Post on 26-Dec-2015
Financial Systems Support
February 19, 2004
TIPS - February 20042
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
TIPS - February 20043
Current “Gaps” in Reporting
Reporting PerformanceData Quality Issues
– Data omissions/delays• Accounts Payable transactions• Sales Tax and freight expenses
– Encumbrances– Burdening
Additional Reports Needed to Manage your Money
TIPS - February 20044
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”
TIPS - February 20045
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
TIPS - February 20046
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
TIPS - February 20047
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
TIPS - February 20048
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
TIPS - February 20049
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
TIPS - February 200410
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
TIPS - February 200411
Expenditure Reporting
Web-site “tour”
Online Reporting “demo/walk-thru”
TIPS - February 200412
Questions and Answers