Your SlideShare is downloading. ×

ReqtoCheck 1.31.2012

567
views

Published on

ReqtoCheckStat is the City’s performance management tool for the entire process of purchasing outside services—from procurement, to routing contracts, to paying invoices on time.

ReqtoCheckStat is the City’s performance management tool for the entire process of purchasing outside services—from procurement, to routing contracts, to paying invoices on time.

Published in: Economy & Finance, Business

0 Comments
0 Likes
Statistics
Notes
  • Be the first to comment

  • Be the first to like this

No Downloads
Views
Total Views
567
On Slideshare
0
From Embeds
0
Number of Embeds
1
Actions
Shares
0
Downloads
0
Comments
0
Likes
0
Embeds 0
No embeds

Report content
Flagged as inappropriate Flag as inappropriate
Flag as inappropriate

Select your reason for flagging this presentation as inappropriate.

Cancel
No notes for slide

Transcript

  • 1. CITY OF NEW ORLEANS ReqtoCheckSTATReporting Period: December 15th – January 31st**The current reporting period includes 1 ½ months of activity as opposed to 1 month of activity presented in prior reports. See page 3 for more information. Office of Performance & Accountability
  • 2. ContextIn order to deliver critical services for its citizens—such as constructing roads,rehabilitating homes, or picking up trash—the City often engages with private companieswith specialized expertise. Because these and other services are so critical, MayorLandrieu has made it a priority for vendors to be selected fairly, for contracts to benegotiated expeditiously and in the best interests of New Orleanians, and for vendors tobe paid in a timely manner.What is ReqtoCheckStat?In order to improve the performance, accountability, and transparency of the City’scontracting system, Mayor Landrieu asked the Office of Performance and Accountabilityto design a performance management program for the entire process of contracting outservices—from the requisition of budgeted funds to the issuance of check for servicesrendered. The result is ReqtoCheckStat, a performance management system where keyCity officials review data to assess how the City is meetings its goals and to holddepartments accountable for their results. ReqtoCheckStat, which takes place monthly,are working meetings, intended to provoke constructive dialogue on what is working,what is not, and what the City needs to do to improve.Can I participate?This meetings are open to the public. Members of the public are invited to submitquestions, which will be addressed by City officials. 2
  • 3. Procurement Process Overview * Contract Contract Procurement Requisition Creation and Processing Payment / DBE Routing and Approval•Department identifies •Approved requisition is • Department routes •Contract is reviewed for •Department reviews need, and creates a reviewed by the Bureau of contract materials through form, legality by Law invoice and submits requisition Purchasing the system in order to Department payment voucher to obtain a contract Accounts Payable (AP) to process payment•Requisition to use •Requisition is converted to •CAO, City Attorney, •Accounts Payable budgeted funds is Purchase Order (PO), Bid Executive Counsel, processes requests and approved by different or Request for Proposal Mayor/ Council review makes payment offices (RFP), depending upon and approve contract scope of work and dollar amount Note :The current reporting period includes 1 ½ months of activity covering the period 12.15.2011 to 1.31.2012. Prior reporting periods only include 1 month of activity. The change was made as to time each reporting period to a calendar basis. Each subsequent report will present one month of activity on a calendar basis. *See a more detailed process map on slide 31 3
  • 4. Contract Contract ProcurementRequisition Creation and Processing Payment / DBE Routing and Approval Requisition Approval • Requisition Approved and Processed per Period • Requisition Approval Queue by Approval Level • Approval Time of Requisitions 4
  • 5. Requisition Procurement / DBE Contract Creation and Routing Contract Processing and Approval Payment Approval Queue Increased Substantially Due to Seasonal Volume and Technical Issues Related to the Routing/Approval Process Requisition Approval Queue General Fund for Period Ending 1.31.2012 896* 1148* 673 794 213 344* 92 Ending Approval Q New Requisitions Created Requisitions Approved Ending Approval Q New Requisitions Created Requisitions Approved Ending Approval Q 11.15.2011 11.16.2011 11.16.2011 12.15.2011 12.16.2011 12.16.2011 1.31.2012 12.15.2011 12.15.2011 1.31.2012 1.31.2012 *Activity includes 1 1/2 months of operations ** Includes 57 requisitions that were incorrectly routed to OPA for approval Requisitions in Q to be Approved by Period Age of Requisitions400 344 Budget Office350 Finance Over 10 Days 7300250 214 213 214 6-10 Days 62 6 1 Budget200 153150 3- 5 Days 113 77 159 158 92100 62 116 2 Days or Director 32 50 19 19 56 130 Less 58 43 35 49 54 36 0 0 50 100 150 7.15.2011 8.15.2011 9.15.2011 10.15.2011 11.15.2011 12.15.2011 1.31.2012Source : Obtained from BuySpeed System and evaluated by the Office of Performance and Accountability 2.13.2012 5
  • 6. Requisition Procurement / DBE Contract Creation and Routing Contract Processing and Approval PaymentDespite Improvements in the Number of Days to Approve Requisitions, OverallApproval Time Remains Slightly Above Target Average Number of Days to Approve Requisitions by Reporting Period Finance (1 Working Day Target) (Budget Office and Department of Finance) Budget 4.6 (2 Working Day Target) 5 4 3.7 4 0.7 3.5 3.2 0.6 3.10 0.2 0.5 0.7 3 1 2 3.9 1.1 3 Working Day 1.00 3 3.0 3.4 3.0 Target 1 0.3 0.1 2.1 0.8 0.9 0 May 16 - June 16 - July 16 - August 16 - September 16 - October 16 - November 16 - December 16 - Jun 15 July 15 August 15 September 15 October 15 November 15 December 15 January 31 Budget 2011 2012 Days to Approve 9.15.2011 10.15.2012 11.15.2011 12.15.2011 1.31.2012 2 or less 72% 68% 69% 61% 71% 3 Days 2% 5% 4% 6% 9% 4-5 Days 8% 10% 8% 12% 9% 6-10 Days 12% 12% 7% 17% 10% 11-15 Days 5% 3% 7% 4% 1% Over 15 Days 1% 2% 5% 0% 0% Finance 2011 2012 Days to Approve 9.15.2011 10.15.2012 11.15.2011 12.15.2011 1.31.2012 1 or less 100% 100% 99% 99% 85% 2 Days 0% 0% 1% 0% 7% 3-5 Days 0% 0% 0% 1% 8% 6-10 Days 0% 0% 0% 0% 0% 11-15 Days 0% 0% 0% 0% 0% Over 15 Days 0% 0% 0% 0% 0%Source : Obtained from BuySpeed System and evaluated by the Office of Performance and Accountability 1.31.2012 6
  • 7. Contract Contract ProcurementRequisition Creation and Processing Payment / DBE Routing and Approval Requisition to Procurement • Processing of Requisition by Bureau of Purchasing • Status of Requisitions Awaiting Buyer Response • Time to Convert Requisition to PO • Status of Requests for Proposals • Status of Bids • DBE Compliance (Preliminary Data) 7
  • 8. Requisition Procurement / DBE Contract Creation and Routing Contract Processing and Approval Payment The number of requisitions in queue waiting to be processed by the Bureau of Purchasing decreased by 64 despite significant increase in volume Queue of Requisitions Awaiting Bureau of Purchasing Action for the General Fund (Agencies) for Period Ending 1.31.2012 770 896* 960* 794 148 172 108 Ending Approval Q New Requisitions Created Requisitions Approved Ending Approval Q New Requisitions Created Requisitions Approved Ending Approval Q 11.15.2011 11.16.2011 11.16.2011 12.15.2011 12.16.2011 12.16.2011 1.31.2012 12.15.2011 12.15.2011 1.31.2012 1.31.2012 * Activity includes 1 1/2 months of operations The Bureau of Purchasing Converts Requisitions Status of Reqs Awaiting Buyer Processing to POs in Four Days or Less >90% of the Time 1.31.2012 Status Count (Average 650 POs per month)Contract Being Processed 58Waiting for Support [A] 24 7 Days and Over 3-6 Days 0-3 Days * TargetCompleted by 2.8.2012 26Grand Total 84 6% 7% 4% 1% 5% 100% 3% 5% 7% 3% Waiting for Support 90% 6% 80% Status Count 70%Police 5 60%Finance 4 50%Sanitation 4 40% 91% 87% 91% 92% 93%ITI 2 30%Mayor 2 20%Neighborhood 1 2 10%City Council 2NORD 1 0%Law 1 8.16.2011 9.16.2011 10.16.2011 11.16.2011 12.16.2011Homeland Security 1 9.15.2011 10.15.2011 11.15.2011 12.15.2011 1.31.2012Grand Total [A] 24Source : Obtained from BuySpeed System and Bureau of Purchasing 2.3.2012 and the Bureau of Purchasing 2.8.2012 8
  • 9. Requisition Procurement / DBE Contract Creation and Routing Contract Processing and Approval Payment 7 RFPs Waiting for Committee Meeting as of 1.31.2012 5 Total 22 4 5* 9 Total 21 Waiting Total 18 Information From 5 Department / 6 12 Other 7 Waiting Committee Meeting 10 4 9 6 Waiting 2 Opening Date Ending RFP Q New RFP Requests RFPs Completed Ending RFP Q New RFP Requests RFPs Completed Ending RFPs Q 11.15.2011 11.15.2011 11.15.2011 12.15.2011 12.15.2011 12.15.2011 1.31.2012 12.15.2011 12.15.2011 1.31.2012 1.31.2012 * Includes cancelled RFPs for which proposals were not received 1.31.2012 Number of Proposals Received for Awaiting Committee Meeting RFPs completed January 2012 Department Brief Description Issue100% Mayors Office Redevelop 6 Flags Site Rescheduled 3 times/Additional Presentations Mayors Office EDF Administrative Svcs Committee Meeting Held 2/1/12 90% ITI Payroll System Meeting 11/8/11 awaiting decision 80% Finance Online Auction Svcs N.O. East 10/13/11 and 11/11/2011 Awaiting Decision 50% 70% 10 and Finance Healthcare Maximization 10/27/2011 Awaiting Decision Law Legal Services Awaiting Committee Meeting 60% Above New Orleans Business Alliance 5-Yr. Economic Plan/Award Not thru City Awaiting Committee Meeting 50% 4 to 9 40% 1.31.2012 30% Waiting on Support / Response from Departments 50% 3 and Department Brief Description Issue 20% below HANO Reuse Plan for the Naval Support Activity "East Bank" CAO/CPO Authorization/OIG 10% EMD Vehicle Tracking System Awaiting Decision 0% Aviation Board Financial Consultant Aviation Board Meeting January Aviation Board Secret Shopper Aviation Board Meeting Aviation Board Wildlife Mitigation Aviation Board Meeting Source : Bureau of Purchasing 1.31.2012 9
  • 10. Requisition Procurement / DBE Contract Creation and Routing Contract Processing and Approval Payment The number of Bids in process decreased from 20 to 16 as of 1.31.2012 Total 20 9 3 13* 7 7 Total 16 Total 16 3 11 Waiting Opening 13 13 Date 5 Waiting Information Ending Bid Q New Bids Received Bids Completed Ending Bid Q New Bids Received Bids Completed Ending Bid Q From 11.15.2011 11.15.2011 11.15.2011 12.15.2011 12.15.2011 12.15.2011 1.31.2012 Department 12.15.2011 12.15.2011 1.31.2012 1.31.2012 * Includes cancelled Bids for which proposals were not received Number of Proposals Received 1.31.2012 for Bids completed January 2012 Waiting on Support / Response from Departments 100% Department Brief Description Issue 90% Office of Emergency Preparedness Warehouse Security Awaiting Specs Parks and Parkways Public Greenspace Phase II Department Recommendation 80% 43% Fire Flame Spectrophotometer Department Recommendation 70% 10 and Public Works Traffic Control Signs DBE/Department Recommendation Above Public Works Lower 9th Ward Make it Right Need Items added in RXQ 60% 50% 4 to 9 40% 30% 57% 3 and below 20% 10% 0% JanuarySource : Bureau of Purchasing 1.31.2012 10
  • 11. Requisition Procurement / DBE Contract Creation and Routing Contract Processing and Approval Payment The Percentage of DBE Award Value for the Month of January Reached 27%. (Preliminary Data) DBE Commitment for Bids and RFS Opened in Time to Process DBE Validation by 2012 and Reviewed by The Office of Supplier the Office of Supplier Diversity for Diversity by January2012 units the Month of January 2012 25 21 20 4 $270,614 Over 10 Days 15 3 27% Non DBE Awrad Value 4-10 Days 10 DBE Award Value $747,267 14 0-3 Days 5 73% 0 January 2012Source : Office of Supplier Diversity 2/2/2012 and 2.15.2012 11
  • 12. Contract Procurement / Contract CreationRequisition Processing and Payment DBE and Routing Approval Contract Package Routing • Average Contract Routing Time 12
  • 13. Requisition Procurement / DBE Contract Creation and Routing Contract Processing and Approval Payment Average Time to Approve Contracts Being Routed Remains on Target (Under 4 Days) Routing Aggregate Average Approval Time of Contracts by Approval Level in Days (by period) Time 4.9 Days 5.15.2011 5.0 CAO (1 day target) 3.97 4.0 0.70 3.3 4 day aggregate Civil Service (1 day 3.0 0.7 target target) 0.69 2.05 2.01 0.3 1.75 0.63 2.0 0.5 Finance (1 day 0.27 target) 0.75 0.5 1.0 0.5 0.60 1.3 1.95 1.8 Bureau of 0.2 0.20 0.22 Purchasing (1 day 0.6 0.50 0.0 0.22 target) 9/15/2011 10/15/2011 11/15/2011 12/15/2011 1/31/2012 19 Contract Request are in Q as CAO Distribution Approval Civil Service Distribution Approval of 1.31.2012 Days to Approve 11.15.2011 12.15.2012 1.31.2012 Days to Approve 11.15.2011 12.15.2011 1.31.2012 0-1 Days 94% 88% 93% 0-1 Days 73% 83% 97% CAO 1 2- 3 Days 6% 2% 4% 2- 3 Days 26% 17% 3% Age 0 Days 4-7 Days 0% 10% 3% 4-7 Days 1% 0% 0% Over 8 Days 0% 0% 0% Over 8 Days 0% 0% 0%Civil Service Finance Finance Distribution Approval Bureau of Purchasing Distribution Approval Days to Approve 11.15.2011 12.15.2012 1.31.2012 Days to Approve 11.15.2011 12.15.2011 1.31.2012 18 0-1 Days 98% 98% 93% 0-1 Days 96% 69% 70%Purchasing Age 3 Days 2- 3 Days 2% 2% 7% 2- 3 Days 4% 9% 14% 4-7 Days 0% 0% 0% 4-7 Days 0% 17% 12% Over 8 Days 0% 0% 0% Over 8 Days 0% 5% 4% 0 10 20 Source : ECMS 1.31.2012 13
  • 14. Contract Procurement / Contract CreationRequisition Processing and Payment DBE and Routing Approval Contract Approval Process • Contract Rejections • Contract Processing and Approval 14
  • 15. Requisition Procurement / DBE Contract Creation and Routing Contract Processing and Approval Payment Only a Small Number of Contracts Were Rejected/ Returned During the Period Contracts Returned / Rejected by Approval Level or Law Department by Period (in units)40 1.31.2012 3130 Department Total NORDC 120 9 9 9 Property Management 1 810 4 Police 1 Fire 1 0 8.15.2011 9.15.2011 10.15.2011 11.15.2012 12.15.2011 1.31.2012 Grand Total 4 Reasons for Contracts Returned or Rejected by Either Approval Level or Law Department 12.15.2012 -1.31.2012 3.5 3 2.5 2 1.5 3 1 0.5 1 1 0 0 Tax Corporate DBE Form Expired Corporate Requisition Vendor ID Missing Support Clearance Resolution Contract Resolution Problem and OtherNote: 4 items were rejected during the period. However, some rejections were the result of multiple reasons.Source : ECMS System 2.1.2012 15
  • 16. Requisition Procurement / DBE Contract Creation and Routing Contract Processing and Approval PaymentContracts: All Contracts in Process as of 1.31.2012(Legal Review, CAO, Vendor Signature, City Attorney, Executive Council, Mayor/City Council) All Contracts Processed, Received and in Q at the End of the Reporting Period as of 1.31.2012 (in units)300 216 Contracts250 as 3.15.2011200 80* 141*150 39 63100 170 13350 109 0 11.15.2011 New Requests Contracts 12.15.2011 New Requests Contracts 1.31.2012 Completed Completed Source : Law Department and ECMS System 1.31.2012 and 2.10.2012 16
  • 17. Requisition Procurement / DBE Contract Creation and Routing Contract Processing and Approval PaymentContracts : All Contracts in Process as of 1.31.2012(Legal Review, CAO, City Attorney, Executive Counsel, Mayor/Council Approval) The Average Age of Contracts Awaiting Processing Decreased to 53 Days Over 120 Days 91 - 120 Days 216 Contracts 61 - 90 Days 300 64 Average Days 31- 60 Days 3.15.2011 0 - 30 Days 250 200 Total 161 Total 154 Total 170 Total 151 Average Days 53 Average Days 46 Average Days 55 Total 133 11 Average Days 50 Total 109 20 150 7 8 8 6 16 Average Days 46 10 13 14 Average Days 64 24 37 41 12 100 59 12 22 42 14 26 6 13 64 50 25 71 74 69 74 37 43 0 8.15.2011 9.15.2011 10.15.2011 11.15.2011 12.15.2011 1.31.2012 Location and Average Age of Contracts in Process as of 1.31.2012 180 160 167 Days 15 Days ECMS 24 Days 18 Days 140 Since Entered for Since Received by Since Contract Made Since Received by 120 Processing The Law Department Available for Vendor to Sign Executive Counsel 100 80 60 40 55 62 20 17 36 0 Previous Law System Attorney Dp. City Att CAO Vendor Sign Executive Counsel (Location Not Specified) Source : Law Department 2.13.2012 and ECMS System 1.31.2012 17
  • 18. Requisition Procurement / DBE Contract Creation and Routing Contract Processing and Approval PaymentContracts : All Contracts Executed Between 12.15.2011 and 1.31.2012(Legal Review, CAO, City Attorney, Executive Counsel, Mayor/Council Approval) The Average Time to Close Contracts During the Period Increased 66 Days 3.15.2011 from 39 in the Prior Period to 56 as of 1.31.2012 (in Days)100 Over 120 80 56 91-120 57 54 60 60 45 39 61-90 6% 11% 40 16% 31-60 34% 0-30 20 33% 0 8.15.2011 9.15.2011 10.15.2011 11.15.2011 12.15.2011 1.31.2012 Average Time to Process all Contracts Completed During the 12.15.2011 - 1.31.2012 Window (in Days)140 117120 ECMS100 80 60 40 21 15 9 20 1 1 0 Previous Tracking System Attorney Dp. City Att CAO Vendor Sign Executive Counsel (Processing by Location Not Specified) Source : Law Department 2.13.2012 and ECMS System 1.31.2012 18
  • 19. Requisition Procurement / DBE Contract Creation and Routing Contract Processing and Approval PaymentContracts : All Contracts Executed Between 12.15.2011 and 1.31.2012(Legal Review, CAO, City Attorney, Executive Counsel, Mayor/Council Approval) 35% of All Contracts Closed During the Period Were Completed in 30 Days or Less, Compared to 41% in the Prior Period % Completed 30 Days Completed after 30 Days 60 40 20 43 41 35% 33 30 19 - (20) (57) (59) (65%) (67) (70) (40) (81) (60) (80) (100) 8.15.2011 9.15.2011 10.15.2011 11.15.2011 12.15.2011 1.31.2012 Source : Law Department 2.13.2012 and ECMS System 1.31.2012 19
  • 20. Contract Contract CreationRequisition Procurement Processing and Payment and Routing Approval The check: Accounts payable • General Fund Payments • Processing by Accounts Payable • Payment from Invoice Date • Capital and Grants Expenditure Payments • Processing by Accounts Payable • Payment from Invoice Date • Detail Review (invoices in the pipeline) • CDBG Invoice Payments • DPW Payments • DPW Revolver Payments • Capital Projects Payments • Capital Projects Revolver Payments 20
  • 21. Requisition Procurement / DBE Contract Creation and Routing Contract Processing and Approval PaymentThe Percentage of General Fund (and Agency) Payments Processed in 7 Days or LessDecreased to 20%. Working Days to Process General Funds and Agencies Check Payments by A/P Office for Periods Ending 8.15.2011 to 1.31.2012 (in %) Sample 270 selections 95% confidence level +-5 100% 3% 1% 1% 10% 2% 90% 13% 12% 23% 80% 34% 32% 30% 70% 23% Over 30 Days 60% 40% 50% 16 - 30 Days 40% 87% 48% 8-15 Days 30% 63% 67% 56% 7 Days or less 20% 37% 10% 20% 0% 8.15.2011 9.15.2011 10.15.2011 11.15.2011 12.15.2011 1.31.2012 Average Number of Days to Process Invoices by A/P Department (GF Expenditures) 14 12 12 11 11 10 8 Target 7 Days 7 6 6 5 4 2 0 8.15.2011 9.15.2011 10.15.2011 11.15.2011 12.15.2011 1.31.2012Source :Accounts Payable and Office of Performance and Accountability. Collected 2.7.2012 21
  • 22. Requisition Procurement / DBE Contract Creation and Routing Contract Processing and Approval PaymentThe Percentage of General Fund (and agency) Payments in 30 Days or lessDecreased to 34% in the Current Period Percentage of Payments in Days From Invoice Date to Payment for General Fund (or Agency) Expenditures for Periods Ending 8.15.2011 - 1.31.2012(in %) Sample 270 selections 95% confidence level +-5 100% 4% 6% 5% 7% 8% 8% 10% 13% 7% 17% 10% 16% 80% 26% 25% 27% Over 121 Days 60% 28% 36% 42% 61 - 120 Days 40% 31 to 60 Days 57% 58% 60% 30 Days or Less 50% 46% 20% 34% 0% 8.15.2011 9.15.2011 10.15.2011 11.15.2011 12.15.2011 1.31.2012 Average Number of Days to Pay Invoices From Invoice Date (GF Expenditures) 70 60 52 45 48 50 40 39 39 40 30 20 Target 30 Days 10 0 8.15.2011 9.15.2011 10.15.2011 11.15.2011 12.15.2011 1.31.2012Source :Accounts Payable and Office of Performance and Accountability. Collected 2.7.2012 22
  • 23. Requisition Procurement / DBE Contract Creation and Routing Contract Processing and Approval PaymentThe Percentage of Capital and Grant Payments Processed in 7 Days or Less RemainsOver the 90% Target Working Days to Process Capital Expenditures and Grants Check Payments by A/P Office for Periods Ending 8.15.2011 - 1.31.2012(in %) Sample 100 selections 90% confidence level +--10 3% 1% 1% 1% 2% 1% 100% 1% 1% 3% 4% 80% Over 30 Days 60% 96% 99% 97% 98% 97% 16 - 30 Days 95% 40% 8-15 Days 20% 7 Days or less 0% 8.15.2011 9.15.2011 10.15.2011 11.15.2011 12.15.2011 1.31.2012 Average Number of Days to Process Invoices by A/P Department (Capital and Grant Expenditures) 8 Target 7 Days 6 4 3 3 2 2 2 2 1 0 8.15.2011 9.15.2011 10.15.2011 11.15.2011 12.15.2011 1.31.2012 Source :Accounts Payable and Office of Performance and Accountability. Collected 2.7.2012 23
  • 24. Requisition Procurement / DBE Contract Creation and Routing Contract Processing and Approval PaymentThe Percentage of capital and grant payments made in 30 days or less from invoicedate increased to 52 % from 49% in the prior period Percentage of Payments in Days From Invoice Date to Payment for Capital and Grant Expenditures for Periods Ending 8.15.2011 - 1.31.2012 (in %) Sample 100 selections 90% confidence level +-10100% 7% 7% 6% 8% 7% 10% 15% 22% 15% 14% 15%80% 8% Over 121 Days 23% 12%60% 25% 29% 26% 61 - 120 Days 26% 31 to 60 Days40% 60% 67% 30 Days or Less 45% 53% 49% 52%20% 0% 8.15.2011 9.15.2011 10.15.2011 11.15.2011 12.15.2011 1.31.2012 Average Number of Days to Pay Invoices From Invoice Date (Capital and Grant Expenditures) 57 60 50 50 51 47 50 40 40 30 20 Target 30 Days 10 0 8.15.2011 9.15.2011 10.15.2011 11.15.2011 12.15.2011 1.31.2012 Source :Accounts Payable and Office of Performance and Accountability. Collected 2.7.2012 24
  • 25. Requisition Procurement / DBE Contract Creation and Routing Contract Processing and Approval Payment # of Reporting Periods Departments/Agencies Have Had Multiple Late Payments (>60 Days from Invoice Date) in the Sample Since 6.15.2011* 7 6 6 6 6 5 5 5 4 4 4 4 4 3 3 3 3 2 2 2 2 1 1 1 1 1 1 1 1 1 1 0 Late Payments During Most Recent Reporting Period*Through a sample selection of 370 invoices each reporting period, the Office of Performance and Accountability asksdepartments with 3 (General Fund and Agencies) or 2 (Capital and Grant Expenditures) payments exceeding a 60 daypayment window (invoice date to payment date) to attend the periodic ReqtoCheck meeting to discuss why payments werenot made in a timely fashion. This list represents all those departments/agencies that have been invited, and the number oftimes they have been invited, to explain late payments. Source :Accounts Payable and Office of Performance and Accountability. Collected between 2.5.2012 and 2.10.2012 25
  • 26. Requisition Procurement / DBE Contract Creation and Routing Contract Processing and Approval PaymentA Number of Old CDBG Invoices Remain Unpaid Because of Contracts CurrentlyBeing Processed Age Received Department (in Days) <=30 31-60 61-90 91-120 >120 Grand Total PM to Send to Owning Department 1 5 6 OverProcess Stage 60 Owning Department to Approve 1 1 days Owning Department to Send to Accounting 2 1 3 Over 30 Accounting to Approve 39 8 20 67 days State DRU to Send to State Finance 1 1 2 State Finance to Pay City 3 1 11 16 31 City to Cut Check 19 9 5 3 36 Grand Total 45 29 41 22 9 146 Dispute with the vendor 2 Reason for Delay Other* 3 With the State 8 21 Contract being processed 1 4 Waiting on State funds to clear City account 9 4 Paid 21 11 17 *Fundi ng a nd budget a l l oca tion i s s ues del a yi ng pa yment for i nvoi ces i n the ">120" ca tegory Information obtained from Quickbase maintained by Hagerty Consulting Collected 2.1.2012 and 2.13.2012 26
  • 27. Requisition Procurement / DBE Contract Creation and Routing Contract Processing and Approval PaymentA significant number of DPW (City) Invoices Received Over 60 days Ago RemainUnpaid. Most of These Exceptions Are the Result of Contracts Currently BeingProcessed Age Received Department (in Days) <=30 31-60 61-90 91-120 >120 Grand Total Project Manager to Approve Invoice 4 2 18 24 Process Stage Over 60 DPW Fiscal to Receive Invoice 1 1 days DPW to Create Receiver 11 5 1 4 21 Over 30 DPW to Receive Check 5 6 4 1 2 18 days Grand Total 20 12 7 1 24 64** Dispute with the vendorReason for Delay Goods received at a later date / Services were not rendered Invoice was misplaced / Not processed timely 1 Contract being processed 1 1 22 Other * 1 Paid 10 5 1 2 *Pending SWB Reimbursement ** Operations Invoices not included hereinInformation obtained from Quickbase (DPW Department) 2.1.2012 and 2.10.2012 27
  • 28. Requisition Procurement / DBE Contract Creation and Routing Contract Processing and Approval Payment A Significant Number of DPW (Revolver) Invoices Received Over 60 Days Ago Remain Unpaid. Some of the Problems Relate to Cost Overruns Surpassing FEMAS Obligated Amount Age Received Department (in Days) <=30 31-60 61-90 91-120 >120 Grand Total Consultant to Send to DPW 1 36 37Process Stage Over 60 days Project Manager to Receive Invoice 1 1 Project Manager to Approve Invoice 2 2 Over 30 DPW Fiscal to Receive Invoice 4 3 23 30 days DPW to Create Receiver 2 3 5 Grand Total 5 4 3 63 75 Dispute with the vendor 29Reason for Delay Goods received at a later date / Services were not rendered Invoice was misplaced / Not processed timely Contract being processed 2 2 13 Other * 2 1 21 Paid *7 invoices - Amendment being processed & vendor to reimburse DPW on a different FEMA project before these invoices will be paid *17 Drainage Point Repair invoices - currently being processed Information obtained from Quickbase (DPW Department) 2.1.2012 and 2.10.2012 28
  • 29. Requisition Procurement / DBE Contract Creation and Routing Contract Processing and Approval Payment Capital Projects Maintains Good Track Record of Paying Invoices on Time. Age Received Department (in Days) <=30 31-60 61-90 91-120 >120 Grand Total CPA to Create Receiver 1 1 2Process Stage Over CPA to Deliver to Finance 9 9 60 days Finance to Receive from CPA 5 5 Over Finance to Cut Check 9 6 1 16 30 Finance to Release Check 1 3 4 days Grand Total 24 7 1 0 4 36 Dispute with the vendor 1Reason for Delay Goods received at a later date / Services were not rendered Invoice was misplaced / Not processed timely Contract being processed 1 Other * Paid 5 1 4 Information obtained from Quickbase (Capital Projects Department ) 2.1.2012 and 2.13.2012 29
  • 30. Requisition Procurement / DBE Contract Creation and Routing Contract Processing and Approval PaymentCapital Projects Invoices Paid Through the Revolver Have Been Paid on TimeWith the Exception of a Few Outliers Due to Disputes with the Vendor Age Received Department (in Days) <=30 31-60 61-90 91-120 >120 Grand Total Over Fiscal to Receive Invoice 3 3Process Stage 60 CPA to Deliver to Finance 1 1 1 3 days Finance to Receive from CPA 1 1 Over 30 Finance to Send to State 6 3 9 days State to Send to Hancock 9 2 1 4 1 17 Grand Total 16 8 2 4 3 33 Dispute with the vendorReason for Delay Goods received at a later date / Services were not rendered Invoice was misplaced / Not processed timely 1 Contract being processed Other 4 1 1 1 Paid 4 3 2 Information obtained from Quickbase (Capital Projects Department ) 2.1.2012 and 2.13.2012 30
  • 31. Requisition Procurement Contract Creation and Routing Contract Processing and Approval Payment Supplemental Procurement 31
  • 32. Evaluation FormAre you a city employee or a member of the public?On a scale 1-5, how useful was this meeting to you (1= leastuseful and 5= most useful)?What’s working?What’s not working? 32

×