Comptroller’s Office Report September 16, 2011

Comptroller’s Office Report Agenda Audits and Reviews Financial Statements Financial Statements Audit The NC A&T eProcurement Implementation Aggie Mart Project Goals and Achievement Metrics Current and Upcoming Initiatives www.ncat.edu | Explore. Discover. Become. 2 2

Audits and Reviews Comptroller’s Office Report Financial Statements The cash basis financial records for the 2010-2011 fiscal year were successfully closed in July and the required State reporting deadlines were met. The annual financial statements and footnotes worksheets were delivered to the Office of the State Controller by August 31, 2011. A comparative statement of our net assets, revenues, and expenses follows. Our condensed financial statements will be presented to the Board in November. State Audit The State Financial Auditors are planning to be on-site to conduct the audit of our 2010-11 fiscal year financial records and internal control systems in October. NC A&T was not selected to be included in this year’s single-audit component.

Financial Information at June 30, 2011 Comptroller’s Office Report 4

Aggie-Mart: NC A&T eProcurement Comptroller’s Office Report AGGIE-MART is our Purchasing Office’s branding of the SciQuest, Inc. eProcurement system that has been implemented campus-wide. This is one of the UNC-GA initiatives for all schools to have a more efficient procure-to-pay process. AGGIE-MART went live September 27, 2010. Phase II of the eProcurement project: “Settlement functions” (receiving and invoicing) is now underway. “Settlement” includes the ability to accept manual and electronic invoicing and online receiving, and when combined with ACH vendor payments will complete a paperless procurement cycle. Major First Year Project Goals and Metrics Goal: Reduction in requisition approvals (in some cases, up to 15 physical signatures needed) Metric: Typically 2 to 3 electronic approvals are now required

Aggie-Mart eProcurement (cont.) Comptroller’s Office Report Goal: Shorten the purchase requisition to purchase order cycle (from 10 days) Metric: 76% of requisitions are now being approved and sent to suppliers as PO’s within 5 days; 15% are being sent to suppliers as PO’s within 1 day Goal: Campus use of Aggie-Mart to place orders totaling at least $6,000,000 Metric: Total value of Aggie-Mart orders (Sept ’10 – June ’11): $15,355,000 Established 30 Hosted Catalogs, 12 Punchout Catalogs, and 1200+ Non-Catalog Suppliers Goal: Implement eInvoicing and receiving to provide a 3-way matching of documents: Purchase Order, Invoice, and Receiver Metric: Number of seamless purchases orders “settled” vs. number of matching exceptions created.

Sample Report: eProcurement Spend Analysis Consortium Spend by Supplier/By Member Reporting period: July 1, 2010 thru June 30, 2011

Sample Report: eProcurement User Analysis Total registered SciQuest users by UNC-GA member Total Active Users = 3486 Reporting period: July 1, 2010 thru June 30, 2011

Current and Upcoming Initiatives Comptroller’s Office Report Prepare for participation in the UNC-GA 2011 Pool Bond to retire interim Sky Box financing Begin formulating and implementing Operational Excellence and Superior Customer Experience strategies to support “A&T Preeminence 2020”, as developed in the Business & Finance planning retreat held in August. Goals established include: Achieve and sustain excellence in operational effectiveness and efficiency Become a technology focused Division, integrating technology into all B&F processes Build a creative and intellectually stimulated workforce Provide customers with a 5 Star experience Partner with our travel agency to implement web booking for University travel Implement an ACH option for payment of tuition and fees (Treasurer’s Office) 9

Current and Upcoming Initiatives (cont.) Comptroller’s Office Report Implement emerging UNC Financial Improvement and Transformation (FIT) Key Performance Indicators (KPI) Reporting for: Capital Assets Student Accounts Receivable (Treasurer Angela DuBose is a member of the UNC FIT project team) Human Resources and Payroll Current KPI monthly and quarterly dashboard reports include Accounting, Contracts & Grants, and Financial Aid; reported to the Chancellors by UNC-GA quarterly