2020/02/26 Council Agenda Packet

Finance Workload Analysis: Finance is running an extremely lean operation. The department has experienced a 38% reduction in staffing over the past 20 years as the City as maneuvered through various financial challenges. This means that any further reduction in staffing would require a commensurate reduction in workload. Each item in the matrix reflects a combination of portions of various Finance staff members time,who contribute to time and effort to the task. The reason why we divide tasks among different employees is to maintain separation of duties, which is critical to maintaining appropriate internal controls in the management of the City's finances. As the matrix shows,the Library does not require a significant amount of support from Finance. The Library's day-to-day management of its budget is provided by its Administrative Coordinator and the Library Director. The cash receipting and reconciliation at the department level is done by library assistants. Therefore, a merger with Sno-Isle would not create an opportunity to reduce staffing in Finance. Finance Workload Matrix: Staff Staff Service Description Hours Service Description Hours Invoices Paid Citywide 3,328 P-Card Transaction Processing Citywide 624 Library Invoices Paid 169 Library P-Card Processing 8 Library%of Total 5% Library%of Total 1% CAFR Preparation 1,756 Accounts Receivable(A/R) Processing Citywide 753 LibraryCAFR - Library A/R Invoices 7 Library%of Total 0% Library%of Total 1% Payroll Checks Printing Citywide 78 Claims Checks Printing Citywide 104 Library Payroll Checks 3 Library Claims Checks 3 Library%of Total 4% Library%of Total 3% Purchase Orders/Solicitations Citywide 6,264 Journal Entries Processed Citywide 208 Library Purchase Orders 438 Library Journal Entries 3 Library%of Total 7% Library%of Total 1% Travel Exp.Reports Citywide 200 Journal Entries Approved Citywide 156 Library Travel Exp Reports 4 Library Journal Entries Approved 1 Library%of Total 2% Library%of Total 1% Staff Hours Budget Citywide 2588 Cash Receipting Citywide 1,648 Library Staff Hours Budget 17 Library Cash Receipting 54 Library%of Total 1% Library%of Total 3% Grant Administration Assist 121 Capital Assets-Inventory(Acctg) 487 Library Grant Admin Asst 3 Library Capital Assets-Inventory 6 Library%of Total 3% Library%of Total 1% Public Disclosure Requests Citywide 1044 Surplus items citywide 260 Library Public Disclosure Requests 1.6 Library Surplus Items 9 Library%of Total 0% Library%of Total 3% Contracts Processed Citywide 208 P-Cards Administration Citywide 156 Library Contracts 19 Library P-Cards Administration 1 Library%of Total 9% Library%of Total 1% IT Workload Analysis: mis In Alternative Service Delivery/Funding Models 38 I P a g e