Parking & Transportation Services Use of Unofficial Organizations & Organization Review in UAccess Financials UAccess Symposium April 28, 2015 Gail Nazarenko, Associate Director of Finance & IT

Agenda Introduction Department Overview Annual Budget Process Challenges Solution Steps in Creating Unofficial Orgs and Org Review Resources and Acknowledgements Q & A

PTS Department Overview

Revenue Sources

Expenses

Annual Budget Process

Annual Budget process begins in November PTS budgets by Object Code Continue to meet Quarterly with Responsibility Centered Units (RCU) Managers for variance analysis: The budget and the amounts actually incurred Annual Budget Process

Importance of Variance Analysis for PTS Enables management by exception to give primary focus to significant deviations from expectations RCU Managers use their time more efficiently by concentrating on potential problem areas Analyze performance of each RCU and RCU Manager against operational goals

PTS Challenges

The RCU Managers are not: Fiscal Officers Account Supervisors Account Managers The RCU Managers were totally irrelevant to the original document approval process Authority and accountability are not aligned at the RCU level

PTS Original Route Levels and Workflow Routing Initiate eDoc Fiscal Officer Account Managers & Account Supervisor if >$10,000 Record in GL Ad Hoc Routing Approval

Garages Surface Lots Meters Special Events Parking at COM-Phx 10 RCU Managers 35 UAccess Financial Accounts Major RCUs: Revenue Center UnitsSupport/Service Center Units Field Operations Customer Relations Disability Cart Services Marketing Car Share Enforcement Alternative Transportation Bicycle Programs Shuttle Operations Information Technology

Our Goals Align authority and accountability at the RCU level Each Manager only has to review their accounts and not ALL PTS accounts Several RCUs do not require approval by Senior Staff on items <$1,000 Executive Director wants to receive for approval all transactions > $10,000 We want this process to be in place on continuous basis

PTS eApproval Cross-Functional Flowchart

Solution

Options Considered Establish additional workflow action requests for documents based on: Document type Dollar amount Create organization hierarchy routing using “Priority” Routing Priority determines the order that requests are activated on a route with sequential activation. A smaller number has a higher routing priority

Why this will not work for PTS Organization (Official or Unofficial) Organization Reviews (Document Type: IB; Dollar Amount: $$ Priority: 10;20;30) Organization Reviews (Document Type: PREQ; Dollar Amount: $$ Priority: 10;20;30) Organization Reviews (Document Type: DV; Dollar Amount: $$ Priority: 10;20;30) The Organization Review identifies the ORGANIZATION for which the user is establishing optional workflow & NOT AN ACCOUNT

Why this will not work for PTS Without sub-dividing UAccess Financials accounts into Unofficial Orgs all 10 RCU Managers will be receiving ALL documents for approval for ALL 35 UAccess Financials accounts Overflows Inboxes Creates confusion/errors Unnecessary delays in approval process

Solution Established “Unofficial Orgs” to route e-documents for approval Linked Unofficial Orgs to specific UAccess Financials Account(s) Established additional workflow action requests for documents based on: Organization Document type Dollar amount Created organization hierarchy routing using “Priority”

Current PTS Org Structure Unofficial Orgs Official Org Accounts Sub-Accounts

In Summary The Organizational Review identifies the ORGANIZATION for which the user is establishing optional workflow & NOT AN ACCOUNT If you need to create different Organizational Reviews for different accounts, use Unofficial Orgs to sub-divide UAccess Financials accounts into separate clusters

Creating Unofficial Org & Org Reviews

Our Experience with Unofficial Org, Groups & Org Reviews Have been using since December of 2011 It is easy to customize It is easy to set up

How to Create Unofficial Org, Groups & Org Review Step 1: Organization Step 2: Account Step 3: Group Step 4: Organization Review

Diverging Radial

Step 1: Creating “Unofficial Org” Organization Type: N = Not official Chart Code: UA Organization Code: PT10 Organization Type: N Report to Organization : UA *_*UA Management Report to Organization : UA *_*UA Management This step has to be approved by FSO before moving to Step 2

Business Rules Applicable to Unofficial Org: The organization cannot report to itself unless it has an organization type code of 'U’* An organization cannot be inactive while there are active accounts or active organizations that report to it If an organization is made inactive, the Organization End Date is required *U = University chart organization

Step 2: Link account(s) to Unofficial Org This step has to be approved by FSO

Step 3: Create “Group” of approvers &/or reviewers Org Code: Must be your Department Number ; For Example: “9804” Namespace Code KFS-COA

Step 4: Create Organizational Review

Possible Org Reviews DV, PREQ, REQS, IB $0-Unlimited; $ $ 1,000-9, $ 10,000 and Up FYI ACKNOWLEDGE Suggestion: to number “Priority” 10;20;30, etc instead of 1,2,3

Tips for Maintaining Unofficial Orgs & Org Reviews Update/Create on a regular basis: Links to new UAccess Financials account(s) Group(s) of approvers and/or reviewers Organizational Review(s) * Main Menu Tab > Group (under Workflow header) > search by “Principal Name” using the netID and this will give you the listing *

Will this work for your organization? Analyze your unit’s current structure Consider effects of: RCM Adaptive Planning Cost benefit analysis A lot of work upfront Maintaining Unofficial Orgs and Groups

Example of Organization Review for Group of Approvers Document Type: DV Amount: $0-Unlimited Priority 10 Priority 20 Priority 30 Priority 40 Amount: $ Priority 10 Priority 20 Priority 30 Priority 40 Amount: $1,000-9, Priority 10 Priority 20 Priority 30 Priority 40 Amount: $10,000-Up Priority 10 Priority 20 Priority 30 Priority 40

Resources: UAccess Financials Help Online The Overview of the Kuali Financial System Costs to Provide Parking Acknowledgments: Kymber Horn, Director, Communication- Outreach; FSO Maria Galo, Manager, Financial Operations; PTS

Questions