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Budget Process “As Is” Activities Redesigned “To Be” Role Compile agency history data (C: Biennial Budget Request Preparation) Check history data to CAFR Data collection and assimilation Prepare salary/benefit budget request Prepare programmatic budget request

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Budget Process

“As Is” Activities

Redesigned “To Be” Role

  • Compile agency history data (C: Biennial Budget Request Preparation)

  • Check history data to CAFR

  • Data collection and assimilation

  • Prepare salary/benefit budget request

  • Prepare programmatic budget request

  • Prepare justification detail

  • Respond to budget request inquiries

  • Attend justification meetings

Biennial Budget Preparation

  • Determine management budget amount (C: Annual Budget Request)

  • Track budget use vs. actual (F: Management Budgets, Budget Execution)

  • Recommend account chart changes

  • Research related to budget

  • Monitor/analyze budget

Prepare & Monitor Detailed Agency Budgets

  • Allocate enacted appropriations (C: Annual Budget Request)

  • Prepare appropriations/capital project requests (F: Management Budgets, Budget Execution)

  • Prepare/justify budget modification requests (same as previous)

Manage Budget Appropriations & Allotments

Note: “F,” “M,” and “C” refer to the Financial Management, Material Management, and Cyclical or Support Activities sections, respectively, of the Administrative Services Activities Dictionary. Letters corresponding to sections, along with the corresponding activity heading, are given where applicable and indicate the source of the information. A downward arrow indicates the source was the same for all activities listed.


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Disbursements

“As Is” Activities

Redesigned “To Be” Role

  • [No “as is” activities corresponding to this area have been identified.]

Generate Disbursements

  • [No “as is” activities corresponding to this area have been identified.]

Request Immediate Check from Treasury

  • Process check-writer tapes N/A

  • Refund processing (F: Refund Processing)

  • Print/distribute report to Treasury (F: Wire Transfer Warrant)

  • Straight Disbursements (F: Straight Disbursements)

  • Receive/validate invoices (F: Payments, Central Issued Checks)

  • Determine proper accounting distribution (same as previous)

  • Prepare forms/assemble voucher (same as previous)

  • Transaction data input (same as previous)

  • Route for approvals (same as previous)

  • Respond to inquiries (vendor/auditor) (same as previous)

Establish Payable (Straight Disbursement)


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Disbursements

“As Is” Activities

Redesigned “To Be” Role

  • [No “as is” activities corresponding to this area have been identified.]

Establish Recurring Payable

  • Payroll Processing (F: Accounting)

Monitoring and Approval of Disbursements and Payables

  • Procard processing (F: Accounting)

  • Complete/mail First Chicago forms (M: Setup Procard Administrator Site)

  • Conduct cardholder training (same as previous)

  • Complete Office of Controller forms (same as previous)

  • File STARS (MARS) access request (same as previous)

  • Download daily files (M: Procard Payment Processing)

  • Resolve disputed transactions (same as previous)

  • Create Settlement report (same as previous)

  • Identify/correct errors (same as previous)

  • Reconcile receipts to actuals (same as previous)

Administer Procard


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Fixed Assets

“As Is” Activities

Redesigned “To Be” Role

  • Coordinate asset assignment (F: Asset/Liability Management Processing)

  • Assign tag number, assigned location & individual (same as previous)

  • Periodic inventory of fixed assets (same as previous)

  • Coordinate disposal of fixed assets (same as previous)

  • Update fixed asset systems for acquisitions (same as previous)

  • Complete asset “shell” record (same as previous)

  • Surplus property (same as previous)

  • Requisition a surplus item (M: Requisition a Surplus Item)

  • Identify trade-in opportunity (M: Trade-In Surplus Item)

  • Update inventory and file records (same as previous)

  • Coordinate surplus property removal/move (M: Trade-In Surplus Item and M: Intra-Cabinet Surplus Transfer)

  • Identify potential users (M: Intra-Cabinet Surplus Transfer)

  • Contact Hazardous Waste branch (M: Trash Surplus Item)

  • Update records (M: Trash Surplus Item; M: Transfer Item to New Agency; M: Transfer Item to Local Government; M: Transfer Item to Non-profit Organization)

  • Conduct actual transfer (M: Transfer Item to New Agency; M: Transfer Item to Local Government; M: Transfer Item to Non- profit Organization)

  • Negotiate transfer terms (same as previous)

  • Determine eligibility (M: Transfer Item to Non-profit Organization)

(Fixed Asset) Property and Insurance Control Mgmt.

Supervision of Fixed Asset Property

  • Develop/apply cost recovery methodology (F: Asset/Liability Management Processing)

  • Coordinate cost recovery billings (same as previous)

  • Develop/apply depreciation methodology (same as previous)

  • Track manufacturer warranties (same as previous)

  • Manage asset “swaps” for component replacements (same as previous)

  • Handle sealed bid & public auctions (M: Sealed Bids and M: Public Auction)

Asset/Liability Management

  • Record/maintain insurance coverage information (F: Asset/Liability Management Processing)


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General Accounting

“As Is” Activities

Redesigned “To Be” Role

  • Verify Journal Voucher (JV) transactions (F: Journal Vouchers)

  • Train end users (F: Accounting)

Agency Fiscal Management/ Supervision

  • Maintain chart of accounts (F: Accounting)

  • Maintain financial system reference tables (same as previous)

Table Maintenance

  • [No “as is” activities corresponding to this area have been identified.]

Error Correction


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General Accounting

“As Is” Activities

Redesigned “To Be” Role

  • [No “as is” activities corresponding to this area have been identified.]

Maintain Codes

  • Process/input JV’s (F: Journal Vouchers)

Processing Journal Vouchers


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General Accounting

“As Is” Activities

Redesigned “To Be” Role

  • [No “as is” activities corresponding to this area have been identified.]

Processing/ Manage Loans

  • [No “as is” activities corresponding to this area have been identified.]

Manage Funds Availability

  • Supervise clerical/professional staff (F: Accounting)

  • Develop policy/procedure manual (same as previous)

  • Analyze proposed business policies (same as previous)

  • Handle internal inquiries (same as previous)

  • Handle internal inquiries (same as previous)

  • Request for approval of bank account(s) (F: Request for Approval of Bank Account)

  • Develop/maintain policies/procedures (F: Accounts Receivable)

Accounting Manager


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Internal Orders and Billing

“As Is” Activities

Redesigned “To Be” Role

  • Enter/track IA transactions (F: Internal/External Billing)

  • Approve Billing

Process Internal Bills - Buyer

  • Create IA billing (F: Internal/External Billing)

  • Approve billing

Process Internal Bills - Seller


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Inventory

“As Is” Activities

Redesigned “To Be” Role

  • Review minor object code expenses (M: Inventory Additions, Non Fixed Asset)

  • Enter data (same as previous)

  • Perform physical counts (M: Inventory, Non Fixed Asset)

  • Work with inventory officer during physical counts (same as previous)

  • Record purchases, issues, transfers & adjustments (same as previous)

  • Calculate cost of goods sold (proprietary funds) (same as previous)

  • Maintain office inventory records (same as previous)

  • Develop and maintain agency inventory (same as previous)

  • tracking systems

Consumable Inventory Management


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$

$

$

$

Projects, Grants & Cost Allocation

“As Is” Activities

Redesigned “To Be” Role

  • Transaction input/data entry (F: Grants/Federal Draws)

  • Maintain reference tables

  • Enforce grant provision compliance

  • Create/distribute grant reports

Grant Setup, Monitoring & Reporting

  • Assist auditor during review (F: Grants/Federal Draws)

  • Respond to audit inquiries

Grant Management

  • Develop/maintain methodologies (F: Cost Allocation)

  • Develop/maintain support systems

  • Review cost allocation reports

  • Handle auditor or compliance inquiries

Cost Allocation Expert


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Purchasing & Payables

“As Is” Activities

Redesigned “To Be” Role

  • Determine bid method (M: Bid)

  • Create invitation for bid (same as previous)

  • Enter requisitions associated with bid (same as previous)

  • Select vendors (same as previous)

  • Select terms and conditions (same as previous)

  • Prepare invitation format (same as previous)

  • Compile/post invitation (same as previous)

  • Conduct Pre-bid conference (same as previous)

  • Prepare bid addenda (same as previous)

  • Deliver hardcopy to vendor (same as previous)

  • Copy/mail bid (same as previous)

  • Evaluate bids (M: Contract Award)

  • Complete bid recap sheet (same as previous)

  • Select winning bids (same as previous)

  • Determine best value bidder (same as previous)

  • Determine eligibility of vendor (same as previous)

  • Create PO/contract (same as previous)

  • Track and resolve protests (same as previous)

  • Review/authorize award (same as previous)

  • Record/input encumbrance/obligation (F: Encumbrance/Obligation Processing)

  • Initiate change-order requests (same as previous)

  • Resolve discrepancies with vendor (same as previous)

  • Liquidate unexpended encumbrance funds (same as previous)

  • Edit Contract (M: Contract Administration)

Goods & Services Procurement

  • Determine items and specs (M: Create Purchase Requisition)

  • Create requisition header (same as previous)

  • Enter appropriate data (same as previous)

  • Post for approval (same as previous)

  • Create/route requisition (M: Bid)

  • Verify order receipt (M: Order from Catalog)

  • Forms requisition (M: Forms Requisition)

Initiate & Request Goods or Services

  • Read bid publicly (M: Bid)

  • Deliver hardcopy to buyer (same as previous)

  • Copy/mail bid (same as previous)

  • Print label sets (same as previous)

  • Record price quotes (M: Contract Award)

  • Monitor vendor invoices (F: Encumbrance/Obligation Processing)

  • Match invoice with order/receipt (M: Order from Catalog)

Purchasing Support


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Purchasing & Payables

“As Is” Activities

Redesigned “To Be” Role

  • Originate payable transaction (F: Encumbrance/Obligation Processing)

  • Enter receiving data (M: Order from Catalog)

Receiver

  • Monitor vendor service level (M: Contract Administration)

  • Resolve complaints (same as previous)

Contract Administration


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Revenue & Receivables

“As Is” Activities

Redesigned “To Be” Role

  • Enter data (F: Accounts Receivable)

  • Print/distribute billing statements (same as previous)

  • Respond to customer inquiries (same as previous)

  • Print/distribute re-bill requests (same as previous)

  • Develop/maintain tracking systems (same as previous)

  • Update customer/taxpayer records (F: Cash Receipts Management)

Create & Process Accounts Receivable

  • [No “as-is” activities corresponding to this role have been identified.]

Approve Accounts Receivable

  • [No “as-is” activities corresponding to this role have been identified.]

Initiate Cash Receipts


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Revenue & Receivables

“As Is” Activities

Redesigned “To Be” Role

  • Sort/open incoming mail (F: Cash Receipts/Management)

  • Prioritize work remittances for processing

Cash Receipts Support

  • Match payment with remittance (F: Cash Receipts/Management)

  • Catalog/number remittance and receipt

  • Endorse remittance checks

  • Update customer/taxpayer records

  • Fund transfer (local to central)

Create & Process Cash Receipts

  • Determine proper accounting distribution (F: Cash Receipts/Management)

  • Prepare and route deposits

Internal Approval of Cash Receipts


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Revenue & Receivables

“As Is” Activities

Redesigned “To Be” Role

  • [No “as is” activities corresponding to this area have been identified.]

Final Approval of Cash Receipts

  • Establish vendor file (F: Vendor Processing)

Maintain Customer Files

  • Age outstanding receivables (F: Accounts Receivable)

  • Print/distribute delinquent notices (same as previous)

  • Create list of delinquent vendors (F: Vendor Offset/Intercept)

  • Coordinate joint collection effort (same as previous)

  • Update customer/taxpayer records (F: Cash Receipts Management)

Collection of Delinquent Accounts Receivable


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Revenue & Receivables

“As Is” Activities

Redesigned “To Be” Role

  • Recommend adjustment/write-offs (F: Accounts Receivable)

  • Update customer/taxpayer records (F: Cash Receipts Management)

Write-Off Delinquent Accounts Receivable


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Travel

“As Is” Activities

Redesigned “To Be” Role

  • [No “as is” activities corresponding to this area have been identified.]

Prepare Expense Voucher

  • [No “as is” activities corresponding to this area have been identified.]

Authorize Expense Voucher


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Agency Administrative Processes

“As Is” Activities

Redesigned “To Be” Role

  • Report capitalized leases

  • Identify accruals

  • Perform physical inventory

  • Research inventory discrepancies

  • Fixed asset reporting/reconciliation

  • Develop audit confirmation reports

  • Analyze actuarial liability projections

Financial Reporting

  • [to be completed]

Agency Security Management

  • [to be completed]

Establish Agency Workflow


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Agency Administrative Processes

“As Is” Activities

Redesigned “To Be” Role

  • [To be completed]

Records Management

  • [To be completed]

Agency System Administration


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