City & County of San Francisco Document Retrieval Mary Shamouel Office of the Controller Payroll/Personnel Services Division January 10, 2005 8/28/2019

Agenda CCSF Document Retrieval Project Brief History about ALVA CDs Payroll Reports via the Web Comparison with Alva Data Security Project timeline Project Roll Out Strategy User Training Access Forms Product Roll-out Product Demo Q&A 8/28/2019

PPSD Mission is to provide best possible customer service: “Payroll Reports Retrievals via the Web” 8/28/2019

CCSF Document Retrieval Project Brief History about ALVA Procurement & Implementation Live on July 1, 2001 Reports 10 and C121 Reports 940, C119 and C207 in 2002 ALVA Technology Requires the software to be installed on the Desktop CDs are distributed to users every PPE Storing and backup is user responsibility 8/28/2019

CCSF Document Retrieval Project Payroll Reports via the Web Key Features View payroll reports via a web browser Pages provided in PDF format Ability to export to Excel spreadsheet Ability to export to text file Retain reports for 7 years Requires no CD installation 8/28/2019

CCSF Document Retrieval Project Comparison with Alva Simpler interface Browser-oriented Buttons, dropdown lists to navigate and select “Green-bar” background Save Searches as short-cuts Results displayed in ascending order Enhanced search capabilities Ad hoc “Find” capability 8/28/2019

CCSF Document Retrieval Project Data Security Confidential payroll information will be protected through Login through City Intranet Usernames and passwords administered by DTIS Security Masked confidential information -SS# Read-only access 20 minute timeout after last access 8/28/2019

CCSF Document Retrieval Project Project timeline Configuration January 20 User set up January 24 User training January 28, 31 and February 4 Roll out - February 7th for PPE 01/28/2005 8/28/2019

CCSF Document Retrieval Project User Training “Hands on” training provided by PPSD Jan 28th, Jan 31st and Feb 4th Training Room at 875 Stevenson, 2nd Floor Test Drive format Approximately 1 hour per session 8/28/2019

CCSF Document Retrieval Project Requesting Access Electronic Document Retrieval System Access Form Complete and submit by Jan 24, 2005 Requires Department authorization Return hardcopy to DTIS Security (electronic signatures not accepted) Contact DTIS Security to obtain password Form is included in the packet 8/28/2019

CCSF Document Retrieval Project Roll-out Phase Deployment to Payroll Departments Pay Period End 01/28/2005 Available February 7th, at 8:00 AM Alva CDs will be stopped 8/28/2019

CCSF Document Retrieval Project Product Demo Test Drive using Report 10 8/28/2019

Next Steps Q & A 8/28/2019