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Arizona Transparency Presentation

Arizona Department of AdministrationGeneral Accounting Office

&League of Arizona Cities and Towns

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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

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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

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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

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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

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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

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)

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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

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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

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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

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

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

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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

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Initial Costs – Phase I Phase I - INITIAL DEVELOPMENT COSTS

Category Initial Development

Professional & Outside Services (External) $ 48 K

Hardware/License & Maintenance Fees leveraged from

ARRA

Business Analysis Services (Internal) approx. 4000 hrs.

Development and Database Services (Internal) $ 19 K

Total Initial Development Costs – Phase I $ 67 K

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Ongoing Operational Costs

ONGOING OPERATIONAL COSTS

Category Approx.

Database Maintenance & Hosting $ 60 K

License & Maintenance Fees $ 20 K

Development and Database Services (Internal) $ 5 K

Business Analysis Services (Internal) GAO budget

Total Projected Ongoing Operational Costs $ 85 K

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Initial Costs – Phase III Phase III - DEVELOPMENT COSTS

Category Development

Professional & Outside Services (External) $ 70 K

Business Analysis Services (Internal) - approx. 1000hrs $ 50 K

(approx.)

Development and Database Services (Internal) $ 5 K

Total Development Costs Phase II $ 125 K

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Projected Ongoing Operational Costs

PROJECTED ONGOING OPERATIONAL COSTS Estimated 

Category Ongoing Operational

Database Maintenance and Hosting $ 30 K

License & Maintenance Fees, Storage etc. (Internal) $ 10 K

Development and Database Services (Internal) $ 10 K

SAS and Admin Application Support and other Services (Internal & External) $ 100 K

Total Projected Operational Costs $ 150 K

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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

Next Steps

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Arizona Transparency Presentation

Questions?

Clark Partridge – State ComptrollerJoanna G. Greenaway - Project Manager

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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

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Benefits

Enhances • Access to financial information

Reduces • Public Information Requests

Promotes • Efficiency, Effectiveness and Accountability

Provides • An on-line Managerial Tool

Example with “Name Redacted”

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Example with Contract

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Process Flow

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Contact Information