Financial Management

Finance / Personnel Bureau
Goals Accomplishments Division / Unit / Section Responsible Party - Lead Funding Status
Jun-20 Jul-20 Aug-20
L1-FPB Provide timely communication to internal customers, field personnel, by responding to email requests within one business day at least 95% of time.

This is occurring even with teleworking.

This is occurring even with teleworking.

This is occurring even with teleworking.
  • Budget Section (L)
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  • Division Manager
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  • No Funding Needed
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    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 through forecast with Planning and Data Analytics.

    Worked through forecast with Planning and Data Analytics.

    Worked through forecast with Planning and Data Analytics.
  • Budget Section (L)
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  • Division Manager
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  • No Funding Needed
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    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 updates in Executive Staff remotely.

    Providing weekly updates in Executive Staff remotely.

    Providing weekly updates in Executive Staff remotely.
  • Budget Section (L)
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  • Division Manager
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  • No Funding Needed
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    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.

    The FY21 budget process is being completed by the P&DA office.

    The FY21 budget process is being completed by the P&DA office.

    The FY21 budget process is being completed by the P&DA office.
  • Budget Section (L)
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  • Division Manager
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  • No Funding Needed
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    L5-FPB Conduct an adopted budget review meeting with the command staff of each Command during the month of October.

    This only happens in October.

    This only happens in October.

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

    This is occurring even with teleworking.

    This is occurring even with teleworking.

    This is occurring even with teleworking.
  • Procurement and Contract Management Section (P)
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  • Section Manager
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  • No Funding Needed
    •
    P5-FPB Process at least 90% of invoices offering cash discounts for prompt payment within the discount period.

    City is still not distributing cash reports.

    City is still not distributing cash reports.

    City is still not distributing cash reports.
  • Procurement and Contract Management Section (P)
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  • Section Manager
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  • No Funding Needed
    •
    P6-FPB Process at least 95% of travel requests within 3 business days of receipt of approved requests.

    This is occurring. Due to COVID travel ban, PCAS processed 5 requests, canceled 8 requests, and postponed 9 requests to future date.

                                              


    This is occurring. Due to COVID travel ban, PCAS processed 5 requests and canceled 3 requests. Four travel expense statements were also processes. 

    This is occurring. Due to COVID travel ban, PCAS processed 1 requests and canceled 6 requests. Seven travel expense statements were also processes. 
  • Procurement and Contract Management Section (P)
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  • Section Manager
    •
  • No Funding Needed
    •
    P7-FPB Process 100% of travel advances for per diem received at least two weeks prior to travel date.

    PCAS processed 4 with no per diem advance, submitted zero for per diem due to COVID travel ban, and received 1 travel advance too late to submit.

      

    PCAS did not process any per diem due to COVID travel ban. Two travel advances under $100 were submitted but they were not allowable per the new policy.

    PCAS processed 4 with no per diem advance, submitted zero for per diem due to COVID travel ban, and no travel advances were submitted.
  • Procurement and Contract Management Section (P)
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  • 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.

    This is occurring, but there were no reimbursements processed in June (COVID).

    This is occurring, but there were no reimbursements processed in July (COVID).

    This is occurring, but there were no reimbursements processed in August (COVID).
  • 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)
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  • Division and Section Manager
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  • 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)
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  • Unit Manager
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  • Funding Needed
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    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.

    In June, GMU vetted two grants. FWPD was eligible for both and they are in development.

    In July, GMU vetted 2 grants. FWPD was eligible for both.

    In August, two grants were submitted.
  • Grant and Program Management Unit (O)
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  • Unit Staff
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  • No Funding Needed
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    O3-FPB Work to increase the overall funding from grants annually by evaluating the returns on investment.

    No updates during this period.

    No updates during this period. 

    No updates during this period. 
  • Grant and Program Management Unit (O)
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  • Unit Staff
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  • No Funding Needed
    •
    O4-FPB Continue to explore and seek funding in support of community oriented policing annually.

    COPS Hiring grant was awarded; documents and M&C are pending to set up award.

    COPS Hiring grant is being implemented.

    Mental Health Training grant was processed from the Morris Foundation.  COPS Hiring grant was approved by Council.
  • Grant and Program Management Unit (O)
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  • Unit Staff
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  • No Funding Needed
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    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.

    Will be scheduling a debriefing meeting on Community Based Programs RFP process with Purchasing. Will also be researching changes for the FY22 RFP and contract documents related to relating program activities to crime correlation.

    CCPD was renewed for 10-years and City Manager is recommending an increase in Community Based Programs funding.  We have received support for the recommendations we have given to increase contracts and institute multi-year awards.

    CCPD budget was approved including $50,000 for evaluation of PSM.
  • Grant and Program Management Unit (O)
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  • Unit Staff
    •
  • No Funding Needed
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    O6-FPB Evaluate the CCPD Community Based Program process and implement improvements for FY18.

    Goal complete.

    Goal complete.

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

    Nothing to report (COVID).

    Nothing to report (COVID).

    Nothing to report (COVID).
  • Grant and Program Management Unit (O)
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  • Unit Manager
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  • Funding Needed
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    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)
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  • Section Manager
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  • Funding Needed
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    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 continues to wait for opportunity to deliver f2f training after COVID.

    Staff continues to wait for opportunity to deliver f2f training after COVID.

    Staff continues to wait for opportunity to deliver f2f training after COVID.
  • Procurement and Contract Management Section (P)
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  • 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.

    City is still not distributing these reports.

    City is still not distributing these reports.

    City is still not distributing these reports.
  • Procurement and Contract Management Section (P)
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  • Section Manager
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  • No Funding Needed
    •