project delivery academy module 4 financial management
play

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


  1. Resource Administration – Mary V. Perry / Maria Coronado 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 2 nd signature provides approval to authorize (typically email is sent from FHWA) FHWA 3 rd signature provides approval to load funding

  2. Resource Administration – Mary V. Perry / Maria Coronado 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

  3. Resource Administration – Socorro Juarez Special Projects MPD projects (de-obligation / re-obligation) Verification of local funds received against loaded budgets for all awarded local construction projects

  4. Resource Administration – Shatawn Reed Monitor Receipt of local funds Reconcile Project Folders Track/update Project End Dates

  5. Resource Administration – Velia Gomez 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

  6. Resource Administration - Vacant 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

  7. Resource Administration Hot Topics 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

  8. PROJECT DELIVERY ACADEMY MODULE 4: Financial Management QUESTIONS?

  9. PROJECT DELIVERY ACADEMY MODULE 4: Financial Management THANK YOU!

  10. PROJECT DELIVERY ACADEMY MODULE 4: Financial Management BREAK

  11. PROJECT DELIVERY ACADEMY MODULE 4: Financial Management FEDERAL HIGHWAY ADMINISTRATION (FHWA) Presented by: Roman Moreno & Tom Deitering

  12. PROJECT DELIVERY ACADEMY MODULE 4: Financial Management QUESTIONS?

  13. PROJECT DELIVERY ACADEMY MODULE 4: Financial Management THANK YOU!

  14. PROJECT DELIVERY ACADEMY MODULE 4: FINANCIAL MANAGEMENT Accounts Receivable (AR) Presented by: Michael Bruder ADOT FMS AR Lead 206 S 17th Avenue Phoenix, AZ 85007 602-712-6165

  15. PROJECT DELIVERY ACADEMY MODULE 4: FINANCIAL MANAGEMENT Accounts Receivable (AR) AR Unit Team members AR Manager - Vacant Michael Bruder, AR Lead Accountant III Mary Cooper, AR Accountant II Theresa Trevino, AR Accountant II AccountsReceivable@azdot.gov

  16. PROJECT DELIVERY ACADEMY MODULE 4: FINANCIAL MANAGEMENT Accounts Receivable (AR) What we do: 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

  17. PROJECT DELIVERY ACADEMY MODULE 4: FINANCIAL MANAGEMENT Accounts Receivable (AR) Accounts Receivable - Invoicing 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.

  18. 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

  19. PROJECT DELIVERY ACADEMY MODULE 4: FINANCIAL MANAGEMENT Accounts Receivable (AR) The JPA Group e-mails executed IGA/JPA to AR and other groups stating that Federal aid may now be 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.

  20. 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.

  21. PROJECT DELIVERY ACADEMY MODULE 4: FINANCIAL MANAGEMENT Accounts Receivable (AR)

  22. PROJECT DELIVERY ACADEMY MODULE 4: FINANCIAL MANAGEMENT Accounts Receivable (AR) Accounts Receivable - Collections 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.

  23. PROJECT DELIVERY ACADEMY MODULE 4: FINANCIAL MANAGEMENT Accounts Receivable (AR) After project is reconciled in Final Voucher Unit  Based on Final Voucher reconciliation letter, AR will invoice for any additional amount due from the Local Agency .  If there is an overage, funds will be refunded by ADOT if Local Agency requests in writing within 30 days or they can request the funds be applied to another project.  If Local Agency requests a refund, AR will process the paperwork and submit to FMS Accounts Payable (AP) to process the refund.

  24. PROJECT DELIVERY ACADEMY MODULE 4: FINANCIAL MANAGEMENT Accounts Receivable (AR) Accounts Receivable – Questions Any questions, please contact the FMS AR team at the group e-mail box below. AccountsReceivable@azdot.gov

  25. PROJECT DELIVERY ACADEMY MODULE 4: Financial Management QUESTIONS?

  26. PROJECT DELIVERY ACADEMY MODULE 4: Financial Management THANK YOU!

  27. PM ACADEMY Financial Management Services Thomas Kaye Accounts Payable Manager MD203b 206 S 17 th Avenue Phoenix, AZ 85007 602-712-8006 tkaye@azdot.gov

  28. PM ACADEMY Financial Management Services

  29. PM ACADEMY Financial Management Services Feb-20 Bureau Bureau name Procurement Programs 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 7001 Total Payments Made by Statute 6498 Average Days to Pay 11.39 Percent on-time 92.82% Monthly 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 Discounts $ 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 Rebates $ 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 Combined $ 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 Goal $ 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 +/- from Goal $ (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

  30. PM ACADEMY Financial Management Services 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 one 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……..

  31. 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! ACCOUNTS PAYABLE GEMBA WALK PROGRAM

  32. DEFINITIONS Approve – Authorized personnel verifies all invoice and payment information before it is released for disbursement Before we get started, here are Duplicate – An invoice with the same invoice number, a few definitions that might vendor name, date, and dollar amount that already exists in OnBase or has been paid already help you during your GEMBA Enter – Data enter the invoice details in the appropriate walk. 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

  33. ACCOUNTING SPECIALIST I Karen McDevitt Karen is our Invoice coordinator, she Invoice coordinator – uploads invoices AP receives via US postal service, interoffice, and email. • Upload and Index invoices into OnBase She managed over 34,000 emails in FY17. • Invoice research WOW! Impressive! • Duplicates • Validate purchase order • Validate dollar amount to pay • Scan paper invoices into OnBase • Upload electronic invoices into OnBase

  34. ACCOUNTANT I – AP LEAD Brandon Keyes AP Lead - • Process the following technical invoices Will focuses on technical payments and managing the received folder. Ask Will • HURF to explain what received folder is and • Debt Services how the process has recently been updated. It’s quite interesting. • Unemployment • Employee Reimbursements • Received folder lead • Maintain, process, and update invoices in the Received folder • Monitors Received folder, Hotels, & Water

  35. ACCOUNTING SPECIALIST I Filling Position General Accounts Payable • Enter regular AP invoices Kristina focuses on specialty payments like Abandoned Vehicles. She also • Process Abandoned Vehicle payments enters Utility and regular AP invoices. • Back up duties include • Uploading and Indexing regular AP & CP invoices • Uploading and Indexing invoices received via DocuSign • Back up process utility invoices

  36. ACCOUNTING SPECIALIST I Ryla Best General Accounts Payable Rosie’s main responsibility is to upload, Upload, index, and enter invoices • index, and enter invoices receives into received via DocuSign the unit via DocuSign. We received • Verify the invoice is not a duplicate 15,678 invoice via DocuSign in FY17! THAT’S A LOT OF INVOICES! • Verify invoice number, purchase order, and receipt number Invoice research • • Process Revenue Refunds Back up duty - Upload and index • invoices received in the AP mailbox

  37. ACCOUNTING SPECIALIST I Jose Thomas “Rush” Invoices – • Enter Rush invoices Jose enters invoices from our “Rush” folder. He processed over • Upload Credit Memos 16,000 “Rush” invoices in FY17! Ask Jose to explain what the • Keying Discounts “Rush” folder is for you. • Back up duty • Enter regular AP invoices

  38. ACCOUNTANT I - UTILITIES Dee Natale Utilities – Dee is our newest member of AP and Enter Utility invoices: • is training to manage all aspects of • Electric bills Utility related payments. She is also • Water responsible to provide backup to • Sewer and waste contract payables. • Gas bills • Telephone bills (mobile and landline) Maintains AP Utility Database • • Research Utility & Telecommunications issues Backup duties includes CP uploading and entering •

  39. ACCOUNTANT I - CONTRACTS LEAD Rosie Stubbs Contracts Payable Lead – • Process Contract Payable invoices __________________ keeps watch • Research funding availability over contract related payments, which • Upload and enter payments for: was over $1.1 Billion in FY17! BAM! Field Reports • We dance with joy and excitement ECS • that she joined our team!! • Utilities and Railroad • JPA • MAG & PAG Stipend • MPD • • AVA Monitor CP and Approving CP & Utilities •

  40. ACCOUNTING SPECIALIST I Mark Brugnoni Contracts Payable – Mark is part of the Contracts • Enter Contracts Payable invoices for: Payable team. He entered an average of 1,000 CP payments a • ECS (including Temp Tech) month in FY17. Great job Mark! • Aviation • MPD • Utility/Railroads • Local projects • Process In-Kind for MPD & Local Projects • Back up duties – enter AP invoices

  41. ACCOUNTANT I – Specialty Programs Jake James Specialty Invoice Programs – Jake is a busy man. He • Process the following specialty payments entered 5,570 invoices and processed 4,101 per month • Purchasing card PCard payments in FY18!! • Ghost Card WOW! • Hotels • Bottled water Research all issues concerning PCard, • Ghost Card, Hotels, & Water Approve invoices one day per week • Monitors general AP Review folder •

  42. ACCOUNTANT II Kim Jambon Compliance and Procedures – In FY17 Kim documented 50 procedures • Policies & Procedures and 30 policies for AP staff and • Create, update, and analyze AP management. It’s nice to have policies and procedures handy when you need policies and procedures them. • Approve payments in AFIS and Procure AZ one day per week Special projects as assigned •

  43. CP SUPERVISOR – Pamela Adame Contracts Payable Supervisor Supervise 4 staff members • They have led the CP team on a journey of continuous improvement! • , Mark, Kristina, and Dee All their hard work is paying off too! • Responsible for payments to All of their payments are 96% on time! contractors, construction, engineering Wow! Great Job!! consultants, local governments, railroads, Utility, and telecom payments Also responsible for Infrastructure • Delivery and Operations Division “Exempt” payments

  44. AP SUPERVISOR – JENNIFER HERRON-ULMER Accounts Payable Supervisor • Supervises 4 staff members With Jennifer’s input and assistance, • Karen, Rosie, Jose, and Jake the combined dollar amount ADOT received in vendor discounts and • HURF rebates was an incredible $168,510.16 in FY18! • DES Unemployment Debt Service • System related payment issues • Vendor Account reconciliation • Employee Reimbursement •

  45. AP MANAGER – THOMAS KAYE Accounts Payable Manager Tom led and inspired the AP team to • Tom oversees the incredibly submit 160 Kaizens in FY19, implement dedicated AP staff! the PCard and OnBase training classes, Huddle board, and the new and • Ensures timely payment Improved Received folder process. Tom expenditures for ADOT has BIG CI plans including PDCAs for AP in FY20! Ask him about them. • AP Performance Measures • Implementation of efficiencies and improvements for the benefit of Arizona through Arizona Management System

  46. CONTRACTS PAYABLE Contractor Cycle • Begins 1 st Wednesday each month (appears on ADOT calendar) • Contractor Pay 3 rd Wednesday each month (appears on ADOT calendar) • Payments are released 2 days prior to Contractor Pay • Adjustments are made for Holidays • Critical component is differentiating between Fed/Non-Fed (eligible/ineligible) charges

  47. CONTRACTS PAYABLE ECS Pay Report Reminders: 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

  48. CONTRACTS PAYABLE Incorrect Submission - This will • PRs should not have result in handwritten manual your invoice being changes/corrections on rejected by CP them per FHWA. FHWA requirements must • be met to avoid reimbursement delays, rejections, or termination of Correct future funding. Submission • If you have a question, ask! We are happy to help  .

  49. THANK YOU FOR JOINING US!! 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!

  50. PROJECT DELIVERY ACADEMY MODULE 4: Financial Management QUESTIONS?

  51. PROJECT DELIVERY ACADEMY MODULE 4: Financial Management THANK YOU!

  52. PROJECT DELIVERY ACADEMY MODULE 4: Financial Management BREAK

  53. P ROJECT D ELIVERY A CADEMY M ODULE 4: F INANCIAL M ANAGEMENT P ROJECT A CCOUNTING A ND F INAL V OUCHER Presented by: Randy Clift Cost Accounting Manager 206 S 17 th Avenue Phoenix, AZ 85007 602-712-8833 rclift@azdot.gov

  54. PROJECT FINAL ACCOUNTING VOUCHER Patrycja Kozaczka – Accounting Manager Randy Clift – Cost Accounting Manager Diane Dominguez Dilyara Underhill Lori Gibbs Ibett Garcia Sharri Moss Paul Hernandez Rajneet Kaur Phuong Nguyen Kara Sullivan Stephanie Nguyen

  55. TEAMWORK 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.

  56. What Do We Do All Day?

  57. What Do We Do All Day……Really

  58. Project Master 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 )

  59. Project Master The System assigns Federal Aid Project Numbers based on the provided information. For example, Highway Projects are assigned based on the Route, 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 once they are successfully interfaced into AFIS. 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!!

  60. AFIS 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.

  61. FHWA Billing 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.

  62. FHWA Billing 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.

  63. FINAL VOUCHER 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?

  64. FINAL VOUCHER 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 .

  65. FINAL VOUCHER 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.

  66. Project Closeout PDCA 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

  67. Project Closeout PDCA

  68. Project Closeout PDCA 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

  69. Project Closeout PDCA What have we done so far?

  70. Project Dashboard

  71. Questions? Contact info: FVoucher@azdot.gov PAccounting@azdot.gov

  72. The End

  73. PROJECT DELIVERY ACADEMY MODULE 4: Financial Management QUESTIONS?

  74. PROJECT DELIVERY ACADEMY MODULE 4: Financial Management THANK YOU!

Download Presentation
Download Policy: The content available on the website is offered to you 'AS IS' for your personal information and use only. It cannot be commercialized, licensed, or distributed on other websites without prior consent from the author. To download a presentation, simply click this link. If you encounter any difficulties during the download process, it's possible that the publisher has removed the file from their server.

Recommend


More recommend