - Number of days CAFR is completed after fiscal year end 150171169173EFFECTIVE 150

MF_1194 - Cost per dollar collected by Revenue division (allprograms)

$0.0200$0.0220$0.0200$0.0240EFFICIENCY $0.0210

Page 1 of 29/6/2016

83


Bureau of Revenue & Financial Services

FY 2013-14

Year-End

FY 2016-17

AdoptedBudget

FY 2015-16

Year-EndActuals

FY 2015-16

AdoptedBudget

FY 2014-15



MF_0020: Completion of the FY 2015-16 Audit is scheduled for October 28, 2016. Grant audit findings, if any, won’t be known until the audit work is completed.

MF_0022: Apprentice requirements are per contractor, per trade, not cumulative, as reported here. Multiple agencies with similar goals are all competing for thesame pool of people. Total numbers are not a good reflection of overall efforts, since Procurement apprentice requirements and diversity goals are per project.Therefore, Procurement may have some projects with little or no apprentice participation and thus skewing the overall numbers.

MF_0024: Minority/women hours worked requirements are per contractor, per trade, not cumulative, as reported here. Multiple agencies with similar goals are allcompeting for the same pool of people. Total numbers are not a good reflection of overall efforts, since Procurement apprentice requirements and diversity goalsare per project. Therefore, we might have some projects with little or no apprentice participation and that throws off the overall numbers.

MF_0033: City’s ULTGO bond rating remained at “Aaa” throughout the fiscal year.

MF_0041: The main increase in the Tax Gap is from a quicker turn around in processing submitted tax forms. This has caused a larger known amount owed asaccounts receivable than in the previous two years when processing took longer.

MF_1077: Treasury exceeded the benchmark by continuing to invest 35% of the portfolio in corporate securities (Investment Policy limit) which offer yield pickuprelative to US Treasury and Agency securities.

MF_1169: Actuals for prime contracts awarded to MWESB firms reflects an increase of 52% over the projected FY 2015-16 target. Increases are due to thedirect contracting provision for PTE contracts and an increase in dollar threshold and contracts to the Prime Contractor Development Program.

MF_1170: The overall contracting expenses increased by $140 million over the previous fiscal year, in particular a $150 million construction contract wasawarded in May 2016. Although the dollar spends for minority and women subcontractors went up by $7.3 million compared to the total dollars spent in FY2015-16, the cumulative percentages dropped. Note: The $150 million construction project has not identified subcontractors at this point in the project.

MF_1192: BRFS/Accounting is on track to achieve the strategic target of -0- audit deficiencies, which was also the FY 2015-16 actual results. Frequentcommunication with the bureaus through Accounting Advisory Committee meetings, and the newly implemented Accounting Business Partner model, helps fosterdiscussion of potential issues before they become audit findings.

MF_1193: FY 2015-16 actuals achieved the year-end estimate goal of CAFR completion within 150 days after year-end. In response to investor demand fortimelier financial reporting, the BRFS/Accounting Division has set a goal of shortening the timeframe for CAFR completion by two weeks each year, to get to 120days. This is being accomplished through various process improvements and working with the bureaus. Further shortening of the timeline will require a morerobust CAFR reporting software tool.

MF_1194: The year-end actuals are slightly less than the estimates/targets.

Page 2 of 29/6/2016

84








EXPENDITURES



REVENUES



Bureau Description:










Page 1 of 9

85






Type: New Request

Request: MF_029 - BRFS - Revenue - Collection Agency Arbitration

EXPENDITURES



REVENUES



Bureau Description:

The City has been in a legal dispute with the City's former collection agency since 2011 regarding the termination of that contract back in2008. The former agency claims that legal and collection agency fees due under the contract were not paid as required under the contract.These fees, if they had been billed at the time the business tax revenue was collected and remitted by the agency, should have beensubtracted from those recoveries remitted and deposited to the General Fund. If that had happened, collection agency revenue recoveriesdeposited to the General Fund between 2005 and 2008 would have reflected a lower (net) recovery. Unfortunately, they were not chargedthrough when the tax revenues were remitted to the City of Portland. This amount represents the settlement figure to resolve thelitigation/arbitration claim. Based on the Revenue Division’s work with the City Attorney's Office, this settlement reduces the potentialexposure to the City in this matter and is in the best interest of the City.

The City has been in litigation and mediation talks since 2011 to resolve the claims. This package represents a settlement of the claimsunder that contract dispute.



Page 2 of 9

86






Type: New Request

Request: MF_030 - BRFS - Revenue - Heavy Vehicle Use Tax IA

EXPENDITURES





REVENUES



FTE


TOTAL FTE 1.00 0.00 1.00

Bureau Description:

On May 11, 2016, City Council approved Ordinance No. 187743 establishing a Heavy Vehicle Use Tax to fund Portland's Street Repair andTraffic Safety Program. The tax will be paid by businesses who are also subject to the City's business license tax. As such, the RevenueDivision will administer and collect this new tax on a separate schedule submitted annually with business license tax returns.

This package adds 1.0 FTE Revenue & Tax Specialist (RTS) V and related costs associated with the implementation, administration andcollection of the Heavy Vehicle Use Tax. The full amount of this package will be covered by an Interagency Agreement between PBOT andthe Revenue Division.

This tax is projected to generate approximately $2.5 million in net revenue annually. Revenues collected from the Heavy Vehicle Use Taxwill be deposited to the Street Repair and Traffic Safety Program, which is dedicated to street repair and traffic safety.



Page 3 of 9

87






Type: New Request

Request: MF_031 - BRFS - Revenue - MHCRC Budget Increases

EXPENDITURES





REVENUES

Intergovernmental Revenues 096,680 96,680


Bureau Description:

These changes are required per the budget approved by the Mt Hood Cable Regulatory Commission (MHCRC). Additional funds wereapproved in anticipation of planning necessary to deal with the rapidly evolving technology and public policy landscape. MHCRC will work toidentify needs and opportunities in the new Broadband environment. Funds were also increased to support transition to a new OCTmanager due to the recent retirement.



Page 4 of 9

88






Type: New Request

Request: MF_032 - BRFS - Revenue - Tourism Improvement Dist IA

EXPENDITURES




REVENUES



Bureau Description:

This technical budget adjustment reflects an increase in the admin fee rate from 1.0% to 1.25% as required by the new Travel Portlandcontract agreement (SAP #30005175).



Page 5 of 9

89







Request: MF_039 - BRFS - Treasury - Technical Adjustment

EXPENDITURES



Bureau Description:

This is a net zero technical adjustment within EMS, moving $10,000 from Miscellaneous to Education ($4,000) and Out-of-town travel($6,000).



Page 6 of 9

90







Request: MF_040 - BRFS - Revenue - Technical Adjustment

EXPENDITURES

Personnel Services 00 0



REVENUES


TOTAL REVENUES 0 00

Bureau Description:

This is a net zero technical adjustment within the Revenue Division’s IRS Data Exchange program. This request moves $40,000 from thegeneral program budget into the capital project code (S00032) used to track software development costs.



Page 7 of 9

91






Type: New Request

Request: MF_058 - BRFS - Revenue - Fund 209000 - Increase Fund Bal

EXPENDITURES



REVENUES



Bureau Description:

This request is to adjust beginning fund balance and increase miscellaneous services for the Revenue Division’s Convention & TourismFund.



Page 8 of 9

92






Type: New Request

Request: MF_059 - BRFS - Revenue - Fund 223000 - Increase Fund Bal

EXPENDITURES



REVENUES


TOTAL REVENUES 0 1,407,0001,407,000

Bureau Description:

This request is to adjust beginning fund balance and increase miscellaneous services for the Revenue Division’s Arts Education & AccessFund.



Page 9 of 9

93

Prior Year Business Area Reconciliation ReportBureau of Revenue and Financial Services_Fund 100


Percentof Actuals

to Revised



EXPENDITURES


External Materials and Services 77%$4,361,498 $3,368,281

Internal Materials and Services 95%$4,452,937 $4,234,643


REVENUES

Licenses & Permits 97%$157,500 $152,257

Charges for Services 113%$74,743 $84,295

Intergovernmental Revenues 92%$2,607,383 $2,397,695

Interagency Revenue 94%$5,733,889 $5,384,328

Miscellaneous 92%$1,340,771 $1,236,428



TOTAL REVENUES 37%$24,842,303 $9,255,002



Page 1 of 1

Expenditures


Revenue


94




209 - Convention and Tourism Fund

EXPENDITURES





REVENUES


Taxes 18,123,500 17,472,465 96.41

Miscellaneous 37,000 32,789 88.62

TOTAL REVENUES 18,277,424 17,505,255 95.78


Interest on Investments revenue was 11.38% ($4,211) lower than budgeted due to faster turnaround on disbursing funds toTravel Portland.


Page 1 of 195




204 - Property Management License Fund

EXPENDITURES





REVENUES

Licenses & Permits 5,220,715 5,184,873 99.31

Miscellaneous 3,150 3,558 112.96

TOTAL REVENUES 5,223,865 5,188,431 99.32


Interest on Investments revenue was 12.96% ($408) higher than budgeted due to higher than expected interest yields.


Page 1 of 196




223 - Arts Education and Access Fund

EXPENDITURES




Contingency 7,818,231 0 0.00


REVENUES


Taxes 10,949,000 10,246,215 93.58

Miscellaneous 50,000 52,829 105.66

TOTAL REVENUES 18,617,491 10,299,045 55.32




Page 1 of 197

Bureau of Technology Services

98

Bureau of Technology Services Non-technical adjustments:

MF_015 BTS - Walters Hill

This request is to appropriate the balance of FY 2014-15 project funds for the Walters Hill project. This is expected to be the final year of this project to establish a radio site in Gresham on Walters Hill. Status for Fall Performance Report: The radio site upgrade is currently 80% complete with a revised completion date of November 11, 2016. The majority of the major tasks have been completed and cost estimates are projected to be under the allocated budget, so no additional funds will be required.

Status In Progress

MF_018 BTS - Online Payment Services

This request is to appropriate the balance of the FY 2014-15 project funds for the Online Payment Services project. This is a multi-year BTS Business Solutions project with expenses projected for each of the next five years. Status for Fall Performance Report: The City successfully migrated to a hosted payment gateway in FY 2015-16 as a component of the City’s Payment Card Industry (PCI) compliance project.

Status Complete

MF_021 BTS - Business Continuity

This request is to appropriate a portion of the FY 2014-15 project fund balance for the Business Continuity/Disaster Recovery Planning project. This is a multi-year BTS Information Security project with expenses projected for each of the next five years. Status for Fall Performance Report: Anticipating to onboard a contract resource in FY 2016-17 to begin work for BTS Business Continuity/Disaster Recovery planning.

Status In Progress

99

MF_030 BTS - Forest Heights IR Site Purchase

This decision package request is to increase appropriation to cover an anticipated increase in costs for the purchase of the Forest Heights (Intelligent Repeater) IR site. The Forest Heights IR site was approved and included in the FY 2015-16 Adopted Budget with appropriation totaling $449,400. The site is currently used by the Bureau of Technology Services to provide 800 MHz radio coverage on the west side to both public safety and public service users. In FY 2014-15 BTS became aware that the property owner would be retiring and wanting to sell. The owner was open to selling to the City. At the time this project was added to the budget, the budget estimate appeared to be sufficient to cover all costs associated with the property's purchase. Since then, property values have increased and additional costs related to the purchase have been identified. Both the City and the property owner believe that the appropriate price for the property should be fair market value. Ownership of this property would allow BTS to continue providing non-interrupted 800 MHz radio coverage to both public safety and public service radio users on the west side of Portland. Portland's topography, and that of the surrounding area, requires multiple radio towers and IR (IntelliRepeater) sites in order for Police, Fire and other responders to communicate during emergencies as well as under routine radio usage. Without this site there would be gaps in the coverage on the west side making it impossible for users to communicate. Should this property be sold to a buyer other than the City, there is no guarantee BTS could come to terms with the new buyer and be allowed to continue to use the site. Ownership of the site would assure continued coverage. This purchase, and the additional funds requested to complete the purchase, will allow for BTS to further the OMF Strategic Plan goal of delivering business solutions that take into account customer needs and interests. This purchase not only takes into account the needs of direct customers to BTS, but also the public safety needs of City of Portland citizens on the west side. Status for Fall Performance Report: Finalization of the sales agreement is underway with the expected close date in September 2016.

Status In Progress

MF_033 BTS - PCI/PII Compliance

This request is to appropriate funds to cover anticipated expenses for the PCI/PII Compliance project. BTS began incurring expenses related to PCI/PII compliance in FY 2014-15, but the escalting costs and complexity related to this effort has made it necessary to budget appropriation for those PCI/PII costs specifically identifiable to BTS. Status for Fall Performance Report: The Information Security Division currently has a number of Personally Identifiable Information (PII) projects underway including; Two-Factor Authentication Technology Refresh, Security Incident and Event Management Platform Expansion, Virtual Private Network Technology Refresh, and the NIST Cybersecurity Framework project.

Status In Progress

MF_037 BTS - Auditor's Office IA Increase

This request is to increase the Auditor's Office interagency with BTS. BTS continues to support the Auditor's Office Lien Accounting system on the mainframe. Expectations are that they will migrate to a Windows-based application at the end of October. This IA increase will cover support services for July - October. In addition, the Auditor's Office has requested an increase for Strategic Technology billable services and an increase for Server Support to cover ongoing virtual server expenses. Status for Fall Performance Report: The Auditor’s Office’s Lien Accounting System was successfully migrated off of the mainframe. The mainframe has since been decommissioned. There is no additional information. Project is complete.

Status Complete

100

MF_054 BTS - Data Center Project

Currently the primary data center for the City of Portland resides in the Portland Building. This data center is the heartbeat of City business providing services used by all employees and the public including voice and data networks, essential technology assets, critical business systems such as SAP, public safety and bureau asset management systems, and publicly facing websites, all of which allow the City to conduct day to day business. It is well known that the Portland Building is inadequate and experiences further water intrusion due to the ongoing deterioration of the building exterior. Additionally, seismic deficiencies exist in the Portland Building. These risks are compounded by the location of the Portland Building in the downtown core, a high risk area for earthquake activity. This decision packages is requesting resources to contract with a professional engineering firm specializing in data center services to conduct a full assessment and analysis of City data centers resources. This analysis would include both the primary data center and the backup data center at the Portland Communications Center (PCC). The work will include a full analysis and inventory of each site and the development of requirements for the outsourcing of operations of each location. It is anticipated that the requirements for the Portland Building data center will be used to develop an RFP to evaluate options for migrating the Portland Building data center to a third party hosted facility and/or establish an offsite hosted Disaster Recovery capability. These requirements gathered for the PCC (backup) data center will be used to identify and prioritize the needed upgrades and enhancements critical to ensuring that this facility is engineered and functioning at a standard to effectively fulfill its role as a backup data center. The results of the assessment and next steps are also tied to the direction of the Portland Building Reconstruction Project. If the City proceeds with the project, the Portland Building Data Center will need to be moved to an alternate location. Status for Fall Performance Report: The engineering services engagement deliverable for the Portland Building Data Center is complete, and the RFP is nearly finalized in preparation for an authorizing ordinance which went to Council on August 31, 2016 to issue the RFP. The Data Center Move project has been funded as a part of the FY 2016-17 budget, and the project is moving ahead with infrastructure and migration planning while waiting for the RFP process to result in a selected vendor.

Status In Progress

101


Technology Services

FY 2013-14

Year-End

FY 2016-17

AdoptedBudget

FY 2015-16

Year-EndActuals

FY 2015-16

AdoptedBudget

FY 2014-15


MF_1013 - Percentage uptime for phone switch 99.99%99.99%99.99%99.99%EFFECTIVE 99.99%

MF_1016 - Percentage of time radio system operated without failure 99.99%99.99%99.92%99.99%EFFECTIVE 99.99%

MF_1019 - First Call Resolution: percentage of problems resolvedby Help Desk without escalation to field staff

73.00%80.00%74.00%59.10%EFFECTIVE 80.00%

MF_1025 - Percentage Internet availability 99.99%99.99%99.99%99.99%EFFECTIVE 99.99%

MF_1115 - Percentage of customers rating project managementservice provided as excellent

100%75%75%74%EFFECTIVE 75%

MF_1118 - Number of days elapsed from ordering a new desktopPC to installation

4444EFFECTIVE 4

MF_1140 - Percentage availability of network excluding scheduledmaintenance

99.99%99.96%99.96%99.96%KPM 99.96%

MF_1141 - Percentage of calls answered within 20 seconds 66.00%85.00%71.00%59.30%EFFECTIVE 85.00%

MF_1146 - Bureau of Technology Services customer surveysatisfaction average rating (5=highest)

0.000.000.000.00EFFECTIVE 4.00

MF_1147 - Mobile Report Entry (MRE) availability (excludingscheduled maintenance)

99.9%99.7%99.9%100.0%EFFECTIVE 99.7%

MF_1152 - Percentage of computers (workstations and servers)able to accept security patching

97%97%97%97%EFFECTIVE 97%

MF_1153 - Percentage of mission critical production systemavailability for Cayenta

100.00%99.97%99.99%99.99%EFFECTIVE 99.97%

MF_1154 - Percentage of mission critical production systemavailability for SAP

100.00%99.96%100.00%99.97%EFFECTIVE 99.96%

MF_1155 - Percentage of email availability excluding scheduledmaintenance

99.65%99.90%99.98%99.98%EFFECTIVE 99.90%

MF_1156 - Percentage of public safety system availability - Bureauof Emergency Communications

100.00%99.95%100.00%99.99%EFFECTIVE 99.99%

MF_1157 - Public Safety systems availability - Police (excludingscheduled maintenance)

99.99%99.99%99.57%99.99%EFFECTIVE 99.99%

MF_1195 - Help Desk satisfaction rating (scale 1 to 5) 4.874.504.820.00KPM 4.75

Page 1 of 29/2/2016

102


Technology Services

FY 2013-14

Year-End

FY 2016-17

AdoptedBudget

FY 2015-16

Year-EndActuals

FY 2015-16

AdoptedBudget

FY 2014-15



Key Performance MeasuresMF_1140 - Percentage availability of network (excluding scheduled maintenance) – Prior year actuals exceeded the strategic target. The overall performance ofservice availability surpassed the estimated Service Level Agreement by .03%. BTS is on track to achieve its level of service goals for FY 2016-17. With currenthardware upgrades replacing aging network equipment and implementation of tighter change controls for ongoing maintenance windows, the Network team wasable to maximize the uptime within the City network.

MF_1195 - Help Desk satisfaction rating – Prior year actuals trended upward in comparison with FY 2014-15 actuals and slightly exceeded the strategic target.BTS continues to strive for optimal Help Desk satisfaction ratings.

Programmatic MeasuresMF_1146 - BTS Customer Service satisfaction average rating - The BTS Annual Customer Satisfaction survey has historically been distributed in the fall. It wasdetermined that suspending the survey in FY 2013-14 would allow for a greater participation and response rate to the surveys and interviews that were beingconducted with BTS customers as part of the Citywide Technology Assessment. That resulted in no actuals reported for FY 2015-16. The Customer RelationsDivision will resume issuing the survey in FY 2016-17. This division is developing a new survey that will be used for FY 2016-17. Rating criteria is still beingdeveloped/determined.

MF_1153 - Percentage of mission critical production systems availability – Cayenta (excluding scheduled maintenance) - Proactive monitoring and steps taken toreduce exposure on servers to malware have resulted in availability improvements.

MF_1154 - Percentage of mission critical production systems availability – SAP (excluding scheduled maintenance) - Proactive monitoring has resulted inavailability improvements.

MF_1155 - Percentage of email availability (excluding scheduled maintenance) – The target was exceeded, but some difficulties in supporting email infrastructurewere encountered and handled via modified processes and procedures.

MF_1156 - Public Safety system availability – BOEC (excluding scheduled maintenance) - Proactive monitoring and reducing unnecessary changes in thelead-up to the system refresh resulted in availability improvements.

MF_1157 - Public Safety system availability – Police (excluding scheduled maintenance) - Proactive monitoring and steps taken to reduce exposure on servers tomalware have resulted in availability improvements in comparison to FY 2014-15 actuals.

MF_1115 - Percentage of customers who agree that the project management service provided rate as “excellent” - The focus for FY 2015-16 was on increasingproject manager skill sets and capabilities in order to provide consistent, qualified project management services to internal BTS customers as well as otherbureaus. In addition to technical competencies, project managers were focused on achieving higher levels of emotional intelligence and critical thinking, and indeveloping leadership skills that are so often a part of managing projects. The results of this focus are [in part] evident in the 100% performance score for theyear. The Project Management Office (PMO) will continue these focus areas as a regular part of the skills refresh every year. The trend over the past few yearshas been in the 75% range; though the PMO scored high this year, they will not only continue to encourage participation by team members and stakeholders inthe end-of-project satisfaction surveys, they will also focus on areas identified in the surveys where they may be deficient as places to improve.

MF_1019 - First Call Resolution: Percentage of problems resolved by Help Desk w/o escalation to Field Staff – Prior year actuals exceeded the target. Thebureau expects to see improvements into the 80%-90% range after full implementation of knowledge base.

MF_1141 - Percentage of calls answered within 20 seconds – Prior year actuals were slightly less than the target. The bureau expects to see impro

Page 2 of 29/2/2016

103







Request: MF_001 - BTS - Beginning Fund Balance True-up

EXPENDITURES

Contingency 07,103,436 7,103,436


REVENUES


TOTAL REVENUES 0 7,103,4367,103,436

Bureau Description:

This request is to adjust the BTS Beginning Fund Balance to what it is expected to be once the FY 2015-16 CAFR has been completed andthe ending fund balance as of June 30, 2016 is known.



Page 1 of 40

104






Type: New Request

Request: MF_002 - BTS - Salary Contingency Allocation

EXPENDITURES


Contingency 0(822,230) (822,230)


Bureau Description:

This request is to allocate BTS salary contingency. These funds for cost of living and health increases were set aside in contingency asrequired in the Adopted Budget. Expectations are that they will be spent in FY 2016-17, so they are being reappropriated in the Fall BMP.



Page 2 of 40

105






Type: New Request

Request: MF_003 - BTS - SAN Storage Expansion

EXPENDITURES


Contingency 0(337,830) (337,830)


Bureau Description:

This request is to carryover the FY 2015-16 budget balance for the SAN Storage Expansion project. This is an ongoing, multi-year projectand the funds will be needed to complete project purchases for the current fiscal year.



Page 3 of 40

106






Type: New Request

Request: MF_004 - BTS - Data Center Carryover

EXPENDITURES


Contingency 0(65,757) (65,757)


Bureau Description:

This request is to carry over the FY 2015-16 budget balance for the Data Center project. In FY 2015-16 BTS had budgeted $200,000 tocover initial planning-stage costs for the Data Center relocation. This was set up as a separate project from the Data Center Move &Disaster Recovery project. In the Spring BMP the budget was reduced by $100,000 (that reduction was later added to the FY 2016-17Proposed Budget). This request appropriates the FY 2015-16 budget balance and moves the funds into the Data Center Move & DisasterRecovery project so that one CIP will track all project expenses.



Page 4 of 40

107






Type: New Request

Request: MF_005 - BTS - GIS Infrastructure & Technology Refresh

EXPENDITURES


Contingency 0(28,186) (28,186)


Bureau Description:

This request is to carry over the FY 2015-16 budget balance for the GIS Infrastructure Technology Refresh project. This is a multi-yearproject and the funds are needed in order to complete purchases scheduled for FY 2016-17.



Page 5 of 40

108






Type: New Request

Request: MF_006 - BTS - Server Technology Refresh

EXPENDITURES


Contingency 0(77,178) (77,178)


Bureau Description:

This request is to carry over the FY 2015-16 budget balance for the Server Technology Refresh project. This is a multi-year project and thefunds are needed in order to complete purchases scheduled for FY 2016-17.



Page 6 of 40

109






Type: New Request

Request: MF_007 - BTS - E-Government Infrastructure Tech. Refresh

EXPENDITURES


Contingency 0(39,825) (39,825)


Bureau Description:

This request is to carry over the FY 2015-16 budget balance for the E-Government Infrastructure Technology Refresh project. This is amulti-year project and the funds are needed in order to complete purchases for FY 2016-17.



Page 7 of 40

110






Type: New Request

Request: MF_008 - BTS - Microsoft SQL Server Database

EXPENDITURES


Contingency 0(4,185) (4,185)


Bureau Description:

This request is to carry over the FY 2015-16 budget balance for the Microsoft SQL Server Database Licenses & Tools project. This is amulti-year project and the funds will be needed for completing purchases in FY 2016-17.



Page 8 of 40

111






Type: New Request

Request: MF_009 - BTS Real Time Threat Monitoring

EXPENDITURES


Contingency 0(120,000) (120,000)


Bureau Description:

This request is to appropriate funds to cover the cost of a new operating project, Real Time Threat Monitoring. BTS identified a newInformation Security need to automatically monitor local area network activity for malware and malicious behavior and is requesting$120,000 to cover the expenses.



Page 9 of 40

112






Type: New Request

Request: MF_010 - BTS - Windows Server Licensing

EXPENDITURES


Contingency 0(5,837) (5,837)


Bureau Description:

This request is to carry over the FY 2015-16 budget balance for the Windows Server Licensing project. Nearly all of the budgeted funds forthe project were spent in FY 2015-16, but the small balance remaining needs to be applied to FY 2016-17 in order to cover anticipatedexpenses for the current fiscal year. This project is expected to be completed in FY 2018-19.



Page 10 of 40

113







Request: MF_011 - BTS - Data Center Reappropriation

EXPENDITURES



Bureau Description:

This request is to reappropriate funds for the Data Center project. BTS had initially budgeted in FY 2015-16 $200,000 for the Data CenterRe-location project. In the Spring BMP the budget was reduced by $100,000 and that reduction was then reappropriated to the Data CenterRe-location project as a technical adjustment to the FY 2016-17 Proposed Budget. The Data Center Re-location project had been set upseparately from the Data Center Move & Disaster Recovery project, but it was determined that those projects should be combined in order tobetter track expenses related to the Data Center project. This request moves the $100,000 appropriated for the Data Center Re-locationproject into the Data Center Move & Disaster Recovery project.



Page 11 of 40

114







Request: MF_012 - BTS - SAN Operating Expenses

EXPENDITURES


Capital Outlay 0(48,520) (48,520)


Bureau Description:

This request is to reappropriate funds budgeted for the SAN Storage Expansion project. Expenses incurred in FY 2016-17 includedmaintenance and support costs. Since those are considered operating rather than project expenses, they were recorded to a cost center.This adjustment moves funding to cover those expenses out of the project budget and into the cost center.



Page 12 of 40

115






Type: New Request

Request: MF_013 - BTS - Enterprise Mobility

EXPENDITURES


Contingency 0(20,000) (20,000)


Bureau Description:

This request is to carry over a portion of the remaining FY 2015-16 project budget balance for the Enterprise Mobility project. This is amulti-year project with the majority of expenses anticipated to be incurred over the next three fiscal years. These funds are needed in orderto cover all purchases for the current fiscal year.



Page 13 of 40

116






Type: New Request

Request: MF_014 - BTS - IRNE Voice System Technology Refresh

EXPENDITURES


Contingency 0(454,483) (454,483)


Bureau Description:

This request is to carry over the remaining FY 2015-16 budget balance for the IRNE Voice System Technology Refresh project. This is anongoing project scheduled for completion in FY 2018-19. Underspending in FY 2015-16 was due to contract delays. Those have now beenresolved and the additional funds are needed in the current year to cover anticipated expenses.



Page 14 of 40

117






Type: New Request

Request: MF_015 - BTS - IRNE Construction Fiber

EXPENDITURES


Contingency 0(130,370) (130,370)


Bureau Description:

This request is to carry over the remaining FY 2015-16 budget balance for the IRNE Construction - Fiber project. This is a multi-year projectthat continues to expand fiber for the IRNE system throughout the greater Portland area. These funds are needed to cover costs related toMultnomah County and St. Helens fiber construction.



Page 15 of 40

118






Type: New Request

Request: MF_016 - BTS - IRNE Network Technology Refresh

EXPENDITURES


Contingency 0(249,836) (249,836)


Bureau Description:

This request is to carry over the remaining FY 2015-16 budget balance for the IRNE Network Technology Refresh project. This is amulti-year project with the majority of expenses anticipated for FY 2016-17. These funds are needed to cover expected equipmentpurchases from Cisco.



Page 16 of 40

119






Type: New Request

Request: MF_017 - BTS - Walters Hill

EXPENDITURES


Contingency 0(252,524) (252,524)


Bureau Description:

This request is to carry over the remaining FY 2015-16 budget balance for the Walters Hill project. This is the final year of an 800 MHz radiotower construction project that experienced several delays due to land use issues with the City of Gresham. Construction is now nearlycomplete and on budget, and these remaining appropriations are needed to cover the final project expenses.



Page 17 of 40

120






Type: New Request

Request: MF_018 - BTS - Forest Heights IR Site Purchase

EXPENDITURES



Contingency 0(830,000) (830,000)


Bureau Description:

This request is to carry over the FY 2015-16 budget balance for the Forest Heights IR Site Purchase project. Anticipated completion of thisproject did not happen last year due to lengthy negotiations over the purchase price and payment terms for the property. Those negotiationsshould be finalized in FY 2016-17 so that payment can be made. In addition to the $800,000 carried over for the property purchase, BTS isrequesting an additonal $30,000 in appropriation to cover final closing costs, environmental reports and other services.



Page 18 of 40

121






Type: New Request

Request: MF_019 - BTS - Video Enterprise Management Systems

EXPENDITURES


Contingency 0(8,875) (8,875)


Bureau Description:

This request is to carry over the remaining FY 2015-16 budget balance for the Video Enterprise Management Systems project. This projectwas nearly completed last year with only a few additional purchases needed for spare parts and backup equipment



Page 19 of 40

122






Type: New Request

Request: MF_020 - BTS - Radio Master Site UPS

EXPENDITURES


Contingency 0(64,270) (64,270)


Bureau Description:

This request is to carry over the remaining FY 2015-16 budget balance for the Radio Master Site UPS (uninterrupted power source) project.This project was partially completed last year and will be finished in FY 2016-17. Funding is necessary to cover costs for upgrading theCouncil Crest radio tower site.



Page 20 of 40

123






Type: New Request

Request: MF_021 - BTS - Office 365 Implementation

EXPENDITURES


Contingency 0(761,887) (761,887)


Bureau Description:

This request is to carry over the remaining FY 2015-16 budget balance for the Office 365 Implementation project. This project is beingimplemented in phases and these funds are needed to complete implementation of SharePoint. SharePoint is a browser-basedcollaboration and document management platform which allows groups to set up a centralized space for document sharing.



Page 21 of 40

124






Type: New Request

Request: MF_022 - BTS - Mobile Application Management

EXPENDITURES


Contingency 0(25,000) (25,000)


Bureau Description:

This request is to carry over the FY 2015-16 budget balance for the Mobile Application Management project. This is a multi-year project forBTS Business Solutions and these funds are needed to cover anticipated expenses in setting up the application.



Page 22 of 40

125






Type: New Request

Request: MF_023 - BTS - Critical Security Controls Framework

EXPENDITURES


Contingency 0(341,664) (341,664)


Bureau Description:

This request is to carry over the FY 2015-16 budget balance for the Critical Security Controls Framework project. This multi-year projectexperienced delays last year, but expectations are that most of the project expenses will be incurred this fiscal year. These funds as well asthose already included in the Adopted Budget are needed to cover those anticipated expenses.



Page 23 of 40

126






Type: New Request

Request: MF_024 - BTS - Wireless Intrusion Prevention

EXPENDITURES


Contingency 0(146,000) (146,000)


Bureau Description:

This request is to carry over the FY 2015-16 budget balance for the Wireless Intrusion Prevention project. Limited capacity of the networkteam prevented completion of this project last year. The work planned for last year is the only work currently needed on the project withadditional work planned for FY 2017-18 and beyond.



Page 24 of 40

127






Type: New Request

Request: MF_025 - BTS - PortlandOregon.gov Security Assessment

EXPENDITURES


Contingency 0(60,000) (60,000)


Bureau Description:

This request is to carry over a portion of the remaining FY 2015-16 budget balance for the PortlandOregon.gov Security Assessment project.Additional funds were added to the project in last year's Spring BMP in order to cover expenses for a second assessment. The bureau wasunable to complete that assessment last year, but will do so in FY 2016-17.



Page 25 of 40

128







Request: MF_026 - BTS - Replacement Contingency True-up

EXPENDITURES

Contingency 00 0


Bureau Description:

This request is to true-up the BTS Replacement Contingency balance to reflect the projected balance as of June 30, 2017. ReplacementContingency represents funds held by BTS on behalf of customer bureaus for replacement of Radio/Video and IT equipment assigned to thecustomers. The FY 2016-17 Adopted Budget included a contingency balance based on a projection completed last February. Thisadjustment reflects a revised projection based on more current information.



Page 26 of 40

129







Request: MF_027 - BTS - Technology Reserves

EXPENDITURES

Contingency 00 0


Bureau Description:

This request is to set aside in contingency major maintenance (technology reserve) funds to be used in partially covering future year CIP andOperating Project expenses. BTS uses FY 2015-16 year-end actuals along with projections for the current fiscal year to project what theirending fund balance might be. That number is then adjusted for all restricted and committed funds. Any balance remaining can beconsidered as technology reserves and made available for purposes beyond what might be covered by the general operating contingency.



Page 27 of 40

130






Type: New Request

Request: MF_063 - BTS - BOEC IA Increase

EXPENDITURES

Contingency 050,000 50,000


REVENUES



Bureau Description:

This request is to increase the interagency agreement between Technology Services (BTS) and Emergency Communications (BOEC).Work is continuing on the BOEC VCAD project. That work includes services provided by BTS. This request appropriates funds to coverinteragency expenses for BTS services on the project.



Page 28 of 40

131






Type: New Request

Request: MF_064 - BTS - PSSRP IA Increase

EXPENDITURES

Contingency 0275,000 275,000


REVENUES



Bureau Description:

This request is to increase the BTS interagency with PSSRP. Work on the PSSRP Radio project is continuing into FY 2016-17. Additionalinteragency appropriations are needed to cover anticipated expenses from BTS personnel working on the project.



Page 29 of 40

132






Type: New Request

Request: MF_066 - BTS - Facilities IA Increase

EXPENDITURES




REVENUES



Bureau Description:

This request is to increase the BTS interagency agreement with Facilities Services to cover anticipated expenses related to additionalposition requests as well as new camera purchases for the City Hall video system.



Page 30 of 40

133






Type: New Request

Request: MF_080 - BTS - Secure Web Gateway Technology Refresh

EXPENDITURES


Contingency 0(200,000) (200,000)


Bureau Description:

This request is to carry over the FY 2015-16 budget balance of $100,000 for the Secure Web Gateway Technology Refresh project. Inaddition to the work not completed last year, it has been determined that additional purchases will be needed this fiscal year. So along withthe carryover is a request to increase the budget by an additional $100,000, bringing the total FY 2016-17 budget to $200,000.



Page 31 of 40

134






Type: New Request

Request: MF_081 - BTS - Firewall Technology Refresh

EXPENDITURES


Contingency 0(187,000) (187,000)


Bureau Description:

This request is to carry over the FY 2015-16 budget balance for the Firewall Technology Refresh project. Last year's work was notcompleted on this ongoing, multi-year project, so funds are needed to cover anticipated expenses this year.



Page 32 of 40

135






Type: New Request

Request: MF_082 - BTS - Replacement of Telecomm Mgmt. System

EXPENDITURES


Contingency 0(60,000) (60,000)


Bureau Description:

This request is to appropriate an additional $60,000 for the Replacement of Telecommunications Management System project. This projectwill replace the existing StellarRad telecommunications system. Replacing that system in a complete, accurate and timely manner wilrequire extensive data entry work by non-city personnel.



Page 33 of 40

136






Type: New Request

Request: MF_083 - BTS - VDI Proof of Concept (COP) and Pilot

EXPENDITURES


Contingency 0(125,000) (125,000)


Bureau Description:

This request is to carry over the FY 2015-16 budget balance and add additional funds to the VDI Proof of Concept and Pilot project. Theproject initially had $97,290 in funding for FY 2015-16. Expenses for the year were expected to be closer to $20,000, so the budget wasreduced to $27,290. The project subsequently incurred no expenses in FY 2015-16. This request is to reappropriate the entire $97,290 inFY 2016-17, plus add an additional $27,710, bringing the total budget to $125,000 for the year. This should be sufficient to complete theplanned work in FY 2016-17.



Page 34 of 40

137






Type: New Request

Request: MF_092 - BTS - Enterprise Network Technology Refresh

EXPENDITURES


Contingency 0(318,908) (318,908)


Bureau Description:

This request is to carry over the remaining budget balance from FY 2015-16 for the Enterprise Network Technology Refresh project. This isa multi-year BTS project and the additional appropriation is needed to cover anticipated expenses in FY 2016-17.



Page 35 of 40

138






Type: New Request

Request: MF_093 - BTS-Public Safety Technology Business Cosultant

FTE


TOTAL FTE 1.00 0.00 1.00

Bureau Description:

The Bureau of Technology Services (BTS) is requesting the creation of a Technology Services Bureau Business Representative position.The position will be on the BTS Customer Relations Team as a Technology Business Consultant (TBC). The position will be created byrealigning a Senior Management Analyst position from the PSSRP program. The Public Safety TBC will be responsible for providingtechnology business consulting services to all public safety bureaus including: Portland Police Bureau, Portland Fire Bureau, Bureau ofEmergency Communications and the Portland Bureau of Emergency Management. BTS will be conducting an open competitive recruitmentto fill this role.

As part of a PSSRP budget note, a consulting firm was brought in to provide a public safety technology assessment. The Gartner PublicSafety Assessment recommended key changes to the way technology services are organized and delivered to public safety bureaus. Onekey change is to have one TBC for all public safety bureaus, instead of numerous TBCs having one or two public safety bureaus in theirportfolios. The Public Safety TBC will be focused on improving coordination and collaboration in delivering technology services andidentifying strategic initiatives that benefit public safety bureaus as a whole.



Page 36 of 40

139






Type: New Request

Request: MF_095 - BTS - EBS IA Increase

EXPENDITURES

Contingency 0200,000 200,000


REVENUES



Bureau Description:

This request is to increase the BTS interagency with EBS to cover anticipated charges for BTS GIS services on the Enterprise AssetManagement Project.



Page 37 of 40

140






Type: New Request

Request: MF_096 - BTS - Police IA Increase

EXPENDITURES




REVENUES



Bureau Description:

This request is to increase the BTS interagency with Police to cover anticipated Telecomm billable and Operations billable expenses relatedto Police grant PL000143.



Page 38 of 40

141






Type: New Request

Request: MF_099 - BTS - BHCD IA Increase

EXPENDITURES



REVENUES



Bureau Description:

This request is to increase the interagency between BTS and BHCD for additional expenses BHCD is anticipating for internet access.



Page 39 of 40

142






Type: New Request

Request: MF_106 - BTS - PBEM IA Increase

EXPENDITURES



REVENUES



Bureau Description:

This request is to increase the interagency between BTS and PBEM for additional expenses PBEM is anticipating for telecomm service anddesktop support.



Page 40 of 40

143




706 - Technology Services Fund

EXPENDITURES




Capital Outlay 2,335,019 337,308 14.45

Bond Expenses 516,244 494,099 95.71

Fund Transfers - Expense 1,591,377 1,591,377 100.00

Contingency 15,993,962 0 0.00


REVENUES


Charges for Services 245,612 209,148 85.15



Fund Transfers - Revenue 422,040 422,040 100.00

Miscellaneous 443,055 443,090 100.01

TOTAL REVENUES 73,249,854 50,281,339 68.64


ExpendituresThe External Materials and Services variance resulted from underspending on BTS CIPs and Operating Projects. Each yearBTS budgets for a considerable number of projects with the intention of completing each one. As the year progresses programsexperience staff changes, vacant positions take longer than expected to be filled, and personnel find more and more of their timebeing focused on operational responsibilities, leaving little time left for projects. Limited financial resources make it difficult tobring in outside help to assist on completing projects, so many projects either don’t get done or remain partially completed atyear-end. That was again the case for FY 2015-16.

The Capital Outlay variance explanation is identical to the External Materials and Services explanation. Funds for projects wereappropriated in the Capital Outlay account. Project managers believed the projects would be completed by year-end, so nochange was made to the project budgets during the Spring BMP. Since the projects weren’t completed they will likely be carriedover in the Fall BMP.

RevenuesThe Charges for Services revenue is from lease payments paid to BTS for use of radio tower sites. Due to an oversite, sitelease charges to the Federal Bureau of Investigation were not billed for the final four months of the fiscal year. This resulted inan undercollection of revenues for the year.

Intergovernmental Revenues represent charges to other agencies for radio and telecomm services. Not included in budgetedresources was a little less than $500,000 in revenue from TriMet. TriMet informed BTS more than three years ago that theywould remove most of their radios from the City’s radio system by the first quarter of calendar year 2013. Those radios are stillon the system and this variance represents revenue from TriMet for use of the City’s radio system.


Page 1 of 1144

Office of the Chief Administrative Officer

145


Office of the Chief Administrative Officer

FY 2013-14

Year-End

FY 2016-17

AdoptedBudget

FY 2015-16

Year-EndActuals

FY 2015-16

AdoptedBudget

FY 2014-15



MF_1196: Actual percentage was 4% below the estimate due to staffing shortages within Business Operations.

MF_1197: Actuals match year-end estimate.

MF_1198: Actuals match year-end estimate.

MF_1196 - Percent of Accounts Payable within 30 days 86%90%88%0%EFFICIENCY 90%

MF_1197 - Percentage of complete OMF Strategic Plan strategiesassigned to Business Operations

100%100%100%100%EFFECTIVE 100%

MF_1198 - OMF General Fund ending fund balance within policy 100%100%100%100%EFFECTIVE 100%

Page 1 of 19/7/2016

146








EXPENDITURES



REVENUES



Bureau Description:










Page 1 of 7

147






Type: New Request

Request: MF_034 - Bus Ops-Convert LT Mgmt Analyst to Permanent

FTE


TOTAL FTE 1.00 0.00 1.00

Bureau Description:

This request converts a limited-term Management Analyst position into a permanent Management Analyst position within theCommunications Team in the Business Operations Division.

No additional funds are requested for this action. Business Operations will be moving resources budgeted for part-time/Community ServiceAide employees within the Communications Team to pay for this request.

The Communications Team has been assigned several large projects and has seen an increase in leading citywide or multi-bureaucoordinated communications strategy groups without additional staff resources. Examples include staffing the City Council appointedSocially Responsible Investments Committee and the Portland Building Community Oversight Committee; communications coordination forconcerns of lead in the drinking water of City facilities or a multi-bureau correspondence review; and participation in business processimprovement projects.

The Communications Team was previously augmented with three or four Community Service Aides. That model can work well, but forassignments that are complex and ongoing, it requires management time to onboard and ramp up new employees. We anticipate that withcurrent City initiatives in business process improvements and community oversight, the workload for our management analyst team willcontinue and this position is needed to keep up with the workload and deadlines.

Examples of ongoing work that this position has been and will be responsible for include the following:

• Producing two weekly reports for OMF, one project management report for the Portland Building Reconstruction project and one projectstatus report for the Mayor's Office.• Developing budget communications and instructions for OMF’s budget development process, ensuring compliance with Mayor and CityBudget Office budget direction.• Coordinating and preparing OMF's decision package status and performance measurement submissions for the Budget MonitoringProcess.• Researching and preparing status reports on the OMF Strategic Plan and work plans.• Providing staff support for the OMF Bureau Advisory Committee, Portland Building Change Management Committee, and OMF's LaborManagement Committee.• Conducting trends and best practices research analysis.• Developing reports, web content and other communications.• Designing documents, announcements and flyers.



Page 2 of 7

148






Type: New Request

Request: MF_035 - Spectator Venue - Adjust Beginning Fund Balance

EXPENDITURES

Contingency 01,870,064 1,870,064


REVENUES


TOTAL REVENUES 0 1,870,0641,870,064

Bureau Description:

This request increases the beginning fund balance to match the CAFR ending fund balance for FY 2015-16.



Page 3 of 7

149







Request: MF_036 - Spectator Venue Technical Adjustments

EXPENDITURES

Personnel Services 0(1) (1)

Bond Expenses 01 1


Bureau Description:

This request increases the debt service budget to align with the correct debt service schedule.



Page 4 of 7

150






Type: New Request

Request: MF_037 - Spectator Venue - Personnel Tech Adj

EXPENDITURES


Contingency 0(20,000) (20,000)


Bureau Description:

This request moves $20,000 from Contingency to Personnel Services. A part-time temporary management assistant position was filled toprovide additional resources support ongoing program activities.



Page 5 of 7

151






Type: Mid-Year Reductions

Request: MF_038 - Spectator Venue Revenue Adjustment

EXPENDITURES

Contingency 0(20,000) (20,000)

TOTAL EXPENDITURES 0 (20,000)(20,000)

REVENUES

Charges for Services 0(20,000) (20,000)

TOTAL REVENUES 0 (20,000)(20,000)

Bureau Description:

This request reduces parking revenue by $20,000 to align with anticipated actuals. Original budget amount included potential events that willnot transpire during the fiscal year. Contingency will be increased to balance transaction.



Page 6 of 7

152

Prior Year Business Area Reconciliation ReportMFDR-Fund 100


Percentof Actuals

to Revised



EXPENDITURES





REVENUES

Charges for Services 0%$0 $415

Interagency Revenue 96%$2,606,070 $2,493,265

Miscellaneous 102%$16,447 $16,838



TOTAL REVENUES 51%$4,883,701 $2,510,518



Page 1 of 1

Expenditures:


Revenues:


153


Spectator Venue and Visitors Activities FundFY 2015-16

RevisedBudget


607 - Spectator Venue and Visitor Activities Fund

EXPENDITURES

Personnel Services 387,856 358,812 92.51



Capital Outlay 1,100,000 374,432 34.04

Bond Expenses 6,690,814 6,690,787 100.00


Contingency 4,420,371 0 0.00


REVENUES




Miscellaneous 35,000 70,562 201.61

TOTAL REVENUES 17,350,992 11,398,726 65.69


Expenditures


Revenue



Page 1 of 1154

Citywide Projects

155

Citywide Projects – Enterprise Business Solution


MF_040 EBS – PSCD Project

This request is to appropriate the balance FY 2014-15 project funds in the amount of $303,485. This project is to implement the Public Sector Collections and Disbursements module that went live August 22nd, 2015. Status for Fall Performance Report: The funds were adjusted as described. EBS is currently working with Business Process Owners to expand this functionality and add more end-users.

Status Complete

MF_041 EBS – HCM Processes and Forms Project

This request is to appropriate $50,000 in additional funding towards the the HCM Processes and Forms project to better align with anticipated vendor costs. The City is currently in contract negotiations with the vendor. Go live is expected in April 2016. Status for Fall Performance Report: The HCM Processes and Forms project went live in June as planned. The post go-live support is continuing.

Status Complete

MF_046 EBS - Technical Adjustments

This request is to increase the interagency between EBS and Business Operations in accordance with the service level agreement for additional administrative support from Business Operations. It also ensures general operating contingency is at the 5% minimum amount as described by policy. Status for Fall Performance Report: The interagency agreement (IA) funding was established and approved during the last Fall BMP. Administrative functions have been provided to EBS by Business Operations in accordance with the IA. The IA rates established will continue.

Status Complete

156

Citywide Projects – Public Safety Systems Revitalization Program


Budget Note:

MF_047 PSSRP - Technical Adjustment

This PSSRP request seeks to make technical budget adjustments in the General Fund for the PSSRP Project Office to move funds from personnel services to external materials and services to fund the Public Safety Technology Assessment, and the Public Safety GO Bond Fund to cover the Facilities Fair Wages Rental Rate increase for the space used by the Radio Project at the PCC building. Status for Fall Performance Report: The vacant positions were eliminated. The Radio project team has vacated the office space in the 1900 Building and has relocated to the Portland Communications Center. The Public Safety Technology Assessment final report was submitted on June 16, 2016. Recommendations have been reviewed with the Public Safety Bureau Directors and BTS is now developing an implementation plan with an expected completion time of July 1, 2017.

Status Complete

MF_048 PSSRP - RegJIN Project Resource Carryover

This request recaptures the unused General Fund resources designated for the RegJIN (PPDS Replacement) project to ensure that the project’s overall General Fund budget and resources remain intact throughout the life of the project. The carryover funds from FY 2014-15 are comprised of $604,717 in unspent budgeted funds and $277,963 in additional pass-through revenues from Clackamas County, Clark County, and the City of Beaverton. Status for Fall Performance Report: Work was completed on the RegJIN project. Most of the unused funds were moved to program contingency, and the remaining unused funds are being requested to move to program contingency as part of the FY 2016-17 Fall BMP submission.

Status Complete

Citywide Projects/Public Safety Systems Revitalization Program

The Office of Management & Finance is directed to review City requirements for the replacement, upgrade or secondary phases of existing public safety technology systems and to review the capabilities of the current PSSRP program to determine next steps for the program. OMF is also directed to review requirements for additional Citywide projects such as the Portland Building renovation or replacement of revenue collection systems, and determine if the current PSSRP program could provide expertise to those projects. The review and recommendations should be provided with the FY 2015-16 Fall BMP bureau submission. Status for Fall Performance Report: City Council approved Ordinance #187561 on January 27, 2016, to award the consulting contract to Gartner, Inc. to perform the public safety technology assessment. Analysis has been completed. The assessment and an implementation plan are scheduled to be completed by the end of September 2016.

Status Complete

157


Citywide Projects

FY 2013-14

Year-End

FY 2016-17

AdoptedBudget

FY 2015-16

Year-EndActuals

FY 2015-16

AdoptedBudget

FY 2014-15



MF_1083: The year-end actuals exceeded the estimates. EBS will continue to pursue optimal levels of service satisfaction.

MF_1177: This performance measure has extended by four days due to increased number of change requests. Customers are requesting improvements toexisting processes that require reconfiguration of SAP and various acceptance testing.

MF_1083 - Customer service satisfaction rating number (scale 1 to5)

4.794.904.774.83EFFECTIVE 5.00

MF_1177 - Average number of days a SAP Helpdesk customerticket is open

1412949EFFICIENCY 5

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158






Type: New Request

Request: MF_060 - PSSRP - Beg. Fund Bal. Recognition TS Fund

EXPENDITURES

Contingency 01,589,564 1,589,564


REVENUES



TOTAL REVENUES 0 1,589,5641,589,564

Bureau Description:

This request recognizes $1,589,564 of unused FY 2015-16 resources as additional beginning fund balance in the Technology Services fund.The majority of these funds, $1,479,523 is the transfer of unused RegJIN project funds to program contingency in the FY 2015-16 SpringBMP (MF_243). The other $27,506 are interest earnings from FY 2015-16. Additionally, the RegJIN project ended on time and underbudget. The project ended with $82,535 in unused resources, which is requested to be recaptured and moved to program contingency.



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159






Type: New Request

Request: MF_061 - PSSRP - Beg. Fund Bal. Recognition GO Bond Fund

EXPENDITURES



Contingency 04,175,000 4,175,000


REVENUES


TOTAL REVENUES 0 8,377,2458,377,245

Bureau Description:

In the GO Bond Fund, where the Radio project is funded, the PSSRP ended FY 2015-16 with $8,377,245 in unused resources. This requestrecognizes this amount as additional beginning fund balance in the Public Safety GO Bond fund in the current fiscal year. The total carryoverincludes $4,175,000 of project contingency. The remaining $4,202,245 was budgeted as a precautionary measure in FY 2015-16 to hedgerisk in case a large unexpected expenditure arose. The planned project close is June 2017.



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160






Type: New Request

Request: MF_062 - PSSRP - Management Analyst, Sr Position Transfer

FTE

Full-Time Positions -1.00 0.00 -1.00

TOTAL FTE -1.00 0.00 -1.00

Bureau Description:

As part of a PSSRP budget note, a consulting firm was brought in to provide a public safety technology assessment. The Gartner PublicSafety Assessment recommended key changes to the way technology services are organized and delivered to public safety bureaus. Onekey change is to have one TBC for all public safety bureaus, instead of numerous TBCs having one or two public safety bureaus in theirportfolios. The Public Safety TBC will be focused on improving coordination and collaboration in delivering technology services andidentifying strategic initiatives that benefit public safety bureaus as a whole.

This request transfers a Management Analyst position from PSSRP to BTS. Once in BTS the positon will be reclassified to a TechnologyServices Bureau Business Representative position. The position will be on the BTS Customer Relations Team as a Technology BusinessConsultant (TBC). The Public Safety TBC will be responsible for providing technology business consulting services to all public safetybureaus including: Portland Police Bureau, Portland Fire Bureau, Bureau of Emergency Communications and the Portland Bureau ofEmergency Management. BTS will be conducting an open competitive recruitment to fill this role.



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161






Type: New Request

Request: MF_085 - EBS – Additional Beginning Fund Balance

EXPENDITURES

Contingency 0195,145 195,145


REVENUES



Bureau Description:

This request is to recognize $195,145 in additional beginning fund balance for Fund 708000. These funds will be appropriate for use in futurefiscal years where projects are currently unfunded.



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162






Type: New Request

Request: MF_086 - EBS – Enterprise Asset Management Project

EXPENDITURES



Contingency 0(600,000) (600,000)


Bureau Description:

This request is to align the Enterprise Asset Management (EAM) project budget estimate with better informed amounts. EBS will add$600,000 to the project budget to cover an additional $400,000 of consulting costs based on the actual contract amount after negotiationsand the inclusion of GIS (Geographic Information System) and GEO.e (GEOgraphical Enablement of SAP) work needed for the project and$200,000 for BTS work needed for GIS implementation. The funding will come from EBS reserves.

The purpose of this project is to implement an enterprise asset management solution for property and facilities, and to better systematicallysupport project management. The EAM will include Mobile Solution (work order display and time entry features), inventory management(basic functionality for a small set of use cases), plant maintenance (provides a supported and integrated work order and asset managementsystem), flexible real estate (building and floor data and property leasing functionality), land date GIS mapping integration, and updatedproject systems functionality (collect work order costs, project templates, and reporting).



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163

Prior Year Business Area Reconciliation ReportFund 100: Citywide Projects - PSSRP


Percentof Actuals

to Revised



EXPENDITURES

Personnel Services 89%$328,747 $292,373



Fund Transfers - Expense 100%$422,040 $422,040


REVENUES


TOTAL REVENUES 0%$1,791,058 $0



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Expenditures: Budgets for PSSRP Project Office Administration (POA) and the RegJIN (PPDS Replacement) project are funded out of the General Fund, were underspent by $276,228. - POA underspent its budget by $193,693, which is the reason for the Personal Services underspending. The underspending was the result of budgeting for payouts when none occurred. The Majority of underspening in EMS is also related to the POA and is due to a lower than anticipated contract costs for the Public Safety Technology Assessment contract 30004927. The funds will go back to the General Fund. - Overall the RegJIN project underspent it's budget by $82,535. The RegJIN project underspend is due to less than anticipated resources needed in the final close out of the project. The remaining funds are being requested to be moved to PSSRP program contingency. Revenues: No Narrative Required.




708 - EBS Services Fund

EXPENDITURES




Bond Expenses 4,398,250 4,398,250 100.00


Contingency 3,058,803 0 0.00


REVENUES



Miscellaneous 34,000 40,174 118.16

TOTAL REVENUES 16,718,932 13,191,551 78.90


Expenditures:For Total Expenditures of the fund, any additional variance aside from what was previously discussed was due to contingencybalances.

Revenues:Interest Earnings came in higher than expected. The Total Revenue variance was a result of including Budgeted Beginning FundBalance in budgeted resources.


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