ReqtoCheck 2.29.2012

CITY OF NEW ORLEANS

Reporting Period: February 1 – February 29th.

Office of Performance & Accountability

ReqtoCheckSTAT

www.nola.gov/opa

http://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


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


New Requisitions Created2.1.2012

2.29.2012

Requisitions Approved2.1.2012

2.29.2012


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


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


Routing

Contract Processing

and Approval Payment

Source : Obtained from BuySpeed System and Bureau of Purchasing 3.1.2012 and 3.8.2012 8


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


New Requisitions Created12.16.20111.31.2012

Requisitions Approved12.16.20111.31.2012


New Requisitions Created2.1.2012

2.29.2012

Requisitions Approved2.1.2012

2.29.2012


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


* 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


RFP Requests2.1.2012

2.29.2012

RFP Completed2.1.2012

2.29.2012


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


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


Bid Requests2.1.2012

2.29.2012

Bid Completed2.1.2012

2.29.2012


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


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


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


Approval Payment

15


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


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


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




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


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


Approval Payment

20


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



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



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


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


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



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


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


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


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


were not rendered


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


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



were not rendered


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


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



were not rendered 1


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?

Date post:	04-Jul-2015
Category:	Economy & Finance
Upload:	city-of-new-orleans
View:	804 times
Download:	4 times

ReqtoCheck 2.29.2012

Economy & Finance