2005 PRD Competencies Assessment

1. 2005 PRD Competencies Assessment Finance Network Chuck Axthelm April 22, 2005

2. Resource Analyst Competencies • Competencies relate to • How well the work is done • Not what is accomplished • Will be the basis for obtaining consistent customer feedback • Areas of strength • Areas to develop

3. 4 Major Areas • Customer Orientation • Work Quality • Development, Innovation & Improvement • Teamwork, Communication & Leadership • Customer will be provided with 3-4 examples of each competency

4. Implementation Strategy • In April - Input from business managers, Field Ops supervisors, and you • May - ID customers to provide feedback • June - Assessment emailed to customer by business manager or supervisor • June/July - Customer provides • Indication of level of strength (1-5) • Summary comments/observations

5. Effort Reporting AuditPreliminary Findings – Effort Adjustments Finance Network Chuck Axthelm April 21, 2005

6. Summary Observations • Effort Adjustments are covered by Lab’s Resource Adjustment policy • Inadequate approvals for RA’s over $5k • Adjusting entries driven by budget considerations not by employee errors • Adjusting entries not timely • Documentation inadequate or missing • Labor Adjustments Panel “Comments” not used • Hard copy documentation inadequate or missing; only produced upon auditor request • Documentation dates not consistent with original or correcting entries

7. Documentation Improvements • Use Labor Adj Report vs. screen shot • Summer Faculty • Consistent with PAF • Dropouts • Signed employee timesheet or Email from employee stating where time should be charged • Correcting errors • Reason for error + corrective actions • Email or other direction from employee and supervisor specifying correction • Local reviews to ensure policy compliance

8. Lien Update Finance Network Chuck Axthelm April 22, 2005

9. Lien Quality Improvement Strategy • Goal: increase reliability of lien data prior to 8.8 Upgrade • Bias - close legacy PO’s wherever possible (ie those starting 64 or 65) • Aggressive program by central CFO managers with ISS support

10. Progress • Closed >1000 3-way match legacy liens • PO’s with accounting problems – previous emails to Divisions with instruction for closing/replacing (59 IUT’s and other blankets remaining) • Strategy for expired 2 way match PO’s: • Close PO and pay any outstanding invoices with non-PO payments • $32M liens in GL but not in PRP and not seen in IRIS won’t be converted

11. Other Strategies • Xmulti blankets - to be closed and reissued before upgrade • For all other legacy PO’s that remain open thru the upgrade • Divisions need to be aware that potential problems that could occur after 8.8 upgrade • Contingency plans being developed

12. Receipt Accruals • New business rules in 8.8 to be tested next week • Trying to set upper limit tolerances • Possible that RecAcc can be used to auto accrue outstanding IUT invoices by “receiving” services each month • Division testing next week

13. Multi-Year Liens • Team reviewing business requirements and processes • Would lien only guaranteed minimum obligated amount • Contracts module being considered for this

14. Return to Vendor • New proposed bus rules reviewed last month at FN • Will be handled in PeopleSoft 8.8 • Warrantee repairs and exchanges won’t cause receipt accruals problems • Recommend all returns to occur within 30 days of original receipt • To be tested in next week