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FISCAL OPERATIONS
HABC’S FISCAL FRAMEWORK
www.HABC.org/FiscalOperations
Email: fiscaloperations@habc.org
HABC’s Fiscal Operations division implemented a safety net budgeting model to address
the continued cuts to our federal funding and
the overall downsizing of the agency’s portfolio. As a result of this exercise, the central
office was able to cut its departmental FY19
budgets by 14%. This will be a continuous
process going forward. Additionally, the budget software was upgraded, which allowed
budgets to be prepared by the individual
public housing sites as opposed to the central
office.
Other efforts that Fiscal Operations carried
out in FY18 to streamline processes and help
fulfill HABC’s paper reduction goals include:

Eliminated the manual paper filing of
invoices and remittances by attaching
invoices to transactions;

Transferred payment of employee reimbursements from Accounts Payable
to Payroll, which separated employees
from vendors in the system and allowed
payments to be processed bi-weekly
within the payroll, effectively decreasing employee wait time for reimbursements;




Converted HCVP landlords to direct deposit as opposed to issuing paper checks
for rent payments;
Automated the invoice processing for
HD Supply company, eliminating the
need for paper invoices;
Converted all forms to form fill with electronic signature ability; and
Began migrating documents to a new
electronic record retention system.
The table on the right represents just some
of the numerous initiatives implemented by
Fiscal Operations in FY18 to create efficiencies within the agency and maximize program
performance.
These measures alone have resulted in an
annual cost savings of over $72,000 and will
save HABC more than $360,000 over the next
five years. Fiscal Operations will continue
to explore ways to streamline and automate
processes for improved productivity, and other HABC departments will undertake comparable initiatives to realize even further cost
savings.
FY18 EXPENSES
INITIATIVES IMPLEMENTED
ACTIVITY
MONTHLY EFFORT
BEFORE
MONTHLY EFFORT
AFTER
MONTHLY SAVINGS
Improved rent statement
process flow
6.5 hours
2.5 hours
4 hours
Electronic filing for accounts
payable (eliminating manual
processes)
Electronic filing for journal
entries (elimiinating manual
paper processes)
40 hours
32 hours
Automating bank reconciliations 22.5hours
in Great Plains accounting
software
Electronic payments to HCVP
landlords
(eliminating paper checks)
TOTAL
7.5 hours
0 hours
0 hours
Ordinary Maintenance
$46,712,995
Operating Administrative
$40,485,253
Utilities
$20,693,612
19.5 hours
0.5 hours
Extraordinary Maintenance
$7,775,621
7 hours
Other General Expense
$7,139,232
108.5 hours
6 hours
102.5 hours
Allocated Overhead
$5,735,565
FY18 REVENUE
Tenant Services
$4,058,314
Interest and Amortization
$3,830,497
Federal Funds
$320,782,112 - 87%
Insurance
$3,503,412
SOURCES & USES
FDS Line Item
MTW
NON-MTW
TOTAL
Revenue
Total Tenant Revenue
$22,888,717
$1,583,278
$24,471,995
Tenant Income
$24,471,995
HUD HABC Operating Grants
$286610033
$15,065,334
$301,675,367
Federal Funds
$320,782,112
Capital Grants
$19,106,745
$0
$19,106,745
Fee Income
$424,507
Total Fee Revenue
$139,334
$285,173
$474,507
Grant Funds
$9,135,539
Other Government Grants
$0
$9,135,539
$9,135,539
Investment Income
$610,576
Interest Income
$545,854
$64,722
$610,576
Capital Assets Sale Gain/Loss
$59,477
Gain/Loss: Capital Assets Sale
$44,605
$14,872
$59,477
State and Local
$2,936,306
Other Income
$10,296,362
$3,051,630
$13,347,992
Other Income
$10,411,686
Total Revenue
$339,631,650
$29,200,548
$368,832,198

$368,832,198
FDS Line Item Name
Actual
Actual
Actual
Management Fee Expense
$139,334
$108,448
$247,782
Expenses
Allocated Overhead
$3,902,285
$1,833,280
$5,735,565
Total Tenant Services
$2,308,999
$1,749,315
$4,058,314
Total Utilities
$20,428,412
$265,200
$20,693,612
Labor
$0.00
$0.00
$0.00
Total Ordinary Maintenance
$39,798,382
$6,914,613
$46,712,995
Total Protective Services
$1,091,720
$40,380
$1,132,100
Total Insurance Premiums
$2,893,904
$609,508
$3,503,412
Total Other General Expenses
$6,566,932
$578,560
$7,145,492
Total Interest/Amortization
$3,830,497
$0.00
$3,830,497
Total Extra Maintenance
$531,249
$7,244,372
$7,775,621
Housing Assistance Payments
$194,371,960
$6,810,025
$201,181,985
Depreciation Expenses
$22,255,141
$640,896
$22,896,037
Other Expenses - Capital/Dev
($6,260)
$0.00
($6,260)
Total Expenses
Management Fee
$247,782
Protective Services
$1,132,100
Insurance
$3,503,412
Interest and Amortization
$3,830,497
Tenant Services
$4,058,314
Allocated Overhead
$5,735,565
Other General Expense
$7,139,232
Extraordinary Maintenance
$7,775,621
Utilities
$20,693,612
Depreciation
$22,896,037
Operating Administrative
$40,485,253
Ordinary Maintenance
$46,712,995
Housing Assistance Payments
$201,181,985

$365,392,405
$334,691,519 $30,700,886 $365,392,405
Protective Services
$1,132,100
Fee Income
$424,507 - 0%
Tenant Income
$24,471,995 - 7%
Other Income
$10,411,686 - 3%
State & Local
$2,936,306 - 1%
HABC: A New Mission, New Vision, New Goals
Operating Administrative
$40,485,253
32 hours
3 hours
MTW & NON-MTW FUNDS
Housing Assistance Payments,
$201,181,985
40 hours
23
Investment Income
$610,576 - 0%
Investment Income
$59,477 - 0%
Management Fee
$247,782
Grant Funds
$9,135,539 - 2%
$50,000,000
$100,000,000
$150,000,000
$200,000,000
www.HABC.org

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