Presentation Transcript

1. Team Photo
2. Scope Place body copy here
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4. Kaizen # 1: Electronic Library: Document Management Lead: Andy Can we add notes to SharePoint Can we build in work flow for tracking charges that have not hit KFS Integrating “I Want” with SharePoint Naming conventions Who has access/security What is the cost associated to SharePoint Team: Lisa Marsh, Sherry Guernsey, Jeannine, Andy, Gwen
5. Kaizen 1: Electronic Library 30 Day ReportTeam: Andy (lead), Gwen, Jeanine, Lisa, Sherry G. Objective Electronic solution for transmitting pcard receipts to the BSC Progress Outlined ideal system Reviewed Research BSC SharePoint application Agreed SharePoint is best solution to meet our needs Software is free, but cost for programming, hosting, and managing Access can be controlled by dept, BSC would see all Next Steps Demo to full team (6/12) Meet with CALS IT (6/12) Barriers Unknown timeline for IT to implement instance Document naming conventions
6. Kaizen # 2: Education Lead: Cherie Of P-card users What do you do with the card holder statement What is sufficient P-Card documentation (Receipts, Packing slips) Clearly define business Purpose Split shipment separate receipt or 3rd party shipments Create checklist Purchase orientation and recertification Identify all needed fields Educate user on best practice of not leaving full credit card number on back-up documentation Get consistent use of the “I Want” doc Pcard is not a right it is a privilege Rethink the pcard tutorial with the goal of helping customers be compliant Department/BSC education Team: Cherie, Nancy, Tara, Lisa, Donna, Amy, Robin
7. Kaizen # 7: Define & Streamline Business Purposes Lead: Donna Obtain clarity around accurate use of business purpose Standardize business purpose How specific or general should the purpose be – broad is better General use supplies that are used by multiple projects Team: Nancy, Amy, Becky, Lisa, Robin, Donna
8. Kaizen 2 & 7: Education/Business Purpose 30 Day ReportTeam: Cherie, Donna (leads), Nancy, Tara, Lisa, Amy, Robin, Cathy, Becky Objective Educate: 1) Cardholders; 2) Units; 3) BSC/FTCs Define Business Purpose Progress Split into two groups (BSC and Department) and began creating flow charts Reviewed p card tutorial, will provide Procurement services with suggestions for updates Additional p card holder education can be added to Procurement gateway, ex: CU Learn Met with Jeff Silber and received business purpose guidelines and costing allocation recommendations, that can be shared with departments Merged Kaizen #2 and #7
9. Kaizen 2 & 7: Education/Business Purpose 30 Day ReportContinued…. Next Steps Develop outline for cardholder orientation packet/checklist I Want Doc implementation and education Work on getting BSC website up to date Barriers Waiting on other Kaizens to finalize, to move forward with flow charts
10. Kaizen # 3: Electronic Application Lead: Becky Why is there a limit on the number of p-cards issued in a department? Can there be more flexibility in the decision process. Updating the application to include qualification criteria of P- card users (Potential P-card users know how to apply) Can Cardholder agreement be electronic? Number of signatures required and can they be electronic? Can the application be readily available on University website Team: Becky, Sherry G. Donna, Jeanine
11. Kaizen 3: Electronic Application 30 Day ReportTeam: Becky (lead), Sherry G., Donna, Jeanine Objective Create electronic Procurement Card application and Cardholder agreement Progress Verified with Audit that an electronic application and cardholder agreement can be automated. Have included Kevin Murphy (HE IT) and Natasha Aumick (Procurement Services) in discussions. Met with Dan Dwyer to discuss making both the application and cardholder agreement Cynergy documents. Next Steps Kevin Murphy to mock up our ideal application Barriers Unknown timeline for IT to implement instance
12. Kaizen # 4: Compliance process Lead: Sherry T. Standardize one BSC set of compliance procedures that implements University best practices. How can automated tracking be done to track auto’s replacing spreadsheet? How many warnings before suspension? Prohibited transactions – will we track them? How will we deal with them. Team: Becky, Cherie, Norma, Sherry T., Susan
13. Kaizen 4: Compliance process 30 Day ReportTeam: Sherry T (lead), Becky, Cherie, Norma, Sherry T., Susan Objective Standardize BSC Compliance procedures Automate tracking autos and prohibited transactions to replace spreadsheet How many warnings before suspension Progress Kaizen #5 identified option to automate notification to PCard holders. Compliance team recommending 10th day, allowing 5 additional days to successfully release Agreed to continue 1/2/3 warning/suspension process – continue to explore tracking options Metrics – weekly tracking of PCard transactions loaded, successfully released, automatically released, along with the number of times PCardholders or departments are being contacted for missing information.
14. Kaizen 4: Compliance process 30 Day ReportContinued…. Next Steps Review and suggest updates to current ‘Best Practice’ document Review current Warning/Suspension communications Explore ‘Payment Activity Dashboard’ and other options for tracking Explore possible ‘pilot’ of auto notifications Merge Kaizen #5 – KFS Enhancement to Kaizen #4 Barriers None yet
15. Kaizen # 5 KFS Enhancements Lead: Norma Non-Compliance Notification – alert button Auto and prohibited transactions Identification of Auto’s in GL/Dashboard – ability to flag a true auto Preparing KFS transactions in the BSC that do not have a receipt Team: Cherie, Norma, Rich
16. Kaizen 5: KFS Enhancement 30 Day ReportTeam: Norma (lead), Cherie, Rich Objective Non compliance Notification – alert button or automatic notification Auto and prohibited transactions Identification of Auto’s in GL/Dashboard – ability to flag a true auto Prepping KFS transactions in the BSC that do not have a receipt. Progress Working with Dan Dwyer and Sarah Christen on setting up an “I-Bot” auto email to p card holder, on date determined by group There is a way to have the transactions appear in the Dashboard reports with an indicator for “Auto” – More information to come
17. Kaizen 5: KFS Enhancement 30 Day Reportcontinued… Next Steps Will need to meet with the team to discuss the writing of the “Standard Letter” that “I-Bot” will generate so that it covers all the pertinent information. Dan Dwyer and Sarah Christen believe that we will be able to have everything in place to go “Live” with the “I-Bot” feature within the timeline, but will probably implement after the 90 days. Will be merging with Kaizen #4: Compliance Process. Barriers Time – Due to many other initiatives being explored and implemented. Plus this new process will involve multiple colleges/units
18. Kaizen # 6: Define Roles & Responsibilities (Multiple Reviews) Team: Jeanine (Lead), Tara, Lisa, Andy, Sherry G. Objectives from 3 Day Launch: Who scans PCards receipts Who retains original receipt - MOU Who initiates GEC for auto releases Who assigns the object code Have the BSC integrate into the unit – attend staff meetings (orientation meeting) Get support from upper management and Deans to empower decisions around suspensions and exceptions Who has role of approval for the p-card transaction
19. Kaizen #6: Define Roles & Responsibilities 30 Day Report P-Card Holder Submit sufficient documentary evidence immediately to designated scanner. State business purpose so that it is understandable by an internal/external auditor with no knowledge of the person or the expense and how it benefits the mission of the university/project. If meal purchase, include attendees, agenda/purpose of the meeting, and alcohol if purchased. P-Card Holder’s Supervisor Hold p-card holder accountable for following university policy.
20. Kaizen #6: Define Roles & Responsibilities 30 Day Report Department Staff Submit completed ‘P-Card Receipt Scanning at the Unit’ MOU to the BSC. Update as necessary. Answer questions regarding allocability and allowability. Departments may have additional review procedures. Assist with education of p-card holders on appropriate business purposes and account numbers. Scanner of Documentation into Electronic Library Scan documentation immediately, ideally within 2 days of receiving the documentation. Use naming convention as designated by the electronic library. Ensures scans are legible, neat, orderly and no confidential/sensitive data. Responsible for record retention of original documentation as defined in the MOU.
21. Kaizen #6: Define Roles & Responsibilities 30 Day Report BSC Sign and retain ‘P-Card Receipt Scanning at the Unit’ MOU. Ensure update as necessary, at least annually. Verify sufficient documentation has been submitted, that the account and object code are proper and that all purchases comply with university policy and other restrictions applicable to the account. Confirm no sensitive or confidential data is included. Confirm appropriate funds in account to cover the charge and purchase was made within the term dates of the account; before the term date. Release the transaction in KFS. If a transaction is in violation of university policy, issue a warning email to the p-card holder, copy the supervisor, the admin manager and the PCDO delegate. On the third violation of university policy in a rolling 12 months, suspend the p-card for 60 days. The Senior Finance Group member will be copied on the suspension email notification. More than two instances of suspension in a rolling 12 months will result in permanent revocation of the p-card. Use discretion when releasing transactions where the dollar amounts are not the same between the documentation provided and the actual charge. The p-card holder will be asked to confirm transactions beyond a reasonable amount. Generate General Error Correction (GEC) if the p-card documentation is submitted to the electronic library after the transaction is auto released.
22. Kaizen #6: Define Roles & Responsibilities 30 Day Report Next Steps Identify responsibility for General Error Correction (GEC) if the p-card documentation is submitted after the transaction is auto released. Finalize MOU to be signed by department and BSC. Object code assigning; identifying who does this. Barriers
23. Kaizen #6: Define Roles & Responsibilities 30 Day Report Research BSC Sample MOU Signatures section not shown
24. Kaizen # 8: OSP Budget Lead: Tara Separate Budget and Budget Narrative from Award Collaborate with Vet on their Kaizen Team: Tara, Norma, Gwen, Sherry T.
25. Kaizen 8: OSP Budget 30 Day ReportTeam: Tara (lead), Norma, Gwen, Sherry T. Objective Separate Budget and Budget Narrative from Award Collaborate with Vet on their Kaizen Progress OSP is the only unit with authorized access to SharePoint sub-system in EZRA to execute this task Uploading of the sponsored budget and justification in the OSP portal would benefit SFS, units and BSC/FTCs Barriers “OSP award processing procedures were designed to be efficient in processing awards. Separating budgets and justifications, renaming, saving and uploading would nearly quadruple the time it takes now.”
26. Kaizen 8: OSP Budget 30 Day Reportcontinued… Next Steps Once electronic library (Kaizen #1) is implemented, determine feasibility of: 1) establishing a post-award process in the college research offices to upload the award budget, or 2) add this process to the units receiving the award**; Determine support by senior administration to identify and deploy resources in OSP “Park” the Kaizen and add to a broader “compliance” Kaizen to be addressed at a later date. ** College research offices do not handle post-award processes; and budget no longer resides in the “office of record” for the award.