finance agency fy16budgetsubmission - granicus

Fiscal Year 2016 Budget ProposalsController-Treasurer (BU 0110)

Proposal 6910 Augment Staff to Support ASAP, HaRP and Kronos Projects

Recommended Action Add 1.0 FTE Senior Management Analyst/Management Analyst position to focus on analytical tasks to support the County’s ASAP, HaRP, and Kronos projects. Allocate a one-time expenditure appropriation of $7,000 for systems, equipment, furniture and supplies. This recommendation supports the overall goal of restoring and enhancing the County’s administrative infrastructure to better support the needs of operating departments in the areas of budget, finance, human resources, training, procurement, technology and facilities.

Fiscal Impact Positions Added: 1.0 FTEOngoing Cost: $142,155One-time Cost: $7,000

Service Impact/Background This recommendation supports the overall direction to restore and enhance the County’s administrative infrastructure and capability at the central service level and to better support the needs of operating departments in the areas of budget, finance, human resources, training, procurement, technology and facilities.The added position will perform a variety of analytical tasks in support of the County’s accounting and budgeting systems (SAP and PBF), the payroll (PeopleSoft) and timekeeping (Kronos) systems to meet the increased demand for analytical support, reporting, system administration, decision-making and testing relating to these centralized systems. This recommendation will enable existing technical staff to concentrate on systems development, maintenance and application administration duties in a more timely manner.

On-Going Net Cost: $141,043

One-Time Net Cost: $7,000

Net Position Added: 1.00 FTE

Proposal 6914 Augment Staff to Support County's Payroll Division

Recommended Action Add 1.0 FTE Senior Accountant/Accountant III position to the County's Central Payroll Unit focus on all California Public Employees' Retirement System reporting functions and the reconciliation of the associated biweekly contributions and payments. Allocate a one-time expenditure appropriation of $7,000 for systems, equipment, furniture and supplies. This recommendation supports the overall goal of restoring and enhancing the County’s administrative infrastructure to better support the needs of operating departments in the areas of budget, finance, human resources, training, procurement, technology and facilities.


Service Impact/Background This position will work closely with the Employee Services Agency, Office of Budget and Analysis, Auditors and the Controller-Treasurer Department on the County's retirement contributions, accounting and pre-payment analyses.In 2012, the County’s pension administrator, CalPERS, transitioned pension reporting requirements to the new myCalPERS database. Implementation of the myCalPERS database was led by the unit's technical staffing resource.




1DETAIL REPORT OF DEPARTMENT BUDGET PROPOSALS


Anticipated completion date of the development of the myCalPERS database is the end of this fiscal year. The databsae will then be moved to production for ongoing maintenance by the Unit. By moving the responsibility of this database to the accounting staff within the unit, it frees up the technical staff to return to its core duties of creating, planning and delivering successful implementation of important payroll processing segments, programs and complex contract renewals, compliance and providing documentation and training Countywide to system users.

Proposal 7103 Unclassified Sr. Accountant to Classified Sr Accountant

Recommended Action Add 1.0 FTE Senior Accountant and Delete 1.0 FTE Unclassified Senior Accountant to provide ongoing support for the implementation for the SAP/Ariba Project. This recommendation supports the overall goal of restoring and enhancing the County’s administrative infrastructure to better support the needs of operating departments in the areas of budget, finance, human resources, training, procurement, technology and facilities.

Fiscal Impact Positions Added: 0Ongoing Cost: $0

Service Impact/Background This recommendation supports the overall goal of restoring and enhancing the County’s administrative infrastructure to better support the needs of operating departments in the areas of budget, finance, human resources, training, procurement, technology and facilities.The SAP/Ariba eProcurement automation project covers the entire procure to pay (P2P) process from needs assessment to the payment of invoices for goods and services, creating both operational efficiencies and financial benefits. This recommendation retains the previously approved position in the Controller-Treasurer Department to continue with the implementation project on an ongoing basis.

On-Going Net Savings: $0

One-Time Net Savings: $0


Proposal 7161 Augment Staff to Support Countywide Accounting Oversight

Recommended Action Add 1.0 FTE Senior Financial Analyst/Financial Analyst II/Financial Analyst I position to focus Countywide acconting related to transactions and account balances. This recommendation supports the overall direction to restore and enhance the County’s administrative infrastructure and capability at the central service level and to better support the needs of operating departments in the areas of budget, finance, human resources, training, procurement, technology and facilities.


Service Impact/Background The addition of the Senior Financial Analyst position to conduct ongoing Countywide accounting reviews related to transactions and account balances and detect any material deviations from County accounting policies and procedures sooner rather than waiting until year-end. This additional oversight will assure timely recording of accounting transactions in SAP and that generally accepted accounting principles are properly followed. This position will liaison with County departments, review their transactions, and give accounting advice as needed.






The Fiscal Year 2015 Final Budget consists of $4.9 billion of expenditures, supported by $4.7 billion in revenue. To support such a large budget, County departments process gigantic volumes of accounting transactions throughout the fiscal year. Currently, the only review performed by the Controller-Treasurer Department is a year-end general ledger account balance review, as there is no dedicated staff person nor sufficient bandwidth amongst existing staff for additional reviews. An Accountant III position was approved by the Board as part of the FY15 Recommended Budget process to assist with the accounting challenges within the Health and Hospital System and the Social Services Agency. However, the Agency was left with no other option but to repurpose this position to address the increasing workload of staff in the Cost Management Division.The Cost Management Division is charged with the oversight of the annual County Cost Plan and County Fees and Charges to review and manage. The increased workload of SB 90 Mandate program has limited the oversight of the County Fees and Cost Recovery Program, Indirect Cost Rate and Productive Hours. The State Controller’s Office has been aggressive in challenging prior year SB 90 claims submitted by departments. Researching and responding to these audits, which involve tens of millions of dollars of potential revenue loss, has consumed considerable staff time. The staff that absorbed the SB 90 responsibilities is also responsible for maintaining the County Cost plan for federal and state grant reimbursement purposes, and the fee schedule, again involving tens of millions of dollars of revenue put at risk if work cannot be completed in a timely fashion.The Agency requests the Senior Financial Analyst position to assist with the ongoing fiscal oversight challenges within the Health and Hospital System and more critically in the Social Services Agency, recently heightened with the resignation of its Chief Fiscal Officer.

Proposal 7202 Augment Staff to Support the Finance Agency Administration

Recommended Action Add one 1.0 FTE Senior Management Analyst/Management Analyst position to support the Finance Agency Administration Office in the coordination of efforts with its four operating departments. This recommendation supports the overall direction to restore and enhance the County’s administrative infrastructure and capability at the central service level and to better support the needs of operating departments in the areas of budget, finance, human resources, training, procurement, technology and facilities.







Service Impact/Background This position will support the Finance Agency Administration. The Finance Agency Administration consists of the Director of Finance, Director of Information Services, the Financial and Administrative Services Manager and the Senior Executive Assistant. This position will provide the much-needed staffing support for the Agency. The Senior Management Analyst position will assist the Finance Agency Administration with the coordination of the Agency’s fiscal and administrative functions. These include the preparation of the Agency’s financial status reports and revenue projections. The Senior Management Analyst will help develop the Agency’s annual budget and fiscal information requested in legislative files submitted to the Board of Supervisors, Board Committees, and requests from the County Executive’s Office of Budget Analysis. The position will be responsible for coordination of human resources processes and requests for the Agency. The Senior Management Analyst will be responsible for coordinating request for proposals for fiscal or financial services utilized by County departments, schools and special districts such as the operational banking services, investment services and the renewal of contracts. The position will coordinate the agencywide training and development efforts.


Fiscal Year 2016 Budget ProposalsTax Collector (BU 0112)

Proposal 6975 Augment Staff to Support Property Tax Collection

Recommended Action Add 1.0 FTE Departmental Fiscal Officer position to handle the fiscal activities of the department, to oversee the accounting operations and staff, and to handle the merger of Cashiering functions and operations in the department. Allocate a one-time expenditure appropriation of $7,000 for systems, equipment, furniture and supplies. This recommendation supports the overall goal of restoring and enhancing the County’s administrative infrastructure to better support the needs of operating departments in the areas of budget, finance, human resources, training, procurement, technology and facilities.


Service Impact/Background The Departmental Fiscal Officer would support the department in the collection of over four billion dollars paid by property tax payers annually and ensure the distribution and payment of related fees and charges are handled in a timely manner. The department has managed its fiscal operations with the support of a senior accountant for many years. However, several factors have highlighted gaps in the department's fiscal, budgetary and accounting oversight that would be rectified with the addition of a fiscal officer assigned to oversee the financial operations of the department. The fiscal officer would manage the Accounting Division of 24.0 FTE positions and report to the Assistant Tax Collector.The fiscal officer would be responsible for ensuring a greater oversight of the property tax collection and accounting processes. The fiscal officer would be responsible for developing increased internal controls of the department’s Trust Fund - a repository of property tax payments under review. The fiscal officer would conduct regular audits of payments made under assessment appeals to prevent errors or duplications. The fiscal officer would work with the contract vendor to complete the development of the accounting module in the tax collection and apportionment system (TCAS) and the development of an interface between the Trust Fund and SAP to ensure accurate accounting of property tax funds. The department is changing reporting structure for its payment processing division currently under the oversight of the information systems unit. This unit would now be part of the Accounting Division, under the fiscal officer for better oversight and cross-training opportunities between the cashiers and payment processors processing non-cash transactions.The fiscal officer would assist in developing the department's budget and monitor, coordinate and evaluate personnel and activities of the entire fiscal operations of the department. The fiscal officer would be responsible for ensuring accounting accuracy, compliance, timeliness of deposits and development of reports in accordance with generally acceptable accounting principles and banking principles.





Fiscal Year 2016 Budget ProposalsCounty Recorder (BU 0114)

Proposal 6961 Staffing Support for County Archives and Document Management

Recommended Action Add 1.0 FTE Management Analyst/Associate Management Analyst B/A position to support the County Archives and the Finance Agency's Document Management System project. Allocate a one-time expenditure appropriation of $7,000 for systems, equipment, furniture and supplies. This recommendation supports the overall goal of restoring and enhancing the County’s administrative infrastructure to better support the needs of operating departments in the areas of budget, finance, human resources, training, procurement, technology and facilities.

Fiscal Impact Position Added: 1.0 FTEOngoing Cost: $112,835One-time Cost: $7,000

Service Impact/Background In recognition of a formal archive policy for the County to insure the preservation and availability for historical and evidentiary purposes of the official papers and artifacts of the County, the Board of Supervisors established by resolution, an Archive Policy in September 2004. The vision of the Board was to establish and maintain a Countywide records management program, utilizing the cooperation and support of County agencies and departments, and to identify it as a priority to enable the County to systematically control the creation, maintenance, and disposition of all County records. This vision also made provision for an archive facility for use by the public, County organizations, and any individual or organizations in need of historical and evidentiary information about the County. The Clerk-Recorder’s Office, with its primary charge as the repository of vital records – births, death and marriage certificates, property and business records for the County, was delegated by the Board to manage the County Archives Program in July 2012.After the contracted archivist resigned in 2012, the Board approved the addition of an unclassified Clerk-Recorder Office Specialist II/I position in FY14 to address the immediate needs of the County Archives. The use of the unclassified position was recommended until the department could evaluate the universe of the work to be accomplished, skill level and the management responsibility without a contracted archivist.The contracted archivist was responsible for the daily operations of the Archives, processing incoming records or collections, and managing the records. Currently, the types of records retained in the County Archives are quite extensive, ranging from the Clerk-Recorder’s records that date back to the 1850s to records from various County departments. The unclassified Clerk-Recorder Office Specialist II/I position was able to handle the daily operations of the Archives, which included providing assistance to the public in finding archival material, but the additional responsibilities such as processing collections and managing the records are beyond the job specifications of a Clerk-Recorder’s Office Specialist II/I. Evaluation of the program determined that the management analyst classification series will perform the duties effectively.The management analyst will also be responsible for supporting the Finance Agency departments with the implementation of an agencywide Document Management system. A pilot project is underway to reduce the manual process related to the review of tax roll corrections. This project will scan and index approximately one million documents. This project will support the Finance Agency in the reviewing and processing tax roll corrections and assessment appeals, thus making the required documents electronically available and accessible throughout the property tax system.






Proposal 6963 Augment Staff for Social Security Truncation Program

Recommended Action Add 1.0 FTE Unclassified Associate Management Analyst B/Associate Management Analyst A position to support the Social Security Truncation Program. Allocate a one-time expenditure appropriation of $7,000 for systems, equipment, furniture and supplies. This recommendation supports the overall goal of restoring and enhancing the County’s administrative infrastructure to better support the needs of operating departments in the areas of budget, finance, human resources, training, procurement, technology and facilities.

Fiscal Impact Positions Added: 1.0 FTEOngoing Cost: $112,835 (Non-General Fund)One-time Cost: $7,000 (Non-General Fund)

Service Impact/Background This recommendation will allow the Clerk-Recorder’s Office to meet the mandates of the Government code regarding the Social Security Truncation Program and to ensure that the Official Records are truncated beginning in 1980. Government Code 27301 mandates county recorders of each county to establish a social security number truncation program in order to create a public record version of each official record. This program includes the concurrent implementation of two components: 1.For official records recorded between January 1, 1980, and December 31, 2008, the recorder is required to create in an electronic format, an exact copy of the record except that any social security number contained in the copied record shall be truncated, with only the last four numbers displayed. In order to create a public record copy, the recorder must first truncate the social security numbers in all records that already exist in an electronic format and then create an electronic version of all other records and truncate social security numbers contained in those records.

2.For official records recorded on or after January 1, 2009, the recorder must create a copy of that record in an electronic format and truncate any social security number contained in that record.In 2007, the Clerk-Recorder’s Office established the Social Security Number Truncation Fund pursuant to Government Code 27361. On December 11, 2007, the Board of Supervisors authorized the Clerk-Recorder to charge an additional fee of one dollar for recording every instrument, paper or notice required or permitted by law to be recorded. The funds generated are designated for operational and systemic designs.The Social Security Number Truncation Program is a multi-year project that will sunset on December 31, 2017 unless reauthorized by the County Board of Supervisors. The Department hired two extra-help codes to assist with the program in the fall of 2013. As the project progressed through 2014, the Department realized the extra-help codes did not properly align with the required duties of the positions. There are management and analysis tasks that need to be performed to make the project successful. With the expected conversion project of all images, the department anticipates assigning tasks that are more complex, and analytical to this position. A management analyst classification will handle these requirements effectively.






The department will be undergoing an application environment replacement in FY15-16. Once the application is established, the department will reevaluate the staffing needs of the Truncation program.

Proposal 6965 Increase Appropriation for System Maintenance

Recommended Action Increase appropriation by $300,000 for ongoing maintenance of the Office’s primary application environment. The completion of the system replacement will enable the Office to better serve customers by providing the ability to produce documents more quickly and easily for processing. There are additional costs associated with the maintenance of the new application.

Fiscal Impact Ongoing Cost: $300,000 (Non-General Fund)

Service Impact/Background The Clerk-Recorder’s Office implemented its document imaging and storage application in 1994. Over the years, the application has been extended to automate the department's business processes. The Department requested funds in the FY 2013 Budget to replace the existing application. The acquisition of this new system was through a formal request for proposal. Department is in the negotiation phase of the selection process and anticipates implementation of the new system to begin in the fall of FY 2016.The completion of the system replacement will enable the Office to better serve customers by providing the ability to produce documents more quickly and easily for processing. There are additional costs associated with the maintenance of the new application, this ongoing allocation will allow the department to meet maintenance cost related to the new application.




Proposal 6967 Allocate Appropriation for Document Inventory System

Recommended Action Allocate one-time appropriation to implement a document inventory system. This recommendation will allow the County to accurately track, locate, and secure physical records that are in the custody of the Clerk-Recorder’s office. In addition, staff efficiency and the ability to serve the public with access requests will be improved.

Fiscal Impact One-time Cost: $60,000 (Non-General Fund)

Service Impact/Background With over 15 million records in the custody of the County Clerk-Recorder, an improved inventory system is needed to manage and secure these records and collections. These items, which include books, film, artifacts, and photo collections, are approximately 45,000 physical units that need to be inventoried. The Clerk-Recorder’s Office will utilize the funding to implement a technology solution in FY 2016 to help track, locate, and secure these items.






Proposal 6968 Allocate Appropriation for Conversion Project

Recommended Action Allocate an ongoing appropriation of $100,000 to convert films and books to digital images. This recommendation supports the goal of this office to maintain a single, digitized repository of all land records that are in the custody of the Clerk-Recorder’s office. The result of this effort is an enhanced infrastructure to improve staff efficiency and the public’s access to these records.

Fiscal Impact Ongoing Cost: $100,000 (Non-General Fund)

Service Impact/Background The Records Management System maintains digital images of records dating back to 1981. It is a goal of this office to digitize all records dating back to 1848, many of these records are currently on films and books. Upon conversion to digital images, these records will be imported and indexed into the system. A project of this magnitude would span multiple years as an estimated 4-5 million records will need to be converted.




Proposal 6969 Allocate Appropriation to Replace Receipt and Label Printers

Recommended Action Allocate one-time appropriation of $50,000 to replace receipt and label printers in the office. This recommendation supports the goal of the office to maintain current technology solutions and replace aging hardware and peripheral components.


Service Impact/Background Aging receipt printers and high-volume label printers will need to be replaced and deployed in 60 workspaces. These devices have been in production for 8-10 years and are critical hardware components to business processes such as the digitizing of records (6,000 documents per week) and servicing customers with their copy requests (13,000 transactions per month).




Proposal 6971 Replacement of Self-Service Lobby Hardware

Recommended Action Allocate one-time appropriation of $70,000 to replace the self-service hardware. This recommendation supports the goal of the office to maintain current technology solutions and replace aging, unsupported hardware and peripheral components.


Service Impact/Background The Clerk-Recorder’s office currently maintains 25 workstations in the public lobby for various self-service offerings. Due to the age of this hardware and the Windows XP End-Of-Support-Life, these workstations and monitors will need to be replaced. The department is also exploring the incorporation of digital signage in the lobby.






Proposal 7167 Recognize Revenue for Fictitious Business Statement

Recommended Action Increase the current fee for the filing of Fictitious Business Name Statement to $40.00 from $37.35 for cost recovery.

Fiscal Impact Ongoing Revenue: $35,000

Service Impact/Background Services offered to the customers will not change. This will allow the department to recover costs for the service. The new fee will generate approximately $35,000 in additional revenue each year to the General Fund.Per County Ordinance Section A15-53, the Clerk-Recorder may establish a fee schedule by resolution, for products and services provided by the Office of the Clerk-Recorder. Government Code 54985 allows the department to recover the costs of providing a service. Currently, the Office charges $37.35 for the filing of a fictitious business name statement. A fee survey of California counties show the fees ranging from $10 to $47.Based on a cost analysis, the department recommends a charge $40.00 for each filing for one owner. The Business Division filed 13,054 FBNs in FY2014. The increase in fee will generate approximately $35,000 in ongoing revenue.

On-Going Net Savings: $35,000




Fiscal Year 2016 Budget ProposalsDepartment Of Revenue (BU 0148)

Proposal 6972 Augment Staff to Support Revenue Collections Operations

Recommended Action Add 1.0 FTE Management Analyst/Associate Management Analyst B/Associate Management Analyst A position to support the day-to-day operations of the department. Allocate a one-time expenditure appropriation of $7,000 for systems, equipment, furniture and supplies. This recommendation supports the overall goal of restoring and enhancing the County’s administrative infrastructure to better support the needs of operating departments in the areas of budget, finance, human resources, training, procurement, technology and facilities.


Service Impact/Background The department has grown significantly due to additional collection programs and processes and increased account volumes. In the last ten years, staffing resources has increased by 43% and public visits to the office quadrupled. The department has also seen greater service complexities brought by new initiatives such as California Realignment (AB109), health care reform and changes to victim restitution requirements. Monitoring of these greater and more complex programs has been a difficult challenge without any analytical support for the department.This management analyst would perform a variety of analytical duties and studies/projects that support the improvement of management functions, practices and services and the implementation of program objectives. The management analyst would provide both generalist and specialized analytical functions, which include a wide array of management analysis assignments and performance. Typical assignment areas would include collections operations workflow analysis (e.g., account scoring, collection rates, automation tools), management and organization, to include extended hours program, staffing and program evaluation such as Health Net impacts. Other areas of responsibilities would include policy and procedure development, management information analysis, employee training, contract compliance and Request for Proposal issuance, and special assignments such as Parking Enforcement Review Committee.Revenue cost recoupment for the management analyst is based on 60% average application to collections, per PC 1463.007.





finance agency fy16budgetsubmission - granicus

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