City of Detroit: Planning, Operation Monitor & Control, and Statutory Report Preparation using GL Wand November 2012.

City of Detroit: Planning, Operation Monitor & Control, and Statutory Report Preparation using GL Wand

November 2012

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Agenda

• IntroductionsAbout the City of Detroit

• Pre-GL Wand Era• Reporting Challenges• Post-GL Wand Era• Reports

Statutory Monitor & ControlPlanning - Budget

• Product Demo• City of Detroit Moving

Forward• Questions

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Introductions

Hari Ramaswamy

Consultant, Finance Department, City of Detroit

Technology, Accounting, Finance, and Strategy

Brian GrossweilerMidwest Territory Manager, Excel4apps

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• About the City of DetroitHistory

Governance Structure

Some Financial Facts• About Excel4apps

Award-winning, Excel-based financial reporting solution for the Oracle environment

Over 8,500 users throughout the world, with offices in the US, Australia, UK, United Arab Emirates, and South Africa

Introductions

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• About the City of DetroitHistory

Governance Structure

Some Financial Facts• About Excel4apps

Award-winning, Excel-based financial reporting solution for the Oracle environment

Over 8,500 users throughout the world, with offices in the US, Australia, UK, United Arab Emirates, and South Africa

Introductions

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City of Detroit - History

• Founded on July 24, 1701, by the French explorer, adventurer, and nobleman Antoine de la Mothe, sieur de Cadillac.

• Its name originates from the French word détroit for strait, in reference to its location on the river connecting the Great Lakes.

  2010 2000

Population 713,777 951,270

Area 138.7 sq. miles 138.7 sq. miles

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City of Detroit – Governance Structure

City Structure    

Mayor and nine-member Detroit City Council, all serving four-year terms

  2010 2001

Agencies 36 43

Full Time Employees 12,302 18,346

Police Stations 30 52

Fire Stations 45 49

Street Lights 88,000 87,000

Number of libraries 27 25

Number of customers for water 265,500 270,685

Number of passengers traveling by DDOT 36,555,845 44,000,000

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City of Detroit – Some Financial Facts

City Finance    

General Fund 2011 2001

Total Revenues $1.220 Billions $1.772 Billions

Total Expenditures $1.070 Billions $1.662 Billions

Excess/Deficit $150.43 Million $109.84 Million

Fund Balance -$148.07 Million $310.081 Million

Source; CAFR Statements

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• Oracle-seeded reports• Custom Oracle reports• FSG reports• Noetix• Nightmare of pulling data into spreadsheets• Statutory report print format• Lack of drill down

Pre-GL Wand Era

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Reporting Challenges

Fiscal Year CAFR Published Date

Jun-98 12/18/1998

Jun-99 3/22/2000

Jun-00 4/12/2001

Jun-01 12/21/2001

Jun-02 12/30/2002

Jun-03 12/30/2003

Jun-04 3/21/2005

Jun-05 5/13/2006

Jun-06 2/25/2008

Jun-07 2/25/2009

Jun-08 11/20/2009

Jun-09 5/28/2010

Jun-10Jun-11

12/17/201012/22/2011

GL WAND!!

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• GL Wand introduced to City of Detroit in 200815 licenses

• Experiment with CAFR-2008• Design innovations• Performance Issues & Resolutions• Spread sheet-level security policies and procedures• Standardization of data extraction structure• Current license capacity of 90

Post-GL Wand Era

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• 3 CAFRs in 15 months. (2008, 2009, and 2010)• 2010 and 2011 CAFRs ahead of scheduled time

First time in 13 years! • Workbook of 140 sheets with 44 GL Wand-based calculation

sheets• Change to balance reflected instantaneously with ability to drill

down for auditor’s satisfaction• Calculation sheets “ready to press” format in 5 hours• GL Wand expanded to single audit

Statutory Reports

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Sample CAFR Sheet

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Sample CAFR Sheet cont’d

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• GL Wand expanded to operation Monitor & Control reports• Overtime monitoring• Revenue-expenditure; budget to actual• Report by agency/fund• Monthly close• Accrual clean-up/maintenance• Encumbrance clean-up/maintenance

Operation Control and Monitor

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Sample Budget-Actual Revenue-Expenditure Sheet

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Sample Overtime Report

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• GL Wand expanded to budget preparation• 3 (5) year actual comparison as well as budget validation• Estimate future budgeting

Subject to inclusion of policies and changing economic environment

Planning - Budget Reports

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Sample- 3 Year Actual – Last Year Budget Report

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• Oracle sign-on• Create/refresh a report• Report drilldown to detail• Drill criteria sheet to transactional details• FSG converter• Report distribution manager

GL Wand Demo

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• City of Detroit Short-Term PlansPeriodic subsidiary ledger reconciliation

• City of Detroit Mid-Term PlansPeriodic surplus and deficit by agency and by fund group

Monthly/quarterly financial result publications

• City of Detroit Long-Term PlansReports Wand installation

Budget Wand installation

Moving Forward

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Questions? Comments?

• Contact Hari Phone 248-229-9681E-mail harisiva@yahoo.com

• Contact Brian Phone 919-238-4040 ext. 304E-mail brian.grossweiler@excel4apps.comWeb www.excel4apps.com/oracle

Q & A