Financial Systems Support

1. Financial Systems Support February 19, 2004

2. Financial Systems Support • Current outstanding Business Issues to be addressed as “fixes” to system or “enhancements” to system • Managing My Money (data quality) • Managing My Money (processes) • Managing My Money (reporting) • Productivity/Usability (performance) • Productivity/Usability (Authority and Workflow) • Productivity/Usability (system) • Meeting Requirements of External Customers • Paying Suppliers on Time • Improving Cash Flow • Providing a Learning Environment – feedback received by TIPS members focus group on website improvements • Safeguarding University Assets

3. Current “Gaps” in Reporting • Reporting Performance • Data Quality Issues • Data omissions/delays • Accounts Payable transactions • Sales Tax and freight expenses • Encumbrances • Burdening • Additional Reports Needed to Manage your Money

4. Reporting: Closing the Gaps • Universe Development Support • Improve Report Development Process • Report Request Form and Process • Report Specification, Development, Testing, and Rollout • Excel download ability of versions of selected reports • Enhance current reports by adding search criteria, sorts, and additional summarizations • Transaction queries, outside of “reporting”

5. Help for Users • Getting Help with the system • HelpSU • Weekly Open Labs • Improvements to Help Desk service/support • Analyzing HelpSU tickets • Identify trends and major areas of concern • Respond with targeted communications/job aids • Evaluating/improving Help Desk effectiveness • Reallocating resources • Increasing efficiency

6. Buying & Paying - Process Updates • Clarifying Who Does What: • Accounts Payable:Pays invoices (bills) to vendors for goods or services ordered through Oracle and in accordance with payment terms negotiated by Procurement • Travel & Reimbursement:Processes payment of reimbursement requests from employees, students, and visitors, and certain other requests for payment

7. Buying & Paying - Process Updates • Transactions that go to AP for Payment: • Standard.Blanket - RPO.Fabrication • Standard.Capital Equipment - RPO.Goods • Standard.Capital Project - RPO.Services • Standard.Change Order • Standard.Confirm and Receive • Standard.Consultant • Standard.Goods • Standard.Radioactive • Standard.Services • Standard.Subaward

8. Buying & Paying - Process Updates • Transactions that go to T&R for Payment: • Reimb.Advance - Standard.Conference Reg • Reimb.Human Subjects - Standard.Dues and Subs • Reimb.Air - Standard.Honoraria • Reimb.Alcohol/Entertainment - Standard.Human Subjects • Reimb.Car Rental - Standard.Petty Cash • Reimb.Conference Reg - Standard.Royalties • Reimb.Dues and Subscriptions • Reimb.Lodging Actual • Reimb.Lodging and meal per diem • Reimb.Meals Actual • Reimb.Meals per diem • Reimb.Miscellaneous • Reimb.Personal Auto

9. Buying & Paying - Process Updates • Entering Receiving • Administrative Guide Memo 54.1 requires receiving or authorization for payment of any invoice over $5,000 • Oracle assumes receiving is entered at the time goods are in fact received--- not retroactively • For non-capital purchases greater than $1500: Either enter receiving or write “OK to Pay” on invoice submitted to Accounts Payable • Receiving FAQ to be added to FAQs page on Learning Center website • About Green Envelopes

10. Buying & Paying - Process Updates • About Green Envelopes • Green Envelope containing backup MUST be submitted to T&R for every Reimbursement request • For requests that include no obvious backup, originator should submit a printout of the reimbursement requisition to T&R • Do not send backup/invoices for non-reimbursement types of transactions in Green Envelopes (that sort of paperwork should go to Accounts Payable) • Status of Green Envelopes received in T&R is posted online - see the link on the iProcurement Home Page

11. Expenditure Reporting • Web-site “tour” • Online Reporting “demo/walk-thru”

12. Questions and Answers