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Exhibit 1 City and County of San Francisco FY 2005-06 Closing Schedule Key Dates

Task #

Due Date

Task Description

Responsibility

Contact

1

Apr-14-06

Hold Single Audit Entrance Conference

Controller’s Office & Auditors

Frances Lee/

Tristan Levardo

2

May-23-06

Selected departments will be notified to pull documents and be ready for auditor review May 30-June 23, depending on auditor and department schedule

Controller’s Office & Auditors

Carmen Le Franc

3

May-24-06

Year-End Close and New Year Processing Workshop (10-11:30 a.m.)

Controller's Office

Frances Lee/Alan Pavkovic/Tristan Levardo/ Mary Fitzpatrick/Carmen Le Franc/Bill Jones

4

May-27-06

Index Code Recast in Famis

Controller's Office

Leo Casipit

5

May-30-06

Year-End Close and New Year Processing Workshop (3-4:30 p.m.)

Controller's Office

Frances Lee/Alan Pavkovic/Tristan Levardo/ Mary Fitzpatrick/Carmen Le Franc/Bill Jones

6

Jun and Jul

EIS Training - Specific dates to be determined

Controller's Office

Pearl Chan

06

7

Jun-26-06

Begin issuing User Security Turnaround Reports for FAMIS, ADPICS and FAACS to departments

Controller's Office

Lina Tacorda/

Annette Reardon

8

Jun-30-06

Last day to process FY05-06 personnel requisitions. Refer to Controller's Memo dated May 23, 2006.

Controller's Office & All Departments

Controller's Office

Fund Accountants

9

Jul-1-06

New fiscal year is open for posting in FAMIS

FYI Only

Leo Casipit

10

Jul-1-06

Cash Receipts entries will go into the approval path for approximately 2 to 3 weeks - FLASH will be issued

Controller's Office & All Departments

Ed Manuel

11

Jul-12-06

Distribute to departments a grant reconciliation report as of June 30, 2006

Controller’s Office

Tristan Levardo

(Wed)

Grants Unit

12

Jul-13-06

EIS reports begin to refresh on Thursdays, Sundays and Tuesdays - New EIS reports will now be available on Fridays, Mondays and Wednesdays

Controller's Office & All Departments

Jeff Pera

13

Jul-14-06

Last day - Default month is June 2006

FYI Only

Leo Casipit

14

Jul-14-06

Analytical Reports available to identify potential items for YE adjustments and variance reporting

Controller's Office & All Departments

Carmen Le Franc

15

Jul-17-06

Departments begin returning the User Security Turnaround Reports for FAMIS, ADPICS and FAACS. Must be signed by Department Head or CFO and department security liaison.

Departments

Lina Tacorda/ Anna Yu/Annette Reardon

16

Jul-17-06

First day - Default month is July 2006

FYI Only

Leo Casipit

17

Week

Complete Workshops on Equipment and CIP updates in FAACS

Departments

Carmen Le Franc

Ended

Jul-21-06

 

18

Jul-28-06

Full Board adoption of FY 2006-07 Annual Appropriation Ordinance

FYI Only

Todd Rydstrom

19

Aug-1-06

First day - Default month will be August 2006

FYI Only

Leo Casipit

20

Aug-1-06

Interface to FAMIS FP 01-2007 (July 2006) any changes made by the Board (technical adjustments, savings, add backs, and reserves) and the changes required by the recently adopted MOUs

Controller's Office

Todd Rydstrom

(Tues)

Exhibit 1 City and County of San Francisco FY 2005-06 Closing Schedule Key Dates

Task #

Due Date

Task Description

Responsibility

Contact

 

21 Aug-6-06

Complete Work order billings to requesting departments for services rendered as of June 30, 2006

Performing

Fund Accountants

departments

 

22 Aug-6-06

Last day for departments to post documents into fiscal period 12-2006 (input period 06-2006) (First Fiscal month 12 close)

All Departments

Fund Accountants

(SUN)

 

23 Aug-6-06

Complete YE grant reconciliation & claim submission. Submit listing of inactive grants for closeout. Complete analyticals. Prepare revenue accrual and other journal entries.

Grant departments

Controller's Grant

Personnel

 

24 Aug-9-06

Complete processing work order billings from performing departments for services rendered as of June 30, 2006

Requesting

Fund Accountants

departments

 

25 Aug-9-2006

Complete approving of fiscal month 12 entries. 1st Fiscal Month 12 is closed at 5 p.m.

Controller’s Office

Fund

(Wed)

Accountants/Grant

 

Personnel

 

26 Aug-11-06

Submit requests for carryforwards of annually budgeted appropriations (Refer to Controller’s Office letter dated May 22, 2006)

All Departments

Fund Accountants

 

27 Aug-14-06

Distribute to departments an electronic file of outstanding regular (non-work order), and workorder encumbrances (performing and requesting departments) as of June 30, 2006

Controller’s Office

Fund Accountants/ Connie Chu

 

28 Aug-16-06

FM 12-2006 RE-OPENED for additional postings

Controller’s Office

Fund

(Wed)

Accountants/Grant

Personnel

 

29 Aug-20-06

Record accruals of expenditures for goods & services received on or before June 30, 2006 and paid after August 20, 2006. Complete posting including entries resulting from reconciliation and analyticals.

All Departments

Fund

Accountants/Grant

Personnel

 

30 Aug-20-06

Last day for departments to post documents into fiscal period 12-2006 ( 2nd & FINAL fm 12 close)

All Departments

Fund

(Sun)

Accountants/Grant

 

Personnel

 

31 Aug-21-06

Submit to the Controller's Office requests for carryforward outstanding regular (non-work order) and work order encumbrances as of June 30, 2006

All Departments

Fund Accountants

 

32 Aug-23-06

Complete approving of fiscal month 12 entries. 2nd and FINAL Fiscal Month 12 is closed at 5 p.m.

Controller’s Office

Fund

(Wed.)

Accountants/Grant

 

Personnel

 

33 Aug-24-06

Fiscal month 13 is open for material and pre- approved transactions, including accruals of material expenditures for goods & services received on or before June 30, 2006 and paid after August 23, 2006

Controller’s Office

Frances Lee/Tristan Levardo/Alan Pavkovic/Carmen Le Franc

 

34 Aug-29-06

Complete review of requests for carryforwards of outstanding (both regular & workorder) encumbrances as of June 30, 2006. Process carryforwards in FAMIS. Communicate to departments any ungranted requests

Controller’s Office

Fund Accountants

Exhibit 1 City and County of San Francisco FY 2005-06 Closing Schedule Key Dates

Task #

Due Date

Task Description

Responsibility

Contact

35

Aug-30-06

Run automated carryforward of requesting department's appropriation to support the approved (both regular & work order) encumbrance balances (FAML 9820). Run carryforward of performing departments appropriation to support the approved requesting department's work order balances.

Controller's Office

Leo Casipit

36

Sep-01-06

Run closing of outstanding (both regular & work order) encumbrances not approved for carryforward. (1090 Process)

Controller's Office

Leo Casipit

37

Sep-1-06

Complete review of sufficiency and adequacy of final year-end closing tasks

All Departments & Controller’s Office

Fund

Accountants/Grant

   

Personnel

38

Sep-1-06

Draft Analyticals due - based on August 27th EIS

Controller's Staff

Grant

Personnel/Alan

Pavkovic/Todd

Rydstrom/Wing

Leung/Carmen

Le Franc

39

Sep-5-06

Reallocate in FP 01-2007 (July 2006) automated carryforward appropriations based on approved requesting departments' work encumbrance to specific objects of expenditures

Performing

Controller's Office

departments

Fund Accountants

40

Sep-5 to 8-

Close Purchase Orders in FAMIS Purchasing to match

Controller's Staff

Annette Reardon

06

FAMIS Accounting

41

Sep-10-06

Last day for departments to post material and pre- approved adjusting entries, including accruals of material expenditures for goods & services received on or before June 30, 2006, and paid after August 23, 2006 into fiscal period 13-2006

All Departments & Controller’s Office

Frances Lee/

Sun

Tristan

 

Levardo/Alan

Pavkovic/Carmen

Le Franc

42

Sep-11-06

Month 13 is closed at 5 p.m. and EIS re-fresh

Controller's Office

Carmen Le Franc

43

Sep-13-06

Complete review and processing of requests for carryforwards of annually budgeted appropriations

Controller Office & Mayor's Budget Office

Controller's Office

Fund Accountants

44

Sep-14-06

Complete review of sufficiency and adequacy of final year-end closing tasks

All Departments & Controller’s Office

Carmen Le Franc

45

Sep-18-06

Draft Financial Statements, including all Notes to F/S, for each segment due to Controller's Office and to External Auditors

Separately audited departments

Mary Fitzpatrick/ Carmen Le Franc

(Monday)

46

Sep-18-06

Final Analyticals due - based on Sep, 14th EIS

Controller's Staff

Grant

Personnel/Alan

Pavkovic/Todd

Rydstrom/Wing

Leung/Carmen

Le Franc

47

Oct-27-06

Final Printed Financial Statement for each segment due to Controller's Office

Separately audited departments

Mary Fitzpatrick/ Carmen Le Franc

(Friday)

48

Nov-22-06

Submit CAFR to the Board

Controller's Office

Mary Fitzpatrick/ Carmen Le Franc

(Wed)

Exhibit 1 City and County of San Francisco FY 2005-06 Closing Schedule Key Dates

Task #

Due Date

Task Description

Responsibility

Contact

 

49 Jan-31-07

Issue Single Audit Report for the year ended

Controller’s Office & Auditors

Frances Lee/

6/30/06

Tristan Levardo

 

50 Feb-7-07

Draft Management Letters Due to Controller's Office

Controller’s Office & Auditors

Mary Fitzpatrick/ Carmen Le Franc

 

51 Feb-28-07

Final Management Letters Due to Controller's Office

Controller’s Office & Auditors

Mary Fitzpatrick/ Carmen Le Franc

 

52 Mar-19-07

Single Audit & Final Management Letters Presented to the Government Audit and Oversight Committee

Controller’s Office, Selected Departments, & Auditors

Mary Fitzpatrick/ Carmen Le Franc

   

Schedule for Workers Compensation and General Liability Study:

   
 

Sep-1-06

~Preliminary draft report of the Workers Compensation Study

 
 

Sep-1-06

~Preliminary draft report of the General Liability Study

   
 

Oct-13-06

~Final report of the Workers Compensation Study

   
 

Oct-13-06

~Final report of the Workers Compensation Budget Analysis for Payment Year 2006/2007

 

Oct-13-06

~Final report of the General Liability Study