PART 2 - DEMO PROPOSED BUDGET AND POSITION MANAGEMENT

Comprehensive Financial Reports (CFR) Model Budget and Planning Budget Preparation Position Management Budget to Actual & Analytics Division/Units Proposed Budgets Position Amendments Budget to Actuals Vendor Spend Inventory Management Distribution Analytics Contract and Grants Private Investigators Grant Spend Grant Expense and Reconciliation Grant Billing (future) Risk Management Internal Audit Unit Assessments Fraud Detection Financial Services/ Procurement and Contracting Vendor Profiles Vendor Risk Open Requisitions/Purchase Orders Vendor Spend Fact Book and Surveys Financial Profiles Survey Data

Proposed Budget

Limitations: Limited turn around time Large volume of data Insufficient summary or aggregate information Difficult to balance funds and units within fund groups Dissemination of proposed budget schedules labor- intensive Time consuming data collection and summarization for BOR & OPB schedules

Proposed Budget SAS Solution:

Position Management

PERSONNEL SERVICES TYPICALLY REPRESENTS BETWEEN 65% - 70% OF INSTITUTION'S TOTAL BUDGET

Position Management Roles OFFICE OF BUDGET & PLANNING DEPARTMENT MANAGERS Maintain oversight Verify funding Monitor spending and hold managers accountable Determine and redirect vacancy lag funds to maximize resources Track and Report to Management Budget planning Track expenditures Control spending

Position Management Limitations: Inability to track funding changes during the fiscal year Inability to determine variance between budget & actual Difficult to track new positions Difficult to identify vacant positions and calculate lag Inability to hold department manager accountable due to insufficient reporting of personal services detail

Position Management SAS® Solution: Ability to track amendments during the year, both permanent and temporary amendments How did we do this? Use of position number in journal line description field within PeopleSoft Financials Pull salary and expense data from ADP to compare How did we do this? Not easily – but position number created the link

Position Management SAS® Solution: ALLOWS US TO DO THE FOLLOWING: Identify shortfalls or surplus Validate chart-field data Track vacant positions, calculate vacancy lag Develop aging report on vacant positions Develop Dept Mgr. Report similar to Schedule G1 Develop Sr. Mgt reports *****Updated Nightly*****

PART 3 OPERATIONAL AND STRATEGIC REPORTING AND ANALYTICS

Comprehensive Financial Reports (CFR) Model Budget and Planning Budget Preparation Position Management Budget to Actual & Analytics Division/Units Proposed Budgets Position Amendments Budget to Actuals Vendor Spend Inventory Management Distribution Analytics Contract and Grants Private Investigators Grant Spend Grant Expense and Reconciliation Grant Billing (future) Risk Management Internal Audit Unit Assessments Fraud Detection Financial Services/ Procurement and Contracting Vendor Profiles Vendor Risk Open Requisitions/Purchase Orders Vendor Spend Fact Book and Surveys Financial Profiles Survey Data

Financial Monitoring, Reporting and Analytics Requirements Limitations Static reports Difficult to understand Cumbersome to print and perform analysis No analytical tools Inability to customize to meet needs Fiscal responsibility, accountability and stability Communication and Transparency Accurate projections Monitor fund balances, debt ratio, and cash flows Reports to Dept Mgrs.

Financial Monitoring, Reporting and Analytics SAS® Solution: Financial reporting at summary and detail level Ability to monitor by month or quarter Sort, filter and rearrange data as desired Create reports for personal use or to share Add graphs and charts Multi year comparisons

Financial Monitoring, Reporting and Analytics SAS® Solution: ALLOWS US TO DO THE FOLLOWING: Monitor departments budget Fund and Division level roll up reporting and monitoring Track fixed costs Easily prepare and update projections Perform analysis at multiple levels Provide report to Department Mgrs/Business Mgrs *****Updated Nightly*****