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

ProductVendorPurposeData CategoryCustodianCollection FrequencyUpdate Frequency
ActiveNetActive NetworkOnline Class Registration & Facility ReservationsRecreation SoftwareCommunity Services DepartmentDailyDaily
Applicant TrackingNeoGovApplicant TrackingHuman ResourcesHuman Resources/Risk Management DepartmentDailyDaily
ArcGIS / ArcSDEESRIGeographic Information Systems (GIS)Geographic Information SystemsFinance DepartmentAs NeededAs Needed
Banner HEEllucianFinancial & Human Resources SystemFinancial SystemFinance DepartmentDailyDaily
CivicEngageCivicPlusCity Website / Content Management SystemWeb SiteFinance DepartmentAs NeededAs Needed
eCAREHarris NorthStarUtility Billing and Online PaymentsUtility BillingFinance DepartmentDailyDaily
Exchange (365)MicrosoftEnterprise Electronic MailEmail SystemFinance DepartmentDailyDaily
FuelMasterFuelMasterFuel Management SystemFleetPublic Works DepartmentDailyDaily
Granite XPCUESVideo Pipeline InspectionAsset ManagementPublic Works DepartmentWeeklyWeekly
InfoSource - SharepointMicrosoftCity Intranet - File Sharing, Posting Shared Information for EmployeesWeb SiteFinance DepartmentAs NeededAs Needed
Insurance Certificates DatabaseCity of Poway, Microsoft AccessInsurance Certificate TrackingOtherFinance DepartmentWeeklyWeekly
LaserficheLaserficheDocument Repository, Public Web AccessDocument ManagementCity ClerkDailyDaily
MAPS Suite for BannereVisionsChecks and eFormsFinancial SystemFinance DepartmentWeeklyWeekly
MunisTyler TechnologiesFinancial & Human Resources SystemFinancial SystemFinance DepartmentDailyDaily
NorthStar CISHarris NorthStarCustomer Billing, Meter Reading, Service Order ProcessingUtility BillingFinance DepartmentDailyDaily
Operations Management System (OMS)CartegraphAsset Management, Service Requests, Work Orders, InspectionsAsset ManagementPublic Works DepartmentDailyDaily
OSHA Incident TrackerJJ KellerOSHA 300 & Workers' Compensation RecordkeepingSafetyHuman Resources/Risk Management DepartmentAs NeededAs Needed
PowGISWebGIS SolutionsOnline GIS Web ViewerGeographic Information SystemsFinance DepartmentAs NeededAs Needed
Risk ManagementCity of Poway, Microsoft AccessRisk Management Incident Tracking and ReportingRisk ManagementFinance DepartmentAs NeededAs Needed
Seat Advisor Box Office (SABO)SeatAvisorPerforming Arts Center Online TicketingPerforming ArtsCommunity Services DepartmentDailyDaily
Spiceworks Help DeskSpiceworksTrack/Manage IT Support TicketsInformation TechnologyFinance DepartmentWeeklyWeekly
SwagItSwagItLive Broadcast and Video Archive
of Council Meetings
Audio/VideoCity ClerkAs NeededAs Needed
TelestaffKronosTimekeeping, Scheduling & Notification for Public SafetyTime ManagementSafety Services DepartmentDailyDaily
TokayTokayWater Backflow Asset ManagementAsset ManagementPublic Works DepartmentWeeklyWeekly
TRAKiTCentral Square TechnologiesPermit Processing, Planning Processing, Business License, Code Compliance.Land Management SystemDevelopment Services, Administrative ServicesDailyDaily
YourGovCartegraphService Request Web and Mobile ApplicationCustomer ServicePublic Works DepartmentDailyDaily