CITY NEW ORLEANS

CITY OF NEW ORLEANS

Reporting Period: June 1 – June 30th

Office of Performance & Accountability

ReqtoCheckSTAT

www.nola.gov/opa

http://www.nola.gov/opa

Context In order to deliver critical services for its citizens—such as constructing roads, rehabilitating homes, or picking up trash—the City often engages with private companies with specialized expertise. Because these and other services are so critical, Mayor Landrieu has made it a priority for vendors to be selected fairly, for contracts to be negotiated expeditiously and in the best interests of New Orleanians, and for vendors to be paid in a timely manner. What is ReqtoCheckStat? In order to improve the performance, accountability, and transparency of the City’s contracting system, Mayor Landrieu asked the Office of Performance and Accountability to design a performance management program for the entire process of contracting out services—from the requisition of budgeted funds to the issuance of check for services rendered. The result is ReqtoCheckStat, a performance management system where key City officials review data to assess how the City is meetings its goals and to hold departments accountable for their results. ReqtoCheckStat, which takes place monthly, are working meetings, intended to provoke constructive dialogue on what is working, what is not, and what the City needs to do to improve. Can I participate? This meetings are open to the public. Members of the public are invited to submit questions, which will be addressed by City officials.

Procurement Process Overview*

Requisition

•Department identifies need, and creates a requisition

•Requisition to use budgeted funds is approved by different offices

Procurement / DBE

•Approved requisition is reviewed by the Bureau of Purchasing

•Requisition is converted to Purchase Order (PO), Bid or Request for Proposal (RFP), depending upon scope of work and dollar amount

Contract Creation and

Routing

• Department routes contract materials through the system in order to obtain a contract

Contract Processing

and Approval

•Contract is reviewed for form, legality by Law Department

•CAO, City Attorney, Executive Counsel, Mayor/ Council review and approve contract

Payment

•Department reviews invoice and submits payment voucher to Accounts Payable (AP) to process payment

•Accounts Payable processes requests and makes payment

*See a more detailed process map on slide 30

Note : The reporting period covering the period 12.15.2011 to 1.31.2012 includes 1 ½ months of activity .

Requisition Approval

• Requisition Approved and Processed per Period

• Requisition Approval Queue by Approval Level

• Approval Time of Requisitions

Requisition Procurement

/ DBE


Routing

Contract Processing

and Approval Payment

Source : City of New Orleans Procurement System 6.30.2012

Requisition Procurement / DBE Contract Creation and Routing Contract Processing and Approval Payment

Approval Queue at 57 Requisitions as of 6.30.2012

66 63 57

976 979 933 939

Ending Approval Q4.30.2012

New RequisitionsCreated

RequisitionsApproved


New RequisitionsApproved

RequisitionsProcessed


Requisition Approval Queue General Fund for Period Ending 6.30.2012

130

48 51 47 29 34

214

132

40 19 34 17

33

42

6

344

213

133

66 63 57

0

50

100

150

200

250

300

350

400

1.31.2012 2.29.2012 3.31.2012 4.30.2013 5.31.2012 6.30.2012

Finance

Budget

Department

Requisitions in Q to be Approved

8

1

3

5

0 2 4 6 8 10

2 Days or Less

3- 5 Days

6-10 Days

Over 10 Days

Age of Requisitions in Q Budget Office

1

5

0 10 20 30 40

2 Days or Less

3- 5 Days

6-10 Days

Over 10 DaysAge of Requisitions in Q Finance

Source : City of New Orleans Procurement System 6.30.2012


Number of Days to Approve Requisitions

2.1 2.45 1.88

0.6 0.6 0.45

1.0 0.55 0.57

0.6 0.4 0.87

3.10 3.00 2.45

1.21 1.02 1.32

0

1

2

3

4

1.31.2012 2.29.2012 3.31.2012 4.30.2012 5.31.2012 6.30.2012

Average Number of Days to Approve Requisitions by Reporting Period (Budget Office and Department of Finance)

Finance(1 Working Day Target)

Budget(2 Working Day Target)

3 Working Day Target

Days to Approve 1.31.2013 2.29.2012 3.31.2012 4.30.2012 5.31.2012 6.30.2012

2 or less 71% 53% 74% 96% 96% 99%

3 Days 9% 15% 8% 3% 2% 1%

4-5 Days 9% 25% 11% 1% 1% 0%

6-10 Days 10% 7% 6% 0% 1% 0%

11-15 Days 1% 0% 1% 0% 0% 0%

Over 15 Days 0% 0% 0% 0% 0% 0%

Budget 2012

Days to Approve 1.31.2012 2.29.2012 3.31.2012 4.30.2012 5.31.2012 6.30.2012

1 or less 85% 99% 97% 96% 100% 93%

2 Days 7% 1% 2% 2% 0% 5%

3-5 Days 8% 0% 1% 2% 0% 2%

6-10 Days 0% 0% 0% 0% 0% 0%

11-15 Days 0% 0% 0% 0% 0% 0%

Over 15 Days 0% 0% 0% 0% 0% 0%

Finance2012

Requisition to Procurement

• Processing of Requisition by Bureau of Purchasing

• Status of Requisitions Awaiting Buyer Response

• Time to Convert Requisition to PO

• Status of Requests for Proposals

• Status of Bids

• DBE Compliance (Preliminary Data)

Requisition Procurement

/ DBE


Routing

Contract Processing

and Approval Payment

Source : Obtained from the Bureau of Purchasing 6.1.2012 and 6.30.2012


The Number of Requisitions in Queue Waiting to be Processed by the Bureau of Purchasing Increased to 171

141 148 171

979 972 939 916



Requisitions Processed Ending Approval Q5.31.2012


Requisitions Processed Ending Approval Q6.30.2012

Bureau of Purchasing Requisition Processing General Fund for Period Ending 6.30.2012

Status Count

Completed as of 7.9.2012 63

Need Contract 83

Processing Procurement 15

Waiting for Support 10

Grand Total 171

Status of Reqs Awaiting Buyer Processing

Status Count

Economic Development 2

Property mgmt. 2

Public Works 2

Aviation Board 1

NORD 1

Parks & Parkways 1

Police 1

Grand Total 10

Waiting for Support

92% 93% 93% 89% 85% 86% 92%

7% 3% 4% 5% 7% 9% 3%

1% 5% 3% 6% 8% 5%

5%

0%10%20%30%40%50%60%70%80%90%

100%

11.16.201112.15.2011

12.16.20111.31.2012

2.1.20122.29.2012

3.1.20123.31.2012

4.1.20124.30.2012

5.1.20125.31.2012

6.1.20126.30.2012

9 Days and Over 5 - 8 Days 0 -4 Days

The Bureau of Purchasing Processed Requisitions in Four Days or Less 86% of the Time (Average 920 POs per month)

* 6.1.2012 -6.30.2012 Includes time Req. to PO & RFPs and Bids time Req. received to time send to OIG

Source : Bureau of Purchasing 6.1.2012 and 6.30.2012


6

4 4

9

2 3

4

7 4

7

2 2 3

Ending RFP Q4.30.2012

RFP Requests RFP Completed/ Cancelled


RFP Requests RFP Completed/ Cancelled


The Number of RFPS in Process Stands at 14 as of 6.30.2012

Waiting Committee Meeting

Waiting Opening Date

Total 15

Total 15 Waiting Information From Department / Other

Total 14

33% 33% 30% 36% 33% 43%

33% 50% 60% 50% 56%

48%

33% 17% 10% 14% 11% 10%

0%10%20%30%40%50%60%70%80%90%

100%

1.31.20123

YTD(2.29.2012)

6

YTD(3.31.2012)

10

YTD(4.30.2012)

14

YTD(5.31.2012)

18

YTD(6.30.2012)

21

10 andAbove

4 to 9

3 andbelow

Number of Proposals Received for RFPs Completed YTD 2012 (as of 6.30.2012) Department Brief Description

Police Survey

Finance Municipal Revenue Collection System

Law Insurance Producer of Record

Finance Investment Consultants Retirement

Economic Development Alternative/Temporary Staffing Svcs

Aviation Board Land Use

French Market Corp Multi-Use Parking Facility

Awaiting Committee Meeting

Department Brief Description Comment

CAO Group Term Life Plan Awaiting Decision

OCD Online Auction Services N.O. East Awaiting Decision

Public Works Curbside Management & Enforcement Awaiting Decision

Waiting on Support / Response from Departments

Source : Bureau of Purchasing 6.1.2012 and 6.30.2012


* Includes cancelled Bids for which proposals were not received

8 3 1

6

5

12

5

4 7*

6

4

3 1

Ending Bid Q4.30.2012

Bid Requests Bids Completed/ Cancelled

Ending Bid Q5.31.2012

BID Requests BID Completed/ Cancelled

Ending BID Q6.30.2012

The Number of Bids in Process Decreased to 8 as of 6.30.2012

Waiting Opening Date

Waiting on Department

Total 18

Total 11

Total 8 In Process Bureau of Purchasing/DBE

9% 13% 24% 25%

34%

82% 75% 67% 69%

61%

100%

9% 13% 10% 6% 5%

0%10%20%30%40%50%60%70%80%90%

100%

1.31.20121

YTD(2.29.2012)

11

YTD (3.31.2012)

16

YTD(4.30.2012)

21

YTD(5.31.2012)

32

YTD (6.30.2012)

38

10 andAbove

4 to 9

3 andbelow

Number of Proposals Received for Bids completed YTD 2012 (as of 6.30.2012) YTD 38 Completed

Department Brief Description Comment

Capital NOFD Engine 31 Waiting Bid Recommendation

Awaiting on Department


Source : Office of Supplier Diversity 6.30.2012

Cumulative YTD Percentage of DBE Committed Award Value as of 6.30.2012

1,190,946

4,756,283

7,905,779

$15,245,959

25,856,902 29,134,437

-

5,000,000

10,000,000

15,000,000

20,000,000

25,000,000

30,000,000

35,000,000

January February March April May June

DBE Commitment for Bids/RFPS Opened and that Have Been Reviewed by the Office of Supplier Diversity

Cumulative Estimated Contract Value 35% Goal DBE Award Value Committed

35% Goal

38% YTD Actual

5 9

3 4 3 2

3

3

4 3 1 1

3

1 3

1

8 3.2 Days

15 5.6 Days

8 5.1 days

7 4 Days

7 8.5 Days 4

6 Days

0

5

10

15

20

1.31.2012 2.29.2012 3.31.2012 4.30.2012 5.31.2012 6.30.2012

Over 10 Days

4-10 Days

0-3 Days "Target"

Time to Process DBE Validation by the Office of Supplier Diversity 2012 Requests Completed (Working Days)

units

Contract Package Routing

• Average Contract Routing Time

Requisition Procurement /

DBE Contract Creation

and Routing

Contract Processing and

Approval Payment

Source : ECMS 6.30.2012


Average Time to Approve Contracts Meeting Target

2.3

1.1 0.6

1.3 1.4

0.4

0.4

0.5

1.8

0.3

0.6

0.4 0.9

1.6

0.9

0.8

0.5 0.5

1.0

1.2

4.1

2.4 2.5

5.7

3.8

0.0

1.0

2.0

3.0

4.0

5.0

6.0

2.29.2012 3.31.2012 4.30.2012 5.31.2012 6.30.2012

Average Approval Time of Contracts by Approval Level in Days (by period)

CAO (1 daytarget)

Civil Service (1day target)

Finance (1 daytarget)

Bureau ofPurchasing (1 daytarget)

4 day aggregate target

Routing Aggregate Time 4.9 Days 5.15.2011

3 2 Days Purchasing

Finance

Civil Service

CAO

0 1 2 3 4 5

7 Contract Request are in Q as of 6.30.2012

4 5 Days

Days to Approve 4.30.2012 5.31.2012 6.30.2012 Days to Approve 4.30.2012 5.31.2012 6.30.2012

0-1 Days 91% 91% 83% 0-1 Days 93% 61% 90%

2- 3 Days 9% 7% 8% 2- 3 Days 7% 31% 0%

4-7 Days 0% 1% 9% 4-7 Days 0% 8% 10%

Over 8 Days 0% 1% 0% Over 8 Days 0% 0% 0%

Days to Approve 4.30.2012 5.31.2012 6.30.2012 Days to Approve 4.30.2012 5.31.2012 6.30.2012

0-1 Days 93% 74% 100% 0-1 Days 88% 76% 65%

2- 3 Days 2% 3% 2- 3 Days 9% 19% 28%

4-7 Days 5% 23% 4-7 Days 3% 3% 6%

Over 8 Days 0% 0% Over 8 Days 0% 2% 1%

Finance Distribution Approval

CAO Distribution Approval

Bureau of Purchasing Distribution Approval

Civil Service Distribution Approval

Contract Approval Process

• Contract Processing and Approval

Requisition Procurement /

DBE Contract Creation

and Routing


Approval Payment


Contracts: All Contracts Processed, Received and in Queue 7.15.2011 – 6.30.2012 (Legal Review, CAO, Vendor Signature, City Attorney, Executive Council, Mayor/City Council)

Source : Law Department and ECMS System 7.1.2012

157 161 154 151 133 133 109

170 188 183 212

186 206

112 108

40 47 90 93 81 99

39 63

141

80 114 96 111 116 123

94 100 126 120 100

0

50

100

150

200

250

300

350

7.15.2011 8.15.2011 9.15.2011 10.15.2011 11.15.2011 12.15.2011 1.31.2012 2.29.2012 3.31.2012 4.30.2012 5.31.2012 6.30.2012

All Contracts Processed, Received and in Q at the End of the Reporting Period as of 6.30.2012 (in units)

216 Contracts as 3.15.2011 2011 2012

In Queue Received

Closed

2 4

-7 -3 -18 -24

61

18

-5

29

-26

20

-40

-20

0

20

40

60

80

7.15.2011 8.15.2011 9.15.2011 10.15.2011 11.15.2011 12.15.2011 1.31.2012 2.29.2012 3.31.2012 4.30.2012 5.31.2012 6.30.2012

Net Change in Contracts Queue

2012 2011

Increase Q

Decrease Q


Contracts : All Contracts in Process by Period (Legal Review, CAO, City Attorney, Executive Counsel, Mayor/Council Approval)

Source : Contract Management System ECMS 7.1.2012

43 74

109 94 118

86 104 25

42 26 45

52

47 39

13

24 24 11

13

21 29

6

10 13 13

7 11

10

22

20 16 20

22 21

24

0

50

100

150

200

250

300

12.15.2011 1.31.2012 2.29.2012 3.31.2012 4.30.2012 5.31.2012 6.30.2012

Over 120 Days

91 - 120 Days

61 - 90 Days

31- 60 Days

0 - 30 Days

The Average Age of Contracts Awaiting Processing Decreased to 50 Days

Total 188 Average Days 46


216 Contracts 64 Average Days

3.15.2011




Total 212 Average Days 43 Total 186

Average Days 51

102

19 4 3 39

89

4

165

11 Contracts

69 Contracts 64 Contracts

020406080

100120140160180

Manually RoutedEmergency

(Location NotSpecified)

Attorney Dp. City Att CAO To Send Vendor From Vendor Ordinance Executive Counsel Returned

Location and Average Age of Contracts in Process as of 6.30.2012 (Age from being received from the previous stage)

10 Contracts 15 Contracts

6 Contracts

5 Contracts

ECMS

28 Contracts

Age


Source : : Contract Management System ECMS 7.1.2012

Contracts : All Contracts Executed by Period (Legal Review, CAO, City Attorney, Executive Counsel, Mayor/Council Approval)

30% 41% 33% 42% 34% 48% 54%

70% 59% 67%

58% 66% 52% 46%

60

39

56 62 58

51 40 41

-

10

20

30

40

50

60

70

80

90

100

11.15.2011 12.15.2011 1.31.2012 2.29.2012 3.31.2012 4.30.2012 5.31.2012 6.30.2012

Over 30 Days

0-30 Days

The Average Time to Close Contracts During the Period Increased to 41 Days from 40 Days. 36% of Contracts Were Closed in 30 Days or Less (80% Target)

66 Days 3.15.2011

28%

72%

24

14

2 1 4

15

2

0

5

10

15

20

25

Manually RoutedEmergency

(Location Not Specified)

Legal Review D. City Att CAO To Send Vendor From Vendor Executive Con.

Average Days to Process Contracts Completed During the Period 6.1.2012 - 6.30.2012 (by Stage)

ECMS

Contracts Awaiting Vendor Signature


Source : : Contract Management System ECMS 7.1.2012

Note: Per policy memorandum 122R, each department/agency is responsible for reaching out to the vendor to obtain their signature after the law department sends the initial notification.

Department Number Contracts Average Days Waiting For Signature

AVIATION (Waiting on Law Department to Approve) 2 2

NEIGHBORHOOD STABLIZATION 2 2

NEW ORLEANS BUILDING CORPORATION 1 8

CAO 2 9

LAW 6 17

PUBLIC WORKS 5 17

CAPITAL PROJECT 5 17

ECONOMIC DEVELOPMENT 1 17

MOSQUITO CONTROL BOARD 1 19

SANITATION DEPARTMENT 2 25

HOMELAND SECURITY 9 26

FINANCE 1 30

FIRE DEPARTMENT 1 39

HEALTH DEPARTMENT 3 40

OFFICE OF TECHNOLOGY & INNOVATION 2 41

CIVIL SERVICE 2 41

NORD RECREATION DEPARTMENT 3 44

MAYOR 2 46

DISASTER CDBG UNIT 1 47

BLIGHT & REVITALIZATION 1 47

PROPERTY MANAGEMENT 12 102

The Check: Accounts Payable

• General Fund Payments

• Processing by Accounts Payable

• Payment from Invoice Date

• Capital and Grants Expenditure Payments

• Processing by Accounts Payable

• Payment from Invoice Date

• Detail Review (invoices in the pipeline)

• CDBG Invoice Payments

• DPW Payments

• DPW Revolver Payments

• Capital Projects Payments

• Capital Projects Revolver Payments

Requisition Procurement Contract Creation

and Routing


Approval Payment


Source :Accounts Payable and Office of Performance and Accountability. Collected 7.1.2012 – 7.12.2012

The Percentage of General Fund (and Agency) Payments Processed in 7 Days or Less Increased to 99%

20%

45% 45% 28%

62%

99% 48%

53% 54% 70%

38%

1%

30%

1% 1% 2% 1% 1% 2%

0%10%20%30%40%50%60%70%80%90%

100%

1.31.2012 2.29.2012 3.31.2012 4.30.2012 5.31.2012 6.30.2012

Working Days to Process General Funds and Agencies Check Payments by A/P Office for Periods Ending 1.31.2011 to 6.30.2012 (in %)

(793 Payments June)

Over 30 Days

16 - 30 Days

8-15 Days

7 Days or less

90% Target

12

8 8 9

6

3

0

2

4

6

8

10

12

14

1.31.2012 2.29.2012 3.31.2012 4.30.2012 5.31.2012 6.30.2012

Average Number of Days to Process Invoices by A/P Department (GF Expenditures)

Target 7 Days


The Percentage of General Fund (and agency) Payments in 30 Days or Less Increased to 66% in the Current Period


34% 40% 56% 50%

63% 66%

42% 45%

33% 32% 24% 21%

16% 8% 8% 14% 9% 8% 8% 7% 3% 5% 4% 5%

0%10%20%30%40%50%60%70%80%90%

100%

1.31.2012 2.29.2012 3.31.2012 4.30.2012 5.31.2012 6.30.2012

Percentage of Payments in Days From Invoice Date to Payment for General Fund (or Agency) Expenditures for Periods Ending

1.31.2012 - 6.30.2012(in %) (793 Payments June)

Over 121 Days

61 - 120 Days

31 to 60 Days

30 Days or Less

52 48

40 44

37 38

0

10

20

30

40

50

60

70

1.31.2012 2.29.2012 3.31.2012 4.30.2012 5.31.2012 6.30.2012

Average Number of Days to Pay Invoices From Invoice Date (GF Expenditures)

Target 30 Days

The Percentage of Capital and Grant Payments Processed in 7 Days or Less Remains Over the 90% Target



95% 92% 99% 98% 99% 98%

4% 5% 1% 2% 1% 2% 1% 3%

0%10%20%30%40%50%60%70%80%90%

100%

1.31.2012 2.29.2012 3.31.2012 4.30.2012 5.31.2012 6.30.2012

Working Days to Process Capital Expenditures and Grants Check Payments by A/P Office for Periods Ending 1.31.2012 - 6.30.2012(in %)

Sample 100 selections 90% confidence level +--10

Over 30 Days

16 - 30 Days

8-15 Days

7 Days or less

3 4

2 2 2 2

0123456789

10

1.31.2012 2.29.2012 3.31.2012 4.30.2012 5.31.2012 6.30.2012

Average Number of Days to Process Invoices by A/P Department (Capital and Grant Expenditures)

Target 7 Days


The Percentage of Capital and Grant Payments Made in 45 days or Less from Invoice Date Stands at 69%


68% 66% 69% 69% 71% 69%

10% 15% 16% 7% 10% 9% 15% 14% 10%

12% 10% 20% 7% 6% 5% 12% 9% 2%

0%

20%

40%

60%

80%

100%

1.31.2012 2.29.2012 3.31.2012 4.30.2012 5.31.2012 6.30.2012

Percentage of Payments in Days From Invoice Date to Payment for Capital and Grant Expenditures for Periods Ending

1.31.2012 - 6.30.2012(in %) Sample 100 selections 90% confidence level +-10

Over 121 Days

61 - 120 Days

46 to 60 Days

45 Days or Less

51 47 47 44 43

40

-

10

20

30

40

50

60

1.31.2012 2.29.2012 3.31.2012 4.30.2012 5.31.2012 6.30.2012

Average Number of Days to Pay Invoices From Invoice Date (Capital and Grant Expenditures)

Target 45 Days

Sample Results for Payments Vouched Between 6.1.2012 – 6.30.2012


Source :Accounts Payable Records 6.1.2012 – 6.30.2012 (Information collected between 6.26.2012 -7.12.2012)

Sample 100 Selections 90% Confidence level +--10 Vendor Payment Population 793 6.1.2012 -6.30.2012

General Fund & Agencies

Department No Yes Grand Total

(**) %

Dep.

LateCITY PLANNING COMMISSION 5 5 0%

CLERK OF CRIMINAL DIST COURT 1 1 0%

COUNCIL 29 29 0%

CRIMINAL DISTRICT COURT 2 2 0%

CRIMINAL SHERIFF 2 2 0%

DISTRICT ATTORNEY 2 2 0%

HISTORIC DIST LANDMARKS COMM. 3 3 0%

RIVERGATE DEVELOPMENT CORP 3 3 0%

SAFETY & PERMITS 4 4 0%

PARKWAY & PARK COMMISSION 53 2 55 4%

PUBLIC WORKS 36 2 38 5%

CORONER'S OFFICE 17 1 18 6%

FINANCE 15 1 16 6%

GENERAL SERVICES 15 1 16 6%

HEALTH 29 2 31 6%

LAW 27 2 29 7%

FIRE 10 1 11 9%

NORD 68 7 75 9%

LIBRARY 44 6 50 12%

PROPERTY MANAGEMENT 30 5 35 14%

N O MOSQUITO CONTROL BRD. 41 7 48 15%

CHIEF ADMINISTRATIVE OFFICE 57 13 70 19%

NEW ORLEANS AVIATION BOARD 83 19 102 19%

HUMAN SERVICES 13 3 16 19%

MAYORS OFFICE 34 8 42 19%

ECONOMIC DEVELOPMENT 4 1 5 20%

REGISTRAR OF VOTERS 4 1 5 20%

OFFICE OF HOUSING & URBAN DEV. 3 1 4 25%

POLICE 27 11 38 29%

SANITATION 11 5 16 31%

CIVIL SERVICE 10 5 15 33%

NEIGHBORHOOD HOUSING APPR. 4 3 7 43%

Total 686 107 793 13%

Over 60 Days

(**)Represents the percentage of payments over 60 days, from invoice date, for the specific department.

Capital & Grants

Department No Yes Grand Total(**) %

Dep. Late

CRIMINAL JUSTICE 2 2 0%

FIRE 1 1 0%

HOMELAND SECURITY 8 8 0%

MAYOR 4 4 0%

MOSQUITO 1 1 0%

NORD 3 3 0%

PROPERTY MANAGEMENT 1 1 0%

OCD 21 3 24 13%

CAPITAL 15 3 18 17%

HEALTH 16 4 20 20%

DPW 6 12 18 67%

Total 72 22 100 22%

Over 60 Days

Progress Report 5.15.2012 – 6.30.2012


Source :Accounts Payable Records 5.15.2012 – 6.30.2012

80% 81% 83% 83% 83% 87% 79% 81% 76% 85% 88% 82% 86% 87%

20% 19% 17% 17% 17% 13% 21% 19% 24% 15% 12% 18% 14% 13%

0%

20%

40%

60%

80%

100%

5.15.2011 6.15.2011 7.15.2011 8.15.2011 9.15.2011 10.15.2011 11.15.2011 12.15.2011 1.31.2012 2.29.2012 3.31.2012 4.30.2012 5.31.2012 6.30.2012

Percentage of Payments in Days From Invoice Date to Payment for General Fund 5.15.2011 - 6.30.2012(in %)

95% confidence level +-5

Payments Over 60 DaysPayments Under 60 Days

66% 74% 86%

71% 83% 79% 78% 77% 78% 81% 85% 76% 81% 78%

34% 26% 14%

29% 17% 21% 22% 23% 22% 19% 15% 24% 19% 22%

0%

20%

40%

60%

80%

100%

5.15.2011 6.15.2011 7.15.2011 8.15.2011 9.15.2011 10.15.2011 11.15.2011 12.15.2011 1.31.2012 2.29.2012 3.31.2012 4.30.2012 5.31.2012 6.30.2012

Percentage of Payments in Days From Invoice Date to Payment for Capital and Grant Expenditures

5.15.2011 - 6.30.2012(in %) 90% confidence level +-10

Payments Over 60 Days

Payments Under 60 Days

CDBG Invoices: Only a Few Outliers Remain Over the 60 Days Goal

Information obtained from Quickbase ( OCD ) 6.30.2012 – 7.13.2012


Over 60

days

Over 30

days

Processing Stage <=30 31-60 61-90 91-120 Over 120 Total

PM to Send to Owning Department 4 3 1 8

Owning Department to Send to Accounting 2 2 4

Accounting to Approve 4 1 5

State DRU to Send to State Finance 4 7 1 12

State Finance to Pay City 4 40 2 3 49

Payment to Hit City's Bank 1 19 20

City to Cut Check 7 3 10

Total 19 79 4 0 6 108

Reasons for Delay

Dispute with the vendor

Misplaced / not processed timely

With the State (average 15 days) 26 2

Contract being processed 1 3

Other 21 1

Paid as of 7.13.2012 31 1 3

Age

45 20

47 74 68

19

29 62 43

58 23

79

41 53 47

5

1 4

22 14 5 4

1

9 9 9 4

5 6

146 158 151 145

98 108

0

50

100

150

200

1.31.2012 2.29.2012 3.31.2012 4.30.2012 5.31.2012 6.30.2012

Over 120

91-120

61-90

31-60

<=30

OCD Aging of Invoices in the Pipeline by Period


Information obtained from Quickbase (DPW Department) 6.30.2012 – 7.13.2012

Over 60 days

Over 30 days

DPW City Invoices: A Number of Invoices in the 120 days Category are Waiting For Contracts to be Processed


PM to Approve 1 6 1 1 6 15

Department to Create Receiver 8 3 3 2 3 19

Finance to Cut Check 2 2

Grand Total 11 9 4 3 9 36

Reasons for Delay

Dispute with the vendor 1

Goods received at a later date / Services

were not rendered

Invoice was missplaced / not processed

Contract being processed 4 1 1 8

Other* 3 3 2 1

Paid by 7.13.2012 1

Age

Other - 1 is pending a final plan change and overrun/underrun statement. The other 8 all had funding issues related to SWB - funding has been

identified for 6 of those invoices (all are pending PJ approvals or a RX approval/conversion).

20 11 18 19 12 11

12

9 3 3 7 9

7

4 5

2 3 4

1

2 1 3 3

24

25 26 9

10 9

64

51 53

36 32 36

010203040506070

1.31.2012 2.29.2012 3.31.2012 4.30.2012 5.31.2012 6.30.2012

Over 120

91-120

61-90

31-60

30

DPW City: Aging of Invoices in the Pipeline by Period


Over 60 days

DPW Revolver Invoices : No Outstanding Invoices

Over 30 days




Reasons for Delay



were not rendered


Amendment/Contract being processed

Other

Paid by 7.13.2012

Age

5 10 1 4

4 4 6 4

3 7

3 2

3

0

34 33 23

9

46 41 38

19 11

0

0

10

20

30

40

50

1.31.2012 2.29.2012 3.31.2012 4.30.2012 5.31.2012 6.30.2012

Over 120

91-120

61-90

31-60

30

DPW Revolver: Aging of Invoices in the Pipeline by Period

Capital Projects City Invoices: Only a Few Outliers Over 60 Days



Over 60

days

Over 30

days


PM to Approve 1 1

Department to Create Receiver 1 1

Finance to Receive from Department 1 2 3

Finance to Cut Check 4 2 6

Finance to Release Check 1 1 2 4

Total 7 2 3 1 2 15

Reasons for Delay



were not rendered


timely 1

Contract being processed

Other 2 1 2

Paid by 7.13.2012 2

Age

24 21 13

7 16

7

7 9

7

3

4

2

1 4

3

3

1

3

1

2

1

1

1

4

1 1

2

36 35

25

15

23

15

0

10

20

30

40

1.31.2012 2.29.2012 3.31.2012 4.30.2012 5.31.2012 6.30.2012

Over 120

91-120

61-90

31-60

30

Capital City: Aging of Invoices in the Pipeline by Period

Capital Projects Revolver Invoices: Only a Few Outliers Over 60 Days

Information obtained from Quickbase (Capital Projects Department ) 6.30.2012 – 7.13.2012



Department to Create Receiver 1 1

Finance to Receive from Department 2 2

Finance to Send to State 3 3

State to Send to Hancock 8 5 2 2 17


Reasons for Delay

Dispute with the vendor 1Goods received at a later date / Services

were not renderedInvoice was missplaced / not processed

timely

Contract being processed

Other

Paid 7.13.2012 5 2 2

Age

Over 60

days

Over 30

days

16 15 17 8

16 13

8 2

5

1

4 5

2

2 2

2

4

1 1 1

3

2 1

2

1 2

33

21 24

11

24 23

0

10

20

30

40

1.31.2012 2.29.2012 3.31.2012 4.30.2012 5.31.2012 6.30.2012

Over12091-120

61-90

31-60

Capital Revolver: Aging of Invoices in the Pipeline by Period

Procurement Requisition

Contract Creation

and Routing

Contract

Processing

and Approval

Payment

Supplemental

Procurement

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CITY NEW ORLEANS

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