Agenda - 06-14-2001-4d - Laserfiche WebLink

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Orange County Needs Assessment Project Page 13 received from Personnel: Information such as number of full-time equivalent positions and base salary amounts are currently uploaded from the mainframe, but because of limitations in the Personnel system, each position's, information must be manually verified. For example, there may be a temporary reduction in the number of hours a permanent employee works. The Personnel system will download the current position's status instead of the permanent authorization. PERSONNEL: Issue 1: The existing Personnel system does not have the capability to store employee history information. Numerous "holes" in the employee database have resulted due to this system weakness. For example, when a former employee is rehired, his/her prior information is not retained for future access. Issue 2: The Personnel department receives and inputs all requests for additions and changes to employee records. The current system does not have the capability to assign other departments and employees varying degrees of access. A .standard personnel system would provide numerous security levels to allow non-Personnel employees to input information from employee actions to address changes. It also would allow operating departments to view the department's employee and position records. Issue 3: The position control process is currently maintained manually using cards. This information is critical to the County's personnel and budget operations and should be automated. Any new system should contain this feature as standazd functionality. Issue 4: Various positions within the County require periodic professional and safety. training. The current system is very limited in its ability to track and report information regazding training and certification. These certifications often dictate whether an employee can continue to perform his/her duties and, therefore, it is vital that this information is maintained accurately. Issue 5: Personnel has a heavy volume of required statutory and management reports. Because of current "holes" in the database's information and lack of flexible reporting tools, many of these reports have to be manually checked and adjusted. An updated system with reporting flexibility would allow the production of accurate reports without manual intervention. FIXED ASSETS: Issue I: The County possesses an inadequate Fixed Asset Management system that consists of a series of Excel spreadsheets that do not interface with the general ledger. The Governmental Accounting Standards Board (GASB) pronouncement #34 mandates that the County begin tracking and reporting its infrastructure assets. This would not be possible within the County's current system. A Fixed Asset system, integrated with Accounts Payable, would simplify the process of asset tracking and meet the reporting requirements of GASB #34.