Financial ServicesFinancial ServicesManagement RetreatManagement Retreat

September 24, 2002

Our MissionOur Mission

To support the University’s mission, we To support the University’s mission, we promote and protect the economic interests promote and protect the economic interests

of all BYU stakeholders.of all BYU stakeholders.

Our VisionOur Vision

We endeavor to become trusted business We endeavor to become trusted business advisors in a self-service environment.advisors in a self-service environment.

Key Success FactorsKey Success Factors

Improve our competencyImprove our competency Develop a state-of-the-art financial systemDevelop a state-of-the-art financial system Reengineer our processesReengineer our processes

WisdomWisdom

KnowledgeKnowledge

InformationInformation

Data Data

EventsEvents

Advisor, Problem SolverAdvisor, Problem Solver

Question AnswererQuestion Answerer

Consolidator, ReporterConsolidator, Reporter

CustodianCustodian

Recorder, ProcessorRecorder, Processor

We must change from being event processors to become trusted advisors and problem solvers.

Technology changes our role Technology changes our role

What Have We Accomplished?What Have We Accomplished?

Successful implementation of STARSuccessful implementation of STAR Re-organization of the Collections OfficeRe-organization of the Collections Office Rollout of PS Client to the campusRollout of PS Client to the campus Process mapping by Financial SolutionsProcess mapping by Financial Solutions Tax and budget help for BYU-HawaiiTax and budget help for BYU-Hawaii P-card office up and runningP-card office up and running Re-engineering of investment accounting and Re-engineering of investment accounting and

managementmanagement Budget Office managing ITIBudget Office managing ITI Untangled messy contribution accountsUntangled messy contribution accounts

What Did We Want to Do in 2002?What Did We Want to Do in 2002?

Implement CashNetImplement CashNet - In Progress- In Progress Develop and rollout BObDevelop and rollout BOb - In Progress- In Progress Reorganize the Accounts Payable and Reorganize the Accounts Payable and

Equipment Inventory officesEquipment Inventory offices - Done- Done Perform Facilities and Administrative Cost Perform Facilities and Administrative Cost

StudyStudy- Done- Done Implement PeopleSoft 7.5 and Asset Implement PeopleSoft 7.5 and Asset

ManagementManagement- Is Being Upgraded- Is Being Upgraded Replace KronosReplace Kronos

Replace UCAReplace UCA - In Progress- In Progress Review current controllership structure and Review current controllership structure and

recommend changesrecommend changes

- In Progress- In Progress

- In Progress- In Progress

Controllership - PrinciplesControllership - Principles

Strong central controllership for each unitStrong central controllership for each unit Understanding of responsibilities in every Understanding of responsibilities in every

department of the unitdepartment of the unit Clear definition of “controllers”, Clear definition of “controllers”,

“accountants,” and “financial assistants”“accountants,” and “financial assistants” Clear definition of management responsibilitiesClear definition of management responsibilities Controllers as part of University financial Controllers as part of University financial

managementmanagement Two sets of eyes on every transactionTwo sets of eyes on every transaction

BYU Controllership BYU Controllership OrganizationOrganization

FinancialServices

Scott BoyterFine Arts

Steve TaylorBioAg

Lynda RichmondEng. and Tech.

Marilyn WebbFamily Home andSocial Sciences

Susan BettisHealth & Human

Performance

Ron WoodsHumanities

Allen ArnoldsenLibrary

Pamela CastilloMarriott School

Jeanette BefusJ Ruben Clark

Law School

Al MerkelyMcKay School of

Education

Janet ShiozawaPhysical and

Math Sciences

K. WhitenightNursing

Joy SmithReligiousEducation

Carloyn TuitupouUndergraduate

Education

Darin OviattContinuingEducation

Kathy O'BrienGraduate Studies

Linda WhittakerResearch and

Creative Works

Muriel AllenFaculty Center

Duane BartleSAAS

Kay BurrSpecial Events

Charles CranneyPublications and

Graphics

Mike BusenbarkAlumni Relations

Bev ParkerAspen Grove

Mike KingAthletics

Leon BishopOIT

Lanny GneitingStudent Life

Kate AndreasonPerf. Arts Mgmt/Kennedy Center

Gary BrimleyStudent Health

Center

J.B. OstlundPhysical Facilities

Bruce AttertonPrint and Mail

Mike NelsonStudent Auxiliary

Services

Carl BaileyJerusalem Center

& ASB Entities

David SmithMTC

BYU Controllership BYU Controllership OrganizationOrganization

Brian EvansCFO

Paul BehrmannFinancialServices

Doug BellistonFinancialServices

John GardnerFinancialServices

Keith GroverFinancialServices

Richard WhiteFinancialServices

Janet ShiozawaPhysical and

Math Sciences

Marilyn WebbFamily Home andSocial Sciences

K. WhitenightNursing

Muriel AllenFaculty Center

Allen ArnoldsenLibrary

Leon BishopOIT

Steve TaylorBioAg

Jeanette BefusJ Ruben Clark

Law School

Susan BettisHealth & Human

Performance

Kathy O'BrienGraduate Studies

J.B. OstlundPhysical Facilities

Lynda RichmondEng. and Tech.

Pamela CastilloMarriott School

Al MerkleyMcKay School of

Education

Linda WhittakerResearch and

Creative Works

David SmithMTC

Kate AndreasonPerf. Arts Mgmt/Kennedy Center

Scott BoyterFine Arts

Bruce AttertonPrint and Mail

Joy SmithReligiousEducation

Carolyn TuitupouUndergraduate

Education

Charles CranneyPublications and

Graphics

Kay BurrSpecial Events

Lanny GneitingStudent Life

Gary BrimleyStudent Health

Center

Duane BartleSAAS

Carl BaileyJerusalem Center

& ASB Entities

Brian EvansFinancialServices

Darin OviattContinuingEducation

Mike NelsonStudent Auxiliary

Services

Ron WoodsHumanities

Mike BusenbarkAlumni Relations

Bev ParkerAspen Grove

Mike KingAthletics

Extending the Accounting Extending the Accounting SystemSystem

BYU CentralBYU CentralAccountingAccounting

SystemSystem

BYU UsersBYU Usersandand

Shadow SystemsShadow Systems

TransactionsTransactions

ReportsReports

The old paradigm…The old paradigm…

Extending the Accounting Extending the Accounting SystemSystem

The new paradigm…The new paradigm…

BYUBYUAccountingAccounting

SystemSystemUserUser

UserUser UserUser

UserUser

UserUserUserUser

How to Extend the SystemHow to Extend the System

Increase system access (PS Client. . .then BOb)Increase system access (PS Client. . .then BOb) Decentralize transaction processingDecentralize transaction processing

LPD?LPD? Journal Entries?Journal Entries? Budget Adjustments?Budget Adjustments?

Decentralize year-end adjustmentsDecentralize year-end adjustments Increase the frequency of campus feedsIncrease the frequency of campus feeds Push edits out to the campusPush edits out to the campus Build a commitments databaseBuild a commitments database Increase detail budgeting functionalityIncrease detail budgeting functionality

PeopleSoft Version PeopleSoft Version ImplementationImplementation

Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4

STAR HR/Payroll - 7.5

HR/Payroll - 8.3

HR/Payroll - 8.8

Financials - 7.5

Financials - 8.4

Financials - 9.X

2006 2007

Extend

Extend

2002 2003 2004 2005

Unrestricted accounts per GAAPUnrestricted accounts per GAAP Some are committed, others are notSome are committed, others are not How can we tell what’s really available?How can we tell what’s really available? Committed vs. uncommitted accountsCommitted vs. uncommitted accounts Establish fund 24?Establish fund 24?

Uncommitted/Unrestricted Uncommitted/Unrestricted AccountsAccounts

Financial Services Financial Services AccomplishmentsAccomplishments

P-card rolloutP-card rolloutBObBObPersonal Personal consultationconsultationCashNetCashNetPS 7.5 UpgradePS 7.5 UpgradeStar rolloutStar rolloutProcess mapProcess mapControllershipControllership

Six FTE’s made Six FTE’s made availableavailableFinancial Solutions Financial Solutions

Group (4)Group (4)P-card P-card administrator (1)administrator (1)Assistant Director Assistant Director

for PS projects (1)for PS projects (1)

CashieringCashieringCollectionsCollectionsInvestment Investment

AccountingAccountingAccounts Accounts Payable and Payable and Fixed AssetsFixed Assets

Deliver valueDeliver valueFree-up resourcesFree-up resourcesRe-engineerRe-engineer

Financial Services InitiativesFinancial Services Initiatives

ControllershipControllershipPosition EnhancementPosition EnhancementController TrainingController Training

Financial Services Financial Services CompetencyCompetencyFS Training ProgramFS Training ProgramFS Re-engineeringFS Re-engineering

Shared Financial SystemShared Financial SystemImplement BObImplement BObMore Frequent FeedsMore Frequent FeedsChanges to Data EditsChanges to Data EditsTransaction InputsTransaction InputsElectronic Work FlowElectronic Work FlowDelegation RightsDelegation RightsProcurement and PaymentProcurement and Payment

Resource RequestResource Request

ProjectProject Backfill in Backfill in man-monthsman-months

Backfill Backfill CostCost

Training Training CostCost

STAR UpgradeSTAR Upgrade 2pX10m=202pX10m=20 $ 85,000$ 85,000 $ 10,000$ 10,000

GL UpgradeGL Upgrade 2pX10m=202pX10m=20 $ 85,000$ 85,000 $ 10,000$ 10,000

Asset Mgmt.Asset Mgmt. 1pX4m=41pX4m=4 $ 17,000$ 17,000 $ 3,500$ 3,500

Replace UCAReplace UCA 1pX8m=81pX8m=8 $ 34,000$ 34,000 $ 7,000$ 7,000

Budget ModuleBudget Module 1pX4m=41pX4m=4 $ 17,000$ 17,000 $ 3,500$ 3,500

TotalTotal 56 man-mos56 man-mos $238,000$238,000 $ 34,000$ 34,000

(One-Time Costs)(One-Time Costs)

~ Theme ~~ Theme ~Problem Solving in a Team Problem Solving in a Team

EnvironmentEnvironment

Silos are only good for storing grainSilos are only good for storing grain Its not a team just because you say it isIts not a team just because you say it is Small passionate teams beat committeesSmall passionate teams beat committees Cross functional teams are the toughestCross functional teams are the toughest Collaboration is not necessarily teamingCollaboration is not necessarily teaming Real teams need goalsReal teams need goals

Financial ServicesFinancial Services PurchasingPurchasing TravelTravel SAS and other auxiliariesSAS and other auxiliaries Continuing Education and academic unitsContinuing Education and academic units Campus controllersCampus controllers Other CES unitsOther CES units

Teaming OpportunitiesTeaming Opportunities

Questions?Questions?