Transcript Financial Rep Meeting

Financial Rep Meeting
November17, 2009
Agenda
Opening Remarks………………………………………………………8:30 – 8:45
Ralph Alvarez
Procure-to-Pay……………………………………………………………..8:45 – 9:35
Dawn Snyder, Roberta McManus & Karen Gibson
Budget & Accounting…………………………………………………9:50 – 10:40
Roberta McManus, Michael Lake & Judd Enfinger
Reports & Queries..……………….……………………………………10:55 – 11:45
Judd Enfinger
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REPORTS & QUERIES
JUDD ENFINGER
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Current Topics & Events
 New
OBI Trend Ledgers
 Conversion to FSUSN
 Departmental (FSU_DPT) Queries
 Controller’s Office FAQs
 Departmental Business Management
Guide
Reports & Queries
4
OBI Trend Ledgers
Two new ledger trend reports
 Both reflect actual ledger balances (not budget)
 Three Year Trend Report
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◦ Reflects balances by account through the Accounting Period and Fiscal
Year entered
◦ Also displays balances through that same Period for the previous two
Fiscal Years
◦ Excellent management tool for analysis of spending patterns, budgeting
and planning
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Month-by-Month Trend Report
◦ Ledger balances by account for each Accounting Period of the Fiscal
Year entered
◦ Good tool for high level analysis of ledgers and identification of
potential errors
Reports & Queries
5
FSUSN Conversion
New Primary Identifier Policy OP-H-12 released this year
calls for the elimination of SSN as a primary identifier at FSU
 Student Systems are now utilizing FSUSN as primary
identifier in cashiering transactions
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◦ FSUSN populated in ‘Group ID’ field in SFS system since 7/1/2009 for
applicable deposits
◦ ‘Group ID’ included in all FSU_DPT queries that historically showed
‘Lockbox Payment ID’
◦ ‘Group ID’ appears on OMNI and OBI Departmental Detail Ledgers

‘Lockbox Payment ID’ to be eliminated from Departmental
Ledgers / queries 11/30/2009
Reports & Queries
6
FSUSN Conversion (cont.)

What if my department still needs access to SSNs for
reconciliations?
◦ Comply with exemption request provisions in OP-H-12 H (obtain
DDDH approval in writing and notify Audit Services)
◦ Request new OMNI security role
FSU_SECURITY_QUERY_SFS_SECURE (available now) via eORR
◦ All public queries currently containing ‘Lockbox Payment ID’ will be
renamed to end in ‘_SEC’ and will be available to those with this role
Reports & Queries
7
Departmental (FSU_DPT)
Queries

FSU_DPT_VERIFY_SECURITY_ROLES
◦ Shows all non-default OMNI security roles by employee or all
employees assigned to a particular role
◦ Roles should be reviewed on a regular (at least quarterly) basis to verify
employees do not have improper access
◦ Can also be run by role if need to determine which employee(s) in
department have a certain ability (e.g. to ID travel approvers)
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FSU_DPT_TE_MY_WALLET_CHGS
◦ Use to monitor TCard charges that have not yet been entered on an
expense report
◦ Departments should track this activity and ensure all charges have been
entered on an ER within four business days

Department prompt in both queries is based on HR “home”
department
Reports & Queries
8
Other Useful Departmental
(FSU_DPT) Queries

FSU_DPT_PCARD_TRANS_INFO
◦ Formerly available as FSU_PCARD_TRANS_INFO
◦ Use to get vendor detail of ‘FIA Card Services’ charges on Ledger
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FSU_DPT_AM_NBV_% - Four separate queries show Cost,
Depreciation and Net Book Value info for all departmental assets,
just retired assets, and transfers in & out
FSU_DPT_CTR_INST_ANNUAL_EXP – Created for Centers and
Institutes to be able to obtain summarized annual operating
expenditure information to assist with their year-end BOG
reporting.
FSU_DPT_TRIAL_BALANCE – A quick/easy way to view a
departmental trial balance (aka ledger)
Run to HTML allows you to see prompts and columns available
Complete list of FSU_DPT queries available on Controller’s Office
website
Reports & Queries
9
Controller’s Office FAQs

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Frequently asked questions and answers in a variety of areas have
been added to the Controller’s Office website in recent months
ePayables – Covers questions vendors might ask about this new
payment method
Property Accounting
◦ General Information
◦ Acquisitions
◦ Dispositions & Surplus Property
◦ Inventory
◦ Vehicles
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Student Financial Services – Provides FAQs on departmental
deposits as well as an ‘A to Z Guide’ to SFS
Tax Administration
◦ Sales Taxes
◦ UBIT
Reports & Queries
10
Departmental Business
Management Guide
Designed as a “one stop shop” for departmental managers
and financial reps to find info on fiscal and administrative
responsibilities
 Does not contain detailed procedures/instructions
 Instead, summary guidance on sound business practices and
internal controls
 Contains a number of specific topics, each of which contains
the following sections

◦ Overview
◦ University Guidelines
◦ Internal Controls
◦ Departmental Responsibilities
◦ Resources (e.g. links to detailed P&P, applicable administrative websites,
forms & reports, training information / job aids, etc.)
Reports & Queries
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Departmental Business
Management Guide (cont.)
General guidance on internal controls and fraud prevention
 More specific info on a wide variety financial and
administrative topics

◦ Asset Management
◦ Budget & Finance
◦ Cash & Treasury Management
◦ Information Systems Access
◦ Payment/Credit Card Processing (coming soon)
◦ Payroll
◦ Purchasing & Disbursements
◦ Taxes
Will continue to update and add to the guide over time
 Available online and as a downloadable and searchable PDF
file

Reports & Queries
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Q&A Panel of Experts!
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Alvaro Bernal – Controller’s Office, Accounting
Services
Judd Enfinger – Controller’s Office, Quality Assurance
Karen Gibson – Purchasing Services
Michael Lake – Budget Office
Roberta McManus – Sponsored Research Accounting
Services
Andrea McPherson – ERP
Byron Menchion – ERP
Dawn Snyder – Controller’s Office, Disbursement
Services
Reports & Queries
13