What is Workload January 22 2002 1

What is Workload? January 22, 2002 1

What is workload? • Workload is from central service agencies (CSA). • Workload is from the CSAs files, tables, statistics, other records, documents, and forms. January 22, 2002 2

Workload • CSAs enter workload into spreadsheets on the Pro Rata and SWCAP website. • Access to the site is restricted to CSAs representatives. January 22, 2002 3

Workload - continued • Each CSA is assigned a group of numbers. • This number is called a function code. • Each function code identifies a particular CSA function. January 22, 2002 4

Workload - continued • Each function code represents a specific type of workload. • Workload is obtained from a variety of sources and can be from more than one CSA. January 22, 2002 5

Workload - continued • Slides 8 through 11 have four columns. • Column headings are: – Function Code – Central Service Function – Workload – Source January 22, 2002 6

Workload - continued • Content of each column: – Function code identifies the number assigned to the CSAs activity. – Central Service Function identifies the central service agency and activity. – Workload identifies the type of workload measured. – Source identifies the workload data source. January 22, 2002 7

Central Services Workload and Source Function Code 004 005 010 100 Central Service Function Workload Department of Finance Audits and Review Budgets CALSTARS Audit Hours Budget Hours $ DOF/OSAE DOF/ADMIN DOF/ADU (Sch 10) Department of Information Technology Hours DOIT Department of General Services 150 California Home Page $ 151 State E-mail System $ 152 Network Infrastructure $ January 22, 2002 Source DGS DGS 8

Central Services Workload and Source - continued Function Code Central Service Function Workload 201 202 203 204 205 206 211 213 Controller’s Office Accounting Claim Audits Payroll General Disbursements Field Audits Retirement Warrants PPSD/SDD County Cost Plan 301 302 303 State Treasurer Investment Interest Earned Banking Warrants Cash Management/Public Finance $ January 22, 2002 Records Warrants Hours Warrants Positions Hours Source SCO SCO SCO DOF/ADU (Sch 10) 9

Central Services Workload and Source - continued Function Code Central Service Function Workload Source 400 410 500 State Personnel Board Department of Personnel Admin. Victims Comp. and Govt. Claims Board, California Positions Claims SCO VCGC BD 510 520 600 Office of Administrative Law California State Library Health Benefits for Retired Annuitants Review Hours $ Admin. Law DOF/ADU (Sch 10) Current Expenditures SCO/DPA/PERS Department of Justice Legal Tort Liability Tort Settlements Hours Tort Hours Actual Payments Justice 605 607 608 January 22, 2002 10

Central Services Workload and Source - continued Function Central Code Service Function Workload Source 700 -715 Agency Secretaries 700 Health and Human Services 702 Youth and Adult Correctional $ $ DOF/ADU (Sch 10) 705 710 715 799 800 9 xx $ $ $ DOF/ADU (Sch 10) BSA FSCU State and Consumer Services Bus. , Trans. and Housing Resources Bureau of State Audits Legislature Prior Year Adjustment January 22, 2002 Audit Hours Sum of Past Actual 11

Workload • Each CSA is responsible for collecting their workload and providing the workload to Department of Finance for inclusion into the Pro Rata and SWCAP plans. • Accuracy of the workload is the responsibility of each CSA. January 22, 2002 12

Workload - continued • CSA. . . – Verifies workload data total agrees with supporting data. – Verifies workload is posted to the correct State department. – Explains increases or decreases for: • Current workload to last year’s plan. • Current workload to the plan of two years ago. January 22, 2002 13

Workload - continued • CSA. . . – Compares current workload to prior workload. • Explains reason for data that is too low or too high. • Explains any other differences. –Verifies the correct input of : • State department and workload data. • Checks totals, formulas, and all subsidiary schedules. January 22, 2002 14

Workload - continued The next slides show each individual CSA and explains the function. January 22, 2002 15

CSA Workload/Source Department of Finance –Function 004 – Audits and Review • Conducts review and analysis of State departments operations. • Assists management in its responsibilities. • Provides objective analyses, appraisals, and procedural evaluations. • Makes recommendations based on findings. January 22, 2002 16

CSA Workload and Source - continued Department of Finance - continued – Function 005 – Budgets • Provides assistance to State departments in developing, preparing, presenting, and executing their operating budgets. • Reviews and analyzes State departments plans for: – Conceptual soundness and alternatives. – Effectiveness, efficiency, and economy of operation. January 22, 2002 17

CSA Workload and Source - continued Department of Finance - continued –Function 010 – CALSTARS • Maintains the automated program cost accounting system used by most State departments. January 22, 2002 18

CSA Workload and Source - continued Department of Information Technology –Function 100 • Provides leadership, guidance, statewide coordination and oversight of information technology. January 22, 2002 19

CSA Workload and Source - continued Department of General Services –Function 150 - California Home Page • Provides centralized planning, administration, and control of the California Home Page. January 22, 2002 20

CSA Workload and Source - continued Department of General Services –Function 151 - State E-mail System • Provides centralized planning, administration, and control of the State's E-mail System. January 22, 2002 21

CSA Workload and Source - continued Department of General Services –Function 152 - Network Infrastructure • Provides centralized planning, administration, and control of the State's information technology network infrastructure for the California Home Page and the State E-mail System. January 22, 2002 22

CSA Workload and Source - continued State Controller’s Office –Function 201 – Accounting • Maintains the State's central accounts to ensure fiscal integrity of both State and federal funds. • Ensures that State and federal funds deposited in the State Treasury for a specific purpose are expended for that purpose. January 22, 2002 23

CSA Workload and Source - continued State Controller’s Office - continued –Function 202 – Claim Audits • Performs a pre-audit of a sample of expenditures, salaries, equipment, etc. –Function 203 – Payroll • Issues warrants for payroll. –Function 204 – General Disbursements • Issues warrants to pay the State's bills and payrolls. January 22, 2002 24

CSA Workload and Source - continued State Controller’s Office - continued – Function 205 – Field Audits • Audits State departments receiving loans, grants, etc. , of State and federal funds. – Function 206 – Retirement Warrants • PERS and STRS use only. – Function 211 – PPSD/SDD • Maintains the State's uniform personnel and payroll system. January 22, 2002 25

CSA Workload and Source - continued State Controller’s Office - continued –Function 213 – County Cost Plan • Reviews, negotiates, and approves countywide cost allocation plans on behalf of the federal Department of Health and Human Services. • This function is only in SWCAP. January 22, 2002 26

CSA Workload and Source - continued State Treasurer’s Office –Functions 301, 302, and 303 • Maintains custody of local, State and federal moneys, and securities held by the State. • Provides banking services for State government. January 22, 2002 27

CSA Workload and Source - continued State Personnel Board –Function 400 • Enforces civil service statues, prescribes probationary periods and classifications, reviews disciplinary actions, and adopts other rules authorized by statute. January 22, 2002 28

CSA Workload and Source - continued Department of Personnel Administration –Function 410 • Ensures the proper administration of employment for State civil service employees. • Represents the Governor in all matters concerning State employer-employee relations. • Trains and develops State employees. January 22, 2002 29

CSA Workload and Source - continued California Victim Compensation and Government Claims Board –Function 500 • Hears claims against the State • Acts on various fiscal matters specifically committed to the Board's jurisdiction January 22, 2002 30

CSA Workload and Source - continued California Victim Compensation and Government Claims Board - continued –Function 500 - continued • Establishes and maintains uniform rules and regulations for presenting and auditing: –Claims against the State –Employee travel and other allowances –Payroll deductions January 22, 2002 31

CSA Workload and Source - continued California Victim Compensation and Government Claims Board - continued –Function 500 - continued • Establishes and maintains uniform rules and regulations for presenting and auditing: –Purchase of supplies and equipment –Use of State-owned vehicles –Employee merit awards January 22, 2002 32

CSA Workload and Source - continued Office of Administrative Law –Function 510 • Reviews administrative regulations with the goal of reducing the number of and improving the quality of regulations. January 22, 2002 33

CSA Workload and Source - continued California State Library – Function 520 • Performs reference and research services for State departments. • State Librarian. January 22, 2002 34

CSA Workload and Source - continued Health Benefits for Retired Annuitants –Function 600 • Costs to provide health and dental benefits for retired annuitants. • Obtained from the SCO, DPA, and Public Employees’ Retirement System. January 22, 2002 35

CSA Workload and Source - continued Justice –Function 605, 607, and 608 • Provides legal advice to the State of California. January 22, 2002 36

CSA Workload and Source - continued Agency Secretaries –Function 700, 702, 705, 710, and 715 • Directs and coordinates the activities of the various State departments within its purview. • Costs allocated to State departments within control of each agency secretary. January 22, 2002 37

CSA Workload and Source - continued Bureau of State Audits –Function 799 • Conducts financial, performance, and special audits under the policy direction of the Legislature. January 22, 2002 38

CSA Workload and Source - continued Legislature –Function 800 • Conducts the business of the State, including State departments issues. Only 50% of their costs are allocated. • Works on State departments issues approximately 50% of the time. • Costs included in Pro Rata only. January 22, 2002 39

CSA Workload and Source - continued Legislature - continued – Function 800 - continued • Uses the dollar amount of all past year actual costs of all the other functions. • Benefits from the Legislature’s services in the same ratio as the total of all other central services. January 22, 2002 40

CSA Workload and Source - continued The following slides explain the workload. January 22, 2002 41

CSA Workload and Source - continued Hours – Represent time that the CSA spends working on a specific State department’s work. – Example: Finance budget analysts track the number of hours worked on each State department’s budget. January 22, 2002 42

CSA Workload and Source Hours - continued –CSAs using hours. . . • Finance (004, 005) – audits, budgets • Controller’s (205, 213) – audits, county cost plans • Office of Administrative Law (510) • Department of Justice (605, 607) – legal, tort liability • Bureau of State Audits (799) January 22, 2002 43

CSA Workload and Source - continued Records –Represents SCO documents for. . . • Accounting records • Accruals • Journal entries January 22, 2002 44

CSA Workload and Source - continued Positions – Represents number of authorized positions for a State department. Note: Personnel years (PY’s) are not used, because a half time position takes just as must time and effort as a full time position. January 22, 2002 45

CSA Workload and Source - continued State Operations Dollars –Represents: • State operation dollars from the mid-year column of the current year Governor’s Budget. • Workload units for functions which do not use hours, documents, records, forms, or positions. –Factors in the size of the State department’s budget and its ability to pay. January 22, 2002 46

CSA Workload and Source - continued Current Expenditures (Health Benefits for Retired Annuitants) – Represents current employees health and dental benefits costs. – Controller provides the HBRA costs for current employees. January 22, 2002 47

CSA Workload and Source - continued Interest Earned – Represents interest earned from the Surplus Money Investment Fund (SMIF). January 22, 2002 48

CSA Workload and Source - continued Warrants − Represents warrants issued by the State Controllers’ Office for: • Claim Audits • Payroll • General Disbursements January 22, 2002 49

CSA Workload and Source - continued Retirement Warrants – Pro Rata only. – Represents the documentation and processing of personnel and payroll records. – Public Employees’ Retirement System and State Teachers’ Retirement System are the only State departments to receive this workload. January 22, 2002 50

CSA Workload and Source - continued County Cost Plan – SWCAP only. – Represents the review, negotiation, and approval of countywide cost allocation plans on behalf of federal Department of Health and Human Services. – Develops and issues procedures to counties on the preparation and use of such plans. January 22, 2002 51

CSA Workload and Source - continued These are the workload and source of the workload included in the Pro Rata and SWCAP plans. January 22, 2002 52

We hoped this helped. Please view our other presentations. January 22, 2002 53