2017 Annual Report • Published June 2018

Administration and Finance

The Administration and Finance Division focuses on providing support agency wide. This division includes eight teams with over 40 employees. The eight Administration and Finance teams include Accounting, Budget, Information Technology, Grant Management, Contract Administration, Facilities, Purchasing, and Vital Records services. The division provides support to the 11 offices in Adams, Arapahoe, and Douglas Counties. The annual budget is developed by Administration and Finance employees with oversight from the Executive Director, Deputy Director, and other Division Directors of Tri-County Health Department (TCHD), then approved by the Board of Health.

Each area within the division is supported by the TCHD General Fund except for Vital Records, which is funded and operated by fees collected from processing birth and death certificates. Excess revenue from the Vital Records program contributes to the General Fund to support other programs and services that are not sufficiently funded.

The strength of TCHD and the Administration and Finance division continues to be the hard-working, dedicated employees that perform a wide range of services throughout the agency. The division proudly adheres to values that define high performance teamwork, continuous improvement and sustainability, integrity, accountability and innovation that guide day-to-day operations and develop the framework for excellence in all aspects of work.

The over-arching goal of the Administration and Finance division is to support TCHD by: • Ensuring the fiscal integrity and accountability of the agency • Providing a safe and supportive environment • Developing appropriate use of new technologies • Providing outstanding service to all customers of TCHD • Assuring well-maintained buildings and grounds

The Administration and Finance division collaborated with Human Resources to complete the selection of a Human Resource Information System, which includes a new Payroll and Timekeeping system. This system provides employees the ability to improve consistency with a real-time cloud-based payroll; therefore, increasing efficiency in the payroll and timekeeping processes. The following benefits will be recognized through the timekeeping and payroll implementation:

• Employee Self Service system for improving efficiency and transparency; • Electronic time sheets for integrated and seamless labor management;• Standardizing payroll processes and reporting throughout the agency.

The implementation of timekeeping will be rolled out to each division and is anticipated to be fully implemented in 2018.

TCHD’s Quality Improvement Process (QI) within Administration and Finance includes collaborative planning, collecting, and analyzing data from a variety of sources to make informed decisions on an ongoing basis. In 2017, the collaborative team analyzed the Division’s contracts process and identified 24 innovation opportunities. As of 12/31/17, the Contract Development Process gained momentum by completing 65% of the identified 24 opportunities; Comprehensive Contract Processing Training was provided agency-wide by the Contract Administrator; and continued contract process improvements are underway to attain 100% process improvement opportunities in Contracts Process Management during 2018-2019.

Administration and Finance

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AccountingThe Accounting section handles the accounting and finance services for all TCHD locations. In addition to daily accounting transactions such as paying invoices and entering and reconciling receivables, staff also work in budget development, payroll, grant management, contract administration, financial statement preparation, fund investments, financial policies and procedures, and help with administering the Procurement Card (P-Card) program.

TCHD’s Procurement Card (P-Card) program went through its third full cycle of spending in 2017. With an average of 45 cardholders (approximately 12% of total employees) throughout the year, the agency was able to spend just over $2.5M in 2017. Participating in a P-Card consortium increases the ability to earn an annual rebate based on the total spend of the consortium.

The number of accounts payable checks issued increased slightly in 2017, but is still well below amounts issued in previous years prior to the roll out of P-Cards. Using P-Cards for purchases saves time and money; eliminating the need to have check requests routed for signature, entering the requests into the accounting system and mailing the checks, and reduces the need to reconcile and potentially re-issue lost checks.

The number of both revenue and expense contracts entered into by TCHD has seen an upward trend as well. These contracts ensure business continues to run smoothly and that the agency is in compliance with ever-changing Federal and State guidelines. TCHD received funding from 91 different grants, accounting for more than $20 million throughout the year. These different funding sources require meticulous record keeping and detail as the agency must ensure that the funds coming in are expended correctly and that expenses are relevant and timely to the program.

$187,541

$2,108,309 $2,987,798

$2,519,232

$0$500,000

$1,000,000$1,500,000$2,000,000$2,500,000$3,000,000$3,500,000

2014 2015 2016 2017

P-Card Spend

4,060

2,928 2,634 2,704

- 500

1,000 1,500 2,000 2,500 3,000 3,500 4,000 4,500

2014 2015 2016 2017

Accounts Payable Checks

2

Once again, TCHD received an unqualified audit opinion for the 2017 year. Our auditors found that the financial statements were in accordance with accounting principles generally accepted in the United States. Additionally, four major programs that receive Federal funding were audited on compliance requirements put forth by the Office of Management and Budget (OMB). These programs were the Nutrition Program for Women, Infants, and Children (WIC), Centers for Disease Control and Prevention-Hospital Preparedness Program, Affordable Care Act (ACA) – Maternal, Infant, and Early Childhood Home Visiting Program, and (ACA) - the State Innovation Model. All three programs were found to have no material weaknesses or deficiencies, were in compliance with regulations, and said to be low risk. These successful audits show the commitment of not only program staff, but the Accounting team as well.

Wages$20,997,085 

53.3%

Benefits$6,676,288 17.0% Supplies

$1,234,174 3.1%

Contract Services$3,301,075 

8.4%

Equip, Capital & Leasehold Improvements$1,296,375 

3.3%

Operating Expenses$4,353,940 11.0%

In‐Kind Expense$1,523,023 

3.9%

2017 Agency Expenses $39,381,960

Adams Cnty Per Capita$3,408,628 

8.5%

Arapahoe Cnty Per Capita$4,336,932 10.8%

Douglas Cnty Per Capita$2,215,429 

5.5%

State Planning and Support$1,872,455 

4.7%

Vital Records$1,358,445 

3.4%

Interest Income$119,130 0.3%

Federal Funds$11,216,587 

28.1%State Contracts

$7,371,940 18.4%

Fees$3,183,931 

8.0%

County Project Specific$1,814,080 

4.5%

In‐Kind/ Other Rev/ Fund Balance

$1,523,023 3.8%

Grants & Contracts$1,077,742 

2.7%Medicaid Funds

$522,550 1.3%

2017 Agency Revenues $40,020,872

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Facilities and PurchasingFacilities and Purchasing made some essential improvements throughout the year including the completion of two large construction projects allowing for two full facility moves. The new Aurora South facility began renovations in 2016 and the project was completed in March of 2017, allowing TCHD to move the long-time Iliff office location to the new space. Directly following that milestone, a collaborative effort between TCHD and Douglas County to renovate the new space being provided to TCHD in Castle Rock began. In five short months, the County completed the new facility and TCHD moved to the new location in October, 2017. Both moves were coordinated and executed efficiently to limit any impact to the communities served.

Another great improvement is the use of “Cool Cubes” for vaccine transport. Working closely with the Nursing Division, Purchasing helped to gather information and place orders for these new transport cubes that pack and transport both refrigerated and frozen vaccines in the most efficient and safe manner, reducing the risk of vaccine loss due to temperature controls.

This year the department transitioned office security monitoring and badge scanning systems. As part of the transition, panic buttons were added to the system in locations that previously did not have them and they are now present in all locations.

The Facilities help-desk ticket system and purchase requisition systems have continued to help manage and track volumes in both areas. They allow better-managed critical facility items as well as orders, and ensure overall efficiency. A total of 1,300 Purchase Orders and 1,061 Internal Requests were processed in 2017, in addition to the many hundreds of direct purchases utilizing the P-Card program that were completed.

Aurora South Castle Rock

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Information TechnologyFor 2017, the TCHD Information Technology (I.T.) Team focused on improving systems, connectivity, and external facing capabilities:

• New 500Mbps internet circuit installed at the Administrative Office, which provides improved internet connectivity to all TCHD locations.

• Implemented new “Demilitarized Zone” (DMZ) for housing the new EH OWTS Septic permit online system, as well as the new ArcGIS implementation for EPC to ensure data remains safe.

• Designed a brand new Disaster Recovery model that will be located in the Iron Mountain Secure Data Center.

• Aurora South and Castle Rock move.

The I.T. Team Supported 700 Desk Phones, 530 Machines, 220 I-Phones, 56 Servers, 48 Switches, 13 Routers, 7 Storage Platforms and 6 Virtual Hosts.

3,651 I.T. Help Desk Tickets were resolved in 2017.

441 surveys were completed by staff members in 2017. 90% of the responses indicated a service level of above average or excellent service being provided.

I.T. helped move and set up equipment for over 65 employees at the new Castle Rock and Aurora South offices. The planning phase took many months to ensure that network drop locations, Wi-Fi Access Points, and equipment were placed in precise locations.

CybersecurityCybersecurity in 2017 took a quantum leap, as the Layered Network Security (LNS) model was made operational, creating five distinct layers of security making virus propagation, breaches, or hacks very difficult to achieve on the TCHD network.

Informatics Governance Group In 2017, the Informatics Governance Group (IGG) was created as a cross-divisional group to allow TCHD to efficiently review informatics needs, activities and investments. The IGG enables collaboration between divisions, the department and community stakeholders to ensure TCHD information technology solutions are technically stable, cost-sustainable, and prioritized to the organization’s needs.

In 2017, the IGG worked to move Environmental Health’s Online Septic Records search project forward, saving over 45 minutes of staff time per request for septic documentation. A pilot for the Prezi presentation software was also sent through the IGG, setting expectations for the project, determining responsible parties as well as budgeting. Soon, EPC’s ArcGIS Open Data site will be operational, a project that was also vetted through the IGG, looking to continue the success of the group well into the future.

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Vital RecordsTCHD is given the authority by the State of Colorado to issue birth and death certificates through its Vital Records offices located in the Administrative and the Commerce City offices. Each location has bi-lingual clerks available to assist with Spanish-only speaking customers and the birth and death certificate applications are also available in Spanish.

Between the two offices, the Vital Records team members issued 22,698 Birth Certificates and 72,968 Death Certificates totaling 95,666 Certificates in 2017. The number of birth certificates issued to each office is split just about evenly, while the Greenwood Village office accounts for 62% of all death certificates issued.

The certified birth and death certificates are legal documents that are printed on forgery-resistant security paper with watermarks, background security patterns, and a unique identification number. Vital Records is able to issue birth or death certificates for the State of Colorado regardless of the county of birth or death. Certificates can be issued through a variety of ordering methods such as: in-person, online through the VitalChek Network, by mail, or by fax.

In 2017, Vital Records expanded upon the pilot courier service of death certificates to funeral homes from 2016. At the year-end for 2017, Vital Records increased the courier delivery service to six funeral homes with an additional $150,000 of new revenue. In 2017, there were 49 funeral homes that frequented either the Admin or Commerce City office on a regular basis. Outreach to funeral homes will continue for 2018.

Vital Records opened a new office in Douglas County in January 2018. The new office provides Douglas County with a NEW service from TCHD. The Vital Records team increased the number of staff from six to nine to ensure proper staffing levels for the new office as well as adding a dedicated courier driver for Vital Records. It is exciting to provide the citizens of Douglas County with the new service.

Every year, Vital Records must undergo an audit by the Colorado Department of Public Health and Environment and in 2017; Vital Records scored 100% on document accuracy, which earned them a Perfect Performance Award for each office.

23,865 24,667 24,381 22,698

64,077 67,314 61,870

72,968

- 10,000 20,000 30,000 40,000 50,000 60,000 70,000 80,000

2014 2015 2016 2017

Certificates Issued

Birth Certificates Death Certificates

$1,198,666

$1,246,814 $1,220,139

$1,358,445

$1,100,000

$1,150,000

$1,200,000

$1,250,000

$1,300,000

$1,350,000

$1,400,000

2014 2015 2016 2017

Vital Records Annual Revenue

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