Return to the main page | Previous document | Next document


Program A: Administrative

Program Authorization: La. Constitution; Article IV, Sec. 8; R.S. 26:705(B)

PROGRAM DESCRIPTION

The mission of the Administrative Program is to achieve excellence by providing superior services to the citizens of Louisiana, the employees of the Department of Justice, and all governmental entities.

The goals of the Administrative Program are:

1. Provide efficient and superior professional services to our customers and the citizens of Louisiana.

2. Develop a working environment that encourages competent individuals to seek career employment in the Department of Justice.

3. Develop a state-of-the-art management information system.

4. Make accessible to the citizens of Louisiana public service information.

5. Improve cooperative working relationships with federal, state, and local agencies and private sector organizations.

6. Develop a mechanism for tracking activity.

The Administrative Program includes the following activities: the Executive Office of the Attorney General, the First Assistant Attorney General, and the Administrative Services Division.

The Administrative Services Division activity is responsible for the coordination of the department's budget, legislative and departmental planning, and provides general services to the department by coordinating professional services contracts, intra/interoffice mail distribution, employee training and development and other administrative services for the efficient management of the department. The division is currently divided into seven sections: Finance; Human Resources/Payroll; Purchasing; Property Control and Telecommunications; Management Information Systems; Governmental; and Drug Policy and Community Affairs. The Finance Section is responsible for receiving and classifying all revenues, processing vendor payments, employee reimbursements, and preparing fiscal reports in accordance with established policy and procedures. The Human Resource/Payroll Section is responsible for the processing of all new and existing employees. The Purchasing Section coordinates all purchases for the department. The Property Control Section maintains inventory of all movable property purchased by the department, purchases and coordinates installation of all telecommunications equipment, and is responsible for fleet management. The Management Information System Section coordinates all information technology service of the Department. This includes assisting divisions in analyzing their computer equipment and technology needs, purchasing computer equipment, designing custom applications, training departmental employees in the use of computer equipment, responding to request for computer service through the operation of a Help Desk, and maintaining a wide are Network (WAN). The Governmental Section provides assistance to local officials, assists with courses, seminars, and special projects to educate law enforcement, justices of the peace and constables, retailers and facilitate effective communication between public entities and the Department of Justice. The Drug Policy and Community Affairs Section through empowerment, public awareness, and public education develops and supports initiatives that respond to the needs and improves the quality of life for all Louisianians.

OBJECTIVES AND PERFORMANCE INDICATORS

The Administration Program provides leadership to the Department of Justice, Office of the Attorney General. The success of this program is reflected in the success of other programs in the Department of Justice, Office of the Attorney General. 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 FY 1998-99, the program provided the following objectives and performance indicators:

1. In FY 1998-99, the Administrative Program will provide an annual strategic planning session to executive staff personnel and will establish a system of tracking work performance in order to measure future objectives.

1 The FY 1998-99 strategic planning session was divided into two sessions, one to address the operational plan and the other to address the strategic plan due on July 1, 1998.

2. In FY 1998-99, the Administrative Program will improve the efficiency of office personnel in the handling and processing of administrative materials by providing four training sessions on the development and implementation of Administrative Services policies, procedures, and corresponding laws.

1 This training will be provided to administrative assistants and other personnel as necessary.

3. In FY 1998-99, the Administrative Program will improve customer relations with vendors by reducing turnaround time for the payment of vendors from an average of 26+ days to an average of 20-25 days.

1This is a new performance indicator for which data were not collected in FY 1996-97.

4. In FY 1998-99, the Administrative Program will improve purchasing efficiency and accountability and ensure departmentwide compliance with purchasing policies and procedures by providing four training sessions for department purchasing liaisons in the Advanced Government Purchasing System (AGPS), conducting four random on-site audits of supply rooms, and instituting quarterly supply inventory reports.

1 This training will allow purchasing liaisons at the various department locations to enter their requests for commodities at their work location, eventually doing away with paper requisitions forms and increasing efficiency.

2 Random audits of supply rooms will help ensure that established policies and procedures are being followed.

3 Quarterly supply inventory reports will prevent overstocking of supplies and account for all supplies on hand.

5. In FY 1998-99, the Administrative Program will ensure that all property in good condition is available to every department division by providing quarterly reports to department property liaisons.

1. Property reports will improve interoffice communication on the availability of surplus property within the department.

6. In FY 1998-99, The Administrative Program will ensure that department timekeepers are following department procedures by conducting four random on-site audits of payroll records.

1 Random audits of payroll records will help ensure that timekeepers are following the procedures that have been established by the department. In addition, random audits will also help the department identify and address any problem areas before the annual compliance audit.

7. In FY 1998-99, the Administrative Program will be represented at a minimum of three job fairs at technical colleges, postsecondary institutions, and institutions of higher education across Louisiana to recruit potential job applicants.

8. In FY 1998-99, the Administrative Program will provide reorientation training for 120 current department employees and will train 100% of new department employees on the vision, mission, philosophy and goals of the department as well as the structure, role, and responsibilities of each section, division, and the department as a whole.

1 This is a new performance indicator for which data were not collected in FY 1996-97.

9. In FY 1998-99, The Administrative Section will provide an annual in-house training session on relative legislative requests, fiscal notes, procedures, protocol, rules and terminology for directors and section chiefs in order to prepare those who may be requested speak before a legislative committee, complete fiscal notes, or be requested to opine on legislation enacted by the legislature.

1 Since the attorney general is the state's chief legal officer and defender of laws passed by the legislature, it is imperative that department executives, administrators, and managers be aware of legislative measures pending during and legislative session. This training would be available to 3 deputy attorney generals, 8 division directors, 4 deputy division directors, and 38 section chiefs.

10. In FY 1998-99, The Administrative Program will provide six instructional training sessions about public information dissemination for department divisions and one such training session for new incoming assistant attorneys general.

11. In FY 1998-99, The Administrative Program will train 150 department system users in Microsoft Word Version 7.0 and 250 system users in all other system software.

1 Estimated.

12. In FY 1998-99, The Administrative Program will respond to all Management Information Systems Help Desk calls within three hours.

1 Response is defined as accepting or returning the call and assessing the caller's need.

2 No formal tracking system for Help Desk calls currently exists. A system will be established for the remainder of FY 1997-98 to track the number of calls and response times. In FY 1998-99, 100% of Help Desk calls will be tracked for performance.

13. In FY 1998-99, the Administrative Program will improve intradepartmental communications by providing press releases via e-mail to department system users.

1 Estimated

14. In FY 1998-99, the Administrative Program will respond within four days to all public requests relative to legislative issues (excluding formal opinion requests) and within three days to all in-house requests for research on the legislative history of Louisiana acts.

1 No formal tracking system for response to public requests existed prior to FY 1997-98. This system will be established for the remainder of FY 1997-98 to track requests. As a result, this turnaround time is an estimate. As the formal tracking system for information requests is established, the number of requests relative to legislative issues will be tracked and identified by source (general public and elected officials).

2 No formal tracking system for response to in-house requests existed prior to FY 1997-98. This system will be established for the remainder of FY 1997-98 to track such requests. As a result, this turnaround time is an estimate. As the formal tracking system for in-house information requests is established, the number of requests will be tracked.

15. In FY 1998-99, The Administrative Section, through the Office of Drug Policy and Community Affairs, will increase clearinghouse resources by 10%, respond to all requests for resources and assistance from boards, individuals, agencies, and citizens within one day of receipt, and resond to requests for information, seminars, workshops, printed materials, videos, and referrals within five days of receipt.

1 The Office of Drug Policy and Community Affairs gathers resource items from disciplines across the state and nation in order to have a central depository of data on alcohol, drug, and tobacco use. This clearinghouse enables the office to respond more efficiently and effectively to requests for resources, assistance, information, seminars, printed materials, videos, and referrals.

2 This is a new performance indicator for which data were not collected in FY 1996-97.

3 No formal tracking system for response to requests for resources and assistance existed prior to FY 1997-98. This system will be established for the remainder of FY 1997-98 to track such requests. As a result, this turnaround time is an estimate.

4 No formal tracking system for requests for information, seminars, workshops, printed materials, videos, and referrals existed prior to FY 1997-98. This system will be established for the remainder of FY 1997-98 to track such requests. As a result, this turnaround time is an estimate.

RESOURCE ALLOCATION FOR THE PROGRAM

SOURCE OF FUNDING

This program is funded with state general fund, interagency transfers, and statutory dedications. Statutory dedications from the Department of Justice Claims Recovery Fund were derived from settlements or debts owed the state and collected by this department. (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

 

 

 

 

 

$1,783,920

$1,815,020

50

 

ACT 18 FISCAL YEAR 1997-1998

 

 

 

 

 

 

 

 

 

BA-7 TRANSACTIONS:

$0

($31,100)

(1)

 

Correct error-transfer the receipt of IAT revenue from the Division of Administration for legal services regarding capital outlay to the Civil Program

$1,049,335

$1,049,335

0

 

Enactment of Act 593 of 1997 which provides that when the elimination of the claims recovery fund is reflected in the Revenue Estimating Conference, that the means of financing for the Claims Recovery Fund shall be reduced to the amount reflected in the REC forecast and that State General Fund shall be increased by the difference between this amount and the amount appropriated from the Claims Recovery Fund

 

 

 

 

 

$2,833,255

$2,833,255

49

 

EXISTING OPERATING BUDGET - December 10, 1997

 

 

 

 

 

($469)

($469)

0

 

Acquisition Adjustment(s) (Nonrecurring: -$469)

($8,266)

($8,266)

0

 

Retirement Rate Adjustment(s)

($346,445)

($346,445)

0

 

Risk Management Adjustment(s)

$9,590

$9,590

0

 

Rent in State-owned Buildings Adjustment(s)

($2,205)

($2,205)

0

 

Maintenance of State-owned Buildings Adjustment(s)

$2,492

$2,492

0

 

UPS Fees

$3,467

$3,467

0

 

Legislative Auditor Fees

$525,921

$525,921

5

 

Upgrade the Management Information System

 

 

 

 

 

$3,017,340

$3,017,340

54

 

TOTAL RECOMMENDED

 

 

 

 

 

$184,085

$184,085

5

 

DIFFERENCE (TOTAL RECOMMENDED AND EXISTING OPERATING BUDGET)

The total means of financing for this program is recommended at 106.4% of the existing operating budget. It represents 75.4% of the total request ($4,000,957) for this program. The net increase is primarily due to increased funding for the upgrade of the management information system coupled with decreased funding for risk management premiums.

PROFESSIONAL SERVICES

This program does not have funding for Professional Services for Fiscal Year 1998-1999

OTHER CHARGES

$35,305

 

Legislative Auditor

 

 

 

$35,305

 

TOTAL OTHER CHARGES

 

 

 

 

 

Interagency Transfers:

$12,429

 

Uniform Payroll System charges

$21,817

 

Department of Public Safety and Corrections for gasoline purchases

$24,308

 

Maintenance of state buildings

$77,125

 

Rent on State-owned Buildings

 

 

 

$135,679

 

TOTAL INTERAGENCY TRANSFERS

ACQUISITIONS AND MAJOR REPAIRS

$2,000

 

Replacement of office equipment and library reference materials

$61,928

 

Computer equipment for MIS enhancement

 

 

 

$63,928

 

TOTAL ACQUISITIONS AND MAJOR REPAIRS


Return to the main page | Previous document | Next document