Financial Systems Support February 19, 2004. TIPS - February 2004 2 Financial Systems Support ...

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


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


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”


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


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



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



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



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



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


Expenditure Reporting

Web-site “tour”

Online Reporting “demo/walk-thru”


Questions and Answers

Financial Systems Support February 19, 2004. TIPS - February 2004 2 Financial Systems Support ...

Documents

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