FY 2008 Fiscal Certification Process Preparations and Overview June 2008

Agenda Help you to help your colleagues Explain the two parts of the process Fiscal Certification Fiscal Responsibility Assessment and Acknowledgement Demonstrate portal application for each population Putting it all together

What are the two parts of the process? Fiscal Certification Officers as coded in HRMS Fiscal Responsibility Assessment and Acknowledgement Org Principals & Org Managers on certain nodes Varies by campus PIs whose projects have actual or budgeted FY 2008 combined revenues in excess of $2 million Population will be “pulled” during week of 6/16 Expectation is you certify only for the time you were a CU employee

What is the general timeline? 9/15 Chancellors must be done 6/16 (week of) Both populations (certification and assessment) will be identified Officers notified that they can set own process dates 7/6 Deadline for Officers to set process dates Two weeks before due date Reminder sent to folks not yet done Morning of due date Reminder sent to folks still not done

Where do Officers do FISCAL CERTIFICATION? In MY.CU portal – MY.TOOLS page

A word about security… Must be behind the CU Firewall due to potentially sensitive nature of the information being transmitted Are You In? Double Scroll Bars

What can be done on the FISCAL CERT page? A word about DELEGATES Officer only can select CERTIFY when respective subordinates have completed their particular process Officer or Delegate can select Status Report VIEW REPORT to see who has/hasn’t completed their respective process Officer only can select Exception Report VIEW REPORT to view comments, concerns from subordinates who have completed the process Officer or Delegate can set due dates

How do I set a DELEGATE? Only Officers can set Delegates Edwards, Caitlin 111111

What does the CERTIFY link do? Opens the Fiscal Certification Statement Can be accessed by Officer only Officer cannot submit until subordinates required to complete the certification or assessment processes are done

What does the FISCAL CERT look like? Four Sections A – Identification of Officer B – Certification Statements C – Additional Requirements D – Certification Signature

A - Identification of Officer Highlighted terms will “pop up” a definition

B - Certification Statements 14 Statements - Checking “Disagree” opens a comment box Comments are saved when you leave the application

C – Additional Requirements Before Officers can complete their Fiscal Certification they must Check subordinate completion status Review comments and Explain how exceptions have been mitigated

D – Certification Signature Officers will see a SAVE button up until the time all subordinates have completed their respective processes When all subordinates are done the button will say SUBMIT

What does a STATUS REPORT tell me? Lists every one beneath the Officer required to do Certification or Assessment/Acknowledgement Provides completion status Lists incompletes first Can be run by Officer or Delegate Opens in a new window

What does a STATUS REPORT look like?

What does the EXCEPTION REPORT tell me? Provides comments provided by subordinates Rolls up Can be run by Officer only Opens in a new window

What does an EXCEPTION REPORT look like? Authors of comments are not identified Department number and name are noted

Can I change the DUE DATES? Final deadline – Chancellors must be done by September 15th; This date cannot be changed Only Officers or Delegates can change due dates If the dates are not changed, the system will assign a “two day” default

How can I change the DUE DATES? You have until July 6, 2008 to set new dates If new dates are not set the default dates will be used

Where do folks go to do FISCAL ASSESSMENT? In MY.CU portal – MY.TOOLS page Three essential elements Take the fiscal responsibility training course Assess your department’s financial operations Acknowledge areas of concern that have not yet been communicated to

Side-by-Side Structure Course offers training and provides foundation for assessment Form gives opportunity to share comments and concerns

No more time-outs Each time you move from one page to the next, it registers a portal “hit”

Definitions at your fingertips When you hover your cursor over the icon, the definition appears

Hitting the links Two kinds of links Course bookmarks Other resources (open in a new window)

What is the purpose of the COURSE? Designed to support University’s fiscal responsibility process by: Helping you understand the fiscal responsibilities associated with your particular fiscal role Helping you learn about Financial Management at the University Teaching you about the Internal Control structure of the University which is designed to assist you in carrying out your fiscal responsibilities Providing an opportunity for you to assess, and where necessary, share issues of concern, relative to the financial management within your area that have not yet been brought to the attention of the University.

How is the information delivered? Introduce concept Pose questions to consider If you answer “no” be sure to comment on the Assessment/Acknowledgement Form

How does the ACKNOWLEDGEMENT work? If the course raises concerns you’d like to acknowledge - and these have not yet been brought to the attention of the University - note them on the Fiscal Assessment/Acknowledgment Form.

Final Step – Submit your ACKNOWLEDGEMENT Confirm course completion Send Acknowledgement (One time only!)

Putting it all together June 16 – pull population for Certification and Assessment July 6 – deadline to set delegates and change dates July 7 – OUC sends email to all required to complete either part of the process; Email will reflect dates set by the respective Officer Reminders will be sent to people who are not done Two weeks before due date Morning of due date All comments go to AVP and University Controller

Wrap Up New Features Questions Ability for Officer to set Delegate Easier to access Status Report Ability to change due dates to suit operational needs Fiscal Assessment and Acknowledgement is more integrated with the portal Course content re-written Questions