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Meeting Date:
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3/29/2012 - 6:30 PM
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Category:
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Report of the Committee on Accountability, Finance, and Personnel
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Type:
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Action
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Subject:
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12. Action on a Report from the Chief Accountability and Efficiency Officer (CAEO) Regarding the Work on the Lean/Six Sigma (LSS) Initiatives
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Strategic Plan Compatibility Statement:
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Goal 7 The district’s central services departments support student learning
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Attachments
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1. Report from the Chief Accountability and Efficiency Officer (CAEO) Regarding the Work on the Lean/Six Sigma Initiatives
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File Attachment:
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Background:
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In early 2011, the contracting process, and the educational materials and management process were identified as key areas in need of improvement. The Office of Accountability and Efficiency (OAE) has been working with the Administration to implement process improvements as part of the Superintendent’s LSS initiative. See attachment #1 for the report that provides an update on the status of these initiatives.
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Fiscal Impact Statement:
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These initiatives seek to improve the District's financial position by ensuring a competitive purchasing environment and effectively inventorying and managing textbook materials to maximize every dollar the District spends.
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Implementation and Assessment Plan
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The OAE will continue to support the LSS contracting project, whose improvements aim to limit and reduce the number of payments to vendors not covered by District contracts or purchase orders and put internal controls and monitoring in place to allow schools the autonomy to purchase according to their needs while adding better transparency and accountability. See attachment #1 for next steps.
The CAEO will continue to lead the educational materials management process design project and will continue to work with the Chief Academic Office and her staff to build on the work completed, including training and support, textbook circulation, inventory management, condition assessment and monitoring. See attachment #1 for next steps.
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Recommendation:
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Your Committee recommends that the Board:
1. accept the Report from the CAEO Regarding the Work on the LSS Initiatives;
2. direct the Administration and the OAE to develop and implement the following procedures and reports:
A. Develop procedures to limit and reduce the number of payments made directly to District vendors not covered by District contracts or purchase orders (“Direct Pays”) for all goods and services.
B. Develop internal control and monitoring reports for the District that capture all District purchasing and contract information, including Facilities and Maintenance (F&M), to enhance the District’s transparency to both the Board and public. These reports will specifically:
I. Identify where cumulative vendor payment totals approach or exceed $50,000.
II. Include all contracts, purchase orders and payments made directly to vendors (“Direct Pays”).
III. Produce yearly spending totals for purchases and contracts by school and/or department to monitor compliance.
IV. Further enhance the system of internal controls to prevent or detect violations of purchasing/contracting policies and procedures.
These enhanced reports and additional reports including F&M purchases should be included in the monthly contracting Board reports no later than June 2012, with a status provided by the OAE in June of 2012.
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Approvals:
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Recommended By:
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Signed By:
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Lynne A Sobczak - Director, OBG
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