Primary Department: County Administration
Primary Department Head/Elected Official: Diana Ramirez, County Administrator
Secondary Department: Choose an item.
Secondary Department Head/Elected Official:
Regular or Supplemental RCA: Regular 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.
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 updates on specific P2P initiatives and details on next steps.
Expected Impact:
Ongoing Procure to Pay improvements.
Alternative Options: N/A
County Strategic Plan Goal: 3. Make our economy more inclusive.
County Strategic Plan Objective: J: Grow the number and size of MWBEs.
Justice/Safety Initiative (Goal 1): Choose an item.
Infrastructure Initiative (Goal 2): Choose an item.
Economy Initiative (Goal 3): J3: Strengthen enabling support and processes for MWBE programming.
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:
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. |
|
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. |
|
2/6/24 |
22 |
Presentation and Discussion by the Office of County Administration on Procure to Pay updates. |
Location:
Address (if applicable):
Precinct(s): Choose an item.
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Fiscal and Personnel Summary |
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Service Name |
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Current Fiscal Year Cost |
Annual Fiscal Cost |
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Labor |
Non-Labor |
Total |
Recurring Expenses |
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Funding Sources |
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Existing Budget |
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Choose an item. |
$ |
$ |
$ |
$ |
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Choose an item. |
$ |
$ |
$ |
$ |
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Choose an item. |
$ |
$ |
$ |
$ |
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Total Existing Budget |
$ |
$ |
$ |
$ |
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Additional Budget Request (Requires Fiscal Review Request Form) |
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Choose an item. |
$ |
$ |
$ |
$ |
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Choose an item. |
$ |
$ |
$ |
$ |
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Choose an item. |
$ |
$ |
$ |
$ |
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Total Additional Budget Request |
$ |
$ |
$ |
$ |
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Total Funding Sources |
$ |
$ |
$ |
$ |
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Grants - Proposed Budget (To be filled out by Grants staff only) |
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Labor |
Non-Labor |
Total |
No. of Grant Years |
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Local Match Source - Existing Budget: Choose an item. |
$ |
$ |
$ |
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Local Match Source - Additional Budget Request: Choose an item. |
$ |
$ |
$ |
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Grant Funds Applied for/Awarded (Total) |
$ |
$ |
$ |
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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 |
- |
- |
- |
- |
Anticipated Court Date: 3/27/2025
Anticipated Implementation Date (if different from Court date): Click or tap to enter a 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