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Jag & do it goal setting in government - aga 2018

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2018 abq aga

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Jag & do it goal setting in government - aga 2018

  1. 1. GOAL SETTING IN GOVERNMENT FINANCEWe are living in a time where governmental entities are under more and more pressure to be transparent, efficient, and effective amidst low public confidence in government performance. Finance plays a key role in your governmental entities’ ability to alleviate this mistrust. In this class, we will facilitate the process of goal setting that could apply to your specific department. Our goal is that you leave with a process and ideas to apply after this conference.
  2. 2. SPEAKER BIO Donna Sandoval, CGFM is currently the ASD Director/CFO of NM DoIT, overseeing the management of the Administrative Services Division, including budget, accounts payable and receivable, general ledger, purchasing, contracts, financial audit and cost recovery model. She also served NM HSD for more than 13 years, and has 25 years in state and local government. She was NM AGA Chapter President two years ago and is current RVP for the Southwest Region. She has her BBA in Accounting from UNM and her MBA from the College of Santa Fe. 2
  3. 3. SPEAKER BIO 3 Audrey J. Jaramillo, CPA, CFE has been serving federal, state, and local Governments, non- profits, and commercial entities for 20 years throughout NM and is Managing Partner of Jaramillo Accounting Group, LLC. She has served on the AICPA’s Taskforces on Training Young CPAs and Scholarships and has spoken on various topics for the AICPA, NM AGA, NM ASBO, NM GFOA, NMSBA, NM State Auditor, and other organizations. She is passionate about public service and served 8 years on her local school Board of Education and has recently been elected as Councilor for the Town of Edgewood.
  4. 4. CONTENT THE “WHY” SUCCESSES RISKS, PROBLEMS & BARRIERS VISION, PURPOSE & END-RESULTS GOALS, PROCESSES, & PEOPLE RESULTS & MONITORING GOAL SETTING IN GOVERNMENT FINANCE 4
  5. 5. INTRODUCTION - THE “WHY” GOAL SETTING IN GOVERNMENT FINANCE 5
  6. 6. GOAL SETTING IN GOVERNMENT FINANCE • Mindset of the public toward government • Transparency and Information • Taxpayer’s or other Stakeholder’s expectations • Results provide Purpose and Value • Finance provides Information for Decisions 6
  7. 7. “LIFE BEST LIVED IS BY DESIGN, NOT BY ACCIDENT.” – JIM ROHN, RENOWNED AMERICAN BUSINESS PHILOSOPHER GOAL SETTING IN GOVERNMENT FINANCE 7
  8. 8. GOAL SETTING IN GOVERNMENT FINANCE We are all affected by: 1. Environment 2. Events 3. Knowledge 4. Results 5. Dreams/Vision 8
  9. 9. GOAL SETTING IN GOVERNMENT FINANCE We are all affected by: 1. Environment 2. Events 3. Knowledge 4. Results 5. Dreams/Vision 9
  10. 10. GOAL SETTING IN GOVERNMENT FINANCE Dreams/Visions/Goals 1. Flaw in our system 2. Pull (magnet) is the future Distractions/Past 3. Purpose on other side 10
  11. 11. “WHEN THE WHY GETS STRONGER, THE HOW GETS EASIER.” – JIM ROHN, RENOWNED AMERICAN BUSINESS PHILOSOPHER GOAL SETTING IN GOVERNMENT FINANCE 11
  12. 12. SUCCESSES GOAL SETTING IN GOVERNMENT FINANCE 12
  13. 13. GOAL SETTING IN GOVERNMENT FINANCE 13 CAREER ACCOMPLISHMENTS AGENCY ACHIEVEMENTS -List 5 of each you are proud of -Important to you, not the world
  14. 14. IDENTIFICATION OF RISKS, PROBLEMS AND BARRIERS GOAL SETTING IN GOVERNMENT FINANCE 14
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  16. 16. GOAL SETTING IN GOVERNMENT FINANCE IDENTIFICATION OF RISKS, PROBLEMS AND BARRIERS • Not enough budget to pay the bills • Using a system outside of SHARE to approve purchases • Change order to POs, reducing encumbrances for monthly expenses • You are not able to pay current year bills with current year budget – PRIOR YEARs • Invoices being misplaced • Making changes takes effort – there was more than one cause • Address each problem separately – and it involved the entire Department 16
  17. 17. GOAL SETTING IN GOVERNMENT FINANCE IDENTIFICATION OF YOUR RISKS, PROBLEMS AND BARRIERS Identify the following ON PAPER: • A problem in your department/agency • The source (what is causing problem) • The barriers to solving the problem • What the risks are (negative impacts) 17
  18. 18. IDENTIFICATION OF VISION, PURPOSE & END RESULTS GOAL SETTING IN GOVERNMENT FINANCE 18
  19. 19. “PURPOSE IS STRONGER THAN OBJECT” “THE PRICE GETS EASY IF THE PRIZE/PROMISE GETS LARGE” – JIM ROHN GOAL SETTING IN GOVERNMENT FINANCE 19
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  21. 21. GOAL SETTING IN GOVERNMENT FINANCE IDENTIFICATION OF VISION • To ensure that purchase requests are approved by Senior Management • To implement internal control procedures ensuring that the accounting codes accurately reflect the Service Area and any purchase are reviewed by the Budget Manager and/or CFO for sufficient budget • To record purchase requests in the statewide accounting system SHARE with a purchase order • To inform Division Directors of their budget status on a monthly basis by meeting to review encumbrances, expenses, revenues and available budget 21
  22. 22. • What drove me? I saw a lack of control over the Department’s finances • I look at most financial problems as simple if you break it down into small bits • I knew with the help of my staff we could work through the obstacles • Instead of saying DoIT has problems – DoIT is doing well – they have their finances under control 22 GOAL SETTING IN GOVERNMENT FINANCE IDENTIFICATION OF PURPOSE & END RESULTS
  23. 23. GOAL SETTING IN GOVERNMENT FINANCE IDENTIFICATION OF YOUR VISION, PURPOSE & END RESULTS Identify the following ON PAPER: • What end results do you want? • What is the harvest of your decisions/work? • The purpose (WHAT FOR???) • Exactly how would it feel to accomplish this? • What vision do you see after solving the problem? 23
  24. 24. IDENTIFICATION OF GOALS, PROCESSES & PEOPLE GOAL SETTING IN GOVERNMENT FINANCE 24
  25. 25. “THE DRAMA IS IN THE DETAILS” “THIS IS WHERE IMAGINATION TURNS INTO REALITY” – JIM ROHN GOAL SETTING IN GOVERNMENT FINANCE 25
  26. 26. DESIGN S.M.A.R.T GOALS SPECIFIC MEASURABLE ATTAINABLE REALISTIC TIME-SENSITIVE GOAL SETTING IN GOVERNMENT FINANCE 26
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  28. 28. GOAL SETTING IN GOVERNMENT FINANCE IDENTIFICATION OF GOALS, PROCESSES & PEOPLE How did I identify the root cause of budget problems? Specific – Approval of purchases; • Use SHARE, no exceptions – staff had to be trained on requisitions and P.O.s • Roles for staff had to be re-defined Timely payment of invoices • Communication to Service Managers and Vendors to submit invoices • Process to track invoices 28
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  30. 30. 30 Measurable • Are purchases approved by Senior Management and CFO prior to entry into SHARE? • Budget status are prepared and reviewed every pay period Attainable • CFO Directives for Purchasing and Payments effective March 1 • Included rules for decreasing encumbrances Realistic • YES! Implemented within FY17 Time Sensitive • YES! New processes in place by the end of fiscal year 2017
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  32. 32. GOAL SETTING IN GOVERNMENT FINANCE IDENTIFICATION OF YOUR GOALS, PROCESSES & PEOPLE Identify the following ON PAPER: • THINK CREATIVELY / OUTSIDE THE BOX • The team members you need? • Is there training needed? • How much time is needed? • What processes/reports/controls are involved? • What specifically inside/outside your entity would have to be changed? • Detail out 3 SMART goals to attain the solution 32
  33. 33. RESULTS & MONITORING GOAL SETTING IN GOVERNMENT FINANCE 33
  34. 34. “Government must continue to do a better job accounting for programs that are supposed to assist the most vulnerable citizens of our state.” - Current NM Attorney General, Hector Balderas when NM State Auditor 34
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  36. 36. GOAL SETTING IN GOVERNMENT FINANCE IDENTIFICATION OF RESULTS & MONITORING Who holds everyone accountable? – CFO and the rest of Administrative Services Division – a TEAM effort! • We run queries to ensure all pending requisitions are approved OR finalized in SHARE • We prepare and review budget projections every 2 weeks, with Division Directors and Office of the Secretary • The CFO meets weekly with Division Directors and the Cabinet Secretary to review budget status, accounting and purchasing Consequences – ASD will reject any documents that do not comply with the CFO directives for purchasing or payments 36
  37. 37. We are currently working on a “re- work” of rate structure and cost allocation model • Using SHARE and simplifying processes • Added transparency • Timely information to make management decisions 37 GOAL SETTING IN GOVERNMENT FINANCE WHAT’S NEXT?
  38. 38. DON’T STOP! IT IS WELL WORTH THE WORK 38 What an incredible feeling – DoIT no longer has budget problems We are now being proactive to improve other processes
  39. 39. GOAL SETTING IN GOVERNMENT FINANCE IDENTIFICATION OF YOUR RESULTS & MONITORING Identify the following ON PAPER: • How would you monitor continued success of these goals? • Are there consequences for future failures/non-compliance? • Are new employees trained on the importance of this? • Who would hold you/team accountable? • What positive comes of this LONG TERM? 39
  40. 40. CONCLUSIONS 40 Show the public that government CAN be trusted to provide positive results. It is HARD to do the right thing sometimes, but EASIER in the long run. The decision to not make a decision is making a decision. Goals & purpose are magnets to pull you into the future. Take time to THINK. Accountability is hard, but not optional to maintain long-term results. Use what you have learned and written down today for yourself and your workplace!
  41. 41. Disclaimer 41 This presentation is intended solely to provide general information and does not constitute legal advice. Attendance at the presentation or later review of these printed materials does not create an attorney-client relationship with Jaramillo Accounting Group LLC (JAG). You should not take any action based upon any information in this presentation without first consulting legal counsel familiar with your particular circumstances.

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