1. Comptroller’s Office Report
September 16, 2011

2. 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
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3. Audits and Reviews Comptroller’s Office Report
Financial Statements
The cash basis financial records for the 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 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.

4. Financial Information at June 30, 2011 Comptroller’s Office Report4

5. 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

6. 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 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.

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

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

9. 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

10. 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