Module 2.1 Finance and Administration Cabinet Organizational Changes and Agency Impact March 16-18

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

OM

ER

MA

TE

RIA

LS

AN

D

PR

OC

UR

EM

EN

T S

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

R K

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

ING

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

HE

R F

AC

CU

ST

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SO

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CE

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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