Transportation Final 12-10-08 -   Administration and Overhead

Review and update procedures.

Reviewing and updating HRMS procedures is due to be completed by December 2008.

Complete detailed evaluations and implementation plans of 1) current processes to determine what functions and processes can be centralized, and 2) process flows to ensure timely transmittal of data.  For HR Personnel Administration, Expenditure Accounting, and vendor payment in the Ferries Division.

Through the evaluation we implemented  improvements to internal controls over expenditure accounting and identified future opportunities for efficiencies through imaging of financial documents. The evaluation determined that centralization of expenditure accounting would only be efficient and effective with support of a modern procure to pay financial system. While WSDOT doesn't currently have such a system, we are an active partner in the OFM led Roadmap Initiative which establishing the future direction of Enterprise financial and administrative systems.

Evaluate the current entry into Citrix and establish processes to eliminate the unnecessary duplication, and assure that other business applications of Citrix continue to meet region's needs.

Citrix is a software tool used to host and provide access to applications remotely.  In this case, the application is a database used in the NW Region of WSDOT to track HR processes.  It was determined that the regional database, hosted via Citrix, was not a duplication with HRMS.  However, WSDOT continues to explore the potential benefits the regional database could bring to the entire agency.  These benefits could include improved tracking during the hiring and termination of employees.  (i.e. Equipment check in/out, building access, computer system(s) access, etc.)

Evaluate the options for a computerized purchasing system.  

WSDOT continues to actively participate in the Roadmap process with both General Administration (GA) and the Office of Financial Management (OFM).  In the last three months, the Department's Purchasing and Materials Management Office has contributed to the OFM enterprise data definition/chart of accounts work group and to the GA procurement reform work group.  WSDOT's internal critical applications team also examined the procure-to-pay business process in Sept 2008.

Evaluate staff training and process changes

Accountability and Financial Services (AFS) completed the evaluation of staff training and process changes.

Convene work group with WSDOT and other interested parties to explore statewide solutions to payroll processing and distribution issues.

The work group to study statewide solutions to payroll processing and distribution issues is due to provide recommendations to the Legislature in 2009.

Review cash receipting practice to assure strong internal controls and efficiency are maintained.

AFS completed the review of cash receipting practice to assure strong internal controls and efficiency are maintained.

Pending: need additional information

Explore alternate reporting structures for Internal Auditing.

The review of Internal Audit Reporting structures is in progress by OFM, as part of the update of Chapter 20 of the Statewide Administrative and Accounting Manual, including guidance for internal audit, risk management, and internal controls.

Evaluate opportunities for stronger functional alignments between headquarters and the Ferries Division, specifically in the budget, human resources, planning, project management, and communications functions.   

The review of opportunities for stronger functional alignments between the Ferries Division and headquarters is complete.