Reinventing the Budget Proce$$ Part V – Standard Reports An excerpt for Michigan’s Monthly Performance Summary which uses six categories for the measures: Accountability and performance, Customer service excellence, Expertise and commitment, Innovation and leadership, Operational efficiency, and Shared services. Source: http://www.michigan.gov/openmichigan/0,4648,7-266-58521_60201_60957---,00.html. A. Suggested Standard Budget Reports (Click Here for Contact Information) (Click Here for Organizational Chart) (Click on Name for Webpage and Links to All Subordinate Agency Dashboards) (Click Here for Chief Executive’s Full Budget Request) (Click Here for Related Testimony & Other Documentation) Budgeted Expenditures, Revenues & Workforce (Four Year Perspective) Item FY 2012 - 2013 Budget FY 2012 – 2013 Actual FY 2013 – 2014 Budget FY 2013 – 2014 Actual FY 2014 – 2015 Budget FY 2014 – 2015 Actual FY 2015 – 2016 Budget FY 2015 – 2016 YTD % Change in Budget FY 2012- 2015 Operating Expenditures Salary - Regular Salary - Overtime Salary - Bonus
Donations – Cash Donations – In Kind Fees Fines/Penalties Grants- Non- Government Characteristics of Workforce # of Full-time # of Part-time # of Temporary Full-time Equivalent # of Mangers to Subordinates Intern Hours Volunteer Hours Budgeted Expenditures, Revenues & Workforce Budgeted Versus Actual Variance by Percentage(Four Year Perspective) Item FY 2012-2013 Budget – Actual Variance FY 2013 – 2014 Budget – Actual Variance FY 2014 – 2015 Budget – Actual Variance FY 2015 – 2016 Budget – Actual Variance FY 2015 – 2016 YTD (Estimated) Total Dollar Variance – FY 2012 – 2015 Percentage Variance – FY 2012 – 2015 Expenditures Revenues Reserves Onetime Expenditures Ongoing Expenditures
Vans Equipment Inventory (Non-Technology) (Click on Item for Detail) Equipment Location Acquisition Date Acquisition Cost Useful Life Replacement Date Energy Efficiency Notes Fire Hydrant Generator Light Poles/Light Meter – Electric Meter – Parking Meter - Water Playground Storage Tank Traffic Signal Traffic Sign – Electronic Traffic Sign – Metal Total Facility Inventory (Leased) (Click on Item for Detail) Building/Facility Location Agency Net Usable Square Footage Lease Term Annual Lease Payment Energy Efficiency Notes Total
Facility Inventory (Owned) (Click on Item for Detail) Building/Facility Location Agency Net Usable Square Footage Net Usable Square Footage Occupied Acquisition Date Acquisition Cost Last Renovation Date Energy Efficiency Notes Airport Control Tower Airport Hanger Airport Terminal Animal Shelter Aquarium Barn/Stable City Hall/Capitol Community/Senior Center Convention Center Correctional Facility Court Building Equestrian Arena Fire Station Fitness Center Garage Hospital Library – Branch Library – Main Medical Clinic Museum - Art Museum - Historical Museum – Nature Center Museum - Science Office Building Performing Arts Center Police Station Power Plant Pump Station Recycling Center School Shop - Maintenance
Stadium Training Facility - Fire Training Facility – Law Enforcement Transit Terminal Visitor’s Center Warehouse – Climate Controlled Warehouse – Regular Water Treatment Plant Infrastructure Inventory (Owned) (Click on Item for Detail) Non-Building Item Location Agency Acreage/ Square Miles Acquisition Date Acquisition Cost Last Renovation Date Condition Notes Athletic Field Band Shelter/Gazebo Basketball Court – Outdoor Beach Bridge Cemetery Conservation Easement Dam/Flood Control Dock/Marina/Pier Fairgrounds Garden - Scenic Garden – Urban Golf Course Gun Range Lake Monument Park - Campground
Workforce Safety (Click on Item for Detail) Position Age Longevity in Position Incident Type Lost Days Job Transfer Job Restriction Notes (e.g., strategy to mitigate recurrence) Workforce Turnover (Click on Item for Detail) Position Voluntary Separation Involuntary Separation Totals Promotion Resignation Retirement Transfer to Another Agency RIF, Reorganization or Temporary Position Terminated for Cause < 6 Months Terminated for Cause > 6 Months Voluntary Involuntary
Workload (Four Year Perspective) Item FY 2012 - 2013 Projected FY 2012 – 2013 Actual FY 2013 – 2014 Projected FY 2013 – 2014 Actual FY 2014 – 2015 Projected FY 2014 – 2015 Actual FY 2015 – 2016 Projected FY 2015 – 2016 YTD % Change FY 2012- 2015 Adjudications Client Contacts Educational Outreach Enforcement Actions Freedom of Information Act Requests Inspections Investigations Licenses/Permits Issued Mutual Aid Publications Issued Regulations Issued/Revised Full-time Equivalent Employees Volunteer Hours B. Suggested Agency Budget Request Template (Individual Agency) (Click Here for Contact Information) (Click Here for Organizational Chart) (Click Here for Summary of Major Changes and Efficiencies, Enhancements & Initiatives) (Click Here for Related Testimony & Other Documentation)
Request versus Actual Expenditures, Revenues & Workforce (Historical Perspective) FY 2013 - 2014 FY 2014 - 2015 FY 14–FY 15 Request vs. Actual Item Agency Request CEO’s Request Final Budget Suppl. Actual Spending Agency Request CEO’s Request Final Budget Supp. Actual Spending Expenditures Revenues Reserves Onetime Expenditures Ongoing Expenditures Full-time Equivalent Employees Volunteer Hours Budgeted Expenditures, Revenues & Workforce (Four Year Perspective) Item FY 2012 - 2013 Budget FY 2012 – 2013 Actual FY 2013 – 2014 Budget FY 2013 – 2014 Actual FY 2014 – 2015 Budget FY 2014 – 2015 Actual FY 2015 – 2016 Budget FY 2015 – 2016 YTD % Change in Budget FY 2012- 2015 Expenditures Revenues Reserves Characteristics of Expenditures (Including Losses from Fraud, Legal Settlements or Theft) Onetime Expenditures Ongoing Expenditures
Cost Control/Productivity Enhancement Initiatives – Cooperative Purchasing (Four Year Perspective) Item Dollar Volume FY 2012 - 2013 Dollar Volume FY 2013 – 2014 Dollar Volume FY 2014 - 2015 Dollar Volume FY 2015 – 2016 YTD Notes General Services Administration Regional State US Communities Other (list) Total Percentage of Total Purchasing Cost Control/Productivity Enhancement Initiatives – Cost Controls (Four Year Perspective) Item Number Dollar Savings FY 2012 - 2013 Dollar Savings FY 2013 – 2014 Dollar Savings FY 2014 - 2015 Dollar Savings FY 2015 – 2016 (est.) Notes Audit Recommendations Implemented Employee Suggestions Adopted Energy Conservation Initiatives Fraud Control Measures Total
Technology Staffing shortages Technology Need for upgraded computer security to prevent hacking Workforce Aging employee base 20% turnover likely Workforce Difficulty filling IT positions due to competitive market Total C. Performance Measurement Reports (Click Here for Contact Information) (Click Here for Organizational Chart) (Click Here for Related Other Documentation) Progress and Performance Measures (Alternative One) Type Item FY 2013 – 2014 Target FY 2013 – 2014 Actual FY 2014 – 2015 Target FY 2014 – 2015 Actual FY 2015 – 2016 Target Progress Measures Agency Specific Agency Specific Agency Specific Performance Measures Customer Service Customer satisfaction rating Customer Service Number of Freedom of Information Act requests Customer Service Turnaround on Freedom of Information Act requests Customer Service Efficiency of webpage in addressing customer needs (i.e., web analytics) Financial Collection rate for fees, fines, penalties, and other amounts due Financial Cash, in-kind donations, volunteer hours Financial Losses from lawsuits Financial Overtime expenditures (total & as percentage of salary)
Financial Receipt of federal grant funds Financial Receipt of non-governmental grants Financial Utility cost controls/reductions Financial Losses from fraud, hacking, and theft General Consumer complaints/fraud investigations that result in penalties General Program participation rates General Processing time for applications General Wait time for appointments Statutory Tasks that must be completed by law Statutory Tasks that must be completed by law Workforce Days lost due to workplace injury Workforce Employee satisfaction Workforce Employee turnover by position, pay level, overall Workforce Ratio of managers to subordinates Total Performance Measures (Alternative Two) Beneficiaries What We Did Why We Did It How Well We Did It What Impact It Had Where We Fell Short Manager/Team Responsible All Residents – Education/Job Training Adults Higher Education Adults Job Placement Adults Job Training Adults Scholarships Children Pre-School Children Free Education - Elementary Children Free Education – Secondary All Residents – Infrastructure to Support Daily Life & the Economy All Aviation
All Ports All Power – Electric All Power – Gas All Power – Nuclear All Power – Solar All Power – Other All Railroads All Roads/Streets All Trash Collection All Water Supply All Water Treatment All Residents – Legal Rights Business Owners Consumers Property Owners All Residents – Public Health & Safety Services All Emergency Preparedness All Fire Protection All Fire Safety Education All Food Safety All Law Enforcement All Residents – Safety Net Services All Children Disabled Senior Citizens Veterans The Economy