1. 1 Arizona Transparency Presentation Arizona Department of Administration General Accounting Office & League of Arizona Cities and Towns

2. 2 Transparency in Arizona A.R.S. § 41-725 Requirements State of Arizona’s Project Approach and Design Confidentiality and Sensitivity Initial and Ongoing Costs Local Governments on OpenBooks.az.gov Current Activities and Next Steps

3. 3 A.R.S. § 41-725 Requirements Database of Statewide Revenues & Expenditures Data to be Downloadable & Searchable May be implemented in phases First phase was implemented on before January 1, 2011 Local Governments

4. 4 A.R.S. § 41-725 Requirements – cont. Database of Statewide Revenues & Expenditures (over $ 5,000) Updated at least every three months Retain data for at least 3 three years or CAFR with GFOA Certificate of Excellence in Financial Reporting

5. 5 Project Approach and Design GAO Transparency Website “live” as of 12/29/2010 http://openbooks.az.gov/ Modeled after Utah transparency website www.utah.gov/transparency/ Adapted to Arizona’s needs

6. 6 Project Approach and Design Phase I – Completed Arizona Financial Information System data (AFIS) Phase II – Ongoing Purchasing Card and Travel Detail Phase III – Ongoing Details from local government's financial systems Later Phases Other enhancements

7. State of Arizona’s Project Approach and Design Displayed ALL Statewide Revenues and Expenditures Confidential transactions displayed with Vendor Name redacted Payroll displayed as summary data Only used Realized Revenues/Expenditures (no accruals) 7

8. State of Arizona’s Project Approach and Design Did not display free form fields Updated monthly Data from FY 2009 – current FY Avoided special characters and modified (acronyms, etc.) titles and descriptions Special emphasis on confidential and sensitive data 8

9. 9 Confidential Information As specified by A.R.S. § 41-725 Tax payments and refunds Personal information of State assistance recipients Payees’ addresses and phone numbers Information protected by attorney-client privilege Other information so designated by law

10. 10 Sensitive Information While not specifically identified as confidential in § 41-725, perhaps not publishable Matters involving potential litigation Aid to Individuals Free form fields Judgments – Confidential Restitution to Individuals

11. Lessons Learned Tough to accomplish No single statewide system No data warehouse Focus on what can be done, not what can’t Planning is crucial To the project To ongoing operations

12. More Lessons Learned Validation and quality control are essential Everything takes longer than you think Confidentiality and sensitivity are crucial concepts A lot of clean-up needed (acronyms, etc.) Please the critics and you please everyone Going alone is difficult, time-consuming and costly

13. 13 Local Governments on OpenBooks.az.gov AZ.gov Secure Account Services (SAS) login utility Administrative Application (Test & Production) Support from ADOA Application Support and Security (GAO) Technical Infrastructure (ASET) Support from NIC (Egov-az.gov) Application development Application modification and potential enhancements

14. 14 Initial Costs – Phase I Phase I - INITIAL DEVELOPMENT COSTS Category Initial Development Professional & Outside Services (External) $ 48 K Hardware/License & Maintenance Fees leveraged from ARRA Business Analysis Services (Internal) approx. 4000 hrs. Development and Database Services (Internal) $ 19 K Total Initial Development Costs – Phase I $ 67 K

15. 15 Ongoing Operational Costs ONGOING OPERATIONAL COSTS Category Approx. Database Maintenance & Hosting $ 60 K License & Maintenance Fees $ 20 K Development and Database Services (Internal) $ 5 K Business Analysis Services (Internal) GAO budget Total Projected Ongoing Operational Costs $ 85 K

16. 16 Initial Costs – Phase III Phase III - DEVELOPMENT COSTS Category Development Professional & Outside Services (External) $ 70 K Business Analysis Services (Internal) - approx. 1000hrs $ 50 K (approx.) Development and Database Services (Internal) $ 5 K Total Development Costs Phase II $ 125 K

17. 17 Projected Ongoing Operational Costs PROJECTED ONGOING OPERATIONAL COSTS Estimated Category Ongoing Operational Database Maintenance and Hosting $ 30 K License & Maintenance Fees, Storage etc. (Internal) $ 10 K Development and Database Services (Internal) $ 10 K SAS and Admin Application Support and other Services (Internal & External) $ 100 K Total Projected Operational Costs $ 150 K

18. 18 Current Activity Coordinating and Working with Local Governments and with representative of: The League of Arizona Cities and Towns Counties Arizona Association of School Business Officials Community College Board

19. Next Steps 19

20. 20 Arizona Transparency Presentation Questions? Clark Partridge – State Comptroller Joanna G. Greenaway - Project Manager

21. 21 Key Transparency Concepts Manage Expectations Information vs. Data Context Historical and Factual Accuracy and Integrity-Speak Truth Help Understand Government Organization Identify barriers to success early Incorporate Best Practices Continually Manage

22. 22 Benefits Enhances Access to financial information Reduces Public Information Requests Promotes Efficiency, Effectiveness and Accountability Provides An on-line Managerial Tool

23. Example with “Name Redacted” 23

24. Example with Contract 24

25. Process Flow 25

26. 26 Contact Information Joanna Greenaway 602-542-5106 joanna.greenaway@azdoa.gov Amy Aeppli 602-542-6231 amy.aeppli@azdoa.gov Yesenia Mejia 602-542-6234 yesenia.mejia@azdoa.gov