RUNNING MULTIPLE CONTRACTS – Susan White, ACKCO, Inc –

WORKSHOP OBJECTIVES:  How To Build Sustainability Into Your Program  How To Prepare for Change  How States Can Monitor the Contracts

HOW TO BUILD SUSTAINABILITY KEY ELEMENTS: Strategic Planning Agency Systems

HOW TO BUILD SUSTAINABILITY PROGRAM STABILITY STRATEGIC PLANNING Where are we now? How did we get here? Where are we going? Where should we be going? How will we get there?

HOW TO BUILD SUSTAINABILITY OPTIONS: No Change Social Entrepreneurship Leveraged Resources Alternative Funding Sources Federal State Private

PREPARE FOR CHANGE ASSET MAPPING Mobilizing of individuals, agencies, businesses, and organizations to make connections and build capacity Community Asset Mapping Agency Asset Mapping

PREPARE FOR CHANGE COMMUNITY ASSETS Define Your Communities: Business Community Non Profit Community Government Community Geographic Community Service Community

PREPARE FOR CHANGE COMMUNITY ASSETS (con’t) Starts with what is present in the community Concentrates on the agenda-building and problem-solving capacity of the different communities Stresses local determination, investment, creativity, and control

PREPARE FOR CHANGE COMMUNITY ASSETS (con’t) List Of Assets Strong Working Relationship Intermittent Working Relationship Weak Working Relationship Should Work With No Working Relationship Comments

PEPARE FOR CHANGE AGENCY ASSETS 1.Cash 2.Equipment 3.Human 4.Other

PREPARE FOR CHANGE ACTION PLAN Objective: ActivitiesBegin DateEnd DateIndividual Responsible

PREPARE FOR CHANGE Systems Rules and Regulations Federal Financial Management Standards Records that identify adequately the source and application of funds for federally sponsored activities Written procedures for determining the reasonableness, allocability and allowability of costs in accordance with the cost principles Accounting records supported by source documentation

PREPARE FOR CHANGE Systems (con’t) System Requirements Must be able to record financial activities by type of expenditure (account). Must be able to record financial activities by program or department. Agency’s Chart of Accounts must support the tracking of financial activities by program or department, account and job.

PREPARE FOR CHANGE Systems (con’t) Allocation of Costs by Funding Source Identify the service/goods and costs of each to be allocated to multiple funding sources, Determine the method (unit) for costing of each service/goods to individual funding sources, Identify the source documentation to support the cost, and Allocate costs mathematically.

PREPARE FOR CHANGE Systems (con’t) EXPENDITURES ExpenseMethod of AllocationSource Documentation Payroll Fringe Benefits Contractual, if applicable Materials Vehicles and Operation Telephone Insurance Office Space and Utilities

STATE MONITORING INTERNAL AND EXTERNAL REVIEW Step 1: Print out a list of expenditures for a specified time period Step 2: Pull the source documentation of each expenditure and verify Step 3: Conduct a cash analysis for each program/department

STATE MONITORING INTERNAL AND EXTERNAL REVIEW (con’t) REVIEW OF EXPENDITURES PayeeTotal Amount Source DocExpense Account Program or Department Program Amount Comments Example T. Wauneka2,500.00TimesheetPayroll DOE Utility 1, , Actual hours per program document on timesheet

STATE MONITORING INTERNAL AND EXTERNAL REVIEW (con’t) 1.Revenue and expenditures are cumulative DOELIHEAPUTILITY a.Revenue Advances Invoice Payments b.Total Revenue c.Expenditures Expenditures Unliquidated Obligations d.Cash Outlays (Expenditures less unliquidated obligations) Cash Balance (b-d)