Analysis of Problem

Fiscal Year 2017-18

Business Unit 3970

Department Department of Resources Recycling and Recovery

Priority No. 014

Budget Request Name 3970-014-BCP-2017-GB

Program 3700 Waste Reduction and

Management

Subprogram

Budget Request Description Audio and Video Support

Budget Request Summary The Department of Resources Recycling and Recovery (CalRecycle) proposes the establishment of two (2.0) permanent positions and $227,000 permanent reimbursement authority in the Integrated Waste Management Account (IWMA) to provide audio-visual (AV) services for all of CalEPA's boards, departments, and offices (BDO) within the CalEPA headquarters building in Sacramento.

Requires Legislation

• Yes lEl No

Code Section(s) to be Added/Amended/Repealed None.

Does this BCP contain information technology (IT) components? • Yes IEI No

Department CIO Gary Arstein-Kerslake

Date

If yes, departmental Chief Information Officer must sign.

For IT requests, specify the date a Special Project Report (SPR) or Feasibility Study Report (FSR) was approved by the Department of Technology, or previously by the Department of Finance.

• FSR • SPR Project No. Date:

If proposal affects another department, does other department concur with proposal? • Yes • No Attach comments of affected department, signed and dated by the department director or designee.

Prepared By Gary Arstein-Kerslake

Date Reviewed By Olga Garti

Date

Department Director Scott Smithline

Date Agency Secretary Matthew Rodriguez

Date

Department of Finance Use Only

Additional Review: • Capital Outlay • ITCU • FSCU • OSAE • CALSTARS • Dept. of Technology

BCP Type: • Policy • Workload Budget per Government Code 13308.05

PPBA Original Signed by Ellen Moratt i PPBA

Date submitted to the Legislature

Analysis of Problem

A. Budget Request Summary

The Department of Resources Recycling and Recovery (CalRecycle) proposes one Television Specialist and one Associate Information Systems Analyst (Specialist) as permanent full-time positions, and the establishment of $227,000 permanent reimbursement authority to provide audiovisual (AV) services for all of CalEPA's boards, departments, and offices (BDO) within the CalEPA headquarters building in Sacramento.

CalRecycle took over the function of providing AV services to all of CalEPA in 2014 using State staff with the intent of being reimbursed based on the $250,000 paid annually for the previously contracted audio and video services and maintenance. These positions were established and supported via Temporary Help, and have provided a high level of service. This was intended as a temporary solution, as temporary positions are for a limited duration and are not intended to support permanent, ongoing workload. Since the positions exist and are providing the services on a permanent basis, they should be established permanently authorized.

B. Background/History

CalRecycle and the other CalEPA boards, departments, and offices (BDO) have been using audio and video-based technologies such as webcasting, web conferencing, and video conferencing for many years and are leaders in State operations in successfully adopting, deploying, and providing value utilizing these technologies. For example, CalRecycle (formerly the California Integrated Waste Management Board) first began to offer audio webcasts of public meetings in 1999 and began regularly offering audio-video webcasts in approximately 2002.

As of 2016, approximately 350 webcasts are conducted annually from the CalEPA headquarters building. All BDOs within CalEPA take advantage of these services. Deploying and maintaining these services require duties and technologies associated with development and maintenance of the infrastructure, the audio and video setup and filming, and the duties and technologies associated with distributing webcasts.

When audio and video services were first established for use across all CalEPA BDOs around 2002, the most prudent and expeditious approach was to contract for the AV support services until the BDOs became comfortable with the use of the technology and had demonstrated business value for their organizations. For several years, two to three contracted staff provided these services for CalEPA and the BDOs. However, over the years as organizations became more familiar with the use of these technologies and AV needs became more sophisticated, increasing issues arose with poor support and the lack of direct oversight on the service provider. CalRecycle took over this function in 2014, replacing the previous external contractors.

CalRecycle's IT Services Branch has served and continues to serve as lead on the technical infrastructure related to webcasting, the broadcast website, lobby monitors, etc. As CalRecycle has made these technical investments, CalRecycle has invited other BDOs to take advantage of those investments, reducing their own need to invest and keeping CalEPA on a consistent technology platform. In contrast, until late 2014 the AV support services (camera work, audio cabling and mixing, room preparation, equipment testing, etc.) were provided by a contractor coordinated through the property management office at a cost of about $250,000 annually.

The current approach is not a long term solution for two main reasons. First, the two Temporary Help-based positions are inappropriate for permanent workload; which has been continuous, and is growing. Second, utilizing CalRecycle budget for cross-CalEPA service provision is not within the charter of the CalRecycle funds, and it would be inappropriate for CalRecycle to determine how and if to budget for these services for the rest of the CalEPA BDOs.

Resource History (Dollars In thousands)

Program Budget PY-4 2011-12

PY-3 2012-13

PY-2 2013-14

PY-1 2014-15

PY 2015-16

Authorized Expenditures $250 $250 $250 $250 $250 Actual Expenditures $250 $250 $250 $250 $250

Analysis of Problem

Workload History

Workload Measure PY-4 2011-12

PY-3 2012-13

PY-2 2013-14

PY-1 2014-15

PY 2015-16

Webcasts delivered 282 296 316 325 350

C. state Level Considerations .

The AV services are available for use by all CalEPA BDOs (CalEPA, Air Resources Board, State Water Resources Control Board, CalRecycle, Department of Toxic Substances Control, Department of Pesticide Regulation, and Office of Environmental Health Hazard Assessment). In addition, these services have been used by a number of other State organizations (e.g., State ClO's office) that have scheduled meetings in the hearing and auditorium rooms at the CalEPA building, sometimes to specifically take advantage of the AV and webcasting services. All CalEPA BDOs were indirectly funding these services through their payment for office space and building-related services, which is the origin of the aforementioned $250,000.

The transfer of responsibility for AV support services from a contracted provider to CalRecycle was presented to and discussed with all of the BDOs. All of these organizations supported the proposal and have been pleased with the increased levels of service since CalRecycle took over in late 2014.

As referenced in the 2006 California State Information Technology Annual Report, this proposal continues existing services which facilitate public access to public meetings (e.g., access via webcast or via recording of prior webcast), reduce costs, and reduce travel as a result of improved remote access to meetings (e.g., via webcast or web conference).

The shift of services provided by contractor staff to services provided by State staff is consistent with Government Code 19130(b) and the June 21 , 2012 Side Letter to the 2012-13 Budget Act, which call for "reducing the use of contractors and contract employees performing work that could be i appropriately performed by state employees, [and] developing plans to transfer work currently performed by outside contractors to state employees".

CalRecycle is asking for authorized positions and reimbursement authority to continue this work.

D. Justification i v

Audio and video technologies play an increasingly significant role in public and private sector business enterprises. The ability to provide high quality streaming webcasts of public meetings and trainings supports the agency's efforts to address climate change, as well as enhancing accessibility, by allowing stakeholders to participate without traveling to Sacramento. The State needs to continue the development of capacity, capabilities, and expertise to effectively use this new technology. Since 2014 State staff have provided improved levels of service to CalEPA and BDO staff, members of the public, and the regulated community accessing our webcasts and AV-related media. As the workload is consistent and growing, this is an appropriate role for permanent staff.

E. Outcomes and Accountability

CalRecycle has transitioned from contractors to State staff and assumed responsibility for all existing services formerly provided by the contractor. CalRecycle also performs support and maintenance for webcasting services, therefore upgrades to newer webcasting technologies will be simplified as demonstrated by the significant upgrades completed over the past two years. Additional services, such as web conferencing, have been made available to all BDOs, although they can continue to use their own separately supported service if desired. Updates are being made to the cross-BDO intranet (EPANet) describing the existing service offerings, recommended uses of current services, new service offerings, etc. I

All BDOs can directly communicate with CalRecycle IT Services to address any concerns or problems regarding the AV services. To assess customer perceptions regarding the service offering, a web-based survey will be conducted biannually to identify areas where improvements in service are needed.

Analysis of Problem

Projected Outcomes Workload Measure CY

2016-17 BY

2017-18 BY+1

2018-19 BY+2

2019-20 BY+3

2020-21 BY+4

2021-22 Webcasts delivered 420 455 490 530 570 610

F. Analysis of All Feasible Alternatives

Alternative 1: Approve this proposal. Continue providing AV services with existing staff, and create 2.0 permanent positions and $227,000 reimbursement authority in IWMA as requested.

Pros: This approach reflects that this is a needed and ongoing service that should be provided by State staff. It takes advantage of CalRecycle's developed and demonstrated expertise in providing these services at a lower cost than the prior contracted solution. It allows the CalEPA BDOs, as well as other State organizations, to benefit from this expertise.

Cons: Increase in position authority.

Alternative 2: Continue providing AV services with Temporary Help positions.

Pros: Requires no change from what is currently happening.

Cons: CalRecycle must continue to pay for these positions, which is burdensome to other programs, and is misaligned with the temporary nature of Temporary Help. Places the funding obligation for CalEPA-wide services onto CalRecycle.

Alternative 3: Return to contracted services for AV support for CalRecycle and BDO meetings in the CalEPA building.

Pros: Does not require additional position or reimbursement authority.

Cons: A return to contracting would result in reduced levels of service. The transition would be disruptive and the cost would be higher than either the previous contract or direct State staffing. This option fails to address the lack of conformance with the intent of Government Code 19130(b).

G. Implementation Plan

The positions are already staffed and services are being provided. No further implementation needed.

H. Supplemental Information

Attached: Government Code 19130

Attached: June 21 , 2012 Side Letter to the 2012-13 State Budget

Attached: Excerpt from 2006 California State Information Technology Annual Report

I. Recommendation

Alternative 1: create 2.0 permanent positions and $227,000 reimbursement authority as requested to continue providing AV services to all of CalEPA.

BCP Fiscal Detail Sheet BCP Title: Audio Visual Support

Budget Request Summary

Personal Services Positions - Permanent

Total Positions

Salaries and Wages Earnings - Permanent

Total Salaries and Wages

Total Personal Services

Total Budget Request

Fund Summary Fund Source - State Operations

0995 - Reimbursements Total State Operations Expenditures

Total All Funds

Program Summary Program Funding

3700 - Waste Reduction and Management Total All Programs

BR Name: 3970-014-BCP-2017-GB

FY17 CY BY BY+1 BY+2 BY+3 BY+4

0.0 2.0 2.0 2.0 2.0 2.0 0.0 2.0 2.0 2.0 2.0 2.0

0 227 227 227 227 227 $0 $227 $227 $227 $227 $227

$0 $227 $227 $227 $227 $227

$0 $227 $227 $227 $227 $227

0 227 227 227 227 227 $0 $227 $227 $227 $227 $227

$0 $227 $227 $227 $227 $227

0 227 227 227 227 227 $0 $227 $227 $227 $227 $227

BCP Title: Audio Visual Support

Personal Services Details

Salary Information Positions

i 4 7 n Assoc Info Sys Analyst (Spec) (Eff. 07-01-2017)

5571 - Tv Spec (Eff. 07-01-2017) Total Positions

Min Mid Max

BR Name: 3970-014-BCP-2017-GB

CY BY BY+1 BY+2 BY+3 BY+4

0.0 1.0 1.0 1.0 1.0 1.0

0.0 1.0 1.0 1.0 1.0 1.0

0.0 2.0 2.0 2.0 2.0 2.0

POV Year FY17 Department 3970 House GB Working BR Name 3970-014-BCP-2017-GB Run Time 12/15/2016 10:29:43 AM Last Data Refresh 12/15/2016, 10:07 AM

CALIFORNIA ENVIRONMENTAL PROTECTION AGENCY 2017-18 BUDGET YEAR

BUDGET CHANGE PROPOSAL WORKLOAD MATRIX

POSITION T I T L E : Audio Video Support BCP # 3970-0I4-BCP-20I7-GB Position(s) and PY(s)

Requested Workload Workload Standard

Basis for Standard

Television Specialist 1.0 PY

Task 1: Video Production. Video produetion for informational and speeial events and workshops; video eontent for staff of the boards, departments, and offices (BDO) under the California Environmental Protection Agency (CalEPA); video documentation workshops, live events, and other CalEPA and BDO system-wide communication efforts. Direct the technical and artistic development of multimedia programs including the preparation of artwork, animation, compositing, narration, dialogue, sound effects and music as required in the production. Perform technical work, including the operation of broadcast digital cameras, lighting, and audio/visual equipment. Develop and deliver web-based media communication products utilizing webcasting and webinar techniques. Ensure that CalEPA and BDO video programs, webinars and computer-based training are appropriately closed captioned and compliant with Section 508 of the Rehabilitation Act as applicable.

Task 2: Event Technical Support. Capture, edit and deliver web-based media communication products using live streaming, webcasting, and webinar technology. Edit and prepare video/audio files for web publishing and on-demand library. Edit web-based programs using digital editing equipment. Perform encoding of media projects into a variety of formats for DVD distribution and web streaming utilizing multiple codecs. Digitize, log, edit, and post final product as directed. Archive webinar and computer-based training for future access.

Task 1: 700 hours

Task 2: 530 hours

Since 1999, the workload performed by all staff within the Information Technology Services Branch, including Support Services staff, is monitored and managed through the use of the Project Tracking System (PTS).

CalRecycle staff have been performing these duties since December 2014 and the department has ample data to quantify the workload.

Task 3: AV Equipment Management. Operate professional video and audio equipment for live and recorded video productions. Perform video/audio production services including camera, switcher, audio, lighting, encoding, and any necessary video-related technical support for a live broadcast. Perform simple equipment maintenance and repair.

Task 4: Pre- and Postpreduction Work. Meet with the clients and interpret their needs, develop a creative treatment and present to client. Create a scope of work listing deliverables and budget for the production. Oversee productions, including preproduction, production, and postproduction. Identify and write a treatment, script, coordinating schedules, locations, talent, equipment, and crew. Direct talent and crew to ensure that the integrity of the approved script and scope are realized. Apply editing workflow processes, log and ingest footage, edit the entire program, build titles and motion graphics, and prepare final mastered deliverables.

Task 5: Other duties. Assist the public and BDO staff with AV-related questions and troubleshooting. Other duties as required.

Task 3: 250 hours

Task 4: 210 hours

Task 5: 90 hours

Total: 1780 Hours

POSITION T I T L E : Audio Video Support BCP # 3970-014-BCP-2017-GB

Associate Information Systems Analyst

1.0 PY

Task 1: AV Support and Video Production for Meetings & Training operations. Provide support for CalRecycle multimedia equipment in meeting and training rooms, on and off site. Set up and support presentation equipment for meetings, on and off-site conferences and exhibitions for program staff. Provide support and oversight for CalRecycle multi-media equipment in meeting and training rooms, on and off site. Integrate multimedia equipment into LAN environment. Coordinate with all BDO staff for the advertisement and broadcast of meetings. Assist all BDO staff on presentation options and setup of presentation equipment including videoconference, webcast, Webinar, Go-To-Meetings and audio conferences and ensure the multimedia needs for meetings and functions are met. Work closely with the Television Specialist, using systems and equipment related to production of video conferences, web conferences, webcasts and other events. Resolve customer problems and issues in the use of software, (Windows 8/10, GoToMeeting, etc.).

Task 2: AV Equipment and Software Maintenance. Assess, support, and install CalRecycle's IT and A V equipment, including software, hardware, and peripherals. Use electronic engineering knowledge and skills to analyze, diagnose and repair A V equipment, computer hardware components and peripherals and software. Ensure that all presentation systems are configured, up to date, and continually available in training rooms and meeting rooms.

Task 3: Research and Development. Research and evaluate new technologies in multimedia and computer hardware and information systems. Conduct special IT projects requiring technical expertise with emerging multimedia technologies including, but not limited to, multimedia system software and hardware upgrades, component or peripheral upgrades or replacements. Prepare written proposals and make recommendations to management concerning purchases and upgrades.

Task 4: Other duties. Assist the public and BDO staff with AV-related questions and troubleshooting. Other duties as required.

Task 1: 820 hours

Task 2: 470 hours

Task 3: 400 hours

Task 4: 90 hours

Total: 1780 Hours

Since 1999, the workload performed by all staff within the Information Technology Services Branch, including Support Services staff, is monitored and managed through the use of the Project Tracking System (PTS).

CalRecycle staff have been performing these duties since Deeember 2014 and the department has ample data to quantify the workload.