module 2.1 finance and administration cabinet organizational changes and agency impact march 16-18
TRANSCRIPT
Module 2.1 Finance and Administration Cabinet Organizational Changes and Agency
Impact
March 16-18
The Cabinet continues to work towards its overall vision for Simplified Administrative Services
As part of our new direction, we are transforming the Cabinet’s structure to support changes in the way we work and to provide agency support.
Customer Resource
Center, Reorganized procurement and financial
divisions,, New audit and policy focus
Combination of financial,
procurement, contracting
and technology activities
NewCabinet
Structure
Centralized Technical
Operations and
Management
Phase I Phase II Phase III
Our efforts continue to be driven by the Simplified Administrative Services Goals
“Transform” the way we work -- Focus on service, authority and accountability closer to the customer
Provide easily accessible opportunities for employee involvement, from both inside and outside the Cabinet
Provide tools and guidelines for product and vendor performance measures and provide a format for sharing that information across agencies
Think strategically – invest in planning for optimum performance and purchasing power
Reduce turn-around times for approving, processing,paying, and receiving while maintaining all appropriate and reasonable controls
Finance and
Administration Cabinet
Phase II of the Cabinet’s organizational design is underway
• Completely redesigned the procurement and material management area
• Redesigned the accounting and financial management functions
• Integrated a new policy and audit organization with the Cabinet’s Division of Internal Audit
• Created a Customer Resource Center
The Cabinet submitted an Executive and Administrative Order that:
The Old Structure
Division of Internal Audit
Division of Social Security
Financial M anagem ent ReportingSectionDept Acct SectionCash M nt &Reconciliation Section
G eneral Accounting Branch
Data EntryData Control Operations Section
Data Processing Branch
County Fees Branch
Special Audit SectionG eneral Audit SectControl Section
Pre-Audit Branch
Fixed Asset Branch
Financial Reporting Branch
Division of Accounts
Office of the Controller
Purchasing Section #1Purchasing Section #3Purchasing Section #4Contract Adm in Section
Procurem ent Branch
Custom er Service Resource CenterBranch
Support SectionKAPS Section
Support Services Branch
Division of Purchases
Departm ent for Adm inistration
Finance and Adm inistration CabinetOffice of the Secretary
The New Structure
Agency Administrative Support Branch
Customer Resource CenterExecutive D irector
Administrative Policy Branch Audit Branch
Division of Administrative Policy and Audit
Prcurement Support Section
General Procurement Branch
Division of Material and Procurement Services
Department for Administration
Accounting Services Branch General Accounting Branch Financial and Management Reporting Branch County Fees Branch
Division of Statew ide Accounting ServicesDirector
Division of Social Security
Office of the Controller
Finance and Administration CabinetOffice of the Secretary
The Division for Material and Procurement Services
Formerly known as:
Division of Purchases
The New Organization Structure is much more flexible:
Division of Material and Procurement
Services
Procurement Support Section
Procurement Services Branch
Approaches to central procurement and material activities continue to improve
• New focus on agency business needs
• Creation of an integrated agency team concept for Statewide Purchasing Agreements
• Emphasis on Best Value solutions and services
• Ongoing oversight of personal service contracts and memoranda of agreement
• Creation of Procurement Group rather than commodity area and merging of products and service
• Small purchase team to handle all purchases <$20,000 regardless of commodity or service
MATERIAL AND PROCUREMENT SERVICES CAREER PATH PROGRESSION
Purchasing Associate
Sealed Bid Purchasing
Officer
Purchasing Technician II
Purchasing Technician I
Serve as agency Purchasing Associate
Serve as agency Purchasing Assoc. or Sealed Bid Purchasing Officer
Assistant Director for Purchases
CU
ST
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TE
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LS
AN
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PR
OC
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EM
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ER
VIC
ES
After 6 mos.
1 year 2 years 3 years
After 1 year
After 1 year
After 6 mos.
2 years 4 years 2 years
Division Director
Strategic Procurement
Specialist I & II
Procurement Branch
Manager
Assistant Director for Purchases
Customer Resource Center
OT
HE
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EY
A
RE
AS
Customer Resource Center
Small Purchases
Team Leader
Accounting Services Division
For agencies, the changes provide …...
• Potentially new classification specifications and class series
• More flexibility in how they approach procurement
• Faster turnaround times of procurement requests
• Access to better information faster
• Knowledgeable and customer oriented support from the central office
The Division for Statewide Accounting Services
Formerly known as:
Division of Accounts
The New Statewide Accounting Services Structure
Division of Statewide Accounting Services
County Fees Branch
Accounting Services Branch
General Accounting
Branch
Financial Reporting and Management
Branch
What’s different in the new organization?
• Team approach to work and projects
• Fewer branches
• Less emphasis on data entry, data processing, pre-audit functions
• New class series proposed to support career development opportunities and greater expertise
• Proactive agency advocacy with support from the Customer Resource Center
1 yr. 1 yr. 1 yr. 1 yr.1 yr.
DIVISION OF ACCOUNTING SERVICES CAREER PATH PROGRESSION
Statewide Graduate Accountant I
Statewide Graduate Accountant II
Statewide Graduate Accountant Manager
Assistant Director
ST
AT
EW
IDE
A
CC
OU
NT
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SE
RV
ICE
S
1 yr.
Director
Financial Systems Analyst II
Financial Systems Analyst III
Financial Systems Analyst IV
CRC
OT
HE
R
Financial Systems Analyst I
Statewide Graduate Accountant III
CRC and Agencies
After 2 years
Applicants
Statewide Accountant Supervisor
Internal Policy Analyst I
Internal Policy Analyst II
Internal Policy Analyst III
Internal Policy Analyst IV
Admin. Specialist Senior
Admin. Specialist
Admin. Specialist Principal
After 1 with 6 mos. CRC or agency assignment
Deg
ree
Non
-Deg
ree
Accounting III-IV (1 yr. ea.position)
Accounting I-II (1 yr. ea.position) Degree
Required
With schooling
Agencies Agencies
Our goal is to improve accounting and financial management activities across all agencies
• Improved class specifications to better reflect duties and skills required
• Proactive advocacy environment to develop consistent approaches across the Commonwealth
• Provide functional training in Commonwealth accounting
• Faster response time to agency needs
The Division for Administrative Policy and Audit
Formerly known as:
Division of Internal Audit
The New Structure
Division of Administrative Policy and Audit
Administrative Policy Branch
Audit Branch
Future Policy and Audit functions for the State will require more focused attention
• Guidance to agencies on pre-audit policy and records management Develop policies & procedures
to meet pre-audit delegation
Coordinate with Customer Resource Center to develop training around pre-audit policies and procedures for agencies
For those agencies that cannot do their pre-audit functions, the branch will do them
Post audit of agency records
Procard
Records Management
Purchasing
• An Administrative Policy Branch that develops administrative policies for the Commonwealth using a Statewide team perspective
The Customer Resource Center
The Customer Resource Center has been designed to support agencies:
Within the Secretary’s Office
Help Desk and Training Development
Continuous Process Improvement
Office of the Secretary
Customer Resource Center
Agency Support Branch
Different ways the CRC will support you...
Agency Question,
Request, orProblem
Scenario 1
CustomerResource CenterHelp Desk
Level 1Inquiries
VENDOR
OR EXPERT team
Level 4 & 5Inquiries
Phone Call,E-mail,On-line
?Division of StatewideAccounting
Division ofMaterial andProcurementServices
Level 2 & 3 Inquiries
GOPM
Different ways the CRC will support you...
Scenario 2
Help DeskIncidenceReports
Agency Requests
Identify Trainingor Improvement Opportunity Area
CRC coordinatesan improvement team with agency
CRC leads development of training materials
CRC delivers training or agency support
Different ways the CRC will support you...
Scenario 3
Employees new to Administrative Services
MARS Modules
MARS CBT
RegularlyScheduledTraining Courses
TrainedEmployee
Questions that have been asked about the Customer Resource Center include:
Question Answer
Will there be a 1-800 number?
Will there be a real person answering the phone? How many people will I have to speak with?
Will agencies have their own help desk or access to the help desk software?
Will MARS and other training be available on a regular schedule and be provided Commonwealth-wide?
Will CRC help with management reporting?
How many people will staff the help desk and how fast will my problem be addressed?
Yes, there be a toll free number
There will be a real person answering the phone. E-mail or an inquiry into the on-line help will also be available
Current plans are to have read access to the help desk database. Write access will require purchase of licenses and training.
Regularly scheduled MARS training will be available. Demand for training outside of Frankfort will be assessed to determine how often and where training will occur.
Yes
A comprehensive approach has been developed to ensure that enough people will staff the help desk and that turn around time for an inquiry will occur as quickly as possible given its business priority and complexity.
Key to the CRC’s success will be agency involvement and support
• A regular part of the CRC’s staff will be Finance Cabinet employees from other Divisions on assignment as part of their career development process
• Agencies are also encouraged to participate in this exchange on a voluntary basis
• CRC employees will be an excellent resource for staffing your agency’s financial, procurement or material management organizations.
CRC CAREER PATH PROGRESSION
Resource Management Analyst Senior
Resource Management Analyst Chief
Resource ManagementAnalyst
Administrative Specialist I-IV
Material & Procurement Services or Financial Services Divisions
Material & Procurement Services or Financial Services Divisions
Continuous Improvement Specialist I-II
Branch Manager
OT
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CU
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After 1 yr.
1-4 years 1-2 years 1-2 years
After 1 year
After 1 year
After 6 mos.
1-2 years 1-2 years
Director of Customer Resource Center
Agency Administrative
Branch Manager
AG
EN
CY Agency
Administrative Services
Agency Administrative
Services
Material & Procurement
Services orFinancial Services
Divisions
QUESTIONS