Appendix 1 – Broward Systems Inventory
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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 Area and Application Vendor and Product Comment Interface with Advantage/Cyborg Finance General Ledger AMS Advantage None Accruals Microsoft Access Purchases received but not paid None Letters of Credit Microsoft Access Bank Guaranty None Vehicle Depreciation Microsoft Access None NSF Checks Microsoft Access None Unclaimed Checks Microsoft Access Void Checks Microsoft Access None CAFR Reporting Microsoft Excel None GASB Reporting Microsoft Excel None None None Accounts Receivable – Primary System Accounts Receivable Accounting Accounts Receivable Extension Accounts Receivable – Port Everglades Accounts Receivable Aviation Accounts Receivable – Wastewater Microsoft Access Report to the State Collect revenues for multiple divisions None None Microsoft Access None Klein Systems None Propworks 4.1 /Oracle 4 None Peace/Energy 5.2 None Accounts Receivable – Human Services Accounts Receivable – Human Services Accounts Receivable – Construction Management Accounts Receivable – Facilities Accounts Receivable – Parks and Recreation Accounts Receivable – Revenue Collections Cashiering – Tax and Licensing Cashiering – Urban Planning CSMS (Client Services Management System) Medicaid/Medicare Billing None Microsoft Excel Child Care Licensing None POSSE Environmental Protection Billing None ACH Transfers Wachovia Web Credit Card Processing Accounts Payable – Primary Maximus Flat file Microsoft Excel None Tax Manager None Manatron None Cashier for Windows None Need more information None Batch Microsoft Access AMS Advantage None Check Printing Troy None 1099 Generate/Reporting Convey Accounts Payable Other Microsoft Excel Grant Accounting Microsoft Excel Grant Tracking Accounting Microsoft Excel Purchasing – Primary AMS Advantage P-Cards P-Card Tracking Contract Administration – Purchasing Contract Administration – Construction Management Microsoft Access Microsoft Excel Paper Forms AMS Advantage PMIS Third Party partner of Flat file Advantage Some departments maintain a log of None receipts sent to AP for payment tracking Aviation, Port, None Extension None Data analysis of Grants None BOA File sent via excel None Paper forms accompany receipts; and Departments maintain log to track monthly purchases. None Only utilizing the notes field None None Contract Management Construction Management Microsoft Access None Vendor Registration .net application None Vendor Records BMC Service Desk Insurance Tracking Microsoft Access Master Agreement Tracking Microsoft Access Vendor Information Tracking Microsoft Access Customer Service Feedback Microsoft Access Reporting for Mass Distribution Prior purchase order history AMS InfoAdvantage Microsoft Access Purchasing – Water and Waste Water Maximo Small Business Application Custom Purchasing – Facilities Maximus Vendor Records – Facilities Maximus OIT Warranty information None None None Tracks vendors where the email address is invalid. Tracks responses to annual customer survey Published via PDF daily on BCNet Purchasing data from 1989 to 2003 None None None None Used to have integration point/lost in most recent upgrade Tracks certifications of None MBE/WBE None None Purchasing - Fleet Maximus None Purchasing - Aviation Microsoft Excel None Project Accounting Primary Cost Accounting – Parks & Library Project Tracking Project Accounting Other Project Accounting – Construction Management Project Accounting – Construction Management Vendor Complaint Tracking None AMS Advantage None AMS Advantage None Microsoft Access PMIS Service Agreement Module None None Microsoft Project Track milestones Microsoft Excel Used for large construction projects PMIS None None Subcontractor Payment Tracking Project Accounting – Facilities Project Accounting – Wastewater Project Accounting – Aviation Project Accounting – Port Everglades None Prolog None Microsoft Excel Fixed Assets – Port Everglades FAS – Fixed Asset System Fixed Assets – Aviation Propworks Inventory – Purchasing & Traffic Inventory – Port Everglades None Maximo AMS Advantage Fixed Assets – OIT None Maximus Fixed Assets – Primary Fixed Assets – Facilities Fixed Assets – Facilities Fixed Assets – Wastewater Fixed Assets – Extension Fixed Assets – Human Services None PMIS Bricksnet Batch Custom None Real Property None Maximo None Microsoft Excel None .net application BMC Service Desk Express MP2/Datastream None None Maximus AMS Advantage None None For stock items only None None None Inventory – Facilities Maximus Inventory – Human Services HSD IT Equipment Inventory System Inventory – Transit TMIS Inventory – Wastewater Maximo Inventory – Aviation Maximo None Inventory – OIT BMC Service Desk Express HSD IT Equipment Inventory System None Inventory - Human Services Operating Budget Preparation – Primary AMS Advantage Performance Budgeting Maintains IT equipment Direct inventory by user, location etc. None None None Direct interface with AMS Financials on a Monthly Basis via data junction upload Operating Budget Preparation – Salaries Cyborg Operating Budget Preparation – Other Microsoft Excel Operating Budget Preparation – Other Operating Budget Preparation – Other Capital Budget Preparation – Primary Capital Budget Preparation – Facilities Capital Budget Preparation – Facilities Capital Budget Preparation – Aviation Capital Budget Preparation – Wastewater Project Budget Preparation – Primary Project Budget Preparation – Other Project Budget Preparation – Facilities Project Budget Preparation – Port Project Budget Preparation – Aviation Pattern Stream Data junction combines the four files for extraction None None Microsoft Word Publishing of Budget Document None None Microsoft Excel None Microsoft Excel None Facility Focus None Microsoft Excel None Microsoft Access AMS Advantage Performance Budgeting Maximus Crystal reporting used as well Microsoft Excel Performance Measurement Microsoft Excel Treasury JP Morgan SymPro Financial Reporting AMS InfoAdvantage AMS InfoAdvantage SPSS Human Resources and Payroll None None Microsoft Excel Prolog None None Microsoft Excel Budget Reporting Monthly Variance Reports Query Tool – Port Everglades File extraction: position control; employee information; position control by job class; minimum/maximum salary Downloads of files utilized by Budget & Departments Primavera utilized as well Maintain budget information and create reports None None None Flat file for Pooled Investments None None None Human Resources Applicant Tracking, Application Management & Hiring None Cyborg None HR Recruiter Some departments None maintain a separate log for tracking of requests to hire. Hiring Process Tracking Microsoft Excel Human Resources Reporting Cognos Batch Position Control Performance Budgeting None Grievances Log Microsoft Excel None Grievance Disposition Cyborg Separation Tracking Cyborg Retirement Benefit Tracking Microsoft Excel EEO Reporting Cyborg Workers Compensation Claims CS Stars Case management Caseware 20/20 Learning Management Performance Evaluation – Primary Performance Evaluation – Side Systems Tuition Reimbursement None Cyborg can track county property assigned to individuals; not widely used. Manually track Fl. Retirement system information None None None None None Flat-file Registrar None Cyborg Microsoft Excel Many divisions track in Excel Microsoft Excel .net app pending None Flat file with .net app ID Cards IDCard None Loan Tracking CBL Media Tracking None Training Administration (Learning Management) Registrar Certification Tracking Microsoft Excel Plan and Track Learning Activities for County Employees Varies from Department to Department Data from Cyborg is imported bi-weekly into Registrar via a text file None Payroll - Primary Cyborg Batch Payroll Extraction Cognos Batch Payroll Reporting Visual Dbase 5.7. with Crystal reports None FMLA Tracking Cyborg FMLA Tracking – Other Microsoft Excel Sick Leave Cyborg Sick Leave – Other Microsoft Excel Payroll - Secondary AMS Advantage Payroll - Other Microsoft Excel Dispatching (Time & Attendance) – Transit MIDAS Payroll – Transit TMIS Time & Attendance – Primary Time & Attendance – Secondary Time & Attendance – Secondary Time & Attendance – Purchasing Time & Attendance – Wastewater Time & Attendance – Transit Time & Attendance – Port Everglades Cyborg None 93 screen Not all departments None utilize the 93 screen None 93 screen: Not all departments None utilize the 93 screen Summary level None transactional Utilized to track and None report on payroll activity None Time and Attendance Batch for Payroll None None Excel None None Paper Time Sheet None Microsoft Access Flat File – Electronic Payroll Voucher Flat File Kronos MIDAS/TMIS Custom Time Keeping/Visual FoxPro None Cyborg None Benefits Reporting Cognos Batch Call Tracking ACT Donated Leave Tracking Microsoft Excel Benefits COBRA COBRA Annual Open Enrollment .net application Benefits Management Case None None 3rd party COBRA Billing Software – Used for terminated and retired employees Annual Open Benefit Enrollment Flat File Batch to Cyborg 3rd Party Administrator Flexible Spending Pension Tracking Cyborg Tuition Reimbursement Microsoft Excel None None Current System; .net None pending Public Works Maintenance Management/Work Orders – Primary Maintenance Management/Work Orders – Port Everglades Maintenance Management/Work Orders – Facilities Maintenance Management/Work Orders – Facilities Maintenance Management/Work Orders – Fleet Maintenance Management/Work Orders – Transportation Maintenance Management/Work Orders – Wastewater Maintenance Management/Work Orders – Aviation Maintenance Management/Work Orders – OIT Project Management – Construction Management Project Management – Construction Management Project Management – Construction Management Project Management – Construction Management Scheduling – Port Everglades None AMS Advantage None MP2/Datastream None Maximus Phaser Pays building electric bills None None Maximus None TMIS None Maximo None Maximus None BMC Service Desk None Microsoft Project Microsoft Sharepoint Services None None PMIS None Facility Focus MP2 None Scheduling – Transit Hastas/Giro None Scheduling – Facilities Microsoft Project None Scheduling – Facilities Microsoft Excel Scheduling – Wastewater Kronos Interfaced to Maximus System None None Other County Commission Agendas County Commission Voting Design – Construction Management Design View – Construction Management Property Management – Port Everglades Harbormaster – Port Everglades None Adobe None Adobe None AutoCAD/Autodesk DWG/DWF Viewer Allows viewing of DWG and DWF (CADD) files by those users without AutoCAD None None Klein Systems None Klein Systems None Port Everglades ID Badge Software Port Everglades Foreign Trade Zone Software Port Everglades Parking Royce Parking Dispatch – Transit MIDAS Transit Software Suite None Fleet Management Maximus None Document Management - Port Electronic Image Scanner Scan certificates/leases and manage electronic files None Wastewater - Other SCADA Lift Mgmt. None Wastewater – Meter Reading Document Management - Aviation Document Management Wastewater Document Management – Human Services Specialized Customs Software US None Approved None None Third Party Provider None Fortis None Fortis Paper Master Live Internally developed document management system for delegate None agreements Document Management – Construction Management Document Management – County Records Document Management – County Records Document Management – County Records Document Management – Cultural Division Document Management – Construction Management Facilities – Building Automation Facilities – Building Automation Future System Development Financial System Vendor Self-Service None Computronics/POSSE Environmental Protection/Permitting Empower/Global 360 Purchased software over 5 years ago, not implemented Aptitude Solutions Land/Real Estate Records Axia Tax Appeals Board None None None None Extender/Lagato None Microsoft Sharepoint Services None Johnson Controls None Siemens AMS Advantage None Vendor Registration None Vendor Payment Tracking None Vendor Bid None Performance Measurement System Learning Management Registrar Subcontract Payment Tracking – Construction Management Subcontract Upgrade to 3.6 Advantage 3.6 Upgrade Target Date: (2008) Advantage 3.6 Upgrade Target Date: (2008) Advantage 3.6 Upgrade Target Date: (2008) Advantage 3.6 Upgrade Target Date: (2008) Initial Investigation Phase TBD - Future Development Project TBD - Future Development Project TBD - Future Development Project TBD - Future Development Project TBD - Future Development Project TBD - Future Development Project TBD - Future Upgrade Planned Development Project TBD - Future Initial Investigation Development Project Phase Accounts Receivable Port Klein Upgrade Tax Collection System Human Resources Document Management Project Management Facilities Wastewater BC 102 Automation BC 102 Automation Maximus/Sharepoint Integration Maximo Enterprise Upgrade Aviation – Accounts Receivable Propworks Upgrade Wastewater Maximo Timecard Project Management PMIS Upgrade Construction Management - Other Construction Management - Other Construction Management - Other BIM Software Graphisoft Autodisk Building Info. Modeling TBD - Future Development Project TBD - Future Development Project TBD - Future Development Project TBD - Future Development Project TBD - Future Development Project TBD - Future Development Project TBD - Future Development Project TBD - Future Development Project TBD - Future Development Project TBD - Future Development Project TBD - Future Development Project TBD - Future Development Project
