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Case Study – MARS system saves County $12 million per year

Department of Auditor-Controller, ISD, and DPSS
http://mars.lacounty.gov (internal site)

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Problem: Los Angeles County employees were spending significant time manually preparing, submitting, approving, and processing mileage and parking claims.
Solution: The Mileage Authorization and Reimbursement System (MARS) eliminates the burdens and inefficiencies of the traditional paper process, and is estimated to save the County over $12 million per year.
Summary:

Los Angeles County’s legacy mileage claim process was paper-based, inefficient, and time-consuming. Additional issues with the legacy process included a lack of Process Integrity, error checking, and potential for fraud, a lack of integration into existing reimbursement methods, and no workflow automation.  In short, the old system cost the County a lot of staff time money.

The Department of Auditor-Controller, in collaboration with the Internal Services Department and the Department of Public Social Services, embarked on a project to automate the mileage/parking claim process and reduce the time and cost to submit and process claims.

The Mileage Authorization and Reimbursement System (MARS) was implemented on October 1, 2012, for over 35,000 County mileage drivers as a completely paperless, automated, user-friendly, easy to use, and convenient web-based application that eliminates the burdens and inefficiencies of the traditional paper process. It automates the mileage claim workflow, eliminates data entry and manual routing, reduces paper usage, prevents fraud and errors, and save money.

MARS incorporates geographic information technology to compute the distances traveled. County drivers, and their supervisors, benefit immediately from using MARS through faster, more accurate claims preparation, submission, and payment.

The County estimates that MARS, when fully rolled out, will save the County over $12 million per year.

Link to MARS award Powerpoint presentation.

https://vimeo.com/121842940

Contact:  Robert Davis, radavis@auditor.lacounty.gov

 

 

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