AGENDA. SLU Business Manager Meeting March 10, 2011 LRC Aud A 9:00a.m.-10:30a.m.

Transcription

1 AGENDA SLU Business Manager Meeting March 10, 2011 LRC Aud A 9:00a.m.-10:30a.m. 1) Announcements David Grabe Sign in Sheet March What s New? Who s New? Future Business Manager Meetings Solicit input to enhance/expand meeting topics [email protected] or ) Google Training Opportunities and ITS Security Katherine Krajcovic 3) Cash Handling Initiative Update Mindy Fenton and Jessie Patane, Treasury and Investments, 4) Salary Planner Update David Grabe and Marsha McBride Updated 3/11/11

2 Business Manager Meeting Minutes of the Meeting of March 10, 2011 Meeting minutes of the Saint Louis University Business Managers held at 9:00 a.m. on Thursday, March 10, 2011 in Auditorium A of the Learning Resource Center (LRC). Business & Finance Staff Present: Bruce Andres Anne Becker Mindy Fenton Jim Fugel David Grabe Allison Grapperhaus Jessie Patane Josh Walters Gary Whitworth Lisa Zoia Number of Business Managers Present: 68 Number of Guests: 4 Number of Business and Finance Representatives Present: 10 David Grabe welcomed everyone to the meeting and went over the agenda. Who s New: Anne Becker o Contract Management Specialist; Business Services o , [email protected] Jim Fugel o Assistant Treasurer; Treasury & Investments o , [email protected] Allison Grapperhaus o Sr. Financial Analyst o , [email protected] Discussion of Future Business Manager s Meetings: Contact David Grabe with suggestions and or/ideas for the meetings going forward. Katherine Krajcovic (Manager, ITS) - Google Training Opportunities (the presentation given can be found following the minutes): ITS provides Google training every other Tuesday and Thursday (North Campus) and every other Wednesday and Friday (South Campus). Additional location details can be found at its.slu.edu or in Newslink or by contacting Jim Greathouse.

3 There are a total of six classes offered: , Calendar, Documents, Spreadsheets, Forms and Sites. Affan Waheed (Director, ITS) Information Security Risk Assessment and Implementation Plan (the presentation given can be found following the minutes): To enhance overall security ITS is introducing a comprehensive Information Security Implementation Plan. A Business Continuity Plan sets out a framework for activities and decision-making by a company or organization before, during and after an extreme event or disaster. Updates of Business Continuity Disaster Recovery Plan (BCDRP) are: o Identify critical IT systems and resources o Perform desk walkthroughs of critical system failover o Schedule system level failover tests for all critical applications to be completed June/July 2011 o Update and finalize version 1 of the SLU IT BCDR Plan Fall 2011 o Establish plan for annual review and update procedures Mindy Fenton (Treasury Analyst) Cash Handling Initiative Update (the presentation given can be found following the minutes): The purpose of the initiative is to identify revenue generating and cash collection points throughout the University and review and evaluate current billing, receiving and cash handling processes Phase I: o Surveys were distributed and completed by areas of the University who bill for or receive revenue and submit cash to the Cashier s Office Survey results have been complied and are currently being analyzed. o Audit Program Surprise audits will begin in March and will be an ongoing initiative. Audits will focus on billing and receiving, cash handling, segregation of duties and internal controls. o Training Program Cash handling and web deposit training will be required for all new employees who perform cash handling duties. This will consist of an online tutorial that must be completed within 30 days for employment. Phase II:

4 o Meetings will be scheduled based on audit and survey results to review business processes with Business Managers. o Continue surprise billing and cash audits throughout the University. o Monitor and report cash depositing trends and compliance. o Cash Handling Initiative Guidelines introduced. Jessie Patane (Treasury Analyst) Credit Card Processing Update (the presentation given can be found following the minutes): Changing Credit Card Processing Providers o Switching from Commerce Bank to Bank of America Merchant Services (BAMS) Commerce has been used by the University for the past 12 years BAMS has provided the University with decreasing pricing Same processing platform-first Data o Target Deadline for Implementation is before June 30, 2011 Each department currently accepting credit cards will be contacted to endure all information on file is accurate. More instructions to follow as the target date become nearer. Questions: o What options are there for segregation of duties in a 1 staff office? The Treasurer s office will meet and explore alternatives. o Will new terminals be received when implanting the change with BAMS? Terminals will be inventories and updated as needed (training will be provided). Marsha McBride (Director, Payroll Services) Salary Planner (the presentation given can be found following the minutes): Updates regarding Salary Planner o EPAF Deadlines EPAFS for pay changes and reclassification with effective date prior to 07/01 must be Pending at the HRCOMP level no later than March 31 st. Pay Changes or reclassifications with a 07/01 effective date do not require EPAFS, but rather handled in Salary Planner o Non Exempt Employees below Minimum Wage Under No circumstance should a non-exempt employee be budgeted at less than minimum wage. Planning and Budget will provide HRIS with list of non exempt employees budgeted below minimum wage. HRIS will end their job effective 06/30. o Individuals Leaving Employment 06/30/11 Complete an EPAF prior to Salary Planner close.

5 Questions: o Should managers include the performance assessment rating in comments for every individual? Yes, utilize comments in Salary Planner and implement into Banner. David Grabe (Director, Financial Planning and Budget) Salary Planner (the presentation given can be found following the minutes): Salary Planner Updates o Salary Planner cutoff for FY12 Budget is April 14, o Budget and planning will update the following items in Salary Planner based on EPAF s processed between Feb 01, 2011 and April 14,2011: Title Changes/Updates FTE s Hours/Day Hours/Pay Period Grade Changes o All items changed after April 14 th or not noted above require EPAF July

6 ITS Google Training When and where? Every other Tuesday and Thursday (North Campus) Every other Wednesday and Friday (South Campus) Location details can also be found at its.slu.edu or in Newslink or by calling Jim Greathouse

7 ITS Google Training Register at its.slu.edu Training and How-to Guides Six (6) classes offered: Calendar Documents Spreadsheets Forms Sites

8 ITS Google Training Need more information? Jim Greathouse, ITS Training Coordinator Katherine Krajcovic, Manager, ITS Business Services Neil Smarko, Google Project Manager

9 Information Security Risk Assessment & Implementation plan Presented By: Affan Waheed Director, Quality Assurance Office Information Security Officer 1

10 Information Security Risk Assessment Identifying threats that could harm and, thus, adversely affect critical operations and assets. Estimating the likelihood that such threats will materialize based on historical information and judgment of knowledgeable individuals. Identifying and ranking the value, sensitivity, and criticality of the operations and assets that could be affected should a threat materialize. Identifying cost-effective actions to mitigate or reduce the risk. Documenting the results and developing an implementation plan. 2

11 Information Security Implementation Plan Policy & Requirements Reporting & Assessment Discovery & Risk Assessment Implementation & Awareness 3

12 Business Continuity & Disaster Recovery Plan A Business Continuity Plan sets out a framework for activities and decision-making by a company or organization, before, during and after an extreme event or disaster; A disaster may be a local incident like a building fire, a regional event like an earthquake, or an international event like a pandemic illness. For a small business, a family death may be an extreme event causing serious business disruption. 4

13 BCDRP Update Identified critical IT systems and resources Performed desk walkthroughs of critical system failover Scheduling system level failover tests for all critical applications to be completed by June/July 2011 Update and finalize version 1 of the SLU IT BCDR Plan Fall 2011 Establish plan for annual review and update procedures 5

14 Questions? Thanks! 6

15 Treasury Update March 10, 2011

16 Overview Cash Handling Initiative Mindy Fenton, Treasurers Office Credit Card Processing Jessie Patane, Treasurer s Office

17 Cash Handling Initiative Update

18 Cash Handling Initiative Initiative to identify revenue generating and cash collection points throughout the University and review and evaluate current billing, receiving and cash handling processes.

19 Phase I Cash Handling Surveys Surveys were distributed and completed by areas of the University who bill for or receive revenue and submit cash to the Cashier s Office. Survey results have been compiled and are currently being analyzed to determine current cash handling, billing and receiving processes.

20 Phase I Audit Program Audit schedule will be developed within the next two weeks based on results from the survey. Surprise audits will begin in the Month of March and will be an ongoing initiative. Audits will focus on billing and receiving, cash handling, segregation of duties and internal controls.

21 Phase I Training Program Cash handling and web deposit training will be required for all new employees who perform the following functions: Collecting payments including cash/check/credit card. Process deposits to the Cashier s Office Billing and recording of revenue Reconciliation

22 Phase I Training Program (cont.) People Admin will have functionality to allow users to indicate whether any new position or request will be performing any of the functions listed previously. Training will consist of completing an online tutorial. Training must be taken within 30 days of employment. If additional training is needed, one on one sessions will be available. New training program will be implemented beginning of April 2011.

23 Phase II Meetings will be organized based on audits and survey results to review and discuss business processes with Business Managers. Evaluation of University departmental business processes will be performed to determine the need for centralized or decentralized billing and receiving for the University. Develop and implement a solution for billing, receiving and cash handling processes throughout the University. Continue surprise billing and cash audits throughout the University. Monitor and report cash depositing trends and compliance.

24 Cash Handling Initiative Guidelines Follow all University cash handling policies and procedures Establish an effective internal control system Ensure that all staff are properly trained to handle receipts of cash, checks and credit cards Understand and review department s cash handling process focusing on timeliness, accuracy and segregation of duties 6

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26 Segregation of Duties - Example

27 Credit Card Processing Update

28 Changing Credit Card Processing Providers Switching from Commerce Bank to Bank of America Merchant Services (BAMS) University has used Commerce for over 12 years Decreased Pricing with BAMS Same Processing Platform First Data Target Deadline for Implementation is Before June 30, 2011 Before this date each department that accepts credit cards will be contacted to ensure that all information on file is correct. Complete instructions will be provided to departments as we move closer to the implementation date.

29 Questions?

30 Cash Handling Initiative Contacts Mindy Fenton Joann Grant Elizabeth Winchester Jack McGowan Credit Card Processing Contact Jessie Patane

31 Updates Regarding Salary Planner Pay Change and Reclassification EPAF Deadlines Non-Exempt Employees Below Minimum Wage People Leaving Employment 6/30/11

32 EPAF Deadlines EPAFs for Pay Changes or Reclassifications, with an effective date prior to July 1 st, must be Pending at the HRCOMP level no later than March 31 st. Pay changes or Reclassifications with a July 1 st effective date do not require EPAFs, they should be handled through the Salary Planner process. The EPAF types affected are 7PCGBW, 7PCGMN, 7PCUNB, 7RECBW, and 7RECMN.

33 Budgeting for Non-Exempt Employees Below Minimum Wage Under no circumstances should a non-exempt employee be budgeted at less than minimum wage. If you have student workers who may not return in the fall, end their job by EPAF now, and simply rehire them if they return. Do not budget them into the next year at a rate that is less than minimum wage, or give them a zero pay rate. Planning and Budgets will provide HRIS with a list of nonexempt employees budgeted below minimum wage. HRIS will end their job effective 6/30. The timing of the roll will result in the employee having access to a full pay period timesheet, but the hours worked beyond 6/30 will not be paid.

34 How to Handle Individuals Who Are Leaving 6/30 If you have employees who are leaving the University on 6/30, and you know this prior to Salary Planner close, do the EPAF before Salary Planner closes. This will minimize the risk that an incorrect record will roll into the next fiscal year.

35 Salary Planner Update Salary Planner cutoff for the FY2012 Budget is April 14th, 2011 The Following items will be updated by Budget and Planning in Salary Planner based on E- PAF s processed between February 1, 2011 and April 14, 2011: Title Changes/Updates FTE s Hours/Day Hours/Pay Period Grade Changes All Items changed after April 14 th or not noted above, will require an E-PAF for July 1,