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FY2022/23 Budget Kickoff

What’s Cookin’?

Yuma County Administrator’s Office of Management and Budget

Recipes for Success• Kitchen Timer  • Remodeling the Kitchen

• What’s new in MDSS

• Decision Packages (aka budget requests)• Strategic Plan & the Budget Process• Performance Measures• Budget Monitoring• Personnel

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Kitchen Timer

November

December

January

February

March

May

June

JulyAugust

Remodeling the Kitchen

•OMB has provided FY2022/23 suggested baseline budget for all funds

Stage 1 – Initial Baseline Budget

•Enter FY2021/22 year‐end projections for all funds

•Review and enter FY2022/23 (new year) budget amounts without increasing the bottom line for General Fund and Districts

•Review and return personnel spreadsheet to Lucia

•Complete Decision Packages in MDSS – required for all funds

•CIP Decision Packages**

Stage 2 – Department Review – deadline February 18th

•OMB uploads personnel and make any department/agency changes needed to balance budget for recommended budget

Stage 3 – Admin Adjust

•OMB will notify departments/agencies when recommended line items are available in MDSS

•OMB will distribute personnel spreadsheet and decision package disposition

•Board of Supervisors meet with departments/agencies

Stage 4 – Recommended

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Remodeling the Kitchen

•OMB makes adjustments to the budget per Board direction

Stage 5 – Tentative Budget

•OMB makes adjustments to the budget per Board direction

•OMB will notify departments/agencies when adopted line items are available in MDSS

Stage 6 – Adopted Budget

Decision Packages - Deadline February 18th

Are funds in excess of approved 

Department Baseline Budget 

being requested?

Yes

Supplies & Services

Personnel

Capital Outlay

Other

No Other Forms

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Requesting an Assessment – Deadline December 30th

Facilities Management

Click on Project request and fill out the online request form.

https://www.yumacountyaz.gov/government/facilities‐management/facilities‐management‐request‐for‐project‐assessment‐3761

ITS

Contact ITS Help Desk

Have ready:

1. Facility 

2. Start time 

3. What the request is

4. CIP or Budget

5. Business need synopsis 

6. How much

1. One time/Recurring

HR

Contact Jessica Arciniega to request a reclassification study

Decision Package Rating Criteria

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Yuma County’s Strategic Plan

Leftovers: Yuma County Strategic Plan

Detail how the request will support your department initiatives to meetgoals and its’ alignment with the County Strategic Plan.

• Identify an initiative and/or target output

• Include a performance measure that is directly/indirectly impacted by the request

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Leftovers:Decision Packages – Documentation to tie to Strategic Plan

Example: Request for 3 additional nurses

Target Output: The Health Department will see patients within 15 minutes of their appointment time by FY2025.

Initiative: Open a Health District Clinic to provide increased access to health services in Yuma County. 

Narrative:Maintaining current nursing levels with the increasing scheduled appointments for health services, the Health Department will not achieve its performance measure target as evidenced by an increase in wait time from 15.7 minutes in FY18/19 to 16.1 minutes in FY19/20.

Leftovers:Decision Packages – Documentation to tie to Strategic Plan

Example: Substance Abuse Testing

Target Output: To reach a drug court program success rate of 69% by X.

Initiative: To increase the Yuma County’s Drug Court Program through successful outcomes. 

Narrative: The targeted population is justice involved individuals that are severally mentally ill (SMI). Often, substance abuse contributes to the lack of effective interventions. Currently, there is no specific funding available for these programs.

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Leftovers: Decision Package – ROI; helpful elements

Define the Return• Will the request increase revenue, create a cost reduction, or cost avoidance

Time savings

Migrating from reactive to proactive

Increased levels of service

Calculate the current/future returns

Leftovers: Decision Package – Supporting Documentation

Submit all that apply: 

Gallagher Risk ‐ ERM 

Quote

Trending Data

IT / Facilities Management Assessment

HR Memo or Assessment

HR Studies

Job Description

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FY2020/21 Strategic Plan Recap

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Marketplace Gathering: Department Highlights, Initiatives & Performance MeasuresDepartment Page Updates Word document for department highlights and new initiatives

• new initiatives become department highlights for following year?

Excel workbook to report performance measures• report why measure didn’t meet target

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Marketplace Gathering: Department Highlights, Initiatives & Performance Measures

FY2020/21 Department Highlights*The Yuma County Recorder’s Office and Election Services successfully executed two (2) statewide elections, at the peak of a global health pandemic, with the highest voter turnout to date of 68.36% for the 2020 General Election.

*The number of early ballots returned was the highest of any previous election with 81.9% of ballots returned and staff conducted operations to meet the growing demand for return via secure ballot drop boxes, with over 30,000 ballots returned through drop boxes and only slightly over 21,000 ballots returned via mail delivery.

*Public and property recordings increased by 30%, realizing a significant success in efficient process adjustments to meet this sharp rise in recordings.

FY2020/21 Performance Measure Recap

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Budget Monitoring

Whose job is it & Expectation

Leftovers:Budget Monitoring

Is a partnership between the Department & OMB

•Department Level• Monitor frequently; recommended monthly

• Review budget prior to PAFs

• Review budget prior to a significant purchase

• Review budget prior to project/program approval with budget implications

• Outreach OMB for budget issues – i.e., over budget

•OMB Level• Quarterly Financial Reports issued to departments• General Fund

• Outreach departments for budget issues – i.e., over budget

• Focus on future recurring costs associated with purchases, projects, & positions

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Additional Training Available•Budget Process

•MDSS mBudget

•Decision Packages

•Budget Monitoring

•Personnel Budget

•Budget Amendments Process

•Strategic Plan Initiatives & Target Outputs

•Reallocation & Reclassification

Department Point of ContactGIUZEL THOMAS 21115

BOS Constables 1 & 2

County Admin DDS

Housing ITS

Legal Defender Library

Public Defender Public Works

Recorder/Elections 

School Superintendent

JENNY UNTERSEH  21056

Adult Probation Assessor

Attorney CIP

Clerk of Superior Court

Engineering Facilities Mgmt.

Fiduciary Financial Svcs. 

Health HR

Improvement Dist. Justice Courts

Juvenile Court Non‐Depart

Sheriff Superior Court

Treasurer WIOA

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Personnel

Permanent Savings vs  Temporary Savings

Permanent savings are savings that will continue past the current fiscalyear◦ i.e. hiring an employee at lower salary than budgeted

Temporary Savings are savings that will not be available past the currentfiscal year◦ i.e. having a vacant position over a period of time

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February• All Personnel

Items due• Salary Holds• Underfills• Market/Grade

adjustments• Reallocation

Memos• FTE Changes• New/Elimination

of FTEs• OMB reconciles

personnel with agencies/departments

March• Apply Health

Rate Changes (if applicable)

• OMB will upload personnel to MDSS

April• Email

Recommended personnel spreadsheet to department

June• Email Adopted

personnel spreadsheet to department

Personnel Timeline

Vacant General Fund/General Fund assisted positions◦ Budgeted at Minimum Salary & PPO Employee only

◦ Budget authority (Salary Hold) may be retained‐ please submit a decision package

Underfill Positions◦ Budgeted at the underfill position wage (please submit a decision package for anticipated promotions)

◦ It is the department’s responsibility to ensure that the title and pay for underfills are correct

Personnel ReconciliationFY2022/23 Base Personnel will be updated with approved personnel action forms (PAFs) up to February 18, 2022

Personnel Items ‐ Deadline February 18th

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Market/Grade Adjustments◦ Departments who request a market/grade adjustment with Human Resources should also submit a decision packages for the budget authority needed

Personnel Decision Package◦ Decision Package for new positions should include a job description and/or Human Resources analysis

Reallocation Memo◦ Reallocation memos  requiring additional budget authority and/or retaining budget authority to complete require a decision package.

Personnel Items - Deadline February 18th

Budget Authority for Compensation adjustments, reclassifications,underfills, market/grade adjustments, salary holds and approvedreallocations for General Fund is currently budgeted in non‐departmentalbudget and transferred as needed

Personnel Budget Amounts

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Questions?