Financial Services Department Overview December 10, 2018 The Team - - PowerPoint PPT Presentation

Financial Services Department Overview

December 10, 2018

The Team

Brian Carter Chief Financial Officer Jon Graswich, CPA Deputy Superintendent Mark Vechione Executive Director Purchasing

Deputy Superintendent for Business and Operations Chief Financial Officer Payroll Supervisor Payroll Lead Payroll Assistants (2)

TRS Assistant

Accounts Payable Supervisor Accounts Payable Lead A/P Assistants (2) Payment Solutions Manager

Budget and Financial Reporting Manager

Administrative Assistant Business Services Assistant Executive Director Purchasing Contract Mgmt Director Outsourced Operations Assistant Director

• f Purchasing

Senior Buyer Procurement Card Specialist Administrative Assistant

Administrative Assistant

Business Services

Brian Carter Chief Financial Officer (817) 215-0041 michael.carter@nisdtx.org Lisa Judd Administrative Assistant (817) 215-0042 lisa.judd@nisdtx.org Tanda Dovel, RTSBA Budget and Financial Reporting Manager (817) 215-0010 tdovel@nisdtx.org Kimberly McGreger Payment Solutions Manager (817) 698-1024 kmcgreger@nisdtx.org Sylvia Urias Business Services Assistant (817) 215-0037 surias@nisdtx.org

Payroll Department

Donna Kemper, CTSBO Payroll Supervisor (817) 215-0017 dkemper@nisdtx.org Robin Ward, CPP, CTSBS Payroll Lead 817-215-0193 robin.ward@nisdtx.org Thelma Graves, CTSBO Payroll Assistant (817) 215-0008 tgraves@nisdtx.org Nicole Aucoin Payroll Assistant (817) 215-0097 nicole.aucoin@nisdtx.org Cecilia Coker, RTSBA TRS Specialist (817) 698-1065 ccoker@nisdtx.org

Accounts Payable Department

Brenda Cline, CTSBO Accounts Payable Supervisor (817) 215-0047 bcline@nisdtx.org Marlys DeLong, CTSBO Accounts Payable Lead (817) 215-0070 mdelong@nisdtx.org Debra Kemper, CEOP/CTSBO Accounts Payable Assistant (817) 215-0122 dkemper02@nisdtx.org Jordan Merlan Accounts Payable Assistant (817) 215-0015 jordan.merlan@nisdtx.org

Purchasing and Contract Management

Mark Vechione, RTSBA Executive Director (817) 215-0095 mvechione@nisdtx.org Brenda Davidson, CTSBO Administrative Assistant (817) 215-0123 bdavidson@nisdtx.org Christa Spearman, CTSBO Assistant Director of Purchasing (817) 215-0023 cspearman@nisdtx.org Jennifer Tallman, CTSBO Senior Buyer (817) 215-0092 jtallman@nisdtx.org Sandi Graves, RTSBA Procurement Card Specialist (817) 215-0002 sgraves@nisdtx.org Dana Chandler Director of Outsourced Operations (817) 215-0190 dchandler@nisdtx.org

Strategic Goal 3 Northwest ISD will create and foster an environment where all stakeholders are engaged in the transformational work of the NISD family.

The Financial Cycle

The Financial Cycle starts with strategic planning and ends with the audited financial statements.

The Financial Cycle

Budget Planning January 2018 Budget Preparation February 2018 Board Budget Review March-May 2018 Budget Adoption June 2018 Tax Rate Adoption August 2018 Financial Reporting July-June 2018-2019 Audited Financial Statements October 2019

Transaction Processing When an A+ just will not suffice

Management & Budget Control Transaction Processing

Management Process Budgets are assigned a local option code designating the responsibility for the particular budget. Principals are responsible for campus budgets and program managers are responsible for districtwide budgets. Approval Control All purchases of goods and services are processed through the financial management system with approval controls to ensure the legal purpose is met and the appropriate account charged.

Management & Budget Control Transaction Processing

Encumbrance Control All purchases of goods and services are processed through the financial management system with the appropriate encumbrance controls to ensure the availability of funds. Budget Amendments Principals and program managers may request the transfer of available budgeted funds. However, any transfers of funds that increases a revenue

• bject or modifies an expenditure function is approved
• n a monthly basis by the Board of Trustees.

Management & Budget Control Transaction Processing

Monthly Reporting The District’s financial statements and investments are reviewed on a monthly basis with the Board of Trustees. Annual Audit The final stage of the financial cycle is the approval by the Board of Trustees

• f the Comprehensive Annual Financial report which includes the audited

financial statements, reports on internal controls & compliance, and a comprehensive statistical section.

Business Services

Responsible for financial accounting for all District funds, coordination

• f all financial sub-systems,

maintenance of federal programs, accounts payable, accounts receivable, payroll, fixed assets and investments. Recognized annually by ASBO, GFOA, and TEA School FIRST

Payroll Department

Responsible for the preparation and distribution of monthly payroll, semi- monthly payroll, substitute payroll, and employee benefits. Monthly the Payroll Department processes over $12,000,000 in payroll checks for over 2,500 employees and 250 substitutes.

Accounts Payable Department

Responsible for vendor payments. Invoices are verified against the purchase order and payments processed. For 2016-2017 Disbursement Review, LLC reviewed 34,866 transactions totaling $66.1 million with a disbursement accuracy rate of 99.994%.

Purchasing Department

Responsible for bids, state contracts, quotes, RFPs, Purchase Orders, vendor lists, and travel program. Awarded the TASBO Award of Merit for Purchasing Operations with Recognized status and will be recognized on stage during the Second General Session as an Elite Recipient.

Outsourced Operations

Responsible for the management of over $20,000,000 in outsourced contracts. The District’s Partners AlphaBest After School Program ARAMARK Food Services Reliant Student Transportation

AlphaBest - After School Program

AlphaBEST partners with Northwest ISD schools and families to engage children’s minds, expand their horizons, and provide parents with a sense

• f security. Currently 970 students are enrolled up 191 from May, 2018.

AlphaBest has partnered with Career and Technology Education high school students enrolled in the Future Educators program. These students benefit from the work experience as well as earning money. A certification program is currently being developed in conjunction with CTE for implementation with the start 2019 - 2020 school year.

ARAMARK - Food Services

The Food Service department is committed to the health and well-being of

• ur students by offering nutritious meals. A well-balanced breakfast and

lunch plays a vital role in each child’s success. Providing a "best in class" nutrition program creates an environment that helps students flourish. Food Services is committed to continuous improvement in the student experience as demonstrated by the 2017 – 2018 launch of high school Premium Combo Meals, the upcoming Fall, 2019 launch of middle school Papa John’s Pizza, and most proudly the free meals for children at Seven Hills Elementary starting last summer.

Reliant - Student Transportation

District student transportation has been reinvented. Reliant has recruited a stellar management, operations, routing, safety, and maintenance team with over 134 years of experience. The District purchased 240 new school buses equipped with 3-point harness seatbelts, luggage racks, and cameras. Focusing on recruiting, safety, and driver retention has improved on-time performance to a 98% weekly average. Transportation is fully-staffed with 200 bus drivers running 177 bus routes, transporting 14,639 students, and is in the final stages of certifying our location as a third party test site with the Texas DoT allowing for onsite CDL testing.

The Financial Services Department

A Final Message “The public school is the greatest discovery made by man.”