Department of Administrative Services

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Department of Administrative Services

• State Controllers Division
• Updated January, 2010

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PROGRAM OVERVIEW

• Operate statewide payroll and accounting systems
  in accordance with national standards and
  regulations
• Develop corporate internal control policies and
  systems that protect Oregons financial data
  integrity
• Produce accurate and timely annual financial
  statements and other financial reports
• Provide small agency accounting and budget
  services

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Programs Services

• Services are provided through five functional
  teams.
• Administration Special Programs
• Statewide Financial Management Services
• Statewide Accounting and Reporting Services
• Oregon Statewide Payroll Services
• Shared Client Services

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Division Administration Special Programs

• Provides leadership and support for statewide
  fiscal actions and initiatives
• Provides statewide accounts receivable guidance
  to agencies
• Provides statewide internal control guidance to
  agencies
• Responsible for external and internal financial
  communications and customer relations
• Provides daily management and administrative
  support to the division
• Short, mid-range and long term planning

5
Statewide Fiscal Management Services (SFMS)

• Responsible for statewide accounting systems
• Provides operational control and system policies
• Provides maintenance and improvements to system
  functionality and efficiencies
• Provides training and support for systems

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Statewide Accounting Reporting Services (SARS)

• Responsible for state and federal fiscal
  compliance activities
• Interprets generally accepted accounting
  principles for state agencies
• Reviews and maintains statewide accounting
  policies and procedures
• Prepares and publishes Oregons annual financial
  report

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Oregon State Payroll Services (OSPS)

• Responsible for the central payroll system
• Provides operational control and system policies
• Provides maintenance and improvements to system
  functionality and efficiencies
• Provides training and support for payroll-related
  payment and reporting services

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Shared Client Services (SCS)

• Responsible for financial services to 25 small
  agencies and the Governors Office
• Provides accounting services including
  transaction processing and filing
• Provides budget preparation and execution
  services including allotment planning
• Prepares financial statements and other
  management reports

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Mission

• To support and ensure accuracy and accountability
  in state government financial systems
• by providing services and controls in the
  management of statewide accounting, receivables,
• financial reporting, and payroll functions.
• Statutory Authority
• ORS 184, 291, 292, and 293 sets the duties and
  powers of the State Controllers Division (SCD).
  SCD policies are published in the Oregon
  Accounting Manual (OAM).

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Why We Do It

• To achieve economies of scale
• Statewide Accounting System (Pay vendors)
• Statewide Payroll System (Pay employees)
• Small Agency Fiscal Services
• Accounts Receivable (Coordinate collection
  effort)
• Meet state and federal statutory requirements and
  national accounting standards
• Statewide Financial Report
• Payroll
• Statewide Federal Compliance Reporting
• Internal Controls

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Goals

• Leadership for statewide financial management
  initiatives
• Financial policy and procedure guidance to
  protect state assets
• Manage and maintain central financial systems
  balancing costs and benefits

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Goals

• Statewide financial reports meeting national
  standards
• Professional training, advice, and customer
  support
• Full compliance with national standards and
  regulations
• Easy access to reliable financial data

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Customers Stakeholders

• State Agency
• Employees
• Payroll Professionals
• State Accountants
• Central Agencies
• Treasury (Banking and Cash Management)
• State Auditors Division
• Other DAS Divisions
• Bond Holders (Investors)
• Federal Agencies

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Service Delivery

• Statewide, centralized systems provided to state
  agencies for payroll, accounting, disbursements,
  accounts receivable and financial reporting
• Statewide controls, policies and procedures
  provide for compliance with state and federal
  regulations and national standards
• Training and support to agencies to prepare,
  process and manage transactions
• Financial services to small client agencies and
  the Governors Office

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SCD Customer Survey Results
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Performance Measures

• Percentage of state agencies earning SCD Gold
  Star Certification
• Number of years out of last five that SCD earned
  GFOA Certificate of Achievement
• Percent of respondents to Department-wide
• Performance Satisfaction Survey who rank SCD
  very good to excellent

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Factors Affecting Services

• New and changing technologies, rules and
  regulations
• Economies of scale achieved through central
  systems
• Relationships with customers
• Trickle-up effect of agency constrained resources
• Aging Infrastructure

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Interagency/Intergovernmental

• Provides financial management, accounting and
  budget services to 25 small agencies and the
  Governors Office
• Assist agencies with systems use, provide
  training and daily customer support
• Provide direction and internal controls for
  Purchase and Travel cards, and accounts
  receivable services

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Growth To State Budget Performance Measure
Source SCD actual data _at_ DAS Operations Division
and Statewide actual data _at_ 2009 Audited
Comprehensive Annual Financial Reported by SCD
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Growth To State Budget Performance Measure
Source SCD actual data _at_ DAS Operations
Division Statewide actual data _at_ 2005 Audited
Comprehensive Annual Financial Report Estimated
amounts by SCD.
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Administrative Cost Controls

• Control paper and distribution costs
• Use website and electronic list services
• Use datamart for reporting
• Use electronic transactions, Credit and Travel
  Cards
• Save staff time and supplies
• Automate or eliminate manual processes
• Streamline business processes
• Increase system operating efficiencies

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Administrative Cost Controls

• Statewide contracts for Accounts Receivable
  collection to enhance state revenues
• Implement ongoing Accounts Payable cost recovery
  methods