Transportation - Washoe County School District

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Nov 10, 2013 (3 years and 5 months ago)

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Washoe County School
District


Business and Purchasing
Departments



Departmental Plans

Gary Kraemer
-
Chief Financial Officer

Andrea Sullivan
-
Purchasing Supervisor

November
22, 2011

1

LEADERSHIP
-
BUSINESS DEPARTMENT


Gary Kraemer, CPA, Chief Financial Officer


Tom Ciesynski, CPA, Chief Accountant


Mike Schroeder, CPA, Senior Budget Analyst


Gail Carson, Senior Accountant
-
Accounting


Lisa Mae Woods, Senior Accountant
-
Payroll


Jill Murdock, Business Plus Project Co
-
Manager

2

MISSION




To support all Washoe County School
District schools, Divisions, Departments,
and employees
primarily

by
:


1)
providing timely and accurate
financial information to stakeholders
and others so that they can make
informed decisions, and


2)
acquiring and paying for goods and
services necessary to the Washoe
County School District’s educational
mission.

3

MAJOR FUNCTIONS


Accounting and Financial Reporting


Accounts Payable


Budgeting


Cash and Investment Management


Financial Management


Payroll


Position Control


Property Control

4

TRENDS AND ACCOMPLISHMENTS



Budget Reductions Implemented


managed
budget reduction process totaling $51 million to
the FY 11
-
12 budget.



Tuition
-
Based Full Day Kindergarten Implemented


created systems to track and analyze program,
which will help new students succeed now and in
the years ahead.





5

TRENDS AND ACCOMPLISHMENTS

CONT’D.


Timecard Online Fully Implemented


provides for
electronic time reporting, which reduces
paperwork, lost timesheets, mail delivery, and
hours of timecard entry, improving workflows and
time processing.



Business Plus System Upgrade
-

implemented
major upgrade, covering Human Resources,
Purchasing, Payroll, and Financial modules.



Staffing Guidelines Revised


better aligns
allocation of personnel to schools with the schools’
needs and the District’s Strategic Plan.






6

TRENDS AND ACCOMPLISHMENTS

CONT’D.


Received Unqualified Audit Opinion

for FY
11


Received
the Government Finance Officers
Association’s Certificate for Excellence in Financial
Reporting

for the
10
th

consecutive year.


Issued
bonds totaling
$90
million
, including
Qualified
School Construction
Bonds and bond refundings.


Defeased
$18.4 million of outstanding
bonds
,
a first
for WCSD.


Implemented GASB 54
Financial reporting standard.


Maintained
the District’s Bond
Ratings




7

MAJOR MANDATES


Federal Laws and Regulations


Nevada Revised Statutes


School Board Policies


Generally Accepted Accounting
Principles


Legislative Changes

8

STRATEGIES


Provide leadership on financial issues
and
requirements.



Support management decision making
through the
use of reporting and analysis tools.



Develop a comprehensive communication plan
to
provide information and receive critical input
concerning goals, functions, and issues.



Expand training
to schools and departments on
procedures and use of management data and
Business Plus.





9

KEY PERFORMANCE INDICATORS


Unqualified Audit Opinion
:
Provides
assurance to users of the District’s
financial information.


FY
2011
Actual


Received


FY
2012
Goal


To Be Received


GFOA Certificate of Achievement for
Excellence in Financial Reporting
:
Achievement of the highest standards in
governmental accounting and financial
reporting (received in following year).


FY
2010
Actual


Received



FY
2011
Goal


To Be Received





10

KEY PERFORMANCE INDICATORS


CONT’D.


Implement Position Budgeting
: To provide
efficient projections of salaries and benefits for
budgets,


FY 2011 Actual


S
ubstantially completed parallel
testing


FY 2012 Goal


Successfully complete parallel testing




and verifications; fully implement by December 31,




2012



Implement the Business Plus Budget Module to
Prepare the Budget
:
To improve budget
development, automate budget process and
improve reporting and efficiencies.


FY 2011 Actual


Commenced preliminary testing


F
Y 2012 Goal


Successful testing by June 30,




2012 and implement for FY 2013
-
14 budget

11

KEY PERFORMANCE INDICATORS


CONT’D.


Maintain Bond Rating
: Indicates the financial strength of the
District and reduces the District’s borrowing costs.


FY 2011 Actual


Aa2 (Moody’s), AA (Standard & Poor’s)


FY 2012 Goal


Aa2 (Moody’s), AA (Standard & Poor’s)



Maintain Budgeted Ending Fund Balance
: Indicates District’s
ability to absorb funding decreases or other adverse financial
events.


FY 2011 Actual


2.8
%, and also
assigned fund balance to help
balance both the FY 11
-
12 and FY 12
-
13 budget years and for the
Incline Village property tax refunds and other matters


FY 2012 Goal


Minimum of 2.0%


FY
2012
Budgeted


2.0%



12

13

LEADERSHIP & TEAM
-
PURCHASING


Andrea Sullivan, Purchasing Supervisor


Pat Jeffers, Buyer II


Charles Deat, Buyer II


Monica Schuerr, Acting Buyer II


Sara Boyd, Administrative Secretary


Nancy Stauffer, Program Technician


Kate Price, Secretary II




14

MISSION


The Purchasing Department recognizes and
embraces its responsibility to provide the
highest level of support with continuous
effort for improvement to

Washoe County
School District

(WCSD) schools and
departments in accordance with federal,
state and local statutes and regulations.


15

MAJOR FUNCTIONS


Oversight of entire procurement process


Acquisition of supplies, equipment, materials &
services for schools and departments


Administer competitive solicitations


RFPs,
formal bids, formal quotes, informal quotes


Recommend contract awards


Contract management (post award)

16

TRENDS AND ACCOMPLISHMENTS


Received Achievement of Excellence in
Procurement (AEP) Award


Only one of six government agencies in Nevada


Only one of sixteen school districts in U.S.


Received award for 14 out of 15 years



Achieved savings of $1,061,412

17

TRENDS & ACCOMPLISHMENTS

CONT’D


Business Plus upgrade implementation
assistance


Assisted with re
-
negotiating the WOLF
contract, which will save the District $450,000
in FY 11
-
12


Re
-
negotiated the ConnectEd contract,
resulting in 15% annual savings for 3 years


Conducted local small business outreach
training program

18

MAJOR MANDATES


NRS 332


Local Government Purchasing


Conduct a bid or RFP when annual expenditures exceed
$50,000


Conduct a formal quote when annual expenditures
exceed $25,000



Follow and uphold Board, District, and
Department policies & procedures

19

STRATEGIES


Expand and strengthen customer service


Utilize Six Sigma


Work with K12 Insight to enhance customer satisfaction
surveys


Develop new and continuously improve work
processes


Collaborate with other government agencies


Maintain ethical standards in all procurement
activities


20

STRATEGIES


Participate in APQC teams


Redesign of Vendor Product Review process


Decrease processing time from Requisition Entry to
Purchase Order printing


Develop and implement procurement training
for customers


Provide reporting on usage for end users in
procurement planning


Conduct additional local small business
outreach and training

21

KEY PERFORMANCE INDICATORS


Bid on
-
line
:
Will allow the District to more efficiently and
effectively acquire goods and services, reducing overall costs.


FY 2011 Actual


not implemented due to IT Department reorganization and
need for upgrade to Business Plus system (done in June 2011)


FY 2012 Goal


Successfully implemented by June 30, 2012



Annual Department Savings


FY 11 Goal
-

$527,447 (2.5 times combined Buyers’ salaries)


FY 11 Actual
-

$1,061,412 of savings


FY 12 Goal
-

$553,347 (2.5 times combined Buyers’ salaries)



Competitive Procurements


Measures % of purchases made on contract


For AEP purposes, must be at least 25%


FY 11 Actual
-

78%


FY 12 Goal


79%



Cooperative Agreements


Act as lead agency for bids


FY 11 Actual: 5 bids; FY 12 Goal: 5 bids


Other agency as lead


FY 11 Actual: 5 bids; FY 12 Goal: 5 bids


22

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