Laserfiche WebLink
WORK PLAN <br />CITYWIDE INDIRECT COST ALLOCATION PLAN <br />ClearSource presents the following step-by-step <br />work plan to complete the Citywide Indirect <br />Cost Allocation Plan envisioned by the City of <br />Santa Ana. <br />Task 1 I Study Orientation <br />The purpose of this task is to generate common <br />understanding of objectives, known issues that <br />must be addressed by study end, participant <br />roles, expected procedural requirements, <br />schedule and pre -established dates, and data <br />collection and development procedures. <br />TASK 1.11 ONSITE PROJECT KICK-OFF <br />Consultants will prepare for, attend, and <br />facilitate one onsite event with City <br />personnel to initiate the project. (This event <br />will be held concurrently with events <br />scheduled for the Internal Service Funds <br />Cost Allocation Methodology Study.) <br />TASK 1.2 1 ASSESS PREVAILING METHODS <br />ClearSource will evaluate prevailing cost <br />allocation models, methods, and <br />applications. Particular attention will be <br />paid to annual procedures, internal <br />opinions and impacts, and balance of <br />workload with the requirements of the <br />City's uses for overhead, including internal <br />transfers/reimbursements and external <br />agency reimbursement. ClearSource will <br />also review readily available budgetary <br />documents to gain a working knowledge of <br />City structure and accounting practices. <br />TASK 1.3 1 PLAN FOR NEW MODEL <br />After project kick-off, ClearSource will <br />determine a plan for generating current <br />indirect cost allocations for the host of uses <br />identified by the City. This will likely include <br />development of a new Excel -based model in <br />alignment with current needs but may <br />include modification of existing tools if City <br />personnel prefer to sustain existing tools. <br />ClearSource will remain flexible. <br />Task 2 1 Critical Inputs <br />The purpose of this task is to develop the <br />necessary foundation for subsequent <br />quantitative analysis. Particular focus will <br />be generating necessary data and <br />documentation of inputs and assumptions <br />as required by the application of plan <br />outcomes. (For example, an OMB 2 CFR Part <br />225 compliant plan requires a specific <br />inventory of information that may not be as <br />essential if applications are entirely internal <br />to the City. The City has stated that it does <br />receive federal, state, and local assistance, <br />so ClearSource will verify that indirect rates <br />are actively applied to those awards and <br />generate rates accordingly.) <br />TASK 2.1 1 DEVELOP FINANCIAL INPUTS <br />Consultants will mine the City's financial <br />reporting to access organizational and line - <br />item detail to support costs, allocation <br />factors, workload metrics, and accounting <br />structure in the cost allocation model. <br />TASK 2.2 1 DEVELOP ALLOCATION FACTORS <br />Consultants will pull published statistics <br />that may be useful as bases for distributing <br />costs and where necessary, develop and <br />document alternate data sets to serve as <br />distribution methods. Targeted meetings <br />with representatives from support services <br />departments may be useful to influence <br />CLEARSOURCE PROPOSAL TO THE CITY OF SANTA ANA <br />SECTION 4 <br />