FIN ERP Key Business Process Changes

Transcription

1 FIN ERP Key Business Process Changes Below you will find a table for each of ARC s major functional areas with key business process changes as well as the specific impacts these changes will bring to School/Administrative Units. Security The ARC system will enforce a segregation of duties between the transaction initiator and the transaction approver. A Segregation of Duties Bypass role will be available in certain limited circumstances, and a department can apply for the bypass role for specific users. Segregation of duties applies to vouchers, requisitions, internal transfers and journals. A new web based Financial Systems Security Application form for all financial systems access: Current: ARC, FDS, P-Card, PSS, Staples, FFE Historical Data / Read Only Access: DARTS, LDS, AP/CAR, CAPS, etc. Form will be available on the Service Now Homepage The set up of system security roles in ARC will be centralized, while FFE Security will continue to be administered by DAF/FEE Administrators. School/Admin Unit Security Mappers should ensure that they have mapped at least two users as Initiator and Approver for each of the transaction types. A user can hold both roles, but they cannot initiate and approve the same transaction. If a bypass role is required, the department can apply for a bypass role using the Security Mapping process. Users must complete the application themselves. An application cannot be submitted on behalf of someone else, i.e. DA submitting on behalf of a faculty member. This is because the user information in the application auto-populates based on the UNI and password used to access Service Now. Once a user has submitted the application, it routes to the manager and then to the School/Admin Unit DAF Administrator for review and approval. If any Special Requests, also routes to Controller s Office. Once approved, goes to CUIT to set up security roles in ARC. Users will request system access via the new online ARC Access Request Form. DAF/FEE Administrators will be asked to approve the access request before the request is sent to CUIT security administration, who will set up the roles in ARC. FFE Security will be requested using the same form but administered by DAF / FFE Administrators. 1 of 6

2 Procurement Matching process compares vouchers with purchase orders for PO Vouchers (2-way) and PO Receipt Vouchers receiving (3-way). This ensures that you pay for only the goods and services that you order and receive. Desktop receiving will be required for item categories such as equipment, hazardous materials, and controlled substances. Departmental approvals for procurement transactions will route based on users who have the appropriate approver role, dollar threshold, and departmental authority. Similar to departmental approval for Vouchers, Travel Advance and Travel Business Expense Reimbursement (TBER) Vouchers will route to users who have the appropriate travel approver role, dollar threshold, and departmental authority. Travel & Business Expense Reimbursement (TBER) form is very similar to the TBER form used in AP/CAR, with a few key differences: ChartFields are incorporated New certifying language associated with the Traveler / Employee signature DAF signature in AP/CAR is now Expense Report Validator. New certifying language associated with the Expense Report Validator signature. School/Admin Units will now need to monitor that transactions have passed matching. If there are matching errors, the School/Admin Unit will need to correct the errors in ARC. The matching process will be run in batch throughout the day and nightly. The process can also be run ad-hoc. Vouchers that match to Purchase Orders within tolerance will not require central Accounts Payable review. PO Vouchers that reference a foreign vendor must route to Central Accounts Payable for approval. This is required to determine if 1042 withholding is required on the transaction that references the vendor. School/Admin Units will need to learn how to receive in ARC and define an internal process for 3- Way matching. Invoices will not be paid until the applicable goods are received. School/Admin Units will no longer manually select their approvers on procurement transactions. In addition, there is no system enabled manual approval functionality and as a result additional approvers may need to be granted system access. School/Admin Units will no longer manually select their approvers on travel vouchers. The transaction will be routed to a pool of approvers who have the necessary role, dollar threshold and departmental authority. This will require Schools/Admin Units to put in place local policies and procedures to ensure that the intended approvers process the transactions. School / Admin Units will need to determine if executive approval authority will be designated to another approver. This is required where executives will not be approving in the system given that manual approval is not system enabled. Schools / Admin Units must identify Expense Report Validators Someone that does not report to the payee Someone appropriately senior, sufficiently familiar with activity for which reimbursement is requested to certify validity, appropriateness Expense Report Validator can also be Travel Approver in ARC Often, Expense Report Validator will be someone who is not an approver in ARC ARC Travel Approver will rely on validation of expense reimbursement 2 of 6

3 request as part of approval determination (i.e., signature of Expense Report Validator on TBER) For vouchers that require Supplemental Approval, the initiator will need to insert the name of the appropriate supplemental approver via the adhoc functionality. Users will select the appropriate approver from a pool of users that have an approver role. The selection is not limited to approvers for your specific department. A new online vendor request form will be available to submit requests for new vendors and modifications to existing vendors The ARC P-Card module will be used for P-Card processing instead of WORKS The call for pick up check handling policy and procedure is changing to maintain appropriate controls and to ensure a more efficient payment delivery process. Call for pick up should only be for urgent payments, checks that must be delivered by hand, or one time checks requiring enclosure documents. The pool of supplemental approvers is not limited to those within your School/Admin Unit, rather all procurement approvers at the University will appear on this list. Therefore, initiators need to know who is the appropriate Supplemental Approver for the transaction. The School/Admin Units will need to begin using the new vendor request form for new vendor requests and vendor modifications. The vendor will receive an notification with a link to the web form to submit the appropriate vendor documentation (i.e. W9). School/Admin Units will be notified via when the new vendor request has been processed. School/Admin Units need to determine who will require access to ARC in order to reconcile and approve transactions. Today, all P-Card holders can reconcile their own P- Cards. Going forward, P-Card holders are not automatically P-Card reconcilers; therefore, if a P- Card holder needs to reconcile transactions, they must be assigned the P-Card reconciler role. Verified and approved transactions will post to the General Ledger nightly as opposed to weekly. Users will have some drill back transaction inquiry capability from the General Ledger to the P-Card module since both modules are in ARC. Call for pick up check handling must be requested by a Senior Business Officer through submission of a Service Now web form as an Incident and approved by Accounts Payable leadership. Designated individual to pickup check must be identified in the request. Designated individual cannot have a role in voucher processing. Designated individual will need to provide official identification, such as Driver s License or CUID. Checks not picked up within 4 business days will go out in U.S. Mail. Call for pick up should not be used for vendor checks. Any vendor check with a pick up request will require validation by vendor. 3 of 6

4 General Ledger/Commitment Control/Budget Tool The new Chart of Accounts consists of eleven ChartFields, including department, which is different from FAS. School/Admin Units will need to learn the new ChartFields for their area to ensure efficient transaction entry and approval. Several tools will be available to assist including Speed Charts, an online Chart of Accounts crosswalk and ChartField Queries. The new department numbers are different from FAS School / Admin Units will need to learn their new department numbers. Crosswalk of old department to new will be available. All transactions will be budget checked. School/Admin Units will now need to monitor that transactions have passed budget checking. If there are budget check errors, the School/Admin Unit will need to create the valid budget row and/or increase budget amount in the source system. Users should be encouraged to actively monitor budgets to avoid budget check errors and understand the various types of budgets that are needed when creating a transaction(e.g. Fiscal Year, Sponsored Project Life and Capital Project Life). A ChartField Request Form will be available in ARC for creating new ChartFields or updating existing ChartFields. The form can be accessed from the ARC Portal or from within the ARC application. There will be roles for both requesters and approvers. The requester creates the request and selects a departmental approval. The departmental approver reviews, edits and submits the request. Special Approval for Project and Department may be required from OAD, OMB or Endowment Compliance. The Controller s Office approves new or updated ChartField and attributes and enters in ARC. 4 of 6

5 Project Costing For non-sponsored projects, Schools / Admin Units will need to use the online form for all project related requests. A single report to view their project attributes will be available for both sponsored and non-sponsored projects. Facilities and Administration (F&A) costs and revenue will be calculated and posted nightly as opposed to monthly. Facilities and Administration (F&A) will be calculated nightly on all open and applicable encumbrances. ARC will provide the ability to encumber salary beyond the end of the current fiscal year, extending up to the end date of a project. Estimated budgets are required for advance projects (accounts in FAS) on sponsored projects. Today, advance accounts are created with no budget. School/Admin Units may need to provide SPA with additional information as part of the award setup process. For non-sponsored projects, departments must fill out a project request form to enter/edit a project or activity and their attributes that is routed to Financial Reporting and Operations (FR&O) in the Controller s office for entry/edit in ARC. For sponsored and non-sponsored projects, a new Project Identification Notification (PIN) report can be run by School/Admin Units to view/validate their project attributes. Total budget to expense will now be available for reporting on a daily basis. School/Admin Units will now have F&A encumbrance amounts available for daily reporting and planning. School/Admin Unit must maintain the funding end date on the salary distribution in PAC/LA to encumber past the current fiscal year. School/Admin Units will need to provide SPA with an estimated budget for an advance project. Guidance from SPA will be provided to School /Admin Units to assist them in providing this additional information to SPA. Interfaces All interfaced transactions will be budget checked. School/Admin Units will now need to monitor that transactions have passed budget checking. If there are budget check errors, the School/Admin Unit will need to create the valid budget row and/or increase budget amount in the source system. Users should be encouraged to actively monitor budgets to avoid budget check errors and understand the various types of budgets that are needed when creating a transaction (e.g. Fiscal Year, Sponsored Project Life and Capital Project Life). Users of integrating systems that interface GL transactions to ARC will be responsible for verifying their transactions posted successfully. School/Admin Unit users of integrating systems will need to inquire on the status of their batches and take corrective actions, when necessary. 5 of 6

6 PAC/LA A new page has been built in PAC to create Combo Codes on an as-needed basis. Workflow Approvers were managed by DAF/FEE Administrators. Going forward this will be managed in PAC. School/Admin Units will be able to generate, in real time, new Combo Codes based on any valid combination of ChartFields. School/Admin Units will use PAC to identify who will need to approve transactions for departments. DAF/FEE Administrators will no longer need to set up approval; PAC Security will set up the approval. Reporting Converting a limited data set from legacy systems, therefore reporting on multiple years of data will require the combination of historical data with ARC data. Schools / Admin Units will be able to generate DARTS reporting for detailed historical transactions. Step-by-step directions will be provided which Schools / Admin Units can follow to combine historical data with ARC data. 6 of 6