Fiscal Year-End Procurement & Reporting System

Optimized city-wide year-end processes, reducing rollover time by 50% while eliminating recurring budget errors through automated workflows and cross-departmental collaboration.

The Challenge:

City departments operated in silos during fiscal year-end, with no proactive communication about budget issues or purchase order status. This created a chaotic 5-hour year-end rollover process filled with last-minute discoveries, manual corrections, and delayed transitions to the new fiscal year.

The Solution:

Redesigned the procurement close-out workflow by implementing error detection, streamlined reporting processes, and collaborative resolution. Built Visual Basic scripts to automate department-specific report generation, reducing manual processing from 1.5 days to 3 hours. Established proactive communication system with scheduled alerts and cross-departmental coordination meetings.

The Impact

• 50% reduction in year-end rollover time (5 hours → 2.5 hours)

• Zero budget errors for 2+ consecutive years

• 80% faster report generation (1.5 days → 3 hours)

• Transformed crisis-driven process into proactive, collaborative workflow

• Achieved city-wide adoption with ongoing executive recognition