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Arizona Transparency Presentation Arizona Department of Administration General Accounting Office

Arizona Transparency Presentation Arizona Department of Administration General Accounting Office & League of Arizona Cities and Towns. Transparency in Arizona. A.R.S. § 41-725 Requirements State of Arizona’s Project Approach and Design Confidentiality and Sensitivity

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Arizona Transparency Presentation Arizona Department of Administration General Accounting Office

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  1. Arizona Transparency Presentation Arizona Department of Administration General Accounting Office & League of Arizona Cities and Towns

  2. Transparency in Arizona • A.R.S. § 41-725 Requirements • State of Arizona’s Project Approach and Design • Confidentiality and Sensitivity • Initial and Ongoing Costs • Local Governments on OpenBooks.az.gov • Current Activities and Next Steps

  3. A.R.S. § 41-725 Requirements • Database of Statewide Revenues & Expenditures • Data to be Downloadable & Searchable • May be implemented in phases • First phase was implemented on before January 1, 2011 • Local Governments

  4. A.R.S. § 41-725 Requirements – cont. • Database of Statewide Revenues & Expenditures (over $ 5,000) • Updated at least every three months • Retain data for at least 3 three years or • CAFR with GFOA Certificate of Excellence in Financial Reporting

  5. Project Approach and Design • GAO Transparency Website “live” as of 12/29/2010 http://openbooks.az.gov/ • Modeled after Utah transparency website www.utah.gov/transparency/ • Adapted to Arizona’s needs

  6. Project Approach and Design • Phase I – Completed • Arizona Financial Information System data (AFIS) • Phase II – Ongoing • Purchasing Card and Travel Detail • Phase III – Ongoing • Details from local government's financial systems • Later Phases • Other enhancements

  7. State of Arizona’sProject Approach and Design • Displayed ALL Statewide Revenues and Expenditures • Confidential transactions displayed with Vendor Name redacted • Payroll displayed as summary data • Only used Realized Revenues/Expenditures (no accruals)

  8. State of Arizona’s Project Approach and Design • Did not display free form fields • Updated monthly • Data from FY 2009 – current FY • Avoided special characters and modified (acronyms, etc.) titles and descriptions • Special emphasis on confidential and sensitive data

  9. Confidential Information As specified by A.R.S. § 41-725 • Tax payments and refunds • Personal information of State assistance recipients • Payees’ addresses and phone numbers • Information protected by attorney-client privilege • Other information so designated by law

  10. Sensitive Information • While not specifically identified as confidential in § 41-725, perhaps not publishable • Matters involving potential litigation • Aid to Individuals • Free form fields • Judgments – Confidential Restitution to Individuals

  11. Lessons Learned • Tough to accomplish • No single statewide system • No data warehouse • Focus on what can be done, not what can’t • Planning is crucial • To the project • To ongoing operations

  12. More Lessons Learned • Validation and quality control are essential • Everything takes longer than you think • Confidentiality and sensitivity are crucial concepts • A lot of clean-up needed (acronyms, etc.) • Please the critics and you please everyone • Going alone is difficult, time-consuming and costly

  13. Local Governments on OpenBooks.az.gov • AZ.gov Secure Account Services (SAS) login utility • Administrative Application (Test & Production) • Support from ADOA • Application Support and Security (GAO) • Technical Infrastructure (ASET) • Support from NIC (Egov-az.gov) • Application development • Application modification and potential enhancements

  14. Initial Costs – Phase I

  15. Ongoing Operational Costs

  16. Initial Costs – Phase III

  17. Projected Ongoing Operational Costs

  18. Current Activity • Coordinating and Working with Local Governments and with representative of: • The League of Arizona Cities and Towns • Counties • Arizona Association of School Business Officials • Community College Board

  19. Next Steps

  20. Arizona Transparency Presentation Questions? Clark Partridge – State Comptroller Joanna G. Greenaway - Project Manager

  21. Key Transparency Concepts • Manage Expectations • Information vs. Data • Context • Historical and Factual • Accuracy and Integrity-Speak Truth • Help Understand Government Organization • Identify barriers to success early • Incorporate Best Practices • Continually Manage

  22. Benefits • Enhances • Access to financial information • Reduces • Public Information Requests • Promotes • Efficiency, Effectiveness and Accountability • Provides • An on-line Managerial Tool

  23. Example with “Name Redacted”

  24. Example with Contract

  25. Process Flow

  26. Contact Information • Joanna Greenaway • 602-542-5106 • joanna.greenaway@azdoa.gov • Amy Aeppli • 602-542-6231 • amy.aeppli@azdoa.gov • Yesenia Mejia • 602-542-6234 • yesenia.mejia@azdoa.gov

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