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Financial Systems Support

Financial Systems Support. February 19, 2004. 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)

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Financial Systems Support

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  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

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