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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 |
|---|---|---|---|---|---|---|
| Bus Stop Management | Bus Stop Inventory | Microsoft | Physical and locational characteristics of VTA bus stops. | Operations | Weekly | As data is collected |
| CAD/AVL | Advanced Communications System. Used to track and communicate with VTA buses and light rail vehicles when they are in operation. | Clever Devices | Vehicle & operator inventory. Operating vehicles & drivers. Vehicle locations & times. Communications metadata. Some incident tracking. Vehicle occupancy data. | Operations | Real Time | 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 |
| Document Management System | SharePoint is a Microsoft web application platform combining various functions. A few of the functions at VTA include: intranet, extranet, collaboration tool, 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. This data could include documents and 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 |
| eProcess - Accounts Payable: Invoicing System | Approval process for eInvoices with integration into SAP | Microsoft, Nintex/K2, and SAP | Accounts payable data. | Disbursements & Payroll | Real Time | As data is collected |
| eProcess - Payroll: Timekeeping System | Payroll entry process, time tracking, and exception tracking with integration into SAP. | Microsoft, Nintex/K2, and SAP | Payroll data. | Disbursements & Payroll | Real Time | As data is collected |
| Geo-Spatial System | 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 |
| GFI Farebox | Collector of monies on buses. Also reports. | SPX Corp. | Transactional and accounting data. | Fare Programs & Systems | Real Time | Every few minutes |
| 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. | Industry Safe | Safety related incident data. Legal claim data. | Enterprise Risk Management | Approx. every hour | As data is collected |
| Intelligent Scan-Capture | Ingests scanned documents, utilizes supervised machine learning to recognize and acquire all content related to a specific transaction. Integrates the optimal mix of automated extraction and human validation to guarantee compatibility with the widest assortment of content types. Automated validation models incorporate fuzzy searches against existing agency data to ensure accuracy and contextual enrichment. Files and document/table metadata can then be exported to VTA's database(s) and/or CMS. | Ephesoft | Human Resources, Operations Analysis and Reporting Systems, Payroll. | Technology | Real Time or Every few minutes | 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 |
| NEOGOV | It's recruitment system, tracks applicants on self-service portal through the hiring process, meets compliance requirements, reduces time to find and hire more qualified candidates. | Governmentjobs.com, Inc. | applicant data | Human Resources | Real Time | As data is collected |
| Project Management Scheduling Solution | 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 |
| ProLaw | Data Management System | Thomson Reuters | Legal data | Legal | Real Time | Real Time |
| Real-Time Transit Information | Real-Time transit, vehicle, and trip data. | Swiftly, Transit App, Moovit. | Vehicle positions, vehicle occupancy data, real-time trip-updates and predictions, real-time API's for use by the public, third-party trip planning applications and third-party devices such as Public Information Monitors. | Technology | Real Time or Every few minutes | As data is collected |
| Records Management - BSV Phase II | Records Center for BSV Phase II. Repositories for BSVII records. Available for users working on BSV Phase II program to view/access with appropriate permission. | Microsoft | SVRT project documents and data that is meant to be viewed and/ or shared by VTA and SVRT employees/ consultants. | BSV Phase II | Real Time | 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 |
| 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 | Real Time | 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 |
| VTA Board Agenda Management System | Board and committee agenda management and agenda packages. | Granicus | 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 |
| VTA Electronic Forms and Workflow System | Tools to develop web based forms for the VTA enterprise. | K2 | Data captured in filling out web based forms. Form metadata. | Technology | Approx. every hour | As data is collected |
| VTA email System | Outlook from within VTA. | Microsoft | Unstructured data covering all aspects of the VTA enterprise. | Technology | Real Time | As data is collected |