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SB 272 - Enterprise Applications
Senate Bill 272 is an act to add Section 6270.5 to the Government Code, relating to public records. It reads in part:
6270.5. (a) In implementing this chapter, each local agency, except a local educational agency, shall create a catalog of enterprise systems. The catalog shall be made publicly available upon request in the office of the person or officer designated by the agency’s legislative body. The catalog shall be posted in a prominent location on the local agency’s Internet Web site, if the agency has an Internet Web site. The catalog shall disclose a list of the enterprise systems utilized by the agency and, for each system, shall also disclose all of the following:
Pursuant to SB 272, following is our list of qualified enterprise systems:
| Product | Purpose | Vendor | Categories or Types of Data | System Custodian | Frequency Data Collected | Frequency Data Updated |
| ACS | Advanced Communications System. Used to track and communicate with VTA buses and light rail vehicles when they are in operation. | Xerox | Vehicle & operator inventory. Operating vehicles & drivers. Vehicle locations & times. Communications metadata. Some incident tracking. | Operations | Real Time | As data is collected |
| Bus Process Automation - Accounts Payable | Automating the Accounts Payable process on the front and backend. | Microsoft, K2 and SAP | Accounts payable data. | Disbursements & Payroll | Real Time | As data is collected |
| Bus Process Automation - Payroll | Automating the Payroll Entry process on the front and backend. | Microsoft, K2 and SAP | Payroll data. | Disbursements & Payroll | Real Time | As data is collected |
| Bus Stop Management | Bus Stop Inventory | Microsoft | Physical and locational characteristics of VTA bus stops. | Operations | Weekly | As data is collected |
| Contract Manager | Capital project contract management. | Oracle | Tracking of all formal project communications. Inspectors Daily Reports. All other project reporting. | Capital Project Controls | Every few minutes | As data is collected |
| Enterprise Document Collaboration Center | Document collaboration is software that allows individuals to work on a single document at the same time from different computing devices. VTA's document collaboration center is a structured web site built on Microsoft SharePoint. | Microsoft | Documents. Metadata about documents. | Technology | Every few minutes | As data is collected |
| Enterprise Records Center | Records Center for documents from the Document Collaboration Center and other document repositories at VTA. Permanent and semi permanent document storage according to a records retention schedule. | Microsoft | Documents. Metadata about documents. | Technology | Every few minutes to hourly | As data is collected |
| GFI Farebox | Collector of monies on buses. Also reports. | SPX Corp. | Transactional and accounting data. | Fare Programs & Systems | Real Time | Every few minutes |
| GIS | Geographical Information Systems. A functionality or tool that describes any information system that integrates, stores, edits, analyzes, shares, and displays geographic information. It is used in many areas of VTA but is centered in Transportation Planning. | Esri | The geocodes ( geographic coordinates) of geographic locations of interest. Other physical characteristics associated with these geocodes. | Transportation Planning | Every few minutes | As data is collected |
| Industry Safe | Tracks all Internal and customer related safety related incidents and claims. Also security issues/ reports. Interfaces with Workers Comp and 3rd party admin for Workers Comp. | InsdustrySafe | Safety related incident data. Legal claim data. | Enterprise Risk Management | Approx. every hour | As data is collected |
| K2 Designer and Blackpearl | Tools to develop web based forms for the VTA enterprise. | K2 | Data captured in filling out web based forms. Form metadata. | Customer Service | Approx. every hour | As data is collected |
| Microsoft Office Applications | Suite of Microsoft Office applications used throughout the enterprise. | Microsoft | Unstructured, tabular and database data covering nearly all aspects of the VTA enterprise. | Technology | Real Time | As data is collected |
| MinuteTraq | Board and committee agenda management and agenda packages. | IQM2 | Data captured in creating Board and subcommittee memos. Data related to routing the memos for approvals and combining them in agenda packages. | Board Office | Every few seconds to minutes - depending on time of month | As data is collected |
| Microsoft Exchange | Outlook from within VTA. | Microsoft | Unstructured data covering all aspects of the VTA enterprise. | Technology | Real Time | As data is collected |
| P6 | Primavera Project Planner. Used for scheduling projects. For a given scope/ deliverables the schedule tracks resources, cost and time. | Oracle | 1) Data related to tasks, resources, costs and time. 2) Data related to a rule set applied against dataset one. | Capital Project Controls | Every few minutes to weekly - varies | As data is collected |
| Salesforce.com | Customer complaints. Also used with the Requests for Proposals and Requests for Information processes. | Salesforce.com | Data related to customer complaints. Data related to the publishing and selection of a vendor in the Request for Proposal and Request for Information processes. | Customer Service | Hourly to daily | As data is collected |
| SAP - Entire System | SAP is a business management application that collects, stores, manages and interprets data from VTA’s many business areas and activities. | SAP SE | "System of Record" data for many VTA business areas and activities. | Technology | Real Time | As data is collected |
| SharePoint | SharePoint is a Microsoft web application platform combining various functions. A few of the functions at VTA include: intranet, extranet, content and document management, enterprise search, workflow management and web content management. | Microsoft | Data that is meant to be viewed and/ or shared by the public, or a subgroup of the public, VTA employees/consultants, or a subgroup of VTA employees/ consultants. | Technology | Real Time | As data is collected |
| SharePoint: SVRT Project Site - Internal | Used internally to store documents, announcements, etc. for the SVRT project. Also available from outside of VTA and used for file transfer and document reference. | Microsoft | SVRT project documents and data that is meant to be viewed and/ or shared by VTA and SVRT employees/ consultants. | SVRT | Hourly | As data is collected |
| Survey Monkey | Online surveys for VTA internal and external use. | Survey Monkey | Survey data. | Marketing | Every few seconds to once a month | As data is collected |
| SVRT Document Management - Aconex | Hosted SVRT collaboration & document management system. | Aconex | SVRT project documents that is meant to be viewed and/ or shared by VTA and SVRT employees/ consultants. | SVRT | Every few minutes | As data is collected |
| Trapeze FX | Revenue vehicle scheduling & run cutting. Often called Trapeze. | Trapeze | Bus and light rail schedule data. | Operations | Once a quarter | As data is collected |
| Trapeze Operations | Covers operator timekeeping, bus status, reporting and analytics. | Trapeze | Bus and light rail operator timekeeping data. Bus status data. | Operations | Real Time | As data is collected |
| TVM - Functioning system | A functioning TVM (Ticket Vending Machine). These are used at VTA Light Rail stations. | Ventek | TVM monitoring and processing data. | Operations | Real Time | As data is collected |
| VAP | VTA Attendance Program - Automates the production of attendance records for ATU personnel. These are used to track compliance with attendance policies. | Oracle | Attendance data | Operations | Real Time | Daily |
