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RUNNING MULTIPLE CONTRACTS– Susan White, ACKCO, Inc –
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WORKSHOP OBJECTIVES: How To Build Sustainability Into Your Program How To Prepare for Change How States Can Monitor the Contracts
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HOW TO BUILD SUSTAINABILITY
KEY ELEMENTS:
• Strategic Planning• Agency Systems
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HOW TO BUILD SUSTAINABILITY
PROGRAM STABILITY STRATEGIC PLANNING
• Where are we now?• How did we get here?• Where are we going?• Where should we be going?• How will we get there?
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HOW TO BUILD SUSTAINABILITY
OPTIONS:• No Change• Social Entrepreneurship• Leveraged Resources• Alternative Funding Sources
• Federal• State• Private
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PREPARE FOR CHANGE
ASSET MAPPINGMobilizing of individuals, agencies, businesses, and
organizations to make connections and build capacity
• Community Asset Mapping• Agency Asset Mapping
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PREPARE FOR CHANGE
COMMUNITY ASSETS
Define Your Communities:
• Business Community• Non Profit Community• Government Community• Geographic Community• Service Community
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PREPARE FOR CHANGE
COMMUNITY ASSETS (con’t)
• Starts with what is present in the community• Concentrates on the agenda-building and problem-solving
capacity of the different communities• Stresses local determination, investment, creativity, and
control
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PREPARE FOR CHANGECOMMUNITY ASSETS (con’t)
ListOf
Assets
StrongWorking
Relationship
Intermittent
WorkingRelationsh
ip
WeakWorking
Relationship
ShouldWork With
No Working Relationsh
ip
Comments
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PEPARE FOR CHANGEAGENCY ASSETS
1. Cash
2. Equipment
3. Human
4. Other
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PREPARE FOR CHANGEACTION PLAN
Objective:Activities Begin
DateEnd Date Individual
Responsible
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PREPARE FOR CHANGE
SystemsRules and RegulationsFederal Financial Management Standards• Records that identify adequately the source and application of
funds for federally sponsored activities• Written procedures for determining the reasonableness,
allocability and allowability of costs in accordance with the cost principles
• Accounting records supported by source documentation
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PREPARE FOR CHANGE
Systems (con’t)System Requirements• Must be able to record financial activities by type of expenditure
(account).• Must be able to record financial activities by program or
department.• Agency’s Chart of Accounts must support the tracking of financial
activities by program or department, account and job.
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PREPARE FOR CHANGE
Systems (con’t)Allocation of Costs by Funding Source• Identify the service/goods and costs of each to be allocated to
multiple funding sources,• Determine the method (unit) for costing of each service/goods to
individual funding sources,• Identify the source documentation to support the cost, and• Allocate costs mathematically.
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PREPARE FOR CHANGESystems (con’t)EXPENDITURES
Expense Method of Allocation Source DocumentationPayrollFringe BenefitsContractual, if applicableMaterialsVehicles and OperationTelephoneInsuranceOffice Space and Utilities
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STATE MONITORING
INTERNAL AND EXTERNAL REVIEW
Step 1: Print out a list of expenditures for a specified time period
Step 2: Pull the source documentation of each expenditure and verify
Step 3: Conduct a cash analysis for each program/department
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STATE MONITORINGINTERNAL AND EXTERNAL REVIEW (con’t)
REVIEW OF EXPENDITURESPayee Total
AmountSource Doc
Expense Account
Program or
Department
Program Amount
Comments
ExampleT. Wauneka
2,500.00 Timesheet PayrollDOEUtility
1,000.001,500.00
Actual hours per program document on timesheet
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STATE MONITORINGINTERNAL AND EXTERNAL REVIEW (con’t)
1. Revenue and expenditures are cumulative
DOE LIHEAP UTILITY
a. Revenue
Advances
Invoice Payments
b. Total Revenue
c. Expenditures
Expenditures
Unliquidated Obligations
d. Cash Outlays (Expenditures less unliquidated obligations)
Cash Balance (b-d)