Financial Operations Highlights 1st FISCAL QUARTER, 2007



Progress On Goals

A. Comply with Social Security Privacy Policy -ALL AREAS

Objectives FY07 Targets 1st Quarter
% Comp

PAYROLL

Work with FIS, HR, benefits and tax department in compiling a list of what reports, system screens, forms and other documents currently contain employee’s social security numbers. 

 

 

 

Review the distribution process of various forms and reports. 

 

 

 

 

 

The list should also include government/tax reporting requirements.

 

 

 

 

 

Determine what reports and/or forms require Social Security numbers, such as the W-4 form, etc. Review these forms and applications to determine if an alternate unique identifier would be acceptable on various reports. Review should include a list of those that ultimately require the SSN without substitution.

 

Make recommendations regarding changes and/or modifications of existing applications/documents.

 

Complete list compiled by August 15, 2006.

 

 

 

 

 

 

 

Review of list by FIS, HR, Payroll complete by August 22, 2006.

 

 

 

 

 

 

Recommendations submitted to various entities for review by September 19, 2006.

 

 

 

 

 

 

Applicable recommendations and changes implemented and tested in systems by November 21, 2006.

 

 

 

 

 

 

Changes fully implemented and communicated to departments by December 5, 2006.

 

List completed and forwarded to FIS for their review.

 

 

 

 

 

 

Working with a list provided by FIS of all applicable system elements, a review and determination of the potential to increase SSn security for each item was conducted. This involved polling all Payroll users on the changes that are possible, followed by management of same. A list of elements was complied and a determination of the best modification to make (as applicable) was completed.

 

In discussion with FIS, it was understood that individuals from HR would be looking at the aspects pertaining to their operations directly. The list of proposed system/report/form changes was submitted to FIS with a request for a meeting to review and modify the recommendations as appropriate. The meeting was scheduled for early in the 2nd quarter.

 

No update.

 

 

 

 

No update.

 

 

100%

 

 

 

 

 

 

 

100%

 

 

 

 

 

 

50%

 

 

 

 

 

 

0%

 

 

 

 

 

 

0%

 

Issues: Target dates are dependent upon FIS and other department availability.

Back to Top

 

B. Document and test system of internal controls for Sarbanes-Oxley Section 404 - ALL AREAS

Objectives FY07 Targets 1st Quarter
% Comp

Identify and document standard operating procedures (SOPs).

Supplier Management: supplier price audit program, IPS activities.

Began developing a comprehensive list of SOPs. Reviewed the IPS Invoice Import SOP with the SarbOx team.

25%

Purchasing Services: Classification of Office of Research vs. Purchasing Services contracts (Beal, Youngs), Software license agreements (Zugell), leasing (Casale), Scope of Work Guidance (Kurtz), Contractor vs. Employee SOP and guidance / checklist (Casale), Long-form RFP (Kurtz), Short-form project plan for RFPs (Good), DPU review / audit (Youngs), pro-active management of blankets (TBD), Central Buyer Purchase Requisition processing.

First drafts for software license agreements and leasing under review.

No update on other procedures.

10%
Payment Processing: printing checks, TravelEx processing, wire transfers, positive pay process, past-due invoices, statements, void/cancel checks, bad PO/no PO, invoices on hold, b-notice processing. Standard operating procedures for past due invoices, statements, and invoices on hold have been completed.
30%
Payroll: Develop a directory of required SOPs that includes staff assignment, target completion date, completion/date last updated, file location. Directory and SOPs should be stored in an easy-to-access location for all staff. Directory developed. Assignments have been made. Need to finalize target completion dates and summarize in central location.
60%
Document controls over Purchasing, Payment Processing, Payroll and FRS Processes.

Schedule to be provided by the SarbOx team.

Payment Processing began SOX review. Provided all SOPs, policies, and procedures to SOX team. Developed AP Overview Flowchart. Began import and p- card detailed review with SOX team.

 

25%

Payroll began in June, 2006.

Payroll questionnaire to be complete by July 28, 2006.

Meetings are being arranged to bring relevant Payroll staff together with the SOX team (Jim Sedelmeyer) so that Operations processes relevant to the SOX review can be documented and flow-charted. Good progress has been made on identifying relevant processes and working through accurate flowcharts and related narratives.
50%

Facilitate compliance testing by SarBox team.

Schedule to be provided by the SarbOx team.

 

No update.

 

0%

Issues: Dates and targets dependent on overall B&C strategy. Back to Top

C. Ensure compliance with federal, state and local tax regulations - PAYMENT PROCESSING and PAYROLL

Objectives FY07 Targets 1st Quarter
% Comp

Complete D&T review of tax processing procedures. FY05

PAYMENT PROCESSING

Complete implementation plan by December 31, 2006.

Create training program and schedule by December 31, 2006. Topics: contractor vs. employee, NRAs, 1099s, p-card audits, disbursements, withholding and reporting of outstanding travel advances.

IRS TIN Matching by October 31, 2006.

 

Awards and prizes process by September 30, 2006. Finalize SOP by November 1, 2006. Provide guidance to departments by January 1, 2007.

Received the summary document from D&T and have begun to develop the implementation plan based on the findings. 

No activity.

 

 

M. Beal has received approval to utilize the TIN Matching program. Awaiting approval for K. Sheehy.

Investigating the number of award/prize payments that would require tax withholding. Began development of procedures for classifying payments and processing tax withholding.

50%

 

 

0%

 

 

50%

 

25%

 

Develop a plan to implement D&T Tax Processing Review

recommendations.

 

 

 

 

 

 

 

 

PAYROLL

Complete Implementation plan by December 31, 2007.

 

 

 

 

 

 

 

 

The Payroll management team met on two separate occasions to discuss the final D&T recommendations in depth, and to agree on practical steps that could be taken to implement these. Several of the recommendations have been implemented, including bringing the IRS tax records into the tax reconciliation process. Other recommendations will require more effort. Periodic meetings on the status of implementation are being conducted to ensure this remains on track.

 

25%

Issues: Final process and system modifications/recommendations are dependent upon receipt and review of D&T recommendations. Back to Top

D. Improve communications with customers via web. - ALL AREAS

Objectives FY07 Targets 1st Quarter
% Comp

Timely, relevant, accessible, easy-to-understand website content.

SUPPLIER MANAGEMENT - Organization chart, RFP Status, one page for each contracted supplier. . . Create a “front page” control point in IPS to serve as the ongoing communication to all users with links to:  FAQ’s, Training, How to become an IPS purchaser, supplier specials, “How to buy furniture”...

Organization chart posted on the website.  Developed a format for the “front page” to IPS.  This needs to coordinated with the next phase of IPS upgrade.

25%

PURCHASING -   Restructure website, Office of Research vs. Purchasing Services contract guidance, contractor vs. employee guidance, Web Purchasing Fundamentals.

1st Purchasing Advisory Committee meeting Oct/Nov, 2006. 2nd PAC meeting April/early May, 2007.

Working with FIS to develop web presentation of Purchasing fundamentals.

 

Meeting scheduled for October 31, 2006.

 

 

50%
PAYMENT PROCESSING: FAQ's, contractor vs. employee checklist, replace formal procedures with "how to's", explore access to individual payment status, NOID resolution multimedia training.

Payment Processing discovered that the current ORACLE system is unable to grant access to suppliers to explore their payment status.

 

Developed a "Worker's Status" checklist: awaiting internal and external approvals before distributing it.

25%
FRS - Publish B&C departmental financial record retention schedules as completed. Office of Finance schedule published.
ongoing
PAYROLL: Update tax information on web. Develop bulletin board for dissemination of payroll information. Provide links to FAQs, training schedules, self-service forms (i.e. FNIF, W-4 when available, etc.) No update. Pending transfer of Communications/Education Analyst.
0%

Issues: Back to Top

E. Improve comunications with customers via other mechanisms. - ALL AREAS

Objectives FY07 Targets 1st Quarter
% Comp
Implement customer satisfaction survey component of the Inquiry Management System.

Supplier Management, June 30, 2007.

Purchasing Services, June 30, 2007.

Payment Processing, January 1, 2007.

Payroll, June 30, 2007.

No update.

No update.

Created initial draft of survey using SurveyMonkey.com

Initial discussion on content and type of surveys to conduct. Developed a Survey Project Statement which summarizes the desired survey activities in Payroll

0%

0%

50%

 

10%

Implement Inquiry Management System for Payroll.

IMS for Payroll by December 31, 2006.

- Meet with Carol Z mid-August 2006.

Finalized the analysis of the most frequently received inquiries from employees and Payroll administrators.

Met with Michelle Sokoloski to discuss progress and request additional feedback in preparation for meetings with FIS.

Began work on identifying the key elements of data required for each inquiry type to minimize inquiry response time.

Meetings planned with FIS were deferred to November 2006 given FIS resource constraints.
50%

Issues: None. Back to Top

F. Improve oversight and controls over delegated spending units.

Objectives FY07 Targets 1st Quarter
% Comp

Supplier Management to issue letters under AGR signature,

 


Units to initiate in FY07:

Titusville, Bradford  (1FQ)

Skills assessment and completion of training 6 months after receipt of signed letter from unit.

New contract notification process by September 30, 2006.

Submit RFS to FIS for web-based training; target date TBD.

Titusville and Bradford rescheduled for 2nd quarter.

No update.

No update.

 

 No update.

 

No update.

0%

 

0%

0%

 

0%

 

0%

Issues: None. Back to Top

G. Streamline the travel and business expense reporting process.

Objectives FY07 Targets 1st Quarter
% Comp

Streamline the travel and business expense reporting process.

 

Implement Expedia/Air portion of program by September 30, 2006. Awaiting prioritization of T&B expense reporting portion.

 

CSSD is working with Expedia to resolve communication issues. 

25%
Prepare detailed requirements. Detailed requirements target date to be determined with P&A, FIS. Developing policy changes and detailed requirements document.
25%
Develop an implementation plan. Implementation plan target date to be determined with P&A, FIS. No activity.
0%

Issues: None. Back to Top

H. Improve controls and streamline processing for disbursement requests.

Objectives FY07 Targets 1st Quarter
% Comp

Improve controls and streamline processing for disbursement requests.

Complete business case by January 1, 2007.

 

 

Complete non-technical plan by March 31, 2007.

Complete documentation of ideas for possible technology solutions by June 30, 2007.

Payment Processing has gathered a sample month of disbursement request and have identified 20 large categories for further research.

No activity.

 

No activity.

25%

 

 

0%

 

0%

Issues: None. Back to Top

I. Improve controls over petty cash by implementing the Stored Value Card program.

Objectives FY07 Targets 1st Quarter
% Comp
Improve controls over petty cash by implementing the Stored Value Card program

UPMC to have system built by September 30, 2006.

FIS to have conversion to PRISM completed - TBD.

Training of departments to be determined by November 1, 2006.

Procedures for card issuance to be developed by November 1, 2006.

Implement by January 1, 2007.

UPMC is building the system based on our requests.

No activity.

 

No activity.

 

No activity.

 

No activity.

50%

 

0%

 

0%

 

0%

 

0%

Issues: None. Back to Top

J. Improve controls over pcard purchases.

Objectives FY07 Targets 1st Quarter
% Comp
Improve controls over pcard purchases.

Determine if a database of valid account administrators exists against which we can validate by September 30, 2006.

Develop training materials by December 31, 2006.

Determine training delivery method by December 31, 2006. Possibly request FIS assistance for web-based training.

Payment Processing determined that a database does not exist. Exploring the possibility to alter the pcard policy so that new pcard approvals are restricted to the higher level administrators.

No activity.

No activity.

75%

 

 

 

0%

0%

 

Issues: None. Back to Top

 

K. Enterprise-wide contract renewals.

Objectives FY07 Targets 1st Quarter
% Comp

Evaluate each for extension or RFP.

RFP for Office Supplies to obtain a single source.  Possibly combine requirements of WVU.  Consider CombineNet as a solution.

Renew all other contracts.

SM met with WVU and they are interested in combining their requirements. Reviewed the CombineNet product and process and are also considering Chartwell as a solution in this activity.

25%

Issues: None. Back to Top

 

L.  Proactively manage RC contracts.

Objectives FY07 Targets 1st Quarter
% Comp

 

Ensure that all contracts are tracked by December 31, 2006.

Identify information to be provided to department customers at contract signing (final package, plus follow-up activities) for large, complex contracts?  Identify information to be recorded in contract database for all contracts.

Begin recording new contracts by Sept 1, 2006. 

Begin using new filing and retrieval procedure by Sept 30, 2006.

RFS to FIS by Aug 31, 2006.

Identification of new RC contract opportunities ongoing by Purchasing Services Specialists.

No update.

 

 No update.

 

 

 

Contracts recorded as of 9/22/2006.

 No update.

No update.

 

On going.

0%

 

0%

 

 

 

100%

 

0%

0%

Issues: None. Back to Top

M. Increase on- contract spending.

Objectives FY07 Targets 1st Quarter
% Comp

Enhance IPS usability by:

  • Upgrading IPS to version 7.3
    FY05
  • Increasing the number of full supplier catalogs available via tap-out.

Upgrade IPS: DATE - FIS/CSSD.

 

 

Tap-outs in queue: Spectrum, IBM, Sigma, Lenovo, Franklin Interiors, Physicians Sales & Service

 

Complete RFS for SciQuest spend director by June 15, 2006

The upgrading of IPS to 7.3.5 was placed on hold as of the end of August so that a comprehensive e-commerce offering from SciQuest can be evaluated.

Sigma Aldrich tap out is near completion - 90%. Epicor is working on Franklin Interiors - 10%. Lenovo is being tested in the IPS system - 90%.

Completed.

 

 

25%

 

 

As stated

 

 

25%

Enter into new enterprise-wide agreements, and enable on IPS.

Commodities on which to focus:

  1. Scientific and Medical (4,400 suppliers for $62m spend):
  2. Establish a Scientific and Medical advisory board by July 31 to work out a strategic direction for handling all scientific supply chain issues, including decisions about stockroom management.
  3. Sun computer equipment      Services: explore Direct Mailing Service, freight (Good), Kelly Temporary, PCI.
  4. Facilities Maintenance: continue to expand scope of existing Grainger contract.

    

Meetings planned with:

HR to discuss PCI, Kelly Temporary Services and Background Checks.

Facilities to discuss 6 E&I contracts dealing with janitorial supplies, paint, plumbing supplies and utilities auditing.

25%
Payment Processing to assist PS and SM control use of non-contracted suppliers.

Disabling non-contracted suppliers for purchasing in PRISM.

Logging, quarterly evaluation, and escalation of policy violations.

Continue with Fisher/VWR consolidation. Next round of suppliers by December 31.

Disabled suppliers as requested by PS and SM.

Entered all policy violations into database.

No update.

25%

 

25%

 

0%

 

 

Purchasing Services to explore combination of commodity and sub-codes.

Establish default commodity Increase spending on existing contracts under the Channeled Spending Program by:

  • Quarterly evaluations of off-contract spending by Purchasing Services, and timely follow-up with high off-contract spending departments.
  • Annual on-contract spending progress update to RC heads by August 31, 2006.
  • Logging, quarterly evaluation, and escalation of policy violations.
  • Regular performance feedback to RC heads and business managers.
  • Taking every opportunity to communicate policy (meetings, SarBox questionnaires, emails)

 

Overall on-contract for FY06-72% (3FQ)

Kurtz

All RCs  5%; repairs 10%.

Carpinelli

A&S – 4%

SOM –6%

SOM Admin – 2%

SVC HS – 0%

Good

Business Operations – 4%

Chancellor – 3%

Dental Medicine – 4%

Engineering – 4%

EVC – 4%

OGC – 0%

Katz – 2%

Secretary – 1%

PCI – 4%

Provost – 3%

Student Affairs – 2%

UCSUR – 1%

WPIC – 3%

Casale

Johnstown – 15%

Greensburg – 15%

Education – 10%

Nursing – 3% via Sci & Med 10%

Pharmacy – 1% via Sci & Med 6%

IS – 3%

 

No update

 

No update

 

No update

 

 

Rescheduled for 2Q

 

Ongoing

 

 No update

 

 

No update

 

 

0%


0%

 

0%

 

 

0%

 

10%

 

0%

 

0%

Issues: None. Back to Top

N. Speed resolution of invoices that cannot be paid.

Objectives FY07 Targets 1st Quarter
% Comp
Invoice > Blanket $ (N014) account for 30%, or 3,600, of all NOIDs per year.

N014s by September 30, 2006:

Pay, log, notify approvers that new blanket required to be established and approved within 1 month of notification or payment will cease.

Payment Processing implemented a procedure in September to pay, log, and notify buyers of POs that have run out of monies.

100%

Purchasing Services and FIS to explore PRISM blankets and assist in resolution.

NO14:

Analyze existing blankets by supplier, by department.

Explore enabling PRISM and blanket functionality.

No update.
0%
Speed resolution of all other NOIDs.

All other NOIDs:

Reduce Purchasing Services average resolution time from 24 working days to 15 working days.

Purchasing Services Buyer IVs to monitor RC resolution time and work with them to speed resolution.

 

Ongoing

 

No update.

 

25%

 

0%

Issues: None. Back to Top

O. Improve staff training, development, feedback.

Objectives FY07 Targets 1st Quarter
% Comp

Offer individual training as required.

Individual training as required includes:  MS Products (Excel, Access, etc.) , Financial Information Overview, Certified Purchasing Manager, Accounts Payable Professional, Certified Payables Manager, commodity-specific training for Buyers, Purchasing Workshops, Contract Law, Contract Management Project Management, Time/Priority Management.

SM attended a group webinar on "The Enterprise Procurement Report Card: Improving Performance to Directly Impact the Bottom Line."

.

25%

 

 

 

Individual needs determination underway for PS.
10%
No activity for PP.
0%
Offer team training.

Customer Service (Sokolowski)

 

Research Orientation (Beal)

OGC training on their expectations of

Purchasing Services related to Ts&Cs: guidance on what goes to OGC/what Purchasing can handle.

Effective use of MS Word for contract editing for Purchasing Services

Team dynamics

 

All workshops scheduled for 2Q.

Skill practice customization started.

 

Scheduled for 2Q.

 

 

No update.

 

No update.

25%

 

 

 

 

0%

 

0%

 

Issues: None. Back to Top

P. Improve cash flow management.

Objectives FY07 Targets 1st Quarter
% Comp
Evaluate cost benefit of faster payment terms for contracted suppliers on IPS.

Estimate effort/cost of EFT enablement - RFS submitted. Awaiting Bottomline technology.

Implement a voluntary model for suppliers that would provide benefits to both the University and supplier.

PP is working with FIS to enable the ACH functionality.

20%

 

Document a management plan for payment cash flow.

Cash flow management model -

June 30, 2007.

PP drafted a Prompt Pay document that explains the benefits to suppliers who offer this discount.

25%

Issues: None. Back to Top

Q. Validate use of University-owned space.

Objectives FY07 Targets 1st Quarter
% Comp

Develop and implement a program to validate use of University-owned space.

Meet with the director of Research and Cost Accounting during 1Q FY07 to develop a plan.

Target to begin space usage inventory – October 2006

 

Target to inventory half of the University’s space by June 30, 2007
On hold until Indirect Cost Recovery Rate Proposal is complete and submitted.
0%

Issues: None. Back to Top

R. Raise awareness of supplier diversity with responsibility center business managers and purchasers.  Increase  

     responsibility center spending with DBEs.

Objectives FY07 Targets 1st Quarter
% Comp

Continue to raise awareness of supplier diversity with department business managers and purchasers.  Increase department spending with DBE’s.

Supplier Management to conduct a diversity supplier show geared toward research in March, April or May of 2007.

Purchasing Services

for Responsibility Centers:

Review diversity supplier spending by RCs prior to CSP meetings; document opportunities; present opportunities at CSP meetings.

Conduct introduction/professional services meetings with departments where appropriate.

For delegated units:

Graphics and Marketing

Greensburg

Johnstown

Facilities Management (quarterly)

Food Services (bi-annually)

No update.

 

No update.

 

 

 

No update.

 

Review of DBE opportunities underway.

0%

 

0%

 

 

 

0%

 

15%

Issues: None. Back to Top

S. Increase participation by diversity suppliers on enterprise-wide contracts.

Objectives FY07 Targets 1st Quarter
% Comp
Identify and certify DBEs for possible enterprise-wide contracts and IPS enablement.

Specific opportunities:

  1. Water – Sabio Springs
  2. Scientific and Medical – CNI, Inc. and Pharmed Group
  3. Services, various – CNI, Inc
  4. Plantscape
  5. Ethanol alcohol

Submit RFS to install upgraded TryUs or alternate by December 15, 2006.

Housing and Food Service indicated Sabio Springs is not an alternative because the 5 gallon bottles of water are bundled into the Sodexho agreement and could only be separated by Sodexho.

25%

Issues: None. Back to Top

T. Increase 2nd tier and partnership (1st tier) spending opportunities for diversity suppliers with enterprise-

   wide suppliers and other prime contractors to the University.

Objectives FY07 Targets 1st Quarter
% Comp
Discuss opportunities at quarterly supplier review meetings.

Supplier reviews – quarterly per Supplier Management Schedule.

Document methods of diversity supplier participation by January 15, 2007.

Diversity discussions being held at the Quarterly Supplier Review Meetings.

25%

Issues: None. Back to Top

U. Increase spending with diversity suppliers by Central Purchasing Services.  Focus on African-American category.

Objectives FY07 Targets 1st Quarter
% Comp
Conduct semi-annual meetings with Purchasing Services Manager (include staff as necessary) to review opportunities for central buyers to utilize diversity suppliers.

Current spending with diversity suppliers should be identified for all Buyers. 

Areas of opportunity should be jointly documented by Purchasing Services and Supplier Management. 

Informal meetings being held to discuss diversity opportunities.
25%
SM will establish a Quarterly Meeting with the Diversity Administrator and the PS Buyer IV's to review all aspects of Supplier Diversity. Document the roles of the Diversity Administrator and the PS Buyer IV's in achieving Diversity Goals. Specific roles and responsibilities being worked out to establish more formal, regular reviews of RC spend and opportunity identification.
25%
PS will establish semi-annual progress reviews by PS Manager. No update.
0%

Issues: None. Back to Top

V. Define supplier diversity roles and responsibilities.

Objectives FY07 Targets 1st Quarter
% Comp
Define supplier diversity roles and responsibilities. Develop roles and responsibilities by August 31. Articulate to all by September 30. Working on Subcontracting plan preparation education for PS Buyer IV's.
25%

Issues: None. Back to Top

W. Improve accuracy of diversity supplier spend reporting.

Objectives FY07 Targets 1st Quarter
% Comp
Improve accuracy of diversity supplier spend reporting. Update classifications by September 15, 2006. Worked with D&B to reclassify our supplier database. We picked up $9+ million in diversity spend which was a 29% increase in reportable diversity spend.
100%

Issues: None. Back to Top

X. Ensure compliance with federal and state regulations.

Objectives FY07 Targets 1st Quarter
% Comp
Continue conducting the Perpetual Inventory, beginning with the responsibility centers last visited in October 2006.

Target to begin first responsibility centers – Oct. 2006

Target to inventory half of the University’s assets by June 30, 2007.

With departments’ permission, continue to remove assets with a net book value of zero.

N/A

0%

 

 

ongoing

Issues: None. Back to Top

Y. Reduce the cost of storing financial records. Ensure record retention compliance with applicable regulations.

Objectives FY07 Targets

Contact Student Financial Services by July 2006.

 

Receive completed schedule by September 30, 2006. Send to Internal Audit for review/approval.

 

Publish to B&C Website October 2006.

 

Work with Payroll according to their schedule.
1st Quarter
% Comp
Publish an updated financial record retention schedule for all Financial Organization records.   N/A
0%

Issues: None. Back to Top

Z. Continue to improve efficiencies through organizational structure and work role definitions.

Objectives FY07 Targets 1st Quarter
% Comp
Continued reorganization of Payroll: Operations and Accounting.

Migration of duties from Accounting Section to Operations (i.e. bill payments). December 2006

 

 

Assignment of specific duties to individuals, such as Generalist assignments, Specialists, etc. December 2006

Develop and maintain list of departmental administrators for assignment to Generalists. September 2006

Develop and train backups. February 2007

 

Develop and document procedures regarding various migrated processes. April 2007

Terri Jarzynka was offered and accepted the position of Payroll Specialist. She will be handling a significant portion of the bill payment processes. Other duties need to be assigned.

Some bill payment processes have been assigned.

 

Complete. List distributed.

 

Backups have been determined. J. Kaus/T. Murray

M. Thomas/L. Taylor

This is being done in conjunction with the workshop manual.

40%

 

 

 

30%

 

100%

 

50%

 

40%

Outsourcing Employee Verification

Gather information for analysis: cost, description of services, etc. Work with Payment Processing for contract negotiations, terms, if applicable. September 2006

 

Work with vendor and FIS to develop file transfer necessary for verification via FTP or other technology. October 2006

Set up transmission of information to start processing. November 2006

Met with TALX Corp regarding the outsourcing of employment verification. Gathered information regarding costs, procedures, policies, etc. Currently reviewing feasibility.]

Dependent upon decision to go with outsourcing or not.

 

Dependent upon decision.

80%

 

 

 

0%

 

0%

Outsourcing Tax Filing

Gather information for analysis: cost, description of services, etc. Work with Payment Processing for contract negotiations, terms, if applicable. September 2006

 

 

Work with vendor and FIS to develop file transfer necessary for verification via FTP or other technology. October 2006

Set up transmission of information to start processing. November 2006

Met with ADP Corp. In the process, it was determined that procedures regarding the dating of certain transactions had to be changed in Oracle to accomodate this possibility. An RFS was submitted to FIS to request the date issue to be resolved.

Dependent upon resolution of date issue and agreement with ADP or other source.

Dependent upon resolution.

60%

 

 

 

 

0%

 

0%

Review and update internal policies as they relate to the Payroll Department.  Payroll internal processes:

January 2007

- FNIF form

- Quick pay process

 - Reversals

 - Void check/DDA process

Completed.
 100%
Develop and implement a process of 'pre-approval" by Administrators before pay date.

Submit RFS for applicable reports needed prior to final payroll run. August 2006

Review current pay processing calendar to determine applicable changes to allow for review process. October 2006

Determine effective date of implementation of process. Communicate change to Payroll Administrators. November 2006

Completed.

 

Request currently inactive pending cost/benefit analysis and feasibility study.

Dependent upon results of analysis and study.

100%

 

0%

 

0% 

 
Review and update University policies as they relate to Payroll.

Review Policy and Procedure SPI 36 & 37: Payroll/Personnel Policies and Procedures, Certificate payments.

Distribute copies to applicable personnel for review. August 2006

Meet and discuss suggested changes and/or revisions. October 2006

Place changes/revisions in documentation in draft form. December 2006

Submit revised documentation to AVC for preliminary approval. March 2007

Upon approval of AVC, submit for final publication. May 2007

 

Payroll Workshop manual development underway (emcompasses both SPIs)

10%

 

10%

 

0%

 

0%

 

0%

 

0%

Develop procedures to properly assign award/prizes to employees.

Meet with Payment Processing Manager to go over definitions of various payments. September 2006

Review types of payments for determination of taxability issues. September 2006

Work with PP Manager to develop procedures for handling each payment as applicable. November 2006

Submit procedures to AVC for review and approval of policies. December 2006

Publish final policies as applicable, either internal or external. February 2007

No update on entire objective.

0%
Migrate GMTs to UPMC Payroll System. Work with FIS as needed. Migration to be complete by end of year. December 2006 FIS testing with UPMC.
20%

Issues: None. Back to Top

AA.  Account reconciliation process.

Objectives FY07 Targets 1st Quarter
% Comp
Review current reconciliation process.

Finalize documentation on Account Reconciliations on K:drive. It should be in a format that a new person can readily understand. September 2006

Set up process and schedule for regular review with Director.

 

Define Account assignments and applicable backup individuals.

Final definition pending appointment of Financial II. October 2006

Temporary accountant was trained and successfully achieved the level of understanding needed for this process.

To be reviewed by Director annually. Has been reviewed at least once. Need to set up regularly scheduled review process.

Assignment complete August 2006.

1st interviews completed 9/21/06.

100%

 

 

80%

 

 

100%

 

50%

Establish new accounts as appropriate for FY07.

Meet with Benefits, FIS, General Accounting to determine current need. June 2006

Submit appropriate account number requests to AVC Financial Operations. June 2006

Audit accounts with First payroll run in FY07 to ensure accounts are being posted correctly.

Make appropriate corrections in system where applicable. Make correcting journal entries if necessary. August 15, 2006

Determined 6/9/06.

Complete.

Submitted 6/9/06.

Complete.

 

Audited 7/31/06.

Complete.

 

Final JEs 7/5/06.

Additional JE 8/9/06.

Complete.

100%

 

100%

 

100%

 

100%

Issues: None. Back to Top

BB. Internal controls on payroll system and changes.

Objectives FY07 Targets 1st Quarter
% Comp
 Establish process for monitoring salary changes.

Review and test current reports from system (PPYE300  &PPYE302). Place requests for change as appropriate. August 15, 2006

 

Work with Director to modify existing interfaces with Access. August 25, 2006

 

 

 

Develop procedures and documentation for processing.

 

Assign process to accounting staff member. September 2006

Reports have been tested.  Are currently working with FIS to ensure formats and appropriate salary data is being reported.

 

 

Required steps are documented to interface with Access application.  Formulas are being developed to compare salary changes from one point of time to another (percent increase from PPYE300).

 

Documentation on interface process complete.  Working on documenting process.

 

Pending completion of documentation/test.

60%

 

 

 

 

 50%

 

 

 

 

 

 

 

 35%

 

 

 

 0%  

Establish process for monitoring system permissions.

Review and test current report process (PHRR856). Make recommendations for changes as appropriate. September 2006  

 

 

Work with FIS to get further permission definitions (i.e. PHR Payroll Supervisor permissions). September 2006  

 

Develop Matrix to be able to visualize access capabilities of permissions. October 2006

Develop procedures to regularly monitor system access. November 2006

Reports have been tested.  Are currently working with FIS to ensure formats and appropriate payment data is being reported properly and that all payments are included.

 

Requested definitions from FIS.  Have not received definitions yet.

 

 

Pending receipt of definitions.

 

 

 

Dependent upon receipt of definitions and complete testing of data.

60%

 

 

 

 

 

 

 20%

 

 

 

 

 0%

 

 

 

 0%  

 
 

Issues: None. Back to Top

CC. Improve customer services and communications.

Objectives FY07 Targets 1st Quarter
% Comp
Appoint/hire Comm/Ed Analyst

Formal announcement of selection and partial migration of duties. August 2006

Transfer of Comm/Ed to Payroll. September 2006

Formal  announcement of selection.

Contingent upon successful replacement of FRS Manager..

50%

 

0%

Review customer service training options with Organizational Development.

Review of customer service training contingent upon direction of AVC.

Customer training programs have been defined. Training scheduled.
50%
Assist in conducting Employee Orientation sessions. Comm/Ed Analyst. Become familiar with Orientation process to eventually become alternate to J. Kaus. October 2006 Waiting for Com/Ed Analyst transfer.
0%
Develop workshops to be conducted as needed throughout the year.

Conduct survey of University customer needs. Gather information regarding areas of concentration vs. general knowledge. December 2006

Work with Payroll staff in setting up annual workshop and define other topics as needed. April 2007

Conduct General workshop. May 2007

Generalist assignments completed. Work to continue on workshop manual in 2Q.

 

 

10%
Payroll sessions to conduct "Creating a Service Culture" and "Service Plus". Schedule sessions for applicable personnel to attend. Complete by November 2007. Sessions scheduled for October and November. Skill practice customizations completed.
50%
Develop written business case for system self-service.

Meet with appropriate Operations team to develop strategic plan. Assign personnel to specific project. August 2006

Develop list ofpotential applications for review (i.e. W-4, direct deposit). Discuss with HR if any applications are applicable.Revire all potential applications for legality (i.e. required signatures?). Meet with FIS to determine which are most easily implemented. January 2007

Submit applicable RFSs to Systems for those applications requiring systems development. February 2007

Finalize plan documents and review with AVC and other personnel. March 2007

Submit written business case to Planning and Analysis. April 2007

No update on entire objective.

 

 

0%

 

 

Operations

A. Large contracts in progress

  1. ENTERPRISE-WIDE
    1. Scientific Equipment
      • Qiagen, Beckman Coulter
  2. DEPARTMENTS

Active2-EEG/ERP System

Neurology

Bruker Equipment Maintenance Contract Structural Biology
Document Management Evaluation Business Operations

DLAR SOP/Training Program

DLAR

FT-MS mass spectrometer for BST3 (Structural Biology) Structural Biology
Printing Evaluation Business Operations
RBL Rodent Caging DLAR
RBL Wireless Communication Systems DLAR

Records Management

University Library System

Risk Assessment

Interal Audit

Tracking Delivery and Installation of BST and RBL Equipment

Health Sciences

 

B. Large contracts completed

None in Q1.

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C. FYTD savings on all contract negotiations, RFQs: $ 520,000

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D. Operating and Service Measures

  1. Purchasing Services, Supplier Management
    1. Invoices on Hold
      • Total # resolved this quarter: 142
      • Total $ resolved this quarter: $551,977.75
         
    2. IPS Spending/Month

Image5

  1. Payment Processing
    1. Transaction Volume

      Image2

    2. Customer Service Inquiries by Type
      Image1
    3. Payments Exceeding Terms                                 

      Payment Processing recently developed an Aging Report for all processed transactions. 

      The chart below shows the payment trends in the 1st Quarter of FY07.

      The majority of payments exceeding 90 days are due to NOIDs (invoice discrepancies) or original invoices delayed in transit to Payment Processing.

      This information will be monitored and used to improve efficiencies within the Department and the University.

     

    Image7

     

    d.  Cost per Transaction

    Image6

    e.  Percentage of Problem Invoices

    Image4

PAYROLL

    Total Monthly Payments Number of New Quick Pays

    Quick Pays as % of Total Q1 Payments

    Month\Year
    FY05
    FY06
    FY07
    FY05
    FY06
    FY07
    FY05
    FY06
    FY07
    Jul        18,754        18,792        18,974
                426
                298
                203
    2.27% 1.59% 1.07%
    Aug        18,068        18,126        18,263
                275
                313
                200
    1.52% 1.73% 1.10%
    Sep        20,556        22,000        22,255
                304
                274
                260
    1.48% 1.25% 1.17%
    Q1 Totals        57,378        58,918        59,492
             1,005
                885
                663
    1.75% 1.50% 1.11%

     



 

           
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                 Financial Records Services

Image3

           

 

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F. Major operations issues or problems this quarter.

None reported.

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Organization Changes and Staff Development This Quarter

Organization changes

None reported.

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Positions filled

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Positions open at the end of the quarter

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Staff development completed or underway

Supplier Mgmt. Webinars - "The Enterprise Procurement Report Card: Improving Performance to Directly Impact the Bottom Line"

                                                                "Best Practices in Implementing and Selecting Contract Management Solutions"

Purchasing Services:

Krapa - Contract Terms and Conditions

Carpinelli - Advanced Contract Terms and Conditions

 

A history of progress on our goals may be found by reviewing Highlights for prior periods.