Transcript VIRGINIA CORRECTIONAL ENTERPRISES

VIRGINIA CORRECTIONAL
ENTERPRISES
FUNDING AND OPERATIONS
VCE IS A SERVICE AREA OF
THE DEPARTMENT OF
CORRECTIONS
ESTABLISHED IN 1933
ABOUT VCE: STAFFING
• 175 FTE’S
• 30 TEMPORARY EMPLOYEES
• OVER 1,500 INMATES
ABOUT VCE: FACILITIES
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23 SHOPS
14 INDUSTRIES
16 CORRECTIONAL FACILITIES
2 WAREHOUSES
2 COPY CENTERS
ABOUT VCE: PRODUCTS
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WOOD AND METAL FURNITURE
SEATING
OFFICE SYSTEMS
LICENSE PLATES/TEMP TAGS
CLOTHING
SHOES
VINYL BINDERS/SIGNS
ABOUT VCE: SERVICES
• 2 COMMERCIAL LAUNDRIES
• MICROFILM/DOCUMENT CONVERSION
• PRINTING AND XEROX COPY
CENTERS
• EMBROIDERY & SILK SCREEN
• OPTICAL (DOC ONLY)
• DENTAL (DOC ONLY)
FUNDING
• VCE IS AN INTERNAL SERVICE FUND
• VCE RECEIVES NO FUNDING FROM
THE GENERAL FUND
• CASH FLOW IS GENERATED FROM
COLLECTIONS OF SALES
• CUSTOMERS PAY VIA IAT, EDI, CHECK
OR CREDIT CARDS
CUSTOMER BASE
• VCE CAN SELL TO STATE AGENCIES,
COMPONENT UNITS OF THE
COMMONWEALTH, TO INCLUDE HIGHER
EDUCATION, CITIES, TOWNS, COUNTIES,
FEDERAL GOVT. AND NOT-FOR-PROFITS.
• CAN ENTER INTO CONTRACTS WITH
PRIVATE SECTOR (P.I.E. OR SERVICE
AGREEMENTS)
REVENUES
• PROJECTED REVENUE FOR FY08:
$50 MILLION
• FY05 – FY07 REVENUES AVERAGED
OVER $48 MILLION/YR.
FY07 SALES DATA
• $29.3 MILLION TO STATE AGENCIES
• $17 MILLION TO HIGHER ED.
• $2.7 TO OTHER
AUTOMATED SYSTEMS
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CARS (CASH BASIS)
E-VA
FAACS
LAS
CIPPS (ENTERED BY DOC ON OUR
BEHALF)
• SYTELINE (ACCRUAL BASIS)
SYTELINE
SYTELINE
• A FULLY INTEGRATED
MANUFACTURING AND ACCOUNTING
SYSTEM
• ON-LINE – REAL TIME
• VCE’S PRIMARY INTERNAL CONTROL
• RECONCILED TO CARS, FAACS & LAS
• INTERFACES TO E-VA AND CARS
(VENDOR PAYMENTS ONLY)
SYTELINE MODULES
MODULES
• GENERAL LEDGER/ FINANCIAL
REPORTS
• ORDER ENTRY/ ACCOUNTS
RECEIVABLE
• PURCHASING/ ACCOUNTS PAYABLE
• JOB & INVENTORY COSTING/
INVENTORY CONTROL
MODULES NOT UTILIZED
• FIXED ASSETS (DEPRECIATION
RECORDS GENERATED IN FAACS
WITH MONTHLY JE’S IN SYTELINE
• PAYROLL (JE’S ENTERED BASED
UPON CIPPS)
SYSTEM ACCESS
• EACH USER’S PERMISSIONS ARE
DEFINED BY THEIR ROLE/
DEPARTMENT
• REQUESTS TO ADD/DELETE USERS
MUST BE IN WRITING (E-MAIL) TO
VCE’S IT DEPARTMENT
THE MATRIX
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ERP 6.01.00
vce
Virginia Correctional Enterprises
USER-R
User Authorizations Report
User Name
------------------------zlooker
Function
Run Add Update Delete View Costs
Accounts Payable
Yes
No
No No Yes
Accounts Payable Payments Yes
No
No No
Accounts Payable Posting Yes
No
No No
Accounts Payable Vouchers Yes No
No No Yes
Accounts Receivable
Yes
No
No No
Accounts Receivable Fin Chg Yes No
No No Yes
Accounts Receivable Invoicing Yes No
No No Yes
Accounts Receivable Payments Yes No
No No Yes
Accounts Receivable Posting Yes No
No No Yes
End of Period Posting
Yes No No No Yes
Enter out of Date Range
Yes No No No Yes
General Ledger
Yes No No No Yes
General Ledger Financial Rpts Yes No No No Yes
General Ledger Posting
Yes No No No Yes
General Ledger Setup
Yes No No No Yes
labarber 05/05/08 14:03:40
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Yes
Yes
Yes
REVENUE CYCLE
• CUSTOMER SERVICE RECEIVES
ORDERS VIA MAIL, FAX, E-VA, VCE
WEB-SITE (E-VA AND WEB-SITE
ORDERS CAN BE IMPORTED INTO
SYTELINE)
• EVERY CUSTOMER HAS A UNIQUE
ACCOUNT#
• SYTELINE GENERATES ORDER#
REVENUE CYCLE
• FINISHED GOODS IN SYTELINE HAVE
ESTABLISHED UNIT PRICES AND DEFAULT
DUE DATES
• WHEN AN ITEM IS SHIPPED IN SYTELINE
(AND PHYSICALLY), INVENTORY IS
DECREMENTED AND A “TO BE INVOICED”
TRANSACTION IS GENERATED ALERTING
CUSTOMER SERVICE TO INVOICE.
REVENUE CYCLE
• WHEN THE INVOICE IS PRINTED
(INVOICES ARE SEQUENTIAL)
ACCOUNTS REVEIVABLE (A/R) POSTS
THE TRANSACTION TO THE A/R
DISTRIBUTION JOURNAL. SYTELINE
AUTOMATICALLY GENERATES ALL JE
LINES AND UPDATES THE
CUSTOMERS ACCOUNT.
REVENUE CYCLE
• PAYMENTS ARE ENTERED BY A/R,
UPDATING THE CUSTOMERS
ACCOUNT AND GENERATING THE
RELATED JE IN THE A/R DISTRIBUTION
JOURNAL.
• FOR CREDIT CARD, EDI OR CHECKS
RECEIVED, A DEPOSIT IS MANUALLY
KEYED IN CARS.
PURCHASING/EXPENDITURES
• PURCHASE REQUISITIONS (P/R’S) ARE
ENTERED INTO SYTELINE MANUALLY
OR ARE GENERATED VIA SYTELINES
MATERIAL REQUIREMENTS PLANNING
(MRP) FUNCTIONALITY.
• P/R’S MUST BE APPROVED IN
SYTELINE BY A MANAGER WITH
SUFFICIENT DELEGATED AUTHORITY
(AMOUNTS ARE SET IN SYTELINE)
PURCHASING/EXPENDITURES
• ONCE APPROVED, THE P/R IS
CONVERTED TO A PURCHASE ORDER
(PO) IN SYTELINE BY PURCHASING
DEPT. AND THE ORDER IS EXPORTED
TO E-VA.
• PO#’S ARE SEQUENTIAL
• ALL PO LINES REQUIRE G/L CODING
PURCHASING/EXPENDITURES
• WHEN THE GOOD/SERVICE IS RECEIVED, A
RECEIVING TRANSACTION IS ENTERED
AGAINST THE PO LINE. THIS GENERATES
ENTRIES IN THE PO JOURNAL. THE
RECEIVER’S INITIALS ARE LOGGED IN
SYTELINE IDENTIFYING THEM.
• ACCOUNTS PAYABLE (A/P) PRINTS AN
ELECTRONIC COPY OF THE RECEIVING
REPORT AND MATCHES WITH THE INVOICE
AND PO.
PURCHASING/EXPENDITURES
• A/P VOUCHERS AGAINST THE PO LINE
AND GENERATES PAYMENT IN
SYTELINE. EACH NIGHT, THAT DAY’S
BATCHES ARE DOWNLOADED TO
CARS ENABLING TREASURY TO CUT
THE ACTUAL CHECK/EDI.
INVENTORY
• VCE HAS UNIQUE ITEM#’S FOR ALL
INVENTORY ITEMS
• VCE MAINTAINS AN INVENTORY OF
RAW MATERIALS, WIP (SUBASSEMBLIES, CUT PARTS, JOBS IN
PROCESS) AND FINISHED GOODS.
• INVENTORY IS VALUED AT STANDARD
COST, UPDATED BASED UPON FIFO
ACTUAL
INVENTORY
• ALL ITEMS HAVE AN ASSIGNED
PRODUCT CODE WITH THE RELATED
ACCOUNT STRUCTURE
• ASSIGNED SAFETY STOCK LEVELS
• ASSIGNED CYCLE COUNT
FREQUENCY (A, B, OR C ITEMS)
• ALL VALUE ADDED INVENTORY
(WIP/FG) HAS A BILL OF MATERIAL AND
STANDARD ROUTING
INVENTORY
• WIP & FG COST IS DETERMINED BY THE
STANDARD COST OF RM, THE INMATE
LABOR AND PLANT OVERHEAD APPLIED.
• LABOR AND OVERHEAD HOURLY RATES
ARE DETERMINED BY COST ACCOUNTING
AND DISTRIBUTED TO ITEMS BASED UPON
THE STANDARD AMOUNT OF TIME IT TAKES
TO MAKE THE ITEM.
INVENTORY
• VCE’S CODES & STANDARDS DEPT
DEVELOPES AND ENTERS BOM’S AND
ROUTINGS, ESTABLISHES NEW
CODES AND RUNS MRP.
• MRP CREATES JOBS (PRODUCTION
ORDERS) BASED UPON DEMAND
(NEW ORDERS) AND GENERATES
PR’S, IF NEEDED.
INVENTORY - JOBS
• JOBS ARE ALSO CUT MANUALLY AND ARE
BASED ON DEMAND
• JOBS ARE MONITORED BY VCE MGT.
• THE SHOP DATA CLERK SENDS A PICK LIST
TO THE FLOOR FOR ITEMS REQUIRED. AS
ITEMS ARE ISSUED AND THE JOB
PROGRESSES, THE CLERK ENTERS THE
JOB TRANSACTIONS IN THE SYSTEM,
GENERATING JE’S IN THE SHOP FLOOR
JOURNAL
INVENTORY - JOBS
• AS ITEMS ARE COMPLETED, SYTELINE
GENERATES JE’S TO CREDIT WIP AND
DEBIT FG’S. ANY VARIANCE
GENERATED IS ALSO CALCULATED.
INVENTORY CONTROL
• COST ACCOUNTING ADMINISTERS CYCLE
COUNTS TO BE PERFORMED BY SHOPS.
• THE SHOP DATA CLERK ENTERS THE
RESULTS OF THAT DAYS CYCLE COUNT.
COST ACCOUNTING POSTS THE AMOUNTS
TO THE INVENTORY CONTROL JOURNAL
AND REPORTS VARIANCES TO MGT
WEEKLY.
• VARIANCES OUT OF TOLERANCE ARE
INVESTIGATED BY SHOPS
INVENTORY CONTROL
• PHYSICAL INVENTORY FOR ALL ITEMS
IS PERFORMED THE LAST WEEK OF
FEBRUARY.
• COST ACCOUNTING POSTS RESULTS
AND REPORTS TO MGT.
• VARIANCES OUT OF TOLERANCE ARE
INVESTIGATED BY SHOPS
FINANCIAL REPORTING
• ONLY ACCOUNTING PERSONNEL CAN
ENTER MANUAL JE’S
• BUSINESS MGR. POSTS JOURNALS TO
THE GENERAL LEDGER MONTHLY.
• BUSINESS MGR. GENERATES
FINANCIAL STATEMENTS MONTHLY
AND DISTRIBUTES TO MGT TEAM.
QUESTIONS???
• PLEASE FEEL FREE TO EMAIL ME @
[email protected]
THANK YOU!!!