1. Introduction

Objective: To establish a comprehensive framework that guides the management and execution of DYCD contracts, ensuring all requirements are met systematically.
Scope: This plan covers procedures for PERS submissions, advance requests, budgeting, cash flow management, record keeping, and work scope development.
Stakeholders: All departmental staff involved in DYCD contracts, including project managers, finance officers, and administrative support staff.

Procedure: Develop a monthly schedule for collecting and reviewing Personnel Expenditure Reports (PERS) from all relevant departments.
Responsibility: The finance department will oversee the compilation and submission of PERS, ensuring accuracy and compliance with DYCD guidelines.
Tools: Implement a digital tracking system to monitor submission deadlines, personnel hours worked, and expenditures.

Procedure: Establish criteria for determining the necessity of advance requests based on project cash flow projections and upcoming financial obligations.
Responsibility: Project managers, in collaboration with the finance department, will identify needs for advances and prepare the request documentation.
Submission Timeline: Ensure advance requests are submitted in accordance with DYCD's stipulated timelines, generally two months prior to the needed date.

Initial Budget Development: Engage all project stakeholders in the development phase to ensure the budget accurately reflects project needs and DYCD requirements.
Budget Modifications: Create a protocol for monitoring project expenditures against the budget, identifying variances, and making necessary adjustments.
Approval Process: Outline steps for internal approval of budget modifications before submission to DYCD for review and approval.

Quarterly Reviews: Conduct quarterly cash flow analysis to anticipate funding needs and ensure adequate liquidity for project activities.
Contingency Planning: Develop a contingency plan for unforeseen financial shortfalls, including identifying potential internal or external funding sources.
Reporting: Regularly update project stakeholders on cash flow status and any anticipated challenges.

Document Management: Implement a document management system for organizing and storing all financial and project-related documents in a manner that is easily accessible for audits.
Audit Preparation: Schedule regular internal reviews of financial records and project documentation to ensure readiness for external audits.
Training: Provide ongoing training for staff on record-keeping standards and best practices to ensure compliance with DYCD and audit requirements.

Collaborative Development: Work closely with DYCD representatives and community stakeholders to develop a work scope that meets community needs and aligns with DYCD objectives.
Flexibility and Adaptation: Include mechanisms for regularly reviewing and adjusting the work scope in response to project progress and community feedback.
Performance Metrics: Establish clear performance metrics and evaluation procedures to monitor the effectiveness of the work scope and make data-driven adjustments.

Continuous Monitoring: Implement a system for ongoing monitoring of all aspects of the service plan to ensure compliance with DYCD requirements and contract objectives.
Regular Reporting: Provide regular reports to DYCD, highlighting progress, challenges, and adaptations to the service plan.
Evaluation: Conduct annual evaluations to assess the effectiveness of the service plan, incorporating feedback from staff, DYCD, and community stakeholders for continuous improvement.

. Introduction to PASSPort

Overview: Provide a brief overview of the PASSPort system, highlighting its importance as the primary digital platform for vendors doing business with the City of New York.
Access and Registration: Guide on how to access the PASSPort system and the registration process for new users, ensuring all relevant department staff and contractors are familiar with the system.

Training and Resources

Training Programs: Identify available training programs offered by the City of New York or third-party providers to familiarize staff with the PASSPort system functionalities.
Resource Materials: Compile a list of resource materials, such as user guides, FAQs, and tutorial videos, to assist staff in navigating the PASSPort system effectively.

Managing Contracts and Financials in PASSPort

Contract Submission: Outline the process for submitting contracts and contract amendments through PASSPort, including any specific documentation requirements and approval workflows.
Financial Transactions: Detail the procedures for managing financial transactions within PASSPort, including advance requests, budget modifications, and invoicing.
Monitoring and Reporting: Explain how to use PASSPort for monitoring contract statuses, compliance requirements, and generating reports on financial and contractual metrics.

Compliance and Record Keeping

Compliance Features: Discuss how PASSPort facilitates compliance with city procurement policies, including features for tracking vendor performance and contract milestones.
Digital Record Keeping: Highlight the benefits of using PASSPort for digital record keeping, ensuring all contract-related documents are stored securely and are easily accessible for audits.

Problem Resolution and Support

Troubleshooting: Provide a list of common issues encountered while using PASSPort and their solutions to ensure smooth operation.
Support Channels: List the support channels available for PASSPort users, including contact information for the HELP Desk, online support resources, and community forums for peer assistance.

Continuous Learning and Improvement

Feedback Loop: Establish a mechanism for collecting feedback from staff on the PASSPort system's usability and functionality, aiming for continuous improvement and efficiency in its use.
Updates and Enhancements: Keep staff informed about any updates or enhancements to the PASSPort system through regular communications and training sessions.

DYCD & PASSPort Services