Geisel Central Finance Department Administrator Meetings November 13 and 17,

Geisel Finance Center January 2015 Interim CFO Tricia Spellman Director Finance Paul Greeley Admin and Financial Operations Manager Vacant Senior specialists Jaime Kingsbury Symanie LaBombard Linda Vincelette Specialists Debra Barton Ray Dauphinais 2 Director Admin Finance Center Rita Murdoch

Processes Task Small departmentsSystemLarge departmentsSystem DORR Geisel central assists with creating/modifying job descriptions Geisel central review and approval Dept. creates/modifies job descriptions Geisel central review and approval Time Keeping GFC runs reports and manages approvalsKronos GFC runs reports and manages approvalsKronos Personnel Action (PA) GFC assists with initiation Geisel central review and approval GFC enters into HRMS Dept. initiates Geisel central review and approval GFC enters into HRMS PASF MYLS (future-dated LD change) GFC enters into MYLSOnBase Dept. initiates and enters into MLYSMyLS Wage Transfers (retro LD change) GFC completes form OSP reviews and approves GFC enters into HRMS OnBase Dept. completes form OSP reviews and approves GFC enters into HRMS OnBase Business Expense Reimbursement (BER) Individual sends info to Dept Administrator Administrator completes BER form Dept. approval GFC data entry to Oracle Excel and Sharepoint Individual sends info to Dept Administrator Administrator completes BER form Dept. approval GFC data entry to Oracle Excel and Sharepoint Invoice processing and payment Dept. approves invoice GFC reviews invoice GFC data entry to Oracle Paper or if electronic Dept. approves invoice GFC reviews invoice GFC data entry to Oracle Paper or if electronic PCard Dept. makes purchase Dept. validates in PCard system Dept uploads receipts to OnBase Pcard and OnBase Dept. makes purchase Dept. validates in PCard system Dept uploads receipts to OnBase Pcard and OnBase SciQuest and Non- catalog Dept. completes req. form GFC processes order and processes order Dept. receives goods OnBase Dept. completes req. form Dept. processes order Dept. receives goods eProcurement 3

Business Expense Reimbursements Looking to implement iExpense in the spring Continue use of Sharepoint, but a little different Completion of the BER Excel form by department (administrator or payee) Department Reviews for adherence to policy ( artmouth-business-expense-policy pdf) artmouth-business-expense-policy pdf Proposal – Department uploads completed BER form to Sharepoint – System can send to approver with copy to payee – Dept needs to verify they have selected the appropriate approver 4

Training on completing the Excel form Instructions for uploading to Sharepoint Escalation Path – Need to define a path questions on policy or appropriateness of expenses If any of you would like to participate in the iExpense pilot from January to March and could nominate faculty you support please contact Janet Gilson 5 What We Need to Do

P-Card Department Responsible For: – Adherence to Policy Valid Business Purpose – Not what was purchased but why it was purchased P-Card Appropriate Purchasing Method ( ment/procure_to_pay_guide/) ment/procure_to_pay_guide/ – Maintaining receipts – Updating P-Card system ( HOMEPAGE#) HOMEPAGE# – Upload of receipts and statements to OnBase monthly 6

What We Need to Do 7 P-Cards – Departments assign cards to administrators for system access. We will get out lists. – Update access in P-Card system for administrators – Determine who will approve transactions for small departments – Refresher training or training on P-Card System – Distribute updated policy – Instructions for Uploading to OnBase

Electronic Forms and Workflow using the OnBase client – Currently used by Records Management, OVIS, Endowment, OSP (Effort Certification) – Web based form submission – Rolling out Purchase Order Request, P-Card, MyLS and Wage Transfer Coming later: Journals/Cost Transfers/Corrections, Prizes and Awards, MIPV/RFP 8 OnBase

Kronos We are going to review reports – Today there are ~350 employees and GFC runs ~150 separate reports – In the last week updated 23 hyper-finds, canceled 20 reports and schedule another 10 – We need to run reports in a different way 9 Payroll - Timekeeping

We will work with departments and Geisel Fiscal Office on processes – What are we doing well that we can emulate? – What do we need to change? Contact me with idea, concerns, thoughts, questions – – – And I drink a lot of coffee so that works too I know that there is a lot I don’t know so please be patient with me 10 And

DORR: all departments request go to Geisel Administration Purchase Requisitions, MyLS and Wage Transfers: departments using the Finance Center submit using OnBase BERs: all departments preparation goes back to department, Upload into Sharepoint Pcard – all departments approve transactions in PCard system, upload receipts into OnBase 11 Summary of Changes