Department: County Administration
Department Head/Elected Official: Diana Ramirez, County Administrator
Regular or Supplemental RCA: Regular RCA
Type of Request: Transmittal
Project ID (if applicable): N/A
Vendor/Entity Legal Name (if applicable): N/A
MWDBE Contracted Goal (if applicable): N/A
MWDBE Current Participation (if applicable): N/A
Justification for 0% MWDBE Participation Goal: N/A - Goal not applicable to request
Request Summary (Agenda Caption):
title
Transmittal by the Office of County Administration of a report describing status of Procure to Pay process improvement initiatives.
end
Background and Discussion:
The Procure to Pay process improvement workstream has identified short-term tactical and long-term strategic opportunities.
The Auto-Invoicing Project (formerly AIR 3.0), a collaborative effort between Auditors Office, Universal Services, ,and Office of County Administrator (OCA)is currently underway. Following the Process Enhancements identified during user-acceptance testing, Universal Services implemented additional technology enhancements to better meet end-user and process needs. The system has successfully completed internal testing and two rounds of user-acceptance testing. As of the week of September 23, county-wide training has commenced, with a tentative launch date scheduled for October 7th 2024. Users will gain access to the system following the reopening of the Invoice system after the Fiscal Year changeover.
The Auditor’s Office, County Attorney’s Office, and Office of County Administration are actively developing a business framework and report specifications to outline the implementation and calculation process for the Prompt Pay Act. The Auditor’s Office has also conducted a cost analysis based on FY2024 data for 2024 and is reviewing expenses to identify outliers that need to be factored into the interest formula. In anticipation of the AIP launch, the workgroup is resuming plans for a manual rollout of the Prompt Pay Act.
The Contract Lifecycle Management (CLM) initiative, launched in March with the Universal Services project team and the County Attorney’s Office, has finalized the scope of services for a CLM system. The RFP has been submitted and published on Bonfire, with a project closure date set for early October.
Recommended phasing of new hires and functional transition for the Purchasing team under the Target Operating Model has been developed, together with associated organizational charters and training materials, with new hires approved at a previous Court meeting. 6 roles have been hired and onboarded, and 11 roles have been reclassified so far. Work continues in the hiring and onboarding work, and policy and procedure documents and training materials are being drafted to support in this effort.
Improvements in invoice aging achieved during the tactical initiatives have all been sustained.
Additional background is attached.
Expected Impact: Ongoing Procure to Pay improvement.
Alternative Options: N/A
Alignment with Goal(s):
_ Justice and Safety
_ Economic Opportunity
_ Housing
_ Public Health
_ Transportation
_ Flooding
_ Environment
x_ Governance and Customer Service
Prior Court Action (if any):
|
Date |
Agenda Item # |
Action Taken |
|
6/28/22 |
314 |
Approval of request by the Commissioner of Precinct 2 to establish a Procure to Pay Improvement Initiative |
|
7/19/22 |
13 |
Approval of subaward to Protiviti Inc. under Job No. 210317, MWDBE Contracted Goal: 25% |
|
12/13/22 |
21 |
Transmittal of initial procure to pay recommendations; direction to implement the short-term recommendations and to return with a proposal to implement the long-term recommendations and the dashboard to track progress |
|
3/14/23 |
341 |
Transmittal of progress on Tactical Recommendations and update on two new RFPs to address Strategic Recommendations |
|
4/4/23 |
22 |
Financial authorization to engage Protiviti on Strategic Recommendations |
|
6/27/23 |
316 |
Transmittal by the Office of County Administration of a report describing progress in Procure to Pay process improvement initiatives. |
|
1/9/24 |
230 |
Transmittal by the Office of County Administration of a report describing progress in Procure to Pay process improvement initiatives. |
|
4/23/24 |
407 |
Transmittal by the Office of County Administration of a report describing progress in Procure to Pay process improvement initiatives. |
Location:
Address (if applicable):
Precinct(s): Choose an item.
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Fiscal and Personnel Summary |
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Current Fiscal Year Cost |
Annual Fiscal Cost |
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Total Current Budget |
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Additional Budget Request (Requires Fiscal Review Request Form) |
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Total Additional Budget Request |
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Total Funding Request |
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Personnel (Fill out section only if requesting new PCNs) |
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Current Position Count for Service |
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Additional Positions Request |
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Total Personnel |
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Anticipated Court Date: 10/08/2024
Anticipated Implementation Date (if different from Court date):
Emergency/Disaster Recovery Note: Not an emergency, disaster, or COVID-19 related item
Contact(s) name, title, department: Diana Ramirez, County Administrator
Rachel O’Connell, Sr. Project Manager, Office of County Administration
Attachments (if applicable): Report on Procure to Pay progress.