| 2012 | | | Vendor Registration Program In a joint effort with the Office of Enterprise Technology (OET) the Department of Finance developed a solution to replace the previous Vendor Registration application, which collected minimal amounts of data and allowed anyone to register as a vendor regardless of whether or not they actually did business with Maricopa County. The new solution receives electronic forms from vendors after a contract is awarded. The forms enter an electronic approval process that automatically creates a vendor record in the Maricopa county financial system. Automated email notifications are sent to vendors with instruction on how to sign up for Electronic Funds Transfer (EFT). Additionally, the forms collect vendor contact and tax information, eliminating the need to collect separate Internal Revenue Service (IRS) W-9 forms for 1099 processing. The overall reduction in processing time has resulted in a savings of more than $20,800 annually. |
| 2011 | | | Managing for Results Information System Maricopa County’s Managing for Results Information System (MFRIS) is a comprehensive and integrated business intelligence management system and technology framework that focuses on achieving results for the customer. MFRIS integrates departmental strategic business plans, associated budgets, and performance measures focused on County government service needs and desired results. These collected metrics are used to gauge how effectively and efficiently the County is delivering results to its customers and to continuously drive, as all levels, throughout the County, improved decisions in ways not obvious or possible previously. The MFRIS Business intelligence (BI) technology framework facilitates and supports all aspects of data collection, information aggregation, and relationship mining that allows management a clear and complete view of results across the organization. |
| 2010 | | | Assessor’s Appeals Management and Automation Project The Maricopa County Assessor’s Office handles property valuation appeals for various property types. The appeals process that previously existed was an extremely manual activity. File folders were created for paper based appeal documents submitted by petitioners and physically transported to appropriate departments to complete the property valuation review process. This process was cumbersome, labor intensive, and error prone. For calendar year 2008, the Assessor’s Office handled approximately 26,000 appeals. This number was expected to increase significantly for the 2009 calendar year because the downturn in the economy resulted in a significant drop in property values. To provide the internal capacity to handle the increase in workload without adding personnel, there was an immediate need to streamline and automate the manual process. The Maricopa County Assessor’s Office partnered with the Maricopa County Office of Enterprise Technology to select and implement an Electronic Document Management Software system to replace the current manual property valuation appeals process. The new EDMS system utilizes electronic folders to route documents to the appropriate division for completion of the property valuation review process. The EDMS system streamlined the appeal process workflow, provided better visibility of staff workload for management, and aligned with Maricopa County’s Green Initiative by eliminating the need to print paper documents. |
| 2010 | | | Department of Finance Electronic Document Management Program Maricopa County has implemented an enterprise level Electronic Document Management Program (EDMP) which is supported by the establishment of a countywide infrastructure framework and disaster recovery program. The EDMP facilitates the electronic organization, storage, and access of 64 finance related document types that include but are not limited to Payment Vouchers, Invoices, Purchase Orders, 1099’s, Treasurer Cleared Warrants, Grant Entry Forms, Electronic Fund Transfers, Capital Asset forms, and other supporting documentation that are used by all County departments. The program interfaces with their current Advantage Financial System and with a few simple key strokes, many of the 1.3 million images of documents are available for immediate review. This eliminates the need for duplicate hardcopies of documents within each of the County’s 55 departments. The program has resulted in enhanced processes and new County-wide operational practices. While the EDMP has a direct impact on the strategic goals adopted by the Maricopa County Board of Supervisors, this initiative has taken their County closer to evolving into a highly competitive, connected enterprise. As a result of this program, other departments within Maricopa County have identified operational efficiencies including enhancing departmental processes and procedures in relation to converting to a paperless environment. |