Department of Business and Finance Budget Development Principles We - - PowerPoint PPT Presentation

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Department of Business and Finance Budget Development Principles We - - PowerPoint PPT Presentation

Jan 19, 2023 276 likes •502 views

Loudoun County Public Schools FY16 Superintendents Proposed Operating Budget Department of Business and Finance Budget Development Principles We exhibited a Success Mentality The FY16 Proposed Business and Finance Budget sustains and

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SLIDE 1

Loudoun County Public Schools FY16 Superintendent’s Proposed Operating Budget

Department of Business and Finance

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SLIDE 2

2

We exhibited a Success Mentality

  • The FY16 Proposed Business and Finance Budget sustains and

builds on the excellence of LCPS. We adopted a Strategic Approach

  • We are proposing investments that will sustain and build on

success. We Emphasized Transparency

  • We will provide detailed information about the budget

and justify our request.

Budget Development Principles

Success Strategic Transparent Department of Business and Finance

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SLIDE 3

Department Focus

Mission To provide support, leadership and direction on financial matters to schools, central departments, the Superintendent and the School Board. To assure that financial matters are managed in a fiscally responsible manner consistent with School Board budget and goals.

Department of Business and Finance

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SLIDE 4

Business and Finance Divisions

Department of Business and Finance

  • Budget Services
  • Financial Services
  • Accounting
  • Health, Wellness &

Benefits

  • Payroll Services
  • Procurement Services
  • Retirement & Disability

Program

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SLIDE 5

What Do We Do?

Finance & Accounting

  • Provide internal controls
  • Implement ORACLE Phase 1
  • Process over 100,000 requests for payments

annually

  • Provide audit of 88 school locations
  • Support, train, advise 88 school-based

bookkeepers

  • Support 45 departmental bookkeepers
  • Coordinate two external audits annually
  • Produce LCPS CAFR
  • Manage receivables

Benefits, Retirement/Disability & Payroll

  • Implement ORACLE Phase 2
  • Pay over 12,000 full time and part-time

employees twice monthly

  • Provide healthcare support to almost 22,000

employees, dependents and retirees

  • Maintain leave/absences records for full time staff
  • File quarterly and annual payroll tax returns for

IRS and 5 states

  • Administer and counsel employees for FMLA,

ADA, VRS, STD, LTD and WC

Department of Business and Finance

Budget

  • Develop projections and provide analysis
  • Develop $1 billion budget in electronic format
  • Provide quarterly projections
  • Respond to surveys & info requests
  • Administer position control
  • Produce LCPS Annual School Report

Procurement

  • Purchase goods in compliance with VPPA and

LCPS policies

  • Conduct procurement procedures in fair and

impartial manner

  • Contract review services for 1,500 contracts
  • Issue formal solicitations
  • Provide risk management
  • Implement ORACLE Phase 3
  • Support, train, advise 88 school-based

bookkeepers

  • Support 45 departmental bookkeepers
  • Support and advise 240 account managers
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SLIDE 6

Business and Financial Services 0.8%

Grants Instruction Non-Departmental Personnel Services Pupil Services Central Support Support Services Technology Services Department of Business and Finance

A Piece of the Pie – B&F as a % of total budget

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SLIDE 7

A Piece of the Pie – B&F as a % of total staff

Department of Business and Finance

Central Support Grants Instruction Business and Financial Services 0.7% Pupil Services Personnel Services Support Services Technology Services

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SLIDE 8

Warning Signs/Challenges

Department-wide

  • Triage - evaluation of risk & priorities
  • Management hours
  • Federal regulations
  • ORACLE, ORACLE, ORACLE

Financial Services

  • Year-end fund balance
  • ORACLE phase 1 implementation
  • GL posting
  • Utilization review/claims spike
  • ORACLE phase 2 implementation
  • CAFR reconciliation/delay

Payroll

  • VRS reconciliations delayed
  • Increased response time
  • Quarterly billing – goal monthly
  • Overtime

Budget

  • Analysis of spending patterns
  • Monthly/quarterly reporting
  • Delay in submission of annual school report (ASR)
  • WABE guide corrections

Department of Business and Finance

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SLIDE 9

Business & Finance Requests

Personnel Positions Salary & Benefits

  • Director Employee Benefits, Payroll & Retirement

1.0 $149,156

  • Budget Coordinator

1.0 $117,683

  • Financial Services Manager

1.0 $117,683

  • Senior Payroll Accountant

1.0 $90,297 Total 4.0 $474,819 Non-Personnel (O&M & Capital) $108 offset by decreases/transfers $64 for net $44k) Increase

  • Audit/Banking Fees/Awards

$15,000

  • Materials

$2,000

  • Contractual Services

$41,000

  • Computers/Equipment/Space

$27,000

  • Certifications and Training

$23,000

  • Reductions

($64,000) Total $44,000

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SLIDE 10

Current Organization

10

  • E. Leigh Burden

Assistant Superintendent Dianne Blackwell Christine Quann ERPProject Managers Janet Gorski Budget Services Director Andrea Philyaw Procurement Director Tim Yetter Financial Services Director Rhonda Phillip Payroll Supervisor Ellen Loss Accounting Supervisor Carol Edwards Retirement/Disability Programs Supervisor MicheleKovach Health, Wellness & Benefits Supervisor Kelly Briner Risk Manager Dotti West Administrative Assistant Arturo Rosado Financial Services Coordinator

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SLIDE 11

Re-Organization

11 Leigh Burden Assistant Superintendent Business and Finance Dotti West Admin Asst. Janet Gorski Budget Director Andrea Philyaw Procurement Director

New Position Director Benefits,

  • Ret. & Payroll

Tim Yetter Director of Financial Services Dianne Blackwell ERP/ORACLE Project Manager Ellen Loss Accounting Supervisor

New Position Budget Coordinator

Kelly Briner Contracts/Risk Management Rhonda Phillip Supervisor Payroll Michele Kovach Supervisor Health, Wellness & Benefits Christine Quann ERP/ORACLE Program Managers Arturo Rosado Financial Services Coordinator Carol Edwards Supv Retirement Disability

New Position Financial Services Manager

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SLIDE 12

12

Percentage Increase in Total Staffing Compared to Business and Finance

ORACLE Phase 1 ORACLE Phase 2

  • 2.0%
  • 1.0%

0.0% 1.0% 2.0% 3.0% 4.0% 5.0% 6.0% 7.0% FY10 FY11 FY12 FY13 FY14 FY15 FY16 Average 1.7% 1.5% 3.9% 2.4% 2.6% 1.8% 3.5% 2.5% 0.0%

  • 1.7%

0.0% 0.0% 6.8% 6.3% 6.0% 3.2% % Increase in Total Staff % Increase in B&F Staff

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SLIDE 13

Assistant Superintendent’s Office (pg. 291)

Personnel

  • Increases reflect system-wide increases (Salary, VRS, Healthcare)
  • Re-organization to include a 1.0 Director of Employee Benefits,

Payroll & Retirement (Level 5)

  • Overtime reduced $7k

Operations & Maintenance

  • $20k reconfiguration of office space and equipment for new

position

  • $9k ORACLE conference, yearly user group fee, database query
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SLIDE 14

Budget Services (pg. 296)

Personnel

 Increases reflect system-wide increases (Salary, VRS,

Healthcare)

 1.0 position, Budget Coordinator, (Level 2 )  Overtime reduced $5k

Operations & Maintenance

 Minimal ~ $700 overall increase  Access training  Computer  Increases offset by reduced one-time costs

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SLIDE 15

Financial Services (pg. 300)

Personnel

  • Increases reflect system-wide increases (Salary, VRS,

Healthcare)

  • Overtime and part-time reduced $105k
  • 1.0 position, Financial Services Manager (Level 2)

Operations & Maintenance

  • $22k increase overall
  • Banking-Credit Card $10k
  • Audit $3k
  • Equipment $7k
  • Achievement Awards $2k
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SLIDE 16

Personnel

  • Increases reflect system-wide increases (Salary, VRS,

Healthcare) Operations & Maintenance

  • Consultant costs for assistance with healthcare premiums,

cost sharing & plan design $30k

  • Moved flu shots to non-departmental (reduction of $40k)

Health, Wellness & Benefits (pg. 304)

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SLIDE 17

Personnel

  • Increases reflect system-wide increases (Salary, VRS,

Healthcare)

  • 1.0 new position (Senior Payroll Accountant – level 17)
  • $45k part-time funds to scan payroll records

Operations & Maintenance

  • Equipment (scanners, second monitors) $8k
  • Offset by reduced one-time costs ($6k)

Payroll (pg. 310)

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SLIDE 18

Procurement Services (pg. 314)

Personnel

  • Increases reflect system-wide increases (Salary, VRS,

Healthcare) Operations & Maintenance

  • $3k overall increase
  • CPPB & CPPO recertification - $4k
  • Materials $1k
  • Offset by reduced one-time costs ($2k)
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SLIDE 19

Personnel

  • Increases reflect system-wide increases (Salary, VRS,

Healthcare) Operations & Maintenance

  • No changes

Retirement & Disability Programs (pg. 318)

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SLIDE 20

Business & Finance Requests

Personnel Positions Salary & Benefits

  • Director Employee Benefits, Payroll & Retirement

1.0 $149,156

  • Budget Coordinator

1.0 $117,683

  • Financial Coordinator

1.0 $117,683

  • Senior Payroll Accountant

1.0 $90,297 Total 4.0 $474,819 Non-Personnel (O&M & Capital) $108 offset by decreases/transfers $64 for net $44k) Increase

  • Audit/Banking Fees/Awards

$15,000

  • Materials

$2,000

  • Contractual Services

$41,000

  • Computers/Equipment/Space

$27,000

  • Certifications and Training

$23,000

  • Reductions

($64,000) Total $44,000

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SLIDE 21

Conclusion

Four new positions….

  • Need additional leadership.
  • ORACLE, ORACLE, ORACLE
  • A $1 billion business, massive changes now, massive

changes ahead.

  • Triage system
  • Potentially unpopular decisions ahead
  • Reductions in expectations
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SLIDE 22

Non-Departmental (pg. 329)

Item Amount ($ in million)

  • Salary Placeholder

$0.4

  • Flu Shots

$0.1

  • Separation Pay

$3.3

  • Workers Compensation

$3.0

  • Retiree Healthcare/OPEB

$19.8

  • Unemployment Compensation

$0.1

  • Short-term Disability

$1.5

  • Property/Casualty Insurance

$1.5 Total FY 16 Budget $29.7 Details of Increases over FY15 $1.5 million or 5.2%

  • Salary Placeholder - $350k

Top of Scale

  • Separation pay increase - $900k

Reflects FY 14 actual

  • Workers Comp - $1m

Consultant projection

  • Short-term disability - $100k

Reflects FY 14 Actual

  • Retiree Healthcare - $1.6m

Consultant projection

  • Flu Shots - $76k

Transferred from Health Wellness & Benefits

  • Contingency Reduced ($2.5m)

Budgeted in ES,MS,HS,SPED