Transcript Who’s Who Handbook Division of Business Management Services

Prince George’s County Public Schools
14201 School Lane =Upper Marlboro, Maryland 20772
www.pgcps.org
Who’s Who Handbook
Division of Business Management Services
A Guide to Understanding the PGCPS Division of
Business Management Services
Board of Education of Prince George’s County
TABLE OF CONTENTS
Introduction………………………………………………............................................3
Division of Business Management Services Mission & Vision Statement……...4
Office of the Chief Financial Officer……………………………………………….. 5
Budget & Management Services……………………........................................... 6
Financial Services…………..............................................................................…… 8
Accounting & Financial Reporting
Accounts Payable
Cash Management
Risk Management
Fiscal Compliance & Quality Assurance…………...............................................13
Payroll Services………………………………………………………………………......15
7/16/2015
2
INTRODUCTION
The Who’s Who Handbook of the Division of Business Management
Services is an in-depth guide to understanding the purpose and functions
of the Business Management Services Division. The Division of Business
Management Services is a service oriented branch within Prince
George’s County Public Schools. Our division is committed to upholding
the Prince George’s County Public Schools’ core beliefs:
•
•
•
•
•
Children ARE our business – and THEY come first
Parents are our partners
Victory is in the classroom
Continuous improvement in teaching, leadership and
accountability is the key to our success
EVERY member of this community shares the responsibility for
successful schools.
Led by the Chief Financial Officer, the Division of Business Management
Services is made up of five departments/areas:
Budget & Management Services
Financial Services
Fiscal Compliance & Quality Assurance
Payroll Services
Purchasing & Supply Services
This handbook highlights key point of service contacts within the Division
of Business Management Services.
7/16/2015
3
Business Management
Services Vision, Mission &
Core Values
Vision
Superior Sustainable Performance. A national model for how business services
should exist in a public school system.
Mission
Quality service that is effective, efficient and accountable.
Services and products meet our customers’ needs with responsibility, relevance,
reliability, and accuracy.
Core Values
Integrity
Service
Excellence
Professionalism
7/16/2015
Collaboration
Mutual Respect
Empowerment
Loyalty
4
Office of the
Chief Financial Officer
Office of the Chief Financial Officer
The Chief Financial Officer (CFO) is the financial officer for the school system and is
responsible for the day-to-day management and oversight of the fiscal affairs of Prince
George’s County Public Schools. Primary functions of the CFO are to:
• Guide effective planning, management and accountability for all fiscal and
organizational school system resources.
• Lead and supervise the departments of Budget & Management Services; Financial
Services (Accounting and Financial Reporting, Accounts Payable, Cash Management
and Risk Management); Payroll Services; Purchasing and Supply Services; and Fiscal
Compliance and Quality Assurance.
• Implement management processes reflecting successful research-based practices.
• Ensure that expenditures occur within approved funding levels and comply with
programmatic and multi-year School Improvement and Accountability plan
requirements.
• Develop monitoring, reporting, and management information systems that link resource
use with performance, support compliance reporting, and facilitate program
effectiveness and staff efficiency.
Chief Financial Officer
Name
Title
Matthew E. Stanski
Interim Chief Financial
Officer
Email
Phone
301.952.6099 or
301.952.6382
Duties: The Chief Financial Officer is the financial officer for the school system and is
responsible for the day-to-day management and oversight of the fiscal affairs of Prince
George’s County Public Schools.
7/16/2015
5
Budget & Management
Services
Budget & Management Services
The Department of Budget & Management Services is primarily responsible for
preparing, managing, and monitoring the operating budget for PGCPS. The
department prepares and provides fiscal and financial information to the
Superintendent, Board of Education, schools, offices, state and county fiscal
authorities, and the public at large. In addition, Budget and Management
Services provides guidance, support and expertise to the offices and schools in
budget formulation and management.
7/16/2015
6
Budget & Management
Services Contacts…
Budget & Management Services
Name
Title
Email
Phone
Colby R. White, Ed.D.
Interim
Director
[email protected]
301.952.6091
Duties: The Director of Budget & Management Services provides the Chief Financial
Officer, Superintendent and Board members with timely, meaningful and accurate
financial and management information as related to school system operations.
Ifeoma Smith
Coordinating
Supervisor
[email protected]
301.952.6779
Duties: The Coordinating Supervisor provides support to the Director of Budget &
Management Services and performs administrative staff work in the analysis of
budgetary data. This position is responsible for analyzing all salaries and serves as the
Oracle coordinator.
Darrell Haley
Supervising
Budget Analyst
[email protected]
301. 952.6329
Duties: The Supervising Budget Analyst provides support to the Director of Budget &
Management Services and provides supervision of all departmental budget estimates
and department operational procedures. This position is responsible for grants and
executive administration accounts.
7/16/2015
7
Financial Services
Financial Services
The Financial Services Department provides systems, procedures, reporting and
internal controls for the effective utilization of financial resources in support of
programs and activities which contribute to the education of students in Prince
George’s County Public Schools.
The activities of the department are characterized by the performance of the
following primary functions:
• Financial Accounting and Reporting, manages all aspects of the school
system’s financial and compliance reporting process, including
Medicaid reimbursement services.
• Accounts Payable, payments to vendors and providers of services.
• Cash Management, manages and executes treasury functions that includes
bank relationship management, cash management, short-term
investment of funds, and treasury operations.
• Risk Management, the system’s self insurance program which includes
general liability, auto liability, property and workers compensation claims .
7/16/2015
8
Financial Services Contacts…
Financial Services
Name
Title
Email
Phone
Kenneth Nwafor,
CPA
Director
[email protected]
301.952.6084
Duties: The Director of Finance is responsible for the overall supervision and daily
operations of the Financial Services Department, and provides the Chief
Financial Officer, Superintendent, and the Board members with timely financial
and management reports. Primary functions of the Director are to:
• Coordinate and manage all the independent financial statement audits and
internal control audits.
• Supervise the System year end closing and preparation of the Comprehensive
Annual Financial Report.
• Ensure proper and timely reporting of financial data to internal and external
parties.
• Supervise the Financial Accounting and Reporting, Accounts Payable, Cash
Management, and Risk Management offices.
Accounting and Financial Reporting Office
Name
Title
Email
Phone
Vittorio Weeks,
CPA
Officer, Accounting &
Financial Reporting
[email protected]
301.780.6737
Duties: The Officer manages all aspects of the School System’s financial and
compliance reporting process. He researches accounting-related issues and
provides guidance to PGCPS personnel on procedures and internal controls. The
Officer also has responsibility for monitoring student activity funds at 209 schools,
accounted for using QuickBooks Enterprise Solutions.
7/16/2015
9
Financial Services Contacts
Continued…
Accounting and Financial Reporting Office
Name
Title
Email
Phone
Pamela Hay
Supervisor,
Accounting
[email protected]
301.952.6343
Duties: The specialized funds supervisor is responsible for accounting related
to capital improvement projects (CIP), food services, self insurance and fixed
assets. She is also responsible for the monthly close, encumbrance and
inventory accounting, as well as allocation of transportation and
maintenance costs. This supervisor is the Oracle ERP point person and acts in
the absence of the Officer.
Peggy
Harrison, CPA
Supervisor,
Accounting
[email protected]
301.952.6127
Duties: The general fund supervisor is responsible for unrestricted funds,
including accounting for school operating resources (SOR), magnet and
charter schools. As such, she supervises inter-fund accounting, payroll and
cash-related activities, as well as consolidation and compilation of financial
statements. This supervisor is also the point person for the annual audit
(CAFR).
7/16/2015
10
Financial Services Contacts
Continued…
Accounting and Financial Reporting Office
Name
Title
Email
Phone
Claire Taylor
Supervisor, Grants
Accounting
[email protected]
301.952.6782
Duties: The restricted funds supervisor is responsible for accounting for all
restricted funds received by the school system, whether from federal, state,
local or other sources. She supervises the heads of Grants Accounting and
the Medicaid Billing Units in Accounting & Financial Reporting Office. This
supervisor is also the point person for the annual Single (A-133) Audit.
Accounts Payable
Name
Title
Email
Phone
Esther Bush
Accounts Payable
Officer
[email protected]
301.952.6171
Duties: To oversee the accurate and timely payment of all Non-payroll
related expense for the school system and ensures that the payments are in
compliance with the established procedures as set forth by the Board and
Industry Standards.
7/16/2015
11
Financial Services Contacts
Continued…
Cash Management
Name
Title
Email
Phone
Kathryn Warren
Assistant
Treasurer
[email protected]
301.952.6074
Duties: The Assistant Treasurer manages and executes treasury functions that
includes bank relationship management, cash management, short-term
investment of funds, and treasury operations.
Janina Carver
Treasury
Analyst
[email protected]
301.952.6899
Duties: The Treasury Analyst provides supervisory work in the review, analysis and
evaluation of Treasury operations responsible for cash forecasting, receipt,
disbursement and collection of funds, and direct deposit administration.
Risk Management
Name
Title
Email
Phone
Andreas Dangin
Risk
Management
Officer
[email protected]
301.952.6076
Duties: The Risk Management Officer manages the system’s self insurance program
which include general liability, auto liability, property and workers compensation
claims.
7/16/2015
12
Fiscal Compliance and
Quality Assurance
Fiscal Compliance and Quality Assurance
The Fiscal Compliance and Quality Assurance Office assists the Chief Financial
Officer by providing effective and efficient services that support instruction
including evaluating the accuracy of reported data utilized by the Chief
Financial Officer in making operational decisions; assisting in the development
of performance measurement systems throughout the Business Management
Services Division; assessing the effectiveness of management operations and
financial information systems to develop recommendations for improvement;
and providing relevant data surrounding reporting and regulatory
accountability for external audits; federal, state and local requirements; and
policy and procedural development.
7/16/2015
13
Fiscal Compliance and
Quality Assurance Contacts…
Fiscal Compliance and Quality Assurance
Name
Title
Vacant
Director
Email
Phone
301.627.7295
Duties: Assists the Chief Financial Officer by providing effective and efficient
services that support instruction including evaluating the accuracy of reported
data utilized by the Chief Financial Officer in making operational decisions and
assisting in the development of performance measurement systems throughout the
Business Management Services Division.
Paula Davis
Interim Supervisor
[email protected]
301.627.7298
Duties: Identify opportunities for improvement in our business systems to ensure that
all departments within Business Management Services are providing effective and
efficient services.
7/16/2015
14
Payroll Services
Payroll Services
Payroll Services is primarily responsible for processing the bi-weekly, temporary
employee, substitute, workshop and additional assignment payrolls for the
school system. Technical assistance is provided to school and office
timekeepers and time approvers in fulfilling their responsibilities. Compliance
with all state and federal tax requirements is a responsibility along with
financial reporting support requirements.
7/16/2015
15
Payroll Services Contacts…
Payroll Services
Name
Title
Email
Phone
Dennis Hirsch, Ed.D.
Director
[email protected]
301.952.6217
Duties: Oversees the operation of the department including time and leave
reporting, payroll processing, policies and procedures, system resource coordination,
human resource utilization and organizational performance.
Terri Burstein
Supervisor
[email protected]
301.952.6201
Duties: Coordinates the systems departmental responsibilities with the technology
resources of the school district and oversees the functions of time and leave analysis,
tax compliance requirements and financial reporting responsibilities.
Frieda Hudson
Supervisor
[email protected]
301.952.6219
Duties: Coordinates the operational procedures for time and leave reporting by
schools and offices, employee pay adjustment calculations and the technical
support provided to schools and offices by three regional payroll specialist teams to
ensure correct and on-time pay.
7/16/2015
16