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FM Process and Procedures
The Office of Planning and Budget (OPB) and the State Accounting Office (SAO) have recognized the need for standardize business policies and procedures that communicates clear and concise methods for handling program budgeting. It is also asserted that reconciliations between OPB and SAO financial applications be completed in a timely manner. Thus, the Financial Management Process and Procedures project began in December 2006.
Approach of the Project
The overall approach was as follows:
- Develop standard fact gathering Questionnaire
- Identify agency Focus Group
- Interview agencies in the Focus Group based on the Questionnaire
- Review Findings and Recommendations with the Focus Group
- Solicit Validation of the Findings with state-wide agencies (Survey)
- Concurrently Develop Draft Policies, Procedures and define tools
- Solicit additional feedback from Focus Group on the draft documents
- Develop Training Tools/ Programs (with CVT)
- Deliver Training
Seven agencies were identified as our Agency Focus Group:
- DOT - Department of Transportation
- DHR - Department of Human Resources
- DTAE - Georgia Department of Technical and Adult Education
- DOE - Department of Education
- DDS - Department of Driver Services
- P&P - Georgia State Board of Pardons and Paroles
- OPB - Office of Planning and Budget
The selections was based on agency size, program and funds management complexity, and multi-year project requirements, with the inclusion of a sample of smaller agencies to get a good agency-wide overview. We began interviewing focus group agencies based on a standard questionnaire to identify the agency’s method in handling such items as Allotments, Amendments, Attached Agencies, Carry-Over Funds, Revenue Recognition and Allocation, Encumbrances, and the overall reconciliation process between BudgetNet and PeopleSoft applications based on program budgeting. We noted challenges in all aspects of the reconciliation process and the areas needing improvement.
Common themes emerged through our discussions with the agencies. The findings were categorized into the following workable sets: Lack of Policies; Lack of Procedures and Tools; Open Data Integrity Issues in PeopleSoft; and, Lack of Uniform Training at Appropriate Levels.
Any questions should be directed to contact Financial Systems communications at fscommunications@sao.ga.gov.
2008 Reconciliation Training/Presentations
Financial Management Process and Procedures 2008 Reconciliation Training and Presentations
Survey
Financial Management Survey