Primary Department: County Administration
Primary Department Head/Elected Official: Erica Lee Carter, County Administrator
Secondary Department: Choose an item.
Secondary Department Head/Elected Official:
Regular or Supplemental RCA: Supplemental RCA
Type of Request: Transmittal
Project ID (if applicable):
Vendor/Entity Legal Name (if applicable):
MWBE Contracted Goal (if applicable):
MWBE Current Participation (if applicable):
Justification for 0% MWBE Participation Goal: N/A - Goal not applicable to request
Grant Indirect Costs Rate (if applicable):
Justification for 0% Grant Indirect Costs Rate (if applicable): Choose an item.
Request Summary (Agenda Caption):
title
Transmittal by the Office of County Administration of a report describing the status of Procure to Pay initiatives for FY26 Q4.
end
Background and Discussion:
Procure to Pay (P2P) strives to streamline the County’s purchasing, contracting, and invoicing processes, addressing complexities affecting both vendors and employees. Since 2021, we’ve made steady progress on the various initiatives under P2P.
The attached presentation provides KPI updates on key Procure-to-Pay (P2P) initiatives. Updates on Strategic Plan Operational Imperative Project Plans are reported in conjunction with the County's quarterly Strategic Plan reporting cycle, with the next update anticipated in November 2026.
Expected Impact:
Ongoing Procure to Pay improvements
Alternative Options: N/A
County Strategic Plan Goal: Choose an item.
County Strategic Plan Objective: Choose an item.
Justice/Safety Initiative (Goal 1): Choose an item.
Infrastructure Initiative (Goal 2): Choose an item.
Economy Initiative (Goal 3): Choose an item.
Health Initiative (Goal 4): Choose an item.
Climate/Resilience Initiative (Goal 5): Choose an item.
Housing Initiative (Goal 6): Choose an item.
Additional notes related to the Strategic Plan: Operational Imperative under the Strategic Plan
Prior Court Action (if any):
|
Date |
Agenda Item # |
Action Taken |
|
9/14/2021 |
319 |
Request for the Commissioners Court’s Analyst’s Office and Auditor’s Office to assess Harris County compliance with the Prompt Payments Act and assess payments processing times to vendors in the last five years. |
|
11/30/2021 |
271 |
Transmittal by the Commissioners Court’s Analyst’s Office of a memo responding to the Commissioner Precinct 2 request to assess Harris County compliance with the Prompt Payments Act and assess payments processing times to vendors over the last five years. |
|
5/10/2022 |
266 |
Transmittal by the Auditor of a Memo on Prompt Payment Act Policy Development. |
|
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. |
|
10/8/24 |
391 |
Transmittal by the Office of County Administration of a report describing status of Procure to Pay process improvement initiatives. |
|
11/12/24 |
22 |
Presentation and Discussion by the Office of County Administration on Procure to Pay updates; motion passed for vendors to begin submitting invoices to the County Auditor’s Office and respective departments, with monthly transmittals to Commissioners Court. |
|
12/10/24 |
23 |
Presentation and Discussion by the Office of County Administration on Procure to Pay updates; motions passed for vendors to only submit invoices to the County Auditor’s Office, with the exception of invoices with needed pre-review. Office of County Administration to work with departments to define, track and improve pre-review processes. |
|
2/6/25 |
22 |
Presentation and Discussion by the Office of County Administration on Procure to Pay updates. |
|
3/27/25 |
519 |
Transmittal by the Office of County Administration on Procure to Pay updates. |
|
5/22/25 |
14 |
Request for discussion and possible action regarding the Procure to Pay project updates. |
|
7/10/25 |
212 |
Transmittal by the Office of County Administration on Procure to Pay updates. |
|
8/7/25 |
410 |
Transmittal by the Office of County Administration on Procure to Pay updates. |
|
9/18/25 |
371 |
Transmittal by the Office of County Administration on Procure to Pay updates. |
|
10/30/2025 |
1 |
The Prompt Pay Policy was approved with a motion for implementation to be delayed to February 9, 2026, and a directive to return with a policy amendment by December. |
|
12/11/2025 |
3 |
The amendment to the Prompt Pay Policy, addressing construction invoices managed by Engineering, was approved |
|
1/08/2026 |
345 |
An update on the Prompt Pay automation project was provided, including a request to delay go-live to March 27, 2026, to address key technology enhancements identified during user testing |
|
2/26/2026 |
227 |
Transmittal by the Office of County Administration on Procure to Pay updates |
|
3/19/2026 |
3 |
Overview of the Prompt Pay project and current on-track status for the 3/27/26 go-live date |
|
4/16/2026 |
345 |
Transmittal by the Office of County Administration on Procure to Pay updates. |
|
5/14/2026 |
371 |
Transmittal by the Office of County Administration on Procure to Pay updates. |
|
7/9/2026 |
344 |
Transmittal by the Office of County Administration on Procure to Pay updates. |
Location:
Address (if applicable):
Precinct(s): Choose an item.
|
Fiscal and Personnel Summary |
|
Service Name |
|
|
|
|
Current Fiscal Year Cost |
Annual Fiscal Cost |
|
|
Labor |
Non-Labor |
Total |
Recurring Expenses |
|
Funding Sources |
|
|
Existing Budget |
|
|
|
|
|
Choose an item. |
$ |
$ |
$ |
$ |
|
Choose an item. |
$ |
$ |
$ |
$ |
|
Choose an item. |
$ |
$ |
$ |
$ |
|
Total Existing Budget |
$ |
$ |
$ |
$ |
|
Additional Budget Request (Requires Fiscal Review Request Form) |
|
|
Choose an item. |
$ |
$ |
$ |
$ |
|
Choose an item. |
$ |
$ |
$ |
$ |
|
Choose an item. |
$ |
$ |
$ |
$ |
|
Total Additional Budget Request |
$ |
$ |
$ |
$ |
|
Total Funding Sources |
$ |
$ |
$ |
$ |
|
Grants - Proposed Budget (For Grants Items only) |
|
|
Labor |
Non-Labor |
Total |
No. of Grant Years |
|
Local Match Source - Existing Budget: Choose an item. |
$ |
$ |
$ |
|
|
Local Match Source - Additional Budget Request: Choose an item. |
$ |
$ |
$ |
|
|
Grant Funds Applied for/Awarded (Total) |
$ |
$ |
$ |
|
|
Personnel (Fill out section only if requesting new Position Control Numbers (PCN)s) |
|
|
Current Position Count for Service |
- |
- |
- |
- |
|
Additional Positions Request |
- |
- |
- |
- |
|
Total Personnel |
- |
- |
- |
- |
|
County Attorney’s Office Legal Review (for Harris County Code Items only) |
|
CAO Reviewer Name and Title |
|
CAO Review Completion Date |
Click or tap to enter a date. |
Anticipated Court Date: 10/15/2026
Anticipated Implementation Date (if different from Court date): Click or tap to enter a date.
Emergency/Disaster Recovery Note: Not an emergency, disaster, or ARPA related item
Contact(s) name, title, department: Rachel O’Connell, Sr. Project Manager, Office of County Administration
Attachments (if applicable): Report on Procure to Pay project statuses