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Program B: Management and Finance

Program Authorization: R.S. 36:406 (A),(B),and (C)

PROGRAM DESCRIPTION

The mission of the Office of Management and Finance is to provide effective support services in an efficient, expeditious and professional manner to all budget units within Public Safety Services.

The goals of the Office of Management and Finance are:

  1. Provide, promote and/or accelerate the use of technology to improve efficiency and effectiveness of information and communication services.
  2. Improve the quality of Public Safety Services Human Resource assets through training, recognition, development programs, and safety.
  3. Initiate and/or streamline management functions to achieve exemplary results in areas of internal operations, cost efficiency, and service delivery.

The Management and Finance Program is composed of the following activities (organizationally expressed as sections): Human Resources Management, Procurement and Materiel Management, Information Services and Communications, Finance, Budget, Internal Audit and Buildings and Grounds.

The Human Resources Management Section provides comprehensive human resources programs for all budget units within Public Safety Services. This includes: personnel records management, position classification, pay administration, recruitment, selection and placement, promotional activities, grievance/disciplinary procedures, performance evaluation, employee orientation and training, employee benefits counseling, affirmative action/equal employment opportunity, supervisory/management counseling, preparing reports and studies, manpower planning, development of personnel policies and procedures, departmental liaison with the Department of State Civil Service, and general employee counseling.

The Procurement and Materiel Management Section is responsible for directing, planning, and coordinating administrative functions relating to: procurement of all goods, services, materials, and equipment necessary for the statewide operation of the department; inventory and supply management of all goods and materials stored in the central supply warehouse; and the management of all department receiving. The section is also responsible for the physical property inventory of six budget units and property control management of all department property transactions.

The Information Services and Communications Section provides the data processing functions and communications functions for Public Safety Services. This includes furnishing systems development, programming and hardware operations to service the various users within the Department of Public Safety and Corrections and law enforcement agencies throughout the state. In addition, training in hardware and software areas is provided for all users.

The Finance Section is responsible for all deposits of receipts as well as payment for bills; supplemental payments to municipal police, firemen, constables, and justices of the peace; issuance of payroll checks; and maintenance of records and reporting to local, state, and federal authorities. In addition, the Finance Section has responsibility for the Public Safety Services mail and messenger services provided to all Public Safety Services facilities.

The Budget Section directs, coordinates, and administers budget development, implementation and control.

The Internal Audit Section independently audits the respective budget units which includes the development of the internal audit plan and internal audit program. Activities include audit of financial documents, accounting records, reports, inventories, electronic data processing systems and other financial information relative to verify compliance with established policies, procedures, laws and regulations.

The Building and Grounds Section functions as a support service to the Department of Public Safety by administering all construction, maintenance, and housekeeping activities for the department. These activities include upkeep and renovations to all facilities, relocation and moving offices, and demolition of facilities. Facilities includes two large physical plant locations in Baton Rouge, nine State Police troop offices, three State Police regional offices, the ATAP bombing range, the State Police gun range, the Hazardous Material Training Facility, 103 motor vehicle offices, and the State Fire Marshal offices.

OBJECTIVES AND PERFORMANCE INDICATORS

Unless otherwise indicated, all objectives are to be accomplished during or by the end of FY 1999-2000. Performance indictors 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).

The success of this program is reflected in the success of the other programs in the Department of Public Safety and Corrections, Public Safety Services. Performance information consistent with this program's strategic plan and with the statewide model for administration/support service programs will be reported next year. For the FY 1998-99 budget development cycle, the following performance information is reported.

 

 

RESOURCE ALLOCATION FOR THE PROGRAM

SOURCE OF FUNDING

This program is funded with State General Fund, Interagency Transfers, Fees and Self-generated Revenues, and Statutory Dedications. The Interagency Transfers are from the Department of Revenue and other agencies within the Department of Public Safety and Corrections for data processing and various other services provided by the office. The Fees and Self-generated Revenues are derived from the sale of data base information, insurance recovery, law enforcement network charges and fees generated by the Office of Motor Vehicles. The Statutory Dedications are derived from video draw poker and riverboat gaming. (Per R.S. 39:32B.(8), see table below for a listing of expenditures out of each statutory dedicated fund.)

ANALYSIS OF RECOMMENDATION

GENERAL FUND

TOTAL

T.O.

DESCRIPTION

 

 

 

 

 

$2,115,824

$32,206,962

224

 

ACT 19 FISCAL YEAR 1998-1999

 

 

 

 

 

 

 

 

 

BA-7 TRANSACTIONS:

$0

$49,950

0

 

Carry forward of funding to provide for computer training for the new State Police mobile display terminals

$0

$98,888

0

 

Information Technology Fund

$0

$0

7

 

Additional data processing positions

 

 

 

 

 

$2,115,824

$32,355,800

231

 

EXISTING OPERATING BUDGET November 20, 1998

 

 

 

 

 

$0

$365,208

0

 

Annualization of FY 1998 -1999 Classified State Employees Merit Increase

$0

$120,809

0

 

Classified State Employees Merit Increases for FY 1999 -2000

$0

($83,856)

0

 

Risk Management Adjustment

$0

$105,652

0

 

Acquisitions and Major Repairs

$0

($49,950)

0

 

Nonrecurring carry forward Funding to provide for computer training for the new State Police mobile display terminals

$0

($32,528)

0

 

Legislative Auditor Fees

$0

($1,489)

0

 

Maintenance of State-owned Buildings

$0

$9,063

0

 

UPS Fees

$0

$239,519

0

 

Salary Base Adjustment

$0

($203,664)

0

 

Attrition Adjustment

$0

($418,284)

0

Salary Funding from Other Line Items

$0

$3,047

0

 

Civil Service Fees

($839,744)

($839,744)

(2)

 

Other Nonrecurring Adjustments - Year 2000 expenditures

$0

($98,888)

0

 

Other Nonrecurring Adjustments - Technology Innovations Fund

($1,276,080)

$0

0

 

Means of Financing Substitution Replace State General Fund with Motor Vehicle Fees and Fees and Self-generated Revenues

 

 

 

 

 

$0

$31,470,695

229

 

TOTAL RECOMMENDED

 

 

 

 

 

($2,115,824)

($885,105)

(2)

 

DIFFERENCE (TOTAL RECOMMENDED AND EXISTING OPERATING BUDGET)

The total means of financing for this program is recommended at 97.2% of the existing operating budget. It represents 79.4% of the total request ($39,634,252) for this program. The reduced funding and the reduction in the T.O. is primarily due to the elimination of nonrecurring funding for Year 2000 expenditures and the elimination of nonrecurring Technology Innovations Funding. Also contributing to the reduction in State General Fund revenues is the Means of Financing Substitution, where State General Fund is replaced with Fees and Self-generated revenues. Other significant adjustments include removal of nonrecurring carry forward funding, reduced risk management premiums, and reduced legislative auditor fees.

PROFESSIONAL SERVICES.

$49,500

 

Vendor consultant for data processing regarding Year 2000 compliance

 

 

$49,500

 

TOTAL PROFESSIONAL SERVICES

 

 

OTHER CHARGES

$238,896

 

Legislative Auditor expenses

$325,000

 

Sale of data base information

 

 

 

$563,896

 

TOTAL OTHER CHARGES

 

 

 

 

 

Interagency Transfers:

$261,346

 

Transferred to State Treasury for central depository banking

$23,031

 

Transferred to State Police for automotive maintenance

$2,478

 

Transferred to Division of Administration Office of Information Services

$83,313

 

Transferred to Division of Administration for postage incurred due to direct deposit of payroll checks

$29,499

 

Civil Service/Comprehensive Public Training Program charge for pro rata share of expenses

 

 

 

$399,667

 

TOTAL INTERAGENCY TRANSFERS

ACQUISITIONS AND MAJOR REPAIRS

$105,652

 

Replacement computer equipment

     

$105,652

 

TOTAL ACQUISITIONS AND MAJOR REPAIRS


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