presentation title | may 4, 2009 umass boston feedback to f&a on 2013 and 2014 jan 21, 2014 vc...

Presentation Title | May 4, 2009

UMass BostonFeedback to F&A on 2013 and 2014

Jan 21, 2014

VC A&F


F&A FEEDBACK

"Suggestions from the F&A Advisory Group on Issues to Target for 2013"

▸Report on progress for calendar year 2013, and▸Identify those items left on the list to be done for 2014 and get consensus from F&A.


F&A FEEDBACK

Results for HRProgress during 2013

▸Department Hiring Policy for Benefitted Employees,▸Workers’ Compensation Policy,▸Introduced Summit—HR—Continuing in 2014,▸eForm Pilot ▸Non-Unit Performance Evaluation


F&A FEEDBACK

Results for HRPlanned for 2014 ▸More streamlining for the Hiring Process,▸Background Checks –Spring,▸Entrance Policy-Updating entrance form,▸Department Hiring Policy for Non-Benefitted Employees, ▸Independent Contractor vs. Contractor Employee-dependent on the System Office, ▸Complete eForm Implementation,▸HR system Upgrade—expanding self service for time entry, ▸Expanded Course Offerings, including Manager Approval of Time Entry.


F&A FEEDBACK

Results for Budget and Financial PlanningProgress for 2013▸Implemented model for reporting actual and budget by separating personnel and operating expenses,▸Enhanced standard terminology on transaction descriptions,▸Delineated phases of the budget to provide greater clarity,▸Implemented confirmed vacancy savings,▸Expanded communication to assist Deans and financial officers,▸Loaded base budgets in early July, ▸Implemented Summit – Finance,▸Eliminated FAST as a budget prep system,▸Eliminated FAIR,▸Enhanced professional development courses and Implemented Drop-in Sessions


F&A FEEDBACK

Results for Budget and Financial PlanningPlanned for 2014

▸Campus Recognition that the Vice Chancellors are the leaders in the budget process and outcomes,▸Campus Recognition that System Office Requires Certain metrics and outcomes. Ex. Balanced budget for FY’16,▸Deploy FuturePerfect on multi-year planning, ▸Solicit department input on the budget process,▸Expand course offerings


F&A FEEDBACKResults for ORSP

Progress for 2013•Completed the Reorganization of ORSP

•Kicked off a closeout project. Over 2800 awards that

have expired are still active in PeopleSoft.

Major 2 year project to close 100%. ~300 have been closed,

these are the first closures since the transition to PeopleSoft.

•Solved major Billing and Accounts Receivable problems.

All grants now have timely invoicing and collection practices.

•Initiated the review of 3 research core facilities

(Animal Facility and the Environmental Core Facility and

the DNA Sequencing facility); establishment targeted for FY15.


F&A FEEDBACK▸ Project Set Up – standardized and streamlined▸ Created new trainings:

Budgeting and Financial Management of GrantsFunding OpportunitiesORSP Internal Controls

▸ Presentations to Colleges, Departments and Institutes – made many presentations on the past, present and future of ORSP to faculty and administrators. Focusing on who we are and what we do, as well as highlighting the responsibilities

faculty have when they conduct research. Formal presentations made to CEHD, CNHS, MGS, ICI and A&F.▸ Reporting – with data entry standardized, allowed improvements in reliable, and allowed for timely and standardized reporting of research awards and submissions.


F&A FEEDBACK

ORSPPlanned for 2014▸•Present Regularly to F&A on major projects▸•Share Annual Report▸•Survey in the Spring, 2014 to compare to 2009 Survey


F&A FEEDBACK

Results for ProcurementProgress for 2013

▸Implementation of the new UMASS BuyWays System▸Purchase of Goods Policy FY11-PRC-001-002 (revised September 2013),▸No Bid Justification Form (revised May 2013),▸Procard monthly post audits with Controller’s Office, ▸Enhanced Helpline 7-5060 for assistance on all Procurement issues including Procard.


F&A FEEDBACK

Results for ProcurementPlanned for 2014

▸Independent Contactor vs. Contract Employee—Dependent on System Office, ▸Streamlined Account Code List, ▸List of frequently used accounts,▸Updated Training for Account Codes/Commodities, ▸Board of Trustees - Procurement Policy—Bid Limit for Commodities increase to $10,000.00,▸Procard use reduced due to BuyWays,▸Procard reallocation required for expenditures,▸International Travel Management,▸No planned (Procurement) system upgrades


F&A FEEDBACK

Results for Controller’s OfficeProgress for 2013▸ Enhanced Vendor Form Tracking in campus Controller's Office▸Streamlined Vendor process for BuyWays▸Coordinated first ever long form F&A Rate proposal to US DHHS▸Facilitated fund consolidation—aka GOF▸Monthly procard audits


F&A FEEDBACK

Results for Controller’s OfficePlanned for 2014

▸Monthly Training for Vendor and Payment Policy▸Implement Metrics for Vendor Updates▸Incomplete Vendor Form returns same as payments▸International Travel Planning and Management: Joint Depts. Effort

presentation title | may 4, 2009 umass boston feedback to f&a on 2013 and 2014 jan 21, 2014 vc...

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