SB 272 Enterprise Systems Catalog
SB 272 - The California Public Records Act Inventory
On October 11, 2015, Governor Brown signed Senate Bill (SB) 272 into a law as part of the California Public Records Act. This bill requires all local agencies to publish a catalog of enterprise systems. These are systems that are used across multiple departments or that contain information collected about the public and are systems that serve as original source of data within an agency.
Certain systems are exempt from disclosure include:
- Emergency services systems
- Information technology security systems
- Physical access control systems
- Infrastructure and mechanical control systems
Below is Monterey County’s list of enterprise systems. This catalog will be reviewed and updated on an annual basis.
| Vendor Name | Product Name | Purpose | Types of Data | Custodian | Frequency of Data Collected | Frequency of Data Updated |
|---|---|---|---|---|---|---|
| Vendor Name | Product Name | Purpose | Types of Data | Custodian | Frequency of Data Collected | Frequency of Data Updated |
| Statewide Soft | CARTS | Track employee hours and activities performed for various State Programs and create summarized reports. | - Employee hours activities such as inspection pest detection, commodity
quality control |
Agricultural Commissioner | Daily | Daily |
| DPR | CalAgPermits | Restricted material permit and pesticide use reporting | - Permit Data consisting of sites, permittee, acreage, commodity - Reporting data consisting of permit data, type and amount of chemicals applied to commodity site |
Agricultural Commissioner | Daily | Daily |
| DPR | CalPeats | Pesticide enforcement action tracking system | - Performing and tracking PUE inspections - Investigations, and enforcement actions |
Agricultural Commissioner | Daily | Daily |
| USDA/APHIS | PCIT | Phytosanitary Certificate Issuance and Tracking System | - Inspection and certification of agricultural products data - Billing for inspection services data |
Agricultural Commissioner | Daily | Daily |
| Stowe Research | Equimetric | Equimetric is a comprehensive suite of applications designed to meet the Field Inspection, Reporting, Device Registration, and Management requirements of California Weights & Measures jurisdictions. | - Employee hours and activities of inspections, price verifications,
testing accuracy of measuring device - Device registrations information |
Agricultural Commissioner | Daily | Daily |
| Apex | Sketch Pro v5 | Building Schematic Creation | - Building floor plans | Assessor | Daily | Daily |
| Megabyte Systems Inc. | MPTS2010 | Property Assessment and Tax Collection System | - Property appraisal - Property ownership - Owner communications |
Assessor | Daily | Daily |
| CGI Group, Inc | Advantage HRM | Human Resources and Payroll system that automates the management of payroll and HR data, and the analysis and forecasting of liabilities and costs related to County resources. | - Employee payroll and timekeeping - Employee benefits and liabilities data - Security and workflow settings - Payroll and HR configurations |
Auditor - Controller | Daily | Daily |
| CGI Group, Inc | Advantage FIN | Financial management system which provides County-wide accountability and transparency of all financial transactions and fiscal- and multi- year budgets. | - Internal and external funding sources - Accounting rules and policies - Chart of accounts - Financial reporting to GAAP and GASB |
Auditor - Controller | Daily | Daily |
| CGI Group, Inc | Advantage Performance Budgeting |
Budgeting system that automates the planning, forecasting and development of County budgets, and supports all budget-cycle activities. | - Historical performance - Budget and actual expenditures and revenues - Budget reports and workflow settings |
Auditor - Controller | Daily | Daily |
| Granicus | Legistar Agenda Management system | Creating Board of Supervisors, BCCs, Board governed Agencies & Special Districts, agendas & minutes. | - Routing & approval information reports - Board reports - iLegislate interface for County staff to access agenda information |
Clerk of the Board | Daily | Daily |
| NetFile | FPPC Form 700 filing system-Statements of Economic Interests | Eectronic system to complete and file FPPC Form 700 filings to Board, County Departments and Board governed agencies and special districts; as well as school and special districts where the BOS is the code reviewing body of Conflict of Interest Codes. | - Public access to e-filed 700 forms (redacted) - Completed form data remains in system - Hard copy filings are scanned as pdfs to system |
Clerk of the Board | Daily | Daily |
| Granicus | Video Streaming- Meeting videos | Live stream Board of Supervisors, Assessment Appeals Board, Planning Commission, Zoning Administrator and some committee meetings | - Video meeting recordings | Clerk of the Board | As needed | As needed |
| OpenGov | OpenGov Transparency | OpenGov takes recommended budget, adopted budget, and year end budget numbers and displays them in a manner that is friendly to the public. | - Budget vs. actual reports - Recommended budget and year end actuals |
County Administrative Office - Budget & Analysis | Three times a year | Monthly |
| Faster Asset Solution | Faster Asset Solution | Turnkey fleet data systems via Windows-based solution | -Asset management -Parts Inventory management -Maintenance and labor tracking - Accounting and billing tracking |
County Administrative Office - Fleet | Daily | Daily |
| EJ Ward | EJ Ward | Turnkey fuel management operations system | - Automated fuel access - Asset management - Automated accounting |
County Administrative Office - Fleet | Daily | Daily |
| Invers | Invers | Fully automated online motor pool reservation and dispatch system | - Motor pool reservation & dispatch - Accounting and Billing Tracking |
County Administrative Office - Fleet | As needed | As needed |
| Karpel Solutions, Inc | Prosecutor by Karpel | Case Management Data System for District Attorney | - Charges filed by law enforcement - Criminal history - Evidence - Past criminal charges file |
District Attorney | Daily | Daily |
| Blane Canada, LTD | Sychornist software | Used for tracking business retention interviews | - Business profile information |
Economic Development | As needed | As needed |
| IMPLAN | IMPLAN | Used for conducting Economic Impact analysis work | - Custom economic reports |
Economic Development | As needed | As needed |
| CoStar Real Estate | CoStar Real Estate | For viewing real estate’s listing and sales | - Generating custom reports |
Economic Development | As needed | As needed |
| DIMS | DIMS | DIMS is an elections management system for voter registration, ballot, precinct and election management. | - Voter registration - Ballot management - Precinct management - Election management |
Elections | Daily | Daily |
| Robis | AskED | AskED is election precinct service management system to automate service delivery and support processes with precinct staff and elections management staff. | - Poll place locations - Poll place voting equipment deployment list - Service delivery requests |
Elections | Election Day | Election Day |
| Netsmart | Avatar | Electronic health records system to track the provision of behavioral healthcare services | - Behavioral healthcare services in an inpatient and outpatient setting
- Services provided by contractors with County including alcohol and substance abuse information - Treatment plans - Medications - Other services provided by a behavioral healthcare provider |
Health | Daily | Daily |
| HLP, Inc. | Chameleon | Application and database used to track Animal Services data to include animals picked up, adopted, and animal licensing in County jurisdiction. | - Animal description - Region and proximity where stray animals were found, - Licensing - Amount owed per animal - Rabies incidents/vaccinations |
Health | Daily | Daily |
| OCHIN | EPIC | Electronic Health Records system that tracks outpatient and integrated services provided in County FQHC Look Alike Clinics | - Outpatient services provided by Health Dept, Clinic Services |
Health | Daily | Daily |
| State of California | ISIS | State system to track individuals that participate in the Women Infants and Children programs throughout the state | - Nutrition programs - Clients (mothers, children, and prospective mothers) - Nutrition education - Issuance of checks for healthy supplemental foods - Participation information of pregnant women, infants, or children under age 5, new mothers |
Health | Daily | Daily |
| Panoramic Software, Inc. | Panosoft | Vendor hosted solution that tracks individuals conserved | - Client information - Conservatorship status - Case management |
Health | Daily | Daily |
| State of California | MEDS | State system used to track medi-cal eligibility as accessed by Health | - Medi-cal eligibility for clients |
Health | Daily | Daily |
| Accela | Envision Connect | Vendor hosted solution that tracks all licensing, inspection, permits, and violations and hazardous material information with information exchanged with State. | - Restaurant inspections - Hazardous material handling - Facility tracking - Solid waste - Recycling - Consumer Protection that enforces standards that include oversight after all incidents impacting the environment and the constituents |
Health | Daily | Daily |
| State of California | AVSS | Hosted by State | - Birth Data |
Health | Daily | Daily |
| CA-EDRS | CA-EDRS System | Hosted by State vendor | - Deaths including fetal deaths |
Health | Daily | Daily |
| NeoGov | NEOGOV Applicant Tracking Module |
County-wide Applicant Tracking software utilized for recruitment purposes including posting of positions, receipt of on-line and hard copy applications, email notifications, tracking, qualifications scoring, statistical analysis and reporting. | - Recruitment data - Applicant data - Statistical analysis |
Human Resources | Daily | Daily |
| Meridian | Meridian Learning Management Software |
County-wide software application for the administration, documentation, tracking, reporting and delivery of electronic courses or classroom training programs. | - Course catalog - Completed courses - Reports - Training Materials |
Human Resources | Daily | Daily |
| Microsoft | Microsoft Office 365G3 | Centralized software subscription service that includes Microsoft Word, Excel, PowerPoint and Outlook, and SharePoint | - Employee mailboxes - Computer hard drives - Shared drives and in the government cloud |
Information Technology | Continuously | Continuously |
| Microsoft | Microsoft Office 365 Enterprise Mobility Suite | Centralized software subscription that enables management of mobile devices and applications, adds security layers to protect data strengthens identity and rights management. | - Employee mailboxes - Computer hard drives - Shared drives and in the government cloud |
Information Technology | Continuously | Continuously |
| BrainStorm | QuickHelp | Online training solution that offers video instruction for various Microsoft productivity tools. | - Technical training videos |
Information Technology | Daily | Daily |
| Information Technology | Combined Pers | Used by multiple departments to manage personnel data that is not part or ERP | - Employee demographics - Career history and HR actions |
Information Technology | As needed | As needed |
| ServiceNow | ServiceNow | IT Service Management system to automate service delivery and support processes, interface with customers, and serve as centralized repository of IT data. | - Technical support and service requests - IT change records - Technical projects and demands - IT asset and configuration management data - IT labor tracking |
Information Technology | Daily | Daily |
| Esri | ArcGIS Desktop | Desktop Geographic Information Systems (GIS) software enabling mapping and geospatial analytics. | - GIS |
Information Technology | Daily | Daily |
| Esri | ArcGIS Online | Cloud solution providing the ability to rapidly create purpose-specific hosted; webmaps, apps, and GIS data hosting/sharing. | - GIS/Web Development |
Information Technology | Daily | Daily |
| Esri | ArcGIS Server | Server-based Enterprise GIS solution, allowing the hosting of the County's GIS data repository. | - GIS/Database |
Information Technology | Daily | Daily |
| Oracle | Oracle 12c | Database which serves as foundation for ArcGIS Server. | - Database |
Information Technology | Daily | Daily |
| Latitude Geographics | Geocortex Essentials | Provides ability to create and robust web-mapping solutions. | - Mapping/ Web Development |
Information Technology | Daily | Daily |
| Trimble | Trimble Pathfinder Office | Processes and exports GPS-digitized GIS data. | - GPS/GIS |
Information Technology | As needed | As needed |
| Trimble | Trimble TerraSync | Enables field data collection of GPS-digitized GIS data. | - GPS/GIS |
Information Technology | As needed | As needed |
| Microsoft | SharePoint | Collaborative tool that allows teams and groups to share documents, calendars, lists and files | - Reports - Calendars of schedules - Documents pertinent to the operations of a given department |
Information Technology | Daily | Daily |
| Infolinx | Infolinx | Records Management system for the storage and retention of physical County files | - Reports - Case files - Medical records - Financial records - Employee records |
Information Technology | Daily | Daily |
| Questys | Questys ECMx v11.3.0.61 | Electronic storage of department documents and scanned images | - Reports - Case files - Permit applications - Planning documents and drawings |
Information Technology | Daily | Daily |
| Adobe | Adobe Experience Manager | Provides ability to create electronic forms and implement form work-flow between people | - Any data suitable for entry into an electronic form |
Information Technology | As needed | As needed |
| Vision Internet | Vision CMS | Website Content Management System | - Web pages - Images - Documents - eNotification subscriber information |
Information Technology | Daily | Daily |
| Siteimprove | Siteimprove | Provides quality assurance reports on County websites such as broken hyperlinks, misspelled words and accessibility issues | - Quality assurance reports - Broken hyperlinks - Misspellings - Website inventory |
Information Technology | Daily | Daily |
| Calero | Pinnacle |
Enterprise
telephony applications (phone, voicemail, RightFax, and Solidus) charge back
software for monthly reoccurring charges and one time service requests.
Provides telephone call records for long distance billing and phone record requests |
- List of departmental employees that subscribe to telephony application
and associated IT charges - Records of outbound phone calls |
Information Technology | Continuously | Every 15 minutes |
| Innovative Interfaces Inc. | Polaris | Integrated Library System that manages library operations including borrower database, searchable catalog of materials, staff ability to check in and check out materials. Patron records are protected | - Card holder database - Patron's record of materials borrowed, requested |
Library | Daily | Daily |
| Comprise | Smart Access Manager | Manages public computer use and printing | - Library card holder information |
Library | Business days | Business days |
| Unique Management | Unique Management Material Recovery | Send collection request to patrons that have fines or charges $50 or above | - Patron's contact information - Patron's debt information |
Library | Business days | Business days |
| Evanced | Meeting Room booking Software | Allows library card holders to book meeting rooms. | - Patron's contact information
|
Library | Daily | Daily |
| Various | Oneclick Overdrive Freegal Ebsco and others |
Third party services purchased by the library that provide catalog and borrowing records of electronic books and audio books | - Patron's library card numbers - Borrowing records within each system |
Library | Daily | Daily |
| BrainFuse | BrainFuse | Online Homework Help | - Validated with library card number |
Library | Daily | Daily |
| VetPro | VetPro | Military and Vets program used to access services | - Record management |
Military & Veterans | Daily | Daily |
| Digital Rez | Digital Rez | A reservation system to keep track of our reservations for camping and day use of our parks. | - Name - Address - Phone number -Email address -Method of payment |
Parks | Daily | Daily |
| Homeland Justice Systems, Inc | Smart Probation | Case Management System | - Client demographics -Court cases - Supervisions - Institution records - Programs |
Probation | Daily | Daily |
| Eventum (Open Source) | Eventum | Support Request Tracking software | - Request for changes bugs |
Probation | Daily | Daily |
| Justice Works | Defender Data | Case management database which tracks criminal cases. | - Attorney-client communications - Investigation case preparation/resolution |
Public Defender | Daily | Daily |
| ACS Enterprises, Solutions, LLC/Xerox Business Services, LLC | Xerox/Exigent | County Clerk/Recorder back-end recording/filing/accounting system | - Real property document index - Real property document images - Fictitious business name statements - Vital record index - California Environmental Quality Act Document Index -Department accounting/statistical data |
Recorder - County Clerk | Daily | Daily |
| CeRTNA | CeRTNA | Electronic Recording System | - Real property documents |
Recorder - County Clerk | Daily | Daily |
| Accela Inc. | Accela Automation | County Land Use permit tracking system to automate service delivery and support processes, interface with customers and serve as centralized repository of County land use permit and address data. | - Permit data - Address data - Land use inspection records - Code compliance records - Encroachment permit records - Land use report library - Land Use public records request tracking |
Resource Management Agency | Daily | Daily |
| Jamar | Jamar Petra Trax Pro |
Software to collect traffic volume data on County roadways | - Traffic volumes - Speed data - Turn movements |
Resource Management Agency | Daily | Yearly |
| TrafficWare | Synchro | Software to time traffic signals; Design/Analyze of signals, stop signs and yield signs on intersections | - Signal timing - Traffic movements |
Resource Management Agency | Monthly | Yearly |
| McTrans | HCS | Highway capacity software to design new roundabouts, intersections and calculate data to implement stop sign and signals | - Stop sign warrants - Signal warrants - Yield traffic movements |
Resource Management Agency | Weekly/Monthly | Yearly |
| CrossRoads | CrossRoads | Software that collects collision data for CHP and analysis of road design and safety repairs | - Collision data |
Resource Management Agency | Weekly | Yearly |
| Mitron | Mitron | Traffic volume counts and Turn movement counts | -Traffic volume - Speed data |
Resource Management Agency | Daily | N/A |
| AutoDesk | AutoCAD | Used for drafting and design documentation | - Site layout -Network design |
Resource Management Agency | Daily | Daily |
| TracNet | Daily Patrol Log | Provides citizens and media with a brief synopsis and a list of Patrol reports taken each day | - Date/time - Charges (if applicable) - Location - Deputy ID - Report nbr |
Sheriff | Daily | Daily |
| TracNet | Inmate Information | Provides L.E. and citizens with a list of who is in custody | - Booking number - Name - Date booked - Sex - Age - Housing location - Arresting agency - Charges and bail amounts |
Sheriff | As needed | Hourly |
| TracNet | Daily Patrol Log | Reports to website CrimeReports.com, advising citizens of crime reports in their area | - Generic block location -Crime report -Date/time -Type of crime - Agency identifier |
Sheriff | Daily | Daily |
| State C-IV | C-IV | The State Automated Welfare System. Used to determine and manage client eligibility and employment services. |
- Case management |
Social Services | Daily | Daily |
| DOJ | CJIS | Criminal Justice Information System. It is used to conduct background/information checks. |
- Criminal information |
Social Services | Daily | Daily |
| State Office of Systems Integration | SFIS | State Fingerprinting Imaging System. Used by Community Benefits, Children Services and Human Resources. |
- Finger printing |
Social Services | Daily | Daily |
| California Department of Health Care Sercvices | CalHEERS | California Health Eligibility Enrollment Retention System. Used by Community Benefits to assist in determination of eligibility per the Affordable Care Act. |
- Case management | Social Services | Daily | Daily |
| CAHW | CWS/CMS |
Child
Welfare Services Case Managment System. It is used for case managment of Child Welfare information. |
- Case management | Social Services | Daily | Daily |
| WinCams | WinCams |
Used to submit workorders for County Facilities. | - Work order system | Social Services | Daily | Daily |
| CDSS | CMIPS II |
Case Management Information Payroll System. Used by In Home Supportive Services to process payroll for providers. | - Case management | Social Services | Daily | Daily |
| Oasis | OASIS |
Used for ordering of forms and supplies for DSS staff. | - Inventory | Social Services | Daily | Daily |
| Pharaoh | PHARAOH |
Used
for case file requests and tracking |
- Inventory |
Social Services | Daily | Daily |
| Excellesoft | REVA |
Used by Adult Services for registration of In Home Supportive Services providers. | - Service provide database |
Social Services | Daily | Daily |
| CareAccess | CARE ACCESS |
The portal to AACTS. These are adult services case management and tracking systems. | - Case management | Social Services | Daily | Daily |
| SDM | SDM |
Structured Decision Making. Used by Family and Children Services for case decision making. | - Decision making software | Social Services | Daily | Daily |
| Social Services | GAOS |
General Assisance On-line System. Used by Community Benefits for entering and tracking General Assistance payments. | - Case management | Social Services | Daily | Daily |
| Pesco | SAGE/PESCO |
Assessment system used by Employment Services. | - Assessment tool |
Social Services | Daily | Daily |
| CDSS | EBT
- This is an issuance method. |
Electronic Benefit Transfer. System by which payments are made to eligible recipients. | - Electronic benefit transfer |
Social Services | Daily | Daily |
| State C-IV | LDS
(County Consortium) |
Legacy Data System. Access to all ISAWS data. | - Customer information | Social Services | Daily | Daily |
| Social Services | WAMS |
Work Assignment Management System. System is used to manage Community Benefits task based business process. Work is assigned to the Renewals, Status Reports, Focus and Correspondence units using this application. | - Task assignment system | Social Services | Daily | Daily |
| Timestudy Buddy | Time
Study Buddy |
Used to track and maintain staff time studies. | - Time tracking | Social Services | Daily | Daily |
| Social Services | Alexandria |
Repository for interactive reports that can be used to determine locations of persons being aided. | - Report repository | Social Services | Daily | Daily |
| Social Services | BIOS (GABenefit Issuance) |
Benefit Issuance Online System - Tracks and records payments for General Assistance. | - Benefit issuance |
Social Services | Daily | Daily |
| Xerox | EPPIC |
Electronic Payment Processing and Information Control - EBT vendor system, XEROX. Tracks and reports issuance of benefits via EBT. | - Electronic benefit payment | Social Services | Daily | Daily |
| iStar | iStar |
System to report and track deficiencies for EBT hardware and software. | - Reporting | Social Services | Daily | Daily |
| Safe Measures | Safe
Measures |
Third party application Database that contains information specific to foster child placement. Used for GIS information. | - Case management | Social Services | Daily | Daily |
| Social Solutuions | Efforts to Outcomes (ETO) |
A case management system to track 3 different programs; Pathways to Safety, Wraparound, and Pathways to Employment. | - Case management | Social Services | Daily | Daily |
| Megabyte Systems Inc. | MPTS2010 | Property Assessment and Tax Collection System | - Billing - Collections - Correspondence |
Treasurer Tax Collector | Daily | Daily |
| Columbia Ultimate Business Systems | RPCS | Debt Collection System | - Debtor information - Accounts receivable - Correspondence |
Treasurer Tax Collector | Daily | Daily |
| RTLawrence Corppration | RTLFirst, FirstView | Document Imaging system | - Remittence processing - Correspondence |
Treasurer Tax Collector | Daily | Daily |
| Information Technology | WRA Assessment Roll |
Manage Water Resource Agency assessments | - Acreage - Landuse |
Water Resource Agency | Daily | Daily |
| Campbell Scientific |
Loggernet | Configure
weather station hardware at Nacimiento and San Antonio Dams and captures weather station from those locations |
- Precipitation - Air temperature - Evaporation |
Water Resource Agency | Daily | Daily |
| Cascade Software |
WinCAMS | Manage Water Resource Agency budget | - Accounting data, including timecards |
Water Resource Agency | As needed | As needed |