Chapter 4 – Information Technology

The California Department of Corrections and Rehabilitation (CDCRCalifornia Department of Corrections and Rehabilitation or the Department) Personnel Office shall prepare and release all personnel-and payroll-related data utilizing the State Controller’s Office (SCOState Controller’s Office) Personnel and Payroll Services Division (PPSD) system.

Authorization and guidelines established under the uniform state payroll system are controlled and defined by the PPSD system within SCOState Controller’s Office.

The purpose of utilizing the SCOState Controller’s Office system is to ensure all employee personnel information which is considered sensitive and confidential is recorded and updated, and that all such data be protected under a strictly controlled environment accessed only to inquire and update the following:

• Current and historical information concerning employee status, payment history, or miscellaneous, fixed and voluntary payroll deductions.

• An employee’s name, position number, effective date of appointment, salary, range, bargaining unit, probation status, and effective date ending appointment.

• An employee’s State and federal withholding tax information and home address.

The delegated responsibility for the security, maintenance, monitoring and integrity of the SCOState Controller’s Office system resides with an authorized department Personnel Officer or human resources personnel at each facility and at headquarters. Major users of the system are department Personnel Specialists who access the system to update all personnel and payroll history on departmental employees. Other users of the system authorized human resources personnel for job-related inquiries basis only.

Refer to Department Operations Manual (DOMDepartment Operations Manual), Chapter 4, Article 49 regarding guidelines for equipment security.

The department uses the MIRSManagement Information Retrieval System to extract personnel and payroll information from the SCOState Controller’s Office and to generate supplemental reports for management.

The department generates the following supplemental reports from the MIRSManagement Information Retrieval System extractions:

• Accounting/Budget/Payroll Reports.

• Intermittent Hours Tracking.

• Equal Employment Opportunity.

• Leave Accounting Reports.

• Personnel Reports.

• Position Inventory Reports.

• Historical Transaction Data Reports.

The Personnel Officer/Manager will delegate authorized administrative staff access to the SCOState Controller’s Office system to provide MIRSManagement Information Retrieval System reports. For access to the SCOState Controller’s Office system, please see DOMDepartment Operations Manual, Chapter 4, Article 49, section 49060.3, Department Responsibilities.

Refer to DOMDepartment Operations Manual, Chapter 4, Article 49 regarding guidelines for equipment security.

The CIO or designee shall be responsible for ensuring the contents of this Article are kept current and accurate.