vpf new employee orientation

VPF New Employee Orientation

December 14, 2011

December 14, 2011VPF New Employee

Orientation

Michael W. HowardVice President for Finance


Orientation

Vice President for Finance


Orientation

Budget, Finance & Treasury (BFT)Allen Marcum


Orientation

Budget, Finance & Treasury


Orientation

Allen MarcumDirector, Budget, Finance & Treasury

Finance Budget Accounting Services Cashier Accounts Receivable

Tax

Jeff Blundell

Eileen DesRosiers

Senior Financial Analyst


Allison Parisi

Kenneth Suprin



John Donnelly

Rob Slauzis

Operations and Systems

Assistant Director, Budget, Finance & Treasury

Anshu Tiku

Rebecca Berger

Yeo Jin Kim

Tax Accountant

Tax Co-Op

Open Position

Tax Analyst

Tax Manager

Donna Cairns

Donna Lagrotteria

Cathy Levins

Staff Accountant

Financial Assistant II

Accounting Officer

Cheryl Whelan

Pat Crosby


Assistant Accounting Officer

Joy Matos

Clarel AuGuste

Yan Jiang

Staff Accountant

Accounting Officer

Henry Leung

Ying Liu

Financial Assistant

Accounting Officer

Alicia Ma

Accounting Officer

Accounting Manager

Danielle Khoury-Galou

Sue Ellen Howe

ManaliPatel-Bettendorf

Senior Staff Accountant

Accounting Officer

Jo Lyn Whitlock

Accounting Officer

Accounting Manager

Elza Bilong

Senior Accounting Officer

Carol Schultz

Office Manager

Jim Thompson

Payroll Benefits Accounting


Orientation

Financial OperationsGerry O’Toole


Orientation

VPF Financial Operations

What’s important to Financial Operations? Seeing what we do through the customers’ eyes How can we make our customers’ lives easier? Opportunities to use automation to improve service Operational excellence


Orientation

Senior Accounting Officer

Gerry O’TooleDirector of Financial Operations

Joanne Reynolds

Procurement Assistant

Business Systems

HR/Payroll Services Financial AccountingAP ServicesContractsSourcing & Procurement Strategic Initiatives

Tricia Sullivan-Mullen

Scott Ball

Laurie Farinella

Senior Business Systems Analyst

Payroll Operations Specialist

Cornel Louis

Lody Petriv

Vendor Maintenance Specialist

Senior SAP & Budget Process Analyst

Jeff Rosa

Administrative Assistant

Manager, Business Systems

James Walsh

Emily Do

Michael Flaherty

Staff Accountant

Financial Operations Staff Accountant

Janice Headley

Yimin Mao

Staff Accountant

Financial Operations Staff Accountant

Dimana McDonald

Distribution/Time Administrator

Manager, HR/Payroll Accounting

Mae Jones

Monica Hammond

Ana Ludwig

Payroll Assistant

Senior HR/Payroll Representative

Kristen McCormick

HR/Payroll Service Center Representative II

Senior HR/Payroll Representative

Christina Lo

Brion McAlarney

Contract Administrator

Contract Administrator

Michelle Pafundi

Assistant Contract Administrator I

Cathy Cherico

Mariann Carnazzo

Rich Corrente

Senior Accounts Payable Assistant

Accounts Payable Assistant

Queen Grover

Beth Kelly



Anna Kovaleva


Accounting Officer

Wayne Dwyer

Assistant Accounting Officer

Doug LeVie

Manager, HR/Payroll Service Delivery

Sara Malconian

Assistant Director of Strategic Sourcing and Procurement

Tony Flaherty

Assistant Director

John Doyle

Assistant Director

John Larkin

Leslie Wright Darren Scartissi

Andy Barnes

Ann Julian

Purchasing Agent

Purchasing Agent

Jimmy Kontoravdis

Paul Morrison

Strategic Sourcing Analyst

Purchasing Agent

Stephen Newman


John Goddard

Sheila Kisich

Catelin Matos

Buyer

Purchasing Agent

Brenna Niles

Joachim Ngaleu

Buyer

Buyer

Lucia Sander

Buyer

Senior Business Systems Analyst

Marsha Dailey

Lilian Garcia

Nicole Valente

HR-Payroll Representative II

HR/Payroll Service Center Representative

Michelle Williams

Priya Rhodes


Short-term Employee


David Petricone

Denise LeBlanc



Darren Levie


Janet Mulstay


Ladawyna CoxEudarck Santos

Steven SiwyShort-term Employees

Buyer

Cecilia Talamantes

Senior Data Analyst

HR/Payroll Accountant

Jasminka Velagic


Minerva Tirado


Derek Welcome


Carl BiancucciLindsay Grace

Short-term Employees


Orientation

Senior DirectorRobin Elices


Orientation

VPF Senior Director Areas

VPF-wide viewpoint Represent DLC perspective Focus on meeting community needs Connectivity to MIT administrative areas and DLCs


Orientation

Robin ElicesSenior Director

Communications, Training &

Customer Satisfaction

Travel & Procurement Card

ServicesProperty Special Projects Sponsored Accounting

Scott Rolph Janet SparksKathy McGrath Kevin Milligan Pam Schickling

Jordan Lewis

Mike Savio

Senior Communications Officer

Communications Coordinator

(TAT) Training Coordinator

Kim Harmon

Devin Mead-Ward

P-Card Administrator

Travel Assistant

Kara Sechrist

Ellen Sico

Travel Assistant

Senior Travel Officer

Yan Ting Sun

Short-term Employee

Manager of Travel Operations

Joanne Chute

Manager of Property

Bill DeOliveira

Richard Janus

Property Administrator

Property Accountant

Rich Schiavoni

Michael Yates

Senior Property Inventory Assistant

Property Auditor

Associate Director of Property

Mike McCarthy

Manager of Property

John Erkkila

Vietnam Le

Government Property Administrator

Inventory Assistant

Ryan McAlarney

Andrew Tivnan



Ken McLaughlin

Warehouse Attendant (Short-term Employee – part-time)

Special Projects Officer Manager of Sponsored Accounting

Tim Vacha

Rhonda Dragon

Accounting Officer, Government

Senior Staff Accountant – NSF, DOD

Lino Gelormini

William Hodkinson

Senior Staff Accountant – DOE, NASA

Staff Accountant -- NIH

Virginia Johnson

Barbara Nickerson

Senior Staff Accountant – Other Federal

Administrative Assistant – Wires, Draw-downs

Margaret Benson

Michael DiPalma

Business Analyst – ARRA Reporting

Staff Accountant – Billing and Collections

Mike Khaykin

Brian Pierson

Staff Accountant

Staff Accountant – Billing and Collections

Dale Twomey

Rahul BishtMichelle Graham

Vardan KirakosyanBikram Shrestha

Senior Staff Accountant – Industrial

Al Martignetti

Senior Property Accountant

Short-term Employees


Orientation

Human Resources & AdministrationAnn E.W. Harvey


Orientation

Ann E.W. HarveyDirector, Human Resources & Administration

Suzette Clinton

Valerie Alleyne

HR Business Partner

Receptionist Administrative Assistant

Human Resources & Administration


Orientation

VPF Human Resources & Administration


Orientation

VPF Service Area Presentations


Orientation

Budget & TreasuryRob Slauzis


Orientation

MIT’s Budget System – Nimbus

SAP/Data WarehouseSAP/Data

Warehouse NimbusNimbus Nimbus-web – DLC AccessNimbus-web – DLC Access

Budget data

Draft JV

Cost object master data

Budget submissions

Current budget

Nimbus functionality DLC budget submissions Salary increases (global budgeting) Secondary cost calculation (EB, F&A) Budget change transactions GIB carryforward calculation at closing


Orientation

BF&T – Treasury & Cash Management

Two-fold mission:1. To ensure adequate liquidity through proper cash forecasting2. To provide an investment strategy for working capital

Two-fold mission:1. To ensure adequate liquidity through proper cash forecasting2. To provide an investment strategy for working capital

Daily operations (Bank of America) Ensure daily liquidity (bills, tax payments, debt service, payroll) Manage banking relationship (new accounts & services,

troubleshooting, CashPro)

Long-term planning (BOA/MITIMCo/State Street Bank) Ensure long-term liquidity Provide working capital asset allocation


Orientation

Treasury – Daily Operations

Ensure daily liquidity in the Campus Master account

Check bank balance

Review disbursements sent to [email protected]

Calculate funding needed

Wire operating $ to Campus Master account Recently simplified process

mailto:[email protected]


Orientation

Current Daily Wires – BoA

BoA Pool CReceipts(#3306)

BoA Pool CReceipts(#3306)

Wire to SSB (#853B)

Wire to SSB (#853B)

Wire to BoA Campus Master

Wire to BoA Campus Master

BF&TBF&T

Operational funding (#6603)Operational funding (#6603)

As needed

As needed


Orientation

Accounts ReceivableDonna Cairns


Orientation

What We Do

Business cycle for billing and collection in support of MIT activities via following functionality in general accounts receivable:

Quarterly close Billing Dunning Collection Reporting General Accounts Receivable: [email protected]

mailto:[email protected]


Orientation

Receivables

As of Q1FY12 ($1000’s) As of Q1FY12 ($1000’s)


Orientation

General Accounts Receivable FY11 Invoices - 1350 each month FY11 Dunning Letters - 450 each month Areas include:

Benefit Accounting CMSE Document Services Endicott House Housing & Dining Libraries Machine Shop Major Agreements Medical


Orientation

Merchant ServicesDonna Cairns


Orientation

Merchant Services-What We Do Monitor compliance – Ensure merchants continuously meet compliance

requirements (questionnaire, scanning, penetration testing)

Set up new merchant accounts

On-going merchant business support (request tracker)

Work with IS&T and merchants to develop new functionality Wireless Solutions PayPal PE Systems

Merchant Services: [email protected]


Orientation

What is PCI-DSS

PCI-DSS is Payment Card Industry Data Security Standards.

PCI – DSS provides a framework for security best practices that minimize security risks and costs associated with data breaches.

These standards were set by American Express, Discover Financial Services, JCB, Mastercard Worldwide, and Visa International.


Orientation

PCI Oversight

o PCI Executive o Committee

PCI Compliance Officer

Lincoln LabPCI ConsultantAnn Flanders-

Doland

Ongoing Operational Support

MedicalPCI ConsultantAnn Flanders-

Doland

•Oversee MIT PCI program•Escalation body•Funding

•PCI compliance•Security and business policy & procedures•Enhancement governance

IT Business Analyst IS&T SAIS

Seth Seligman

IT Technical AnalystIS&T OIS

Garry Zacheiss

PCI Compliance Specialists - VPF

Cheryl Whelan

CyberSource

Donna CairnsTim McGovern

CampusPCI ConsultantAnn Flanders-

Doland

Michael W. HowardMarilyn Smith

Deborah Fisher

Merchant Type D Support


Orientation

Merchant Statistics – FY2011

MIT has over 110 operating merchants – DLCs/groups accepting credit card payments

$41.4M sales (Excludes credits, refunds for VISA/MC)

250K transactions


Orientation

Cheryl WhelanCashiers


Orientation

Cashier’s Office Functions Check deposits

DLCs may send checks to Cashier’s Office or deposit checks directly into on-campus Bank of America locations

Handling Cash Office became a cash-free facility in July 2010 DLCs set up to deposit cash directly into bank Alternate service for DLCs that infrequently receive cash

Manage petty cash funds

Process incoming non-sponsored wire transfers


Orientation

Questions/Assistance

Please contact:

Cheryl [email protected]


Orientation

Tax ServicesAnshu Tiku


Orientation

What We Do

Compliance with Federal, State and International tax laws at the entity(i.e. non-payroll) level


Orientation

Who We Are

Tax Manager

Tax Accountant

Tax Co-op

Open position – Tax Analyst


Orientation

FinanceEileen DesRosiers


Orientation

Finance: Mission & ScopeIntegrate the bold and evolving mission of MIT

with a sustainable financial model

Pol

icie

s

Capital Base

Operatin

g

Resou

rces

Intergenerational Balance & Financial Equilibrium

Facilitate decision-making through fact-based analysis


Orientation

Budget Model Update – FY11 Proposed Budget8.25% Investment Return in FY10

Planning model demonstrates the effect of the following factors:•8.25% investment return assumed for FY10•Impact of FY11 budget cuts •18% payout reduction in FY11 with Tobin rule thereafter

$35.0 $27.3

$4.4

($100)

($80)

($60)

($40)

($20)

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$20

$40

$60

FY20

09

FY20

10

FY20

11

FY20

12

FY20

13

FY20

14

FY20

15

FY20

16

FY20

17

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18

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19

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Endowment Return Case Scenario Analysis - FY11 Budget8.25% Investment Return in FY10 & 18% FY11 Endowment Payout Cut

A: 8.25% in FY10, then 8.25% long term return B: 8.25% in FY10, then 7% long term return

C: 8.25% in FY10, then 5% long term return D: 8.25% in FY10, then 3% long term return

HR/Payroll

Mae Jones


Orientation

Our Focus The HR/Payroll group is responsible for processing Payroll impacting

transactions for all employees and students accurately and in a timely manner.

Assist the community in processing complex non standard actions.

ensure that all transactions are compliant with MIT HR/Payroll policies, practices and procedures.

Respond to all customer inquiries regarding payroll issues and process off-cycle payments as requested by the community.

Provide customer service that exceeds our customers expectations


Orientation

Key Metrics

Key metrics for Fiscal Year 2011# of Employees Paid Monthly: 12,458# of Employees Paid Weekly : 3,800# of Pension Retirees Paid : 5,695

Total off-cycle checks requested by departments: 2015Total off-cycle checks due to Processing Errors : 76Total off-cycle checks : 2090

Total Transactions Monthly average : 18,938Total Manual Transactions Monthly average : 2,562Total Automated Transactions Monthly average : 16,376


Orientation

Key Metrics

0

100

200

300

400

500

600

700

800

900

1000

Nov-10 Dec-10 Jan-11 Feb-11 Mar-11 Apr-11 May-11 Jun-11 Jul-11 Aug-11 Sep-11 Oct-11Email 430 418 545 836 954 648 605 753 623 565 702 885

Fax 0 0 1 1 1 0 0 1 0 3 0 1

Phone 332 340 413 253 494 422 452 674 442 384 358 441

Walk-In 102 77 99 49 118 124 194 268 197 204 208 267

Unassigned 0 18 16 24 40 27 30 60 17 16 22 29

Nov 10 - Oct 11 by Inquiry Method


Orientation

Helpful Links VPF HR/Payroll websitehttp://vpf.mit.edu/site/content/view/full/264

SAPweb Employee Serviceshttp://mit.edu/sapwebss/PS1/home.shtml

HR / MIT Personnel Policy Manualhttp://hrweb.mit.edu/policy/4/4-2.html

Human Resources Officershttp://web.mit.edu/hr/empservices/hro.html

Strategic Sourcing and Procurement

Sara Malconian


Orientation

Our Focus Procurement of goods and services of approximately $1.2

billion annually

Identifying partner suppliers based on the needs of the MIT community

Working to yield significant savings to MIT

Developing and maintaining efficient and customer-friendly methods of buying products and services

Providing the highest level of customer service to the MIT community


Orientation

Procurement at MIT

Preferred methods to purchase products and services at MIT:MIT Procurement Card (ProCard)

187,500 transactions this yearElectronic Purchasing Tools (SAPweb)

Electronic Catalogs (eCat)94,000 transactions this year

External and Internal Requisitions (Purchase Orders)48,500 transactions this year


Orientation

Helpful Links Procurement web site

http://vpf.mit.edu/procurement

ProCardhttp://vpf.mit.edu/pcard

SAPwebhttp://web.mit.edu/SAPweb/PS1/index.shtml

eCathttps://web.mit.edu/ecat/ecat3/

Procurement Formshttp://vpf.mit.edu/procurement/forms

Electronic Request for Payment (eRFP)http://vpf.mit.edu/erfp


Orientation

Accounts PayableJohn Larkin


Orientation

Accounts PayableOur mission: To pay MIT’s bills accurately and in a timely manner.

Processed 146,000 manual invoices (FY11), down from 182,000 in FY10.

Processed 385,000 non manual transactions in FY11.

Types of payments Purchase order based Non-purchase order based

Launched eRFP in July 2010 – over 99% adoption

Emphasis on more electronic invoicing and payments, we expect to add approximately 35 vendors to electronic invoicing next year. Another goal is to reduce paper check payments.

Vision: End-to-end electronic buy-pay process


Orientation

Travel – MIT DiscountsJimmy Kontoravdis


Orientation

Discountshttp://www.vpf.mit.edu/travel

Air, hotel, car, private sedan, visa/passport processing

3 preferred travel agencies (one of which fulfils the online booking tool “Concur Travel”)

All travel discounts may be used for both business and leisure travel – conditions apply

If needing local accommodation due to inclement weather feel free to contact me at x 32756 as I may be able to negotiate a low cost room


Orientation

TravelKara Sechrist


Orientation

Travel at MIToWhat we do:

Manage the Expense Reporting and Reimbursement process to assure compliance with MIT’s Travel Policy and meet the needs of Travelers and Administrators

VPF Travel processes an average of 3,159 Travel Expense Reports per month The average monthly spend on Institute Travel is $2.5 million Currently there are 2,706 MIT Travel Card Holders

How to learn about MIT’s Travel Policy and requirements for MIT Business Travelers:

Please visit the Policy and Procedures section of our website at:http://vpf.mit.edu/site/travel/policies_procedures

Are there Travel Agencies MIT works with to receive special rates? Yes, MIT’s preferred Travel Agencies are as follows:

- BCD Travel (online booking tool linked with the Concur Expense Reporting System)- OT&T Travel Management- Travel Collaborative

These agencies and other Travel Supply Partners can be found on VPF’s website:https://vpf.mit.edu/site/procurement/smartbuy/products_and_services/categories


Orientation

Travel at MITPaying for your Business Related Travel:The MIT Travel Card is a purchasing tool available to MIT Travelers. MIT Travel Card Transactions are linked with/fed into our online Travel and Expense Reporting System, Concur. To apply for the MIT Travel Card Please send an email to [email protected]

Post Trip Expense Reporting:Travel Expense Vouchers to either reconcile MIT Travel Card Transactions or request reimbursement for out of pocket Travel Expenses are handled online using the Concur Travel and Expense System. The Concur Travel and Expense System can be accessed via SAPweb Self Service under the Money Matters Tab: http://web.mit.edu/sapwebss/PS1/home.shtml

Contact Us:Travel

600 Technology Square, NE49-4037 [email protected] Please see Travel website for staff phone numbers: http://vpf.mit.edu/site/travel/staff


Orientation

Sponsored AccountingDale Twomey


Orientation

Sponsored AccountingResponsible for the financial reporting and billing of sponsored awards estimated at $650 million annually.

Four Teams: Government Industrial ARRA (American Recovery and Reinvestment Act) Billing & Collections


Orientation

PropertyMichael McCarthy


Orientation

What We Do EQUIPMENT, LAND, BUILDINGS

INVENTORY

REPORTING

RELATIONSHIPS WITH DLC’S

AUDIT

METRICS

Additional bullets

Additional bullets

Additional bullets Next level if desired


Orientation

General Ledger AccountingJoy Matos


Orientation

The Team

Clarel Auguste Yan Jiang

Henry LeungYing Liu

Alicia MaJoy Matos

Jim Thompson


Orientation

What We Do Monthly/Quarterly closing of the Institute’s

books SAP Non-WBS Master data creation / updates JV approvals Benefits accounting & analysis Quarterly schedules/analyses


Orientation

What We Do Bank reconciliations Workshops/training Internal Reporting and Projects Point-of-contact for general ledger and JV

questions for the MIT community


Orientation

Financial ReportingDanielle Khoury-Galou


Orientation

Communications, Training & Customer ServiceScott Rolph


Orientation

How We Support VPF

Customer Satisfaction

• Customer Feedback Sessions

• Rapid Response, Customer Centric, Coordinated

Training

• Development of Online Training

• Support and Guidance for Face-to-Face Training

• MIT Training Alignment Team

• Training Partners• Road Shows

Communications

• Website• VPF Newsletter• Policies & Procedures• Events• Project-based• Templates – Branding • VPF Online Community• Support and Guidance


Orientation

VPF Online Community

http://vpf.mit.edu/vpf_online_community


Orientation

Technical Support for VPF EmployeesTricia Sullivan-Mullen


Orientation

VPF TechComputer Support

Hardware Software

Contact Info Email – [email protected]

Automatically creates a Request Tracker ticket Phone – x3-0739

Voice Mail automatically creates a Request Tracker ticket

Coverage Hours Monday - Thursday 8:00 – 12:00, 1:00 – 5:00 Friday 8 :00 – 12:00


Orientation

VPF Tech

Consultants Peter Milt Steve Alexandris

VPF Liaison Tricia Sullivan-Mullen

[email protected]


Orientation

Human ResourcesSuzette Clinton


Orientation

What We Do Recruiting

Employee Relations

Growth & Development

Partner with MIT central HR on policies and procedures


Orientation

We Are Partners Communication

Effective Practices

Employee Expectations

Conflict Resolution


Orientation

Diversity & Inclusion

You are welcome here! Varied backgrounds

Difference in viewpoints & ideas

Varied Experiences

Difference in talents

Respect and valuing differencesis what we strive for.


Orientation

Rewards & Recognition & More

Your Contributions are Acknowledged! MIT Institute Wide Program

VPF Spot/Appreciation Award

VPF Infinite Mile Awards—Submit a Nomination!

MIT Excellence Awards

Life Events (Weddings, Baby, Sympathy, Get Well Soon, Thinking of You)

VPF Fun Committee


Orientation

VPF Administrative Team

VPF Admin ([email protected]) Valerie Alleyne Joanne Reynolds Carol Ann Schultz

Services include:


Orientation

Wrap-up

vpf new employee orientation

Documents

finance treasurydecember

systemsassistant director

howardvice president

customers eyeshow