Financial Management

Finance / Personnel Bureau
Goal Accomplishments
Jul-19 		Accomplishments
Aug-19 		Accomplishments
Sep-19 		Division / Unit / Section Responsible Party - Lead Funding Status
L1-FPB Provide timely communication to internal customers, field personnel, by responding to email requests within one business day at least 95% of time.

There is not an accurate way to measure this percentage so this needs to be reworked. However, I have not received any complaints about timeliness of communication. 

There is not an accurate way to measure this percentage so this needs to be reworked. However, I have not received any complaints about timeliness of communication.

There is not an accurate way to measure this percentage so this needs to be reworked. However, I have not received any complaints about timeliness of communication.
  • Budget Section (L)
    •
  • Division Manager
    •
  • No Funding Needed
    •
    L2-FPB Gather variance information required for quarterly financial forecasts prior to the end of the reporting period and have final draft forecasts ready for review by command staff two business days prior to submission to the Budget Office.

    Worked on new projections based on Q3.

    Verified forecast with every pay period.

    Verified forecast with every pay period.

  • Budget Section (L)
    •
  • Division Manager
    •
  • No Funding Needed
    •
    L3-FPB Provide monthly status reports to command staff within two weeks of the month end close for all periods that are not covered by the quarterly forecasting process.

    Providing weekly reports in Executive Staff.  

    Providing weekly reports in Executive Staff.  

    Providing weekly reports in Executive Staff.  
  • Budget Section (L)
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  • Division Manager
    •
  • No Funding Needed
    •
    L4-FPB Conduct a budget development meeting with the command staff of each Command prior to the submission of the proposed budget to the Budget Office.

    Began preparing for new year budget meetings based on proposed budgets.

    Began preparing for new year budget meetings based on proposed budgets. Successfully presented and passed CCPD budget with the CCPD Board.

    Began preparing for new year budget meetings based on adopted budgets. GF and CCPD budgets passed.
  • Budget Section (L)
    •
  • Division Manager
    •
  • No Funding Needed
    •
    L5-FPB Conduct an adopted budget review meeting with the command staff of each Command during the month of October.

    This only occurs in October.  

    This only occurs in October.  

    This only occurs in October.  
  • Budget Section (L)
    •
  • Division Manager
    •
  • No Funding Needed
    •
    P4-FPB Process at least 90% of invoices within 30 days of receipt.

    Process ongoing; Purchasing Division will revise methods to field.

    Process ongoing; Purchasing Division will revise methods to field.

    Process ongoing; Purchasing Division will revise methods to field.
  • Procurement and Contract Management Section (P)
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  • Section Manager
    •
  • No Funding Needed
    •
    P5-FPB Process at least 90% of invoices offering cash discounts for prompt payment within the discount period.

    On target at 90% on average.

    On target at 90% on average.

    On target at 90% on average.
  • Procurement and Contract Management Section (P)
    •
  • Section Manager
    •
  • No Funding Needed
    •
    P6-FPB Process at least 95% of travel requests within 3 business days of receipt of approved requests.

    Process ongoing; Purchasing Division will revise methods to field.

    Process ongoing; Purchasing Division will revise methods to field.

    Process ongoing; Purchasing Division will revise methods to field.
  • Procurement and Contract Management Section (P)
    •
  • Section Manager
    •
  • No Funding Needed
    •
    P7-FPB Process 100% of travel advances for per diem received at least two weeks prior to travel date.

    Process ongoing; Purchasing Division will revise methods to field.

    Process ongoing; Purchasing Division will revise methods to field.

    Process ongoing; Purchasing Division will revise methods to field.
  • Procurement and Contract Management Section (P)
    •
  • Section Manager
    •
  • No Funding Needed
    •
    P8-FPB Process at least 95% of travel reimbursement requests within 3 business days of receipt of complete and approved requests.

    These have been done at approximately 90%.

    These have been done at approximately 90%.

    These have been done at approximately 90%.
  • Procurement and Contract Management Section (P)
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  • Section Manager
    •
  • No Funding Needed
    •
    P9-FPB Monitor accounts for compliance regularly to ensure at least 90% of journal entries are complete by month end closing and at least 97% of required journal entries are completed by the month end closing of the following month of the affected transaction.

    All accounts were monitored and reconciled regularly and timely. Journal entries were submitted and posted within deadlines of month end closing.

    All accounts were monitored and reconciled regularly and timely. Journal entries were submitted and posted within deadlines of month end closing.

    All accounts were monitored and reconciled regularly and timely. Journal entries were submitted and posted within deadlines of month end closing.
  • Procurement and Contract Management Section (P)
    •
  • Division and Section Manager
    •
  • No Funding Needed
    •
    O1-FPB Increase the number of Grant and Program Management personnel by two positions in FY18 and FY19 to increase capacity to apply for and manage additional grant funding opportunities as directed by the Chief and Command staff.

    Goal completed.

    Goal completed.

    Goal completed.
  • Grant and Program Management Unit (O)
    •
  • Unit Manager
    •
  • Funding Needed
    •
    O2-FPB Maximize grant funding opportunities to meet the needs of the department and/or assist to advance the department’s mission to be a national leader in law enforcement. Increase number of applications submitted by at least 10% each year once staffing levels have increased to ensure the funding can be managed in compliance with all requirements and program guidelines.

    We had one project vetted during the month.  It was the State Coverdell and the Crime Lab indicated that they were unable to respond this year.  There were fewer grant opportunities released this month than previous months, however, we applied for one grant during July that we have not previously attempted. 

    • 1 vetted
    • 2 new applications (CJD ICAC & Federal Victim Assistance)

    1 application in process

    All new opportunities were vetted but this is the slow season.

    • 2 vetted (Gulf States and FEMA Border)
    • 0 new applications submitted

    1 new application in process (Gulf States)

    This was a very slow month for releasing grants as it is at the end of the FY.  We continue to record every opportunity that is released. 

    • 0 Grants vetted
    • 0 Grants submitted

    1 new application in process (Gulf States)
  • Grant and Program Management Unit (O)
    •
  • Unit Staff
    •
  • No Funding Needed
    •
    O3-FPB Work to increase the overall funding from grants annually by evaluating the returns on investment.

    We are in the process of reviewing SOP’s for completion and implementation into the database.  Also, we will begin working on training during August.  I have determined that addressing ‘how the field works with us’ and ‘what a grant ready project looks like’ will be our focus.  This will increase the number of projects that make it to the needs assessment and are ready to be evaluated against existing opportunities. 

    We continue to update our processes to ensure we can respond when new opportunities are released.

    Received a new award DOJ Law Enforcement Victim Specialist.  Has not previously been received.  Did not receive FMCSA High Priority due to late submission (IOC routing).  All other awards received as scheduled.
  • Grant and Program Management Unit (O)
    •
  • Unit Staff
    •
  • No Funding Needed
    •
    O4-FPB Continue to explore and seek funding in support of community oriented policing annually.

    The COPS Hiring grant is expected to be released soon.  It is also our hope that we can meet with individuals who oversee existing community oriented policing programs to determine their grant readiness.

    The COPS Hiring grant is expected to be released soon.  It is also our hope that we can meet with individuals who oversee existing community oriented policing programs to determine their grant readiness.

    The COPS Hiring grant is expected to be released soon.  It is also our hope that we can meet with individuals who oversee existing community oriented policing programs to determine their grant readiness.
  • Grant and Program Management Unit (O)
    •
  • Unit Staff
    •
  • No Funding Needed
    •
    O5-FPB Annually evaluate the Crime Control and Prevention District, Partners with a Shared Mission programs to ensure programs align with District goals and are accomplishing the desired outcome as indicated by the Board of Directors and the Chief of Police.

    • Completed evaluation of measures during July
    • Completed a debrief of Community Based Program RFP process to identify improvements
    • Updating CCPD Financial Policy
    • Evaluation Contract language approved
    • RFR Rules and Orientation Training under development for October

    No new activity

    Discussing the possibility of dong a survey with CCPD grantees that would be issued to participants in programs.  It could be based on a DOJ Community Policing survey.
  • Grant and Program Management Unit (O)
    •
  • Unit Staff
    •
  • No Funding Needed
    •
    O6-FPB Evaluate the CCPD Community Based Program process and implement improvements for FY18.

    This goal was complete as of year end FY18. 

    This goal was complete as of year end FY18. 

    This goal was complete as of year end FY18. 
  • Grant and Program Management Unit (O)
    •
  • Unit Staff
    •
  • No Funding Needed
    •
    O7-FPB Support job training and cross-training opportunities, as well as, leadership development among at least two staff each year.

    Weekly SOP draft review meetings are enabling us to discuss areas of development in both pre-award and post-award activities.

     

    CCPD SOP’s are in process that should enable some cross training in the future.

    Doing a database challenge during the month of August.  Whoever records the most tasks and activity trackers will receive lunch.  The purpose is to further adoption of key elements of the database but also helps evaluate initiative, enthusiasm, and teamwork. 

    Weekly SOP draft review meetings are enabling us to discuss areas of development in both pre-award and post-award activities.

     

    CCPD SOP’s are in process that should enable some cross training in the future.

     

    Scheduled travel for two staff that will be attending Grant Professionals Association training next month.
  • Grant and Program Management Unit (O)
    •
  • Unit Manager
    •
  • Funding Needed
    •
    P1-FPB Increase the number of Contract and Procurement personnel by two staff to ensure the appropriate amount of resources are provided to execute and manage approximately 250+ agreements and procurement responsibilities assigned to this Section in FY18.

    Goal complete.

    Goal complete.

    Goal complete.
  • Procurement and Contract Management Section (P)
    •
  • Section Manager
    •
  • Funding Needed
    •
    P2-FPB Provide quarterly training sessions and materials to the field so that departmental staff are aware of the procurement and contract execution process, how to plan ahead of time, who to contact and how to start the procurement and/or contract execution process.

    Staff is developing training materials and working with training division to host a class.

    Staff is developing training materials and working with training division to host a class.

    Staff is developing training materials and working with training division to host a class.
  • Procurement and Contract Management Section (P)
    •
  • Section Manager
    •
  • No Funding Needed
    •
    P3-FPB Continue to monitor the improper purchasing report and invoice aging report (in collaboration with other Police work groups providing similar services) monthly to keep the Police Department in good standing with City Policy and continue to build good relationships with City Purchasing.

    Staff is developing training materials and working with training division to host a class.

    Staff is developing training materials and working with training division to host a class.

    Staff is developing training materials and working with training division to host a class.
  • Procurement and Contract Management Section (P)
    •
  • Section Manager
    •
  • No Funding Needed
    •