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Geisel Central FinanceDepartment Administrator Meetings

November 13 and 17, 2014

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Geisel Finance Center January 2015Interim CFO

Tricia Spellman

Director FinancePaul Greeley

Admin and Financial Operations Manager

Vacant

Senior specialistsJaime Kingsbury

Symanie LaBombardLinda Vincelette

SpecialistsDebra Barton

Ray Dauphinais

DirectorAdmin Finance Center

Rita Murdoch

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ProcessesTask Small departments System Large departments System

DORR • Geisel central assists with creating/modifying job descriptions

• Geisel central review and approval

Email • Dept. creates/modifies job descriptions• Geisel central review and approval

Email

Time Keeping • GFC runs reports and manages approvals Kronos • GFC runs reports and manages approvals Kronos

Personnel Action (PA) • GFC assists with initiation• Geisel central review and approval• GFC enters into HRMS

Email • Dept. initiates• Geisel central review and approval• GFC enters into HRMS

PASF

MYLS (future-dated LD change)

• GFC enters into MYLS OnBase • Dept. initiates and enters into MLYS MyLS

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 email if electronic

• Dept. approves invoice• GFC reviews invoice• GFC data entry to Oracle

Paper or email 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

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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 (

http://www.dartmouth.edu/~control/docs/controllers/dartmouth-business-expense-policy-09292014.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

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• 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

What We Need to Do

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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 (http://www.dartmouth.edu/~control/departments/procurement/procure_to_pay_guide/)

– Maintaining receipts– Updating P-Card system (

https://oa.dartmouth.edu:8007/OA_HTML/OA.jsp?OAFunc=OAHOMEPAGE#)

– Upload of receipts and statements to OnBase monthly

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What We Need to Do

• 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

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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

OnBase

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Kronos - http://www.dartmouth.edu/~control/training/index.html

• 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

Payroll - Timekeeping

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• 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– 603-646-2662– Rita.t.murdoch@dartmouth.edu– 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

And

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DORR: all departments request go to Geisel AdministrationPurchase Requisitions, MyLS and Wage Transfers: departments using the Finance Center submit using OnBaseBERs: all departments preparation goes back to department, Upload into SharepointPcard – all departments approve transactions in PCard system, upload receipts into OnBase

Summary of Changes