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Program A: Executive Administration

Program Authorization: R.S. 39:1 et seq.; 39:101; 39:140; 39:321; 39:1485 et seq.; 39:1562; 39:1641 et seq; 38:221 et seq.; 36:4; 41:1; 42:1261 et seq.; 49:141: 49:663.1; 49:954.1

PROGRAM DESCRIPTION

The mission of the Executive Administration Program of the Division of Administration is to provide centralized administrative and support services to all state agencies and the state as a whole by developing, promoting and implementing executive policies and legislative mandates.

The goals of the Executive Administration Program of the Division of Administration are:

  1. Ensure that the financial accounting and budgetary information is timely, consistently fully integrated, easily accessible and accurate.
  2. Promulgate procedures for state agencies and institutions to purchase quality goods and services, and enter into legal and ethical contractual agreements which demonstrate innovative and creative leadership.
  3. Provide innovative leadership and implementation of sound management practices for the cost effective deployment of appropriate information and communications technology.
  4. Improve the quality of life of citizens of the State of Louisiana, principally those of low and moderate income, through the implementation of sound management practices and effective administration of the Louisiana Community Development Block Grant..
  5. Provide for effective and efficient dissemination, execution and implementation of executive policy and legislative mandates.

 

The Executive Administration Program of the Division of Administration includes the following activities: Administrative and Integrated Statewide Information System.

The Administrative activity is composed of the following:

Commissioner's Office: The Commissioner's Office oversees and coordinates the activities of twenty-three sections within the Division of Administration. These sections perform a wide variety of legislatively mandated activities and other required functions of state government in keeping with the commissioner's overall responsibility. The Commissioner's Office works through the various Division of Administration sections to encourage and implement sound management practices, to promote state government accountability, and to address the individual needs of all state agencies and employees.

Legal: The Office of General Counsel provides quality, professional legal services to the commissioner of administration, his staff, and all sections of the Division of Administration. This includes provision of legal advice as well as legal representation in judicial and administrative forums. General counsel staff also provide legal advice to other executive branch agencies regarding matters within the purview of the Division of Administration.

Personnel: The Office of Personnel Services provides a full range of personnel services to more than 1,500 workers employed by the Division of Administration, the Office of the Governor, the Board of Regents, the Board of Elementary and Secondary Education, and the State Council on Vocational Education. Those services include: classification and pay, employee benefits, employee relations, and recruitment and selection.

Finance and Support Services: The Office of Finance and Support Services provides accurate and timely accounting services as well as support and financial management reporting to various offices and agencies within the Executive Department, the Division of Administration, the Board of Regents, the Board of Elementary and Secondary Education, the State Advisory Council for Vocational Education, and the State Police Commission. The office also provides similar services to the Louisiana Office Building Corporation, the Louisiana Office Facilities Corporation, the Louisiana Correctional Facilities Corporation, and to a wide range of programs and services funded under Schedule 20 of the General Appropriation Act. In addition, the office administers and controls the financial aspects of the Louisiana Equipment and Acquisition Fund

Planning and Budget: The Office of Planning and Budget is made up of two sections, Planning Section and Budget Section. The Planning Section is responsible for planning, accountability, and other management services (including the integration of performance information into the budget development process and the provision of training and technical assistance in planning, budgeting, and accountability). The section also produces the annual State of the State report, manages the State Census Data Center and Info Louisiana (Louisiana state government's official Internet website), and participates in the Consensus Estimating Conference, Database Commission, Geographic Information Systems Council, and Statewide Flood Control Program. The Budget Section has primary responsibility for budget-related services, such as financial analysis, development of the annual executive budget, and operating budget monitoring and control. In addition, through the state economist, the Budget Section provides revenue projections to the Revenue Estimating Conference.

Statewide Reporting and Accounting Policy: The Office of Statewide Reporting and Accounting Policy is both a service and control operation within the Division of Administration. The office has two sections: the Financial Management Reporting Section and the Financial Systems Section. The Financial Management and Reporting Section has primary responsibility for financial reporting services including preparation of the Comprehensive Annual Financial Report (CAFR), preparation of interim financial reports as required, and the negotiation of the Statewide Cost Allocation Plan. The Financial Systems Section has responsibility for statewide accounting services and control functions including assisting various agencies and commissions in resolving intricate and complex financial problems through the help desk, establishing statewide accounting policies and procedures, maintaining the statewide vendor file, and maintaining the Cash Management Improvement Act (CMIA) Agreement with the federal government

Facility Planning and Control: The Facility Planning and Control (FP&C) Section assists in the management of the state's finances and fixed assets by administering the state's comprehensive capital outlay budget process and implementing a comprehensive, centralized facility management program. The FP&C Section is also responsible for analyzing capital outlay requests, contracting for the planning and construction of outlay requests, contracting for the planning and construction of projects, conducting periodic inspections, and disbursing funds. Through the implementation of a comprehensive, centralized facility management/asset management program, this section provides development and implementation of uniform standards for capital outlay projects; establishment of equitable, uniform space standards; maintenance of an accurate and comprehensive database of the state's fixed assets; avoidance of costly duplication of facility management systems; and provides access to a common database for a multitude of users.

State Lands: The State Land Office strives to ensure the highest possible economic return from state lands and waterbottoms while encouraging their maximum public utilization. The office's responsibilities include: identifying, mapping, inventorying, and coordinating agency management of public lands and waterbottoms; and selling or otherwise disposing of all properties no longer useful to the state, in accordance with state law. In fostering multiple utilization of the state's natural resources, the State Land Office must balance individual agency usage with land and timber management, surface and mineral leasing, rights-of-way, and subsurface agreements.

State Buildings and Grounds: The Office of State Buildings (which was created by Act 73 of 1948) is charged with managing, operating, and maintaining certain public state buildings and the grounds that surround them. This charge includes ensuring that all buildings are safe, energy-efficient, comfortably cooled and heated, attractive, and properly maintained. This office provides security, custodial services, waste management, and repairs and renovations to facilities under its jurisdiction. This office is also responsible for ensuring the timely and proper maintenance of elevators.

Contractual Review: The Office of Contractual Review (OCR) is charged by law with adopting rules and regulations for the procurement, management, control, and disposition of all professional, personal, consulting, social services, and cooperative endeavor agreements required by state agencies. The OCR decides all matters of policy relative to contracts in order to ensure that contracts for services are awarded and maintained in a uniform and equitable manner. Contracts received by the OCR are reviewed to ensure that they comply with laws and regulations, that funding is available, and that the proposed services are reasonable and advisable. The review process also ensures that a central record is maintained and that comparative statistics in the number and kinds of services needed can be developed for planning purposes.

Information Services: The Office of Information Services provides data processing and support to the Division of Administration and is responsible for the design, development, operational support, and maintenance of applications and software on the Division of Administration mainframe, midrange computers, servers, and personal computers. This includes several large statewide applications, such as the state's Integrated Statewide Information Systems, the Uniform Payroll System, the Advanced Government Purchasing System, and the new Performance Indicator Tracking database as well as many other systems that directly support the specific business needs of the Division of Administration sections and some outside customers. Specific responsibilities include: applications system analysis, design, programming, and maintenance; operational support, including computer operations, production control, system software support, database administration, and help desk; procurement, installation, hardware and software technical support for personal computers and the network; and customer support encompassing consulting, planning, training, and education on applications used by Division of Administration personnel.

Uniform Payroll System: The Office of State Uniform Payroll provides user agencies with the capability to process employee compensation in an accurate, uniform, and timely manner through the operation and enhancement of the Uniform Payroll System. The Office of State Uniform Payroll staff provides user agencies and their employees services including payroll training, employee payment, payment of payroll liabilities, centralized accounting of payroll liabilities and disbursements, and information regarding changes in federal and state laws relative to payroll processing.

State Purchasing: The Office of State Purchasing is responsible for standardizing and procuring goods and services required by state agencies. This office issues contracts covering the majority of items required by agencies and political subdivisions as well as processes requisitions and orders for those items not covered by annual contracts. In addition to controlling costs, this office enables the state to reduce costs by realizing true economies of scale while ensuring that small and large agencies alike get the best pricing available. This office also serves an information and education function through its sponsorship and participation in educational seminars designed to assist agencies in understanding and utilizing the procurement code.

Comprehensive Public Training Program: The Comprehensive Public Training Program (CPTP) is the only statewide training program for Louisiana state employees. The CPTP offers programs in management development and supervisory training, skills training for nonsupervisory employees, and training in the use of microcomputer software packages. The CPTP offers a cost-effective method for providing training specific to the work environments of state government and CPTP classes have an added advantage of being specifically designed to address current needs in state government. Through these training services, needed assistance is being provided to state government agencies in an effort to maximize their human resources.

The Integrated Statewide Information System activity (organizationally expressed as the Office of Statewide Information Systems or OSIS) was created to serve as a support entity to ensure the success of the Integrated Statewide Information Systems (ISIS). The ISIS is a fully integrated financial information system serving a broad range of statewide users. However, all branches of government have access to the financial information. The OSIS works with and provides administrative support to the ISIS steering Committee and Standards Committee, the Division of Administration ISIS Management Team, and the ISIS User Groups to establish priorities for changes and/or enhancements and to ensure integration across all subsystems of ISIS. In its support role, the OSIS maintains central control and access to ISIS; provides a help desk for user support; develops and provides training courses for users; is responsible for production control functions; and provides functional expertise and consultation to user agencies.

OBJECTIVES AND PERFORMANCE INDICATORS

Unless otherwise indicated, all objectives are to be accomplished during or by the end of FY 1999-2000. Performance indicators are made up of two parts: name and value. The indicator name describes what is being measured. The indicator value is the numeric value or level achieved within a given measurement period. For budgeting purposes, performance indicator values are shown for the prior fiscal year, the current fiscal year, and alternative funding scenarios (continuation budget level and Executive Budget recommendation level) for the ensuing fiscal year (the fiscal year of the budget document).

 

RESOURCE ALLOCATION FOR THE PROGRAM

SOURCE OF FUNDING

This program is funded with State General Fund, Interagency Transfers, Fees and Self-generated Revenue, Statutory Dedications and Federal Funds. Interagency Transfers are received from various state agencies for computer services, training services and maintenance and utilities on state-owned buildings. Interagency Transfers are also received from the Office of Mineral Resources for work associated with mineral lease applications. Fees and Self-generated Revenues are derived from the following: (1) support services for ancillary agencies; (2) a $50 vendor subscription fee to be on the computerized bid list; (3) maintenance and utility costs from ancillary agencies and non-appropriated budget units; (4) data processing services to ancillary appropriations; and (5) timber sales, land sales, granting rights-of-way, and reproductions and sales. Statutory Dedications are derived from the Louisiana Technology Innovation Fund created by Act 481 of the 1997 Regular Legislative Session and the Louisiana Asbestos Detection and Abatement Fund. (Per R.S. 39:32B. (8), see table below for a listing of expenditures out of each statutory dedicated fund.) Federal Funds are derived from the U.S. Department of Housing and Urban Development.

ANALYSIS OF RECOMMENDATION

GENERAL FUND

TOTAL

T.O.

DESCRIPTION

 

 

 

 

 

$45,066,399

$69,197,349

590

 

ACT 19 FISCAL YEAR 1998-1999

 

 

 

 

 

 

 

 

 

BA-7 TRANSACTIONS:

$5,253,006

$5,253,006

0

 

Carry Forward for contractual services and purchase orders encumbered but not liquidated prior to the close of 6/30/98

$0

$0

9

 

BA-7 adds 9 new authorized positions, 7 of which is for the implementation of the Human Resources Management System and 2 positions are in the Office of Statewide Reporting and Accounting due to the AFS System

 

 

 

 

 

$50,319,405

$74,450,355

599

 

EXISTING OPERATING BUDGET Ė November 20, 1998

 

 

 

 

 

$370,851

$386,303

0

 

Annualization of FY 1998-1999 Classified State Employees Merit Increase

$399,456

$416,100

0

 

Classified State Employees Merit Increases for FY 1999-2000

$436,300

$428,631

0

 

Risk Management Adjustment

$547,584

$549,684

0

 

Acquisitions and Major Repairs

($769,281)

($1,101,976)

0

 

Nonrecurring Acquisitions and Major Repairs

($5,253,006)

($5,253,006)

0

 

Nonrecurring Carry Forward for contractual services and purchase orders encumbered but not liquidated prior to the close of 6/30/98

$47,494

$47,494

0

 

Legislative Auditor Fees

($206,825)

$541,759

0

 

Maintenance of State-owned Buildings

$523,478

$545,290

0

 

Salary Base Adjustment

($459,491)

($478,636)

0

 

Attrition Adjustment

($558,030)

($1,116,059)

0

 

Salary Funding from Other Line Items

$11,191

$11,191

0

 

Civil Service Fees

$45,277

$47,164

0

 

Other Annualization of partially funded positions

$98,388

$102,488

0

Other Annualizations of Training Series Adjustments

$495

$495

0

 

Other Annualizations of parking costs for Data Base Commission

$67,637

$67,637

0

Other Annualizations for mainframe tape upgrade

$55,401

$55,401

0

Other Annualizations for Year 2000 Testing Configuration

$28,901

$28,901

0

Other Annualizations to replace HP Unix Services

$74,884

$74,884

0

Other Annualizations for memory upgrade

$22,160

$22,160

0

Other Annualizations for Human Resource Project Disk Development

$62,189

$62,189

0

Other Annualizations for Human Resource Project Hardware Development

$305,553

$305,553

0

Other Annualizations for personnel costs associated with Human Resource Project

$0

($850,000)

0

Other Nonrecurring Adjustments for LA Free Net received from the Department of Education

($30,150)

($30,150)

0

Other Nonrecurring Adjustments for LA Data Base Commission

($150,000)

($150,000)

0

Other Nonrecurring Adjustments for the organ allocation suit

$0

($3,000,000)

0

 

Other Nonrecurring Adjustments for the Asbestos and Abatement one time expense

($5,000,000)

($5,000,000)

0

Other Nonrecurring Adjustments for the Year 2000 Compliance funding

$33,737

$35,143

0

Other Adjustments for Training Series/Career Adjustment

$158,379

$164,978

0

Other Adjustments for Maintenance and Trade Upgrade

$0

$23,000

0

 

Other Adjustments for increased supplies expense in State Payroll

$711,992

$711,992

0

 

Other Adjustments due to rate increase on maintenance of software and hardware

$241,973

$241,973

0

 

Other Adjustments for rate increase on rental equipment in Facility Planning and State Building and Grounds

$40,000

$40,000

0

 

Other Adjustments for CORTS rewrite

$92,120

$92,120

0

 

Other Adjustments for termite inspection contract

$91,194

$91,194

0

 

Other Adjustments for equipment repairs and maintenance

$5,000

$5,000

0

 

Other Adjustments for Governorís Mansion grounds improvements

$110,800

$110,800

0

 

Other Adjustments to add financial history disk space

$0

$250,000

0

 

Other Adjustments for the DOW Chemical property

$500,000

$500,000

0

 

Other Adjustments to provide for the Governorís transition expenses

$6,100,411

$6,100,411

5

 

Other Adjustments to provide for the ISIS Human Resources Systems Initiative

$117,506

$117,506

0

 

Other Adjustments to provide for operations and maintenance of the Old Governorís mansion

$80,000

$80,000

0

 

Other Adjustments to budget for the Pentagon Courts Maintenance in State Buildings and Grounds

$29,013

$0

0

 

Means of Financing Substitution - Replace Federal Funds with State General Fund for an existing position in the Community Development Block Grant Program

$0

$192,280

2

 

New and Expanded Adjustment - To fund the Atchafalaya Basin Project in State Land Office and associated positions

         

$49,301,986

$69,920,249

606

 

TOTAL RECOMMENDED

 

 

 

 

 

($1,017,419)

($4,530,106)

7

 

DIFFERENCE (TOTAL RECOMMENDATION AND EXISTING OPERATING BUDGET)

The total means of financing for this program is recommended at 93.9% of the existing operating budget. It represents 88.8% of the total request ($78,744,579) for this program. The reduction in the recommended budget is largely due to non-recurring carry forwards for Louisiana Free Net, Organ Allocation, and the Louisiana Asbestos Detection and Abatement funding.

PROFESSIONAL SERVICES

$100,000

 

Other Professional Services for providing statewide training on reengineering and bench marking within state government

$451,923

 

Other Professional Services for a personnel management/performance appraisal plan

$31,004

 

Legal Services for administrative hearing officers, attorneys and expert witnesses for administrative hearings

$144,401

 

Other Professional Services for various functions such as providing a statewide year 2000 assessment, designing the cover and divider pages of the CAFR, relocating offices on the 8th floor to the 5th floor of the State Office Building, and providing keynote speakers for the Governor's Conference on Accountability and Citizen Services

$69,175

 

Other Professional Services for technical services contract support relating to networking, database access and consulting services to enhance and maintain a web-site

$282,636

 

Other Professional Services for Corts Maintenance Modification ($50,000) and to provide a fully operational computer facility to transfer operations in the event of a major disaster ($232,636)

$1,897,700

 

Other Professional Services to provide for the implementation of the Human Resource Project

$250,000

 

Other Professional Services to develop and implement a computerized tax adjudicated records system statewide

$184,500

 

Other Professional Services to provide document imaging consulting services and scanning historical records

 

 

 

$3,411,339

 

TOTAL PROFESSIONAL SERVICES

OTHER CHARGES

$4,583,150

 

Provides funding for professional services contracts associated with the modification and on-going maintenance of the Integrated Statewide Information System (ISIS)

$878,889

 

Comprehensive Public Training Program is mandated to conduct management development and general applicable skills for training state employees through a professional services contract with Louisiana State University's Public Management Program

$724,619

 

Personnel costs associated with the Human Resource Project

$250,000

 

Contract for legal services and expert engineering and surveying to protect state assets

$207,467

 

Legislative Auditor

$500,000

 

Transition Expenses

     

$7,144,125

 

TOTAL OTHER CHARGES

 

 

 

 

Interagency Transfers:

$79,143

 

Department of Civil Service and Comprehensive Public Training Program

$1,100

 

Department of State for microfilm services

$5,000,000

 

Louisiana Technology Innovations Fund created as a result of Act 481 of the 1997 Regular Session for the procurement of information technology and telecommunications systems and services

$3,000

 

Department of Transportation and Development for Office of Information Systems expenses

$80,000

 

Funding for Pentagon Courts Maintenance in State Building and Grounds

$31,100

 

Department of Justice for the Office of Facility Planning associated with the Capital Outlay local projects

$141,194

 

State Buildings and Grounds Major Maintenance and Repair Auxiliary account to be used for repairs and major maintenance of state owned buildings

$174,041

 

Contractual services provided for Geological Information Systems services for the Data Base Commission

 

$5,509,578

 

TOTAL INTERAGENCY TRANSFERS

     

ACQUISITIONS AND MAJOR REPAIRS

$1,007,190

 

Replacement and new construction, office, computer and data processing equipment. Also includes funding for the DOW Chemical Land Tract Purchase

 

 

 

$1,007,190

 

TOTAL ACQUISITIONS AND MAJOR REPAIRS


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