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

Learn about the MWBE Division's mission, organization, subcontractor compliance auditing, current and future pay audit systems, benefits of the system, and how you can help promote equal opportunities for minority and women-owned businesses.

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

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  1. Minority & Women's Business Enterprises DivisionPay Audit System Overview Presentation

  2. 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? 2

  3. 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: 3

  4. MWBE Division Organization 4

  5. MWBE Subcontractor CommitmentCompliance Auditing: Overview

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

  7. Compliance Auditing: Pay Audit System E-mail reminder to submit subcontractor payment data 2 Prime Submit subcontractor payment data and attest3 PeopleSoft 3 1 Payment PO data2 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 newly created PO’s with MWBE commitment 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

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

  9. How You Can Help PO Data Entry Screenshots 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. The EDS number field must be filled out if an EDS number is associated with the PO. 9

  10. How You Can Help EDS Data Entry Screenshots If commitments exist, enter them accurately into EDS. The data will be summarized on the EDS cover sheet. 10

  11. 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.) 11

  12. How You Can Help 12

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

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