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Program B: Management and Finance

Program Authorization: Act 83 of 1977; Act 632 of 1983; Act 326 of 1984

PROGRAM DESCRIPTION

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

The goal of the Management and Finance Program is to devote all efforts and resources in providing support to Public Safety and other governmental agencies that will allow these entities to offer the people of Louisiana services of the highest quality.

The Management and Finance Program is composed of the following activities (organizationally expressed as sections): Human Resources Management, Procurement and Material Management, Information Services and Communications, Finance, Budget, 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 Material 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 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

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.

1. In FY 1998-99, the Management and Finance Program, through the Information Services and Communications activity, will handle the increasing demand for transaction processes.

2. In FY 1998-99, the Management and Finance Program, through the Information Services and Communications activity, will train personnel in IBM and UNISYS software and hardware and other technologies, making the department's processing methods faster and more efficient.

3. In FY 1998-99, the Management and Finance Program, through the Information Services and Communications activity, will complete 100% of the conversion effort for Year 2000.

4. In FY 1998-99, the Management and Finance Program, through the Information Services and Communications activity, will achieve a completion level of 67% or better on 75% of ongoing projects.

1 Does not include projects that were completed in FY 1996-97.

5. In FY 1998-99, the Management and Finance Program, through the Procurement and Material Management activity, will reduce floor space requirement of current filing system and increase file capacity by 100%.

6. By June 30, 1998, the Management and Finance Program, through the Procurement and Material Management activity, will increase agency use of the Automated Government Purchasing System(AGPS) and decrease the use of 1519 purchasing forms as part of the phaseout of paper forms in favor of the AGPS.

7. In FY 1998-99, the Management and Finance Program, through the Human Resources Management activity, will train not less than 25% of Public Safety Services employee in the Equal Employment Opportunity (EEO) Compliance Program.

8. In FY 1998-99, the Management and Finance Program, through the Human Resources Management activity, will ensure accurate classification, compensation, and adequate minimum qualification requirements of Public Safety Services jobs.

1 The Human Resource Management activity will develop and implement a procedure by February 1, 1998, to require updated position description (SF-3) forms for a cyclical review to ensure that each position's duties has been reviewed and updated for classification and Fair Labor Standards Act overtime purposes every 3 years. During FY 1998-99, all positions with a last update prior to 1987 will be updated by March 1, 1999.

2 Includes new requests, updates, job corrections, reallocations, title changes and pay actions.

3 This training will provide for a better written documentation and faster processing time by the Human Resource Management staff.

4 In FY 1998-99 a procedure for selecting positions for random audits will be implemented to ensure that duties performed match duties reported.

9. In FY 1998-99, the Management and Finance Program, through the Human Resources Management activity, will induct new employees within the pay period of their appointment.

1 The number of new employees inducted will always be significantly greater than the number of new employees provided orientation for the following reasons: (1) the department inducts all new hires including students and restricted appointments. These appointments are usually short term; (2) the department has high turnover in several area and a new hire may no longer be employed by the time orientation is provided in their geographical area.

In Baton Rouge , the department offers orientation once each month for employees who were hired within the last month. The department offers orientation in each troop region once a month; (3) additionally, in some of the field offices not all new employees may attend the orientation program due to business need s and/or illness. The department reschedules these "no-shows" for the next orientation program but by that time the employee will no longer be employed with the department.

2 New employees who are induced in Baton Rouge are induced the week of their appointment.

3 New employees to be induced by supervisors/managers in their work locations around the state must have their induction paperwork in to Human Resource Office with the same pay period (2 weeks) of their appointment. The training provided to these supervisors/managers helps to provide better communication and information to the new employees and to speed up the processing of the paperwork and to ensure that their pay check reflects what the employee wants (insurance, taxes, etc.). Before providing this training, the paperwork was either not completed, not completed properly, or not processed timely form the field office. This caused Hu man Resource Management to spend additional time on the telephones and sending induction papers back to the field office for completion again. Sometime this caused a delay in processing the employee's first pay check with all the deductions desired. Payroll's processing of the induction paperwork goes more smoothly if they receive it in correct format and on time.

10. In FY 1997-98, the Management and Finance Program, through the Human Resource Management activity, will process personnel actions for Public Safety Services employees in an accurate and timely manner and provide benefits assistance and counseling to employees and retirees.

11. In FY 1997-98, the Management and Finance Program, through the Human Resource Management activity, will conduct training of 100% of new supervisors in the State Employees Performance Planning and Review System.

1 New indicator for which prior year value is not available.

12. The Management and Finance Program, through the Human Resource Management activity, will implement a training program for safety inspections by June 30, 1999.

13. In FY 1998-99, the Management and Finance Program, through the Human Resource Management activity, will ensure that employees of Public Safety Services are paid accurately and timely, and that deductions from their salaries for employment benefits are managed correctly.

1 In FY 1998-99, the Human Resources Management activity will establish regularly scheduled training sessions for time keepers and alternates (approximately 600) to promote better understanding of the time and attendance system. All time keepers will be trained every two years.

2 The Human Resource Management activity will establish a new system in strict compliance with laws regarding garnishments, court ordered child support, etc., for the maintenance of payroll records and the processing of payables in FY 1998-99.

3 In FY 1998-99, the Human Resource Management activity will begin the implementation of the document imaging system for payroll.

Explanatory Note: Due to the "real time" processing of Payroll in the Uniform Payroll System, it is extremely difficult to measure accuracy. There are no transaction types which point to errors. Errors are simply reprocessed the following pay period using the same method as the original transaction. Corrections and additions which are made in the Time and Attendance System can be the result of payroll error, timekeeper error, employee error, or simply a change in management's decisions. All corrections and additions are processed in all the same manner.

Explanatory Note: Payroll is processed on a strict deadline schedule as determined by the Office of State Uniform Payroll. Time and attendance is uniformly submitted by the deadline. Routinely, all mandated and requested payroll updates are processed by the deadlines.

14. The Management and Finance Program, through the Finance activity, will achieve electronic transmission and imaging of various documents between sections of the department, including both headquarters and field offices, by the end of FY 1998-99.

15. The Management and Finance Program, through the Budget Management activity, will archive into data imaging system approximately 25% of prior year budgets, fiscal notes, appropriation letters, etc., during FY 1998-99.

1 New indicator.

16. The Management and Finance Program, through the Building and Grounds activity, will improve overall current levels of operations by 5% in FY 1998-99.

RESOURCE ALLOCATION FOR THE PROGRAM

SOURCE OF FUNDING

This program is funded with State General Fund, Interagency Transfers, Self-Generated Revenues, and Statutory Dedications. The Interagency Transfers are from various other agencies within the Department of Public Safety and Corrections for data processing and various other services provided by the office. The 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

 

 

 

 

 

$131,556

$29,891,384

233

 

ACT 18 FISCAL YEAR 1997-1998

 

 

 

 

 

 

 

 

 

BA-7 TRANSACTIONS:

$0

$49,347

0

 

Carryforward to provide for encumbered equipment

$175,873

$175,873

0

 

Backpay for certain constables and justices of the peace as required by Act 1379 of the 1997 legislature

 

 

 

 

 

$307,429

$30,116,604

233

 

EXISTING OPERATING BUDGET - December 10, 1997

 

 

 

 

 

$0

($49,347

0

 

Non-Recurring Carryforward to provide for encumbered equipment

($175,873)

($175,873)

0

 

Nonrecurring backpay for certain constable and justices of the peace

$0

$184,918

0

 

Annualization of 1997 -'98 Merit Pay Adjustment(s)

$0

$156,598

0

 

1998 -'99 Merit Pay Adjustment(s)

$0

($166,136)

0

 

Attrition Adjustment(s)

$0

$48,891

0

 

Adjustment(s) for Civil Service, Training and Other Statewide Interagency Transfer Activities

$0

($355,230)

(11)

 

Personnel Reduction(s)

($41,076)

($41,076)

0

 

Retirement Rate Adjustment(s)

$0

$52,021

0

 

Risk Management Adjustment(s)

$0

($87)

0

 

Maintenance of State-owned Buildings Adjustment(s)

$0

$12,508

0

 

UPS Fees

$0

$27,327

0

 

Legislative Auditor Fees

$2,025,344

$2,025,344

2

 

Year 2000 compliance

 

 

 

 

 

$2,115,824

$31,836,462

224

 

TOTAL RECOMMENDED

 

 

 

 

 

$1,808,395

$1,719,858

(9)

 

DIFFERENCE (TOTAL RECOMMENDED AND EXISTING OPERATING BUDGET)

The total means of financing for this program is recommended at 105.7% of the existing operating budget. It represents 72.9% of the total request ($43,645,911) for this program. The increased funding is due to increases for Year 2000 compliance, increased risk management premiums, increased UPS fees, increased legislative auditor fees, combined with the personnel reductions, which eliminated 11 vacant positions. Two new positions were also added for Year 2000 compliance.

PROFESSIONAL SERVICES.

$49,500

 

National Law Enforcement Telecommunications System, Inc. user fee

$100,000

 

Vendor consultant for data processing regarding Year 2000 compliance

 

 

 

$149,500

 

TOTAL PROFESSIONAL SERVICES

 

 

 

OTHER CHARGES

$271,424

 

Legislative Auditor expenses

$325,000

 

Sale of data base information

 

 

 

$596,424

 

TOTAL OTHER CHARGES

 

 

 

 

 

Interagency Transfers:

$196,732

 

Transferred to State Treasury for central depository banking

$65,816

 

Transferred to State Police for automotive maintenance

$2,478

 

Transferred to Division of Administration Office of Information Services

$74,250

 

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

$26,452

 

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

$1,489

 

Maintenance of State buildings

 

 

 

$367,217

 

TOTAL INTERAGENCY TRANSFERS

ACQUISITIONS AND MAJOR REPAIRS

This program does not have funding for Acquisitions and Major Repairs for Fiscal Year 1998-1999.


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