Business & Financial Services
Goals & Objectives for 2009 Biennium
It is the mission of the Business & Financial Services Division to provide professional services in operational areas critical to the efficient and effective management of the department.
Goals
- Provide professional and timely products and/or services in response to the needs of the customer.
- Continually work to improve the business processes used within the division.
- Maintain a positive and rewarding working environment.
Objectives
Division
- Continue the development of an operational procedure manual for division operations.
- Issue accurate and timely financial reports to department management, federal grantees, and other customers.
- Provide leadership and guidance to the department in the development and implementation of effective and efficient business processes and/or systems, using available technologies.
- Review changes in federal and state statutes and/or regulations and incorporate those changes into division and/or department business practices.
- Provide training and support for department financial systems and processes.
- Facilitate monthly information meetings with division fiscal staff to discuss budget and accounting issues.
- Maintain clear and open lines of communication with agency staff and other customers.
- Encourage training and professional development of division staff.
- Accurately issue vendor, client, intra-agency, and interagency payments in a timely manner.
- Provide technical support for department subsystems used for making vendor and client payments.
- Develop Early Planning Process (EPP) and Executive Budget System (EBS) requests.
- Determine funding for the division budget based on the department's complex cost allocation plan.
- Design and maintain the division's accounting reporting structure in SABHRS.
- Develop division expenditure projection models incorporating trends, changes in laws, changes in available funds, and the impact of funding restrictions on service availability.
- Review and address state and federal audit recommendations with impacts on financial information and/or controls.
- Continue the development of a department fiscal policy manual.
- Prepare and negotiate the Public Assistance Cost Allocation Plan in accordance with federal cost principles while maximizing federal reimbursements.
- Promptly and accurately deposit all central receipts.
- Develop and implement improvements to the cashiering and accounts receivable processes.
- Accurately complete the monthly allocation of agency-wide administrative costs.
- Analyze and improve the annual indirect projection process and related work tools.
- Develop, review, and maintain the agency accounting structure.
- Accurately and efficiently draw and report funds in accordance with the federal Cash Management Improvement Act and general cash management principles.
- Compile and issue accurate and timely financial reports to grantees.
- Monitor, analyze, reconcile and/or adjust department financial records.
- Seek maximum cost recovery from all available sources in order to minimize dependency on tax revenues at the five state institutions administered by the department.
- Continue to improve the Management Information and Cost Recovery System accounts receivable software.
- Continue to review operations and consolidate collection and field activities when appropriate.
Provide forms management to program staff/contractors/requestors using data available through the Forms Database.
- Provide accurate forms information.
- Facilitate accurate processing and retrieval.
- Assure adequate supply of forms for distribution.
- Maintain correct issuance and cost allocation records.
Manage the department's fleet of state cars to minimize costs and maximize vehicle availability.
- Participate in the State Motor Pool Leasing Program.
- Monitor expenditures for cost-effective utilization.
Maximize savings by working with internal customers to qualify for increased postal discounts and reduced shipping costs.
- Increase postage savings.
- Reduce UPS expenses by monitoring home deliveries, assuring correct addresses are utilized, and identifying the most cost-effective carrier.
Coordinate the Department's real property leasing efforts, promoting co-location opportunities.
- Identify lease expiration data and co-location opportunities.
- Process lease renewals and maintain master lease files.
Using the SABHRS Asset Management module, provide accurate asset information for agency.
- Maintain SABHRS Asset Management for capitalized assets of $5,000 or more.
- Reduce storage space by initiating a recycling program for used assets.
Provide adequate records storage with prompt retrieval and accurate record keeping and security measures.
- Revise current retention schedules and develop schedules that more accurately reflect the department’s needs.
- Maintain employee database to support accurate and timely processing of time and labor data in the production of payroll.
- Optimize our use of technology to support the payroll function and promote the effective and efficient use of time and resources.
- Maintain awareness of the needs of our various types of customers and orient our work to meeting those needs in a timely manner.
- Provide guidance for procurement of supplies and equipment, at the right time, for the right price, and in compliance with state and federal regulations.
- Continue the deployment of the Purchasing Entry, Receiving and Query System (PERQS), an online automated purchase order control system.
- Audit the accuracy and appropriateness of department purchases.
Use automation strategies to improve the quality and availability of vital statistics data.
- Continue enhancements to the Electronic Birth and Death Certificate Registration Systems.
- Continue to develop methods to make vital statistics data readily available to researchers and others.
- Prepare and publish annual reports of vital statistics of the state.
Maintain best business practices in managing the Office of Vital Statistics Section (OVSS).
- Continue to establish and maintain statewide procedures to ensure the quality, accuracy, and timely responses to customer's requests.
- Continue to establish and maintain customer-focused services by ensuring issuance, correction, and adoption requests are completed with accuracy and in a timely manner.
Manage contracts for services with other governmental agencies.
- Review current contracts with governmental agencies to ensure that the OVSS is performing all contract specifications.
- Establish procedures for billing and tracking contract payments. Include policies, responsible parties, and billing time frames.
- Negotiate new contracts for the administrator's signature as necessary.
Update vital statistics rules and propose necessary legislative changes.
Page last updated: 11/15/2006
