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Program A: Administration

Program Authorization: La. Constitution, Article X

PROGRAM DESCRIPTION

The mission and goals of the Administration Program are reflected in the mission and goals of each of its component activities. The Administration Program includes the following activities: Administrative Support (which includes legal, accounting, purchasing, mail, and property control functions for the Department of State Civil Service and Civil Service Commission), Appeals, and Management Information Systems.

Administrative Support: The mission of the Administrative Support activity is to provide, through the Administrative Support Section, financial and managerial control of department operations and to give, through the Legal Section, advice and counsel to executive branch managers regarding personnel practices, education of executive branch managers regarding the affect of state and federal laws upon personnel practices, advice and counsel to the department and commission, and defense of lawsuits and civil service appeals. The goal of the Administrative Support activity is to permit the department to accomplish its programmatic objectives in compliance with all legal requirements.

Appeals: The mission of the Appeals activity is to hear employees' complaints that their fundamental rights have been violated and to provide decisions that are consistent with the basic tenets of the merit system, the civil service article, the civil service rules, existing jurisprudence and equity. The goal of the Appeals activity is to improve the appeal and discipline processes--primarily by providing a speedy, merit-based resolution to employment disputes and secondarily by providing subject matter expertise to support other activities.

Management Information System: The mission of the Management Information Systems activity is to provide an accurate, reliable, responsive mechanism for maintaining the official personnel and position records of the state and to enhance the ability of the users, both within the Department of State Civil Service and in personnel offices throughout the state, to meet or exceed their goals by providing for effective information management through the analysis, design, and implementation of automated and manual information systems. The goal of the Management and Information Systems activity is to utilize technology to improve state agency and Civil Service productivity and effectiveness by improving the state's personnel records system and to enhance the ability of the department to meet its goals through information systems management and the use of technology.

OBJECTIVES AND PERFORMANCE INDICATORS

1. In FY 1998-99, the Administration Program, through the Administrative Support activity, will enable the Department of State Civil Service to perform those responsibilities mandated for it in the state constitution in an effective and efficient manner.

The performance of this activity is reflected in the performance of the other sections for which it provides financial and managerial control.

2. The Administration Program, through the Appeals Section, will speed up the hearing process so that by June 30, 1999, there are no more than 45 unheard separation cases over 4 months old and no more than 180 unheard cases over 6 months old. By June 30, 2002, there will be no cases in either of these categories.

1 This objective was measured previously by the average delay between filing and hearing. This actually measured the processing delay for cases that were being set for hearing, not the relative age of the backlogged cases. Therefore, the old performance indicator was abandoned in favor of these more meaningful measures.

2 The Department of State Civil Service has little, if any, control over the number of incoming appeals. This performance indicator is provided as an input measure.

The following table provides statistics relating to the appeals function that were reported by the Department of State Civil Service in prior years. These measures are being phased out as new, more outcome-oriented indicators are identified and reported with program objectives

CIVIL SERVICE APPEALS

 

ACTUAL

FY 1993-94

ACTUAL

FY 1994-95

ACTUAL

FY 1995-96

ACTUAL

FY 1996-97

ESTIMATED

FY 1997-98

Number of incoming appeals

550

512

563

574

567

Number of final dispositions

458

465

434

452

645

Total backlog of appeals

414

448

577

695

617

Average time to hear and decide appeal (in months)

8

8

9

12

9

3. The Administration Program, through the Appeals Section, will speed up the decision process so that by June 30, 1999, 70% of all decisions are rendered within 45 days and no more than 15% of the decisions are 3 months old or older. By June 30, 2002, 85% of all decisions will be rendered within 45 days and no decisions will be 3 months or older.

Explanatory Note: The "Civil Service Appeals" table shown above provides statistics relating to the appeals function that were reported by the Department of State Civil Service in prior years. These measures are being phased out as new, more outcome-oriented indicators are identified and reported with program objectives.

4. The Administration Program, through the Appeals Section, will minimize the inconvenience of appeal hearings so that by June 30, 1999, the average hearing is no more than 3.75 hours long. By June 30, 2002, the average hearing length will be no more than 3 hours.

5. The Administration Program, through the Appeals Section, will develop training to improve users' skill in the appeal and discipline processes, so that in FY 1998-99, no more than 100 defective appeals are filed and no more than 1.75% of the disciplinary actions are reversed for procedural reasons. In FY 2001-2002, no more than 50 defective appeals will be filed and no more than 1% of disciplinary actions will be reversed for procedural reasons.

6. By FY 2000-01 the Administration Program, through the Management Information Systems (MIS) Section, and in a partnership with the Division of Administration will design and implement a new Human Resource Information System that will reduce data input effort, provide information necessary to manage the state workforce, and minimize paper records. In FY 1998-99, the development phase of this project is scheduled.

1 There are no quantifiable performance indicators for this objective until the project moves into the development phase. The MIS is currently assessing the technological direction of the HR software industry.

Explanatory Note: The Department of State Civil Service, through the director, has made a commitment to fully participate in all phases of the Integrated Statewide Information System (ISIS) Human Resource (HR) Project. The department has a participant on the ISIS Steering Committee and two on the ISIS Users' Committee. The director also has assigned one staff member full-time to the ISIS HR Project Team and plans to assign other staff as needed during various phases of this project.

7. In FY 1998-99, the Administration Program, through the Management Information Systems activity, will improve the Personnel Records System of the State of Louisiana by holding average turnaround time for processing of personnel transactions to less than 10 days.

1 Increase due to merit increases for employees at the maximum in FY 1996-97, implementation of the federal minimum wage on September 1, 1997, implementation of flexible hire/retention rates for Office of Corrections Services security employees, movement of Louisiana Health Care Authority to the LSU System, and possible movement to new pay schedules for medical, law enforcement

2 Projected increase due to merit increases for all employees at the maximum FY 1996-97, and other undeterminable pay schedule changes.

Explanatory Note: The timely review of personnel actions ensures that agency problems in applying civil service rules are caught and corrected as soon as possible. By ensuring that classified employees are appointed, placed, and paid in accordance with merit system principles, more efficient operation of state government by the most qualified individuals, paid in accordance with the job they are performing for the state, without regard to nonmerit factors, should result.

8. The Administration Program, through the Management Information Systems activity, will ensure compliance of all critical production information systems with Year 2000 requirements by the end of FY 1998-99.

1 Completed extensive program file inventory for all production systems on June 30, 1997.

2 Complete impact analysis and identification of critical event horizons to determine priority for conversion.

3 Complete remainder of critical systems conversion effort by June 30, 1999.

RESOURCE ALLOCATION FOR THE PROGRAM

SOURCE OF FUNDING

This program is funded with state general fund, interagency transfers and self-generated revenue. In accordance with R.S. 42:1383 this program is funded with interagency transfers from state agencies with classified employees and self-generated revenue from non-budgeted and ancillary state agencies with classified employees.

ANALYSIS OF RECOMMENDATION

GENERAL FUND

TOTAL

T.O.

 

DESCRIPTION

 

 

 

 

 

$0

$2,709,120

40

 

ACT 18 FISCAL YEAR 1997-1998

 

 

 

 

 

 

 

 

 

BA-7 TRANSACTIONS:

$0

$0

0

 

None

 

 

 

 

 

$0

$2,709,120

40

 

EXISTING OPERATING BUDGET - December 10, 1997

 

 

 

 

 

$0

$152,404

0

 

Equipment/Major Repairs Adjustment(s)

$0

$14,597

0

 

Annualization of 1997 -'98 Merit Pay Adjustment(s)

$0

$30,104

0

 

1998 -'99 Merit Pay Adjustment(s)

$0

($2,189)

0

 

Attrition Adjustment(s)

$0

($3,324)

0

 

Retirement Rate Adjustment(s)

$0

$13,037

0

 

Adjustment(s) for Civil Service, Training and Other Statewide Interagency Transfer Activities

$0

($55,549)

0

 

Reductions in various Expenditure Categories; Including Reductions to fully fund Salaries

$0

$999

0

 

Maintenance of State-owned Buildings Adjustment(s)

$0

$1,323

0

 

UPS Fees

$0

$1,219

0

 

Legislative Auditor Fees

$0

$125,000

0

 

Civil Service Commission election for classified board member

$45,973

$91,946

2

 

Accountant positions to support Ethics Administration and the Division of Administrative Law

$0

$14,498

0

 

Increased building maintenance for Department of Transportation and Development

$98,000

$98,000

0

 

Year 2000 compliance for computer operations

$61,989

$61,989

0

 

Special projects assistant

$0

($468,917)

(15)

 

Transfer Records Management Section to the Human Resources Program

($45,973)

$0

0

 

Means of financing Substitution(s) - Replace general fund with interagency transfers revenue

 

 

 

 

 

$159,989

$2,784,257

27

 

TOTAL RECOMMENDED

 

 

 

 

 

$159,989

$75,137

(13)

 

DIFFERENCE (TOTAL RECOMMENDED AND EXISTING OPERATING BUDGET)

The total means of financing for this program is recommended at 102.7% of the existing operating budget. It represents 82.0% of the total request ($3,391,607) for this program. The net increase in funding is due to increased funding for acquisitions, increased funding for year 2000 compliance for computer operations, increased funding for election of a classified civil service commission member, increased funding for two new accountant positions along with a decrease in funding due to the transfer of the Records Management Section to the Human Resources Program.

PROFESSIONAL SERVICES

$14,000

 

Legal expenses for preparation of transcripts of proceedings, the delivering of subpoenas and attorney expenses

$40,000

 

Contract referees to conduct administrative hearings for the Civil Service Commission

 

 

 

$54,000

 

TOTAL PROFESSIONAL SERVICES

OTHER CHARGES

$11,927

 

Legislative Auditor expenses

$98,000

 

Year 2000 compliance

$61,989

 

Special projects assistant

 

 

 

$171,916

 

TOTAL OTHER CHARGES

 

 

 

 

 

Interagency Transfers:

$24,033

 

Maintenance of State Buildings

$159,478

 

Department of Transportation for building maintenance

$251,452

 

Division of Administration for data processing support

$24,000

 

Department of Agriculture for building rent

$2,037

 

State Treasurer for fiscal services

$4,944

 

Division of Administration for payroll services

$1,800

 

Division of Administration for mail services

$1,225

 

Division of Administration for Comprehensive Public Training Program

 

 

 

$468,969

 

TOTAL INTERAGENCY TRANSFERS

ACQUISITIONS AND MAJOR REPAIRS

$148,144

 

Replacement computer equipment

 

 

 

$148,144

 

TOTAL ACQUISITIONS AND MAJOR REPAIRS


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