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Streamlining GAAP Preparation at CSU East Bay

Learn how CSU East Bay improved their GAAP preparation process by adding deadlines, engaging departments, and implementing process improvements to achieve maximum efficiencies. Find out more about their staff structure and data organization.

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Streamlining GAAP Preparation at CSU East Bay

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  1. Achieving Efficiencies in GAAP Preparation at CSU East Bay Sherry Pickering Director, Fiscal Services

  2. Campus information • Main Campus located in the Hayward hills • Satellite Locations: Concord & Oakland • Fall 20103 enrollment 13,851 • Four colleges • 50 Baccalaureate degrees/62 minors • 39 Credentials and certificates • 35 Master’s degrees • Ed.D. in Educational Leadership • Three Auxiliary Organizations

  3. Staff structure At East Bay, staff duties include both legal accounting and GAAP reporting tasks.

  4. GAAP Preparation 2012

  5. Improvements to GAAP • Add missing deadlines to Legal and GAAP schedules • Engage other departments • Prep request for the schedules and inventory requests • Implement process improvements

  6. Warren Hall – August 17, 2013

  7. GAAP Preparation 2013

  8. Data Warehouse

  9. Achieving Efficiencies in GAAP Preparation at San Diego State University Chris Bronsdon University Controller

  10. Campus Information • Main Campus – San Diego • Satellite Campus: Imperial Valley (Brawley and Calexico) • FY 13/14 Enrollment – 34,887 (excludes Extended Studies) • Eight Colleges • 190 Degree Programs (including 22 Doctoral Programs) • 8,037 Degrees Granted – FY 12/13 • Employees Headcount (as of May 2013) – 5,813 • Instructional Faculty – 1,507 • Staff – 1,609 • Grad. Assistants and Teaching Assoc. – 1,191 • Student Assistants • Four Auxiliary Organizations

  11. Organizational Structure

  12. Organizational Structure

  13. GAAP – The Year-Round Process • Focus On Tasks Which Can Be Performed Throughout the Year • Leases • Quarterly Meeting - Contract and Procurement Management • Update Lease PBC’s • Analyze Leases as Capital or Operating • Tuition and Fee Reasonableness Test • Input Data for Summer and Fall 2013 Now (Spring 2014 May Even Be Ready) • Update PBC’s and Have Them Ready to Input FY 13/14 Data • Reverse FY 12/13 GAAP JE’s Now • Consolidate to the GAAP Ledger Throughout the Year

  14. GAAP – The Year-Round Process • Meet with Aux. Org. Management Regularly • Discuss Significant Related Party Transactions • Ensure A/R’s and A/P’s Are Reconciled Routinely • Attend Audit Committee Meetings • Focus on Non-Routine Transactions • Correspond Regularly and Educate Contracts and Procurement Management About GAAP Issues • Research GAAP Issues • Engage Chancellor’s Office as Necessary (CP and SRB/Aux. Org.) • Consider Hiring a Student Intern • Routine/Repetitive Tasks

  15. Aztec Center – February 2011

  16. Cornrad Prebys Aztec Student Union – February 2014

  17. Achieving Efficiencies in GAAP Preparation at Systemwide Sheralin Klinthong Associate Director, Financial Reporting and Review

  18. Systemwide Initiatives • Master timeline – due dates/deliverables • SharePoint – centralized PBC repository site • GAAP manual / trainings • Centralized approach for implementation of new GASB standard(s) • Weekly GAAP conference calls • Annual feedback process • SFSR team – available to assist on GAAP related issues/questions ; liaison to external auditors

  19. Any Questions?

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