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11/16/2021
1
What’s Cookin’?
FY2022/23 End‐User Training
Yuma County Administrator’s Office of Management and Budget
What’s Cookin’?
Recipes for Success
• Budget Stages Overview• What’s new in MDSS
• Navigating MDSS• Base Budget• Decision Packages
• Strategic Plan
• Functions
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Budget Process OverviewStage 1: Initial Baseline BudgetOMB provided FY2022/23 suggested baseline budget for all funds – OMB BASE
Stage 2: Department Review deadline 2/18/22Enter FY2021/22 YE Projections for all funds
Review OMB BASE and enter FY2022/23 budget for all funds *without increasing GF and Districts’ bottom line
Review/return personnel spreadsheet to Lucia
Complete decision packages – required for all funds
CIP decision packages**
Stage 3: Admin AdjustOMB uploads personnel, indirect costs, insurance premiums, department requested changes
New World/Radio expense and budget authority for General fund shifting to Non‐Departmental. **Does not include Sheriff’s
Stage 4: Recommended BudgetOMB notifies departments/agencies when recommended line items are available
OMB will distribute personnel spreadsheets and decision package disposition
BOS meets with department/agencies
Stage 5: Tentative BudgetOMB makes adjustments based on Board direction
Stage 6: Adopted BudgetOMB makes adjustments based on Board direction
OMB notifies department/agencies when adopted line items are available
Requesting an Assessment – Deadline December 30th
Facilities Management
Click on Project request and fill out the online request form.
https://www.yumacountyaz.gov/government/facilities‐management/facilities‐management‐request‐for‐project‐assessment‐3761
ITS
Contact ITS Help Desk
Have ready:
1. Facility
2. Start time
3. What the request is
4. CIP or Budget
5. Business need synopsis
6. How much
1. One time/Recurring
HR
Contact Jessica Arciniega to request a reclassification study
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Navigating MDSS – it’s as simple as 1, 2, 3
Enter and adjust line item budgets Enter decision packages Reports Available
Users will have access to only their department ORGUNITS From the dropdown, select the ORGUNIT that you wish review and update and click VIEW
ORGUNIT SUMMARY Provides a total of revenue and expenditures by category
FY 2023 Proposed Column is calculated: BASE + DEPT + ADMIN + Packages
FY2023 OMB BASE is a suggested budget amount
Departments can adjust. OMB is requesting a comment if changes are made.
BASE BUDGET
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ORGUNIT SUMMARY – Line Item Detail Users have access to each accounts that make up the budget
Click VIEW next to the account to entered FY 2021/22 Projection and FY 2022/23 Proposed budget amounts
Users will enter budget data in the Line Item Matrix section
Users are able to enter year‐end projections and Base in the same entry
No special characters = $ . ,
Revenue is entered as a negative number. To increase, user will enter a – (negative) then the amount they want to increase
BASE BUDGET
ORGUNIT SUMMARY – Line Item Detail Specific object accounts identified will be itemized
BASE BUDGET
$6,159
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From the dropdown, select the ORGUNIT to enter the decision package and click VIEW Users will be taken to the Active Requests screen
If there are packages entered, users will see them. If the screen is blank – there are no packages entered for that ORGUNIT
DECISION PACKAGES
No Request Entered
Request Entered
Click NEW REQUESTS to enter a new package Users will select the Request Type & Pillar | Objectives from the dropdown
Enter Request Title; short & concise
Click ADD NEW REQUEST INTO THIS SYSTEM
Click VIEW next the package to enter request information
DECISION PACKAGES
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DECISION PACKAGES
In Request Details, users are able to update title, request type and Pillar | Objective
In Line Items, users enter accounts and FY 2023 Proposed amounts. If there are known future amounts, they can be added in the Planning section
DO NOT enter your proposed budget request amount in the FY2022 section. If you do, the amount will NOT make it to the FY2022/23 budget.
Annual contract increase amount should only be the increased amount.
DECISION PACKAGES
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In the Comments, users will enter required narratives in each comment box You will need to SAVE/UPDATE COMMENTS before moving to other sections in the request
Click ADD A NEW ATTACHMENT to include supplemental information – quotes, trending analysis Do not use special characters in the file name – the file will not save properly.
DECISION PACKAGES
Take the time to write your narratives to justify your request.
DECISION PACKAGES
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List all accounts associated with the request Select TYPE: One‐Time or Recurring
Enter financial data in Proposed FY 2023
If there is known future amounts, enter amounts in the planning years
DECISION PACKAGES
Providing trend data as supplemental information is beneficial in the decision making process
DECISION PACKAGES
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There is a change in the Personnel Decision Packages:
All fields should be filled outFor New Position, enter NA for position number and employee number
DECISION PACKAGES
Simplified Communication
Easy Interpretation
Decision Making
Why is ROI Important?
ROI has become one of the main evaluation factors.
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How will the budget request benefit the County or department?
Detail how the request will support your department initiatives to meet goals and its’ alignment with the County Strategic Plan.
Increase Revenue The investment gains compare favorably to its costs.
Cost Reduction The process of looking for, finding and removing unwarranted expenses from a
business/service to increase profits/efficiency without having a negative impact on product/service quality.
Cost Avoidance (“soft savings”) an action taken to reduce future costs, such as replacing parts before they fail
and cause damage to other parts. May incur higher (or additional) costs in the short run but the final or life cycle cost would be lower.
Department Requests – ROI; helpful elements
Define the Return
Time savings
Migrating from reactive to proactive
Increased levels of service
Calculate the current/future returns
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Department Requests – Return on Investment (ROI)
Example: Current Unloading Costs (over 5 years):
$3,346 = 4 Maintenance III workers x $22.30/hour (incl. EREs) x 0.5 hours x 15 times per year x 5 years$7,264 = One back injury (Yuma County's average cost for a workplace back injury)$10,610 = Total Costs
Costs of unloading with forklift (over 5 years):
$140 = 1 Maintenance III worker x $22.30/hour (incl. EREs) x 5 min x 15 times per year x 5 years$4,000 = Purchase of forklift$1,250 = Maintenance and fuel costs ($250/year)$5,390 = Total Costs
Costs of unloading using a rental forklift (over 5 years):
$140 = 1 Maintenance III worker x $22.30/hour (incl. EREs) x 5 min x 15 times per year x 5 years$45,000 = Rental of forklift ($600/ half day minimum x 15 times/year x 5 years)$45,140 = Total Costs
FTE and/or Fund ChangesA decision package will be entered PERSONNEL‐HR‐POSITION CONTROL UPDATE
Enter the TO ORGUNIT
Enter the total TO amount
Fill in required comments
Attach Excel form in MDSS
General Fund should not increase
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Transfers In & OutProcess will remain the same:Departments WILL NOT enter TI/TOs in MDSS This is for YE Projections as well as
new budget year
Departments will enter their transfers on the Transfer Form
Any new transfers or increase from General Fund needs a budget request
Select if the transfer is for updating FY 2021/22 YE Projection or for FY 2022/23 budget year
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Departments & their impact to the Strategic Plan
DISCORD WITH STRATEGY ALIGNMENT WITH STRATEGY
Decision Packages –Information that tie to Strategic Plan
Example: To purchase ClearGov online software subscription
Initiative: Achieve Operational Excellence by improving the accessibility and understandability of the annual financial plan by County stakeholders and citizens.
Target Output: OMB will increase the number of sections that receive an OUTSTANDING rating in the financial plan issued by GFOA from 12 to 18 by 2022.
Narrative: ClearGov’s is an interactive online software that gives greater accessibility to the Yuma County’s financial plan, allowing users to drill down to specific information they are looking for quicker and easy to understand format. ClearGovalso developed their software to be in line with GFOA’s rating criteria which will provide OMB with opportunities to increase the number of sections that receives OUTSTANDING rating.
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Example: Request for 3 additional nurses
Target Output: The Health Department will see patients within 15 minutes of their appointment time by FY2025.
Initiative: Open a Health District Clinic to provide increased access to health services in Yuma County.
Narrative:Maintaining current nursing levels with the increasing scheduled appointments for health services, the Health Department will not achieve its performance measure target as evidenced by an increase in wait time from 15.7 minutes in FY18/19 to 16.1 minutes in FY19/20.
Decision Packages –Information that tie to Strategic Plan
Example: Substance Abuse Testing
Target Output: To reach a drug court program success rate of 69% by X.
Initiative: To increase the Yuma County’s Drug Court Program through successful outcomes.
Narrative: The targeted population is justice involved individuals that are severally mentally ill (SMI). Often, substance abuse contributes to the lack of effective interventions. Currently, there is no specific funding available for these programs.
Decision Packages –Information that tie to Strategic Plan
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Line Item Reports Select Department 5 reports depending on stage
Packages Details – select file version, PDF/EXCEL/WORD then VIEW The report provides a detail report of all decision packages entered for a specific ORGUNIT
Select file version by clicking the icon and select file version, PDF/EXCEL/WORD then click VIEW
Reports
Questions?
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MDSS Practice
FY2021/22 YE Projections
FY2022/23 Base Budget
Supplies & Services
Capital Outlay
Personnel
Navigation