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DIVISION OF FINANCE Office of the Vice President for Finance OFFICE OF BUDGET & FINANCE Office of the Vice President Office of Budget and Finance All Staff.

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Presentation on theme: "DIVISION OF FINANCE Office of the Vice President for Finance OFFICE OF BUDGET & FINANCE Office of the Vice President Office of Budget and Finance All Staff."— Presentation transcript:

1 DIVISION OF FINANCE Office of the Vice President for Finance OFFICE OF BUDGET & FINANCE Office of the Vice President Office of Budget and Finance All Staff Meeting September 20, /20/2013 Division of Finance-All Staff Meeting 1

2 DIVISION OF FINANCE Office of the Vice President for Finance OFFICE OF BUDGET & FINANCE Office of the Vice President 2 9/20/2013 Division of Finance-All Staff Meeting

3 DIVISION OF FINANCE Office of the Vice President for Finance OFFICE OF BUDGET & FINANCE Office of the Vice President Budget and Finance Leadership Team Terry Pankratz | Vice President for Budget and Finance Randy Rikel | Associate Vice President and Controller Reda Bernoussi | Director of Accounting and Financial Reporting Adam Cantwell | Director of Payroll and Data Administration Cheryl Friesenhahn | Director of Student Financial Services Jennifer Mayes | Compliance Manager Pete Bond | Assistant Vice President for Procurement Gina Niemann | Director of Procurement/Accounts Payable Paul Watson | Director of Procurement/Purchasing Lynne Culverhouse | Director of Budget and Resource Planning Orkun Toros | Director of Operations Kim Laird | Director of Business Intelligence 9/20/2013 Division of Finance-All Staff Meeting 3

4 DIVISION OF FINANCE Office of the Vice President for Finance OFFICE OF BUDGET & FINANCE Office of the Vice President New Faces Randy Rikel Associate Vice President and Controller Kim Laird Director of Business Intelligence 9/20/2013 Division of Finance-All Staff Meeting 4

5 DIVISION OF FINANCE Office of the Vice President for Finance OFFICE OF BUDGET & FINANCE Office of the Vice President Announcements Operations - Orkun Toros Business Intelligence - Kim Laird Budget - Lynne Culverhouse Procurement Management - Pete Bond Accounting, Payroll and Student Financial Services - Randy Rikel 9/20/2013 Division of Finance-All Staff Meeting 5

6 DIVISION OF FINANCE Office of the Vice President for Finance OFFICE OF BUDGET & FINANCE Office of the Vice President Operations – What we do Project Management Manage projects Standardize how projects are run Ensure standards are followed Continuous Improvement (CI) Prioritize CI projects Lead and direct teams Report CI results Business Office HR/Payroll Travel Reimbursements Internal Budgeting/Accounting Budgetary and Financial Reporting to VP and Directors 9/20/2013 Division of Finance-All Staff Meeting 6

7 DIVISION OF FINANCE Office of the Vice President for Finance OFFICE OF BUDGET & FINANCE Office of the Vice President Operations – Projects Employee Personnel Action Requests (ePAR) Goal: Automate creation, routing and processing of personnel actions in PeopleSoft Implementation (Phase 1): January 2014 Status: Screen designs (Well Underway) Custom workflow design (Underway) Testing/Validation (Not Started) Budget Module Implementation Goal: Automate data entry, routing, approval and validation of departmental budgets in PeopleSoft Implementation (Phase 1): March 2014 Status: System design for the budget planning tool (Well Underway) System design for budget data entry (Underway) 9/20/2013 Division of Finance-All Staff Meeting 7

8 DIVISION OF FINANCE Office of the Vice President for Finance OFFICE OF BUDGET & FINANCE Office of the Vice President Operations – Projects (cont.) Knowledgebase Implementation Goal: Implement a knowledgebase to serve as a repository for FAQs, standard administrative procedures and forms Implementation: November 2013 Status: Contracting with vendor (Nearing Completion) 220+ FAQs completed, 160+ FAQs currently under review Year-End Closing SAPs (Underway) Central Business Office Goal: Provide business services for the Office of Budget and Finance Implementation: As soon as hiring is completed Status: Review of travel, procurement, check requests and PAF processing (Completed) TEE and TAE (Completed) New employee hiring, account reconciliations and other duties (Underway) 9/20/2013 Division of Finance-All Staff Meeting 8

9 DIVISION OF FINANCE Office of the Vice President for Finance OFFICE OF BUDGET & FINANCE Office of the Vice President Operations – Projects (cont.) AchieveIT Goal: Configure ExecuteIT and ImproveIT to maintain the strategic plan and track projects Implementation: September 2013 Status: Configuration and framework (Completed) Design and documentation of guidelines (Completed) User training (Underway) Time and Labor Goal: Implement Time and Labor in PeopleSoft to automate reporting, approval and processing of time for hourly employees. Implementation: November 2014 Status: Requirements gathering (Completed) PeopleSoft configuration (Underway) Customizations (Not Started) 9/20/2013 Division of Finance-All Staff Meeting 9

10 DIVISION OF FINANCE Office of the Vice President for Finance OFFICE OF BUDGET & FINANCE Office of the Vice President PROJECT TEAM MEMBERS (Sorted by Last Name) ePAR Bryce Brownlee Natalie Cummings Dena Davis Marita Hawkins (HR) Kelly Linder Jay Manikandan Sheretha Measells Ilyce Murray (HR) Randy Rikel 9/20/2013 Division of Finance-All Staff Meeting 10 Budget Bryce Brownlee Lynne Culverhouse Dave Gaarder John Harralson Wen Kuo (IR) Barbara Manzi Ashwin Menon (IR) Rohan Nilekani Randy Rikel Knowledge Base Greg Argueta Christy Baxter Jessie Bortz Bryce Brownlee Kelly Linder Rebekah Lopez Jennifer Mayes Sheretha Measells Karol Miller Gina Niemann Janice Wald Paul Watson Stephanie Williams CBO Design Alice Ahten Hayley Berk Bryce Brownlee Kyra Detwiler Lori Jacobsen Dalia Sanders Rose Walton Time&Labor Jessica Bortz Adam Cantwell Natalie Cummings John Harralson Randy Rikel

11 DIVISION OF FINANCE Office of the Vice President for Finance OFFICE OF BUDGET & FINANCE Office of the Vice President Business Intelligence Update What Business Intelligence is not An oxymoron A duplication of effort A threat to existing operations and functions What Business Intelligence is the applications, infrastructure and tools, and best practices that enable access to and analysis of information to improve and optimize decisions and performance (Gartner Group) An enhancement to existing division activities Collaborating, communicating, discovering, learning, and sharing Priorities Obtain data, prepare analyses, and formulate results in meaningful and understandable reports to facilitate management decision making 9/20/2013 Division of Finance-All Staff Meeting 11

12 DIVISION OF FINANCE Office of the Vice President for Finance OFFICE OF BUDGET & FINANCE Office of the Vice President Business Intelligence Update Ongoing Activities Asking questions Meeting with division directors Gaining an understanding of UT-Dallas, PeopleSoft data configuration, available systems and tools, and identifying SMEs Learning! Initial Projects Obtain data for Delta Cost Revenue and Expense survey Understand Student Fees and expected revenue growth Develop budget monitoring reports for Finance and Budget Division Research structural deficits, recommend action Develop internal auxiliary financial reports Hire a Financial Analyst Let us know how we can help! 9/20/2013 Division of Finance-All Staff Meeting 12

13 DIVISION OF FINANCE Office of the Vice President for Finance OFFICE OF BUDGET & FINANCE Office of the Vice President Office of Budget and Resource Planning FY 2014 Strategic Planning Goals: 1). Promote innovation in on-going system of process improvement 2). Embrace change to improve business processes 3). Promote enhanced reporting that leads to reliable decision making 4). Foster engagement and ownership in planning, budgeting, assessments and accountability 9/20/2013 Division of Finance-All Staff Meeting 13

14 DIVISION OF FINANCE Office of the Vice President for Finance OFFICE OF BUDGET & FINANCE Office of the Vice President Office of Budget and Resource Planning 1.FY 2014 Budget Office Values & Beliefs a)Effectiveness a)Follow established set of guidelines, policies and procedures b)Information a)Ensure that users and campus community members are well informed and educated about the budget and budget process c)Communication a)Make budget information more readily available to users by developing better communication systems and reporting systems d)Commitment a)Our staff is committed to providing quality customer service to students, faculty, staff, UT System administration and state legislatures 9/20/2013 Division of Finance-All Staff Meeting 14

15 DIVISION OF FINANCE Office of the Vice President for Finance OFFICE OF BUDGET & FINANCE Office of the Vice President Office of Budget and Resource Planning 1.FY 2014 Major Projects: a)Legislative Appropriation Request – FY b)Implement Budget Module – March 2014 c)Revise the Revenue Forecasting Model d)Improve Budget Monitoring and Control Process a)Develop monthly budget variance reports b)Enforce budget policies in consistent manner e)Develop Post-Performance Analysis to improve future budget process a)Enhance Budget to Actual reporting methodologies b)Review FY 2014 budget process with university community to identify opportunities for improvement f)Assist with implementation of EPAR as needed g)Define and implement process improvements for Reallocation System 9/20/2013 Division of Finance-All Staff Meeting 15

16 DIVISION OF FINANCE Office of the Vice President for Finance OFFICE OF BUDGET & FINANCE Office of the Vice President Procurement Management Updates Considering use of SciQuest Desktop Receiving versus Central Receiving Advantages: End user can verify receipt for goods and services at dept level Using automated capabilities of our eProcurement software Disadvantages: Perception that customers have to do more work Messages from eProcurement might be ignored if too frequent Ensuring messages from SciQuest are directed to the appropriate person 9/20/2013 Division of Finance-All Staff Meeting 16

17 DIVISION OF FINANCE Office of the Vice President for Finance OFFICE OF BUDGET & FINANCE Office of the Vice President Procurement Management Updates Improvement of the Travel Process Integrated new travel agencies and provided training for the Concur Online Booking Tool – done May 1, 2013 Review and modification of Policies and Procedures to help efficiently automate processes Looking at self-service options (PeopleSoft T&E v. Concur Expense) Education Advisory Board (EAB) to assist with researching other institutions and provide feedback Developing additional training and improving communication Reviewing how to apply best practices travel documents recently received from UT System Workgroup 9/20/2013 Division of Finance-All Staff Meeting 17

18 DIVISION OF FINANCE Office of the Vice President for Finance OFFICE OF BUDGET & FINANCE Office of the Vice President Procurement Management Updates Other Current Projects Successfully hosted 4-day Regional Purchasing Conference in Frisco Subject Matter Payments (Greenphire/Clincard) – working with Randy New policy for gifts, awards, and prizes including use of P-card for gift cards Preparing RFP for hosted ERP Disaster Recovery 9/20/2013 Division of Finance-All Staff Meeting 18

19 DIVISION OF FINANCE Office of the Vice President for Finance OFFICE OF BUDGET & FINANCE Office of the Vice President AVP & Controller – What we do Associate Vice President & Controller Accounting & Reporting Financial Compliance Payroll Student Finance Provide excellent customer service and servant leadership to both internal and external constituents that exceeds their expectations. Identify and maximize efficiencies within our processes to help our customers and ourselves. Re-align our policies and procedures to include technology enhancements that are currently missing and or in the process of being implemented. 9/20/2013 Division of Finance-All Staff Meeting 19

20 DIVISION OF FINANCE Office of the Vice President for Finance OFFICE OF BUDGET & FINANCE Office of the Vice President AVP & Controller – Who is new? Administration Dalia Sanders Finance Cynthia Milligan Li Yang Nghe Luu Michelle Doung Heidi Kessell Trysta Horton Payroll Jessica Bortz Amy Tiller 9/20/2013 Division of Finance-All Staff Meeting 20

21 DIVISION OF FINANCE Office of the Vice President for Finance OFFICE OF BUDGET & FINANCE Office of the Vice President AVP & Controller – What is new? More automation Dependence on paper Work is efficient Projects that will help Review of Policies and Procedures Examining the University of Texas Policies Review of UTD policies Documenting departmental procedures Collaboration Internal to External Internal to Internal 9/20/2013 Division of Finance-All Staff Meeting 21

22 DIVISION OF FINANCE Office of the Vice President for Finance OFFICE OF BUDGET & FINANCE Office of the Vice President Update on Priorities 9/20/2013 Division of Finance-All Staff Meeting 22

23 DIVISION OF FINANCE Office of the Vice President for Finance OFFICE OF BUDGET & FINANCE Office of the Vice President Update on Spring 2013 Priorities 1.Stabilize PeopleSoft a)Development Projects a)Personnel Action Form – January 2014 b)Touchnet Upgrade – Completed c)Budget Module – March 2014 d)Time and Labor – November 2014 e)Human Subject Payments – January Establish an employee-centric, customer focused division a)Reduce employee turnover a)FY 2012 – 17.24%FY 2013 – 19.83% 3.Effectively manage development projects a)Created Finance Operations Group and Central Business Office (Internal business operations, continuous improvement, project mgmt) 4.Establish the divisions credibility as an excellent service provider a)Working closely with schools/departments to understand and exceed their expectations b)Created the Business Intelligence Group to improve internal financial information 9/20/2013 Division of Finance-All Staff Meeting 23

24 DIVISION OF FINANCE Office of the Vice President for Finance OFFICE OF BUDGET & FINANCE Office of the Vice President Strategic Themes Financial excellence Customer-focused Continuous process improvement Employee-centric 24 9/20/2013 Division of Finance-All Staff Meeting

25 DIVISION OF FINANCE Office of the Vice President for Finance OFFICE OF BUDGET & FINANCE Office of the Vice President Strategic Plan 9/20/2013 Division of Finance-All Staff Meeting 25

26 DIVISION OF FINANCE Office of the Vice President for Finance OFFICE OF BUDGET & FINANCE Office of the Vice President Strategic Plan 9/20/2013 Division of Finance-All Staff Meeting 26

27 DIVISION OF FINANCE Office of the Vice President for Finance OFFICE OF BUDGET & FINANCE Office of the Vice President Strategic Plan 9/20/2013 Division of Finance-All Staff Meeting 27

28 DIVISION OF FINANCE Office of the Vice President for Finance OFFICE OF BUDGET & FINANCE Office of the Vice President Strategic Plan 9/20/2013 Division of Finance-All Staff Meeting 28

29 DIVISION OF FINANCE Office of the Vice President for Finance OFFICE OF BUDGET & FINANCE Office of the Vice President 9/20/2013 Division of Finance-All Staff Meeting 29 Thank you for coming!! Questions?


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