Finance KPI's.pdf

8/14/2019 Finance KPI's.pdf

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Department of Finance

63%

7%

30%

General Fund Government Insurance Fund Indirect Cost Fund

$684,775

Appropriated Funds

$2,817,730

$5,994,306

$9,496,811

Office of the CommissionerBoard of Tax Review

Departmental Business Office

Accounting Administration

Accounts Payable

General Ledger and Federal Programs Unit

Treasury Directors Office

Revenue Collections

Enforcement

Disbursement

Reconcilement and Audit Activity Center

Government Insurance Fund

Management Information System (Administration)

System Administration

Computer Operations

Help Desk

Payroll

Reporting and Audit Assurance (Administration)

Financial Reporting

Internal Audit

DEPARTMENT OF FINANCE


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Message from the Commissioner of the Department of Finance

The Department of Finance (DOF) is guided by its mandate contained in Title 3, Section 177 of the Virgin Islands

Code, from which its mission derives: to provide oversight of federal and local finances of the Government of the

Virgin Islands (GVI). The Department has 87 full-time employees, 75 on St. Thomas and 12 on St. Croix. DOF is

comprised of the six (6) primary divisions listed below:

1. Office of the Commissioner/Board of Tax Review/Business Office2. Treasury Division3. Accounting Division4. Payroll Division5. Management Information System (MIS)6. The Government Insurance Fund

The values which guide DOF shape its strategic goal, to efficiently manage the use of federal and local finances of

the GVI, which in turn shapes DOFs performance goal, to provide timely and accurate financial information.

During Fiscal Year 2010, the Department of Finance achieved several accomplishments on its own and shared

jointly in the accomplishments of other central service departments and agencies. One significant accomplishmentwas the implementation of the Payroll Module of the Munis Enterprise Resource Planning System (ERP). The

realization and implementation of the Human Resource Module of ERP by the Division of Personnel has moved the

GVI closer to creating a credible financial management system. Additionally, by issuing the 2007 and 2008 Audits

in October 15, 2009 and September 1, 2010, the department made significant strides in bringing GVI in compliance

with the established two hundred and seventy (270) day timeline for the issuance of A133 Single Audits. Further,

DOF introduced the TeleCheck check- verification process government-wide to all GVI collectors. The introduction

of this service has shown a reduction in the frequency of dishonored checks received by the GVI. The adoption of

these and other procedural improvements will enhance our service-delivery to stakeholders.

The establishment of a Process Improvement Plan within DOF has resulted in improved efficiency guiding the

department closer to achieving its strategic goals. In FY 2011, DOF expects to issue two (2) single audits: Fiscal

Year 2009, by April 30, 2011 and Fiscal Year 2010, by the first quarter of Fiscal Year 2012. The issuance of these

two audits will bring the GVI current, enabling it to perform monthly and annual closings of the general ledgeraccounts with greater real time access to financial information. In addition, DOF expects to implement the

Standard Time and Attendance System (STATS) during the second quarter of Fiscal Year 2011.


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ORGANIZATIONAL TYPE: Service and Administrative

Strategic Goal(s):

1.

To efficiently manage the use of federal and local finances of the Government of the Virgin Islands

Performance Goal(s):1. Provide timely and accurate financial information

Org 39000 Office of the Commissioner

Functional StatementThe Office of the Commissioner develops and administers departmental policies, coordinates day-to-day

operations, compiles the annual budget, and manages the personnel and labor relations activities of the

department.

Key Performance Indicator(s) SG/PG FY 08

Actual

FY 09

Actual

FY 10

Actual

FY 11

Estimate

FY 12

Projected

Number of days to issue the single

audit*

SG1/

PG1571

(FY 05)

396

(FY 06)

742/698

(FY 07/08)270 270

*Fiscal Year 2009 Actual was erroneously recorded in Annual Performance Report as 895. The GVI is presently behind in

their single audits but expects to bring them current in FY 2011.

Org 39010 Board of Tax Review

Functional StatementThe Board of Tax Review receives and processes appeals and resolves disputes from the Office of the Tax Assessor

by conducting hearings for the Boards consideration and determination.


Actual

FY 09

Actual

FY 10

Actual

FY 11

Estiamte

FY 12

Projected

Number of cases received

SG1/

PG1100 125 34 140 65

Percentage of determinations

issued*

SG1/

PG1 n/a 75% 50%* 75% 75%*

*Data was undetermined during Fiscal Year 2011s Annual Performance Report. Due to non-issuance of tax bills, there were

no hearings until the last quarter of 2010. The Fiscal Year 2010 actual has been adjusted to reflect accurate activity.

*n/a denotes information not available


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Org 39020 Departmental Business Office

Functional StatementThe Departmental Business Office compiles the annual budget estimates, monitors appropriated and allotted

funds, and processes personnel and payment documents.

*Processes personnel and payment documents


Org 39100 Accounting Administration

Functional StatementThe Accounting Administration Unit administers and supervises the Accounting Activity Centers, including the

Federal Programs Unit, which monitors and supports processing and disbursing federal grant funds obtained by

the Government of the U.S. Virgin Islands.


Actual

FY 09

Actual

FY 10

Actual

FY 11

Estimate

FY 12

Projected

Number of days to update theEnterprise Resource Planning

System

SG1/PG1

1 day 5 days 1 day 3 days 1 day

Average days to complete month

end closings *SG1/

PG115 days 15 days 15 days 10 days 10 days

*Enterprise Resource Planning System was operating in a soft close, preventing data collection. The division expects to catch

up with audits during Fiscal Year 2012.

Org 39110 Accounts Payable

Functional StatementThe Accounts Payable Unit is responsible for pre-audit and data entry of all vendor payment documents, files, andpaid documents and for researching inquiries from vendors.


Actual

FY 09

Actual

FY 10

Actual

FY 11

Estimate

FY 12

Projected

Percentage of Notification of

Personnel Actions processed

within 2-3 days (cycle time)*

SG1/

PG1n/a 90% 95% 95% 95%

Number of days to process a

payment invoice*

SG1/

PG1 n/a 5 days 5 days 3 days 3 days


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Actual

FY 09

Actual

FY 10

Actual

FY 11

Estimate

FY 12

Projected

Average number of days frominitial batch input to check run

SG1/PG1 10 days 2 days 5 days 2 days 2 days

Average number of days from

department approval to accounts

payable check run*

SG1/

PG1n/a 5 days 5 days 5 days 5 days


Org 39120 General Ledger and Federal Programs Unit

Functional StatementThe General Ledger Section administers appropriations and fund accounts; reports financial transactions of the

Government from appropriate general ledgers; produces financial reports; prepares vendor payment documentsfor instrumentalities, inter-fund transfers and establishment of petty cash and impressed funds; and maintains

records for bonded and long-term indebtedness. This Unit also assists with the preparation of the un-audited

financial statements of the Government of the Virgin Islands.

The Federal Programs Section performs pre-audit functions and data entry of all vendor payments disbursed from

federal funds. This Section also reconciles and monitors activities of all federal grants awarded to the Government

of the Virgin Islands.

*Fiscal Year 2009 was erroneously recorded as 4 days in Annual Performance Report.

Org 39200 Treasury Directors Office

Functional StatementThe Treasury Directors Office administers and implements the Governments cash-management policies, manages

day-to-day operations, and provides administrative support for all activities within the Treasury Division.


Actual

FY 09

Actual

FY 10

Actual

FY 11

Estimate

FY 12

Projected

General Ledger Unit:

Number of days to process and

update budget

SG1/

PG11 day 1 day 1 day 1 day 1 day

Federal Program Unit:

Number of days to input

adjustments to the General

Ledger*

SG1/

PG1 2 days 7 days 7 days 4 days 4 days


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Actual

FY 09

Actual

FY 10

Actual

FY 11

Estimate

FY 12

Projected

Average number of days (after

FY end) to complete 100% ofbank reconciliations:

Easy (18)*

Moderate (13) *

Difficult (16)*

SG1/

PG1

1 day

2 days

5 days

180 days 30 days

45 days

90 days

30 days

30 days

120 days

15 days

30 days

60 days

*Indicator was amended to reflect three (3) categories of bank reconciliations in FY 10: Easy or generally achievable within

thirty (30) days; Moderate, meaning will exceed the target of 45 days established to satisfy requirements; and Difficult,

representing a 90 day span as realistic. The estimate for Fiscal Year 2011 is increased due to an employee shortage. Estimates

reflect new staffing challenges within the division.

Org 39220 Revenue Collections

Functional StatementThe Revenue Collections Unit is responsible for timely and accurate collecting, depositing and reporting of

revenues. This Section also administers fund transfers between the Federal Government and the Government of

the Virgin Islands.


Actual

FY 09

Actual

FY 10

Actual

FY 11

Estimate

FY 12

Projected

Number of business days to

deposit revenues collected

SG1/

PG1 1 day 1 day 1 day 1 day 1 day


input revenue data to ERP

system

SG1/

PG1 2 days 1 day 1 day 1 day 2 days

Org 39250 Disbursement

Functional StatementThe Disbursement Unit disseminates and mails all vendor payment checks.


Actual

FY 09

Actual

FY 10

Actual

FY 11

Estimate

FY 12

Projected


disburse vendor checks

SG1/

PG11 day 1 day 1 day 1 day 1 day


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Org 39260 Reconcilement and Audit

Functional StatementThe Reconcilement and Audit Unit reconciles and performs audits of revenue collection and banking transactions

of the Government of the Virgin Islands. This Section also prepares and issues revenue reports; certifies, trains and

audits government collectors; processes dishonored checks; processes affidavits for lost checks and affidavits for

checks for deceased employees; maintains files of cancelled checks; and posts revenues to the Financial

Management System (FMS) and the Enterprise Resource Planning (ERP) System.


Org 39000 Government Insurance Fund

Functional StatementThe Government Insurance Fund Section provides insurance coverage to employees with liabilities and ensures

compensation for job accidents when employees are entitled to medical and vocational care, and restores

appropriate wages. This Section also administers an Uninsured Claims Fund to compensate for uninsured

employers expenses.

Approximately $500K of receivables is un-collectable due to bankruptcies.

Org 39400/39410/39020/39030 Management Information System

(Administration)

Functional StatementThe Management Information System Administration oversees and maintains the safekeeping, training and

functioning of the Governments Enterprise Resource Planning (ERP) and its infrastructure. Functional support andpost-processing services are provided to include additional support to end-users issues, management of the

helpdesk tracking system and coordination of training/workshops. The Division also provides maintenance support

for all Department of Finance information technology resources.


Actual

FY 09

Actual

FY 10

Actual

FY 11

Estimate

FY 12

Projected

Percentage of dishonored checks

based on total number collected

SG1/

PG1n/a 10% 4% 5% 2%

Number of business days to post

revenues to the General Ledger

SG1/

PG1 2 days 2 days 2 days 2 days 2 days


Actual

FY 09

Actual

FY 10

Actual

FY 11

Estimate

FY 12

Projected

Outstanding insurance premium

receivables*

SG1/PG1 $755,650 $825,450 $750,000 $945,000 $925,000


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Actual

FY 09

Actual

FY 10

Actual

FY 11

Estimate

FY 12

Projected

Number of Training Hours

provided to staff*

SG1/

PG110 hours 10 hours 24 hours 20 hours 40 hours

*Historical data for Fiscal Year 08 and Fiscal Year 09 was erroneously omitted from Fiscal Year 2010 Annual Performance Report.

Org 39410 Systems Administration

Functional StatementThe Systems Administration Unit provides technical maintenance and support for the ERP application suite, core

systems hardware and operating systems, and its transport architecture, and makes technical support available for

the ERP user-community.

Key Performance Indicator(s) SG/PG FY 08Actual

FY 09Actual

FY 10Actual

FY 11Estimate

FY 12Projected

Number of hours of down-time* SG1/

PG1

36 hours 24 hours 24 hours 24

hours

24

hours

Number of help desk calls

received

SG1/

PG1

270 450 900 550 1,000

Percent of routine help desk calls

resolved within 2 hours**

SG1/

PG1

n/a 85% 0% 98% 94%

*Indicator reflects hours

**Division did not track


(Help desk call routed to various locations makes tracking difficult.)

Org 39420 Computer Operations

Functional StatementThe Computer Operations Unit completes all ERP end-user processes. This Unit facilitates and resolves all user

issues regarding the use and functionality of the ERP.


Actual

FY 09

Actual

FY 10

Actual

FY 11

Estimate

FY 12

Projected

Number of major end-user

functional processes (modules)

supported by MIS staff *

SG1/

PG1

8/7

FMS/ERP

8/9

FMS/ERP

12

ERP

16

ERP

13

ERP

FMS = Financial Management System

ERP = Enterprise Resource Planning

*Specifies nature of support


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Org 39430 Help Desk Services

Functional StatementThe Help Desk Services Unit handles all post-processing services and provides first line support to users issues in

addition to managing the Help Desk Service Call-Tracking System and coordinating training workshops for end

users.


Actual

FY 09

Actual

FY 10

Actual

FY 11

Estimate

FY 12

Projected

Number of daily help desk

requests serviced*

SG1/

PG1 170 827 900 900 1,000

*The number of helpdesk calls is estimated at 1000 for Fiscal Year 2011. This is due to the fact that for Fiscal Year 2010, with

the implementation of the Human Resource (HR) and Payroll Module,fewer service-request calls came in associated with HR

and Payroll or with issues related to the implementation of the Grants Module and Bids and Quote Subdues (Fiscal Year 2010

and Fiscal Year 2011). However, the introduction of other modules will cause an increase in incoming calls; thus, Fiscal Year

2012 projections are raised to 1,000. (This division was omitted from the 2011 Budget Book but appears in prior years.)

Org 39500 Payroll

Functional StatementThe Payroll Unit processes Government payroll checks, prepares payroll-related tax reports and maintains

employees leave records.


Actual

FY 09

Actual

FY 10

Actual

FY 11*

Estimate

FY 12

Projected

Average number of days toissue a payroll liability check

SG1/PG1 n/a 3 days 3 days 3 days 3 days

Number of days to process

donated leave checks*

SG1/

PG1 n/a 5 days 5 days 5 days 5 days


*Projection for Fiscal Year 2011 was not made in the 2011 Budget Book.

Org 39600/39610/39620 Reporting & Audit Assurance (Administration)

Functional StatementThe Reporting and Audit Assurance Administration Division establishes and administers the standards for financial

reporting and an internal audit for the Government of the Virgin Islands through an annual financial reporting and

internal audit plan.


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Actual

FY 09

Actual

FY 10

Actual

FY 11

Estimate

FY 12

Projected

Number of audit findings*SG1/

PG1 n/a 23 3 20 20

Percentage of aging audit

findings resolved

SG1/

PG1n/a n/a 50% 25% 25%

*Fiscal Year 2009 historical was erroneously recorded as n/a in Annual Performance Report

Org 39610 Financial Reporting

Functional StatementThe Financial Reporting Unit provides accounting assistance to the General Ledger area and compiles the annual

un-audited financial statements of the Government of the Virgin Islands.


Actual

FY 09

Actual

FY 10

Actual

FY 11

Estimate

FY 12

Projected

Number of days to prepare

annual un-audited financial

statements

SG1/

PG1n/a 120 days 120 days 120 days 120 days


Org 39620 Internal Audit

Functional StatementThe Internal Audit Unit assesses and tests internal controls of the Government of the Virgin Islands administered

through annual audit plans and audit programs.

*No data submitted


*Projection for Fiscal Year 2011 was not made in the 2011 Budget Book.


Actual

FY 09

Actual

FY 10

Actual

FY 11

Estimate

FY 12

Projected

Number of internal control

violations found*

SG1/

PG1n/a n/a n/a 10 10


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Documents

Finance KPI's.pdf