BEST PRACTICES A PROCESS RATHER THAN A DESTINATION

1
BEST PRACTICES A PROCESS RATHER THAN A
DESTINATION
2
WHY BEST PRACTICES?

• A proactive approach
• Networking opportunity
• We all benefit from each others ideas
• Avoid duplicated errors
• Meet or exceed customer expectations
• Profitable
• Efficient
• Effective

3
CONSIDER THE FOLLOWING FOR YOUR ORGANIZATION?

• Identify industry best practices and an action
  plan to implement.
• Identify services that can be reduced, eliminated
  or added.
• Identify services that can be transferred to
  private sector.
• Identify cost savings.
• Identify roles, functions and eliminate
  duplication.

4
DISCUSSION cont.

• Consider gaps, overlaps in services.
• Evaluate the feasibility of pooling technology
  systems.
• Gather and analyze departmental performance data,
  performance measures and self-assessment systems.
• Identify regulatory changes that allow entity to
  carry out its functions.

5
DO YOU RECOGNIZE ANY OF THESE ITEMS?
6
THEY ALL COME FROM I-900
7
MAJOR OBSTACLES
8
FA INITIATIVES

• WPPA user document site
• Create an Accounting Manual
• Cross train staff
• Integrated map and database of properties
  leases
• Web site redevelopment
• Identify and implement new marina software
• Commission resolutions codified in a retrieval
  system
• Automated payroll timekeeping
• Evaluate bonding options for capital improvements
• Streamline budget process
• Clarify records retention policy and implement
• Staff recognition
• Formal
• Informal

9
POA INITIATIVES CONT.

• Contract/lease management and coordination
• Cash flow communication and coordination
• Budget to actual reporting and communication
• Accountability
• Decision making
• Monthly financial statement reporting and
  communication
• Audit process communication and coordination
• Accountability
• A-133
• Financial Statement
• New standards e.g. GASB 49

10
EXAMPLES

• E\March09VARIANCEREPORT.xlsx

11
EXAMPLE 1
12
EXAMPLE 2
13
EXAMPLE 3
14
EXAMPLE 4
15
EXAMPLE 5
16
EXAMPLE 6
17
PERFORMANCE INDICATORS--MEASUREMENTS FOR SUCCESS
18
Finance Administration

• PERFORMANCE INDICATORS

19
Newspaper Articles

• April 2009
• Recent Examples of Articles
•   
• 4/15/09 Anacortes American
• Anacortes is Off to the Races With Another
  Maritime Event
• Positive, work boat races are perfect for our
  area, getting nice assist from the Port
• 4/15/09 Anacortes American
• Aircraft Damaged in Minor Crash
• Neutral, incident reported to NTSB, Bob Hyde
  said Port will be looking into the incident also
• 4/8/09 Anacortes American
• Real News Was Opposition to Weather System
• Negative, letter to the editor says comments at
  meeting were mostly negative, Port Commissioners
  were in attendance

2007 January-June
January- April 2009
20
Newspaper Articles

• Hot Topics
• Workboat Races
• Salmon Derby results

21
Newspaper Articles
2007 January-June
2007 January-June

• Jan-Apr 2009

• 2007 January-May

• Jan-Apr 2008

22
Port of Anacortes Website

• Website VisitsApril 1-30, 2009
• Summary Report
• Total number of visits 2,606 from 391 cities
  world wide
• Top 3 Cities were
• Seattle
• Burlington
• Bellingham
• New visitors accounted for 61 of the total.
• The largest number of visitors found our web site
  via referral from
• WashingtonPorts.org
• Builders Exchange
• PassageMaker.com
• The most popular pages viewed on our website
  were
• Index
• Port Facilities
• Employment
• Contact Information

23
Website Dashboard
24
Utilities

• Cell Phones, PDAs Pagers

25
Utilities

• Puget Sound Energy

Totals for all locations
26
Utilities

• Water/Sewer/Garbage

Totals for all locations
27
Marina Operating Revenues
28
Marina Operating Expenses
29
Marina Net Operating Income
30
2009 Fund Balances

31
Past Due A/R Accounts
2007 January-June
2007 January-May
Through March 2009
32
Past Due By Segment
33
Working Capital
34
Tax Revenue as a of Operating Revenue
35
Debt Limitation
36
Days Sales Outstanding
37
Efficiency Ratio
Operating Expenses / Operating Revenues
38
Overtime Hours
Includes Regular Full Time Part Time Port
Employees
39
Overtime Paid
120K IN OVERTIME FOR 2008
Includes Regular Full Time Part Time Port
Employees
40
SO YOU CANT AFFORD THE TIME
41
Stephen Coveys Time Management Quadrant
42
SO.YOU SAY YOU DONT HAVE TIME!!
43
SURVEY SAYS..

• Capitalization policy
• Purchasing and contracting procedures
• Living in the wrong time management quadrant!

44
Questions?