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hourly rate calculations comes directly from time sheets and time keeping systems.These systems <br /> are more than the transactional effort of entering hours per project into time sheets.To have a <br /> defendable hour rate study,the following steps need to be built: <br /> Starting with the end in mind-for a department in the city to recover maximum costs for services <br /> they provide-a process must be developed to track and then charge for each step that was taken <br /> to provide that service.This process,for many services provided by the city, is directly tied to how <br /> many hours each service is required.There are specific rules and requirements that dictate how <br /> these hours are tracked and then charged. <br /> Through analysis and interviews,we will determine the number of annual billable hours each staff <br /> position can reasonably do.This will be dependent on the type of work each person is responsible <br /> for.Administrative,clerical,supervision related positions will have fewer billable hours than a front- <br /> line engineer or <br /> inspector. Each <br /> position will be <br /> reviewed,and a Billing Hours Analyze Monthly Solid data=Equals solid <br /> "target" <br /> Annual Target Results <br /> target number Does each month'sactual <br /> Develop an individual annualdata supportthe forecast? <br /> target Consistent monthly review <br /> of billable hourswill ensure success <br /> will be <br /> developed. <br /> Once those • <br /> {• 'yF <br /> targets are <br /> established,that <br /> process must • e frrn <br /> merge with the l c°�' <br /> systems used by <br /> the city to input <br /> and then track Time Keeping System <br /> Adjust Recover Costs <br /> those hours. Ensure all systems will support No forecast is perfect—be 12 Months of work will result in <br /> Each month,the the end goals flexible maximum cost recovery <br /> system will <br /> report back how the targets are begin met and adjustments can be made to fine tune those <br /> targets.At the end of 12 months, reliable data that meets Caltrans requirement will become the <br /> basis for the full cost recovery of Caltrans funded projects. <br /> This is a key step-one that will drive the entire success of cost recovery for a major section of the <br /> city's cost recovery goals.We are confident that we have technical skill to make these calculations <br /> and that we have the management skills to develop processes that define repeatable steps that city <br /> staff can follow to obtain long term reimbursement of city costs and coach and guide city staff <br /> through any challenges that may arise. <br /> III. User Fees. <br /> A dominant part of the study will be the review of the"traditional"development related user fee <br /> service provided by most California cities.The cost of these services are recovered by permit fees <br /> that may be fixed in nature-based on an average estimate of time and the full cost of that time-or <br /> recovered by a variable measure-based on size, either valuation or square footage.We are <br /> Government Consulting Partners , , City of Santa Ana PW Proposal 8 <br /> 11 111 � <br />