What is Workload?

1. What is Workload?

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

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

4. 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.

5. 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.

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

7. 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.

8. Central Services Workload and Source Function Central Code Service Function Workload Source Department ofFinance004 Audits and Review Audit Hours DOF/OSAE 005 Budgets Budget Hours DOF/ADMIN010 CALSTARS $ DOF/ADU (Sch 10) 100 Department of Information TechnologyHours DOIT Department of General Services 150California Home Page$DGS 151 State E-mailSystem$DGS 152 Network Infrastructure$DGS

9. Central Services Workload and Source- continued Function Central Code Service Function Workload Source Controller’s Office 201 Accounting Records SCO 202 Claim Audits Warrants SCO203 Payroll Warrants SCO 204 General Disbursements Warrants SCO 205 Field Audits Hours SCO 206 Retirement Warrants Warrants SCO 211 PPSD/SDD Positions SCO213 County Cost Plan Hours SCO StateTreasurer 301Investment Interest Earned SCO 302 Banking Warrants SCO 303 Cash Management/Public Finance $ DOF/ADU (Sch10)

10. Central Services Workload and Source- continued Function Central Code Service Function Workload Source • 400StatePersonnel BoardPositions SCO410Department ofPersonnel Admin.Positions SCO500Victims Comp. and Govt. Claims VCGC BD • Claims Board, California • 510Office ofAdministrative LawReview Hours Admin. Law 520California State Library$ DOF/ADU (Sch10) • 600Health Benefits for • Retired AnnuitantsCurrent Expenditures SCO/DPA/PERS • Department ofJustice605Legal Hours Justice607Tort Liability Tort Hours Justice608Tort Settlements Actual Payments Justice

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

12. 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.

13. 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.

14. 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.

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

16. 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.

17. 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 ofoperation.

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

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

20. 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.

21. 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.

22. 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.

23. 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.

24. 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.

25. 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.

26. 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.

27. 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.

28. 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.

29. 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.

30. 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

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: • Claims against the State • Employee travel and other allowances • Payroll deductions

32. 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

33. 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.

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

35. 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.

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

37. 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.

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

39. 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.

40. 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.

41. CSA Workload and Source- continued The following slides explain the workload.

42. 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.

43. CSA Workload and Source- continued 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)

44. CSA Workload and Source- continued Records • Represents SCO documents for . . . • Accounting records • Accruals • Journal entries

45. 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.

46. 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.

47. 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.

48. CSA Workload and Source- continued Interest Earned • Represents interest earned from the Surplus Money Investment Fund (SMIF).

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

50. 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.