1. Financial Services Management Retreat September 24, 2002

2. Our Mission To support the University’s mission, we promote and protect the economic interests of all BYU stakeholders.

3. Our Vision We endeavor to become trusted business advisors in a self-service environment.

4. Key Success Factors  Improve our competency  Develop a state-of-the-art financial system  Reengineer our processes

5. Wisdom Knowledge KnowledgeInformation Data Data Events Events Advisor, Problem Solver Question Answerer Question Answerer Consolidator, Reporter Consolidator, Reporter Custodian Custodian Recorder, Processor Recorder, Processor We must change from being event processors to become trusted advisors and problem solvers. Technology changes our role

6. What Have We Accomplished? Successful implementation of STAR Successful implementation of STAR Re-organization of the Collections Office Re-organization of the Collections Office Rollout of PS Client to the campus Rollout of PS Client to the campus Process mapping by Financial Solutions Process mapping by Financial Solutions Tax and budget help for BYU-Hawaii Tax and budget help for BYU-Hawaii P-card office up and running P-card office up and running Re-engineering of investment accounting and management Re-engineering of investment accounting and management Budget Office managing ITI Budget Office managing ITI Untangled messy contribution accounts Untangled messy contribution accounts

7. What Did We Want to Do in 2002?  Implement CashNet - In Progress  Develop and rollout BOb - In Progress  Reorganize the Accounts Payable and Equipment Inventory offices - Done  Perform Facilities and Administrative Cost Study - Done  Implement PeopleSoft 7.5 and Asset Management - Is Being Upgraded  Replace Kronos  Replace UCA - In Progress  Review current controllership structure and recommend changes - In Progress

8. Controllership - Principles Strong central controllership for each unit Strong central controllership for each unit Understanding of responsibilities in every department of the unit Understanding of responsibilities in every department of the unit Clear definition of “controllers”, “accountants,” and “financial assistants” Clear definition of “controllers”, “accountants,” and “financial assistants” Clear definition of management responsibilities Clear definition of management responsibilities Controllers as part of University financial management Controllers as part of University financial management Two sets of eyes on every transaction Two sets of eyes on every transaction

9. BYU Controllership Organization

11. Extending the Accounting System BYU Central AccountingSystem BYU Users and Shadow Systems Transactions Reports The old paradigm…

12. Extending the Accounting System The new paradigm… BYUAccountingSystem User User User UserUserUser

13. How to Extend the System Increase system access (PS Client...then BOb) Increase system access (PS Client...then BOb) Decentralize transaction processing Decentralize transaction processing  LPD?  Journal Entries?  Budget Adjustments? Decentralize year-end adjustments Decentralize year-end adjustments Increase the frequency of campus feeds Increase the frequency of campus feeds Push edits out to the campus Push edits out to the campus Build a commitments database Build a commitments database Increase detail budgeting functionality Increase detail budgeting functionality

14. PeopleSoft Version Implementation

15.  Unrestricted accounts per GAAP  Some are committed, others are not  How can we tell what’s really available?  Committed vs. uncommitted accounts  Establish fund 24? Uncommitted/Unrestricted Accounts

16. Financial Services Accomplishments  P-card rollout  BOb  Personal consultation  CashNet  PS 7.5 Upgrade  Star rollout  Process map  Controllership  Six FTE’s made available  Financial Solutions Group (4)  P-card administrator (1)  Assistant Director for PS projects (1)  Cashiering  Collections  Investment Accounting  Accounts Payable and Fixed Assets Deliver value Free-up resources Re-engineer

17. Financial Services Initiatives Controllership Position Enhancement Controller Training Financial Services Competency FS Training Program FS Re-engineering Shared Financial System Implement BOb More Frequent Feeds Changes to Data Edits Transaction Inputs Electronic Work Flow Delegation Rights Procurement and Payment

18. Resource Request Project Backfill in man-months Backfill Cost Training Cost STAR Upgrade 2pX10m=20 $ 85,000 $ 10,000 GL Upgrade 2pX10m=20 $ 85,000 $ 10,000 Asset Mgmt. 1pX4m=4 1pX4m=4 $ 17,000 $ 3,500 Replace UCA 1pX8m=8 1pX8m=8 $ 34,000 $ 7,000 Budget Module 1pX4m=4 1pX4m=4 $ 17,000 $ 3,500 Total 56 man-mos $238,000 $ 34,000 (One-Time Costs)

19. ~ Theme ~ Problem Solving in a Team Environment  Silos are only good for storing grain  Its not a team just because you say it is  Small passionate teams beat committees  Cross functional teams are the toughest  Collaboration is not necessarily teaming  Real teams need goals

20.  Financial Services  Purchasing  Travel  SAS and other auxiliaries  Continuing Education and academic units  Campus controllers  Other CES units Teaming Opportunities

21. Questions?