PASS Cost Recovery Tool

Transcription

1 Attachment #1 PASS Cost Recovery Tool PASS Cost Recovery Tool Overview Process Steps with staff Preliminary Findings Next Steps (Management Decisions and Scenario Creation) Other Factors Multi-Year Capabilities (Year-to-Year Self-Comparisons or Benchmarking) How staff can use the data for optimal operations eprepsolutions, LLC Copyright

2 Attachment #2 PASS Finding the true cost of doing business Steamboat Springs Parks & Community Services 2.4

3 The Pricing and Service Sustainability (PASS ) analytical software is an all-encompassing fiscal planning and management application designed to provide parks and recreation professionals the ability to find the true cost of doing business. 2.5

4 eprepsolutions uses PASS to guide the agency in querying all facets of their parks and recreation system and then methodically and analytically prompting the user, through automated, predetermined inquiries, to construct a formative pricing/subsidy strategy. 2.6

5 The initial steps of this process include agency identification of the following: 1. Services: Facility Rentals, Courses/Activities, Memberships 2. Service Areas: Howelsen Hill, Adult Sports, Rodeo Grounds 3. Service Categories: Community, Recreational, Exclusive 4. Expenses: Identification of Direct and Indirect expenses, as well as, Administration Indirect Expenses 2.7

6 Then PASS calculates and assists in the identification and classification of: 1. Current Cost Recovery 2. Management Decisions: Projected Subsidy, Projected Cost Recovery 3. Scenarios: Staff, City Council, Advisory Board 4. Benchmarking: Year-to-Year Benchmarking against YOURSELF 2.8

7 PASS Modules: PASS is a modular software that allows for total accountability and tracking of all agency expenses. Once all expenses have been accounted for, preferred cost recovery and subsidy allocation goals are applied throughout the modules resulting in factual user fees and charges. Expense Facility Rental Course Membership 2.9

8 Data and information required: PASS is designed to accept Microsoft Excel data. The agency will submit all previous budget year data to eprepsolutions in an Excel format. The data is compiled from various agency sources, which include but are not limited to: financial and/or budgetary software, recreation software and agency spreadsheets. 2.10

9 Notable outputs of PASS include: Expense Module Identification of all direct and indirect expenses for each Program Area and Facility. Budget allocation of indirect expenses by percent of budget. Accepts multiple levels of governmental accounting Expenses directly linked to Facilities, Programs, and Memberships 2.11

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11 Notable outputs of PASS include: Facility Module Per hour per facility costs (booking fee) for both internal and external users. Current cost recovery for existing rentals by Facility. Projected revenue for rentals. Projected subsidy (if below 100% cost recovery) for each Facility. Programs are linked to facilities and assigned the additional direct expenses of the per hour cost of a facility. 2.13

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13 Notable outputs of PASS include: Course Module Per person course costs (course fee) for both residents and non-residents. Current cost recovery for existing courses by Program Area. Projected revenue for each Program Area. Projected subsidy (if below 100% cost recovery) for each Program Area/Service Category area and per person per course subsidy. 2.15

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15 Notable outputs of PASS include: Membership Module Per person membership costs (membership pass/daily entry fee) for both residents and nonresidents. Current cost recovery for existing memberships by Membership Group. Projected revenue for each membership group. Projected subsidy (if below 100% cost recovery) for each membership group. 2.17

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17 Notable outputs of PASS include: Summary Overall projected revenue/subsidy for each Facility, Program, and Membership Category. Over 200 default reports with customization available. Steamboat Springs data is next

18 Steamboat Springs 2017 expense analyzed for this project Overall PASS 2017 Expense = $4,468, Overall PASS 2017 Actual Revenue = $1,517, Steamboat Springs Overall Cost Recovery = 33.97% Total of eleven (11) other current clients Overall Cost Recovery = 34.04% Steamboat Springs is on par with other parks and recreation departments across the U.S. 2.20

19 Facility Service Area Expenses 2.21

20 Brochure Service Area Expenses 2.22

21 Pass Service Area Expenses 2.23

22 What is left to complete the work... Management Decisions & Scenarios Reviewing the data and assigning Cost Recovery levels by Service Category Allocation of Expense Yet To Be Recovered to Memberships Confirmation of Expense & Revenue Data Final Reports Staff review and implementation of outcomes 2.24

23 Questions? Let s see it Live