Appendix 1 Broward Systems Inventory

Appendix 1

The Government Finance Officers Association

Needs Assessment – Inventory of Broward County, FL Data Systems

The main financial applications have been operating on the AMS Advantage 3.2 system. The main payroll application has been the Cyborg system. In addition, the County utilizes an extensive series of standalone applications for its business functions. Many of the standalone systems store fragmented and duplicate data. Reporting is not real time and requires at least some technical knowledge. Therefore, the ability to generate reports is often dependent on a handful of experts throughout the organization.

Appendix 1 presents an inventory of systems used by the County:

Inventory of Broward County, FL Systems Interface with Area and Application Vendor and Product Comment Advantage/Cyborg Finance

General Ledger AMS Advantage None Purchases received but Accruals Microsoft Access None not paid Letters of Credit Microsoft Access Bank Guaranty None

Vehicle Depreciation Microsoft Access None

NSF Checks Microsoft Access None

Unclaimed Checks Microsoft Access Report to the State None

Void Checks Microsoft Access None

CAFR Reporting Microsoft Excel None

GASB Reporting Microsoft Excel None Accounts Receivable – None None Primary System Accounts Receivable - Collect revenues for Microsoft Access None Accounting multiple divisions Accounts Receivable - Microsoft Access None Extension Accounts Receivable – Klein Systems None Port Everglades Accounts Receivable - Propworks 4.1 /Oracle None Aviation 4 Accounts Receivable – Peace/Energy 5.2 None Wastewater Accounts Receivable – CSMS (Client Services Medicaid/Medicare None Human Services Management System) Billing Accounts Receivable – Microsoft Excel Child Care Licensing None Human Services Accounts Receivable – Environmental Construction POSSE None Protection Billing Management Accounts Receivable – Maximus Flat file Facilities Accounts Receivable – Microsoft Excel None Parks and Recreation Accounts Receivable – Tax Manager None Revenue Collections Cashiering – Tax and Manatron None Licensing Cashiering – Urban Cashier for Windows None Planning ACH Transfers Wachovia Need more information None Web Credit Card Batch Microsoft Access Processing Accounts Payable – AMS Advantage None Primary Check Printing Troy None 1099 Third Party partner of Convey Flat file Generate/Reporting Advantage Some departments Accounts Payable - maintain a log of Microsoft Excel None Other receipts sent to AP for payment tracking Aviation, Port, Grant Accounting Microsoft Excel None Extension Grant Tracking - None Microsoft Excel Data analysis of Grants Accounting Purchasing – Primary AMS Advantage None

P-Cards Microsoft Access BOA File sent via excel None Paper forms accompany receipts; Microsoft Excel and P-Card Tracking Departments maintain None Paper Forms log to track monthly purchases. Contract Only utilizing the notes Administration – AMS Advantage None field Purchasing Contract Administration – PMIS None Construction Management Contract Management - Microsoft Access None Construction Management Vendor Registration .net application None OIT Warranty None Vendor Records BMC Service Desk information Insurance Tracking Microsoft Access None Master Agreement None Microsoft Access Tracking Tracks vendors where Vendor Information Microsoft Access the email address is None Tracking invalid. Tracks responses to Customer Service Microsoft Access annual customer None Feedback survey Reporting for Mass Published via PDF AMS InfoAdvantage None Distribution daily on BCNet Prior purchase order Purchasing data from Microsoft Access None history 1989 to 2003 Used to have Purchasing – Water Maximo integration point/lost in and Waste Water most recent upgrade Small Business Tracks certifications of Custom None Application MBE/WBE Purchasing – Facilities Maximus None Vendor Records – None Maximus Facilities Purchasing - Fleet Maximus None

Purchasing - Aviation Microsoft Excel None Project Accounting - None AMS Advantage Primary Cost Accounting – None AMS Advantage Parks & Library Project Tracking Microsoft Access None Project Accounting - Service Agreement None PMIS Other Module Project Accounting – None Construction Microsoft Project Track milestones Management Project Accounting – None Used for large Construction Microsoft Excel construction projects Management Vendor Complaint None PMIS Tracking Subcontractor None PMIS Payment Tracking Project Accounting – None Maximus Facilities Project Accounting – None Maximo Wastewater Project Accounting – None Prolog Aviation Project Accounting – None Microsoft Excel Port Everglades Fixed Assets – Primary AMS Advantage Batch Fixed Assets – Port FAS – Fixed Asset Custom None Everglades System Fixed Assets – Aviation Propworks None Fixed Assets – None Bricksnet Real Property Facilities Fixed Assets – None Maximus Facilities Fixed Assets – None Maximo Wastewater Fixed Assets – None Microsoft Excel Extension Fixed Assets – Human None .net application Services BMC Service Desk None Fixed Assets – OIT Express Inventory – Purchasing None AMS Advantage For stock items only & Traffic Inventory – Port None MP2/Datastream Everglades Inventory – Facilities Maximus None Maintains IT equipment Direct Inventory – Human HSD IT Equipment inventory by user, Services Inventory System location etc. Inventory – Transit TMIS None Inventory – None Maximo Wastewater Inventory – Aviation Maximo None BMC Service Desk None Inventory – OIT Express Inventory - Human HSD IT Equipment None Services Inventory System Direct interface with AMS Advantage Operating Budget AMS Financials on a Performance Preparation – Primary Monthly Basis via data Budgeting junction upload File extraction: position control; employee Data junction combines Operating Budget information; position Cyborg the four files for Preparation – Salaries control by job class; extraction minimum/maximum salary Downloads of files None Operating Budget Microsoft Excel utilized by Budget & Preparation – Other Departments Operating Budget None Microsoft Word Preparation – Other Operating Budget Publishing of Budget None Pattern Stream Preparation – Other Document Capital Budget None Microsoft Excel Preparation – Primary Capital Budget None Microsoft Excel Preparation – Facilities Capital Budget None Facility Focus Preparation – Facilities Capital Budget None Microsoft Excel Preparation – Aviation Capital Budget None Preparation – Microsoft Access Wastewater Project Budget Performance None AMS Advantage Preparation – Primary Budgeting Project Budget None Microsoft Excel Preparation – Other Project Budget Crystal reporting used None Maximus Preparation – Facilities as well Project Budget None Microsoft Excel Preparation – Port Project Budget Primavera utilized as None Prolog Preparation – Aviation well Maintain budget None Budget Reporting Microsoft Excel information and create reports Performance None Microsoft Excel Measurement Flat file for Pooled Treasury JP Morgan SymPro Investments Financial Reporting AMS InfoAdvantage None Monthly Variance None AMS InfoAdvantage Reports Query Tool – Port None SPSS Everglades Human Resources and Payroll

Human Resources Cyborg None Applicant Tracking, None Application HR Recruiter Management & Hiring Some departments None Hiring Process maintain a separate log Microsoft Excel Tracking for tracking of requests to hire. Human Resources Cognos Batch Reporting Performance None Position Control Budgeting Grievances Log Microsoft Excel None Grievance None Cyborg Disposition Cyborg can track None county property Separation Tracking Cyborg assigned to individuals; not widely used. Manually track Fl. None Retirement Benefit Microsoft Excel Retirement system Tracking information EEO Reporting Cyborg None Workers None Compensation CS Stars Claims Case management Caseware 20/20 None Learning Flat-file Registrar Management Performance None Cyborg Evaluation – Primary Performance None Many divisions track in Evaluation – Side Microsoft Excel Excel Systems Tuition Flat file with .net app Microsoft Excel .net app pending Reimbursement ID Cards IDCard None

Loan Tracking CBL Media Tracking None Training Administration Plan and Track Data from Cyborg is (Learning Registrar Learning Activities for imported bi-weekly into Management) County Employees Registrar via a text file Varies from None Certification Tracking Microsoft Excel Department to Department Payroll - Primary Cyborg Batch Payroll Extraction Cognos Batch Visual Dbase 5.7. with None Payroll Reporting Crystal reports FMLA Tracking Cyborg 93 screen None FMLA Tracking – Not all departments None Microsoft Excel Other utilize the 93 screen Sick Leave Cyborg 93 screen: None Not all departments None Sick Leave – Other Microsoft Excel utilize the 93 screen Summary level None Payroll - Secondary AMS Advantage transactional Utilized to track and None Payroll - Other Microsoft Excel report on payroll activity Dispatching (Time & None MIDAS Attendance) – Transit Time and Attendance Batch Payroll – Transit TMIS for Payroll Time & Attendance – None Cyborg Primary Time & Attendance – None Excel Secondary Time & Attendance – None None Paper Time Sheet Secondary Time & Attendance – None Microsoft Access Purchasing Time & Attendance – Flat File – Electronic Kronos Wastewater Payroll Voucher Time & Attendance – Flat File MIDAS/TMIS Transit Time & Attendance – Custom Time None Port Everglades Keeping/Visual FoxPro Benefits Cyborg None

Benefits Reporting Cognos Batch Benefits Case None Call Tracking ACT Management Donated Leave None Microsoft Excel Tracking 3rd party COBRA Billing Flat File Software – Used for COBRA COBRA terminated and retired employees Annual Open Annual Open Benefit Batch to Cyborg .net application Enrollment Enrollment Flexible Spending 3rd Party Administrator None Pension Tracking Cyborg None Tuition Current System; .net None Microsoft Excel Reimbursement pending Public Works Maintenance None Management/Work AMS Advantage Orders – Primary Maintenance None Management/Work MP2/Datastream Orders – Port Everglades Maintenance None Management/Work Maximus Orders – Facilities Maintenance None Pays building electric Management/Work Phaser bills Orders – Facilities Maintenance None Management/Work Maximus Orders – Fleet Maintenance None Management/Work TMIS Orders – Transportation Maintenance None Management/Work Maximo Orders – Wastewater Maintenance None Management/Work Maximus Orders – Aviation Maintenance None Management/Work BMC Service Desk Orders – OIT Project Management – None Construction Microsoft Project Management Project Management – None Microsoft Sharepoint Construction Services Management Project Management – None Construction PMIS Management Project Management – None Construction Facility Focus Management Scheduling – Port MP2 None Everglades Scheduling – Transit Hastas/Giro None Scheduling – Facilities Microsoft Project None Interfaced to Maximus None Scheduling – Facilities Microsoft Excel System Scheduling – None Kronos Wastewater Other County Commission None Adobe Agendas County Commission None Adobe Voting Design – Construction None AutoCAD/Autodesk Management Allows viewing of DWG None Design View – and DWF (CADD) files Construction DWG/DWF Viewer by those users without Management AutoCAD Property Management None Klein Systems – Port Everglades Harbormaster – Port None Klein Systems Everglades Port Everglades ID Badge Software None Specialized US None Foreign Trade Zone Port Everglades Customs Approved Software Software Port Everglades - None Royce Parking Parking MIDAS Transit None Dispatch – Transit Software Suite Fleet Management Maximus None Scan None Document Electronic Image certificates/leases and Management - Port Scanner manage electronic files Wastewater - Other SCADA Lift Mgmt. None Wastewater – Meter None Third Party Provider Reading Document None Fortis Management - Aviation Document None Management - Fortis Wastewater Internally developed None Document document Management – Human Paper Master Live management system Services for delegate agreements Document None Management – Environmental Computronics/POSSE Construction Protection/Permitting Management Document Purchased software None Management – County Empower/Global 360 over 5 years ago, not Records implemented Document None Land/Real Estate Management – County Aptitude Solutions Records Records Document None Management – County Axia Tax Appeals Board Records Document None Management – Cultural Extender/Lagato Division Document None Management – Microsoft Sharepoint Construction Services Management Facilities – Building None Johnson Controls Automation Facilities – Building None Siemens Automation Future System Development TBD - Future Financial System AMS Advantage Upgrade to 3.6 Development Project Advantage 3.6 TBD - Future Vendor Self-Service None Upgrade Target Date: Development Project (2008) Advantage 3.6 TBD - Future Vendor Registration None Upgrade Target Date: Development Project (2008) Advantage 3.6 TBD - Future Vendor Payment None Upgrade Target Date: Development Project Tracking (2008) Advantage 3.6 TBD - Future Vendor Bid None Upgrade Target Date: Development Project (2008) Performance Initial Investigation TBD - Future Measurement System Phase Development Project TBD - Future Learning Management Registrar Upgrade Planned Development Project Subcontract Payment TBD - Future Tracking – Initial Investigation Development Project Subcontract Construction Phase Management Accounts Receivable - TBD - Future Klein Upgrade Port Development Project TBD - Future Tax Collection System Development Project TBD - Future Human Resources BC 102 Automation Development Project Document TBD - Future BC 102 Automation Management Development Project Project Management - Maximus/Sharepoint TBD - Future Facilities Integration Development Project Maximo Enterprise TBD - Future Wastewater Upgrade Development Project Aviation – Accounts TBD - Future Propworks Upgrade Receivable Development Project TBD - Future Wastewater Maximo Timecard Development Project Project Management - TBD - Future PMIS Upgrade Development Project Construction TBD - Future BIM Software Building Info. Modeling Management - Other Development Project Construction TBD - Future Graphisoft Management - Other Development Project Construction TBD - Future Autodisk Management - Other Development Project