3.5 – Utilization of Technology
Standard: Technology shall be used to enable the agency to operate more efficiently and effectively. The agency should research and apply such resources progressively.
Suggested Evidence of Compliance: Provide examples of progressive adoption, upgrade, installation, and/or use of technology. Examples could include but are not limited to communications and security systems, energy and records management systems, data management and sharing systems, lighting and irrigation systems, work orders and work assignment applications, financial systems, and class registration systems.
COMMENT: Expand narrative to address the EOC that is listed.
RESPONSE:
PRC continues to keep up with the latest technology that is used to manage the needs of the department, such as; financial operations — payroll & expense/revenue reporting (AMS Advantage Financial, Infoview & Golfnow); human resources — time and leave (Leave Management System); information technology – online class registration (Eventbrite), picnic reservations (Rectrac); concession and contract management (OnBase Contract Management), facility specific – Golf (Rain Bird Irrigation), County Center (Daktronics – Message Boards & Allsport – scoreboards). When PRC needs a technological change, a request is made for a new system from the Westchester County Department of Information Technology, who ultimately is responsible for installing and maintaining these services.
COMMENT: Advantage Financial 3.8 document is from 2012, anything more recent?
RESPONSE:
There is not anything more recent. We are working off the same financial system which was introduced in November of 2012. The Westchester County Finance Department is in the process on implementing a new financial system which is currently in the test phase. It is anticipated that this new system will be rolled out to County Departments in early 2025.
COMMENT: How is Infoview used?
RESPONSE: InfoView is the program that allows access to the financial database. The InfoView program can be accessed by anyone who has received the security access to the program. Users can retrieve data from the Advantage Financial System and create custom reports based on the data required. The data may also be exported to other programs, such as Microsoft Excel, for further presentation or manipulation.
COMMENT: To reduce overall number of EOC, combine documents associated with the same technology.
RESPONSE:
EOC 1, 2 & 3 are all related to AMS Financial and are now combined as EOC 16.
EOC 12 & 13 are both related to County Center Message Boards and are now combined as EOC 17.
COMMENT: Add dates to documents that do not have them.
RESPONSE: Dates added to EOC 4, 9, 10 & 14
REVISED AGENCY EVIDENCE OF COMPLIANCE:
3.5 EOC 4R InfoView User Guide.pdf
3.5 EOC 9R RecTrac Point of Sale.pdf
3.5 EOC 10R Eventbrite Registration – Muscoot Farm Event.pdf
3.5 EOC 14R Rain Bird Irrigation Operators Manual – Golf Courses.pdf
3.5 EOC 15 Toro NSN Regional Training Manual.pdf
3.5 EOC 16 Combined EOC 1-3 – AMS Advantage.pdf
3.5 EOC 17 Combined EOC 12 & 13 – County Center Message Boards.pdf
Narrative:
PRC embraces the use of technology to operate more efficiently and effectively. There is an ongoing multidepartment awareness of and research into emerging technologies that can aid in the current and future management and operation of facilities.
In addition to financial, human resources and contract systems technology, PRC is progressive in its use of other technologies including golf reporting, reservations systems, the use of electronic message boards, and irrigation systems.
Agency Evidence of Compliance:
3.5 – EOC 1 AMS Advantage Financial Description
3.5 – EOC 2 AMS Advantage Financial Getting Started User Guide
3.5 – EOC 3 AMS Financial Report Sample – Expense
3.5 – EOC 4 Infoview User Guide
3.5 – EOC 5 OnBase Contract Management Manual
3.5 – EOC 6 Leave Management System Supervisors User Guide
3.5 – EOC 7 Contract Portal User Manual
3.5 – EOC 8 GolfNow Rounds and Revenue Report
3.5 – EOC 9 RecTrac Point of Sale
3.5 – EOC 10 Eventbrite Registration – Muscoot Farm Event
3.5 – EOC 11 Allsport Manual – County Center Scoring Boards
3.5 – EOC 12 Daktronics Operational Manual – County Center Electronic Message Boards
3.5 – EOC 13 Electronic Message Boards – County Center Photo
3.5 – EOC 14 Rain Bird Irrigation Operators Manual – Golf Courses