Geisel Central Finance
Department Administrator Meetings
November 13 and 17, 2014
1
Geisel Finance Center January 2015
Interim CFO
Tricia Spellman
Director
Admin Finance Center
Rita Murdoch
Director Finance
Paul Greeley
Admin and Financial
Operations Manager
Vacant
Senior specialists
Jaime Kingsbury
Symanie LaBombard
Linda Vincelette
Specialists
Debra Barton
Ray Dauphinais
2
Processes
Task
Small departments
System
Large departments
System
DORR
•
Email
•
•
Dept. creates/modifies job descriptions
Geisel central review and approval
Email
•
Geisel central assists with
creating/modifying job descriptions
Geisel central review and approval
Time Keeping
•
GFC runs reports and manages approvals
Kronos
•
GFC runs reports and manages approvals
Kronos
Personnel Action (PA)
•
•
•
GFC assists with initiation
Geisel central review and approval
GFC enters into HRMS
Email
•
•
•
Dept. initiates
Geisel central review and approval
GFC enters into HRMS
PASF
MYLS (future-dated
LD change)
•
GFC enters into MYLS
OnBase
•
Dept. initiates and enters into MLYS
MyLS
Wage Transfers
(retro LD change)
•
•
•
GFC completes form
OSP reviews and approves
GFC enters into HRMS
OnBase
•
•
•
Dept. completes form
OSP reviews and approves
GFC enters into HRMS
OnBase
Business Expense
Reimbursement
(BER)
•
•
•
•
Individual sends info to Dept Administrator
Administrator completes BER form
Dept. approval
GFC data entry to Oracle
Excel and
Sharepoint
•
•
•
•
Individual sends info to Dept Administrator
Administrator completes BER form
Dept. approval
GFC data entry to Oracle
Excel and
Sharepoint
Invoice processing
and payment
•
•
•
Dept. approves invoice
GFC reviews invoice
GFC data entry to Oracle
Paper or
email if
electronic
•
•
•
Dept. approves invoice
GFC reviews invoice
GFC data entry to Oracle
Paper or email if
electronic
PCard
•
•
•
Dept. makes purchase
Dept. validates in PCard system
Dept uploads receipts to OnBase
Pcard and
OnBase
•
•
•
Dept. makes purchase
Dept. validates in PCard system
Dept uploads receipts to OnBase
Pcard and
OnBase
SciQuest and Noncatalog
•
•
•
Dept. completes req. form
GFC processes order and processes order
Dept. receives goods
OnBase
•
•
•
Dept. completes req. form
Dept. processes order
Dept. receives goods
eProcurement
3
Business Expense Reimbursements
• Looking to implement iExpense in the spring
• Continue use of Sharepoint, but a little different
• Completion of the BER Excel form by department
(administrator or payee)
• Department Reviews for adherence to policy
(http://www.dartmouth.edu/~control/docs/controllers/d
artmouth-business-expense-policy-09292014.pdf)
• Proposal
– Department uploads completed BER form to Sharepoint
– System can send to approver with copy to payee
– Dept needs to verify they have selected the appropriate
approver
4
What We Need to Do
• Training on completing the Excel form
• Instructions for uploading to Sharepoint
• Escalation Path
– Need to define a path questions on policy or
appropriateness of expenses
If any of you would like to participate in the iExpense
pilot from January to March and could nominate faculty
you support please contact Janet Gilson
5
P-Card
• Department Responsible For:
– Adherence to Policy
• Valid Business Purpose
– Not what was purchased but why it was purchased
• P-Card Appropriate Purchasing Method
(http://www.dartmouth.edu/~control/departments/procure
ment/procure_to_pay_guide/)
– Maintaining receipts
– Updating P-Card system
(https://oa.dartmouth.edu:8007/OA_HTML/OA.jsp?OAFunc=OA
HOMEPAGE#)
– Upload of receipts and statements to OnBase monthly
6
What We Need to Do
• P-Cards
– Departments assign cards to administrators for
system access. We will get out lists.
– Update access in P-Card system for administrators
– Determine who will approve transactions for small
departments
– Refresher training or training on P-Card System
– Distribute updated policy
– Instructions for Uploading to OnBase
7
OnBase
Electronic Forms and Workflow using the
OnBase client
– Currently used by Records Management, OVIS,
Endowment, OSP (Effort Certification)
– Web based form submission
– Rolling out Purchase Order Request, P-Card, MyLS
and Wage Transfer
• Coming later: Journals/Cost Transfers/Corrections,
Prizes and Awards, MIPV/RFP
8
Payroll - Timekeeping
Kronos http://www.dartmouth.edu/~control/training/index.html
• We are going to review reports
– Today there are ~350 employees and GFC runs
~150 separate reports
– In the last week updated 23 hyper-finds, canceled
20 reports and schedule another 10
– We need to run reports in a different way
9
And
• We will work with departments and Geisel Fiscal
Office on processes
– What are we doing well that we can emulate?
– What do we need to change?
• Contact me with idea, concerns, thoughts,
questions
– 603-646-2662
– Rita.t.murdoch@dartmouth.edu
– And I drink a lot of coffee so that works too
• I know that there is a lot I don’t know so please
be patient with me
10
Summary of Changes
DORR: all departments request go to Geisel
Administration
Purchase Requisitions, MyLS and Wage
Transfers: departments using the Finance Center
submit using OnBase
BERs: all departments preparation goes back to
department, Upload into Sharepoint
Pcard – all departments approve transactions in
PCard system, upload receipts into OnBase
11