fy2022-23 budget kickoff presentation
TRANSCRIPT
11/9/2021
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FY2022/23 Budget Kickoff
What’s Cookin’?
Yuma County Administrator’s Office of Management and Budget
Recipes for Success• Kitchen Timer • Remodeling the Kitchen
• What’s new in MDSS
• Decision Packages (aka budget requests)• Strategic Plan & the Budget Process• Performance Measures• Budget Monitoring• Personnel
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Kitchen Timer
November
December
January
February
March
May
June
JulyAugust
Remodeling the Kitchen
•OMB has provided FY2022/23 suggested baseline budget for all funds
Stage 1 – Initial Baseline Budget
•Enter FY2021/22 year‐end projections for all funds
•Review and enter FY2022/23 (new year) budget amounts without increasing the bottom line for General Fund and Districts
•Review and return personnel spreadsheet to Lucia
•Complete Decision Packages in MDSS – required for all funds
•CIP Decision Packages**
Stage 2 – Department Review – deadline February 18th
•OMB uploads personnel and make any department/agency changes needed to balance budget for recommended budget
Stage 3 – Admin Adjust
•OMB will notify departments/agencies when recommended line items are available in MDSS
•OMB will distribute personnel spreadsheet and decision package disposition
•Board of Supervisors meet with departments/agencies
Stage 4 – Recommended
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Remodeling the Kitchen
•OMB makes adjustments to the budget per Board direction
Stage 5 – Tentative Budget
•OMB makes adjustments to the budget per Board direction
•OMB will notify departments/agencies when adopted line items are available in MDSS
Stage 6 – Adopted Budget
Decision Packages - Deadline February 18th
Are funds in excess of approved
Department Baseline Budget
being requested?
Yes
Supplies & Services
Personnel
Capital Outlay
Other
No Other Forms
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Requesting an Assessment – Deadline December 30th
Facilities Management
Click on Project request and fill out the online request form.
https://www.yumacountyaz.gov/government/facilities‐management/facilities‐management‐request‐for‐project‐assessment‐3761
ITS
Contact ITS Help Desk
Have ready:
1. Facility
2. Start time
3. What the request is
4. CIP or Budget
5. Business need synopsis
6. How much
1. One time/Recurring
HR
Contact Jessica Arciniega to request a reclassification study
Decision Package Rating Criteria
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Yuma County’s Strategic Plan
Leftovers: Yuma County Strategic Plan
Detail how the request will support your department initiatives to meetgoals and its’ alignment with the County Strategic Plan.
• Identify an initiative and/or target output
• Include a performance measure that is directly/indirectly impacted by the request
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Leftovers:Decision Packages – Documentation to tie to Strategic Plan
Example: Request for 3 additional nurses
Target Output: The Health Department will see patients within 15 minutes of their appointment time by FY2025.
Initiative: Open a Health District Clinic to provide increased access to health services in Yuma County.
Narrative:Maintaining current nursing levels with the increasing scheduled appointments for health services, the Health Department will not achieve its performance measure target as evidenced by an increase in wait time from 15.7 minutes in FY18/19 to 16.1 minutes in FY19/20.
Leftovers:Decision Packages – Documentation to tie to Strategic Plan
Example: Substance Abuse Testing
Target Output: To reach a drug court program success rate of 69% by X.
Initiative: To increase the Yuma County’s Drug Court Program through successful outcomes.
Narrative: The targeted population is justice involved individuals that are severally mentally ill (SMI). Often, substance abuse contributes to the lack of effective interventions. Currently, there is no specific funding available for these programs.
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Leftovers: Decision Package – ROI; helpful elements
Define the Return• Will the request increase revenue, create a cost reduction, or cost avoidance
Time savings
Migrating from reactive to proactive
Increased levels of service
Calculate the current/future returns
Leftovers: Decision Package – Supporting Documentation
Submit all that apply:
Gallagher Risk ‐ ERM
Quote
Trending Data
IT / Facilities Management Assessment
HR Memo or Assessment
HR Studies
Job Description
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FY2020/21 Strategic Plan Recap
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Marketplace Gathering: Department Highlights, Initiatives & Performance MeasuresDepartment Page Updates Word document for department highlights and new initiatives
• new initiatives become department highlights for following year?
Excel workbook to report performance measures• report why measure didn’t meet target
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Marketplace Gathering: Department Highlights, Initiatives & Performance Measures
FY2020/21 Department Highlights*The Yuma County Recorder’s Office and Election Services successfully executed two (2) statewide elections, at the peak of a global health pandemic, with the highest voter turnout to date of 68.36% for the 2020 General Election.
*The number of early ballots returned was the highest of any previous election with 81.9% of ballots returned and staff conducted operations to meet the growing demand for return via secure ballot drop boxes, with over 30,000 ballots returned through drop boxes and only slightly over 21,000 ballots returned via mail delivery.
*Public and property recordings increased by 30%, realizing a significant success in efficient process adjustments to meet this sharp rise in recordings.
FY2020/21 Performance Measure Recap
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Budget Monitoring
Whose job is it & Expectation
Leftovers:Budget Monitoring
Is a partnership between the Department & OMB
•Department Level• Monitor frequently; recommended monthly
• Review budget prior to PAFs
• Review budget prior to a significant purchase
• Review budget prior to project/program approval with budget implications
• Outreach OMB for budget issues – i.e., over budget
•OMB Level• Quarterly Financial Reports issued to departments• General Fund
• Outreach departments for budget issues – i.e., over budget
• Focus on future recurring costs associated with purchases, projects, & positions
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Additional Training Available•Budget Process
•MDSS mBudget
•Decision Packages
•Budget Monitoring
•Personnel Budget
•Budget Amendments Process
•Strategic Plan Initiatives & Target Outputs
•Reallocation & Reclassification
Department Point of ContactGIUZEL THOMAS 21115
BOS Constables 1 & 2
County Admin DDS
Housing ITS
Legal Defender Library
Public Defender Public Works
Recorder/Elections
School Superintendent
JENNY UNTERSEH 21056
Adult Probation Assessor
Attorney CIP
Clerk of Superior Court
Engineering Facilities Mgmt.
Fiduciary Financial Svcs.
Health HR
Improvement Dist. Justice Courts
Juvenile Court Non‐Depart
Sheriff Superior Court
Treasurer WIOA
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Personnel
Permanent Savings vs Temporary Savings
Permanent savings are savings that will continue past the current fiscalyear◦ i.e. hiring an employee at lower salary than budgeted
Temporary Savings are savings that will not be available past the currentfiscal year◦ i.e. having a vacant position over a period of time
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February• All Personnel
Items due• Salary Holds• Underfills• Market/Grade
adjustments• Reallocation
Memos• FTE Changes• New/Elimination
of FTEs• OMB reconciles
personnel with agencies/departments
March• Apply Health
Rate Changes (if applicable)
• OMB will upload personnel to MDSS
April• Email
Recommended personnel spreadsheet to department
June• Email Adopted
personnel spreadsheet to department
Personnel Timeline
Vacant General Fund/General Fund assisted positions◦ Budgeted at Minimum Salary & PPO Employee only
◦ Budget authority (Salary Hold) may be retained‐ please submit a decision package
Underfill Positions◦ Budgeted at the underfill position wage (please submit a decision package for anticipated promotions)
◦ It is the department’s responsibility to ensure that the title and pay for underfills are correct
Personnel ReconciliationFY2022/23 Base Personnel will be updated with approved personnel action forms (PAFs) up to February 18, 2022
Personnel Items ‐ Deadline February 18th
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Market/Grade Adjustments◦ Departments who request a market/grade adjustment with Human Resources should also submit a decision packages for the budget authority needed
Personnel Decision Package◦ Decision Package for new positions should include a job description and/or Human Resources analysis
Reallocation Memo◦ Reallocation memos requiring additional budget authority and/or retaining budget authority to complete require a decision package.
Personnel Items - Deadline February 18th
Budget Authority for Compensation adjustments, reclassifications,underfills, market/grade adjustments, salary holds and approvedreallocations for General Fund is currently budgeted in non‐departmentalbudget and transferred as needed
Personnel Budget Amounts
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Questions?