1. BASIS Data Requests - Huron Consulting

2. BASIS Overview BASIS, short for Business and Administrative Strategic Information Systems, is an integrated suite of software, designed and implemented by University of Arkansas staff, including resources from IT Services, Business Affairs, Financial Affairs, and Human Resources, along with valuable input from many of our campus users, in order to provide the campus with a fully integrated Business, Financial, and Human Resource system.

3. DART – Departmental Accounting and General Ledger PSB Payroll LABOR GJIM UPS/ Travel LEAVE Req Commitments PO Encumbrance Invoice Expensing Travel Authorizations Travel Claim/payment AP Liability Check Accounting Journal Entries Expense Transfers Funds Transfers Salary Expense/ Adjustments Budget & Salary Encumbrance Appointed Employee Data Appointed Employee Pay Data Extra Time Leave Balances Labor Distribution HRLY-TS Hourly Employee Payroll Data BASIS Dataflow

4. University Procurement System Procurement Direct Payments Accounts Payable Receiving Travel E-Business Vendor Maintenance UPS

5. Procurement System The UPS (University Procurement System) is the application that allows campus departments to process a variety of purchasing, travel, and accounts payable functions. Departmental users create and submit their requisitions on-line. Then, the cost center mangers approve those transactions. Once approved, if the requisition meets certain criteria, a job is run that automatically creates the PO; otherwise, it resides in a buyer’s inbox for processing to create a PO. Departmental users also perform their receiving through UPS. Once a department receives its goods or services, there are on-line functions that allow the user to give approval for invoices to be paid by matching the departmental receiving entry and the accounts payable invoice entries.

6. User Roles and Responsibilities The NSM-MS (Natural Secured Menus Maintenance System) is an application that allows owner departments to set and maintain various security attributes for an application. The roles and responsibilities are assigned to a desk, instead of a user. Desks are assigned to a position (as defined in our position management system, for appointed employees). This allows for a seamless transition, especially when an employee changes positions or terminates employment. Desk assignments are managed centrally by Financial Affairs. Desks are also associated with a Budgetary Unit for an additional level of control.

7. BASIS workflow – TARGET (Transaction Approval-Review Gateway via Electronic Transmission) TARGET is used to manage our electronic approval process. A Requisition is routed for approval using the cost center distribution. Desks are associated with a review group – containing one or more desks - which is associated with a cost center (or range of cost centers). The system also allows a pre-defined user to approve transactions on behalf of the primary reviewer - proxy. Proxy is only available for immaterial transactions (requisitions under $10,000.00). Up to three users may be pre-defined to approve for a primary user. The system also allows for an alternate reviewer on material transactions (greater than $10,000.00). The alternate reviewer is assigned to the review group so only the primary or alternate may approve the material transaction.

8. Desk Represents your job duties within BASIS Application access privileges TARGET routing Review Groups A desk is assigned to a review group Multiple desks may be assigned to the same review group Review Levels Lower levels usually denote an administrative assistant review Sequence of when pending transactions are displayed on the reviewer’s list Material vs. Immaterial Material transactions must be approved by the primary reviewer or his/her alternate Immaterial transactions may be reviewed by the reviewer’s designated proxy Transaction represents a request for a specific and independent activity to be performed within BASIS. To add, update, or delete information. TARGET Overview

9. TARGET Policy The TARGET Administrator, in the Office of Financial Affairs, has the responsibility of establishing review chains, managing desk assignments, creating emergency proxy and alternate authorizations, and providing user training. A minimum of two persons must be involved in the initiation and review of all TARGET financial transactions. Regardless of who initiates a transaction, no single person may perform all review steps unless there is only one required review step. A Primary Reviewer or an Alternate Reviewer must approve all transactions that equal or exceed the materiality threshold (requisitions exceeding $10,000). Proxies are not permitted for transactions at this level. Proxy approvals will be permitted for immaterial transactions below the established thresholds. An appropriate TARGET chain must be established to review material transactions.

10. BASIS RazorBuy Log In Create PO Departmental Review Departmental Review Send Via: cXML EDI Email Fax Portal Send Via: cXML EDI Email Fax Portal LoginShop Create Req. Approvals Create PO Transmit PO Target Chain Approvals Target Chain Approvals Encumber Funds Encumber Funds RazorBuy/BASIS Integration Scenario Punchout Catalogs Punchout Catalogs Custom Forms Custom Forms Non-Catalog Items Non-Catalog Items Hosted Catalogs Hosted Catalogs Create PR Create PR PO Create PO Create BASIS Additional Approvals: IT, Trademark & Licensing etc. Additional Approvals: IT, Trademark & Licensing etc. Approved

11. UPS RazorBuy Create PO Create Req. Create PO Transmit PO Encumber Funds Encumber Funds RazorBuy/BASIS Create PO (if approved via TARGET) Create PO (if approved via TARGET) Create Requisition Target Chain Approvals Create Requisition Target Chain Approvals Changes to PO PO Supplements – POHT, POIT, PODT PO Changes – POLA PO Cancelations PO Supplements – POHT, POIT, PODT PO Changes – POLA PO Cancelations Invoice/ Pay ReceivingPayment Payment – Check, ACH, Wire transfers, Payment Plus Payment – Check, ACH, Wire transfers, Payment Plus E-Invoice ILOG PAYD, PAYQ ILOG PAYD, PAYQ Encumber Funds Encumber Funds DART Expensing/ AP Liability/Use Tax Liability/Excess Sales Tax AR/ Relieve Encumbrance Expensing/ AP Liability/Use Tax Liability/Excess Sales Tax AR/ Relieve Encumbrance Check Accounting /Relieve AP Liability Check Accounting /Relieve AP Liability Use tax/Excess sales tax calc Prorated across AP line Use tax/Excess sales tax calc Prorated across AP line Purchase Requisition Purchase Requisition DRPO / QRPO DRPO / QRPO Approve/ Reject

12. User creates requisition Payment date, check number, issue date, etc. all available for viewing by campus user. Submitted for electronic approval Once approved PO is either auto created, or resides in buyer inbox for processing. POs sent out via a fax server, if vendor has a fax number. Receiving is performed by dept. on those POs requiring receiving Invoice is received by A/P and entered. If receiving has been performed, payment is setup meeting vendor terms Invoice is imaged in imaging system. Link available via BASIS for viewing.

13. User creates requisition Dept. processes receiving entry, if applicable. Invoice entered by A/P and payment issued according to vendor terms. Payment date, check number, issue date, etc. all available for viewing by campus user. Submitted for electronic approval Reviewer disapproves the transaction. Notification is sent back to the user and Requisition is then placed ‘in process’ for the user to either update or delete. If the Requisition is updated, it is then re-submitted for electronic approval Upon final approval, Req either qualifies as an ‘auto po’ or placed in a buyer’s inbox for processing A fax server will fax the PO to the vendor, if applicable & vendor has fax number in system

14. Flow Chart of Receiving, Invoicing, Payment Dept. receives $ amt. If A/P has entered the invoice, receiving entry is ‘matched’ to the A/P entry. If A/P enters invoice first, then receiving entry must be matched to invoice entry. Credit memos are entered by A/P and approved by the dept. electronically. Once approved, the nightly expense job will post the funds back to the CCC. Payments to the vendor will attach to the credit. Once the amts to pay are in excess of the credit, the vendor will be issued a check for the difference. Receiving entry made by dept. when items are received. Invoice entered by A/P. System will auto match the qtys. If A/P entries are more than Rec entries, payment is held. If Rec. entries exceed Inv entries, system matches and then leaves outstanding rec. entry waiting for additional invoice. No Receiving Required. Invoice entered by A/P and payment issued to vendor. Invoice scanned for retrieval by campus user. PO that is setup as a Check with Order or an Invoice Attached PO Line setup to perform Qty Receiving PO Line setup to perform $ Receiving Credit Memos All payments are made to vendor using vendor terms. If the vendor offers discounts, the system determines if criteria has been met to take it. No payment is issued to a vendor if it exceeds the PO Maximum (PO amount plus tolerance), without dept. supplementing the PO to increase. All invoices scanned for retrieval from BASIS application. If taxable item and no tax on invoice, system calculates appropriate use tax and distributes accordingly.