Spring Campus Forum May 2007 Presented by the Office of University Controller Procurement Service Center

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


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


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


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)


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



• 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


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



• 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



• 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



• 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


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


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


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


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


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


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


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


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


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?



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

Documents

Spring Campus Forum May 2007 Presented by the Office of University Controller Procurement Service Center