division of business affairs · pdf file · 2017-08-09--brought bank/clearing...

DIVISION OF BUSINESS AFFAIRS

Office of Financial

Management Services

Planning, Assessment, and

Accreditation Documentation

2017-2018 Fiscal Year

Planning, Assessment, Accreditation Document, 2017-2018 Fiscal Year

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SECTION ONE-General

A. Executive Summary

Prior to July 2007, the Fiscal Office areas reported to the Controller. The Office of Financial Accounting Reporting and Procurement was established in July 2007 during a Business Affairs re-organization. The Fiscal Office was re-organized into three functional areas: Financial Accounting Reporting and Procurement, Financial Services, and Budgets and Reconciliations. On February 1, 2010, another re-organization occurred that moved both the Budget Office and the Reconciliation Section under Financial Administration (formerly Financial Accounting Reporting and Procurement). On February 1, 2011, the Central Receiving/Surplus area moved to the Physical Plant Office during another Business Affairs re-organization. More recently as a result of the outsourcing of Physical Plant operations to SSC, the Central Receiving and Surplus are now been moved back under Financial Administration.

Since the reorganization, the Office of Financial Administration (FADM) consisted of the following areas: Budget Office, Financial Accounting and Reporting, Procurement, Contracts and Reconciliations, and Fixed Assets. Since the establishment of the office, FADM continuously worked to provide impeccable service to University, System, and State Offices.

FADM developed a web page for the various areas, developed a regularly scheduled monthly trainings in the following areas: Budgets (DBR’s), FAMIS/Canopy and Account Profiles, Procurements and Contracts, and Fixed Assets training. Under FADM, the University has achieved statewide Historically Underutilized Business recognition. In addition, FADM identified and established strategic campus wide procurement activities. Effective 09/01/2012, FADM (Budget Office) started administering the financial aid grants and contracts that were previously administered by the Office of Sponsored Programs (OSP). On July 1, 2013, PVAMU outsourced its Physical Plant operations to SSC as part of a TAMUS wide initiative. The outsourcing affected FADM primarily the Purchasing area. FADM continued to be involved with this outsourcing effort. Effective July 6, 2015, with the new Business Affairs re-organization, FADM is now Financial Management Services and consists of Accounting, Budgets, and Treasury Services.

FMS will continue to review and improve the web site, upgrade the current FAMIS/Canopy training being offered, develop management reports on University-wide areas, continue to ensure to ensure the financial stability of the University and deliver excellent customer service to our customers (students).


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B. Vision-Business Affairs will set the campus standard for impeccable service.

C. Mission of the Department The Office of Financial Management Services is committed to supporting the University’s mission to achieve first class status in teaching, research and service by providing efficient and effective services that ensure accurate and timely budget and financial reporting and impeccable customer service in a manner that ensures compliance with applicable laws, policies, rules and regulations.

D. Relationship of the Unit’s Mission to the University’s Mission

Unit’s Mission is to provide impeccable services to support the University in accomplishing it’s mission.

The Office of Financial Management Services is committed to supporting the University’s mission to achieve first class status in teaching, research and service by providing efficient and effective services that ensure accurate and timely budget and financial reporting and impeccable customer service in a manner that ensures compliance with applicable laws, policies, rules and regulations. These services also include providing impeccable customer services to staff, faculty, students, parents, constituents, and stakeholders, etc. to achieve the University’s goal to increase and enhance the visibility of the University in a positive manner.


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E. Current Organizational Structure

Corey S. Bradford

Senior Vice President

for Business Affairs

Vacant

Administrative Associate

Rod Mireles Assoc. Vice President for

Financial Administration

Cozette Turner

Equilla Jackson

Dianne Evans

Director of Accounting

Director of Treasury Services

Director of Budgets

Theresa Augustin

Jiying Yu

Martha Ewane

Zina Lang

Accounting Supervisor

Manager P12

Asst Director Treasury

Cashier Supervisor

Cheryl King

Services

Budget Specialist II

Carolyn Giles

Stephaine

Daniels

Tim Price

Carolyn Sanders

Financial Accountant I

Fin Specialist I

Financial Acct I

Reconciliation Specialist

Stephanie Redd

Vivian Smith

Margaret FranconeBudget

Specialist II


Financial Specialist I

Sue Smith

Financial

Abhilasha Sharma

Specialist II

Recon Specialist

Ashok Baweja

Financial

Accountant I

Dushyant (DK)

Baweja

Gwen Anderson

Financial Accountant II

Financial

Specialist I

Vacant

Shamala Scott

Recon Specialist



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F. Unit’s Support of the University’s Core Values

1. Access and Quality

2. Diversity

3. Relevance

4. Leadership

5. Social Responsibility

6. Accountability

1. Web Presence and training provided to end users ensures quality.

2. FMS is an equal opportunity employer and recruits staff without regard to race, color, gender, age, national origin, disability, or veteran status.

3. FMS provides the budgeting, financial reporting, treasury and student business services for the University.

4. FMS is a leadership resource that provides training to end users (regularly scheduled monthly training on FAMIS/Canopy, DBRs, and cash handling).

5. FMS has a web presence and is looking to going to

more online/electronic document processing.

6. FMS processes activity in accordance with established

procedures, maintains clear and detailed records of activities and provides regular report submissions.


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SECTION TWO-Assessment

G. Accomplishments Over the Past Two (2) Years

--Implemented TRECs, reconciliation software --No audit findings for AY14 Benefits Proportionality by Fund Report (APS011) --Brought bank/clearing account reconciliations current, including Bank 0009

--Obtained departmental e-mail account for Accounting Services to enhance efficiency in responding to customers. --Updated the global sub-code edit table to prevent the use of frozen codes and unallowable expenses on various accounts. --Updated departmental web pages --Partnered with Sallie Mae to offer students medical withdrawal insurance (tuition refund insurance) for Fall 2014. ---TAMUS recognition for AFR (Blue Ribbon award winner) two years in a row. --College of Business Management Institute 2015 graduates: Cozette Turner & Dianne Evans --Treasury re-established customer service box at the window. -- TAMUS Tuition & Fee Audit, level 2 -- Establishment of calling center to enhance customer services at Treasury Services -- Cohort II-Leadership PVAMU, Participant: Equilla Jackson

-- Texas Bursars for Universities and Colleges (BUC$)-Equilla Jackson elected Vice President for 2017 and will transition to President in 2018.


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H. Report on FY17 Goal Achievement as of 8/31/17

Dept. Goal

#

Description Performance Measure

Method(s) of Assessment

Progress Toward Goal as of 06/30/2017

University Imperative

Change Effected Based on Assessment

of Progress

Evidence (Form and Location)

Add additional

accounts to TRECs, reconciliation software.

Completion of tasks

Weekly reports

We have already added several

Banner clearing accounts

5,6 In-Process Reconciliation Office

Increase monitoring and reporting mechanisms on University budget-to

include specific revenue types, departments,

accounts, and/or University wide basis.

Also to include forecasting models.

Completion of task

Review of completed

project

In-process. Additional report on USF balances and budgets has been

recently developed.

5, 6 In-process Quarterly report binder and monthly reviews of specific

accounts.

Implement electronic routing and approval for

FMS forms

Completion of project

Successful implementation of project

Looking at updating Account Profile Form for electronic routing

5,6 In-process Reports will be maintained in shared

drive Enhance

communication efforts with students to reduce the number of students

we drop for non-payment. We will use more text messaging

and utilize housing and meal cad for messages

to our students


Review of completed

project

Upon completion will notify SVPBA

5, 6 Implemented-more students paid by due

date

Reports will be maintained in shared

drive.

Enhance customer service for student

payments by providing self-service kiosks at the

service windows

Completion of tasks

Monthly reports

Quarterly reporting 4 In-process (delayed due

to flooding and temporary

relocation of office and

placement of keyboards)

FMSV Offices—communication with

respective offices.


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I. Assessment Activities

A. List each external audit in the section to the right and attach a copy of the report. If there were no outside audits of your unit, please state “None”.

Financial Review – State Auditor’s Office 2003 Review of Financial Management Services Project #20050503 State Auditor’s Office – 2009 and 2014 Statement of Expenditures of Federal Awards (SEFA), no findings on SEFA for PVAMU for 2009 and 2016 State Auditor’s Office – 2009 SACS Accreditation Review Price Waterhouse – NCAA Audit (2009, 2010, 2011, 2012, 2013, 2014, 2015 & 2016) Ingram Wallis – KPVU Audit (2009, 2010, 2011, 2012, 2013, 2014, 2015 & 2016) TAMUS System Internal Audit – Financial (2011) TAMUS System Internal Audit Follow-up – Financial (2013) TAMUS APS Benefits Proportionality by Fund review (2012, 2013 & 2014) Appropriation Control Officer AY15 Benefits Proportionality by Fund APS011 review Banner audit (SAID) 2015 TAMUS Internal Audit – Tuition and Fee Audit (2017)

B. In this section, please list the specific changes you have made in your unit as a result of the aforementioned audit. If you have not made any changes as a result of an audit, please state “None”.

-GL Accounts are reconciled on a Monthly Basis. -Account review training is offered on a monthly basis. -Allowance adjustment is done annually. -Developed and adhered to Unclaimed Fund procedures --Updated procedures --Management review of weekly, monthly and quarterly reports --Monthly review of and liquidation of encumbrances --Developed monitoring mechanism for reconciliations (weekly report) --Developing program to auto the removal of meal & housing charges for students not enrolled --Updating collection and state hold procedures with process changes

C. List each peer review in the section to the right and attach a copy of the peer review. If there were no peer reviews of your unit, please state the semester and fiscal year when you are scheduled to have your next peer review.

Treasury Services Peer Review – delivered June 30, 2014. Reviewed by TAMUCC and UTEP.


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D. In this section, please list the specific changes you have made in your unit as a result of the aforementioned peer review. If you have not made any changes as a result of a peer review, please state “None”.

Automation of Parent Plus loans in process. Automation of non-student payment process Graduate Incremental accounts no longer have to cover employer related benefits from their budget. This provided the colleges with additional budget for programs.

E. Attach a copy of the results from your

annual customer survey. In the box to the right, please include a listing of results from your unit’s most recent customer service survey. For each item, please describe the changes you have made to improve your results in the next fiscal year.

Last departmental survey was April 2011. SVPBA does an annual customer survey to cover all areas of Business Affairs. Will initiate a departmental survey during FY2017.


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J. Departmental Risk Matrix Department Name and/or Process

Identified Risk Likelihood (High, Medium, Low)

Mitigation Activities Monitoring Activities, Reports, and Frequency of Same

Budget Deficit Balances High Require units to encumber funds prior to spending. Encourage units to monitor account balances and activity via Canopy and FAMIS

Deficit Balances – Non Compliance violation letters Daily review of Account Control Flags.

Budget Scholarship spending levels

High Review and coordinate with other departments such as IR to obtain data and report on SFA activity.

Communicate to upper management status of funding level on scholarship accounts.

Reconciliations Reconciliation items not being cleared on a timely basis may result in incorrect reporting

High Working with Business Units to clear items in a timely manner; dedicate staff to clearing closing banks; provide regular status reports to managers and VPs.

Weekly status reports and monthly reconciliation reports

Treasury Services – Cash handling by outside departments

Departmental cash handling

High Offer additional training to enhance knowledge of personnel approved to handle funds.

More frequent (monthly) surprise counts. Have cashiers review the departments depositing cash and report to Director.

Treasury Services Safeguarding Credit Card Information

Departmental Credit Card Information Collection

High Offer departmental web payments through Marketplace. Departments using handheld credit card devices.

Have cashiers review the departments bringing credit card information for processing and report to Director for further review. Proper training for departments utilizing the handheld devices.

Treasury Services Depositing Cash

Cash and checks deposits

High Cash is deposited daily and reconciled. Segregation of duties of

Daily


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receipting and reconciliation. Cashier is escorted by police staff to bank for deposit.

Treasury Services Billing for student accounts receivables

Ensuring accuracy in Student Accounts Receivable Billings

High Detail procedures on reviewing the accuracy of the billings and exceptions noted.

Each semester after fees tables have been updated

Treasury Services Accounts Receivables

Making unapproved adjustments to Accounts Receivables

High Segregation of duties between cashiers and accounts receivable staff. Aging Accounts Receivables reports are reconciled monthly.

Monthly

Treasury Services Collections

Not reviewing accounts receivables listing for bad debts and collections on a timely basis

High Formal written procedures are developed and past due accounts are notified according to procedures. Accounts are sent to collection agencies on a timely basis and monitored. State holds will now be placed sooner than accounts being assigned to collections. State holds will be placed 3 times a year as opposed to 2 times a year.

3 times per year


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K. SWOT Analysis Template

Strengths (internal) • Secure Offices w/restricted access • Certified and academically strong

personnel • Professional development for staff • Experienced, qualified & trained staff • Innovative and service oriented staff • Regular staff meetings at each level

and sharing of information • Documented procedures • TAMUS Internal Audit Services

Weaknesses (Internal) • Lack of

administrative support/knowledge of processes at the departmental level.

• Deficiency in knowledge of processes at the departmental level

• New systems • No accountability

for non-compliance

Opportunities (External) • New Systems • Evolving processes and procedures • Internet website • Continual improvement in monthly

training classes for end users • Create special interest groups (campus

wide) for various functions within Financial Management Services—Budget, Accounting, FAMIS, Treasury, etc.

Threats (External) • Loss of key staff • Future state funding

levels (4%) state budget reduction

• Economy

criteria examples Market developments? Industry trends? Technology development and innovation? Global/state/national influences? Business process and rule development? Information and research?

criteria examples Gaps in capabilities? Lack of competitive strength? Reputation, presence and reach? Financial? Own known vulnerabilities? Timescales, deadlines and pressures? Distractions? Reliability of data, plan predictability? Morale, commitment, leadership? Processes and systems, etc? Knowledge gaps?

criteria examples Political effects? Legislative effects? Environmental effects? IT developments? Competitor intentions - various? New technologies, services, ideas? Vital contracts and partners? Sustaining internal capabilities? Obstacles faced? Insurmountable weaknesses? Loss of key staff? Sustainable financial backing? Economy?

criteria examples Capabilities? Competitive advantages? USP's (unique selling points)? Resources, Assets, People? Experience, knowledge, data? Innovative aspects? Certifications? Processes, systems, IT, communications? Cultural, attitudinal, behavioral? Philosophy and values?

SWOT Analysis Template

Department Name: Financial Management Services ____________________


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SECTION THREE-Planning Year

L. Proposed FY18 Goals (All identified Risks and Weaknesses should be addressed in your unit’s goals. If they are not, please use the Section P-Miscellaneous section to explain why the risk/weakness is not addressed.)

Dept

. Goal

#

Description Performance Measure

Method(s) of Assessment

Method of Reporting Results to VPBA & Report Frequency

TAMUS Imperative


Evidence (Form and Location)

Enhance customer service for student

payments by providing self

service kiosks at service windows.

Completion of tasks

Monthly reports

Quarterly reporting Increase efficiency of operations

Increase efficiency of operations

Reports on shared drive

Implement electronic routing and approval for

FMS forms

Completion of task

Monthly reports

Quarterly Reports Increase efficiency of operations


Reports will be maintained on

shared drive

Increase monitoring and reporting

mechanisms on University budget – to include specific

revenue types, departments,

accounts, and/or University wide basis. Also to

include forecasting models.

Completion of task

Review of completed

project

Quarterly reports Increase efficiency of operations



shared drive

Enhance communication efforts with students to reduce the number of students we drop for non-payment. We will use more text messaging and utilize housing and


Review of completed

project

Upon completion will notify SVPBA



Reports will be maintained in shared drive


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meal card for messages to our students

Add additional accounts to TRECs, reconciliation software.


Monthly reports



Reconciliations in TRECs

Migration to Helios Workday: Budget staff training, develop training materials and conduct training for campus users

Completion of training for users

One-Time submitted

report

Training evaluations after all users have been trained



Training material (Training Library

University Website) and Training Log

and Evaluations (Office of Budgets)

Provide International students a better way to wire funds to the University by Flywire


Monthly reports




the shared drive

Hand held credit card devices for Departmental use


Monthly reports




the shared drive


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M. Proposed List of Improvements Over the Next Three (3) Years

Fiscal Year Proposed Improvement

How Will This Benefit PVAMU?

Implementation Cost, Estimated Annual Savings To Be Achieved

TAMUS Imperative


2018 Develop online trainings for the

various FMS areas.

Ensure more efficient processing by better

disseminating information and

utilization of available resources

No additional costs. Current resources will be utilized to

accomplish tasks. An unknown amount of savings will be realized through efficiency of operations



2018 Improve effectiveness and

utilization of website

Reduce reliance on and requirement of

staff to provide regular routine

information

No additional costs. Current resources will be utilized



2018 Enhance operational

efficiency by revising forms to

be more interactive, user-

friendly forms that can be submitted

and routed electronically.

Allows for electronic routing of property transfer forms. Data stored electronically

No additional cost Increase efficiency of operations


2018 Improve customer relationships and increase visibility

with our customers by partnering with

various peer groups (current) on campus. If

proven effective, establish a peer

group where specific

customers’ needs, concerns, or issues can be addressed

directly with the

Improve customer service

No additional cost Increase efficiency of operations



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Budget Office 2018 Implementation of

department signature

authorization form

Reduce paper work allowing

departments to only submit one form

when making changes to signature

authorities

No additional costs Increase efficiency of operations


2018 Departmental receipt of credit card payments via credit card mobile devices

Enhance customer service within

departments to retrieve revenue more efficiently

$20,000 annual maintenance cost. Cost savings are not known at this time but will be a more efficient

process.



2019 Automated phone payment system (if possible). This will keep customers

from leaving messages to make

payments via phone.

Enhanced customer service

Not known at this time Increase efficiency of operations



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N. Departmental Internal Calendar (Deadlines this department will need to meet for University and non-University requirements.)

Date Task/Report/Event

Dec., March, June, Sept

Deficit Balances/Business Objects Report –generated after month close/ Non-Compliance letter to Account Manger requesting action and a Prevention Plan/ Copy of signed letters are to SRVPBA in Monthly Report Binder (By the 10th Business Day).


Budgeted to Realized Revenue Comparison/Business Objects Report comparing Budgeted Revenue to Realized Revenue showing FYTD of realized revenue. (By the 10th Business Day)


Budgeted Reserves/Excel Spreadsheet listing account number and balance. ( By the 10th Business Day)


Vending Revenue/Excel Spreadsheet listing account number and balance. ( By the 10th Business Day)


Balance Report -Auxiliary Support Services/Excel Spreadsheet listing account number and balance. ( By the 10th Business Day)


Balance Report – Health Services/Excel Spreadsheet listing account number and balance. ( By the 10th Business Day)

09/01/2017 Encumber FY2018 Schedule of Known Cost

Spring for odd FYs; Summer for even FYs

Annual Operating Budget

11/01/2017 General Revenue Reconciliation

11/20/2017 Comprehensive Annual Financial Report (USAS)

Biennial – August 2018 & October 2018

Legislative Appropriation Request - LAR

07/15/2018 SACS Financial Profile

08/31/2017 PUF/RFS reimbursement

09/16/2017 Due to/from and Intrasystem Pass throughs due to TAMUS

10/01/2017 OCR/Academic Development Initiative information

10/09/2017 AFR

11/20/2017 Source and Uses Report/Research Expenditures

01/15/2018 Athletic NCAA Report

12/20/2017 IFRS Report

04/13/2018 IPEDS Financial Report

08/31/2017 Summer Need Based Scholarship Report

11/18/2017 THECB Campus Based Programs


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12/01/2017 Administrative Accountability

12/15/2017 Annual RFS Certification

02/15/2018 Employee Performance Evaluations

02/29/2020 Facilities and Administrative Cost Proposal Long Form

Weekly Reconciliation status report Weekly on Monday until current; then 15th of Each Month Bank/Account Reconciliation Report 10th – August, November, February & May ABEST/USAS Reconciliation 1st of Each Month Appropriation Balance Report Friday Student refund disbursement 8th of each month Treasury Services: Send departments non student monthly aged receivable reports 07/15/2017 Departmental write-offs 08/15/2017 Student write-offs 01/15/2018 1098 T’s (Test file due November) 06/01/2018 THECB Tuition Fee Survey 11/30/2017 Title III Endowment Report to Department of Education 04/30/2018 NACUBO survey 03/01, 08/01 & 10/01 Tuition Set A Side Notices 07/15/2018 College Board Annual Survey of Colleges – Tuition & Fees Jan, August, Sept Tuition Rebate Notices to 1st Time Freshmen & 1st Time Transfer Undergraduate Students


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O. Departmental External Calendar (Deadlines that University departments will need to meet for this department. These are to be posted on the Business Affairs web calendar by the Department. See Ms. Sandles if you have questions about how to do so.)

Date Task/Report/Event Tentative (BVD1 due 18th of each month – BVD2 due 23th of each month)

Budget Verification Document Certification (BVD1 & BVD2)/BPP Generated/Monthly certification for all salary employees. Email notification for pick-up sent to Adloc Manager.

Deficits Balance Notice

Within 5 business days of receipt of notice: Complete and Approve the Deficit Balance Non-Compliance Letter. Where applicable, submit a DBR or Expenditure Transfer request to clear deficit.

Fall Semester Spring Semester

Installment Plan: • Installment # 1 - 34% payment of tuition and fees in advance

of the beginning of the semester; no later than the 20th class day.

• Installment # 2 - 33% payment due by the first Friday in October for the Fall semester; due by the first Friday in March for the Spring Semester

• Installment # 3 - 33% payment prior to the first Friday in November for the Fall Semester; due by the first Friday in April for the Spring Semester.

Fall Semester Spring Semester Summer Semester

Drops for non-payment • 1st drop –12th day of class for Fall and Spring • 2nd and final drop on the Census Date – 20th class day

in Fall and Spring • 4th and 15th class day for Summer

Fall Semester Spring Semester Summer Semester Tuition and Fee Schedules are revised prior to each semester


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P. Training to be Provided to the Campus by Your Department (These sessions are to be posted to the Business Affairs Web Calendar. Please see Ms. Sandles if you have questions about how to do so.)

Description of Training Frequency Length of Each Training Session Method of Delivery Annual Budget Preparation Once a Year 2 Hours Classroom Instruction/Hands-

On Departmental Budget Request (DBR), Employee Payroll Action (EPA) and Employee Pay History (EHIS)

2nd workday after the 1st and 15th

2 hours Classroom instruction

FAMIS and Account Profile Training

2nd workday after the 1st and 15th

2 hours Classroom instruction

Monthly Statement of Account Review Training

3rd workday after the 15th 2 hours Classroom instruction

Cash Handling Monthly or as needed 1 hour Face to face Market Place As needed 1 hour Face to face Credit card equipment training

As needed 1 hour Face to face


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Q. Steps your unit has taken or will take to implement the 4Cs concept: As a department we continue to stress the 4 Cs to our employees. We are committed to fully implementing these as we believe that this will enhance the level of our operations. As a department, we have developed a 4Cs document. We will continue to review this on a periodic basis and make adjustments/changes to it as necessary in order to successfully implement the departmental 4Cs document.


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R. Miscellaneous Matters that the Department Wants to Make the SVPBA Aware of: --Significant number of reports to Texas State agencies are due during November and December Sources & Uses to Texas Higher Education Coordinating Board Accountability Report to State Legislative Offices Campus Based Program Funding Report to THECB IFRS to Texas Higher Education Coordinating Board RFS Certification Report to TAMUS National Science Foundation Report (January) --Annual audits: NCAA Financial Audit due January 15th; KPVU audit due January 31st. --SEFA audit by State Auditor’s Office for FY2017. The audit will occur during November 2017 and December 2017. The audit this fall will include a review of the FISAP.

division of business affairs · pdf file · 2017-08-09--brought bank/clearing...

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