bms who's who handbook
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Who’s Who HandbookDivision of Business Management Services
A Guide to Understanding the PGCPS Division of Business Management Services
Prince George’s County Public Schools14201 School Lane Upper Marlboro, Maryland 20772
www.pgcps.org
Board of Education of Prince George’s County
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TABLE OF CONTENTSIntroduction………………………………………………............................................ 3
Division of Business Management Services Mission & Vision Statement……... 4
Office of the Chief Financial Officer……………………………………………….. 5
Budget & Management Services……………………........................................... 6
Financial Services…………..............................................................................…… 8Accounting & Financial ReportingAccounts PayableCash ManagementRisk Management
Fiscal Compliance & Quality Assurance…………...............................................13
Payroll Services………………………………………………………………………...... 15
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INTRODUCTIONThe Who’s Who Handbook of the Division of Business Management Services is an in-depth guide to understanding the purpose and functions of the Business Management Services Division. The Division of Business Management Services is a service oriented branch within Prince George’s County Public Schools. Our division is committed to upholding the Prince George’s County Public Schools’ core beliefs:
• Children ARE our business – and THEY come first• Parents are our partners• Victory is in the classroom• Continuous improvement in teaching, leadership and
accountability is the key to our success• EVERY member of this community shares the responsibility for
successful schools.
Led by the Chief Financial Officer, the Division of Business Management Services is made up of five departments/areas:
Budget & Management ServicesFinancial ServicesFiscal Compliance & Quality AssurancePayroll ServicesPurchasing & Supply Services
This handbook highlights key point of service contacts within the Division of Business Management Services.
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Business Management Services Vision, Mission & Core Values
VisionSuperior Sustainable Performance. A national model for how business services should exist in a public school system.
MissionQuality service that is effective, efficient and accountable. Services and products meet our customers’ needs with responsibility, relevance, reliability, and accuracy. Core ValuesIntegrity CollaborationService Mutual RespectExcellence EmpowermentProfessionalism Loyalty
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Office of the Chief Financial OfficerOffice of the Chief Financial Officer
The Chief Financial Officer (CFO) is the financial officer for the school system and is responsible for the day-to-day management and oversight of the fiscal affairs of Prince George’s County Public Schools. Primary functions of the CFO are to:
• Guide effective planning, management and accountability for all fiscal and organizational school system resources.
• Lead and supervise the departments of Budget & Management Services; Financial Services (Accounting and Financial Reporting, Accounts Payable, Cash Management and Risk Management); Payroll Services; Purchasing and Supply Services; and Fiscal Compliance and Quality Assurance.
• Implement management processes reflecting successful research-based practices.
• Ensure that expenditures occur within approved funding levels and comply with programmatic and multi-year School Improvement and Accountability plan requirements.
• Develop monitoring, reporting, and management information systems that link resource use with performance, support compliance reporting, and facilitate program effectiveness and staff efficiency.
Chief Financial Officer
Name Title Email Phone
Matthew E. Stanski Interim Chief Financial Officer
301.952.6099 or301.952.6382
Duties: The Chief Financial Officer is the financial officer for the school system and is responsible for the day-to-day management and oversight of the fiscal affairs of Prince George’s County Public Schools.
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Budget & Management Services
Budget & Management Services
The Department of Budget & Management Services is primarily responsible for preparing, managing, and monitoring the operating budget for PGCPS. The department prepares and provides fiscal and financial information to the Superintendent, Board of Education, schools, offices, state and county fiscal authorities, and the public at large. In addition, Budget and Management Services provides guidance, support and expertise to the offices and schools in budget formulation and management.
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Budget & Management Services Contacts…
Ifeoma Smith Coordinating Supervisor
[email protected] 301.952.6779
Duties: The Coordinating Supervisor provides support to the Director of Budget & Management Services and performs administrative staff work in the analysis of budgetary data. This position is responsible for analyzing all salaries and serves as the Oracle coordinator.
Darrell Haley Supervising Budget Analyst
[email protected] 301. 952.6329
Duties: The Supervising Budget Analyst provides support to the Director of Budget & Management Services and provides supervision of all departmental budget estimates and department operational procedures. This position is responsible for grants and executive administration accounts.
Budget & Management Services
Name Title Email Phone
Colby R. White, Ed.D.
Interim Director
[email protected] 301.952.6091
Duties: The Director of Budget & Management Services provides the Chief Financial Officer, Superintendent and Board members with timely, meaningful and accurate financial and management information as related to school system operations.
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Financial Services
Financial Services
The Financial Services Department provides systems, procedures, reporting and internal controls for the effective utilization of financial resources in support of programs and activities which contribute to the education of students in Prince George’s County Public Schools.
The activities of the department are characterized by the performance of the following primary functions:
• Financial Accounting and Reporting, manages all aspects of the school system’s financial and compliance reporting process, including Medicaid reimbursement services.
• Accounts Payable, payments to vendors and providers of services.• Cash Management, manages and executes treasury functions that includes bank relationship management, cash management, short-term
investment of funds, and treasury operations. • Risk Management, the system’s self insurance program which includes
general liability, auto liability, property and workers compensation claims.
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Financial Services Contacts…Financial Services
Name Title Email Phone
Kenneth Nwafor, CPA
Director [email protected] 301.952.6084
Duties: The Director of Finance is responsible for the overall supervision and daily operations of the Financial Services Department, and provides the Chief Financial Officer, Superintendent, and the Board members with timely financial and management reports. Primary functions of the Director are to:
• Coordinate and manage all the independent financial statement audits and internal control audits. • Supervise the System year end closing and preparation of the Comprehensive Annual Financial Report.• Ensure proper and timely reporting of financial data to internal and external parties. • Supervise the Financial Accounting and Reporting, Accounts Payable, Cash Management, and Risk Management offices.
Accounting and Financial Reporting Office
Name Title Email Phone
Vittorio Weeks, CPA
Officer, Accounting & Financial Reporting
[email protected] 301.780.6737
Duties: The Officer manages all aspects of the School System’s financial and compliance reporting process. He researches accounting-related issues and provides guidance to PGCPS personnel on procedures and internal controls. The Officer also has responsibility for monitoring student activity funds at 209 schools, accounted for using QuickBooks Enterprise Solutions.
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Financial Services Contacts Continued…Accounting and Financial Reporting Office
Name Title Email Phone
Pamela Hay Supervisor, Accounting
[email protected] 301.952.6343
Duties: The specialized funds supervisor is responsible for accounting related to capital improvement projects (CIP), food services, self insurance and fixed assets. She is also responsible for the monthly close, encumbrance and inventory accounting, as well as allocation of transportation and maintenance costs. This supervisor is the Oracle ERP point person and acts in the absence of the Officer.
Peggy Harrison, CPA
Supervisor, Accounting
[email protected] 301.952.6127
Duties: The general fund supervisor is responsible for unrestricted funds, including accounting for school operating resources (SOR), magnet and charter schools. As such, she supervises inter-fund accounting, payroll and cash-related activities, as well as consolidation and compilation of financial statements. This supervisor is also the point person for the annual audit (CAFR).
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Financial Services Contacts Continued…Accounting and Financial Reporting Office
Name Title Email Phone
Claire Taylor Supervisor, Grants Accounting
[email protected] 301.952.6782
Duties: The restricted funds supervisor is responsible for accounting for all restricted funds received by the school system, whether from federal, state, local or other sources. She supervises the heads of Grants Accounting and the Medicaid Billing Units in Accounting & Financial Reporting Office. This supervisor is also the point person for the annual Single (A-133) Audit.
Accounts Payable
Name Title Email Phone
Esther Bush Accounts Payable Officer
[email protected] 301.952.6171
Duties: To oversee the accurate and timely payment of all Non-payroll related expense for the school system and ensures that the payments are in compliance with the established procedures as set forth by the Board and Industry Standards.
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Financial Services Contacts Continued…Cash Management
Name Title Email Phone
Kathryn Warren
Assistant Treasurer
301.952.6074
Duties: The Assistant Treasurer manages and executes treasury functions that includes bank relationship management, cash management, short-term investment of funds, and treasury operations.
Janina Carver Treasury Analyst
[email protected] 301.952.6899
Duties: The Treasury Analyst provides supervisory work in the review, analysis and evaluation of Treasury operations responsible for cash forecasting, receipt, disbursement and collection of funds, and direct deposit administration.
Risk Management
Name Title Email Phone
Andreas Dangin
Risk Management Officer
301.952.6076
Duties: The Risk Management Officer manages the system’s self insurance program which include general liability, auto liability, property and workers compensation claims.
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Fiscal Compliance and Quality AssuranceFiscal Compliance and Quality Assurance
The Fiscal Compliance and Quality Assurance Office assists the Chief Financial Officer by providing effective and efficient services that support instruction including evaluating the accuracy of reported data utilized by the Chief Financial Officer in making operational decisions; assisting in the development of performance measurement systems throughout the Business Management Services Division; assessing the effectiveness of management operations and financial information systems to develop recommendations for improvement; and providing relevant data surrounding reporting and regulatory accountability for external audits; federal, state and local requirements; and policy and procedural development.
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Fiscal Compliance and Quality Assurance Contacts…Fiscal Compliance and Quality Assurance
Name Title Email Phone
Vacant Director 301.627.7295
Duties: Assists the Chief Financial Officer by providing effective and efficient services that support instruction including evaluating the accuracy of reported data utilized by the Chief Financial Officer in making operational decisions and assisting in the development of performance measurement systems throughout the Business Management Services Division.
Paula Davis Interim Supervisor
[email protected] 301.627.7298
Duties: Identify opportunities for improvement in our business systems to ensure that all departments within Business Management Services are providing effective and efficient services.
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Payroll ServicesPayroll Services
Payroll Services is primarily responsible for processing the bi-weekly, temporary employee, substitute, workshop and additional assignment payrolls for the school system. Technical assistance is provided to school and office timekeepers and time approvers in fulfilling their responsibilities. Compliance with all state and federal tax requirements is a responsibility along with financial reporting support requirements.
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Payroll Services Contacts…
Payroll Services
Name Title Email Phone
Dennis Hirsch, Ed.D.
Director [email protected]
301.952.6217
Duties: Oversees the operation of the department including time and leave reporting, payroll processing, policies and procedures, system resource coordination, human resource utilization and organizational performance.
Terri Burstein Supervisor [email protected]
301.952.6201
Duties: Coordinates the systems departmental responsibilities with the technology resources of the school district and oversees the functions of time and leave analysis, tax compliance requirements and financial reporting responsibilities.
Frieda Hudson Supervisor [email protected]
301.952.6219
Duties: Coordinates the operational procedures for time and leave reporting by schools and offices, employee pay adjustment calculations and the technical support provided to schools and offices by three regional payroll specialist teams to ensure correct and on-time pay.