PROJECT DELIVERY ACADEMY MODULE 4 Financial Management Wednesday, - - PowerPoint PPT Presentation
PROJECT DELIVERY ACADEMY MODULE 4 Financial Management Wednesday, April 15, 2020 PROJECT DELIVERY ACADEMY MODULE 4: Financial Management INTRODUCTION Presented by: Jennifer Catapano Project Delivery Academy Facilitator Project Resource
Wednesday, April 15, 2020
PROJECT DELIVERY ACADEMY MODULE 4: Financial Management
Presented by:
Project Delivery Academy Facilitator Project Resource Office
Presented by: Patrick Stone Resource Administration Manager
Introductions Federal Aid Distribution of federal funds between ADOT and COGs/MPOs Local Federal Aid - “Use or Lose” State Funding Sources Resource Administration Questions
Reimbursement program Requires a State or local match
percentage of federal lands in the state Funding is distributed by formual to States pursuant to a federal transportation program authorization (apportionments) and annual budget bills (obligation authority) Funded primarily from the Federal Highway Trust Fund The current transportation bill (FAST Act) expires on September 30,
Apportionments (checks)
Obligation Authority (cash)
An equal amount of both are required to fund projects
$706,182,063 $742,166,445 $752,604,290 $768,869,046 $786,222,838 $805,052,480 $665,543,186 $704,357,480 $677,782,103 $729,696,718 $746,171,215 $764,046,783 $0 $100,000,000 $200,000,000 $300,000,000 $400,000,000 $500,000,000 $600,000,000 $700,000,000 $800,000,000 $900,000,000 FY15 - MAP21 FY16 - FAST FY17 - FAST FY18 - FAST FY19 - FAST FY20 - FAST
Apportionment v. Obligation Authority MAP-21 to FAST
Appt OA
NHPP, 54.1% CMAQ, 6.8% Planning, 2.7% Bridge, .5% STBGP, 24.9% Trans Alternatives, 2% Rail, .4% Highway Safety, 5.6%
Freight, 2.6%
FFY 19 Apportionments Totaled $829.3 Million
90.60% Fund Type Program Category Total Apportionments Statutory Disc Total Statutory Disc Total Statutory Disc Total Statutory Disc Total Formula Rail Highway Crossing Hazard 1,483,479 1,483,479 1,483,479 Formula Rail Highway Protect Dev 1,483,480 1,483,480 1,483,480 Formula Highway Safety Imp Prog 44,794,312 44,794,312 44,794,312 Formula Recreational Trails 1,915,514 1,915,514 1,915,514 Formula Rec Trls Return 1% Admin 19,349 19,349 19,349 Formula Redistrib Certain Authorize /2 4,565,324 4,565,324 4,565,324 Formula National Freight Program 27,099,921 27,099,921 27,099,921 Formula National Highway 424,149,451 424,149,451 424,149,451 Formula Projects to Reduce PM 2.5 1,198,927 516,508 516,508 682,419 682,419 Formula Congestion Mitigation 53,320,117 53,320,117 53,320,117 Formula SPR (Planning) 11,950,975 8,895,975 8,895,975 1,250,000 1,250,000 350,000 350,000 1,455,000 1,455,000 Formula SPR (Research) 3,983,659 3,983,659 3,983,659 Formula Metropolitan Planning 6,311,543 4,320,282 4,320,282 1,044,529 1,044,529 946,732 946,732 Formula STP Urban > 200k 77,268,528 62,700,943 62,700,943 14,567,585 14,567,585 Formula STP Flex 86,236,568 86,236,568 86,236,568 Formula STP < 200k 20,621,535 10,194,590 10,194,590 2,603,773 2,603,773 3,304,738 3,304,738 4,518,434 4,518,434 Formula STP < 5k 12,546,118 5,879,711 5,879,711 1,220,668 1,220,668 2,112,865 2,112,865 3,332,874 3,332,874 Formula Bridge Off System 4,120,308 4,120,308 4,120,308 Formula TA Urban > 200k 5,520,479 4,479,692 4,479,692 1,040,787 1,040,787 Formula TA Flex 7,890,154 7,890,154 7,890,154 Formula TA < 200k 1,473,310 1,051,741 1,051,741 349,168 349,168 72,404 72,404 Formula TA < 5k 896,365 643,822 643,822 153,739 153,739 98,801 98,801 Total Formula Apportionments 794,284,092 630,358,542 630,358,542 71,500,917 59,579,884 131,080,801 16,652,901 5,938,808 22,591,709 946,732 9,306,308 10,253,040 Total Formula OA (@90.6) 719,629,212 564,063,865 124,395,680 21,439,532 9,730,135 Exempt NHPP Exempt /3 11,034,182 11,034,182 Total Arizona OA 730,663,394 575,098,047
FFY 20 Estimated Apportionments and Regional
MAG PAG OA Ratio (OA/apportionments) /1 PAG OA MAG OA State Formula OA
APPORTIONMENTS
State State Exempt OA Total State OA Greater AZ Greater AZ OA
While ADOT receives the cash (obligation authority) in one large bucket, the categories of funding dictate what the blend of projects has to be When a project needs to defer, a similar type of funding needs to be advanced or we’d run out of checks (apportionments) When a project looks to advance, a check is made to ensure we have enough funding in the project category Programming is done from most restrictive categories first (HSIP, CMAQ, Rail) and the most flexible category (STBGP Flex) is saved for last
State projects in Five Year Capital Program
State projects programmed on needs/competition basis
Local projects in State Transportation Improvement Program (STIP)
HURF swap program Five Year program – virtually all federal aid funded OA is “use or lose” by Sept 30th, however a deadline of May 15th is set to have funding packages submitted to ADOT for review Can’t fund design without construction programmed Ensuring enough time is in schedule for project to deliver in year programmed Local self-administered phases Executed IGAs
Invoicing for self-administered phases and CA projects Award recaps for CA projects Project close out documentation Project End Dates – new project plan is being developed and will be rolled out over next 6 months to a year Inactive status being closely watched by FHWA, quarterly reporting New Inactive Policy – effective May 1, 2017, will be a concerted effort in FY20 to enforce policy and drive down inactive project balances
HURF – Gasoline Taxes
Arizona – 29.4 years as of March 1, 2020
*SFY 18 Revenues
Federal Aid (OA) State Highway Fund RARF “Half cent sales tax” Financing Tools
ADOT Operating Budget
COG/MPO Local Projects MAG Regional Freeway Program ADOT Five Year Construction Program
NOTE: HURF Exchange is the only valid use of State Highway funds on local projects
Patrick Larry – Special Projects Elise – Fund sourcing, Inactives Vacant – Resource Administration Manager Rebecca – PRB/Project Master Mary & Maria – Construction/Awards/Increases, GAE Encumbrances Socorro – MPD Projects Velia – PA/FV liaison, Special Projects (MPD) Shatawn – Inbox management, Project End Date, Reconciliation, A/R Log Vacant - TBD
Special Projects
Inactive reporting (weekly / monthly) Underway reporting TIGER Reporting Ad-hoc reports for internal/external customers
PRB Meeting
Preview of what projects to expect Provide financial guidance/answer questions Review/validate all financial elements on form: budgets, project master, fed ID, and fund source Process time: within 5 business days of receipt of a complete and authorized packet Complete package includes: STIP/TIP, Map, Auth letters (HSIP, NEPA), ROW parcel info Cannot take action until approved final PRB decision packet is received (PRB only), or it has been authorized by PPAC and the Board
Project Master
Project Accounting is the owner ….. RA is one of the signers in the approving process. Project master feeds AFIS/PIRT/Fast so it is important that the information is accurate and complete Default setup for phase is open to payroll, please notify RA if phase should be NOPR New Project Master coming soon (July 2019)
Construction Packets
Obligation Request - MONEYADM (Word), FMIS4 Coding Form & Recap (Excel), DocuSign Cover Letter, JPA/IGA (if applicable), TIP or STIP, Map – showing the vicinity/exact location where project is taking place, FARA workbook if applicable (excel format ) Provide financial guidance/answer questions HSIP projects need to include eligibility letter (projects above 20% of ADOT estimate require a new letter) Local projects – local funds must be received prior to submitting paperwork
Analyst will confirm if monies have been received through A/R log N/A for Certified Acceptance Agencies (Phoenix, Tucson, Scottsdale, Chandler, Mesa, Tempe and Maricopa & Pima Co)
Documentation is reviewed for consistency
RECAP must match FMIS 5, ITS projects must include Systems Engineering Checklist, DocuSign cover letter (Federal portion match recap, etc.)
Project master feeds AFIS/PIRT/FAST so it is important that the information is accurate and complete Goes to FHWA for authorization (cc’g you/C&S, etc)
FHWA 2nd signature provides approval to authorize (typically email is sent from FHWA) FHWA 3rd signature provides approval to load funding
Construction Budget Increases
DocuSign format approved by State Engineers Office
Construction Award Recaps
Once projects have been approved STB award should be submitted to RA within 10 days PM should request A/R invoice the locals for any 100% portion/their match if applicable
Construction Huddle
Discuss Advertising/Authorization dates Provides processing dates for both RA/FHWA
Special Projects
MPD projects (de-obligation / re-obligation) Verification of local funds received against loaded budgets for all awarded local construction projects
Monitor Receipt of local funds Reconcile Project Folders Track/update Project End Dates
Project Accounting – Active projects, Reconciliation, Discrepancies, Funding lines / review for corrections to be done and Out to balance Final Voucher – Final voucher take downs and MPA for additional funds (if needed) General Ledger & Accounts Payable – Discrepancies, review funding lines / charges on phases and Funding line set ups Financial Management / Cash Management, Discrepancies – on budget set up and Funding Lines Special Projects / Reports – Project end date, Out of Balance, In-Kind (M010X / Local), Alphabet soup clean-up, NOPR projects and Open projects not active or vice versa
Resource Administration Manager
Supervise team of 8 Manage Resource Administration email box
Review requests for accuracy Assign tasks to team members Follow up on status Provide metrics on turnaround times
Inactives – Please communicate with RA Phase transfers (allowable)
Alphabet soup cleanup Final push to phase closure Special circumstances require preapproval from Patrick All others need to go to PRB for approval
Phase closure – email resourceadmin@azdot.gov Project closure – email fvoucher@azdot
PROJECT DELIVERY ACADEMY MODULE 4: Financial Management
PROJECT DELIVERY ACADEMY MODULE 4: Financial Management
PROJECT DELIVERY ACADEMY MODULE 4: Financial Management
PROJECT DELIVERY ACADEMY MODULE 4: Financial Management
Presented by:
PROJECT DELIVERY ACADEMY MODULE 4: Financial Management
PROJECT DELIVERY ACADEMY MODULE 4: Financial Management
Presented by:
ADOT FMS AR Lead
206 S 17th Avenue Phoenix, AZ 85007 602-712-6165
MODULE 4: FINANCIAL MANAGEMENT
Accounts Receivable (AR)
AR Manager - Vacant Michael Bruder, AR Lead Accountant III Mary Cooper, AR Accountant II Theresa Trevino, AR Accountant II AccountsReceivable@azdot.gov
MODULE 4: FINANCIAL MANAGEMENT
Invoice and collect money for local match on projects Submit weekly billing for reimbursement from FHWA Assist other ADOT units with invoicing and collections Work with the Attorney General office on uncollectible amounts
PROJECT DELIVERY ACADEMY MODULE 4: FINANCIAL MANAGEMENT Accounts Receivable (AR)
PROJECT DELIVERY ACADEMY MODULE 4: FINANCIAL MANAGEMENT Accounts Receivable (AR)
Upon Project initiation, when the TRACS and federal-aid numbers are requested and assigned. The Project Manager requests the FMS Accounts Receivable Unit AccountsReceivable@azdot.gov to invoice the Local Agency for Project Design Administration (PDA) fees and provides supporting documentation (usually JPA). PDA fees are due at the time of project initiation.
PROJECT DELIVERY ACADEMY MODULE 4: FINANCIAL MANAGEMENT Accounts Receivable (AR) To request an invoice, email the Request for Invoice form along with support, usually a JPA to AR at AccountsReceivable@azdot.gov
PROJECT DELIVERY ACADEMY MODULE 4: FINANCIAL MANAGEMENT Accounts Receivable (AR)
The JPA Group e-mails executed IGA/JPA to AR and
requested, if applicable, and that authorization must be received before any work can begin. AR will send an invoice to the Local Agency based on the IGA/JPA for the pro-rata amount.
PROJECT DELIVERY ACADEMY MODULE 4: FINANCIAL MANAGEMENT Accounts Receivable (AR)
FMS AR’s goal is to invoice the Local Agency within 3 days of receiving the request to invoice. The Local Agency must submit payment of the local matching funds to ADOT before work begins. PM should notify AR of any contract change orders, amendments or other factors that could impact invoicing and/or collections.
PROJECT DELIVERY ACADEMY MODULE 4: FINANCIAL MANAGEMENT Accounts Receivable (AR)
PROJECT DELIVERY ACADEMY MODULE 4: FINANCIAL MANAGEMENT Accounts Receivable (AR)
AR will follow up with Local Agencies to collect past due amounts and may contact PM for additional information on charges. Our target is to receive payment within 45 days of invoicing. After 120 days, unpaid invoices are subject to be sent to the Attorney General’s Office for further collection attempts. The Attorney General’s office keeps 35% of anything they collect on accounts we refer to them.
PROJECT DELIVERY ACADEMY MODULE 4: FINANCIAL MANAGEMENT Accounts Receivable (AR)
additional amount due from the Local Agency.
requests in writing within 30 days or they can request the funds be applied to another project.
submit to FMS Accounts Payable (AP) to process the refund.
PROJECT DELIVERY ACADEMY MODULE 4: FINANCIAL MANAGEMENT Accounts Receivable (AR)
Any questions, please contact the FMS AR team at the group e-mail box below.
AccountsReceivable@azdot.gov
PROJECT DELIVERY ACADEMY MODULE 4: Financial Management
PROJECT DELIVERY ACADEMY MODULE 4: Financial Management
MD203b 206 S 17th Avenue Phoenix, AZ 85007 602-712-8006 tkaye@azdot.gov
PM ACADEMY Financial Management Services
PM ACADEMY Financial Management Services
Bureau Bureau name Payments Late % Payments Late % 1100 DIRECTORS OFFICE 12 4 67% 1200 OFFICES OF THE DIRECTOR 65 3 95%
1500 BUSINESS OPERATIONS
48 100% 53 3 94%
1800 GRAND CANYON LOGO SIGNS
15 100%
1900 ARIZONA HIGHWAYS MAGAZINE
73 4 95% 32 100%
2100 FINANCIAL ADMINISTRATION
95 100% 6 100%
2200 INFORMATION TECHNOLOGY
244 8 97%
2300 BUSINESS OPERATIONS ADMINISTRATIVE SERVICES DIVISION
830 56 93% 43 1 98%
2400 AGENCY CENTRALIZED COSTS
469 9 98% 1 100%
3100 MOTOR VEHICLE DIVISION
930 61 93%
3500 ENFORCEMENT AND COMPLIANCE DIVISION
143 17 88% 9 100%
4100 STATE ENGINEERS OFFICE
21 5 76% 4 100%
4200 MULTIMODAL PLANNING DIVISION
6 100% 145 2 99%
4300 INFRASTRUCTURE DELIVERY & OPERATIONS DIVISION CONSTRUCTION
620 33 95% 521 142 73%
5100 INFRASTRUCTURE DELIVERY & OPERATIONS DIVISION MAINTENANCE
2133 114 95% 69 100%
6100 TRANSPORTATION SYSTEMS MANAGEMENT & OPERATIONS
397 40 90% 17 1 94%
Subtotals
6101 354 900 149 Average Days to Pay/Percentages of Late Payments 10.93 5.80% 94.20% 14.48 16.56% 83.44%
Total Payments Made Total Payments Made by Statute Average Days to Pay Percent on-time
Feb-20 Procurement Programs 7001 6498 11.39 92.82%
FY15 FY16 FY17 FY18 FY18 Avg/Mo FY19 FY19 AVG FY20 FY20 AVG July August September October November December January February March April May June 71,622.12 $ 47,396.00 $ 69,226.93 $ 59,467.93 $ 4,955.66 $ 76,338.64 $ 6,361.55 $ 60,601.92 $ 7,575.24 $ 11,022.03 $ 4,389.55 $ 3,491.32 $ 2,598.19 $ 6,010.57 $ 13,390.39 $ 11,552.16 $ 8,147.71 $ 26,416.15 $ 91,277.02 $ 97,179.35 $ 109,071.37 $ 9,089.28 $ 137,916.45 $ 11,493.04 $ 110,352.36 $ 13,794.05 $ 13,690.24 $ 13,550.29 $ 13,948.76 $ 14,053.70 $ 13,529.49 $ 11,810.16 $ 15,505.93 $ 14,263.79 $ 98,038.27 $ 138,673.02 $ 166,406.28 $ 168,539.30 $ 14,044.94 $ 214,255.09 $ 17,854.59 $ 170,954.28 $ 21,369.29 $ 24,712.27 $ 17,939.84 $ 17,440.08 $ 16,651.89 $ 19,540.06 $ 25,200.55 $ 27,058.09 $ 22,411.50 $ 100,000.00 $ 130,000.00 $ 160,000.00 $ 200,000.00 $ 16,666.67 $ 200,000.00 $ 16,666.67 $ 240,000.00 $ 20,000.00 $ 20,000.00 $ 20,000.00 $ 20,000.00 $ 20,000.00 $ 20,000.00 $ 20,000.00 $ 20,000.00 $ 20,000.00 $ 20,000.00 $ 20,000.00 $ 20,000.00 $ 20,000.00 $ (1,961.73) $ 8,673.02 $ 6,406.28 $ (31,460.70) $ (2,621.73) $ 14,255.09 $ 1,187.92 $ (69,045.72) $ 1,369.29 $ 4,712.27 $ 2,652.11 $ 92.19 $ (3,255.92) $ (3,715.86) $ 1,484.69 $ 8,542.78 $ 10,954.28 $ +/- from Goal Monthly Discounts Rebates Combined Goal OnBase – Agency wide access to all Invoices, Pay Reports, P-Card charges, &
Employee Reimbursements
DocuSign – Facilities and MPD using and now almost Zero Late Payments in the
past months
Ivalua – Statewide replacement of PAZ – Agency wide look at multiple systems to
Access DataBase – All utility bills with all data AP Out-Reach Program – How can we help you? AP GEMBA WALK – Come See how we make paying $2.25B/yr look easy. AP Web Page on Intranet - Status, news, links to forms, policies, procedures,
training programs, who’s who in AP (contact info), FAQ’s and more……..
PM ACADEMY Financial Management Services
GEMBA WALK PROGRAM
Hi! Welcome to Accounts Payable! My name is Indy Invoice. I am so excited that you’re here with us today! I want to introduce you to all of the wonderful staff members in AP. Please follow along with this print out as you take your GEMBA walk it will help you see what everyone does and give you some interesting facts. You are about to meet some pretty amazing folks! Enjoy!
Approve – Authorized personnel verifies all invoice and payment information before it is released for disbursement Duplicate – An invoice with the same invoice number, vendor name, date, and dollar amount that already exists in OnBase or has been paid already Enter – Data enter the invoice details in the appropriate accounting system for payment HURF – Highway User Revenue Fund Index – Data enter searchable fields into OnBase OnBase – Digital database and imaging system PCard – Card based purchasing method Purchase Order Number– Authorization for the purchase from Procurement department Received Folder – Where invoices are saved when they cannot be paid due to missing or incorrect information Reviewed Folder – Where invoices are saved when they are ready for payment Upload – The process of transferring an invoice into OnBase
Before we get started, here are a few definitions that might help you during your GEMBA walk.
Invoice coordinator –
Karen is our Invoice coordinator, she uploads invoices AP receives via US postal service, interoffice, and email. She managed over 34,000 emails in FY17. WOW! Impressive!
AP Lead -
in the Received folder
Water
Will focuses on technical payments and managing the received folder. Ask Will to explain what received folder is and how the process has recently been
General Accounts Payable
invoices
via DocuSign
Kristina focuses on specialty payments like Abandoned Vehicles. She also enters Utility and regular AP invoices.
received via DocuSign
and receipt number
invoices received in the AP mailbox
Rosie’s main responsibility is to upload, index, and enter invoices receives into the unit via DocuSign. We received 15,678 invoice via DocuSign in FY17! THAT’S A LOT OF INVOICES!
Jose enters invoices from our “Rush” folder. He processed over 16,000 “Rush” invoices in FY17! Ask Jose to explain what the “Rush” folder is for you.
Dee is our newest member of AP and is training to manage all aspects of Utility related payments. She is also responsible to provide backup to contract payables.
Contracts Payable Lead –
__________________ keeps watch
was over $1.1 Billion in FY17! BAM! We dance with joy and excitement that she joined our team!!
Mark is part of the Contracts Payable team. He entered an average of 1,000 CP payments a month in FY17. Great job Mark!
Specialty Invoice Programs –
Ghost Card, Hotels, & Water
Jake is a busy man. He entered 5,570 invoices and processed 4,101 per month PCard payments in FY18!! WOW!
Compliance and Procedures –
policies and procedures
AZ one day per week
In FY17 Kim documented 50 procedures and 30 policies for AP staff and
and procedures handy when you need them.
Contracts Payable Supervisor
contractors, construction, engineering consultants, local governments, railroads, Utility, and telecom payments
Delivery and Operations Division “Exempt” payments
They have led the CP team on a journey of continuous improvement! All their hard work is paying off too! All of their payments are 96% on time! Wow! Great Job!!
Accounts Payable Supervisor
With Jennifer’s input and assistance, the combined dollar amount ADOT received in vendor discounts and rebates was an incredible $168,510.16 in FY18!
Accounts Payable Manager
dedicated AP staff!
expenditures for ADOT
and improvements for the benefit of Arizona through Arizona Management System
Tom led and inspired the AP team to submit 160 Kaizens in FY19, implement the PCard and OnBase training classes, Huddle board, and the new and Improved Received folder process. Tom has BIG CI plans including PDCAs for AP in FY20! Ask him about them.
CONTRACTS PAYABLE
Contractor Cycle
(eligible/ineligible) charges
CONTRACTS PAYABLE
Check for PR accuracy for correct project and phase Ensure funds are available for project and phase on PR Per Prompt Pay Legislation ARS 28-411 Consultant Submittal and Payment Requirements, ADOT is required to process payment within 21 days of receipt of invoice ADOT has 7 days to reject an invoice back to the consultant ECS payments will be quickly addressed if Payment Reports are sent out of CP Cycle
CONTRACTS PAYABLE
handwritten manual changes/corrections on them per FHWA.
be met to avoid reimbursement delays, rejections, or termination of future funding.
We are happy to help .
Incorrect Submission
result in your invoice being rejected by CP
Correct Submission
On behalf of Accounts Payable I’d like to say thank you for joining us and we hope you enjoyed your GEMBA walk through FMS Accounts Payable. Enjoy the rest of your day! Thank you for visiting!
PROJECT DELIVERY ACADEMY MODULE 4: Financial Management
PROJECT DELIVERY ACADEMY MODULE 4: Financial Management
PROJECT DELIVERY ACADEMY MODULE 4: Financial Management
Presented by: Randy Clift
Cost Accounting Manager 206 S 17th Avenue Phoenix, AZ 85007 602-712-8833 rclift@azdot.gov
Patrycja Kozaczka – Accounting Manager Randy Clift – Cost Accounting Manager
Lori Gibbs Sharri Moss Rajneet Kaur Kara Sullivan Diane Dominguez Dilyara Underhill Ibett Garcia Paul Hernandez Phuong Nguyen Stephanie Nguyen
One Team One Dream One ADOT
We are no longer three teams with different purposes, goals and visions. The “Project Accounting”, “Resource Administration” and “Final Voucher” teams work closely together! Our focus is creating better processes that will benefit the entire agency through collaboration and cooperation.
Project Master is the system where project information is entered before being sent to AFIS. Project numbers are generated through an automated process in a sequential order within Project Master (Highway and Local). Some “Other” projects are currently assigned through a manual process. When the Major Program information is entered into the system it is crucial that the information is correct. Based on the information provided, Project Master will generate the 5 character Major Program. This affects the rest of the Programs and Program Phases when they are set up. Major Program (H8827 – first 5 characters) Program (H882701 – first 7 characters) Program Phase (H882701C – all 8 characters)
The System assigns Federal Aid Project Numbers based on the provided
Section (Route Section Location), and an automated Sequence Number. F000801D - 389-A(205) This number is used in FHWA’s system as the Federal Project Number. All projects are reviewed and approved before they go to AFIS and are reviewed
Changes made in other systems are not always reflected in the current Project Master (FAST, PIRT, AFIS…etc). Project Master 2.0 is in the works!!
AFIS is the statewide accounting system that is used to track expenditures, charges, revenues and budgets on projects….and so much more. System of Record for financial data….the one true source…..one ring that rules them all….. Financial reporting is provided using the data from this system. This is where the team ensures that all of the project information is correct. Many other systems such as, FAST and PIRT rely on data pulled from AFIS.
We are responsible for billing FHWA an average of 60 million dollars a month. These billings are performed weekly and require an extensive amount of work and expertise to complete. Multiple groups including GAO are involved in this process. It is important that these billings are done properly and timely because we work on a reimbursement basis for the majority of ADOT’s projects. We have established Performance Measures to track the amount of items that reject and are not included in the reimbursement requests.
Some of the daily issues we encounter are usually due to insufficient or misaligned budgets. Examples: ICAP – a percentage of each expenditure on projects that covers overhead (administrative costs) Payroll Additive – a percentage of each payroll charge on projects Ineligible Costs - charging Annual, Holiday and Sick leave to projects Please Do NOT charge Annual, Holiday and Sick leave to the projects.
Every federally funded project needs to be “Final Vouchered”. This means a financial reconciliation must be completed and all required documents are compiled. Do you know what it takes to reconcile an entire project?
What does it take to submit a project for final voucher?
All phases of the project must be accurately completed. All final bills must be paid. All encumbrances must be released. All required documents must be saved in the proper place. Joint Project Agreements (JPA)
Record Drawings Supplemental Agreements Final Balance Report (Approved) Project Related Vendor Invoices Final Acceptance Package Material Closeout Memo
Send email to Final Voucher mailbox - FVoucher@azdot.gov
**This process will be enhanced through the implementation of the Project Closeout PDCA.
Final Voucher requests are rejected and returned if they do not meet the criteria listed on the previous slide. Projects are “Final Vouchered” following a First In First Out (FIFO) process, based on when they become truly ready. Record Retention begins when FHWA approves the final voucher for the project.
State at Start of PDCA In 2017 it took the Department 30 to 832 days to submit a project from the time of the project final payment to the time when the project was submitted to the Federal Highway Administration (FHWA) for closure. Ideal Future State 100% of projects are closed within 90 days of the Project End Date- Federal Requirement
Consolidated Problems into 14 Categories Communication/Notification/Triggers Roles and Responsibilities Terminology Inconsistencies Project Specific Contract Close Process Incomplete Data/Information and Multiple Sources Project End Date Definition Inconsistent Key Identifiers LPA Issues and Processes Utility Audits, Backlog Budget Issues, Insufficient Metrics Clearing Encumbrances Contractor/Consultant Issues
What have we done so far?
Contact info: FVoucher@azdot.gov PAccounting@azdot.gov
PROJECT DELIVERY ACADEMY MODULE 4: Financial Management
PROJECT DELIVERY ACADEMY MODULE 4: Financial Management
PROJECT DELIVERY ACADEMY MODULE 4: Construction and Maintenance
PROJECT DELIVERY ACADEMY MODULE 4: Financial Management
PROJECT DELIVERY ACADEMY MODULE 4: Financial Management