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AGENDA ITEM REPORT

Title: Report on POST Training Reimbursements Automation
REPORT PROFILE
MEETING DATE
10/18/2018		 BUREAU SUBMITTING THIS REPORT
Computer Services Bureau
RESEARCHED BY (PRINT NAME)
Ron Davis		 REVIEWED BY (PRINT NAME)
Colin O'Keefe
REPORT DATE
09/05/18		 APPROVED BY
Manuel Alvarez, Jr.		 DATE APPROVED
09/14/2018
PURPOSE
Information Only		 FINANCIAL IMPACT
No

ISSUE:
In February 2017, POST Computer Services Bureau Staff, at the direction of the Executive Director, began design work on a new system to automate internal and external processing of the POST Training Reimbursement Request (TRR).  This system is now ready for pilot testing.  Staff will present a brief demonstration of the system to the Commission.
BACKGROUND:

In 1997, POST implemented a system to internally automate the POST Accounting Unit’s data entry, processing, and reimbursement to POST agencies.  The system was developed to accommodate the reimbursement needs of the time:

  • Receipt of paper TRR from external law enforcement agencies
  • Data entry by POST staff
  • Calculation of mileage costs, per diem, tuition, etc.
  • “First-in, First-out” payments in the order they were received
  • Interface with CALSTARS, the then-current State Controller's system for check issuance

 

This system has functioned relatively well within its intended design.  However, requirements have changed and grown during the past years, and the current system cannot be easily modified to accommodate new needs.

 

In February 2017, POST Executive staff determined a new approach to Reimbursement handling was needed.  Specific needs include:

  • Ability to “pick and choose” which TRRs are reimbursed based on budgetary outlook, rather than a “First-in, First-out” methodology
  • Better reporting of current Reimbursement funds to be paid statewide, to specific agencies, or by specific fiscal years, courses, and reimbursement plans
  • Interface with the new State Controller's system for check issuance, FI$CAL, which replaced CALSTARS in 2017
  • Support for new reimbursement methodologies such as the new “Plan VI”
  • Long-term support for agencies to submit reimbursement claims completely electronically, without “wet” signatures and US Mail

 

Requirements gathering for a new system began in March 2017, and technical development began in October 2017.
ANALYSIS:
POST staff anticipate that the new reimbursements system will greatly improve staff’s ability to analyze, process, and reimburse Training Reimbursements Requests in a timely manner.  In addition, staff will have the ability to prioritize payments by criteria including course date, agency, financial outlook, and fiscal year.  In the longer term, the second phase of the project will greatly ease agency workloads by allowing completely electronic submission of TRRs.  This will eliminate the need for printing and mailing signed paperwork.
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