1. Office of Budget and Finance
All Staff Meeting
September 20, 2013
9/20/2013
Division of Finance-All Staff Meeting

2. 9/20/2013
Division of Finance-All Staff Meeting

3. 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

4. New Faces Randy Rikel Associate Vice President and Controller
Kim Laird Director of Business Intelligence
9/20/2013
Division of Finance-All Staff Meeting

5. 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

6. Operations – What we do Project Management Continuous Improvement (CI)
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

7. 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
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

8. 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
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

9. 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
Requirements gathering (Completed)
PeopleSoft configuration (Underway)
Customizations (Not Started)
9/20/2013
Division of Finance-All Staff Meeting

10. 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
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
9/20/2013
Division of Finance-All Staff Meeting

11. 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

12. 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

13. 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

14. Office of Budget and Resource Planning
FY 2014 Budget Office Values & Beliefs
Effectiveness
Follow established set of guidelines, policies and procedures
Information
Ensure that users and campus community members are well informed and educated about the budget and budget process
Communication
Make budget information more readily available to users by developing better communication systems and reporting systems
Commitment
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

15. Office of Budget and Resource Planning
FY 2014 Major Projects:
Legislative Appropriation Request – FY 16-17
Implement Budget Module – March 2014
Revise the Revenue Forecasting Model
Improve Budget Monitoring and Control Process
Develop monthly budget variance reports
Enforce budget policies in consistent manner
Develop Post-Performance Analysis to improve future budget process
Enhance Budget to Actual reporting methodologies
Review FY 2014 budget process with university community to identify opportunities for improvement
Assist with implementation of EPAR as needed
Define and implement process improvements for Reallocation System
9/20/2013
Division of Finance-All Staff Meeting

16. 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

17. 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

18. 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

19. 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

20. 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

21. 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

22. Update on Priorities
9/20/2013
Division of Finance-All Staff Meeting

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

24. Strategic Themes Financial excellence Customer-focused
Continuous process improvement
Employee-centric
9/20/2013
Division of Finance-All Staff Meeting

25. Strategic Plan
9/20/2013
Division of Finance-All Staff Meeting

26. Strategic Plan
9/20/2013
Division of Finance-All Staff Meeting

27. Strategic Plan
9/20/2013
Division of Finance-All Staff Meeting

28. Strategic Plan
9/20/2013
Division of Finance-All Staff Meeting

29. Thank you for coming!! Questions?
9/20/2013
Division of Finance-All Staff Meeting