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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 civil rights functions, fiscal services, human resources, information services, and planning and budget functions to the Department of Social Services (DSS).

The goals of the Executive and Administrative Support Program are:

1. Provide overall direction and support to the Department.

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.

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

Fiscal Services provides quality fiscal and related management support services. 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, and directs and manages the human resource 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, operations and performance evaluations.

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 and a dedicated data line connecting DPS to DOA is provided for Louisiana Health Care-LSU. The division works closely with the data processing users on a 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 services support is provided to all of the users.

Planning and Budget performs and coordinates functions related to budget, strategic planning, policy formulation and issuance; rulemaking, 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/reports relative to programmatic and administrative responsibilities of the Department.

OBJECTIVES AND PERFORMANCE INDICATORS

1. In FY 1998-99, The Office of the Secretary, through its Executive and Administrative Program, will provide a supervisory management and support system including appeals, audit, communication services and General Counsel to assure compliance with laws and regulations governing the department.

2. In FY 1998-99, the Office of the Secretary, through its Executive and Administrative Program, will provide a management support system, including civil rights, fiscal services, human resources, information services and planning and budget, to assure compliance with laws and regulations governing the department.

RESOURCE ALLOCATION FOR THE PROGRAM

SOURCE OF FUNDING

This program is funded with general fund, interagency transfers, self-generated revenues and federal funds. The interagency transfers are from: (1) agencies within the Department of Social Services (DSS) for administrative and support services, and supplies, (2) agencies within the Department of Health and Hospitals (DHH) for supplies, (3) and the Louisiana Health Care Authority (LHCA) for data processing services and supplies. The self-generated revenues are from licensing fees and sales of licensing manuals. The federal funds are from: (1) the Child Care and Development Block Grant (CCDBG), (2) and the Title IV-A At-Risk Child Care Grant.

ANALYSIS OF RECOMMENDATION

GENERAL FUND

TOTAL

T.O.

 

DESCRIPTION

 

 

 

 

 

$6,049,577

$27,232,768

308

 

ACT 18 FISCAL YEAR 1997-1998

 

 

 

 

 

 

 

 

 

BA-7 TRANSACTIONS:

$0

$0

0

 

None

 

 

 

 

 

$6,049,577

$27,232,768

308

 

EXISTING OPERATING BUDGET - December 10, 1997

 

 

 

 

 

($62,590)

($521,585)

0

 

Nonrecurring for mainframe computer that will be paid for in FY 1997-'98

$5,376

$20,903

0

 

Equipment/Major Repairs Adjustments (Nonrecurring: -$43,624; Replacement/New: +$49,000)

$24,681

$205,682

0

 

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

$26,354

$219,618

0

 

1998-'99 Merit Pay Adjustment(s)

($13,965)

($116,379)

(3)

 

Personnel Reductions(s)

($23,810)

($198,419)

0

 

Attrition Adjustment(s)

($7,160)

($59,667)

0

 

Retirement Rate Adjustment(s)

($1,489)

($2,259)

0

 

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

$5,070

$43,076

0

 

Risk Management Adjustment(s)

$6,798

$10,913

0

 

UPS Fees

$34,689

$34,689

0

 

Legislative Auditor Fees

$17,235

$0

0

 

Means of Financing Substitutions - Replace interagency transfer funds with general fund for Legislative Auditor fees

$2,605

$21,710

0

 

Retirees Increase Adjustment(s)

$6,000

$50,000

0

 

Year 2000 - Overtime for Information Services staff

 

 

 

 

 

$6,069,371

$26,941,050

305

 

TOTAL RECOMMENDED

 

 

 

 

 

$19,794

($291,718)

(3)

 

DIFFERENCE (TOTAL RECOMMENDED AND EXISTING OPERATING BUDGET)

The total means of financing for this program is recommended at 98.9% of the existing operating budget. It represents 93.7% of the total request ($28,756,931) for this program. The major changes reflected in the analysis of recommendation include: decreased funding for nonrecurring carryforward for the final payoff of the mainframe computer totaling ($521,585); increased funding for all 305 recommended positions totaling $425,300; personnel reductions reflecting a reduction of three (3) positions totaling ($116,379); and decreased funding to reflect an anticipated attrition factor of 2% totaling ($198,419).

PROFESSIONAL SERVICES

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

OTHER CHARGES

$3,400

 

General Counsel continuing education to maintain licensure requirements

$388,036

 

Legislative Auditor for audit services

$1,579,175

 

Supply Warehouse inventory for the purchase of routine supplies

$23,013

 

Training for audit staff to meet the minimum Governmental Auditing Standards to maintain licensure requirements

$57,186

 

Training for Information Services computer programmers related to the implementation of the Local Area Networks (LANS), and other related activities

$17,472

 

Tuition reimbursement, registration fees and other training expenses for fiscal staff

 

 

 

$2,068,282

 

TOTAL OTHER CHARGES

 

 

 

 

 

Interagency Transfers:

$40,356

 

Civil Service for personnel services

$4,346

 

Comprehensive Public Training Program for services

$22,000

 

Department of Health and Hospitals for computer processing services

$990

 

Division of Administration - Information Services for data processing equipment usage

$20,265

 

Inspector General for audit services

$493,781

 

Office of Family Support for shared maintenance of state-owned buildings

$2,600

 

Secretary of State for file storage services

$44,977

 

Treasury for support services

$78,299

 

Uniform Payroll System for payroll processing

 

 

 

$707,614

 

TOTAL INTERAGENCY TRANSFERS

ACQUISITIONS AND MAJOR REPAIRS

$408,332

 

Replacement of obsolete, damaged, or inoperative equipment

 

 

 

$408,332

 

TOTAL ACQUISITIONS AND MAJOR REPAIRS


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