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Overview of the Minority & Women's Business Enterprises Division Pay Audit System

This presentation provides an overview of the Minority & Women's Business Enterprises (MWBE) Division's Pay Audit System. Led by Felecia J. Roseburgh, Deputy Commissioner of IDOA, the session covers the MWBE Division's mission, organizational structure, current initiatives, and the compliance auditing process. It emphasizes the importance of accurate data entry and outlines the benefits of the new Pay Audit System for stakeholders. Participants will gain insights into how they can contribute to the success of the program that supports minority and women-owned businesses in state procurement.

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Overview of the Minority & Women's Business Enterprises Division Pay Audit System

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  1. Minority & Women's Business Enterprises DivisionPay Audit System Overview PresentationePro User Group Meeting September 20, 2011

  2. Introduction Felecia J. Roseburgh • Deputy Commissioner, IDOA – Minority & Women's Business Enterprises Division • Joined in December 2010 • Previously, Director of Global Diversity Relations, Cummins Inc. 2

  3. Today’s Agenda • MWBE Division • Mission • Organization • Current and Planned Initiatives • MWBE Subcontractor Commitment Compliance Auditing • Overview • Current System • Future Pay Audit System • Benefits of the Pay Audit System • How You Can Help • Questions? 3

  4. MWBE Division Mission • The MWBE Division actively promotes, monitors, and enforces the State’s programs that provide an equal opportunity to minority and women-owned businesses that seek to participate in the State's procurement and contracting process. • Annual participation goals for State contracts are set by the Governor's Commission on Minority and Women's Business Enterprises: 4

  5. MWBE Division Organization 5

  6. MWBE Subcontractor CommitmentCompliance Auditing: Overview

  7. Compliance Auditing: Current System An examination of the current process shows several areas of improvement to better meet the State’s MWBE mission

  8. Compliance Auditing: Pay Audit System E-mail reminder to submit subcontractor payment data 2 Prime Submit subcontractor payment data and attest3 PeopleSoft 3 Payment data2 1 Payment 4 Pay Audit System PO’s1 E-mail reminder to submit received payment data (30 days after prime) 5 Submit payment data and attest3 MWBE Sub 1 The new system regularly pulls updated MWBE and contract data from the PO’s 2 An alternative process has been developed for State QPAs (with significantly high order volume) to avoid unrealistic reporting demands 3 Late responses from either party prompts a follow-up notification. Continued lack of response will initiate a sanction process

  9. Compliance Auditing: Pay Audit System Benefits for all Stakeholders

  10. How You Can Help PO Data Entry Screenshot The EDS number field must be filled out if an EDS number is associated with the purchase order. See next slide 10

  11. How You Can Help PO Data Entry Screenshot (Tier 2 Details) The “Copy Contract Tier 2 Info” button will only pull participation if the contract is set up as a QPA. In all other cases, you will have to manually fill out the MWBE participation. 11

  12. How You Can Help • Accurate data entry on contracts (sec. 29), EDS, and purchase orders is essential. • Who sees the information? • The Governor, Agency Heads, and the MWBE Commission through regular reports • The public and media through various vehicles (e.g., website, public requests, interviews, campaigns.) 12

  13. Thank You! • How can we help you? • MWBE Website: www.in.gov/idoa/mwbe • MWBE Phone: 317.232.3061 13

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