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Program A: Executive and Administrative Support

Program Authorization: R.S. 36:471C

PROGRAM DESCRIPTION

The mission of the Executive and Administrative Support Program is to provide a comprehensive management support system to the offices of the Department of Social Services and other consumers of its services in an efficient and effective manner. This program now includes the Licensing and Rate Setting functions, pursuant to approval granted by the Joint Legislative Committee on the Budget in October of 1998.

The goals of the Executive and Administrative Support Program are:

1. Provide overall direction and support to the Department of Social Services

2. Improve the quality of work life for the Department of Social Services personnel.

3. Achieve and maintain maximum productivity of all resources.

4. Maintain an effective external communication system.

The major activities of the Office of the Secretary include appeals, audit, communication services, general counsel, licensing and child care registration, and rate setting. Major activities of the Office of Management and Finance include civil rights, fiscal services, human resources, information services and planning and budget.

Appeals is responsible for the system of administrative hearings required by federal laws, state statues, and provider contracts within the Department of Social Services. Under this system of adjudicatory hearings, clients and providers aggrieved by agency decisions are granted hearings that meet due process standards. Decisions rendered as a result of the hearing are the final administrative remedy within the Department, but are subject to judicial review. Also provided is a system of public hearings, conducted under the provision of the Administrative Procedures Act of the State of Louisiana, that allows for rule making and policy formulation for various programs within the Department.

Audit is responsible for reviewing audit reports of agencies and local governments that have a contract with the Department. The purpose of the review is to ensure that the audits are in compliance with the applicable OMB circular. Other functions include performing audits for the Department, and performing audit monitoring and resolution functions for agencies with contracts with the Department.

Communications Services supports the Department by communicating its programs and policies to staff, the media, the public and other governmental agencies, both State and federal.

General Counsel provides legal representation for the Department of Social Services and its employees including defense, advice, assistance and protection. It also provides representation against legal challenges presented by sources who complain about implementation of rules and laws implemented by the Department.

Licensing and Child Care Registration develops and maintains regulations for all programs required to be licensed, and conducts site visits to insure adherence to regulations. It also registers all family day care homes that request registration.

Rate Setting establishes per diem rate for 24-hour substitute care providers in programs such as residential treatment facilities, independent and transitional living programs, private foster care providers, and therapeutic care providers.

Civil Rights functions, as required by federal legislation, is to ensure equal delivery of services, and equal employment opportunities throughout the Department of Social Services and its contractors and subcontractors.

Fiscal Services provides fiscal and related management support services to the Office of the Secretary and the entire Department. Functions include financial management, payment management, payroll and purchasing.

Human Resources administers and coordinates human resources programs throughout the Department by providing consultative and technical services concerning laws, policy rules and regulations. This section also directs and manages the human resources program for the Executive Office of the Secretary and the Office of Management and Finance in the areas of pay administration, classifications and evaluations, equal employment opportunity and affirmative action, benefits, recruitment, employee relations, and performance evaluations.

Planning and Budget performs and coordinates functions related to budget, strategic planning, policy formulation and issuance; rulemaking, program evaluation and research, legislative tracking, special studies, and related activities. Planning and Budget also serves as the clearinghouse for planning, policy and evaluation data; reviews and analyzes state and federal legislation and regulations; and prepares position papers and special studies and reports relative to the programmatic and administrative responsibilities of the Department.

Information Services provides computer support to all the offices within the Department of Social Services and computer support, except applications development, to the Department of Health and Hospitals, as well as a dedicated data line connecting the Department of Public Safety to the Division of Administration for the LSU Health Care Services Division. The division works closely with data processing users on new and revised legislative programs to incorporate computer processing to implement, control and manage federal and state historical, statistical and financial information. In addition to data processing, technical support services are provided to all of the users of the computer programs maintained by the section.

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 General Fund, Interagency Transfers and Self-generated Revenue. Interagency Transfers are received from the other three agencies in the Department for indirect costs allocated to them, and for supplies from the DSS warehouse; from various agencies in the Department of Health and Hospitals for supplies, and from the LSU, Health Care Services Division for data processing services. Self-generated Revenues are received for licensing fees and the sale of licensing manuals.

ANALYSIS OF RECOMMENDATION

GENERAL FUND

TOTAL

T.O.

DESCRIPTION

 

 

 

 

 

$7,243,660

$29,241,460

346

 

ACT 19 FISCAL YEAR 1998-1999

 

 

 

 

 

 

 

 

 

BA-7 TRANSACTIONS:

$0

$0

4

 

Four authorized attorney positions were added after approval by the Commissioner of Administration to handle the increased legal workload associated with the Child Welfare program in the Office of Community Services

 

 

 

 

 

$7,243,660

$29,241,460

350

 

EXISTING OPERATING BUDGET - November 20, 1998

 

 

 

 

 

$12,650

$150,677

0

 

Annualization of FY 1998 -1999 Classified State Employees Merit Increase

$14,850

$176,881

0

 

Classified State Employees Merit Increases for FY 1999-2000

($18,318)

($2,244)

0

 

Risk Management Adjustment(s)

$76,000

$379,000

0

 

Acquisitions and Major Repairs

($78,375)

($440,346)

0

 

Nonrecurring Acquisitions and Major Repairs

$18,987

$18,987

0

 

Legislative Auditor Fees

$8,11

$4,055

0

 

UPS Fees

($8,999)

($44,997)

0

State Treasury Fees

$3,289

$3,289

0

 

Civil Service Fees

$0

$80,573

0

Annualize the cost of four attorney positions added during FY 1998-1999

($4,447)

($22,000)

0

Eliminate the interagency transfer to the Department of Health and Hospitals for a completed computer system contract

$0

($163,715)

0

Reduce the interagency transfer from the Department of Health and Hospitals for supplies

$0

$450,000

0

Transfer funding from the Office of Community Services for data transmission lines

$0

$200,000

Transfer funding from Vocational Rehabilitation Services for data transmission lines

($162,457)

($162,457)

(4)

Transfer four positions and associated funding to the Department of Health and Hospitals for computer maintenance on the Welfare Information System

($50,000)

$0

0

 

Means of Financing Substitutions - Replace general fund with interagency transfers to reflect an increase of $40,300 from the Office of Family Support, and $9,700 from the Office of Community Services to the Licensing and Certification section

($250,000)

$0

0

Means of Financing Substitutions Replace general fund with interagency transfers to reflect an increase of $48,032 from the Office of Community Services, $189,556 from the Office of Family Support and $12, 412 from Rehabilitation Services for equipment

 

 

 

 

 

$6,797,651

$29,868,163

346

 

TOTAL RECOMMENDED

         

($446,009)

$626,703

(4)

 

DIFFERENCE (TOTAL RECOMMENDED AND EXISTING OPERATING BUDGET)

The total means of financing for this program is recommended at 102.3% of the existing operating budget. It represents 92.6% of the total request ($32,267,285) for this program. Major changes include an increase in funding from the Office of Community Services and from Rehabilitation Services of $650,000 for computer data lines and circuits. These data lines and circuits were previously purchased from third party providers. These increases were partially offset by a $163,715 reduction from various Department of Health and Hospitals (DHH) agencies for the cost of supplies from the DSS warehouse, and by $162.457 for the transfer of four positions and associated funding to DHH for computer maintenance on the Welfare Information computer System. The former Licensing and Rate Setting program, Program B, has been combined into the Executive and Administrative Support program, pursuant to approval granted by the Joint Legislative Committee on the Budget in October of 1998.

 

PROFESSIONAL SERVICES

This program does not have funding for Professional Services for Fiscal Year 1999-2000.

OTHER CHARGES

$127,371

 

Continuing education fees

$407,023

 

Legislative Auditor

$1,390,660

 

DSS Warehouse supplies

 

 

 

$1,925,054

 

TOTAL OTHER CHARGES

 

 

 

 

 

Interagency Transfers:

$495,131

 

Office of Family Support for 755-3rd St. building maintenance

$43,644

 

Civil Service

$20,265

 

Inspector General

$3,967

Comprehensive Public Training Program

$2,600

 

Secretary of State for microfilming

$82,354

 

Uniform Payroll

$3,000

 

Dept. of Transportation and Development for Advantis Network

 

 

 

$650,961

 

TOTAL INTERAGENCY TRANSFERS

ACQUISITIONS AND MAJOR REPAIRS

$379,000

 

Replacement of obsolete, damaged, or inoperative equipment

 

 

 

$379,000

 

TOTAL ACQUISITIONS AND MAJOR REPAIRS


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