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Journal Entry Project Update

Journal Entry Project Update. October 14, 2008 – BAG October 15, 2008 – Financial UL. Project Goals. Journal Reduction Eliminate unnecessary journal activity by: Reviewing and changing business processes Amending policies Providing comprehensive training Journal Optimization

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Journal Entry Project Update

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  1. Journal Entry Project Update October 14, 2008 – BAG October 15, 2008 – Financial UL

  2. Project Goals • Journal Reduction • Eliminate unnecessary journal activity by: • Reviewing and changing business processes • Amending policies • Providing comprehensive training • Journal Optimization • Identify the most effective processing methods for journal activity by: • Reviewing business processes • Technology improvements • Investing in functionality • Identifying customer needs

  3. Project Initiatives • Transition journal processing from paper to an electronic online process • Improved timeliness and accuracy • Provides control over the journal process to users • Captures a better audit trail by electronically identifying operators & authorizers • Provide a Comprehensive Training Program • Enhance Departmental Internal Controls

  4. Transition from Paper to Electronic Paper Journal Entry Trend

  5. Transition from Paper to Electronic History of Process Improvements • Added journal comment field for Sponsored Programs routing (July 2008) • Developed a MAC compatible template (February 2008) • Implemented system based work flow for Sponsored Programs journals (November 2007) • Enabled cross-department activity for online journals (September 2007) • Added new field "Journal Authorizer" (September 2007) • Datawarehouse now holds the JE authorizer's emplid, name and phone number as well as the uniqname of the person who entered the JE into M-Pathways • Implemented upload journal improvements (September 2007) • Longer JE Header description for uploads (from 30 to 254 characters) • Added printable view into Excel template • Improved descriptions for journal processing reports • Added additional combo-edit rules (May 2007) • Fund-Account combination focus

  6. Comprehensive Training Program Overview • Provide individual school/unit training for JE authorizers • Instructor led training continues on an as need basis • Provide training to journal operators so that they may process online electronic JEs • Training will be required for all JE users • Instructor led training is currently provided • MyLINC training is being introduced • Includes Internal Controls • Bundled with operator and authorizer training programs

  7. Comprehensive Training Program Formalized the Authorizer Role • Identifies the person responsible for approving a journal transaction in MPathways • Applies to all JE transactions • Ensures that transactions are recorded in accordance with appropriate guidelines (Federal, State, donor, University) • Training highlights key internal control points and proper use of chartfields

  8. Comprehensive Training Program Operator Training – Phase I • Currently there are almost 700 trained journal operators covering 35 schools & units • Customer feedback has been very positive regarding the training program • 80% of participants have indicated that the training “Greatly” meet their expectations; 0% have indicated “Not at all” • On a 5 point scale; 92% of participants have rated the training sessions a 4 (40%) or 5 (52%) • Comments frequently praise the completeness and organization of the training materials and acknowledge the clearness/conciseness of the presenters and their knowledge of the audiences business • Participants have often commented that a hands-on course would have enhanced the training process

  9. Comprehensive Training Program Currently Trained Users • School of Natural Resources & Envir. (7) • Student Residences (3) • University Unions (3) • VP for Student Affairs (4) • Health Service (2) • College of Engineering (101) • Investment Office (2) • MAIS (6) • University Human Resources (2) • Michigan Health Corporation (1) • Alumni Association (1) • Division of Kinesiology (5) • Ford School of Public Policy (3) • ICLE (3) • School of Music (2) • VP for Communications (1) • School of Nursing (2) • School of Dentistry (15) • AEC Department (3) • Flint Campus Finance (4) • Dearborn Campus Finance (3) • College of LSA (133) • Medical School (222) • University Hospitals (136) • Office of Student Publications (1) • Executive VP for Medical Affairs (2) • University Musical Society (2) • Office of Budget & Planning (2) • Office of Educational Affairs (4) • Office of Institutional Tech Affairs (3) • School of Public Health (1) • University Library (1) • Office of the General Counsel (1)

  10. Comprehensive Training Program Operator Training – Phase II • MAIS has created a MyLINC e-learning course based on the Financial Operations training materials • Access for electronic journal processing will be made through the OARS process • Prerequisites for the “GL ONLINE ENTRY USER” role are: • MPO101 – Introduction to M-Pathways • CFE101 – Introduction to Chartfields • GLE102 – Working with Journal Entries • GLE102 will supplement instructor led training • In person training sessions are available in Suite 18 of the Wolverine Tower on November 19 & December 17 • MyLINC training will be available beginning October 15

  11. Departmental Internal Controls • Created an internal controls matrix for JEs • Identifies key risks and control points at the departmental level regardless of method of processing • Key internal controls are emphasized during JE training • Plan to include JE controls for FY2009 unit certification process • Developing written procedure templates for unit use to document local procedures

  12. Internal Controls Model Oversight and monitoring reports • Developed several draft BusinessObjects reports to focus on key areas for department administrators and authorizers • Journal Count by Authorizer • Journal Count by Source • Journal Count by DeptID (range) • Assessing managerial reporting needs to assist units in reviewing their JE activity

  13. Journal Entry Project Update Related Initiatives • Service Unit Billing Improvements (SUB) • Partnered with MAIS & Financial Analysis • Identified and trained over 195 users from 95 different departments to use the SUB process for recharges & rebills • Simplified the SUB loading process • Developed a MAC compatible template (December 2007)

  14. Journal Entry Project Update Summary • Incorporate departmental internal controls into business processes • On target for transitioning the majority of users to electronic journal processing from paper by December 2008 • Open Items • Converting units using supplemental systems to the appropriate process (JE or SUB) • Explore options for line-level workflow for JEs

  15. Questions Brent Haase 3-0260 haasebr@umich.edu Bryan Van Sickle 7-1946bvsickle@umich.edu Dan Mesquiti 3-2393djmesq@umich.edu Deb Lindsley 4-9281 lindsley@umich.edu Deb Talley 7-5564 dtalley@umich.edu Jarrod Van Kirk 7-3773 jvankirk@umich.edu

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