Office of Budget and Finance All Staff Meeting September 20, 2013

DIVISION OF FINANCEOffice of the Vice President for Finance

OFFICE OF BUDGET & FINANCEOffice of the Vice President

Division of Finance-All Staff Meeting1

Office of Budget and FinanceAll Staff Meeting

September 20, 2013

9/20/2013



29/20/2013Division of Finance-All Staff Meeting




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

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New Faces• Randy Rikel

Associate Vice President and Controller

• Kim LairdDirector of Business Intelligence

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Announcements• Operations - Orkun Toros

• Business Intelligence - Kim Laird

• Budget - Lynne Culverhouse

• Procurement Management - Pete Bond

• Accounting, Payroll and Student Financial Services - Randy Rikel

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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

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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




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)

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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)

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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

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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




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

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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



Office of Budget and Resource PlanningFY 2014 Strategic Planning Goals:

1). Promote innovation in on-going system of process improvement2). Embrace change to improve business processes

3). Promote enhanced reporting that leads to reliable decision making4). Foster engagement and ownership in planning, budgeting, assessments and accountability


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Office of Budget and Resource Planning1. FY 2014 Budget Office Values & Beliefs

a) Effectivenessa) Follow established set of guidelines, policies and procedures

b) Informationa) Ensure that users and campus community members are well informed

and educated about the budget and budget processc) Communication

a) Make budget information more readily available to users by developing better communication systems and reporting systems

d) Commitmenta) Our staff is committed to providing quality customer service to students,

faculty, staff, UT System administration and state legislatures


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Office of Budget and Resource Planning1. FY 2014 Major Projects:

a) Legislative Appropriation Request – FY 16-17b) Implement Budget Module – March 2014c) Revise the Revenue Forecasting Modeld) Improve Budget Monitoring and Control Process

a) Develop monthly budget variance reportsb) Enforce budget policies in consistent manner

e) Develop Post-Performance Analysis to improve future budget processa) Enhance Budget to Actual reporting methodologiesb) Review FY 2014 budget process with university community to identify

opportunities for improvementf) Assist with implementation of EPAR as neededg) Define and implement process improvements for Reallocation System


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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

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• 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

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• 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

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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.

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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

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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

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Update on Priorities

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Update on Spring 2013 Priorities1. Stabilize PeopleSoft

a) Development Projectsa) Personnel Action Form – January 2014b) Touchnet Upgrade – Completedc) Budget Module – March 2014d) Time and Labor – November 2014e) Human Subject Payments – January 2014

2. Establish an employee-centric, customer focused divisiona) 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 division’s credibility as an excellent service providera) Working closely with schools/departments to understand and exceed their expectationsb) Created the Business Intelligence Group to improve internal financial information




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Strategic Themes• Financial excellence

• Customer-focused

• Continuous process improvement

• Employee-centric





2013-2014 Strategic Plan

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1.2.1. Review and validate the revenue projection model

1.1.2. Implement dynamic web based FAQ System

1. FINANCIAL EXCELLENCE1.1. Ensure Compliance Through Clear Policies and Procedures

1.1.1. Review and update university policies and standard administrative procedures

1.3.2. Eliminate use of cash advances and working funds to pay clinical trial participants

1.3. Decrease Expenses

1.3.1. Review and implement improved budget montoring and control process

1.2. Increase Revenues





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2.2.2. Administer two customer surveys per year (one internal, one external)

2.2. Promote Service Excellence

2.2.1. Achieve a customer satisfaction rate of 90% or higher

2.1.3. Develop at least three on-line purchasing training courses2.1.2. Develop at least three on-line financial training courses

2.1. Improve Customer Job Knowledge and Skills2.1.1. Improve training collaboration between Finance, IR and HR

2. CUSTOMER-FOCUSED





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3.3.3. Deliver the projects oulined in Departmental work plans3.3.2. Have at least 20 staff members involved in formal process improvement activities

3.3. Improve Processes and Systems

3.3.1. Complete 10 process improvement projects annually

3.2.3. Deliver W-2 via delivered PeopleSoft functionality 3.2.2. Upgrade TouchNet payment suite

3.2. Leverage Existing Technology

3.2.1. Implement OBIEE data warehouse reporting

3.1.5. Implement Budget Control Functionality3.1.4. Evaluate and recommend an expense reimbursment module3.1.3. Implement Time and Labor Module3.1.2. Implement an integrated Budget Module within PeopleSoft3.1.1. Implement electronic personnel action

3. CONTINOUS PROCESS IMPROVEMENT3.1. Stabilize PeopleSoft





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4.2. Maintain a Motivated Workforce

4.3.3. Roll out an employee orientation program4.3.2. Launch PeopleSoft Academy for Staff4.3.1. Develop employee performance plans for all employees

4.3. Improve Employee Job Knowledge and Skills4.2.2. Administer Employee Feedback Survey annually4.2.1. Achieve an employee satisfaction rate of 90% or higher

4.1. Reduce Employee Turnover4.1.1. Achieve employee retention rate of 90% or higher

4. EMPLOYEE-CENTRIC



Division of Finance-All Staff Meeting299/20/2013

Thank you for coming!!

Questions?

Documents

Office of Budget and Finance All Staff Meeting September 20, 2013