1. FY 2008 Fiscal Certification Process Preparations and Overview June 2008

2. 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

3. 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

4. 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

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

6. 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

7. 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

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

9. 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

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

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

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

13. 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

14. 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

15. 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

16. What does a STATUS REPORT look like?

17. 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

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

19. 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

20. 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

21. 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

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

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

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

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

26. 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.

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

28. 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.

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

30. 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 to all required to complete either part of the process; 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

31. 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