Business Process Review Worksheet
AUP ERP System Selection Project
Thank you for agreeing to participate in our American University of Paris BUSINESS PROCESS REVIEW forum. While the actual assessment
activity will take place on-line via DecisionDirector, you might find it helpful to use this worksheet to preview our list of items and write your
thoughts before you go on-line.
PLEASE NOTE: People often confuse "process" with "requirement". A process is something you do; but with no indication of how you do it. A
requirement tells how you want that process to be accomplished. For example, evaluating an application for completeness can be done manually
or automatically. The process is the same either way - evaluating an application. The requirement would be to have the evaluation automated,
for example.
In the online forum, you will be presented with a list of the primary American University of Paris' BUSINESS PROCESSES. For each, we would
like to know which of the following roles best describes your relationship to the function of the process:
* Process Owner - you have strategic/executive responsibility for the process.
* Process Manager - you have daily responsibility for process design/performance.
* Customer - you receive the end product of the process.
* Routine User -you work with this process on a daily/weekly basis.
* Occasional User -you work with this process on an occasional basis.
You can use this worksheet to note which is the case for each item. You may indicate more than one role for any given process.
We would then like you to evaluate the process in terms of the following metrics, each on a scale of Very Low (1) to Very High (5):
Priority - The overall importance of the process to BC's operations.
Efficiency - End result achieved with minimum effort/training; minimum rework, duplication, and complexity.
Effort - The amount of effort required to perform this process.
Reliability - End result is predictable; process is stable and produces valid results; systems that support the process are good.
Satisfaction - Your level of satisfaction with the process.
Value of Change - Improvements to the process will enable you to be more effective/productive.
You may add comments. If the process *does not apply* to you, please skip it and move on to the next.
Questions about DecisionDirector? Contact Advantiv at support@advantiv.com.
Finance
Section: Accounts Payable
ROLE(S)
689503
Accounts Payable / General AP Functionality -Processes to match purchase order, receiving
documentation and invoices for goods and services.
689504
Accounts Payable / Match Transactions -- Processes
to match purchase order, receiving documentation
and invoices for goods and services.
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Business Process Review Worksheet
AUP ERP System Selection Project
Finance
Section: Accounts Payable
ROLE(S)
689505
Accounts Payable / Invoices -- Process of entering
invoices and vouchering activity.
689506
Accounts Payable / Calculate Payment -- Process of
calculating discounts, freight, and other charges and
well as calculation and tracking of sales taxes for
exempt and non-exempt organizations.
689507
Accounts Payable / Process Payment -- Process for
printing checks and processing payment to vendors.
689508
Accounts Payable / Recurring Payables -- Process of
setting up recurring transactions or schedule
payments for monthly and longer term agreements.
689509
Accounts Payable / Credit Memos -- Process of
issuing and tracking credit memos.
689510
Accounts Payable / Online Query/Reporting -Standard reports and analysis capability of payables
system such as open item reports, aging and specific
vendor detail analysis.
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Business Process Review Worksheet
AUP ERP System Selection Project
Finance
Section: Accounts Payable
ROLE(S)
689511
Accounts Payable / Year End Reporting -- Process of
year end reporting such as 1099, 1042s and other
IRS reporting.
689512
Travel and Expense Reporting -- Process of
submitting travel and expense reports on-line.
Includes the ability to employee submission,
supervisor approval and routing to system for
reimbursement.
689513
Vendor Management / Bid Processing -- Process of
managing bid for products and services. Inclusive of
RFQ, RFI and RFP processes required by
procurement rules of the institution.
689514
Vendor Management / Online Query/Reporting -Process of performing analysis on vendor activity,
performance and mix of products and services.
689515
Vendor Management / Vendor Information -Maintenance of vendor information (name, address,
contacts, products or services offered, terms, history,
etc.)
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Business Process Review Worksheet
AUP ERP System Selection Project
Finance
Section: Accounts Receivable
ROLE(S)
689516
Billing / Set Up Receivables -- Process for the
creation and maintenance of customers and for
defining parameters for processing statements of
charges.
689517
Billing / Dates -- Process to process billing based
upon start and end dates of terms.
689518
Billing / Invoices -- Process for defining, generating,
and processing invoices.
689519
Billing / Statements -- Process of generating billing
statements to customers.
689520
Billing / Past Due/Late Charges -- Processes to
define and impose late charges and fees for
delinquent payments.
689521
Billing / Collection -- Process by which outstanding
accounts receivables are identified and aggressively
tracked and placed with the in-house or third party
collections department/agency. This process also
allows for generation of dunning letters by the
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Business Process Review Worksheet
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Finance
Section: Accounts Receivable
ROLE(S)
689522
Billing / Sponsored Awards -- Process of accounting
for and billing sponsored awards.
689523
Receipt of Payment / General -- Process of
receipting payments.
689524
Receipt of Payment / Cash -- Process of receiving
and processing cash payments for amounts owed
(billed and non-billed amounts) the institution.
689525
Receipt of Payment / Credit Cards -- Process of
receiving and processing credit card payments for
amounts owed (billed and non-billed amounts) the
institution.
689526
Cashiering / Online Query/Reporting -- Standard
reports and analysis capability of cashiering system
such as daily cash processed.
689527
Apply Payments -- Process of the cash application to
customer invoices.
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Business Process Review Worksheet
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Finance
Section: Accounts Receivable
ROLE(S)
689528
Refunds/Reimbursements -- Process of generating a
refund to customers.
689529
Student Accounts -- Process of posting various
charges to student accounts, including application of
student financial aid transactions.
689530
Account Management -- Process of balancing with
cashiering and bank deposits.
689531
Revenue Recognition / Sponsored Awards -Process of accounting and recording revenue for
sponsored awards.
689532
Online Query/Reporting -- Standard reports and
analysis capability of accounts receivables system
such as aged trial balance.
689533
GL Transactions -- Process by which there is an
integration to allow for the ability to feed data to the
general ledger.
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Business Process Review Worksheet
AUP ERP System Selection Project
Finance
Section: Accounts Receivable
689534
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General AR Functionality -- Processes to query
payment status, aging and posting of charges and
credits.
Section: Budgeting
689535
Budget Development -- Processes to set up and
prepare for budget cycle (e.g. % increases, budget
responsibility, controls, etc.)
689536
Budget Forecast -- Process of forecasting and
modeling of institution budget.
689537
Budget Monitoring / Budgetary Controls -- Processes
to provide for limitations or warnings if spending
limits reached.
689538
Budget Monitoring / General -- Processes to monitor
current budget usage and balances available
throughout the fiscal year.
689539
Budget Modification -- Processes to track
modifications of approved budget.
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Business Process Review Worksheet
AUP ERP System Selection Project
Finance
Section: Budgeting
689540
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Budget Reporting -- Various budget reporting and
analytical activities.
Section: Fixed Assets
689541
AutoCAD Interface -- Processes to report space
utilization in AutoCAD.
689542
Additions -- Process of capitalizing and tracking
moveable equipment and property. Includes specific
data items and information to be tracked for fixed
assets.
689543
Inventory -- Process of physically tagging /
inventorying moveable equipment and updating
asset records for physical counts. Includes tracking
of certain assets for insurance purposes that may not
be capitalized for accounting purposes.
689544
Maintain Data -- Process of updating asset records
and transferring assets between departments.
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Business Process Review Worksheet
AUP ERP System Selection Project
Finance
Section: Fixed Assets
689545
Depreciation -- Processes and methods to
depreciate and amortize assets over their useful
lives.
689546
Disposals / Retirements -- Process for disposal, writeoff and retirement of fixed assets.
689547
Self-Service Assets Inquiry -- Online self service for
end-users to query and report on fixed asset records.
689548
Reporting -- Various standard and custom reports for
fixed assets module.
689549
Vehicle Management -- Processes to maintain
inventory of vehicles and to identify and track
maintenance services performed.
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Section: General Finance
689550
General Ledger / Chart of Accounts / Control
Accounts -- Process of defining control accounts and
linking them to other chart of account segments.
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Business Process Review Worksheet
AUP ERP System Selection Project
Finance
Section: General Finance
ROLE(S)
689551
General Ledger / Validations -- Processes to validate
accounts, account segments, interfund activity based
upon type of transaction and process being
performed.
689552
General Ledger / Journal Entries -- Processes to
record journal entries (manual, reversing, etc.) and to
accept transactions from other systems.
689553
General Ledger / Maintain Accounts -- Process of
maintaining general ledger chart of accounts.
689554
General Ledger / Encumbrances -- Process of
encumbering amounts in the general ledger based
upon purchases and payroll commitments.
689555
General Ledger / Online Query/Reporting -Producing standard and adhoc query and reporting
analysis.
689556
Bank Reconciliation -- Process of receiving cleared
check and bank account activity from financial
institution and preparing daily, weekly and monthly
reconciliations of bank accounts.
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Business Process Review Worksheet
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Finance
Section: General Finance
689557
Service Centers -- Processes related to tracking and
billing for services provided by internal providers,
such as printing, telecommunications, etc.
689558
Investment Management -- Process of managing
investments, including such processes as
purchases, sales, gains and losses and unitization of
endowment and pooled type funds.
689559
Internal Controls Manager -- Process of documenting
internal controls and risks associated with
institutional business processes, policies, and
procedures.
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Section: Physical Plant
689560
Key Control -- Processes to track and control keys
issued to buildings.
689561
Tool Control -- Processes to track and control tools
utilized in the physical maintenance of institutional
property.
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Business Process Review Worksheet
AUP ERP System Selection Project
Finance
Section: Physical Plant
ROLE(S)
689562
Self-Service Maintenance Requests -- On-line self
service processes to request repair work orders for
routine and emergency requests.
689563
Work Order Tracking -- Processes to identify and
track work orders, including costs, dates started and
complete, etc.
689564
Construction Project Accounting -- Processes to
capture and accumulate costs related to large
construction projects.
689565
Preventive Maintenance -- Processes to schedule,
generate, and track preventive maintenance work
orders.
689566
Maintenance Project Tracking -- Processes to
identify and track maintenance projects.
689567
Building Maintenance -- Processes to identify and
track maintenance projects specific to buildings,
specifically inspections.
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Business Process Review Worksheet
AUP ERP System Selection Project
Finance
Section: Physical Plant
689568
Space/Location Management -- Processes to
identify, track, and report regarding the space
utilization of buildings.
689569
Utilities Management -- Processes to manage
utilities services and capture costs to bill for
consumption of utilities.
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Section: Purchasing
689570
Purchasing / Requisitions / Self-Service -- Process of
creating, routing and monitoring purchase
requisitions (self service component).
689571
Purchasing / Requisitions / Create Requisition -Process to create a purchase requisition.
689572
Purchasing / Requisitions / Assign to Buyer -Process of assigning requisition to certain
employees based upon various criteria such as type
of product, volume or attributes developed by the
institution.
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Business Process Review Worksheet
AUP ERP System Selection Project
Finance
Section: Purchasing
ROLE(S)
689573
Purchasing / Purchase Orders / Create PO -Processes to create a purchase order for goods and
services.
689574
Purchasing / Purchase Orders / Maintain PO -Process of changing purchase order including
changes and modifications.
689575
Purchasing / Purchase Orders / Monitor Status -Process to track the status of purchase order such
as ordered, shipped, partially filled, etc.
689576
Purchasing / Online Query/Reporting -- Various
reporting capabilities such as open purchase orders,
analysis of ordering by vendor, etc.
689577
Purchasing / Contract Management -- Process of
buyers to manager the issuance of contracts to
vendors.
689578
Receiving / Receive Shipments -- Processes to
receive shipments and match with purchase order
and invoice as applicable.
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Business Process Review Worksheet
AUP ERP System Selection Project
Finance
Section: Purchasing
ROLE(S)
689579
Receiving / Inventoried Items -- Process of
inventorying items and notification of receipt.
689580
Receiving / Returns -- Processes to manage
returned materials and monitoring status.
689581
Stores Inventory / General -- Process of managing
stock inventory. This includes ability to track all units
and measures and locate them in a warehouse.
Additionally, automatic replenishment and certain
supply management functionality is included.
689582
Stores Inventory / Reporting -- Various reporting and
analytical capabilities for the stores inventory.
689583
Procurement Card -- Processes to accept, analyze,
distribute and approve procurement card
transactions from third party vendor.
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