Reqtocheck 3.31.2012
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Reqtocheck 3.31.2012

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

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Reqtocheck 3.31.2012 Reqtocheck 3.31.2012 Presentation Transcript

  • CITY OF NEW ORLEANS ReqtoCheckSTATReporting Period: March 1 – March 31st Office of Performance & Accountability www.nola.gov/opa
  • 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
  • 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 reporting period covering the period 12.15.2011 to 1.31.2012 includes 1 ½ months of activity . *See a more detailed process map on slide 30 3
  • 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
  • Requisition Procurement / DBE Contract Creation and Routing Contract Processing and Approval Payment Approval Queue Continues to Decrease Reaching 133 Requisitions Awaiting Approval as of 3.31.2012 Requisition Approval Queue General Fund for Period Ending 3.31.2012 1051 1182 1087 1167 344 213 133 Ending Approval Q New Requisitions Created Requisitions Approved Ending Approval Q New Requisitions Created Requisitions Approved Ending Approval Q 1.31.2012 2.1.2012 2.1.2012 2.29.2012 3.1.2012 3.1.2012 3.31.2012 2.29.2012 2.29.2012 3.31.2012 3.31.2012 Age of Requisitions in Q Finance Office Requisitions in Q to be Approved Over 10 Days 0400 6-10 Days 0 344350 3- 5 Days 7 Finance300 2 Days or Less 35250 214 213 213 214 0 10 20 30 40200 6 1 33 Budget 133 Age of Requisitions in Q Budget Office150 159 158 92 Over 10 Days 3100 132 42 130 40 Department 6-10 Days 0 50 56 54 3- 5 Days 5 49 36 48 51 0 2 Days or Less 32 10.15.2011 11.15.2011 12.15.2012 1.31.2012 2.29.2012 3.31.2012 0 10 20 30 40Source : City of New Orleans Procurement System 4.1.2012 5
  • Requisition Procurement / DBE Contract Creation and Routing Contract Processing and Approval Payment Number of Days to Approve Requisitions on Target Average Number of Days to Approve Requisitions by Reporting Period Finance (Budget Office and Department of Finance) (1 Working Day Target) Budget5.0 (2 Working Day Target) 3.99 3.764.0 3.44 3.10 0.6 3.003.0 0.5 0.7 2.45 1.0 0.552.0 0.57 3 Working 3.0 3.4 3.0 Day Target1.0 2.1 2.45 1.880.0 10.15.2011 11.15.2011 12.15.2012 1.31.2012 2.29.2012 3.31.2012 Budget 2011 2012 Days to Approve 10.15.2012 11.15.2011 12.15.2011 1.31.2013 2.29.2012 3.31.2012 2 or less 68% 69% 61% 71% 53% 74% 3 Days 5% 4% 6% 9% 15% 8% 4-5 Days 10% 8% 12% 9% 25% 11% 6-10 Days 12% 7% 17% 10% 7% 6% 11-15 Days 3% 7% 4% 1% 0% 1% Over 15 Days 2% 5% 0% 0% 0% 0% Finance 2011 2012 Days to Approve 10.15.2012 11.15.2011 12.15.2011 1.31.2012 2.29.2012 3.31.2012 1 or less 100% 99% 99% 85% 99% 97% 2 Days 0% 1% 0% 7% 1% 2% 3-5 Days 0% 0% 1% 8% 0% 1% 6-10 Days 0% 0% 0% 0% 0% 0% 11-15 Days 0% 0% 0% 0% 0% 0% Over 15 Days 0% 0% 0% 0% 0% 0% Source : City of New Orleans Procurement System 4.1.2012 6
  • 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
  • Requisition Procurement / DBE Contract Creation and Routing Contract Processing and Approval PaymentThe Number of Requisitions in Queue Waiting to be Processed by the Bureau ofPurchasing Decreased to 133 Bureau of Purchasing Requisition Processing General Fund for Period Ending 3.31.2012 1182 1083 1167 1241 108 207 133Ending Approval Q New Requisitions Created Requisitions Approved Ending Approval Q New Requisitions Created Requisitions Approved Ending Approval Q 1.31.2012 2.1.2012… 2.1.2012… 2.29.2012 3.1.2012… 3.1.2012… 3.31.2012 Status of Reqs Awaiting Buyer Processing 3.31.2012 The Bureau of Purchasing Converts Requisitions to POs Status Count Completed 4/11/2012 40 in Four Days or Less 90% of the Time (Average 708 POs per month) Need Contract 67 Purchasing Processing Bid/RFP/RFQ 8 9 Days and Over 5 - 8 Days 0 -4 Days Waiting for Support 18 Grand Total 133 4% 1% 5% 3% 6% 100% 7% 90% 5% 3% 4% 5% Waiting for Support 80% Status Count 70% NOAB 9 60% Fire 2 50% 91% 92% 93% 93% NORD 2 40% 89% Mayors Office 1 30% Mosquito & Termite Control 1 20% Capital Project 1 10% EMS 1 0% Property Mgmt. 1 10.16.2011 11.16.2011 12.16.2011 2.1.2012 3.1.2012 Grand Total 18 11.15.2011 12.15.2011 1.31.2012 2.29.2012 3.31.2012Source : Obtained from the Bureau of Purchasing 4.1.2012 and 4.10.2012 8
  • Requisition Procurement / DBE Contract Creation and Routing Contract Processing and Approval Payment The Number of RFPS in Process is 19 as of 3.31.2012 Total 21 Total 21 4 4* 7 9* Total 19 5 3 Waiting Information From 8 8 Department 7 2 6 Waiting Committee 9 8 5 Waiting Opening Date Ending RFP Q RFP Requests RFP Completed Ending RFP Q RFP Requests RFP Completed Ending RFP Q 1.31.2012 2.1.2012 2.1.2012 2.29.2012 3.1.2012 3.1.2012 3.31.2012 2.29.2012 2.29.2012 3.31.2012 3.31.2012 * Includes cancelled RFPs for which proposals were not received Waiting on Support / Response from Departments Department Brief Description Comment Finance Retirement Dept Investment Consultant Awaiting RXQ, OIG, Specs, authorization Number of Proposals Received for RFPs Completed Finance Municipal Revenue Collection System Awaiting RXQ YTD 2012 (as of 3.31.2012) Finance Online Auction Svs NO East Awaiting Decision - Action from Other RFP Sanitation Collection of Sanitation Fees Awaiting Specs (have draft), Authorization, Requisition100% Police Psychologist Limited Responses Received 90% 33% 4 to 9 CAO Group Term Life Accidental Death Dismemberment Awaiting Authorization and funding identified 80% Aviation Board Wildlife Mitigation Awaiting Decision 70% 50% 50% OCD NOATF Legal Services Base Realignment and Closure Awaiting Decision 60% 50% Awaiting Committee Meeting 40% Department Brief Description 30% 67% 3 and 20% 50% 50% below OCD RFP for professional services NSA New Orleans East Bank facility CAO Unemployment Management 10% Mayor Education and Careers Summer Programs 0% Aviation Board Airport Pavement Conditions Index 1.31.2012 YTD (2.29.2012) YTD (3.31.2012) Aviation Board Land Use Aviation Board Feasibility Study - New Terminal Source : Bureau of Purchasing 4.1.2012 and 4.10.2012 9
  • Requisition Procurement / DBE Contract Creation and Routing Contract Processing and Approval Payment The Number of Bids in process Increased from 23 to 28 as of 3.31.2012 Total 16 Total 23 9 Total 28 14 14 21 2 In Process Bureau of Purchasing/ DBE 5 18 Waiting Opening 9 Date 11 Waiting 5 9 8 Information From Department Ending Bid Q Bid Requests Bid Completed Ending Bid Q Bid Requests Bid Completed Ending Bid Q 1.31.2012 2.1.2012 2.1.2012 2.29.2012 3.1.2012 3.1.2012 3.31.2012 2.29.2012 2.29.2012 3.31.2012 3.31.2012* Includes cancelled Bids for which proposals were not received Number of Proposals Received for Bids completed YTD 2012 (as of 3..31.2012)100% 3% 10 and Awaiting on Department 90% Above Department Brief Description Issue 80% 43% Capital NOFD Engine 31 Waiting on Specs, Authorization, Funding 48% 47% Capital Joe Brown Park CDBG Enhancements Waiting on Specs, Authorization, Funding 70% Capital Bodenger Playground Waiting Spec Changes Revised CDBG Section 3 60% 4 to 9 Library Crescent Trucks-Walk-in Van Waiting CAO Authorization 50% Finance Phase I Emergency Equipment & Supplies Waiting on Specs + CAO Authorization 40% Aviation Board Security Management Control Waiting on Specs, OIG,RXQ 30% Property Mgmt Janitorial Services Waiting on RXQ, Authorization, Funding 57% 52% 50% NOHSEP Generator Waiting info to Correct Specs 20% 3 and 10% below 0% 1.31.2012 YTD (2.29.2012) YTD (3.31.2012)Source : Bureau of Purchasing 4.1.2012 and 4.10.2012 10
  • Requisition Procurement / DBE Contract Creation and Routing Contract Processing and Approval Payment Cumulative YTD Percentage of DBE Award Value as of 3.31.2012 is 39% DBE Commitment for Bids/RFPS Opened and that Have Been Reviewed by the Office of Supplier Diversity (Preliminary Data ) Cumulative Estimated Contract Value 35% Requirement DBE Award Value Committed9,000,0008,000,000 7,905,7797,000,0006,000,0005,000,000 4,756,2834,000,000 39% YTD Actual3,000,0002,000,000 1,190,946 35% Target1,000,000 - January February March Time to Process DBE Validation by the Office of Supplier Diversity 2012 Requests Completed (Working Days) units 20 15 18 16 5.6 Days Over 10 Days 14 3 12 8 8 10 3.2 Days 3 5.1 Days 4-10 Days 8 1 6 3 4 9 4 0-3 Days 2 5 "Target" 3 0 1.31.2012 2.29.2012 3.31.2012Source : Office of Supplier Diversity 4.1.2012 11
  • Contract Procurement / Contract CreationRequisition Processing and Payment DBE and Routing Approval Contract Package Routing • Average Contract Routing Time 12
  • Requisition Procurement / DBE Contract Creation and Routing Contract Processing and Approval Payment Average Time to Approve Contracts Under Target Routing Aggregate Average Approval Time of Contracts by Approval Level in Days (by period) Time 4.9 Days 5.15.20114.5 3.97 4.1 CAO (1 day target) 4 3.3 0.83.5 0.70 Civil Service (1 4 day agregate day target) 3 0.69 0.7 0.6 2.44 target2.5 2.01 0.3 0.4 Finance (1 day 0.63 target) 0.49 2 0.5 0.27 0.391.5 0.42 Bureau of Purchasing (1 1.3 2.3 1 1.95 1.8 day target)0.5 1.14 Total 0.22 0 0.22 11/15/2011 12/15/2011 1/31/2012 2/29/2012 3/31/2012 12 Contract Request are in Q as CAO Distribution Approval Civil Service Distribution Approval of 3.31.2012 Days to Approve 1.31.2012 2.29.2012 3.31.2012 Days to Approve 1.31.2012 2.29.2012 3.31.2012 0-1 Days 93% 90% 93% 0-1 Days 97% 92% 97% CAO 2- 3 Days 4% 3% 7% 2- 3 Days 3% 8% 3% 4-7 Days 3% 7% 0% 4-7 Days 0% 0% 0% 3 Over 8 Days 0% 0% 0% Over 8 Days 0% 0% 0% Civil Service 21 Days 6 Finance Distribution Approval Bureau of Purchasing Distribution Approval Finance 29 Days Days to Approve 1.31.2012 2.29.2012 3.31.2012 Days to Approve 1.31.2012 2.29.2012 3.31.2012 3 0-1 Days 93% 97% 93% 0-1 Days 70% 62% 78% Purchasing 4 Days 2- 3 Days 7% 3% 7% 2- 3 Days 14% 18% 16% 4-7 Days 0% 0% 0% 4-7 Days 12% 10% 1% Over 8 Days 0% 0% 0% Over 8 Days 4% 10% 5% - 2 4 6 8Source : ECMS 4.1.2012 and 4.10.2012 13
  • Contract Procurement / Contract CreationRequisition Processing and Payment DBE and Routing Approval Contract Approval Process • Contract Rejections • Contract Processing and Approval 14
  • Requisition Procurement / DBE Contract Creation and Routing Contract Processing and Approval Payment 12 Contracts Were Rejected/ Returned During the Period Contracts Returned / Rejected by Approval Level or Law Department by Period (in units) 3.31.201215 12 Department Total OCD 6 9 9 910 8 Sanitation 3 4 Homeland Security 1 5 Human Services 1 Mosquito 1 0 Grand Total 12 10.15.2011 11.15.2012 12.15.2011 1.31.2012 2.29.2012 3.31.2012 Reasons for Contracts Returned or Rejected by Either Approval Level or Law Department 3.1.2012 - 3.31.2012 10 8 6 4 9 2 3 0 0 Tax Corporate DBE Form Expired Corporate Requisition Vendor ID Missing Support Clearance Resolution Contract Resolution Problem and Other Source : ECMS System 4.1.2012 15
  • Requisition Procurement / DBE Contract Creation and Routing Contract Processing and Approval PaymentContracts: All Contracts in Process as of 3.31.2012(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 3.31.2012 (in units) 216 Contracts as 3.15.2011350300250 96 111 116 114200150100 188 170 183 50 0 1.31.2012 New Requests Contracts 2.29.2012 New Requests Contracts 3.31.2012 Completed Closed Source : Law Department and ECMS System 4.1.2012 16
  • Requisition Procurement / DBE Contract Creation and Routing Contract Processing and Approval PaymentContracts : All Contracts in Process as of 3.31.2012(Legal Review, CAO, City Attorney, Executive Counsel, Mayor/Council Approval) The Average Age of Contracts Awaiting Processing Increased to 48 Days 216 Contracts 300 64 Average Days Over 120 Days 3.15.2011 91 - 120 Days 250 Total 188 Total 183 61 - 90 Days Total 170 Average Days 46 Average Days 48 31- 60 Days 200 Total 151 Total 133 Average Days 53 0 - 30 Days Average Days 50 16 20 Average Days 46 Total 109 20 13 13 150 6 10 24 11 16 Average Days 64 14 24 26 41 12 45 100 12 22 42 14 26 13 6 50 25 109 94 74 69 74 43 0 10.15.2011 11.15.2011 12.15.2011 1.31.2012 2.29.2012 3.31.2012 Location and Average Age of Contracts in Process as of 3.31.2012 180 160 140 120 92 Days Since Entered for 14 Days Since Received by The Law Department 29 Days ECMS 18 Days 29 Days Since Received by CAO 5 Days Since Signed by 114 Days Since Submitted Processing Since Reviewed the Vendor for Legal Review 100 Since Completed CAO 80 by Attorney 60 40 72 20 53 23 17 0 8 5 4 Manually Routed Attorney Dp. City Att CAO Law Prepare for Vendor Sign Executive Counsel Returned Emergency Vendor (Location Not Specified) Source : Contract Management System ECMS 4.1.2012 17
  • Requisition Procurement / DBE Contract Creation and Routing Contract Processing and Approval PaymentContracts : All Contracts Executed Between 3.1.2012 and 3.31.2012(Legal Review, CAO, City Attorney, Executive Counsel, Mayor/Council Approval) The Average Time to Close Contracts During the Period Decrease to 58 Days from 62 Days. 34% of Contracts Were Closed in 30 Days or Less (80% Target)100 66 Days 90 80 3.15.2011 62 70 60 56 58 60 45 39 6% 14% 6% 9% Over 120 50 11% 9% 91-120 16% 10% 12% 40 70% 61-90 30 57% 28% 59% 34% 34% 31-60 20 10 43% 42% 34% 0-30 30% 41% 33% - 10.15.2011 11.15.2011 12.15.2011 1.31.2012 2.29.2012 3.31.2012 Average Days to Process Contracts Completed During the Period 3.1.2012 - 3.31.2012 (by Stage) 250 203 200 ECMS 150 100 50 18 15 17 2 1 0 Legal Review D. City Att CAO Vendor Sign Executive Con. Source : : Contract Management System ECMS 4.1.2012 18
  • 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 19
  • Requisition Procurement / DBE Contract Creation and Routing Contract Processing and Approval Payment The Percentage of General Fund (and Agency) Payments Processed in 7 Days or Less Remained at 45% Working Days to Process General Funds and Agencies Check Payments by A/P Office for Periods Ending 10.15.2011 to 3.31.2012 (in %) Sample 286 selections 95% confidence level +-5100% 1% 8% 1% 1% 2% 90% 12% 23% 80% 32% 30% 70% 23% 53% 54% Over 30 Days 60% 40% 16 - 30 Days 50% 40% 48% 8-15 Days 30% 67% 56% 7 Days or less 20% 37% 45% 45% 10% 20% 0% 10.15.2011 11.15.2011 12.15.2011 1.31.2012 2.29.2012 3.31.2012 Average Number of Days to Process Invoices by A/P Department (GF Expenditures) 14 12.0 12 10.7 11.0 10 8.1 7.6 8 6.3 6 Target 7 Days 4 2 0 10.15.2011 11.15.2011 12.15.2011 1.31.2012 2.29.2012 3.31.2012 Source :Accounts Payable and Office of Performance and Accountability. Collected 4.2.2012 -4.3.2012 20
  • Requisition Procurement / DBE Contract Creation and Routing Contract Processing and Approval PaymentThe Percentage of General Fund (and agency) Payments in 30 Days or LessIncreased to 56% in the Current Period Percentage of Payments in Days From Invoice Date to Payment for General Fund (or Agency) Expenditures for Periods Ending 10.15.2011 - 3.31.2012(in %) Sample 286 selections 95% confidence level +-5 100% 5% 4% 6% 9% 8% 8% 7% 8% 8% 17% 10% 16% 80% 27% 32% 60% 28% 36% 45% Over 121 Days 42% 61 - 120 Days 40% 60% 56% 31 to 60 Days 20% 50% 46% 34% 40% 30 Days or Less 0% 10.15.2011 11.15.2011 12.15.2011 1.31.2012 2.29.2012 3.31.2012 Average Number of Days to Pay Invoices From Invoice Date (GF Expenditures) 60 52 45 48 48 39 40 40 20 Target 30 Days 0 10.15.2011 11.15.2011 12.15.2011 1.31.2012 2.29.2012 3.31.2012Source :Accounts Payable and Office of Performance and Accountability. Collected 4.2.2012 -4.3.2012 21
  • 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 10.15.2011 - 3.31.2012(in %) Sample 100 selections 90% confidence level +--10100% 2% 1% 1% 3% 3% 2% 1% 90% 1% 4% 5% 80% 70% Over 30 Days 60% 50% 98% 99% 16 - 30 Days 97% 97% 95% 92% 40% 8-15 Days 30% 7 Days or less 20% 10% 0% 10.15.2011 11.15.2011 12.15.2011 1.31.2012 2.29.2012 3.31.2012 Average Number of Days to Process Invoices by A/P Department (Capital and Grant Expenditures) 10 9 8 Target 7 Days 7 6 5 4 4 3 3 2 2 2 2 2 1 0 10.15.2011 11.15.2011 12.15.2011 1.31.2012 2.29.2012 3.31.2012 Source :Accounts Payable and Office of Performance and Accountability. Collected 4.2.2012 -4.3.2012 22
  • Requisition Procurement / DBE Contract Creation and Routing Contract Processing and Approval PaymentThe Percentage of Capital and Grant Payments Made in 30 days or Less fromInvoice Date Increased to 56%, from 49% in the Prior Period Percentage of Payments in Days From Invoice Date to Payment for Capital and Grant Expenditures for Periods Ending 10.15.2011 - 3.31.2012(in %) Sample 100 selections 90% confidence level +-10100% 6% 7% 6% 4% 8% 15% 15% 14% 10% 14% 8% 15%80% 12% 30% 25% 26% 32% Over 121 Days60% 29% 61 - 120 Days40% 31 to 60 Days 67% 53% 49% 52% 49% 56%20% 30 Days or Less 0% 10.15.2011 11.15.2011 12.15.2011 1.31.2012 2.29.2012 3.31.2012 Average Number of Days to Pay Invoices From Invoice Date (Capital and Grant Expenditures) 57 60.00 50 51 47 47 50.00 40 40.00 30.00 20.00 Target 30 Days 10.00 - 10.15.2011 11.15.2011 12.15.2011 1.31.2012 2.29.2012 3.31.2012Source :Accounts Payable and Office of Performance and Accountability. Collected 4.2.2012 -4.3.2012 23
  • Requisition Procurement / DBE Contract Creation and Routing Contract Processing and Approval Payment Sample Results Payments Vouched Period 3.1.2012 – 3.31.2012 Sample 270 Selections 95% Confidence level +-5 Sample 100 Selections 90% Confidence level +--10General Fund & Agencies Over 60 Days (**) % Capital & Grants Over 60 Days (**) % Grand Total Grand Total Dep. Late Department No Yes Dep. LateDepartment No Yes Capital 19 2 21 10%Aviation 34 9 43 21% DPW 8 3 11 27%NOPD 20 6 26 23% Health 16 16 0%Mosquito 11 3 14 21% OCD 19 4 23 17%Parks and Parkways 11 3 14 21% Other Departments 25 5 30 17%DPW 10 1 11 9% Grand Total 87 14 100 14%ITI 9 3 12 25%Other Departments 156 10 166 6%Grand Total 251 35 286 12%(**)Represents the percentage of payments over 60 days, from invoice date, for the specific department. # of Reporting Periods Departments/Agencies Had Multiple Payments Over 60 Days Since January 2012 3.5 3 3 3 3 Payments over 60 Days During Most Recent Reporting 3 Period 2.5 2 2 2 2 2 1.5 1 1 1 1 1 1 1 1 1 1 0.5 0 Capital DPW OCD Aviation ITI EMD Health Human NORDC Mosquito Library NOPD Property Law Mayors Registrar Park Services Man. Office (*)Through a sample selection of approximatelly 370 invoices each reporting period, the Office of Performance and Accountability asks departments with 3 (General Fund and Agencies) or 2 (Capital and Grant Expenditures) payments exceeding a 60 day payment window (invoice date to payment date) to attend the periodic ReqtoCheck meeting to discuss challenges preventing invoices from being paid in a timely fashion. . Source :Accounts Payable 4.2.2012 -4.3.2012
  • Requisition Procurement / DBE Contract Creation and Routing Contract Processing and Approval PaymentA Number of CDBG Invoices Remain Unpaid Because the City is Awaiting theState to Process Age Processing Stage <=30 31-60 61-90 91-120 Over 120 Grand Total PM to Send to Owning Department 1 5 6 Over Owning Department to Approve 0 1 1 60 days Owning Department to Send to Accounting 4 4 Accounting to Approve 3 3 Over State DRU to Send to State Finance 4 6 10 30 State Finance to Pay City 33 33 38 5 109 days Payment to Hit Citys Bank 1 6 7 City to Cut Check 2 3 3 3 11 Grand Total 47 43 47 5 9 151 Reasons for Delay Dispute with the vendor 4 Misplaced / Nor Processed Timely With the State 28 17 5 Contract being processed 5 Other 4 Paid as of 4.11.2012 15 26 43 47 5 9 OCD Aging of Invoices in the Pipeline by Period 200 158 146 151 150 9 9 Over 120 9 14 5 22 47 91-120 100 53 41 61-90 29 43 50 62 31-60 45 47 0 20 <=30 Jan-12 Feb-12 Mar-12Information obtained from Quickbase maintained by Hagerty Consulting Collected 4.1.2012 – 4.11.2012 25
  • 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 Processing Stage <=30 31-60 61-90 91-120 Over 120 Grand Total Over 60 PM to Approve 3 24 27 days Department to Create Receiver 10 3 5 2 20 Finance to Cut Check 1 1 Finance to Release Check 4 1 5 Over 30 Grand Total 18 3 5 1 26 53 days Reasons for Delay Dispute with the vendor Goods received at a later date / Services were not rendered Invoice was missplaced / not processed timely Contract being processed 1 2 21 Other* 1 1 1 5 Paid 1 2 *5 Invoi ces Over 120 Da ys - contra ct executed 4/3, vendor na me cha nge bei ng proces s ed i n AFIN a nd wa i ting for revi s ed i nvoci es from vendor (vendor contacted 4/5) *1 i nvoi ce from 91-120 da ys - check cut 1/24, wa i ting for rei mburs ement from State before check ca n be rel ea s ed. PM worki ng wi th State to res ol ve (a ddi tiona l ba ck-up documentation reques ted., etc) *1 i nvoi ce from 61-90 da ys a nd 1 i nvoi ce from 31-60 da ys - pendi ng SWB rei mburs ement DPW City: Aging of Invoices in the Pipeline by Period 64 70 53 60 51 Over 50 24 120 40 1 25 26 91-120 30 7 12 2 4 15 61-90 20 9 3 10 20 11 18 31-60 0 Jan-12 Feb-12 Mar-12Information obtained from Quickbase (DPW Department) 4.1.2012 – 4.11.2012 26
  • Requisition Procurement / DBE Contract Creation and Routing Contract Processing and Approval PaymentA Significant Number of DPW (Revolver) Invoices Received Over 60 Days Ago RemainUnpaid. Age Processing Stage <=30 31-60 61-90 91-120 Over 120 Grand Total PM to Approve 10 10 Over Fiscal to Receive Invoice 1 1 7 9 60 days Department to Create Receiver 2 1 7 10 State to Send to Hancock 9 9 Over 30 Grand Total 10 3 2 23 38 days Reasons for Delay Dispute with the vendor Goods received at a later date / Services were not rendered Invoice was missplaced / not processed timely Contract being processed 3 1 8 Other** 1 6 Paid 9 Note: 29 Invoices for the same vendor are in dispute. Working with Legal to resolve. These have been excluded from the table above. **7 "Other" Invoices - Drainage Point Repair are being processed (plan change approved 4/3) DPW Revolver: Aging of Invoices in the Pipeline by Period 46 50 41 38 Over 120 40 91-120 30 34 23 33 61-90 20 2 31-60 10 3 3 5 4 44 10 30 0 Jan-12 Feb-12 Mar-12Information obtained from Quickbase (DPW Department) 4.1.2012 – 4.11.2012 27
  • Requisition Procurement / DBE Contract Creation and Routing Contract Processing and Approval PaymentCapital Projects Maintains Good Track Record of Paying Invoices on Time. Age Processing Stage <=30 31-60 61-90 91-120 Over 120 Grand Total Over Department to Create Receiver 1 1 2 60 Department to Deliver to Finance 1 1 2 days Finance to Receive from Department 1 1 Finance to Cut Check 11 5 1 1 18 Over 30 Finance to Release Check 1 1 2 days Grand Total 13 7 3 2 0 25 Reasons for Delay Dispute with the vendor 1 Goods received at a later date / Services were not rendered Invoice was missplaced / not processed timely Contract being processed 1 Other 1 2 1 Paid by 4.11.2012 5 1 Capital City: Aging of Invoices in the Pipeline by Period 36 35 40 4 1 25 30 1 4 Over 120 7 9 2 3 91-120 20 7 61-90 10 24 21 13 31-60 0 30 Jan-12 Feb-12 Mar-12Information obtained from Quickbase (DPW Department) 4.1.2012 – 4.11.2012 28
  • 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 Processing Stage <=30 31-60 61-90 91-120 Over 120 Grand Total Over PM to Approve 1 1 60 Department to Create Receiver 2 2 days Finance to Receive from Department 1 1 Over State to Send to Hancock 15 4 1 20 30 Grand Total 17 5 0 1 1 24 days Reasons for Delay Dispute with the vendor 1 Goods received at a later date / Services were not rendered Invoice was missplaced / not processed timely Contract being processed Other 3 1 Paid by 4.11.2012 2 Capital Revolver: Aging of Invoices in the Pipeline by Period 40 33 30 3 24 Over 120 4 21 2 1 1 91-120 20 8 02 2 5 2 61-90 10 16 17 31-60 15 30 0 Jan-12 Feb-12 Mar-12Information obtained from Quickbase (Capital Projects Department ) 4.1.2012 – 4.11.2012 29
  • Requisition Procurement Contract Creation and Routing Contract Processing and Approval Payment Supplemental Procurement 30
  • 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? 31