s61_show me the money - contracts payments and closure process_ltc2013

7/29/2019 S61_Show Me the Money - Contracts Payments and Closure Process_LTC2013

1/20

SHOW ME THE MONEYContract Payment Process

Construction Estimates

Mark St.Cyr - DOTD QCIP Director

February 20, 2012


2/20

QCIP 163.1TLaGov Account Payable: Construction Audit

Team MembersNita Chambers

M. Todd DonmyerTanna Doucet

Rita LeggettLarry HofstadAnees PashaMicah Olivier

Edward PrawitzKirt Clement, ChampionLisa Leonard, Facilitator


3/20

Team Scope

Document the LaGov Account Payable

process that flows thru Construction Audit.

The process includes payment and/orfunding of estimates/invoices, projects and

change orders.


4/20

Team Objective

Complete future state documentation with defined

roles and responsibilities for the following aspects of

the contract payment process:

Estimate and Invoice Estimate Approval

Change Orders


5/20

Before LaGov

Create Project

Create Purchase

Order (PO)

AddFundingLinesto PO

PerformReviewIssuepayment

Contract Payment Process Overview


6/20

After LaGov

Create Project

Bid review lettersigned andforwarded



7/20

After LaGov

Create ProjectBid review letter

signed andforward

NOCE is signedand forwarded



8/20

After LaGov

CreateProject

Bid reviewletter signed

NOCE isforwarded

Create PurchaseOrder (PO) and

issue Notice toProceed (NTP)



9/20

After LaGov

Create

Project

Bid review

letter signed

NOCE is

forwarded

Create Purchase

Order (PO) andissue Notice toProceed (NTP)

Add fundinglines to PO



10/20

After LaGov

CreateProject


NOCE isforwarded

Create PurchaseOrder (PO) andissue Notice toProceed (NTP)

Add fundinglines to PO



11/20

After LaGov

CreateProject


NOCE isforwarded

Create PurchaseOrder (PO) andissue Notice toProceed (NTP)

Add funding linesto POPerformReview



12/20

After LaGov

CreateProject


NOCE is

forwarded

CreatePurchase

Order (PO)

Add funding

lines to PO

PerformReview

Issuepayment



13/20

Summary

Noted Process Improvements

Estimate and Invoice Process

Budget is now applied to project within 5

business days

Notice of Contract Execution (NOCE) is forwarded

simultaneously to Construction Audit and theProject Engineer


14/20

Summary



Construction Audit sets up the purchase order

prior to invoice issuance

Construction Audit notifies the Project Engineer

with a purchase order(PO) number for inclusionin NTP


15/20

Summary



The Project Engineer generates Notice to Proceed

(NTP) with a purchase within 30 calendar days

The Project Engineer Office Manager validates

the estimate and budget data as primary check


16/20

Summary


Estimate Approval Process

Construction Audit validates estimate and budgetdata within 48 hours


17/20

Summary


Change Order Category Worksheet

Construction Change Order Category Worksheethas added a line item for funding changes. This

process has been documented based on EDSM

III.1.1.


18/20

Current

Create

Project

Bid review

letter signed

NOCE is

forwarded

Create PurchaseOrder (PO) and

issue Notice toProceed (NTP)

Add funding lines

to PO

PerformReview

Issuepayment



19/20

Consultant Contract Services QCIP team working

on streamlining the Retainer contract process

Consultant Contract Services, Budget , and

Construction Audit recently held a working sessionto process needed for PO encumbrance of funds

prior to invoice payment.

Automation of Funding splits in Construction Audit


20/20

s61_show me the money - contracts payments and closure process_ltc2013

Documents