Spring Campus Forum May 2007
description
Transcript of Spring Campus Forum May 2007
Spring Campus ForumSpring Campus ForumMay 2007May 2007
Presented by the
Office of University Controller
Procurement Service Center
AgendaAgenda
• Initiatives– Expenditure Control Phase 2 – New Expense System Overview
• Systems– Finance System Updates– Reporting System Enhancements
• Policies and Procedures – including Personal Technology and
Telecommunications (PTT)
Expenditure Control Phase 2Expenditure Control Phase 2
• Overview
• Funds
• Decisions
• Deadlines
• Resources
Expenditure Control OverviewExpenditure Control Overview
• Comprehensive approach to promoting sound fiscal management by addressing the problem of deficit spending
• Implemented at the direction of President Brown
• Phase 1 (Funds 26, 72, 78, 80) went live in January
• Phase 2 (Funds 10, 34) go live in October
Expenditure Control Phase 2 Expenditure Control Phase 2 DecisionsDecisions
• Taking place now– Collaborative effort between respective campus
finance office and departments
• Determine Attributes– Expenditure Control Rule – Available Resource Basis
Expenditure Control Rule Expenditure Control Rule (ECR)(ECR)
• Tells the Finance System how to aggregate information– Org,* Program/Project, or SpeedType
(Subclass)– All Expenses or Expenses by Budget Pool
* Expenditure Control at Org level must be approved by campus controller
ECR AttributesECR Attributes
• Attached to the Program/Project– PA Budget by Program/Project, All Exp– DA Budget by Org, All Expenses– DB Budget by Org, Budget Pool– PB Budget by Program/Project, Budget Pool– SA Budget by SpeedType (Subclass), All Exp– SB Budget by SpeedType (Subclass),
Budget Pool
• ECR is an attribute on the Program/Project ChartField
ECR ScreenshotECR Screenshot
ECR Fund 10 ChoicesECR Fund 10 Choices
• PA – Budget by Program/Project, All Exp
• P = Program• A = All Expenses
• DA– Budget by Org, All Expenses
• D = Department (Org)• A = All Expenses• Requires approval by campus controller
ECR Fund 34 RuleECR Fund 34 Rule
• PA – Budget by Program/Project, All Exp
• P = Program• A = All Expenses
Note: There is no choice here due to the nature of gift funds being driven by donor restrictions.
Available Resource Basis Available Resource Basis (ARB)(ARB)
• Tells Finance System whether the SpeedType will use Budget or Net Assets to determine available resources– BL Budget (BL = Budget Ledgers)
» Sum of all four budget ledgers
– NA Net Assets» Prior Year Rollforward + Current Year Revenues» For linked Fund 34 ST, NA will include CUF
Available Amount (cash balances only which will be updated nightly)
• Available Resource Basis is an attribute on the SpeedType ChartField
ARB Screen ShotARB Screen Shot
ARB Funds 10 and Fund 34 ARB Funds 10 and Fund 34 RulesRules
• Fund 10 will generally be BL (Budget) – Departments can discuss NA with Finance
Office
• Fund 34 will always be NA (Net Assets)– Except for Fundraising Special Events which
will be BL (Budget) • Based upon approved budget for the event
Expenditure Control DeadlinesExpenditure Control Deadlines
• May 1, 2007– OUC will upload provided Fund 34 attributes
• July 2007 – Control will be turned off in Phase 1 funds (26, 72, 78 and 80)
• August 1, 2007– Campus Finance Office to provide Fund 10 attributes– OUC will upload by August 20
• August 6, 2007– Control for Phase 1 funds will be turned back on
• October 8, 2007 – Phase 2 goes live (i.e., control will be turned on)
Expenditure Control ResourcesExpenditure Control Resources
• Expenditure Control Initiatives Page– https://www.cusys.edu/controller/Expenditure_Control.html
• Finance Procedural Statement (FPS)– Articulates key concepts, processes,
responsibilities, appropriate actions
• Monitoring pages in the Finance System – https://www.cu.edu/controller/documents/SBS-
Available_Resource_Page.pdf
• Targeted Phase 2 training in September
CU Expense SystemCU Expense System
• What
• Why
• How
• Benefits
• Implementation process
• Other Considerations
CU Expense SystemCU Expense System
What is the CU Expense System?• 100% hosted web-based system, accessed through web
browsers, provided by Concur Technologies• Capture all expense (PV, Procurement Card, TV)
transactions in one place• Automate processes to assist departments in complying
with University policy and procedures• Automate the review process within the Procurement
Service Center (PSC)• Add consistency and transparency to University
transactions
CU Expense SystemCU Expense System
Why does CU need another new system?• CU must shore up all areas of compliance,
including the review and approval of accounting and procurement transactions
• Procurement Service Center must assist in compliance efforts related to procurement and payable transactions
• A system was deemed to be more cost effective than:– Add compliance aspects without adding staff – Add compliance aspects and additional staff
CU Expense SystemCU Expense System
How will this system be used at CU? • Procurement Card Allocations
– Replaces the ACARD system • Travel Authorization and Reimbursement
– Replaces the TAP system – Replaces the Travel Voucher form
• Payment to Employees and non-PO/SPO Vendors – Replaces the Payment Voucher form (at least most
usages)
CU Expense SystemCU Expense System
What are some of the benefits of the Expense System?
• Web based hosted software - no software needed• May be used with all University supported
browsers – Internet Explorer 6.0 & 7.0– Safari 1.2.3 and 2.0– Mozilla 1.7.8
• No need to send documents through campus mail to approvers or the PSC … it will all be done electronically
CU Expense SystemCU Expense System
What are some of the benefits of the Expense System?
• Scanned images using your fax machine will replace hard copy original receipts
• Online tracking of an expense report – Electronic routing -- once the report is submitted it goes
to an approver, possibly to sponsored programs or another approver, and then to the PSC
– Progress is tracked via an online status page – All activity is time/date stamped
CU Expense SystemCU Expense System
What are some benefits of the Expense System?• the Expense System will assist users in understanding
university policies and procedures (and in overall compliance) through the use of pop-up forms and built in business rules– Red flags will stop further processing until they are
cleared – Yellow flags represent deviations from policy that can be
approved within the approval hierarchy – When a transaction is not approved, an explanation why
will be required– All of this activity is tracked so users know the status of a
expense report at any time
CU Expense SystemCU Expense System
What are some of the benefits of the Expense System?
• PSC still needs to perform pre-audit of TV and PV documentation– System rules will allow pre-audits to focus on non-
enforced rules
• PSC continue review of Procurement Card documentation on a post audit basis– Departments will not have to send documentation to the
procurement card compliance staff as it will be available online
CU Expense SystemCU Expense System
What are some of the benefits of the Expense System?
• Frequently used information such as vendors (employees), SpeedTypes, account numbers, etc. readily available
• Credit card charges (travel card, event card and procurement card) pre-populated – It will NOT pre-populate from personal credit cards
• Sends e-mails to employees and approvers as expense reports are electronically routed
CU Expense SystemCU Expense System
What are some of the benefits of the Expense System?
• Interface and single sign on through the CU portals as well as on the University’s system page
• You can pop-out to non related websites without losing data
• Security ensured through SAS 70, ISO certification and PCI standards
CU Expense SystemCU Expense System
Where are we in the implementation process?• The contract has been signed• Concur is putting together a team to help us with
configuration• After the system is configured, there will be
several weeks of testing• First implementation to pilot groups of
departments– August through December 2007
• Full implementation in January/February 2008
CU Expense SystemCU Expense System
What is involved in the implementation?
• Configure University specific business rules– Official Functions– CONUS Per Diem tables
• 80% rule is like a dinosaur … will be extinct upon system implementation
– Personal technology policy– Alcohol policy and forms– Scope of Work
CU Expense SystemCU Expense System
What is involved in the implementation?• Test interface with the finance system
– ChartFields (Speedtypes, FOPPS, Accounts)– Vendors– Voucher information– Payment information
• Test that pop-up forms work as planned– Test that auto-fill capabilities– Credit card pre-population
CU Expense SystemCU Expense System
What is involved in the implementation?• Implement pilot groups beginning with:
– System offices – UCDHSC College of Liberal Arts and Sciences – Currently confirming other pilot departments
• University policies (business rules) may be tweaked but no major changes planned– Except travel meal receipt rule – Goal is to enforce 80% of the current rules via the
Expense System, leaving the remaining 20% under manual control
CU Expense SystemCU Expense System
What are the other considerations?• No customization of the system
– We can configure it but we can not customize it
• Some business process will change– Reallocation of Procurement card charges must be
done timely– All employees must log on to submit and approve
reports– E-mails to inform appropriate staff of reports awaiting
approvals and transactions that have been downloaded
CU Expense SystemCU Expense System
What are the other considerations?
• Training on the System– Online training and workshops– No formalized classroom training unless
determined to be necessary during the pilot phase
– Department experts and the Finance/Procurement Help Desk will be available for questions
CU Expense SystemCU Expense System
What are the other considerations?
• New Project Websitehttps://www.cusys.edu/controller/documents/
Exp_Reporting_Sys_Announce.doc
Reporting SystemReporting System
• What’s New
• What’s Next
• Resources
Reporting SystemReporting System
What’s New?
• New Report Header
• Report Output Selector
• No Data Available Message
• Date Range Selector on the R&E Detail
New Report HeaderNew Report Header
Report Output SelectorReport Output Selector
No Data Available MessageNo Data Available Message
Date Range Selector on the Date Range Selector on the R&E DetailR&E Detail
Date Range Selector on the Date Range Selector on the R&E DetailR&E Detail
Reporting SystemReporting System
What’s Coming Next?• Bottom Line on R&E Summary• Financial Summary Report• Simple SpeedType Query• Batch Report Printing
– R&E Detail Report w/ Bottom Line
• Fiscal Certification• Break By Reports
Bottom Line on R&E SummaryBottom Line on R&E SummaryFund 10Fund 10
Bottom Line on R&E SummaryBottom Line on R&E Summary2x Funds2x Funds
NET ASSETS ENDING
Bottom Line on R&E SummaryBottom Line on R&E SummaryFund 34Fund 34
Financial Summary ReportFinancial Summary Report
Simple Speed Type QuerySimple Speed Type Query
• Who can use it?– Anyone with access to the CU Connect or myCU
portals.• Where can I find it?
– On the Tools channel in your CU Connect or myCU portals.
• What does it tell me?– The amount available to spend for a selected
SpeedType as of the business day before– Will also show details by account that impacted the
SpeedType• How does it work?
Simple Speed Type QuerySimple Speed Type Query
Simple Speed Type QuerySimple Speed Type Query
Reporting System Reporting System ResourcesResources
• Reporting System Step by Steps https://www.cusys.edu/controller/reportguides.html
• Reporting Project Updateshttp://www.cu.edu/controller/reportingproject/
• Report Conversion List https://www.cu.edu/controller/reportingproject/downloads/Conversion%20Report%20Plan.xls
• Send Feedback [email protected]
Finance System Finance System EnhancementsEnhancements
• Finance (General Ledger)– Fiscal Role Inquiry Page– Expenditure Control Attribute Inquiry
• Procurement– SPO Funding Changes– PO/SPO Emails to Requestors– Technology Request Pages
Fiscal Roles Inquiry Page Fiscal Roles Inquiry Page
• What is it? – On these pages you can lookup fiscal roles by
either name, EmplID or position number
• Where is it located?– General Ledger -> Chartfields -> Department
Table Inquiry
Fiscal Roles Inquiry PageFiscal Roles Inquiry Page
Expenditure Control Attribute Expenditure Control Attribute InquiryInquiry
• What is it? – Allows quick viewing of Expenditure Control
Attributes for Programs and SpeedTypes • Expenditure Control Rule • Available Resource Basis
• Where is it located?– General Ledger > Chartfields > Expenditure
Control Attributes
Expenditure Control Attribute Expenditure Control Attribute InquiryInquiry
SPO Funding ChangesSPO Funding Changes
• What is it used for? – Change accounting distribution – Redistribute ratio: encumbered amount/future year
amount– Close expired SPOs (not subcontracts)
• Where is it located?– Purchasing -> SPO -> Distr Change ->
-> Distr Change
-> Distr Change Approval
-> Distr Change Spon Proj Approval
SPO Funding ChangesSPO Funding Changes
Other Procurement Other Procurement EnhancementsEnhancements
• PO/SPO Emails to Requestors– Notification when new PO/SPO is dispatched
• Technology Request Pages– Create Personal Technology Authorization
(PTA) #s – Required for wireless telecommunication
purchase/payment
Policies and ProceduresPolicies and Procedures
• Administrative Policy Statements– DRAFT (Comment period closed, APS now being
edited)• Collection of Personal Data from Students and Other
Customers • Gift in Kind
https://www.cu.edu/policies/drafts/CUonly/index.html
• PSC Procedural Statements– Personal Technology and Telecommunications
Personal Technology and Personal Technology and TelecommunicationsTelecommunications
• Does this affect you?• If yes…
– Develop guidelines for wireless telecom assignment (see sample) and explain them to users
– Ensure recipients are trained– Create Personal Technology Authorization
(PTA) #s – Provide PTA #s on procurement documentshttps://www.cusys.edu/psc/policies/downloads/PPS-
PersonalTech.pdf
Wrap-UpWrap-Up
• Initiatives– Expenditure Control Phase 2 – New Expense System Overview
• Systems– Reporting System Enhancements – Finance System Updates
• APS, FPS, PPS – Collection of Personal Information, Gift in Kind Personal
Technology & Telecommunications
• Rumors???
ResourcesResources
• OUC and PSC web sites– https://www.cusys.edu/controller/– https://www.cusys.edu/psc/
• OUC Connections & PSC Communicator
• Buff Bulletin, PostExpress, HSC Announce, UCCS Lists
• Silver and Gold articles and ads
• Useralerts urgent news and updates
Looking AheadLooking Ahead
• Project Plan– https://www.cusys.edu/controller/acct-sys-
overhaul.html– Accounting System Overhaul Project Matrix