Key Performance Indicators

Department of Administration

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Mission

The mission of the Department of Administration is to provide consistent and efficient support services to state agencies so that they may better serve Alaskans. AS 44.21.010-045

Key Performance Indicators

• Target: Pre-disposition reports are filed with the Courts by due date.

• Target: 5 year trend of cost growth for core government support services.

• Target: Pay invoices within five business days upon receipt of proper documentation.

Performance Detail

Target #1: Reduction in number of appellate cases pending assignment for drafting opening briefs. Public Defender Appellate Backlog Fiscal Year Number of Cases Open FY 2021 56 FY 2020 77 FY 2019 50 FY 2018 36 FY 2017 16 FY 2016 76 FY 2015 87 FY 2014 129 FY 2013 100 FY 2012 89 Analysis of results and challenges: The Public Defender Agency increased the use of appellate contract attorneys during 2017 and transferred a large number of appellate matters to the Office of Public Advocacy, to ensure appellate filing deadlines were met on cases that had been awaiting assignment. With limited staffing in the appellate section, training, transitioning new attorneys to the section, and an increase in filings there has been an increase in the Appellate backlog since 2017.

Target #1: Pre-disposition reports are filed with the Courts by due date. Percentage of Predisposition Reports Filed with the Courts by Due Date Fiscal Year % Reports Filed Timely FY 2021 71% FY 2020 68% FY 2019 70% FY 2018 53% FY 2017 68% FY 2016 68% FY 2015 68% FY 2014 53% FY 2013 56% FY 2012 63% FY 2011 64% Analysis of results and challenges: In FY2020, 71% of pre-disposition reports were filed on time. Child in Need of Aid (CINA) cases continue to be filed by the Office of Children's Services at a substantial rate. Since FY2014, the CINA caseload has increased dramatically. This has caused Guardian ad Litem caseloads to remain high preventing optimal service. Guardians ad litem now carry a caseload of over 100 children each. It is a continuing challenge for GAL's to meet court deadlines and timely meet with children.

Target #1: 5 year trend of cost growth for core government support services. Methodology: Based on Conference Committee. Five Year Cost Growth Trend Fiscal Year YTD Total FY 2020 11.14% FY 2019 2.53% FY 2018 1.76% FY 2017 -2.85% FY 2016 -2.36% Analysis of results and challenges: The budgeted costs growth trend includes all fund types for the Department of Administration. Beginning in fiscal year 2016, through conference committee for fiscal year 2020, the department has maintained an average trend of 2.05%. The budget growth shown in FY2020 is largely the result of Shared Services and Office of Information Technology staff transfers. This is the result of reorganization efforts, not net budget increases.

Target #2: Pay invoices within five business days upon receipt of proper documentation. Methodology: Data not available for June of FY2018. A/P Processing Time (within 5 business days) Fiscal Year Payment Processing Time FY 2021 0.88 -37.14% FY 2020 1.4 -79.41% FY 2019 6.8 0% FY 2018 0 Analysis of results and challenges: The Accounting component processed more documents and improved invoice processing speed by 79% in FY2021. This efficiency was the result of transitioning to the A/P ticketing portal in April 2019 and developing automated business intelligence reporting using Microsoft Power BI. These process improvements enhanced visibility, improved communication between departments and Accounting, and allowed for greater oversight of workflow management. In FY2021, the Accounting component also expanded the departmental procedural catalog to include instructional videos, monthly staff trainings, and monthly statewide agency trainings to review submittal processes, available reports and to answer questions. These additional resources have helped reduce processing delays.. In FY2022, the Accounting component is pursuing implementing robotic process automation and collaborating with departments to implement a standardized financial coding stamp, which is expected to lead to faster and more accurate processing and reduced costs. The methodology to calculate the average invoice processing time has been updated to an annual average and reflects the time between when a department submits an invoice to the time an SSOA Accounting Technician approves payment (GAX, IN, OTPAY, and PRC) in IRIS whereupon payment is issued to the vendor is defined as the payment processing speed.

Current as of April 13, 2022