HomeMy WebLinkAboutOrdinance 18377-12-2008a 1 y * ••� i is • + • l i +
BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF FORT WORTH,
That in addition to those amounts allocated to the various City departments for Fiscal Year 2008-
2009 in the Budget of the City Manager, there shall also be increased appropriations in the General
Fund in the amount of $127,720.60 and decreasing the unreserved, retained earnings by the same
amount, for the purpose of executing a contract for the comprehensive reconciliation of the financial
accounts with NashWest, LLC, for the Municipal Court Services Department.
SECTION 2.
That should any portion, section or part of a section of this ordinance be declared invalid,
inoperative or void for any reason by a court of competent jurisdiction, such decision, opinion or
judgment shall in no way impair the remaining portions, sections, or parts of sections of this
ordinance, which said remaining provisions shall be and remain in full force and effect.
SECTION 3.
That this ordinance shall be cumulative of Ordinance No. 17749 and all other ordinances and
appropriations amending the same except in those instances where the provisions of this ordinance
are in direct conflict with such other ordinances and appropriations, in which instance said
conflicting provisions of said prior ordinances and appropriations are hereby expressly repealed.
SECTION 4.
This ordinance shall take effect upon adoption.
APPROVED AS TO FORM AND LEGALITY:
Assistant City Attorney
COURTVIEW
ACCOUNT RECONCILIATION
STATEMENT OF •
for NashWest
[11/14/2008]
Table of Contents
PreliminarySchedule: ........... .................................................................................................... 5
High-Level [TSoudonsOivisioninvovenxants:--.-----------------------..5
High-LeveK4unkcipa|Courtinvohements:-----------------------------/
Other a/Sen/ices{mpact: ................................................................................................. /
Assumptions: .......................... ................................................................................................. /
Risks: ..................................................................................................................................... 7
5. Issues ........................................................................................ .............................................. 8
5] Customer Issues: ................................................................................................................. 8
5.2[T Solutions Issues: ............................... .............................................................................. M
5.3 Legacy System Issues: ................................................. ....................................................... 8
5.4 Resource Issues: ..... ................................................................ ................... ....... .............. U
G. Effort and Cost Estimate ... ................................................ .......................................................... 9
Q. Revision History .... ................................................................................................................... 11
12/3/2008 Page 2of11
CourtView — Account Reconciliation Project
The current project has numerous issues specific bo the financial processing ofcitations. The key concern imthe
inaccurate distribution ofaccounts for a percentage of citations resulting in the incorrect calculation for fines owed
to the State, Municipal Coud, and to citizens. Sources of the problem may be ne|eb*d to pre-existing mainframe
errors in the distribution of accounts and the processing of payments, conversion errors in the distribution of
accounts, pre and post go-live errors in the setup of financial related codes.
There is consequently a need to thoroughly investigate, document and resolve the financial system problems.
1.1 Scope:
a) The project will perform an assessment of CourtView data to identify and correct/cleanup problems
regarding:
=
The accurate reporting of the fines and fees collected by Municipal Court
= The accurate reporting of the distribution ofCourt Costs
=
The accurate reporting of the amount owed byCFVYhnthe State
=
The accurate reporting of the amount owed byCFVYhocitizens
�
The accurate reporting of the converted case data from mainframe into CourtView
b) The project will perform the required cleanup of financial data and perform the required code and system
changes to:
=
correct the accruals and ending balances ofaccounts
=
ensure the ongoing reconciliation of court accounts on the general ledger
ensure the above mentioned reporting (reference: section 2a) is correct
u) The project will ensure effective business procedures, testing, issues management and change control
procedures are in place for the processing of current and future CmudView financial data.
d) The project will ensure the appropriate audit control procedures are implemented to ensure the integrity of
the CourtView financial data.
Out ofScope:
a) The project does not include the reconciliation and cleanup of converted citation activity (cases created
prior to December 5 th 2005 with no financial activity after December 5 th 2005)
12/3/2008 Page 3uf11
ComrtView — AocountRecomciliationPmjeo
1.2 Objectives:
|n order to ensure the accurate reporting ofCoudVievvDnancia|o.theKd|ovvngaodvbieowiUbeperhznnad.
Data Analysis: Perform an assessment of the CourtVVew financial data and document problems
encountered.
Problem Resolution: Develop solutions for problems identified.
Develop: Develop multiple database scripts and/or manual updates procedures
Corrections: Perform the necessary Courh/ievv code setup and data cleanup in the TEST
environment and implement the changes in the PRODUCTION environment after
thorough testing has been performed.
1.3 Customer Requested Dates:
The comprehensive reconciliation of CourtView accounts is expected to be completed February 28 th
1.4 Customer Point of Contact:
Deidna Emerson, Director of the Municipal Court.
2. Initial Requirements
Perform the complete audit ofCom8View financials eomentioned in the above mentioned scope statement.
3. Estimated Capacity Requirements
HIM
12/3/2008 Page 4of11
CourtView — Account Reconciliation Project
4. Impact Assessment
* 1A = Internal Audit
121312008 Page 5 of 11
CourtVimw - AocountRecond|iaUonProjec
Reconciliation Tasks (for each aocou
|
/ACCOUNT RECONCILIATION TASKS
| �
| 1
Primary Tasks
i
,----
11
--- �----------------�--- ------- —�'---- -�-�r---'-----'
� Document mccourdpno5���(purpnee.mandates, s�dubae awdgener�m�m
Contract /
' � 12
' �
-- - ' - -- -- -- ---� — - -' -
Pnm�ede�Uregan�ngUmrevenueh�b/���o�|endmdn*po�a
� -`
' GA.R8
|
13
- -' - '
Podonn_B_P-r-ev.'e_wa validate distributions, identify issues
'
Contract '
�
14
- _ ---_� _--'--�
Review �vudpn/cemoem nndeoet setup do��euea>
' ' ' "" '
�---'
Contract '
|
1.5
Pnrformmanual code setup revisions
SA
1.6
Develop high level BP doc (outline/executive format)
Contract
17
Reconcile balances against QMF/MARS, (update comprehensive balance sheet)
WR
2
Secondary 'Tasks
2.1
BP Updates
2.1.1
bevelop detai I I BP docs per the I BP outline I provi I d I e I d (address issu I es and I gaps)
WR,RM,JSL
2.1.2
Develop BP training plan and BP training- -materials
JSL, S-ME
2.0
Signoff on BP training plan and training materials
WR,RM
�.2
QA/Audit Procedures
2.2.1
Identify audit/QA needs
SMENRAD
2.2�
be ve lop audit reports
RG,DF,SA
92.3
bA test audit report's and document issue's
SM'E,QA
Implame-n-triew -audit procedures
W_ lRJS_L__
2.3.1
Define the rules f6rdaita 'cleanup, clev'e'lo'p-tesis'cripts
C I ontra I c I t
Perform- manual data' cleanup, when' needed
SA
23.3
bevei'op t6e batch cleanup scripts, 'perlo rm'th'e batch cleanup of data in TEST
MAX
2,3.5
Respond to data cleanup QA issues in TEST
MAX
n.6
Signoff on data cleanup changes in TEST
Contract/CFW
2.3.7
implement data cleanup change in PR'O' D,
MAX
23A
bA test data cleanup changes in T_EST a, ri'd document issues
S M E', 0, 'A
2.19
§ignoff on data cleanup changes in TEST
Contract/CFW
12/3/2008 Page 0ofl1
CourtView — AncountRmconci|iationProjemt
High-Level |T Solutions Division involvements:
High-Level Municipal Court involvements:
It will be necessary to involve Municipal Court staff across multiple divisions and areas for business
process analysis activities. Municipal Court must be willing to commit staff to train the appropriate court
staff on improved business process procedures and audit control procedures,
Municipal Court will also provide a systems analysis and project coordinator at 50% — 75% utilization to the
Other System o/SemicesImpact:
None.
Assumptions:
Resources
M Resources will be available as needed to perform scheduled/assigned duties.
Data Analysis
� The core team will be able 10 quickly review the high volume of{]A reports.
�
Various QA summary reports will adequately facilitate the data analysis activities.
�
Historical Court Cost and State Tax schedules will be available for the accurate calculation of
fees and fines.
� The designated review team will have the required level of knowledge to effectively review and
analyze the CourtViewfinanoia| data.
Resolution Planning
�
Problems identified will he minimal
�
The team will provide a quick turnaround in resolving the identified financial problems
" No CV/system nhangeewi||berequ|n*d.
�
The team will be able to accurately re-calculate fees and fines resulting from fine adjustments,
balance adjustments, refundn, and/or transaction back-outs (converted data).
=
The team will be able to correct distribution errors caused by fine adjustments, balance
adjustments, and/or transaction back-outs (converted data),
� The mainframe orCour8/iewsystem will provide the month-by-month (or quarterly) snapshots of
data necessary to accurately calculate courts costs due to the State prior to January 1 st '2006.
�
Current Maximus data cleanup activities against the CourtView system (per the existing Project
Plan ofCourtView issues) will not impact the activities nf the CV Financial Assessment and
Corrections team,
Cleanup
� The financial issues identified may be resolved via batch processing (database acripts),
Manual corrections will beminimal.
Risks:
Without knowledge ofthe existing code setup and business procedures, the distributions will not be reported
accurately. Procedural and transactional taps and issues will be overlooked, resulting in overstated or
understated account balances,
12/3/2008 Page 7of11
CourtView - Account Reconciliation Project
5. Issues
5.1 Customer Issues:
None.
5.2 IT Solutions Issues:
None.
5.3 Legacy System Issues:
None.
5.4 Resource Issues:
None
5.5 Escalation procedure:
Weekly reviews of the issues/problem log will be reviewed. If the project is in jeopardy an escalation process
will be performed.
1213/2008 Page 8 of 11
CourtView — AocnuntRaoond|iadnnProject
6. Effort and Cost Estimate
Duration of approximately 13 weeks, beginning the first week of December, 2OO8 through the February 2»m
Standard hourly rate |-$15O per hour as listed but
Discount -- for use of a full-time resource for 3 months or more -- 10% discount.
Time Estimates
Kat
13 weeks X 40 hours =
Rate: $150 per
$78,000.00
West
520 hours
hour
Gas per week $20.00
Dave
13 weeks X 20 hours =
Rate: $150 per
$39,000.00
Nash
260 hours
hour
I Total
$117,00000
Expense Estimates
Kat
West
Minus 10% -$11,70000
discount for > 3
months full time
work
Estimated Total Labor Cost $105,300.00
Flight per week $40000
$5,200.00
Hotel per week $636.00
$8,268.00
Car Rental per week $36000
$4,680.00
Gas per week $20.00
$260.00
Airport Parking $50.00
$650.00
Mileage to Airport $3920
$509.60
i Estimated Total Expenses
Total Estimated Project Cost
and Not to Exceed Figure of
Contract
$22,427.60
$127,727.60
12C3/2008 Page Qnf11
.121- 7�172RJ
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CourtView — A000u/dReounci|iationProjeo
8. Approval
(AdjusthisUstmanecessury.)
Project Manager or Business Planner Date
Project Sponsor
Date
Note: SOW is used bn capture what the customer request is and how it impacts [T Solutions resources.
Approval of this SOW and the Charter document are a commitment by the Advisory Board to this project. {]nmy
commitments are defined and agreed upon, project research will begin. Alternate solutions will be sought and a
project team will be identified.
9. Revision History
The following table describes the document's modification history for tracking purposes. Only significant
changes are shown. The version number is incremented by whole numbers following major changes.
12/3/2008 Page 11of11
Arlethia Dupree
12/3/2008 Page 11of11
Nash\&/est. [L(_
November 14, 2oo8
Kimberly O'Neil
Assistant Municipal Court Services Director
znooThmckmorton5t
Fort Worth, Tx76zoz
Dear Kim,
Here is my estimate for the time and expenses for the Financial Clean Up project that we discussed
yesterday. |am assuming that the project will begin as planned onz2/oi/ 8 anden6on02/28/ng,aspan
ofu3weeks. Our standard hourly rate is $150 per hour as listed but because you will be using a resource
full-time for 3 months or more vve offer aioYfdiscount.
Time Estimates
KatNest 13 weeks X 4o hours = 520 Rate: si So per hour $78,000.00
hours
Dave Nash 13 weeks X 2o hours = 26o Rate: $150 per hour $39,000-00
hours
Total $117,000-00
Total Estimated Project Cost and Not $127,727.6o
to Exceed Figure of Contract
|am looking forward to the opportunity to work with the Fort Worth staff again. K you have any
questions, please don't hesitate to contact me.
IMEM
s�ew Aunon*poAoiasv
sAoA�oncmus'oH wo6/ |/wFoUBmASnwpsrcow |~�(�zs��ys'zns
Minus lo% discount
$11,700-00
for > 3 months full
time work
Estimated Total Labor Cost
$105,300-00
Expense Estimates
KatVVest
Flight per week
$400-00
$5,2MOO
Hotel per week
s636.00
s8,268.00
Car Rental per week
$36o.00
$4,680.00
Gas per week
$2000
s26o.00
Airport Parking
$5000
s65o.00
Mileage to Airport
$39.20
s5og,6o
Estimated Total Expenses
$22,427,6o
Total Estimated Project Cost and Not $127,727.6o
to Exceed Figure of Contract
|am looking forward to the opportunity to work with the Fort Worth staff again. K you have any
questions, please don't hesitate to contact me.
IMEM
s�ew Aunon*poAoiasv
sAoA�oncmus'oH wo6/ |/wFoUBmASnwpsrcow |~�(�zs��ys'zns
Nash West, LLC
Vice President
NashWest, LLC
G A, M 0 R I L S H 6 7 1 1 tl Fl- 0 (,p N A S W S T 0 M 4,,; (I
A r" 1 6�i ,
City of Fort Worth, Texas
illilliq 1111 111 iliiiiq�
COUNCIL ACTION: Approved on 12/212008 - Ord. No. 18377-12-2008
REFERENCE NO.: **C-23194
SUBJECT:
Authorize Contract for Staff Augmentation Services with NashWest, LLC, for Reconciling the
Municipal Court Services Financial Accounts for a Cost Not to Exceed $127,720.60; Adopt
Supplemental Appropriation Ordinance
RECOMMENDATION:
It is recommended that the City Council authorize the City Manager to:
1. Adopt the attached supplemental appropriation ordinance increasing appropriations in the General Fund
by $127,727.60 and decreasing the unreserved undesignated fund balance by the same amounts; and
2. Authorize execution of a contract for staff augmentation services with NashWest, LLC, for a
comprehensive reconciliation of the Municipal Court Services financial accounts, for a projected cost not to
exceed $127,727.60.
DISCUSSION:
Currently the Municipal Court financial system contains errors specific to the financial processing of
citations. A key concern is the inaccurate distribution of accounts for a percentage of citations resulting in
the incorrect calculation for fines owed to the State, Municipal Court and to residents. There is an urgent
need to thoroughly investigate, document and resolve the financial system problems. The scope of work for
NashWest, LLC, includes:
1. Perform an assessment of Court View data to identify and correct problems;
2. Ensure the appropriate audit control procedures are implemented to ensure the integrity of the
Court View financial data; and
3. Ensure effective business procedures, testing, issues management and change control procedures are in
place for the processing of current and future Court View financial data.
If approved, this contract will begin on December 8, 2008, and shall remain in effect until all services have
been provided under the Agreement.
M/WBE - A departmental request for M/WBE subcontracting requirements was requested by the Municipal
Court Services Department. The waiver was approved on November 20, 2008.
The Financial Management Services Director certifies that upon approval • the above recommendations
-2nd adoption of the attached supplemental appropriation ordinance funds will be available in the curreni
*perating budget, as appropriated, • the General Fund. Upon approval, the projected unaudited,
Logname: 38NASHWEST Page 1 of 2
unreserved, undesignated fund balance of the General Fund will be $8,509,501 above the minimum reserve
fund balance of $53,898,715 required by the City's Financial Management Policy Statements (i.e. 10
percent of the current year adopted budget expenditures).
TO 'Flulln,ld/Alp,plolullne,nters FIROM Fund/Account/Center's,
ZNHN• i 1 1i1
Submitted for City Manaaer's Office by: Charles Daniels (6183)
1 Y
Originating Department Head: Deidra Emerson (6711)
Additional Information Contact,:, Kimberly ONeil (6737)
Logname: 38NASHWEST Page 2 of 2