Enterprise System Catalog

Senate Bill 272 



Approved on October 11, 2015, adds a section to the California Public Records Act requiring local agencies to create a catalog of Enterprise Systems by July 1, 2016 with annual updates. 

Enterprise System

 

A software application or computer system that collects, stores, exchanges and analyzes information that the agency uses that is both of the following: 

  • A multi-departmental system or a system that contains information collected about the public. 
  • A system that serves as an original source of data within an agency. 
An Enterprise System does not include any of the following:

  • Information Technology security systems, including firewalls and other cyber-security systems. 
  • Physical access control systems, employee identification management systems, video monitoring and other physical control systems. 
  • Infrastructure and mechanical control systems, including those that control or manage street lights, electrical, natural gas or water or sewer functions. 
  • Systems related to 911 dispatch and operation or emergency services. 
  • Systems that would be restricted from disclosure by Section 6254.19. 
  • The specific records that the information technology system collects, stores, exchanges or analyzes. 

Requirements


1.  Create a catalog of enterprise systems, containing:

  • Current system vendor 
  • Current system product 
  • System’s purpose 
  • A description of categories or types of data 
  • The department that is the prime custodian of the data 
  • The frequency that system data is collected 
  • The frequency that system data is updated
2.  To make the catalog publicly available upon request

3.  To post the catalog in a prominent location on the agency’s website 

Exception

 

If the public interest served by not disclosing the information described clearly outweighs the public interest served by disclosure, the local agency may instead provide a system name, brief title or identifier of the system.

 ENTERPRISE SYSTEM CATALOG
Product Vendor Purpose Data Category Custodian Collection Frequency Update Frequency
ActiveNet Active Network Online Class Registration & Facility Reservations Recreation Software Community Services Department Daily Daily
Applicant Tracking NeoGov Applicant Tracking Human Resources Administrative Services Department Daily Daily
ArcGIS / ArcSDE ESRI Geographic Information Systems (GIS) Geographic Information Systems Administrative Services Department As Needed As Needed
Banner HE Ellucian Financial & Human Resources System Financial System Administrative Services Department Daily Daily
CivicEngage CivicPlus City Website / Content Management System Web Site Administrative Services Department As Needed As Needed
eCARE Harris NorthStar Utility Billing and Online Payments Utility Billing Administrative Services Department Daily Daily
Exchange Microsoft Enterprise Electronic Mail Email System Administrative Services Department Daily Daily
FuelMaster FuelMaster Fuel Management System Fleet Public Works Department Daily Daily
Granite XP CUES Video Pipeline Inspection Asset Management Public Works Department Weekly Weekly
InfoSource - Sharepoint Microsoft City Intranet - File Sharing, Posting Shared Information for Employees Web Site Administrative Services Department As Needed As Needed
Insurance Certificates Database City of Poway, Microsoft Access Insurance Certificate Tracking Other Administrative Services Department Weekly Weekly
Laserfiche Laserfiche Document Repository, Public Web Access Document Management City Clerk Daily Daily
MAPS Suite for Banner eVisions Checks and eForms Financial System Administrative Services Department Weekly Weekly
NorthStar CIS Harris NorthStar Customer Billing, Meter Reading, Service Order Processing Utility Billing Administrative Services Department Daily Daily
Operations Management System (OMS) Cartegraph Asset Management, Service Requests, Work Orders, Inspections Asset Management Public Works Department Daily Daily
OSHA Incident Tracker JJ Keller OSHA 300 & Workers' Compensation Recordkeeping Safety Administrative Services Department As Needed As Needed
PowGIS WebGIS Solutions Online GIS Web Viewer Geographic Information Systems Administrative Services Department As Needed As Needed
Risk Management City of Poway, Microsoft Access Risk Management Incident Tracking and Reporting Risk Management Administrative Services Department As Needed As Needed
Seat Advisor Box Office (SABO) SeatAvisor Performing Arts Center Online Ticketing Performing Arts Community Services Department Daily Daily
Spiceworks Help Desk Spiceworks Track/Manage IT Support Tickets Information Technology Administrative Services Department Weekly Weekly
SwagIt SwagIt Live Broadcast and Video Archive
of Council Meetings 
Audio/Video City Clerk As Needed As Needed
Telestaff Kronos Timekeeping, Scheduling & Notification for Public Safety Time Management Safety Services Department Daily Daily
Tokay Tokay Water Backflow Asset Management Asset Management Public Works Department Weekly Weekly
TRAKiT SunGard Public Sector Permit Processing, Planning Processing, Business License, Code Compliance. Permit System Development Services, Administrative Services Daily Daily
YourGov Cartegraph Service Request Web and Mobile Application Customer Service Public Works Department Daily Daily