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
The mission of the Executive Administration Program 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 are:
1. Facilitate agency planning in order to improve the decision-making process.
2. Stabilize and enhance the general management of the finances of the state.
3. Provide effective and efficient centralized support services to agencies.
4. Assure sound, effective management of the state's fixed assets.
5. Improve the effectiveness of human resources.
The Executive Administration Program 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
1. In FY 1998-99, the Executive Administration Program, through the Administrative activity, will maintain Louisiana's national standing in the category of "Managing for Results/Performance Budgeting" by implementing newly mandated performance budgeting requirements and supporting effective strategic planning, operational planning and budgeting, and performance accountability.
1 Act 1465 of 1997 mandates the implementation of performance budgeting in Louisiana. One of the requirements of the act is the establishment and maintenance by the Division of Administration of a performance database.
2 The number of management classes/workshops presented by the OPB was greater than usual during FY 1997-98 due to the special training needs of state agencies as a result of Act 1465 of 1997, which mandated performance budgeting. In response to the high volume of training requests from state agencies, the OPB conducted 16 full courses and two short courses on Act 1465. Also, two management courses were taught by OPB staff for the Comprehensive Public Training program.
3 The Division of Administration's State Census Data Center makes official demographic and socioeconomic data available to data users. This function supports effective planning, budgeting, and grantsmanship among state agencies as well as assists data users in academia and the private sector. To accommodate the demand for data, basic requests are, when possible and appropriate, directed to one of the 26 members of a statewide network of data affiliates managed through the State Census Data Center. To further enhance data accessibility, extensive demographic and socioeconomic databases have been placed online through Info Louisiana, the state's official Internet website, which is managed by the Division of Administration.
2. In FY 1998-99, the Executive Administration Program, through the Administrative activity, will provide sound, effective short-term and long-range general management of the state's finances and financial operations, including allotment of expenditures based on work program, preparation of the governor's executive budget, and accurate and timely financial reporting for the state.
1 Prior to 1998, Title 39 of the Louisiana Revised Statutes required the governor's executive budget and appropriation bills to be presented to the Joint Legislative Committee on the Budget 30 days before the beginning of the regular legislative session. Act 1403 of 1997 has moved that deadline to 45 days before the regular session.
2 Four of the last six annual government audits have earned unqualified opinions. Louisiana has received the Certificate of Achievement for Excellence in Financial Reporting from the Government Finance Officers Association of the United States and Canada for its comprehensive annual financial reports for FY 1989-90, FY 1990-91, FY 1992-93, and FY 1994-95.
3. In FY 1998-99, the Executive Administration Program, through the Administrative activity, will provide for optimum utilization of the state's fixed assets through a statewide facility management program; support cost-effective, quality capital investments and cost-effective leasing of space; and assure that all government facilities are in conformance with building codes and environmental standards.
Input Indicator: The state owns more than one million acres of land in over 1,160 sites located throughout the 64 parishes. The approximately 9,800 structures in the State Land and Building Inventory total more than 72.6 million square feet and have an insurance replacement cost exceeding $5 billion.
1 Efforts continue to merge the existing real estate leasing system into the State Lands and Buildings System (SLABS). Then, a bridge to the state's Facility Management System will be established. Upon completion, this single database will include information on both owned and leased facilities.
The comprehensive Facility Management System (FMS), developed in 1993, enhances the delivery of required services and consolidates managerial functions. The shared system is a PC-based Windows application, with a database of land and buildings (SLABS) as its core. Other information about facilities includes: identification of asbestos containing materials, roof condition assessments, Americans with Disabilities Act (ADA) information and associated cost tables, inventories of mechanical and electrical equipment, and land documentation. The FMS links land and building data to computer-assisted drawing (CAD) files and video images. This online program is accessible statewide through the state's wide area network (LaNet) or through the Internet. With 17 user sites online statewide, the shared system is a cost-effective way to eliminate duplication of systems, software, resources, and effort.
2 The Statewide Roofing Program has been expanded to include exterior waterproofing and some steep-slope roofs. In addition, a repair program has been enacted to provide preventive maintenance to those roofs that are not currently in need of replacement. Surveying of all buildings' roof condition assessments is underway to verify findings from the initial statewide survey. Agency training on routine maintenance and conducting periodic inspections has been completed. Agency personnel are now able to conduct inspections and are reporting their findings to the Facility Planning and Control Section on a semiannual basis. The overall goal of the program is to save taxpayer dollars by preventing premature roof failures.
3 Survey results from the ADA Self-evaluation Study have been quantified using a computer-based Windows application. The FP&C Section, as well as user agencies, are able to view the questions and responses to the Transition Plan and Self-evaluation Study. The responses were quantified using a cost table and a list of averages so that the magnitude of inaccessible areas could be realized. Users may also utilize the "Worksheet" to generate cost estimates on removal of specific barriers.
Output Indicator: The total number of active projects being administered by the Facility Planning and Control (FP&C) Section, as of October 15, 1997, is 610.
Explanatory Note: Total actual funding for these 610 FP&C Section-administered projects, as of October 15, 1997, is $1.7 billion. The average annual funding (cash and bonds sold) for projects administered is $255.1 million. The average annual number of line item projects/appropriations in the Capital Outlay Act for FP&C Section-administered projects is 325.
Explanatory Note: The capital outlay request process, which was revamped in FY 1993-94, continues to improve as modifications are made to the computerized Capital Outlay Request Tracking System (CORTS) through which agencies can submit requests electronically to the FP&C Section. Large reductions in the amount of time spent preparing requests and paper generated have been realized. The FP&C Section has implemented a new Windows-based application to replace the old mainframe budget reporting tool. This new reporting tool, developed by the Integrated Statewide Information System, accepts data from the CORTS and allows the FP&C Section to generate the capital outlay bill and produce a variety of standard and ad hoc reports.
4. In FY 1998-99, the Executive Administration Program, through the Administrative activity, will: identify and map fixed assets of the State of Louisiana using a Geographic Information System (GIS) that is useful to all custodial state and public agencies; provide a centralized inventory of the state's fixed assets that integrates functionality of the State Lands and Buildings System (SLABS) and the GIS; and maintain a detailed inventory of existing title records and boundary agreements on file.
1 The State Land Office has implemented a statewide Geographic Information System (GIS). The GIS incorporates a database containing all state-owned lands, water bottoms, buildings, and other properties in which the State of Louisiana holds an interest, including mineral leases (gas and oil), timber lands, campsites, rights of way, and pipelines. The State Land Office will be employing the latest technological advances in computer-aided mapping techniques and is anticipating dramatic improvement in the quality of its map products as well as better map records management. Cartographic personnel are currently being trained in the use of these new technologies as the State Land Office moves from the manual mapping methods of the past into the computer-aided mapping environments of today.
5. In FY 1998-99, the Executive Administration Program, through the Administrative activity, will maintain 27 state buildings, with a combined maintenance area of approximately two million square feet.
1 Square footage can be calculated and compared on several bases: total square footage, usable square footage, or leasable square footage. The Division of Buildings and Grounds has implemented the usable square foot method, which is used by other public and private organizations to calculate and compare square footage, in an effort to establish uniform, standardized performance reporting.
6. In FY 1998-99, the Executive Administration Program, through the Administrative activity, will ensure compliance of state agency contracts for professional, personal, consulting, and social services contracts regarding all laws and regulations, processing contracts and amendments within a three-week time frame (21 days) from the time the contract/amendment is received to the time the governmental entity is notified of its approval.
Explanatory Note: To accomplish this objective, the Administrative activity's Office of Contractual Review will: (a) promulgate and revise rules and regulations to simplify the compliance of the laws governing professional, personal, consulting, and social service contracts; (b) increase public awareness of the processing of contracts through the Internet; (c) verify the validity and accuracy of the pre-qualified offerors' list of competitive proposals and make it available to all governmental entities; (d) develop and distribute a data processing consulting boilerplate for request for proposals and awarded contract and obtain training for the procurement support team in contract negotiation for data processing consulting contracts; (e) design and make available accurate reports for statistics and information so that public awareness is fostered and legislation can be planned; (f) train agencies in the processing of contracts and amendments; and (g) submit legislation for promulgation of revised statutes to increase delegation of authority to $20,000.
7. The Executive Administration Program, through the Administrative activity, will increase the quality, efficiency, and cost-effectiveness of centralized support services.
1 This is a service provided to payroll recipients. The number who take advantage of this service is outside the control of the service provider.
8. In FY 1998-99, the Executive Administration Program, through the Administrative activity's Comprehensive Public Training Program, will increase the skills, expertise, and productivity of state government's human resources by improving state agencies' effectiveness by maximizing skills of current managers and supervisors, and helping agencies identify and address their training needs.
1 This course curriculum has received accreditation through the Certified Public Manager Consortium. The certification is awarded in 22 states and one federal government jurisdiction. Louisiana was accredited in 1994 for the third time.
2 Classes are provided at approximately one-third the cost of regular commercially produced classes.
3 As a result of the formal needs assessment, five new CPTP classes are anticipated for FY 1998-99.
Explanatory Note: To accomplish this objective, the Administrative activity's Comprehensive Public Training Program will: (a) on an ongoing basis, develop, update, and maintain a curriculum for management development and supervisory training that is relevant and applicable to state work situations, both current and anticipated; (b) provide an opportunity for all current supervisors and managers to attend at least a basic management or supervision course by the end of FY 1999-2000; (c) develop and deliver at least five new classes for office/clerical employees based on the results of the FY 1996-97 office/clerical training needs assessment; and (d) provide training on generally applicable skills, such as use of personal computer software, public contact, and performance planning and review, on an as-needed basis.
9. In FY 1998-99, the Executive Administration Program, through the Administrative activity, will expand the planning process for the state technology master plan to include state universities and hospitals.
1 The planning process is intended to identify what the state is doing and what immediate and long-term improvements could be made. The planning process is a living process enabling agencies to write their own technology plans that are consistent with the state's overall information technology plan. The planning process is intended to formulate a statewide master planning template to guide departments in the development of their own departmentwide planning templates.
10. In FY 1998-99, the Executive Administration Program, through the Administrative activity, will encourage innovative request submittals for the Louisiana Technology Innovation Fund by benchmarking technological advancements, providing a clearinghouse for ideas and information related to technological advancements, and marketing the concept of improved efficiency, effectiveness, and quality through technological innovation.
1 The Louisiana Technology Innovation Fund was created by Act 481 of the 1997 Regular Legislative Session. The fund is a dedicated fund created in the State Treasury that requires annual appropriation by the legislature. The fund is administered by the commissioner of administration. The fund was created to be an incentive to accelerate the implementation of electronic government and to encourage state agencies to pursue innovative and creative approaches using technology to provide needed citizens services more cost-effectively and efficiently. During FY 1997-98, guidelines for the fund were established and the Louisiana Technology Innovations Council was formed. It is anticipated that three awards will be made by the end of FY 1997-98. The Information Technology Innovation Fund provides "seed money" for up to 24 months for innovative, single- or multi-agency projects. The fund furnishes a mechanism to identify and initiate cost-effective technology innovations in state government. It operates like the equivalent of a venture capital fund in the private sector--allowing agency innovators to compete for available funding. The fund will be available to fund projects that, at a minimum: (1) demonstrate innovative use of technology to dramatically improve/reengineer work processes or link across programs and agencies; (2) promise substantial benefits to the public, such as improved information dissemination and increased timeliness or quality of service; or (3) promise substantial benefit to one or more agencies or programs through lower operating costs.
11. In FY 1998-99, the Executive Administration Program, through the Integrated Statewide Information Systems(ISIS) activity, will provide and maintain a fully integrated statewide information system, provide and maintain a community of skilled users of the ISIS, and create and provide statewide access to a financial information data base.
Explanatory Note: to accomplish this objective, the Integrated Statewide Information System activity (organizationally expressed as the Office of Statewide Information System or OSIS) will: (a) roll out ISIS in additional state agencies and implement additional phases of ISIS; (b) support ISIS production and systems maintenance; (c) provide direct support to ISIS users through the ISIS Help Desk and the ISIS agency consultants; (d) provide regularly scheduled training for all applications; and (e) disseminate information to the user community
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. (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
Increase authorized table of organization in the following sections: Office of Statewide Reporting and Accounting (2) due to increased financial reporting standards; Office of State Buildings and Grounds (6) due to increased workload related to the Central Power Plant and the State Capitol restoration and maintenance; State Land Office (1) due to increased workload related to the existing right-of-way (Row) agreements scheduled for renewals in FY 97-98
Annualization of partially funded positions in Office of Facility Planning and Control (3); State Land Office (1); Office of Statewide Reporting and Accounting (2); and Office of State Buildings and Grounds (6) during FY 97-98
The total means of financing for this program is recommended at 96.8% of the existing operating budget. It represents 93.5% of the total request ($66,079,061) for this program. The reduction in the recommended budget is largely due to non-recurring carryforwards for professional service contracts, such as continuation of the ISIS project and field assessments of Vocational Technical campuses statewide and Risk Management premium reductions.
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
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
ACQUISITIONS AND MAJOR REPAIRS
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