Business Process Review Worksheet

Transcription

1 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. Section: Accounts Payable Accounts Payable / General AP Functionality -- Processes to match purchase order, receiving documentation and invoices for goods and services Accounts Payable / Match Transactions -- Processes to match purchase order, receiving documentation and invoices for goods and services. Sunday, June 28, 2009 Page 1 of 15

2 Section: Accounts Payable Accounts Payable / Invoices -- Process of entering invoices and vouchering activity 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 Accounts Payable / Process Payment -- Process for printing checks and processing payment to vendors Accounts Payable / Recurring Payables -- Process of setting up recurring transactions or schedule payments for monthly and longer term agreements Accounts Payable / Credit Memos -- Process of issuing and tracking credit memos Accounts Payable / Online Query/Reporting -- Standard reports and analysis capability of payables system such as open item reports, aging and specific vendor detail analysis. Sunday, June 28, 2009 Page 2 of 15

3 Section: Accounts Payable Accounts Payable / Year End Reporting -- Process of year end reporting such as 1099, 1042s and other IRS reporting 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 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 Vendor Management / Online Query/Reporting -- Process of performing analysis on vendor activity, performance and mix of products and services Vendor Management / Vendor Information -- Maintenance of vendor information (name, address, contacts, products or services offered, terms, history, etc.) Sunday, June 28, 2009 Page 3 of 15

4 Section: Accounts Receivable Billing / Set Up Receivables -- Process for the creation and maintenance of customers and for defining parameters for processing statements of charges Billing / Dates -- Process to process billing based upon start and end dates of terms Billing / Invoices -- Process for defining, generating, and processing invoices Billing / Statements -- Process of generating billing statements to customers Billing / Past Due/Late Charges -- Processes to define and impose late charges and fees for delinquent payments 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 Sunday, June 28, 2009 Page 4 of 15

5 Section: Accounts Receivable Billing / Sponsored Awards -- Process of accounting for and billing sponsored awards Receipt of Payment / General -- Process of receipting payments Receipt of Payment / Cash -- Process of receiving and processing cash payments for amounts owed (billed and non-billed amounts) the institution Receipt of Payment / Credit Cards -- Process of receiving and processing credit card payments for amounts owed (billed and non-billed amounts) the institution Cashiering / Online Query/Reporting -- Standard reports and analysis capability of cashiering system such as daily cash processed Apply Payments -- Process of the cash application to customer invoices. Sunday, June 28, 2009 Page 5 of 15

6 Section: Accounts Receivable Refunds/Reimbursements -- Process of generating a refund to customers Student Accounts -- Process of posting various charges to student accounts, including application of student financial aid transactions Account Management -- Process of balancing with cashiering and bank deposits Revenue Recognition / Sponsored Awards -- Process of accounting and recording revenue for sponsored awards Online Query/Reporting -- Standard reports and analysis capability of accounts receivables system such as aged trial balance GL Transactions -- Process by which there is an integration to allow for the ability to feed data to the general ledger. Sunday, June 28, 2009 Page 6 of 15

7 Section: Accounts Receivable General AR Functionality -- Processes to query payment status, aging and posting of charges and credits. Section: Budgeting Budget Development -- Processes to set up and prepare for budget cycle (e.g. % increases, budget responsibility, controls, etc.) Budget Forecast -- Process of forecasting and modeling of institution budget Budget Monitoring / Budgetary Controls -- Processes to provide for limitations or warnings if spending limits reached Budget Monitoring / General -- Processes to monitor current budget usage and balances available throughout the fiscal year Budget Modification -- Processes to track modifications of approved budget. Sunday, June 28, 2009 Page 7 of 15

8 Section: Budgeting Budget Reporting -- Various budget reporting and analytical activities. Section: Fixed Assets AutoCAD Interface -- Processes to report space utilization in AutoCAD Additions -- Process of capitalizing and tracking moveable equipment and property. Includes specific data items and information to be tracked for fixed assets 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 Maintain Data -- Process of updating asset records and transferring assets between departments. Sunday, June 28, 2009 Page 8 of 15

9 Section: Fixed Assets Depreciation -- Processes and methods to depreciate and amortize assets over their useful lives Disposals / Retirements -- Process for disposal, writeoff and retirement of fixed assets Self-Service Assets Inquiry -- Online self service for end-users to query and report on fixed asset records Reporting -- Various standard and custom reports for fixed assets module Vehicle Management -- Processes to maintain inventory of vehicles and to identify and track maintenance services performed. Section: General General Ledger / Chart of Accounts / Control Accounts -- Process of defining control accounts and linking them to other chart of account segments. Sunday, June 28, 2009 Page 9 of 15

10 Section: General General Ledger / Validations -- Processes to validate accounts, account segments, interfund activity based upon type of transaction and process being performed General Ledger / Journal Entries -- Processes to record journal entries (manual, reversing, etc.) and to accept transactions from other systems General Ledger / Maintain Accounts -- Process of maintaining general ledger chart of accounts General Ledger / Encumbrances -- Process of encumbering amounts in the general ledger based upon purchases and payroll commitments General Ledger / Online Query/Reporting -- Producing standard and adhoc query and reporting analysis Bank Reconciliation -- Process of receiving cleared check and bank account activity from financial institution and preparing daily, weekly and monthly reconciliations of bank accounts. Sunday, June 28, 2009 Page 10 of 15

11 Section: General Service Centers -- Processes related to tracking and billing for services provided by internal providers, such as printing, telecommunications, etc Investment Management -- Process of managing investments, including such processes as purchases, sales, gains and losses and unitization of endowment and pooled type funds Internal Controls Manager -- Process of documenting internal controls and risks associated with institutional business processes, policies, and procedures. Section: Physical Plant Key Control -- Processes to track and control keys issued to buildings Tool Control -- Processes to track and control tools utilized in the physical maintenance of institutional property. Sunday, June 28, 2009 Page 11 of 15

12 Section: Physical Plant Self-Service Maintenance Requests -- On-line self service processes to request repair work orders for routine and emergency requests Work Order Tracking -- Processes to identify and track work orders, including costs, dates started and complete, etc Construction Project Accounting -- Processes to capture and accumulate costs related to large construction projects Preventive Maintenance -- Processes to schedule, generate, and track preventive maintenance work orders Maintenance Project Tracking -- Processes to identify and track maintenance projects Building Maintenance -- Processes to identify and track maintenance projects specific to buildings, specifically inspections. Sunday, June 28, 2009 Page 12 of 15

13 Section: Physical Plant Space/Location Management -- Processes to identify, track, and report regarding the space utilization of buildings Utilities Management -- Processes to manage utilities services and capture costs to bill for consumption of utilities. Section: Purchasing Purchasing / Requisitions / Self-Service -- Process of creating, routing and monitoring purchase requisitions (self service component) Purchasing / Requisitions / Create Requisition -- Process to create a purchase requisition 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. Sunday, June 28, 2009 Page 13 of 15

14 Section: Purchasing Purchasing / Purchase Orders / Create PO -- Processes to create a purchase order for goods and services Purchasing / Purchase Orders / Maintain PO -- Process of changing purchase order including changes and modifications Purchasing / Purchase Orders / Monitor Status -- Process to track the status of purchase order such as ordered, shipped, partially filled, etc Purchasing / Online Query/Reporting -- Various reporting capabilities such as open purchase orders, analysis of ordering by vendor, etc Purchasing / Contract Management -- Process of buyers to manager the issuance of contracts to vendors Receiving / Receive Shipments -- Processes to receive shipments and match with purchase order and invoice as applicable. Sunday, June 28, 2009 Page 14 of 15

15 Section: Purchasing Receiving / Inventoried Items -- Process of inventorying items and notification of receipt Receiving / Returns -- Processes to manage returned materials and monitoring status 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 Stores Inventory / Reporting -- Various reporting and analytical capabilities for the stores inventory Procurement Card -- Processes to accept, analyze, distribute and approve procurement card transactions from third party vendor. Sunday, June 28, 2009 Page 15 of 15