San Mateo County Grand Jury • 2006-2007

Issue | Background | Findings | Conclusions | Recommendations | Responses | Attachments Summary of Improving Access to

Published: November 01, 2006 7 pages
Ver PDF original

Note: Missing finding numbers detected: F7, F8, F9, F10, F11, F12, F13, F14, F15, F16, F17, F18, F19, F20, F21, F22, F23, F24, F25, F26, F27, F28, F29, F30, F31, F32, F33, F34, F35, F36, F37, F38, F39, F40, F41, F42, F43, F44, F45, F46, F47, F48, F49, F50, F51, F52, F53, F54, F55, F56, F57, F58, F59, F60, F61, F62, F63, F64, F65, F66, F67, F68, F69, F70, F71, F72, F73, F74, F75, F76, F77, F78, F79, F80, F81, F82, F83, F84, F85, F86, F87, F88, F89, F90, F91, F92, F93, F94, F95, F96, F97, F98, F99, F100, F101, F102, F103, F104, F105, F106, F107, F108, F109, F110, F111, F112, F113, F114, F115, F116, F117, F118, F119, F120, F121, F122, F123, F124, F125, F126, F127, F128, F129, F130, F131, F132, F133, F134, F135, F136, F137, F138, F139, F140, F141, F142, F143, F144, F145, F146, F147, F148, F149, F150, F151, F152, F153, F154, F155, F156, F157, F158, F159, F160, F161, F162, F163, F164, F165, F166, F167, F168, F169, F170, F171, F172, F173, F174, F175, F176, F177, F178, F179, F180, F181, F182, 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Findings and Recommendations 7 findings

F1
Continue efforts to move to an electronic version of the Directory that has the types of information currently found in the Green Book’s white and gray pages, and is updated regularly. Response: Concur. ISD has created and deployed the SMC Directory application into production. In addition, nightly updates to the SMC Directory from the payroll system are in production.
Related Recommendations (1)
R1
Continue efforts to move to an electronic version of the Directory that has the types of information currently found in the Green Book’s white and gray pages, and is updated regularly.
F2
Cease printing the Green Book’s white pages now that intranet directory information has become widely available. Response: Concur. The Green Book will be printed and distributed in FY 2007-08 for the final time, to facilitate the migration to SMC Directory.
Related Recommendations (1)
R2
Cease printing the Green Book’s white pages now that intranet directory information has become widely available.
F3
Make the information currently found in the Directory’s gray pages available on the intranet in a form that can be downloaded and printed for those who may need hard copies; these versions would be modified as necessary during the ongoing reorganization of County government. In addition, printing and distributing updated gray pages on a regular basis until the reorganization is completed should be considered. Response: Concur. During the 1st quarter of 2007, ISD will be modifying the format of SMC Directory Department and Employee reports to make them more printable.
Related Recommendations (1)
R3
Make the information currently found in the Directory’s gray pages available on the intranet in a form that can be downloaded and printed for those who may need hard copies; these versions would be modified as necessary during the ongoing reorganization of County government. In addition, printing and distributing updated gray pages on a regular basis until the reorganization is completed should be considered.
F4
Establish standards for the minimum information that should be on a department web page and coordinate among departments so that they meet those standards. Include basic information about all government agencies, districts, special districts, and joint power authorities operating within the County. Response: Concur. During the 1st quarter of 2007, ISD will work with all Departments to establish standards for Internet-based departmental information.
Related Recommendations (1)
R4
Establish standards for the minimum information that should be on a department web page and coordinate among departments so that they meet those standards. Include basic information about all governmental agencies, districts, special districts and joint power authorities operating within the County.
F5
Make available on a public website as much searchable information from the electronic directory as is possible within the constraints of privacy. Response: Concur. During the 1st quarter of 2007, ISD will be adding a “Contact Us” section to the County Internet home page that will contain basic departmental information.
Related Recommendations (1)
R5
Make available on a public website as much searchable information from the electronic directory as is possible within the constraints of privacy.
F6
Consider multiple listings for some departments under names that are commonly used, but do not correspond to “official” names. Response: Concur. During the 1st quarter of 2007, ISD will work with all Departments to establish standards for Internet-based departmental information.
Related Recommendations (1)
R6
Consider multiple listings for some departments under names that are commonly used, but do not correspond to “official” names. COUNTY OF SAN MATEO Inter-Departmental Correspondence County Manager’s Office DATE: January 8, 2007 BOARD MEETING DATE: January 23, 2007 SPECIAL NOTICE: None VOTE REQUIRED: None TO: Honorable Board of Supervisors FROM: John L. Maltbie, County Manager SUBJECT: 2006-07 Grand Jury Response Recommendation Accept this report containing the County’s responses to the following 2006-07 Grand Jury report: Improving Access to County Employee Directory Information. VISION ALIGNMENT: Commitment: Responsive, effective and collaborative government. Goal 20: Government decisions are based on careful consideration of future impact, rather than temporary relief or immediate gain. This activity contributes to the goal by ensuring that all Grand Jury findings and recommendations are thoroughly reviewed by the appropriate County departments and that, when appropriate, process improvements are made to improve the quality and efficiency of services provided to the public and other agencies.
F2004 Page 3
Parts of the reorganization plan are being implemented and will affect information in the Green Book. This is a reason given as to why the publication of a new edition has been delayed. The reorganization may also affect the public’s ability to locate some departments. • Some departments and agencies operate autonomously and maintain separate directories and employee lists. Many special districts and some other agencies are not included in the County directory at all. • Other sources of directory information are available and regularly used by County employees. o Employees increasingly use the County intranet e-mail system, because it provides a user-friendly, searchable list of County employees, their telephone numbers, email addresses and department information. o Directories from private companies may have more up-to-date information about cities than does the County’s directory. o County operators use a separate Conveyant TeleDirectory System that accesses data that is kept current with regard to new employees, terminations and other changes. These updates to the Conveyant system are done manually on most workdays. The changes do not appear in other County directories. It should soon be possible to link the new intranet website to the TeleDirectory system so that updates will be much easier. As a result, the information would come from the most up-to-date and complete source, the County’s Payroll Information and Personnel System (PIPS). 3 • The County ISD currently requests information from other County departments for purposes of updating the Green Book and some of the intranet information. Not all departments are responsive. • County departments are responsible for keeping their intranet web pages current and informative, but results are mixed and range from very informative to completely missing. Conclusions The Green Book is out-of-date, but there are other sources for most information on the County intranet. The shortcomings in the current system that are enumerated above have been recognized by the County ISD and efforts are underway to correct them. Foremost among these measures is the creation of a new intranet website, referred to as the SMC- Directory, that will be up-to-date and searchable by name and department. The data on that website would come from PIPS, and may be in place by October 2006. Additionally, data from that PIPS-based web page will be linked to the Conveyant TeleDirectory System, eliminating the need for most manual updates.
No recommendations for this finding

Conclusions 1

No Responses Found 1

Government entities assigned to respond to this report. No response documents have been linked in our database.

San Mateo County Board of Supervisors Elected County Office