Office of Budget and Finance All Staff Meeting September 20, 2013

1. Office of Budget and Finance All Staff Meeting September 20, 2013 Division of Finance-All Staff Meeting

2. Division of Finance-All Staff Meeting

3. Budget and Finance Leadership Team • Terry Pankratz | Vice President for Budget and Finance • Randy Rikel | Associate Vice President and Controller • Reda Bernoussi | Director of Accounting and Financial Reporting • Adam Cantwell | Director of Payroll and Data Administration • Cheryl Friesenhahn | Director of Student Financial Services • Jennifer Mayes | Compliance Manager • Pete Bond | Assistant Vice President for Procurement • Gina Niemann | Director of Procurement/Accounts Payable • Paul Watson | Director of Procurement/Purchasing • Lynne Culverhouse | Director of Budget and Resource Planning • Orkun Toros | Director of Operations • Kim Laird | Director of Business Intelligence Division of Finance-All Staff Meeting

4. New Faces • Randy RikelAssociate Vice President and Controller • Kim LairdDirector of Business Intelligence Division of Finance-All Staff Meeting

5. Announcements • Operations - Orkun Toros • Business Intelligence - Kim Laird • Budget - Lynne Culverhouse • Procurement Management - Pete Bond • Accounting, Payroll and Student Financial Services - Randy Rikel Division of Finance-All Staff Meeting

6. Operations – What we do • Project Management • Manage projects • Standardize how projects are run • Ensure standards are followed • Continuous Improvement (CI) • Prioritize CI projects • Lead and direct teams • Report CI results • Business Office • HR/Payroll • Travel Reimbursements • Internal Budgeting/Accounting • Budgetary and Financial Reporting to VP and Directors Division of Finance-All Staff Meeting

7. Operations – Projects • Employee Personnel Action Requests (ePAR) • Goal: Automate creation, routing and processing of personnel actions in PeopleSoft • Implementation (Phase 1): January 2014 • Status: • Screen designs (Well Underway) • Custom workflow design (Underway) • Testing/Validation (Not Started) • Budget Module Implementation • Goal: Automate data entry, routing, approval and validation of departmental budgetsin PeopleSoft • Implementation (Phase 1): March 2014 • Status: • System design for the budget planning tool (Well Underway) • System design for budget data entry (Underway) Division of Finance-All Staff Meeting

8. Operations – Projects (cont.) • Knowledgebase Implementation • Goal: Implement a knowledgebase to serve as a repository for FAQs, standard administrative procedures and forms • Implementation: November 2013 • Status: • Contracting with vendor (Nearing Completion) • 220+ FAQs completed, 160+ FAQs currently under review • Year-End Closing SAPs (Underway) • Central Business Office • Goal: Provide business services for the Office of Budget and Finance • Implementation: As soon as hiring is completed • Status: • Review of travel, procurement, check requests and PAF processing (Completed) • TEE and TAE (Completed) • New employee hiring, account reconciliations and other duties (Underway) Division of Finance-All Staff Meeting

9. Operations – Projects (cont.) • AchieveIT • Goal: Configure ExecuteIT and ImproveIT to maintain the strategic plan and track projects • Implementation: September 2013 • Status: • Configuration and framework (Completed) • Design and documentation of guidelines (Completed) • User training (Underway) • Time and Labor • Goal: Implement Time and Labor in PeopleSoft to automate reporting, approval and processing of time for hourly employees. • Implementation: November 2014 • Status: • Requirements gathering (Completed) • PeopleSoft configuration (Underway) • Customizations (Not Started) Division of Finance-All Staff Meeting

10. PROJECT TEAM MEMBERS (Sorted by Last Name) ePAR • Bryce Brownlee • Natalie Cummings • Dena Davis • Marita Hawkins (HR) • Kelly Linder • Jay Manikandan • Sheretha Measells • Ilyce Murray (HR) • Randy Rikel Budget • Bryce Brownlee • Lynne Culverhouse • Dave Gaarder • John Harralson • Wen Kuo (IR) • Barbara Manzi • Ashwin Menon (IR) • Rohan Nilekani • Randy Rikel CBO Design • Alice Ahten • Hayley Berk • Bryce Brownlee • Kyra Detwiler • Lori Jacobsen • Dalia Sanders • Rose Walton Time&Labor • Jessica Bortz • Adam Cantwell • Natalie Cummings • John Harralson • Randy Rikel Knowledge Base • Greg Argueta • Christy Baxter • Jessie Bortz • Bryce Brownlee • Kelly Linder • Rebekah Lopez • Jennifer Mayes • Sheretha Measells • Karol Miller • Gina Niemann • Janice Wald • Paul Watson • Stephanie Williams Division of Finance-All Staff Meeting

11. Business Intelligence Update • What Business Intelligence is not • An oxymoron • A duplication of effort • A threat to existing operations and functions • What Business Intelligence is • “the applications, infrastructure and tools, and best practices that enable access to and analysis of information to improve and optimize decisions and performance” (Gartner Group) • An enhancement to existing division activities • Collaborating, communicating, discovering, learning, and sharing • Priorities • Obtain data, prepare analyses, and formulate results in meaningful and understandable reports to facilitate management decision making Division of Finance-All Staff Meeting

12. Business Intelligence Update • Ongoing Activities • Asking questions • Meeting with division directors • Gaining an understanding of UT-Dallas, PeopleSoft data configuration, available systems and tools, and identifying SMEs • Learning! • Initial Projects • Obtain data for Delta Cost Revenue and Expense survey • Understand Student Fees and expected revenue growth • Develop budget monitoring reports for Finance and Budget Division • Research structural deficits, recommend action • Develop internal auxiliary financial reports • Hire a Financial Analyst • Let us know how we can help! Division of Finance-All Staff Meeting

13. Office of Budget and Resource Planning FY 2014 Strategic Planning Goals: 1). Promote innovation in on-going system of process improvement 2). Embrace change to improve business processes 3). Promote enhanced reportingthat leads to reliable decision making 4). Foster engagement and ownershipin planning, budgeting, assessments and accountability Division of Finance-All Staff Meeting

14. Office of Budget and Resource Planning • FY 2014 Budget Office Values & Beliefs • Effectiveness • Follow established set of guidelines, policies and procedures • Information • Ensure that users and campus community members are well informed and educated about the budget and budget process • Communication • Make budget information more readily available to users by developing better communication systems and reporting systems • Commitment • Our staff is committed to providing quality customer service to students, faculty, staff, UT System administration and state legislatures Division of Finance-All Staff Meeting

15. Office of Budget and Resource Planning • FY 2014 Major Projects: • Legislative Appropriation Request – FY 16-17 • Implement Budget Module – March 2014 • Revise the Revenue Forecasting Model • Improve Budget Monitoring and Control Process • Develop monthly budget variance reports • Enforce budget policies in consistent manner • Develop Post-Performance Analysis to improve future budget process • Enhance Budget to Actual reporting methodologies • Review FY 2014 budget process with university community to identify opportunities for improvement • Assist with implementation of EPAR as needed • Define and implement process improvements for Reallocation System Division of Finance-All Staff Meeting

16. Procurement Management Updates • Considering use of SciQuest Desktop Receiving versus Central Receiving • Advantages: • End user can verify receipt for goods and services at dept level • Using automated capabilities of our eProcurement software • Disadvantages: • Perception that customers have to do more work • Messages from eProcurement might be ignored if too frequent • Ensuring messages from SciQuest are directed to the appropriate person Division of Finance-All Staff Meeting

17. Procurement Management Updates • Improvement of the Travel Process • Integrated new travel agencies and provided training for the Concur Online Booking Tool – done May 1, 2013 • Review and modification of Policies and Procedures to help efficiently automate processes • Looking at self-service options (PeopleSoft T&E v. Concur Expense) • Education Advisory Board (EAB) to assist with researching other institutions and provide feedback • Developing additional training and improving communication • Reviewing how to apply best practices travel documents recently received from UT System Workgroup Division of Finance-All Staff Meeting

18. Procurement Management Updates • Other Current Projects • Successfully hosted 4-day Regional Purchasing Conference in Frisco • Subject Matter Payments (Greenphire/Clincard) – working with Randy • New policy for gifts, awards, and prizes including use of P-card for gift cards • Preparing RFP for hosted ERP Disaster Recovery Division of Finance-All Staff Meeting

19. AVP & Controller – What we do • Associate Vice President & Controller • Accounting & Reporting • Financial Compliance • Payroll • Student Finance Provide excellent customer service and servant leadership to both internal and external constituents that exceeds their expectations. Identify and maximize efficiencies within our processes to help our customers and ourselves.Re-align our policies and procedures to include technology enhancements that are currently missing and or in the process of being implemented. Division of Finance-All Staff Meeting

20. AVP & Controller – Who is new? • Administration • Dalia Sanders • Finance • Cynthia Milligan • Li Yang • NgheLuu • Michelle Doung • Heidi Kessell • Trysta Horton • Payroll • Jessica Bortz • Amy Tiller Division of Finance-All Staff Meeting

21. AVP & Controller – What is new? • More automation • Dependence on paper • Work is efficient • Projects that will help • Review of Policies and Procedures • Examining the University of Texas Policies • Review of UTD policies • Documenting departmental procedures • Collaboration • Internal to External • Internal to Internal Division of Finance-All Staff Meeting

22. Update on Priorities Division of Finance-All Staff Meeting

23. Update on Spring 2013 Priorities • Stabilize PeopleSoft • Development Projects • Personnel Action Form – January 2014 • TouchnetUpgrade – Completed • Budget Module – March 2014 • Time and Labor – November 2014 • Human Subject Payments – January 2014 • Establish an employee-centric, customer focused division • Reduce employee turnover • FY 2012 – 17.24% FY 2013 – 19.83% • Effectively manage development projects • Created Finance Operations Group and Central Business Office(Internal business operations, continuous improvement, project mgmt) • Establish the division’s credibility as an excellent service provider • Working closely with schools/departments to understand and exceed their expectations • Created the Business Intelligence Group to improve internal financial information Division of Finance-All Staff Meeting

24. Strategic Themes • Financial excellence • Customer-focused • Continuous process improvement • Employee-centric Division of Finance-All Staff Meeting

25. 2013-2014 Strategic Plan Division of Finance-All Staff Meeting

26. 2013-2014 Strategic Plan Division of Finance-All Staff Meeting

27. 2013-2014 Strategic Plan Division of Finance-All Staff Meeting

28. 2013-2014 Strategic Plan Division of Finance-All Staff Meeting

29. Thank you for coming!! Questions? Division of Finance-All Staff Meeting