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CITY OF NEW ORLEANS
Reporting Period: February 1 – February 29th.
Office of Performance & Accountability
ReqtoCheckSTAT
www.nola.gov/opa
Context In order to deliver critical services for its citizens—such as constructing roads, rehabilitating homes, or picking up trash—the City often engages with private companies with specialized expertise. Because these and other services are so critical, Mayor Landrieu has made it a priority for vendors to be selected fairly, for contracts to be negotiated expeditiously and in the best interests of New Orleanians, and for vendors to be paid in a timely manner. What is ReqtoCheckStat? In order to improve the performance, accountability, and transparency of the City’s contracting system, Mayor Landrieu asked the Office of Performance and Accountability to design a performance management program for the entire process of contracting out services—from the requisition of budgeted funds to the issuance of check for services rendered. The result is ReqtoCheckStat, a performance management system where key City officials review data to assess how the City is meetings its goals and to hold departments 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 submit questions, which will be addressed by City officials.
2
Procurement Process Overview*
Requisition
•Department identifies need, and creates a requisition
•Requisition to use budgeted funds is approved by different offices
Procurement / DBE
•Approved requisition is reviewed by the Bureau of Purchasing
•Requisition is converted to Purchase Order (PO), Bid or Request for Proposal (RFP), depending upon scope of work and dollar amount
Contract Creation and
Routing
• Department routes contract materials through the system in order to obtain a contract
Contract Processing
and Approval
•Contract is reviewed for form, legality by Law Department
•CAO, City Attorney, Executive Counsel, Mayor/ Council review and approve contract
Payment
•Department reviews invoice and submits payment voucher to Accounts Payable (AP) to process payment
•Accounts Payable processes requests and makes payment
*See a more detailed process map on slide 30
3
Note : The reporting period covering the period 12.15.2011 to 1.31.2012 includes 1 ½ months of activity .
Requisition Approval
4
• Requisition Approved and Processed per Period
• Requisition Approval Queue by Approval Level
• Approval Time of Requisitions
Requisition Procurement
/ DBE
Contract Creation and
Routing
Contract Processing
and Approval Payment
Source : Obtained from BuySpeed System and Evaluated by the Office of Performance and Accountability 3.1.2012 5
Requisition Procurement / DBE Contract Creation and Routing Contract Processing and Approval Payment
Approval Queue Decreased Due to Lifting Expenditure Controls That Were Introduced at the End of Fiscal Year 2011
92 344 213
1148 896 1051 1182
Ending Approval Q12.15.2011
New Requisitions Created12.16.20111.31.2012
Requisitions Approved12.16.20111.31.2012
Ending Approval Q1.31.2012
New Requisitions Created2.1.2012
2.29.2012
Requisitions Approved2.1.2012
2.29.2012
Ending Approval Q2.29.2012
Approval Processing Time for General Fund Requisitions for Period Ending 2.29.2012
35 49 54 36
130 48
116 159 158
56
214
132 2
6 1 33 153
214 213
92
344
213
-
50
100
150
200
250
300
350
400
9.15.2011 10.15.2011 11.15.2011 12.15.2012 1.31.2012 2.29.2012
Finance
Budget
Department
Requisitions in Q to be Approved
33
0
0
0
0 20 40 60 80 100
2 Days or Less
3- 5 Days
6-10 Days
Over 10 DaysAge of Requisitions in Q Finance Office
78
9
16
29
0 20 40 60 80 100
2 Days or Less
3- 5 Days
6-10 Days
Over 10 DaysAge of Requisitions in Q Budget Office
Source : Obtained from BuySpeed System and evaluated by the Office of Performance and Accountability 3.1.2012 6
Requisition Procurement / DBE Contract Creation and Routing Contract Processing and Approval Payment
Number of Days to Approve Requisitions on Target
3 3.0 3.4 3.0 2.1 2.45
0.2 0.5 0.6 0.7
1.0 0.55
3.20 3.44 3.99 3.76
3.10 3.00
0
1
2
3
4
5
9.15.2011 10.15.2011 11.15.2011 12.15.2012 1.31.2012 2.29.2012
Average Number of Days to Approve Requisitions by Reporting Period (Budget Office and Department of Finance)
Finance(1 Working Day Target)
Budget(2 Working Day Target)
3 Working Day Target
Days to Approve 9.15.2011 10.15.2012 11.15.2011 12.15.2011 1.31.2013 2.29.2012
2 or less 72% 68% 69% 61% 71% 53%
3 Days 2% 5% 4% 6% 9% 15%
4-5 Days 8% 10% 8% 12% 9% 25%
6-10 Days 12% 12% 7% 17% 10% 7%
11-15 Days 5% 3% 7% 4% 1% 0%
Over 15 Days 1% 2% 5% 0% 0% 0%
2012
Budget 2011
Days to Approve 9.15.2011 10.15.2012 11.15.2011 12.15.2011 1.31.2012 2.29.2013
1 or less 100% 100% 99% 99% 85% 99%
2 Days 0% 0% 1% 0% 7% 1%
3-5 Days 0% 0% 0% 1% 8% 0%
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%
2012
Finance2011
Requisition to Procurement
7
• 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)
Requisition Procurement
/ DBE
Contract Creation and
Routing
Contract Processing
and Approval Payment
Source : Obtained from BuySpeed System and Bureau of Purchasing 3.1.2012 and 3.8.2012 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 Increased by 99 Due to Increased Volume During the Period
172 108 207
896 960 1182 1083
Ending Approval Q12.15.2011
New Requisitions Created12.16.20111.31.2012
Requisitions Approved12.16.20111.31.2012
Ending Approval Q1.31.2012
New Requisitions Created2.1.2012
2.29.2012
Requisitions Approved2.1.2012
2.29.2012
Ending Approval Q2.29.2012
Bureau of Purchasing Requisition Processing General Fund for Period Ending 2.29.2012
Status Count
Completed 3.8.2012 85
Contract Being Processed 22
Processing Procurement 6
Waiting for Support [A] 94
Grand Total 207
Status Count
POLICE 26
LAW 13
ITI 9
PUBLIC WORKS 9
MAYOR 8
AVIATION 5
SANITATION 4
CAO 3
FIRE 3
NOHSEP 3
PARKS & PARKWAYS 3
CAPITAL PROJECTS 2
NORD 2
CITY COUNCIL 1
CIVIL SERVICE 1
HEALTH 1
PROPERTY MANAGEMENT 1
Grand Total [A] 94
Status of Reqs Awaiting Buyer Processing
2.29.2012
Waiting for Support
91% 87% 91% 92% 93% 93%
3% 6% 5% 7% 3% 4% 6% 7% 4% 1% 5% 3%
0%
20%
40%
60%
80%
100%
9.15.2011 10.15.2011 11.15.2011 12.15.2011 1.31.2012 2.29.2012
7 Days and Over 3-6 Days 0-3 Days * Target
The Bureau of Purchasing Converts Requisitions to POs in Four Days or Less 90% of the Time (Average 819 POs per month)
Source : Bureau of Purchasing 3.1.2012
9
Requisition Procurement / DBE Contract Creation and Routing Contract Processing and Approval Payment
* Includes cancelled RFPs for which proposals were not received
6 9
4 4
8
4
7
2
12
4 5
5
8
3
Ending RFP Q12.15.2011
RFP Requests12.15.2011 1.31.2012
RFP Completed12.15.20111.31.2012
Ending RFP Q1.31.2012
RFP Requests2.1.2012
2.29.2012
RFP Completed2.1.2012
2.29.2012
Ending RFP Q2.29.2012
The Number of RFPS in Process Remains at 21 as of 2.29.2012
Waiting Committee
Waiting Opening Date
Total 22
Total 21
Waiting Information From Department / Other
Total 21 Processing by Procurement
Department Brief Description Comment
Law Legal Services Awaiting Committee Meeting
Aviation Board Long Term Airport Development Awaiting Committee Meeting
Department Brief Description Comment
Mayor Sum. Youth Employment Program Awaiting Decision
Aviation Board Financial Consultant Awaiting Decision
Aviation Board Secret Shopper Awaiting Decision
Aviation Board Wildlife Mitigation Awaiting Decision
Aviation Board Project Management Awaiting Decision
Neighborhood 1 NO Redevelopment Eastern Awaiting Decision
ITI Payroll System Awaiting Decision
Finance Online Auction Svs NO East Awaiting Decision
Awaiting Committee Meeting
Waiting on Support / Response from Departments
50% 67%
50% 33%
0%
10%
20%30%
40%
50%60%
70%
80%
90%100%
1.31.2012 YTD (2.29.2012)
10 and Above
4 to 9
3 and below
Number of Proposals Received for RFPs Completed YTD 2012 (as of 2.29.2012)
Source : Bureau of Purchasing 3.1.2012 10
Requisition Procurement / DBE Contract Creation and Routing Contract Processing and Approval Payment
13 5
9
7
9 13
11
21 14
9
5
Ending Bid Q12.15.2011
Bid Requests12.15.2011 1.31.2012
Bid Completed12.15.20111.31.2012
Ending Bid Q1.31.2012
Bid Requests2.1.2012
2.29.2012
Bid Completed2.1.2012
2.29.2012
Ending Bid Q2.29.2012
The Number of Bids in Process Increased from 16 to 23 as of 2.29.2012
Waiting Opening Date
Waiting Information From Department
Total 20 Total 16 Total 23
In Process Bureau of Purchasing
Department Brief Description Issue
Capital 5th District Police Station Waiting Support (Specs & Other)
Capital Engine 10 Awaiting Award
Capital Milne Boys Home Remediation Waiting Support (Specs & Other)
Capital Lyons Community Center Waiting Support (Specs & Other)
Capital St. Roch Market Repairs Waiting Support (Specs & Other)
Capital Joseph Bartholomew Maint. Bldg. Waiting Support (Specs & Other)
Civil Service Medical Exams Awaiting Award
DPW Asphalt Maint Phase II Lower 9th Ward/St. Claude Waiting Support (Specs & Other)
Office of Emergency Preparedness Generator Waiting Support (Specs & Other)
Awaiting on Department
* Includes cancelled Bids for which proposals were not received
57% 52%
43% 48%
0%10%20%30%40%50%60%70%80%90%
100%
1.31.2012 YTD (2.29.2012)
10 and Above
4 to 9
3 and below
Number of Proposals Received for Bids completed YTD 2012 (as of 2.29.2012)
11
Requisition Procurement / DBE Contract Creation and Routing Contract Processing and Approval Payment
Source : Office of Supplier Diversity 3.7.2012
Cumulative YTD Percentage of DBE Award Value as of 2.29.2012 is 33%
5 9
3
3
3 8
Average to Complete
3.2 Days
15
Average to Complete
5.6 Days
02468
101214161820
1.31.2012 2.29.2012
Over 10 Days
4-10 Days
0-3 Days
Time to Process DBE Validation by the Office of Supplier Diversity 2012
units
$994,904
$4,560,241
27%
33%
$-
$500,000
$1,000,000
$1,500,000
$2,000,000
$2,500,000
$3,000,000
$3,500,000
$4,000,000
$4,500,000
$5,000,000
1.31.2012 2.29.2012
Cumulative Estimated Contract Value
35% Goal
DBE Award Value
DBE Commitment for Bids and RFPs Opened and
Contract Package Routing
12
• Average Contract Routing Time
Requisition Procurement /
DBE Contract Creation
and Routing
Contract Processing and
Approval Payment
Source : ECMS 1.31.2012
13
Requisition Procurement / DBE Contract Creation and Routing Contract Processing and Approval Payment
Average Time to Approve Contracts Being Routed Exceeded the Target Slightly
4 1 Day
1 0 Days
7 0 Days
Purchasing
Finance
Civil Service
CAO
0 5 10
12 Contract Request in Q as of 2.29.2012
Days to Approve 12.15.2012 1.31.2012 2.29.2012 Days to Approve 12.15.2011 1.31.2012 2.29.2012
0-1 Days 88% 93% 90% 0-1 Days 83% 97% 92%
2- 3 Days 2% 4% 3% 2- 3 Days 17% 3% 8%
4-7 Days 10% 3% 7% 4-7 Days 0% 0% 0%
Over 8 Days 0% 0% 0% Over 8 Days 0% 0% 0%
Days to Approve 12.15.2012 1.31.2012 2.29.2012 Days to Approve 12.15.2011 1.31.2012 2.29.2012
0-1 Days 98% 93% 97% 0-1 Days 69% 70% 62%
2- 3 Days 2% 7% 3% 2- 3 Days 9% 14% 18%
4-7 Days 0% 0% 0% 4-7 Days 17% 12% 10%
Over 8 Days 0% 0% 0% Over 8 Days 5% 4% 10%
Finance Distribution Approval
CAO Distribution Approval
Bureau of Purchasing Distribution Approval
Civil Service Distribution Approval
0.50 0.22
1.95 1.8 2.3
0.20 0.22
0.63 0.5
0.4
0.60 1.3
0.69
0.3
0.6
0.75 0.27
0.70
0.7
0.8
2.05 2.01
3.97
3.3
4.1
-
0.50
1.00
1.50
2.00
2.50
3.00
3.50
4.00
4.50
10.15.2012 11.15.2012 12.15.2012 1.31.2012 2.29.2012
Average Approval Time of Contracts by Approval Level in Days (by period)
CAO (1 day target)
Civil Service (1 daytarget)
Finance (1 day target)
Bureau of Purchasing (1day target)
4 day aggregate target
Routing Aggregate Time 4.9 Days 5.15.2011
Contract Approval Process
14
• Contract Rejections
• Contract Processing and Approval
Requisition Procurement /
DBE Contract Creation
and Routing
Contract Processing and
Approval Payment
15
Requisition Procurement / DBE Contract Creation and Routing Contract Processing and Approval Payment
Source : ECMS System 3.1.2012
9 Contracts Were Rejected/ Returned During the Period
Department Total
DPW 2
EMS 1
Human Services 1
OCD 4
Sanitation 1
Grand Total 9
2.29.2012
31
8 9 9 4
9
0
10
20
30
40
9.15.2011 10.15.2011 11.15.2012 12.15.2011 1.31.2012 2.29.2012
Contracts Returned / Rejected by Approval Level or Law Department by Period (in units)
4
1
4
00.5
11.5
22.5
33.5
44.5
TaxClearance
CorporateResolution
DBE Form ExpiredContract
CorporateResolution
RequisitionProblem
Vendor ID Missing Supportand Other
Reasons for Contracts Returned or Rejected by Either Approval Level or Law Department 2.1.2012 - 2.29.2012
16
Requisition Procurement / DBE Contract Creation and Routing Contract Processing and Approval Payment
Contracts: All Contracts in Process as of 2.29.2012 (Legal Review, CAO, Vendor Signature, City Attorney, Executive Council, Mayor/City Council)
Source : Law Department and ECMS System 3.1.2012 and 3.8.2012
109
170 188
141
80 114
96
0
50
100
150
200
250
300
12.15.2011 New Requests ContractsCompleted
1.31.2012 New Requests ContractsCompleted
2.29.2012
All Contracts Processed, Received and in Q at the End of the Reporting Period as of 2.29.2012 (in units)
216 Contracts as 3.15.2011
17
Requisition Procurement / DBE Contract Creation and Routing Contract Processing and Approval Payment
Contracts : All Contracts in Process as of 2.29.2012 (Legal Review, CAO, City Attorney, Executive Counsel, Mayor/Council Approval)
Source : Law Department 3.8.2012 and ECMS System3.1.2012
37 74 69
43 74
109 64
14 26 25
42 26 37 41 12
13
24 24 8 16
12
6
10 13
8 6 14
22
20 16
0
50
100
150
200
250
300
9.15.2011 10.15.2011 11.15.2011 12.15.2011 1.31.2012 2.29.2012
Over 120 Days
91 - 120 Days
61 - 90 Days
31- 60 Days
0 - 30 Days
The Average Age of Contracts Awaiting Processing Decreased to 46 Days
Total 188 Average Days 45
Total 154
Average Days 55 Total 151
Average Days 50
216 Contracts 64 Average Days
3.15.2011
Total 133 Average Days 46
Total 109 Average Days 64
Total 170 Average Days 53
11 62
12 3
39 61
91 Days Since Entered for
Processing
18 Days Since Received by
The Law Department
42 Days Since Contract Made
Available for Vendor to Sign
16 Days Since Received by Executive Counsel
020406080
100120140160180
Manually RoutedEmergency
(Location Not Specified)
Attorney Dp. City Att CAO Vendor Sign Executive Counsel
Location and Average Age of Contracts in Process as of 2.29.2012
4 Days Since
Completed
0 Days Since Reviewed
City Attorney
ECMS
18
Requisition Procurement / DBE Contract Creation and Routing Contract Processing and Approval Payment
Source : : Law Department 3.8.2012 and ECMS System3.1.2012
Contracts : All Contracts Executed Between 2.1.2012 and 2.29.2012 (Legal Review, CAO, City Attorney, Executive Counsel, Mayor/Council Approval)
33% 43% 30% 41% 33% 42%
67% 57% 70%
59% 34% 28%
16% 10% 11% 6% 6% 14% 54
45
60
39
56 62
- 10 20 30 40 50 60 70 80 90
100
9.15.2011 10.15.2011 11.15.2011 12.15.2011 1.31.2012 2.29.2012
Over 120
91-120
61-90
31-60
0-30
The Average Time to Close Contracts During the Period Increased to 62 Days from 56 Days 42% of Contracts Were Closed in 30 Days or Less (80% Target) 66 Days
3.15.2011
132
10 2 1
15 16
0
20
40
60
80
100
120
140
Manually RoutedEmergency
(Location Not Specified)
Legal Review D. City Att CAO Vendor Sign Executive Con.
Average Time to Process Contracts Completed During the 2.1.2012 - 2.29.2012 Window by Stage (in Days)
ECMS
The check: Accounts payable
19
• 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
Requisition Procurement Contract Creation
and Routing
Contract Processing and
Approval Payment
20
Requisition Procurement / DBE Contract Creation and Routing Contract Processing and Approval Payment
Source :Accounts Payable and Office of Performance and Accountability. Collected 3.1.2012 -3.2.2012
The Percentage of General Fund (and Agency) Payments Processed in 7 Days or Less Increased to 45%
63% 67% 56%
37% 20%
45%
34% 32%
23% 40%
48%
53%
3% 1%
12% 23% 30%
9% 2% 2%
0%
10%
20%
30%
40%
50%
60%
70%
80%
90%
100%
9.15.2011 10.15.2011 11.15.2011 12.15.2011 1.31.2012 2.29.2012
Working Days to Process General Funds and Agencies Check Payments by A/P Office for Periods Ending 9.15.2011 to 2.29.2012 (in %)
Sample 270 selections 95% confidence level +-5
Over 30 Days
16 - 30 Days
8-15 Days
7 Days or less
Target 90%
7 6
11 11 12
8
0123456789
10111213
9.15.2011 10.15.2011 11.15.2011 12.15.2011 1.31.2012 2.29.2012
Average Number of Days to Process Invoices by A/P Department (GF Expenditures)
Target 7 Days
21
Requisition Procurement / DBE Contract Creation and Routing Contract Processing and Approval Payment
Source :Accounts Payable and Office of Performance and Accountability. Collected 3.1.2012 -3.2.2012
The Percentage of General Fund (and agency) Payments in 30 Days or Less Increased to 40% in the Current Period
58% 60% 50% 46%
34% 40%
25% 27% 28% 36%
42% 45%
13% 7% 17% 10% 16% 8%
4% 6% 5% 8% 8% 7%
0%
20%
40%
60%
80%
100%
9.15.2011 10.15.2011 11.15.2011 12.15.2011 1.31.2012 2.29.2012
Percentage of Payments in Days From Invoice Date to Payment for General Fund (or Agency) Expenditures for Periods Ending
9.15.2011 - 2.29.2012(in %) Sample 270 selections 95% confidence level +-5
Over 121 Days
61 - 120 Days
31 to 60 Days
30 Days or Less
40 39 45 48
52 48
0
20
40
60
9.15.2011 10.15.2011 11.15.2011 12.15.2011 1.31.2012 2.29.2012
Average Number of Days to Pay Invoices From Invoice Date (GF Expenditures)
Target 30 Days
The Percentage of Capital and Grant Payments Processed in 7 Days or Less Remains Over the 90% Target
22
Requisition Procurement / DBE Contract Creation and Routing Contract Processing and Approval Payment
Source :Accounts Payable and Office of Performance and Accountability. Collected 3.1.2012 -3.2.2012
99% 97% 98% 97% 95% 92%
1% 3% 4% 5% 2% 3%
1% 3%
0%
10%
20%
30%
40%
50%
60%
70%
80%
90%
100%
9.15.2011 10.15.2011 11.15.2011 12.15.2011 1.31.2012 2.29.2012
Working Days to Process Capital Expenditures and Grants Check Payments by A/P Office for Periods Ending 9.15.2011 - 2.29.2012(in %)
Sample 100 selections 90% confidence level +--10
Over 30 Days
16 - 30 Days
8-15 Days
7 Days or less
Target 90%
1 2 2 2 3
4
0123456789
10
9.15.2011 10.15.2011 11.15.2011 12.15.2011 1.31.2012 2.29.2012
Average Number of Days to Process Invoices by A/P Department (Capital and Grant Expenditures)
Target 7 Days
23
Requisition Procurement / DBE Contract Creation and Routing Contract Processing and Approval Payment
The Percentage of Capital and Grant Payments Made in 30 days or Less from Invoice date Decreased to 49 % from 52% in the prior period
Source :Accounts Payable and Office of Performance and Accountability. Collected 3.1.2012 -3.2.2012
50
40
50 57
51 47
-
10.00
20.00
30.00
40.00
50.00
60.00
9.15.2011 10.15.2011 11.15.2011 12.15.2011 1.31.2012 2.29.2012
Average Number of Days to Pay Invoices From Invoice Date (Capital and Grant Expenditures)
Target 30 Days
60% 67% 53% 49% 52% 49%
23% 12% 25% 29% 26% 31%
10% 15% 14% 8% 15% 14% 7% 6% 8% 15% 7% 6%
0%
20%
40%
60%
80%
100%
9.15.2011 10.15.2011 11.15.2011 12.15.2011 1.31.2012 2.29.2012
Percentage of Payments in Days From Invoice Date to Payment for Capital and Grant Expenditures for Periods Ending
9.15.2011 - 2.29.2012 (in %) Sample 100 selections 90% confidence level +-10
Over 121 Days
61 - 120 Days
31 to 60 Days
30 Days or Less
(*)Through a sample selection of 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 why payments were not made in a timely fashion. This list represents all those
departments/agencies that have been invited, and the number of times they have been invited, to explain late payments.
General Fund & Agencies
Department No Yes
Aviation 29 6 35 17%
DPW 7 2 9 22%
EMD 10 3 13 23%
Law 4 3 7 43%
Library 18 3 21 14%
Mosquito 6 3 9 33%
Property Management 9 3 12 25%
Other Departments 148 16 164 10%
Grand Total 231 39 270
Over 60 DaysGrand Total
(**) %
Dep. Late
Capital & Grants
Department No Yes
Capital 16 4 20 20%
DPW 10 1 11 9%
Health 18 8 26 31%
OCD 10 3 13 23%
Other Departments 26 4 30 13%
Grand Total 80 20 100
Over 60 DaysGrand Total
(**) %
Dep. Late
(**)Represents the percentage of payments over 60 days, from invoice date, for the specific department.
Sample Results Payments Vouched Period 2.1.2012 – 2.29.2012
Requisition Procurement / DBE Contract Creation and Routing Contract Processing and Approval Payment
Source :Accounts Payable and Office of Performance and Accountability. Collected 3.1.2012 -3.2.2012
Sample 270 Selections 95% Confidence level +-5 Sample 100 Selections 90% Confidence level +--10
7 7 6 6 6
5 5 4 4 4
3 3 3 2 2 2
1 1 1 1 1 1 1 1
012345678
# of Reporting Periods Departments/Agencies Have Had Multiple Late Payments (>60 Days from Invoice Date) in the Sample Since 6.15.2011*
Payments Over 60 Days During Most Recent Reporting Period
A Number of CDBG Invoices Remain Unpaid Because of Contracts Currently Being Processed or Because the City is Awaiting State Processing.
Information obtained from Quickbase maintained by Hagerty Consulting Collected 3.1.2012 – 3.8.2012
25
Requisition Procurement / DBE Contract Creation and Routing Contract Processing and Approval Payment
Over 60
days
Over 30
days
<=30 31-60 61-90 91-120 >120* Grand Total
PM to Send to Owning Department 1 5 6
Owning Department to Approve 2 1 3
Owning Department to Send to Accounting 2 2
Accounting to Approve 0 6 6
State DRU to Send to State Finance 3 5 1 2 11
State Finance to Pay City 14 18 14 46
Payment to Hit City's Bank 7 24 31
City to Cut Check 24 14 12 3 53
Grand Total 20 62 53 14 9 158
Dispute with the vendor 1
Misplaced / Nor Processed Timely
With the State 27 15 2Contract being processed 5
Other 12 3
Paid 23 38 12
62 53 14 9
*Funding and budget a l location issues delaying payment for invoices in the ">120" category
Age
Stag
eR
ea
son
fo
r D
ela
y
26
Requisition Procurement / DBE Contract Creation and Routing Contract Processing and Approval Payment
Information obtained from Quickbase (DPW Department) 3.1.2012 – 3.8.2012
Over 60 days
Over 30 days
A significant number of DPW (City) Invoices Received Over 60 days Ago Remain Unpaid. Most of These Exceptions Are the Result of Contracts Currently Being Processed
<=30 31-60 61-90 91-120 >120 Grand Total
Project Manager to Approve Invoice 1 21 22
DPW Fiscal to Receive Invoice 1 1
DPW to Create Receiver 6 8 1 1 4 20
DPW to Receive Check 4 1 3 8
Grand Total 11 9 4 2 25 51
Dispute with the vendor
Goods received at a later date / Services
were not rendered
Invoice was misplaced / Not processed
timely
Contract being processed 2 1 25
Other * 6 2 1
Paid 1 2
9 4 2 25
Age
Stag
e
Re
aso
n f
or
De
lay
*The 9 "Other" invoices over 30 days old, 1 invoice is waiting on reimbursement from the State before the check can be
released. 4 invoices required a vendor address change in AFIN. The other 4 cannot be processed until SWB Funding is received.
27
Requisition Procurement / DBE Contract Creation and Routing Contract Processing and Approval Payment
Over 60 days
A Significant Number of DPW (Revolver) Invoices Received Over 60 Days Ago Remain Unpaid.
Over 30 days
<=30 31-60 61-90 91-120 >120 Grand Total
Consultant to Send to DPW 1 36 37
Project Manager to Approve Invoice 1 1
DPW Fiscal to Receive Invoice 2 1 6 9
DPW to Create Receiver 17 17
PDU Finance to Receive from DPW 1 2 1 4
State to Send to Hancock 2 2
Grand Total 4 4 62 70
Dispute with the vendor (*) 36
Goods received at a later date / Services
were not rendered
Invoice was misplaced / Not processed
timely
Contract being processed 3 1 8
Other (**) 1 16
Paid 1 2 2
Grand Total 4 4 62
Age
Stag
e
Re
aso
n f
or
De
lay
* 2 Vendors - One dispute is under legal review (29 invoices) and the other (7 invoices) is related to a credit issue caused by
duplicate billing on previous invoices.
** 2 Vendors on the Drainage Point Repair project with invoices currently being processed.
Information obtained from Quickbase (DPW Department) 3.1.2012 – 3.8.2012
Capital Projects Maintains Good Track Record of Paying Invoices on Time.
28
Requisition Procurement / DBE Contract Creation and Routing Contract Processing and Approval Payment
Information obtained from Quickbase (Capital Projects Department ) 3.1.2012 – 3.8.2012
Over 60
days
Over 30
days
<=30 31-60 61-90 91-120 >120 Grand Total
PM To Approve 1 1
CPA to Create Receiver 4 1 1 6
CPA to Deliver to Finance 4 1 1 6
Finance to Receive from CPA 1 1
Finance to Cut Check 11 5 2 18
Finance to Release Check 1 2 3
Grand Total 21 9 4 1 0 35
Dispute with the vendor 3
Goods received at a later date / Services
were not rendered
Invoice was misplaced / Not processed
timely
Contract being processed 1
Other 5
Paid 4 1
9 4 1 0
Age
Stag
e
Re
aso
n f
or
De
lay
Capital Projects Invoices Paid Through the Revolver Have Been Paid on Time With the Exception of a Few Outliers Due to Disputes with the Vendor
Information obtained from Quickbase (Capital Projects Department ) 3.1.2012 – 3.8.2012
29
Requisition Procurement / DBE Contract Creation and Routing Contract Processing and Approval Payment
Over 60
days
Over 30
days
<=30 31-60 61-90 91-120 >120 Grand Total
CPA to Deliver to Finance 1 3
Finance to Receive from CPA 1 1
Finance to Send to State 1 9
State to Send to Hancock 13 2 2 1 17
Grand Total 15 2 2 0 2 33
Dispute with the vendor 1
Goods received at a later date / Services
were not rendered 1
Invoice was misplaced / Not processed
timely
Contract being processed
Other 1 1
Paid 2
2 2 0 2
Stag
e
Re
aso
n f
or
De
lay
Age
Procurement Requisition
Contract Creation
and Routing
Contract
Processing
and Approval
Payment
Supplemental
Procurement
30
31
Evaluation Form Are you a city employee or a member of the public? On a scale 1-5, how useful was this meeting to you (1= least useful and 5= most useful)? What’s working? What’s not working?