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Q&A
Discussion on accounts receivable aging reports and contract tracking
2:31:05
·
6 min
Council Member Julie Won inquires about the availability and accessibility of accounts receivable aging reports for city contracts with nonprofit providers.
- MOCS Director Kim Yu explains that financial reporting, including aged invoices, is available in the Passport system
- DSS Executive Director Diane Mamet describes their approach of one-on-one meetings with providers to review outstanding items
- Discussion highlights the need for better provider access to real-time contract status information
- MOCS is working on developing vendor reporting capabilities to improve transparency and accessibility of contract information for nonprofits
Julie Won
2:31:05
Okay my next set of questions is for these are from Human Services United.
2:31:15
We want to understand has the agency organized an accounts receivable aging report for previous fiscal years?
2:31:29
Has MOCS or any other agency organized an accounts receivable aging report for previous or current fiscal years?
2:32:49
So from passport are you able to create a report with detail of how many individual contracts are unresolved from fiscal year, this fiscal year and prior?
2:34:24
So is this report available to them on passport directly from their view or they have to request it from you directly and you have to pull it for them and share it back?
2:34:43
So how can our providers have purview into this kind of reporting so that they know in real time for each contract?
2:35:37
So again how are our nonprofits going to have purview into what is outstanding for themselves other than they themselves have to track it.
2:35:47
And also if you're a small nonprofit servicing immigrants and you don't have this kind of knowledge on procurement, you don't even know what to ask, how are we going to service them?
2:35:56
They have to come to you and say like how many final cost certificate requests and preliminary or partial cost reports are still pending for themselves?
2:36:05
How are we servicing them?
Kim Yu
2:31:26
Council member Wan will you say it for me one more time just.
2:31:38
So we do do, so we're gonna be, I want to just sort of frame it.
2:31:46
This is what is visible to us in passport, and as we mentioned at the the top of the hearing, we just went through a migration from a legacy system where the human service contracts were completed and paid, and that was migrated over Passport, and so it's gonna be a more narrow set of data than you know ten years per se.
2:32:20
But within passport we do do financials reporting, and part of that financials reporting is on the aged invoices, meaning when the invoice is received accepted by the city, and then the days that are we count the days.
2:32:40
And then also as part of that data we also have the numbers that are associated with those submitted invoices.
2:32:46
So we do have some of that.
2:34:54
Council member one, that's certainly something that we've got our eye on and as I spoke about the vendor reporting that we hope to to turn live this calendar year.
2:35:07
What I can say exists now, there is an invoicing age report that we share out weekly with the agencies.
2:35:14
That is a performance management tool and it's really for the agencies, and we wanted to make sure that the agencies have what they need to do have what they need to do their work.
2:35:28
And then sort of scaling out we do very much have our focus on vendor reporting for this year.
2:36:07
It's a fair question Chairwon and I think what we spoke about earlier about just using a myriad of tools and really taking an approach of meeting people where they are and understanding what they need while also really thinking through what makes sense systematically because technology is an equalizer or can be to a certain extent.
2:36:32
And we just hope with the vendor reporting and we're gonna validate this and we're gonna battle test this and we're gonna take our strategic partners such as the council and such as our umbrella groups to really be at the table with us and think through what makes sense to share with the providers what information they really need to do their work and that can be easily digestible because you're right there's so much information out there to cut through it especially if you're really just focused on your your missions work.
2:37:03
It is a lot.
2:37:04
It's a lot to ask.
Michael Sedillo
2:33:00
I'll jump in Chairwon.
2:33:02
You know we work with HSU and Kristen Miller and team regularly on this issue and for a subset of providers we've even created a standard report to just make sure they're clear on how many budget modifications are in the system, how many aged invoices there are, where they are in the process as a service to both the agency and the nonprofit providers.
2:33:25
And I don't know, Diane, if you want to add in any of the work that DHS has done with all shelter providers to make sure that they're clear on processes and what supports are needed to close out any prior year actions.
Diane Mamet
2:33:41
Thanks executive director Sadio.
2:33:42
So yeah, so we acknowledge that there are a number of barriers to folks having outstanding items.
2:33:48
You know, change in technology notwithstanding.
2:33:51
We have been bringing in each of our providers, having one on one meetings with them to go through with each and every one of their outstanding items.
2:33:58
We leave those meetings with an action work plan and expectations for what will be done and when.
2:34:04
This has been very helpful both for our nonprofits to better understand some of the processes as well as to bring together all of the groups who work on whether they're contracts or they're invoices so that they're all in the same place.
2:34:18
So we've taken a very targeted approach with our nonprofits to help resolve anything that might be outstanding.
2:34:36
So some of the most of the information is in passport.
2:34:39
In order to package it into a report that is something I believe that