Parking & Transportation Services
Use of Unofficial Organizations &
Organization Review in UAccess
Financials
UAccess Symposium
April 28, 2015
Gail Nazarenko, Associate Director of Finance & IT
Agenda
Introduction
Department Overview
Annual Budget Process
Challenges
Solution
Steps in Creating Unofficial Orgs
and Org Review
• Resources and Acknowledgements
• Q&A
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PTS Department Overview
Revenue Sources
Expenses
Annual Budget Process
Annual Budget Process
• Annual Budget process begins in
November
• PTS budgets by Object Code
• Continue to meet Quarterly with
Responsibility Centered Units (RCU)
Managers for variance analysis:
• The budget and the amounts actually
incurred
Importance of Variance
Analysis for PTS
• Enables management by exception to
give primary focus to significant
deviations from expectations
• RCU Managers use their time more
efficiently by concentrating on
potential problem areas
• Analyze performance of each RCU
and RCU Manager against
operational goals
PTS Challenges
PTS Challenges
• The RCU Managers are not:
• Fiscal Officers
• Account Supervisors
• Account Managers
• The RCU Managers were totally
irrelevant to the original document
approval process
Authority and accountability are not
aligned at the RCU level
PTS Original Route Levels and
Workflow Routing
Approval
Initiate
eDoc
Account
Managers
& Account
Supervisor
if >$10,000
Fiscal
Officer
Ad Hoc
Routing
Record in
GL
Major RCUs:
Revenue Center Units
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Garages
Surface Lots
Meters
Special Events
Parking at COM-Phx
Support/Service Center
Units
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Field Operations
Customer Relations
Disability Cart Services
Marketing
Car Share
Enforcement
Alternative Transportation
Bicycle Programs
Shuttle Operations
Information Technology
• 10 RCU Managers
• 35 UAccess Financial Accounts
Our Goals
• Align authority and accountability at the RCU
level
• Each Manager only has to review their
accounts and not ALL PTS accounts
• Several RCUs do not require approval by
Senior Staff on items <$1,000
• Executive Director wants to receive for
approval all transactions > $10,000
• We want this process to be in place on
continuous basis
PTS eApproval Cross-Functional
Flowchart
Solution
Options Considered
• Establish additional workflow action requests
for documents based on:
• Document type
• Dollar amount
• Create organization hierarchy routing using
“Priority”
• Routing Priority determines the order that
requests are activated on a route with
sequential activation. A smaller number
has a higher routing priority
Why this will not work for PTS
The Organization Review
identifies the
ORGANIZATION
for which the user is
establishing optional
workflow
& NOT AN ACCOUNT
Organization
Reviews
(Document Type:
PREQ; Dollar
Amount: $$
Priority: 10;20;30)
Organization
Reviews
(Document Type:
DV; Dollar
Amount: $$
Priority: 10;20;30)
Organization
Reviews
(Document Type:
IB; Dollar
Amount: $$
Priority: 10;20;30)
Organization (Official or Unofficial)
Why this will not work for PTS
Without sub-dividing UAccess Financials accounts
into Unofficial Orgs all 10 RCU Managers will be
receiving ALL documents for approval for ALL 35
UAccess Financials accounts
• Overflows Inboxes
• Creates confusion/errors
• Unnecessary delays in approval process
Solution
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Established “Unofficial Orgs” to route e-documents
for approval
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Linked Unofficial Orgs to specific UAccess Financials
Account(s)
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Established additional workflow action requests for
documents based on:
• Organization
• Document type
• Dollar amount
•
Created organization hierarchy routing using
“Priority”
Current PTS Org Structure
Official Org
Accounts
Sub-Accounts
Unofficial Orgs
In Summary
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The Organizational Review identifies the
ORGANIZATION for which the user is establishing
optional workflow & NOT AN ACCOUNT
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If you need to create different Organizational
Reviews for different accounts, use Unofficial Orgs
to sub-divide UAccess Financials accounts into separate
clusters
Creating Unofficial Org &
Org Reviews
Our Experience with Unofficial
Org, Groups & Org Reviews
Have been using since December of 2011
It is very flexible
It is easy to set up
It is easy to customize
How to Create Unofficial Org,
Groups & Org Review
Step 1: Organization
Step 2: Account
Step 3: Group
Step 4: Organization Review
Diverging Radial
Account(s)
Priority
Organization
Organization
Review(s)
Group(s)
Step 1: Creating “Unofficial Org”
Chart Code: UA
Organization Code: PT10
Organization Type: N
This step has to be approved by FSO
before moving to Step 2
Report to Organization :
UA *_*UA Management
Organization Type: N = Not official
Business Rules Applicable to
Unofficial Org:
• The organization cannot report to itself
unless it has an organization type code of
'U’*
• An organization cannot be inactive while
there are active accounts or active
organizations that report to it
• If an organization is made inactive, the
Organization End Date is required
*U = University chart organization
Step 2: Link account(s) to
Unofficial Org
This step has to be approved by FSO
Step 3: Create “Group” of
approvers &/or reviewers
Namespace Code
KFS-COA
Org Code: Must be your Department Number ;
For Example: “9804”
Step 4: Create Organizational
Review
Possible Org Reviews
DV, PREQ,
REQS, IB
$0-Unlimited;
$0-999.99
$ 1,000-9,999.99
$ 10,000 and Up
Suggestion: to number “Priority”
10;20;30, etc instead of
1,2,3
FYI
ACKNOWLEDGE
1-999
Tips for Maintaining Unofficial
Orgs & Org Reviews
Update/Create on a regular basis:
• Links to new UAccess Financials account(s)
• Group(s) of approvers and/or reviewers *
• Organizational Review(s)
* Main Menu Tab > Group (under Workflow header) > search by “Principal Name”
and this will give you the listing
using the netID
Will this work for your
organization?
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Analyze your unit’s current structure
Consider effects of:
• RCM
• Adaptive Planning
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Cost benefit analysis
• A lot of work upfront
• Maintaining Unofficial Orgs and Groups
Example of Organization Review for
Group of Approvers
Document Type: DV
Amount:
Amount:
$0-Unlimited
$0-999.99
Amount:
$1,000-9,999.99
Amount:
$10,000-Up
Priority 10
Priority 10
Priority 10
Priority 10
Priority 20
Priority 20
Priority 20
Priority 20
Priority 30
Priority 30
Priority 30
Priority 30
Priority 40
Priority 40
Priority 40
Priority 40
Resources:
• UAccess Financials Help Online
• The Overview of the Kuali Financial System
• Costs to Provide Parking
https://parking.arizona.edu/about/cost.php
Acknowledgments:
• Kymber Horn, Director, CommunicationOutreach; FSO
• Maria Galo, Manager, Financial Operations; PTS
Questions