January 22, What is Workload?

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

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

January 22, 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, Department of Finance 004Audits and ReviewAudit HoursDOF/OSAE 005BudgetsBudget HoursDOF/ADMIN 010CALSTARS$DOF/ADU (Sch 10) 100Department of Information TechnologyHoursDOIT Department of General Services 150 California Home Page$DGS 151 State System$ DGS 152Network Infrastructure$ DGS Central Services Workload and Source Function Central CodeService FunctionWorkloadSource

January 22, Controller’s Office 201AccountingRecordsSCO 202Claim AuditsWarrantsSCO 203PayrollWarrantsSCO 204General DisbursementsWarrantsSCO 205Field AuditsHoursSCO 206Retirement WarrantsWarrantsSCO 211PPSD/SDDPositionsSCO 213County Cost PlanHoursSCO State Treasurer 301InvestmentInterest EarnedSCO 302BankingWarrantsSCO 303Cash Management/Public Finance $DOF/ADU (Sch10) Central Services Workload and Source - continued Function Central CodeService FunctionWorkloadSource

January 22, State Personnel Board Positions SCO 410Department of Personnel Admin. Positions SCO 500Victims Comp. and Govt. Claims VCGC BD Claims Board, California 510Office of Administrative Law Review Hours Admin. Law 520California State Library $ DOF/ADU (Sch10) 600Health Benefits for Retired Annuitants Current Expenditures SCO/DPA/PERS Department of Justice 605Legal Hours Justice 607Tort Liability Tort Hours Justice 608Tort Settlements Actual Payments Justice Central Services Workload and Source - continued Function Central Code Service FunctionWorkloadSource

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

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

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

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

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

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

January 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, 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, 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, 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, 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, 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, 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, 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, CSA Workload and Source - continued California Victim Compensation and Government Claims Board - continued –Function 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, CSA Workload and Source - continued California Victim Compensation and Government Claims Board - continued –Function 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, 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, CSA Workload and Source - continued California State Library –Function 520 Performs reference and research services for State departments. State Librarian.

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

January 22, 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, 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, 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, CSA Workload and Source - continued Legislature - continued – Function 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, CSA Workload and Source - continued The following slides explain the workload.

January 22, 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, 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)

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

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

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

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

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