Financial Transaction and Business Service Centers

WebForm [Christen, Shapiro]

• Background: WebForm, legacy, brought to us by ModComp; license is not being renewed. Steve Lutter would like input to identify/understand needs and what should be a substitute, central solution to ModComp. Any new solution would not automatically feed. Simple workflow suggestions are needed from FTC/BSC.
• Summary: There is definitely a business need for the "I want" document.
  

• Next steps: 

• When will ModComp be decommissioned?

Note: "Decommissioning" is not the same as something breaking.

• Does Steve have the "wish list" from the group that previously worked on this issue?
• Will Steve be organizing a conference call or one more meeting to decide next steps? 

Announcements [All]

• Improved performance? 

• Action list is Cynergy; performance improvements are within KFS, not Cynergy.  According to metrics, KFS is working quicker (milliseconds), and there is no system degradation through the day.
• Document searches still take time and larger documents still take time. 
• There was not an understanding about this distinction (KFS vs. Cynergy). Going forward, we need to be more precise with our language to ensure the message is understood.

• Sarah will be invited again to talk about system performance.

• CAM process role:

• Mike Allmendinger to resend spreadsheet to name those who need this role, to include flag for "descending hierarchy." Mike, if you can e-mail it to me and I'll post it on to the meeting proposal for everyone. Thanks, Halima. (02/17/2012, 12.40 p.m.)

• This is one of few roles that has a descending hierarchy capability.

• If you check the box, access will be given to that organization (org) and all orgs that report to it.
• If you do not check the box, access is given to only the org(s) listed.

• System will be opened to campus in early March.
• Refresher, training sessions availability will be synchronized to the release of the module.

Note: This is separate from the Capital Assets physical inventory sheets that are going out separately.

• Needs assessment:

• Training team currently meeting with functional owners, going over what to include in Quick Guides.
• First drafts should be out within a month, probably sooner? 
• Requisition (REQS) will be first.

• Sunday patch and Disbursement Voucher (DV):

• Should add functionality of negative accounting lines. Watch for Kim's update for success/status.
• Travel works, need to test Pre-Disbursement Processor (PDP) for cash entries
• Will look at contractor retainage next
• To start, please use judiciously, "small" implementations; no wholesale implementations for full customer base.

• Other updates in or upcoming:

• Default Commodity Code in Shop Catalogs - In
• Increased characters (35 ---> 400) in Business Purpose field - In
• Notes to Vendor - Maybe In on 2/26

Simplified DV page [Shapiro, Salino, All]

• Cathy took a combination of Anne's suggestions/documents and what she had intended to do related to the DV and financial processing and is revising webpages.
• Please review pages, for what should be there and should not be there.

• Cathy will forward "hidden" URL to the FTC/BSC directors e-list that will direct you to these draft webpages. (See the DRAFT DV page - NOT FOR DISTRIBUTION. Note: Some links are just place holders, because content isn't created yet. Submitted by Cathy, forwarded by Halima 02/17/12, at 12.43 p.m.
• Please send comments, suggestions to Halima.
• Halima will compile comments and share with Cathy and the rest of the group.

Update/Follow-Up on Delegation/Ad Hoc Routing [Sutton]

• "Read Notes" on the REQS

• Quick fix; already developed by Chad Hagstrom; went into DEV today.
• When/if an e-doc is in your queue twice (one for "Read Note" and one for "Approve"), the "Read Note" e-doc needs to be cleared first, and then you can Approve. 
• Right now, the e-mail to "Read Note" looks like it's coming from the Initiator of the e-doc. When you look closer, it does tell you who it is really from. This will get a fix later.
• Right now this functionality is only on REQS.

• Everyone is to try out this note function and present their views in the next meeting.
• Please send your list of what other e-docs for which you might like this functionality added to Halima.  Halima will compile comments and share with Barb and the rest of the group. Email Halima. Comments received from Sharon- Halima 02/17/12, 12.43 p.m.
  
• If we proceed, all KFS users will be notified of this "quick tip" by the project office.
• Mike Allmendinger has volunteered to add it to the Standard Operating Procedures (SOPs), when/if appropriate. (This was mentioned in the meeting of 01/24/12.)

• Secondary delegate functionality and views:

• Another quick fix; already developed by Chad Hagstrom; went into DEV today.

• Action list sort order:

• Retaining the sorted order of Action List after returning from within a specific e-Doc also developed; also in DEV today

• Goal:
  

• Have these in PROD (any updates/changes go DEV, TEST, PROD) within a month.  Look for updates/status in Kim's weekly updates.

 Travel Best Practices Document [All]

• Needed to clear up the following questions before next draft is issued.

• Supervisor – Why in DV and not Trip system?

• If in a DV, does that require scan and attach of Trip info?
• If in Trip, should we add account number to "Comment" field of Trip?
  

• Supervisor approval in DV – should it be ACK or APPROVE?

• Decision made to put supervisor approval in Trip with cautions that:

• System doesn't capture supervisor's review/approval electronically for audit trail.
• Will not stop reimbursement from moving forward. Could result in a "bad" reimbursement that needs correction.
  

• Will provide information on capturing supervisor approval in DV - also with cautions.

• Supervisor approval will be APPROVE (not ACK)
• Caution: Cannot delegate ad hoc approvals.
• Caution: Burden of scanning all trip information.
  

• This is an interim best practice until the KFS Travel Module is implemented.

• Anne will develop and distribute another draft of document based on these decisions - A revised document will be shared for discussion at the next meeting on 02/28/2012

Note: "Best Practices" are working documents, not policy, and can be changed, discontinued at our discretion. If a best practice docucment ceases to be useful, or needs updating/revising, please let Halima know.

Visitor Travel [All]

• Hearing there is too much administrative burden processing visitor/one-time travel.
• The current information requirements are mimicking what we will have to complete when the KFS Travel module is implemented.
  

• Please let Halima know your preferences on how to visitor travel – comments received from Sharon and Mike. Halima-02/17/12, 12.43 p.m.

• For example:

• Pre-KFS Travel module implementation: DV, with receipts, with travel object code.
• Continue with current method.
• Other?
  

• We will get back with short-term next steps.

Note: Anne still intends to write up a business case to connect current Travel Reimbursement System to KFS-DV. Extremely unlikely that there will be any IT resources approved for it.

Global Sub-Object Code Routing [Sutton]

• These e-docs were causing significant system processing issues across campus because they create thousands of "locks" in the system while they are en route. Locks are to prevent "data collisions"  - i.e., two people attempting to do something to the same account, object code at the same time.  (Locks created are the object code times the number of accounts to which change is being made.)
• Removed fiscal officer (FO) approval requirement to speed these up.  Will route to org reviewer if set up that way. (Same "lock"/performance issue results, so please approve these e-docs as soon as they are in your queue.)
• Locks will likely come out in the future.
• This e-doc is available to all KFS users.
  

DV Custom Routing [All]

• Please review customizations made by Cornell to DV routing rules.
• Tried to reduce the number of transactions that go through to DFA for "pre-transaction" review. Pre-transaction review is time consuming.
• There is currently a pending JIRA to remove "Tax" as a reviewer of Purchase Orders (POs) to foreign vendors.
  

• Most POs are to buy tangible personal property. It doesn't matter where you buy it from; it has no tax implications.

• If you have a strong opinion on the criticality of this, please let Halima know.
• Please review these customizations/rules from an institutional perspective and let Halima know any change recommendations you may have, and why.
  

Housing Allowances for Sabbaticals

• Do any units get involved in additional pay for faculty related to their need for housing/meals while on sabbatical?  If so, please get in touch with Lisa to discuss.

Returned Checks

• Most checks are returned due to bad addresses. Please train staff to avoid these.
• Pay particular attention to students. They change addresses regularly; make sure right address is selected.
• Anything going through the Bursar, now requires to be electronic payment.

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Announcements

• SciQuest Requisition module – Response from SMS [Shapiro]

Simplified Disbursement Voucher (DV) Page [Shapiro, Salino]

• A Disbursement Voucher (DV) webpage will be written up mainly containing relevant, important links to other pages - i.e., links to SOPs, "quick guides," FAQ related to DVs, etc.
• A rough idea on how to set up and present information in a user-friendly manner was discussed:
  

• Cathy Salino would like on this webpage a list of payment codes, and their uses and limitations.

Caution: Legacy object codes on payments are still being used. It is advised that the text underneath each object code be read before use.

• Cathy Salino/Anne Shapiro are to get back to Wes Buchanan to discuss the use of "legacy" object codes to obtain consistency in use.

Update On the Delegation/Ad Hoc Routing [Sutton, Yeoh]

• Please read the notes from the Workflow, Fiscal Officers, and Delegations meeting between Robin Maria Yager; Anne Shapiro; C. Kim Yeoh; Lisa Tvaroha; Ken Putnam.
• The following two main problems were outlined in the meeting: 

• This issue mainly arises as Cornell's setup is quite different to other educational institutions, in that Cornell has a primary delegate in addition to the FO and the secondary delegate. Other institutions only have the latter two, which reduces complications.
• One possible solution to both problems highlighted above is the use of the "note"/"messaging"  function already established in certain e-docs. This function can be mimicked to all e-docs that would benefit this function, once its tried and tested.
• The function can be used to communicate messages about the e-doc with others. Messages received in this function come in to the action lists as "read note" and are e-mailed, and thus can be accessed with ease. 
• Procurement Card Documents (PCDO), in particular, could benefit from this function - e.g., if an account number needs to be added to an e-doc, the a message can be sent to the relevant person. Though the e-doc can not be edited by the recipient of that message, it can be messaged back and added to the e-doc by the initiator. The method works, because with each message, the recipient is alerted both by e-mail and via the action list.
• Using this method aims to alleviate problems associated with the lengthy process of editing  and approving an e-doc.
  

Caution: Since the meeting, Barb Sutton got back in touch with Anne outlining a few issues with this new note function. Please see Barb's post-meeting emails - part 1 and part 2.

• We're not seeking a modification for several reasons. Ad hoc routing is intended to be an FYI, so we cannot use it another way.

• Reminders:

Caution: Do not use the ad hoc approve function unless you are absolutely sure you do not want the document to move forward without that person's action on it.

• Due 02/14/2012: Everyone is to try out this note function and present their views in the next meeting. In addition, a list needs to be formulated of e-docs where this function can be used. 

• There has also been a request to enter a note to e-docs in your own action list that is visible to you and your delegates. Michigan State University has implemented this.

Secondary Delegate Functionality [Sutton, Yeoh]

• The problem outlined in previous meetings was that when an action list is opened up by a secondary delegate, they not only get their secondary delegate e-docs, but also those of all other delegates of the FO. This is because action lists are based on FOs and not action lists.
• It was suggested that adding another "filter" (secondary delegations only) would solve problem.
  

Revisit of Fiscal Officers and Processing: In vs. Out [Sutton, Yeoh]

• Because higher education is highly regulated, it was reaffirmed that FOs need to remain in the FTCs/BSCs - except for those financial management-type documents that have already been discussed and delegated out.

Procurement Card Documents in Queue [All]

• Was the distributed information accurate? See the Supply Management Services (SMS) KFS Workload Matrix.
  

• How can the queues be cleared?

• Offer of temporary help, if needed, was reiterated.

Error Messages in KFS [Shapiro]

• Is this better now since the Cynergy upgrade?

Travel Best Practice Documents [Shapiro]

• See the DRAFT document titled "Processing Travel Using "Legacy" Application-and Best Practice"

• A travel best practice document is being developed in response to an internal audit.

Additional Discussions

• Some converted purchase orders that were blanket approved are having problems with commitments/encumbrances.

Note: This isn't a 100% fix. There are other issues that may impact this, so if closing the purchase order does not solve the problem, contact the KFS Help Desk.

• "Metric gathering"

• Due 01/27/2012: Sharon Baum, Ken Putnam, and Robin Yager will share what we're doing with the rest of the group. 
  
• Due 01/27/2012: If anyone else has developed a system to gather metrics, please share send to it Halima Dhedhi or Robin Yager, and they will be shared with the rest of the group.
  
• Due originally 01/27/2012, extended to 01/30/2012: Please send Anne Shapiro (or Halima Dhedhi) a list of the top five metrics you would like to have out of the system.
  

• Anne Shapiro as a sponsor, needs to approve this.
• Due 02/14/12: Anne Shapiro will arrange someone from ID&R to attend an upcoming meeting and speak on this.
  

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Introductions

• Halima Dhedhi is serving in a temporary capacity as the assistant to the Controller organization.  She can be reached at 5-6243 or had53@cornell.edu.

Announcements

• Foreign currency:

• Foreign formats are different, so be careful about foreign currency. If there are any questions whatsoever about foreign transactions, contact Peter Hans immediately.
• Cash Management pays what we tell them to pay, so it's very important to have the currency and numbers straight.
  

• Due 01/24/2012: Anne will get back with a specific list of problematic foreign currencies and/or issues. 

"Quick Guides" Committee

• Need for "cheat sheets" (a.k.a., "Quick guides") expressed
• Quick guides are in addition to Standard Operating Procedures (SOPs)
  

• Steve Jackson putting together a list of e-ocs/topics that require quick guides.  Everyone's assistance is needed to prioritize which guides should be worked on first.

• A volunteer is needed from each FTC/BSC. Mike will send out an e-mail with more information and a return date/deadline.  

• Most work on this committee can be done from desks and via e-mail.  Meetings will be minimal, if there are any.
  

Object codes, search, and payment types:

• Anne believes that too many payment type options appear on the grid posted to the Web – since many of them would only be used centrally.  

• Due 01/24/2012: Anne and Cathy will discuss Disbursement Voucher (DV), object codes, and payment types off-line and bring back for discussion at the next meeting.
  

Travel and Travel Best Practice documents:

• Due 01/24/2012: Best practice document will be available and discussed at next meeting. 
  
• Anne will write a business case for possible modification so legacy trip system automatically feeds the DV.
• Cathy will provide Anne with original travel business case to assist with this.
  

e-SHOP Changes Updates

• Default commodity code: Specification has been written and accepted. Barb Sutton is working on getting the technical estimate completed.
• Default account: UC Davis is also doing this. We're hoping to use it.  Shelley Ruth is following up.
• Notes to supplier: Specification has been provided to KFS staff and is being reviewed.
• Expanding the business purpose field: Specification is being written by SMS, and they hope to have something done this week that will go to KFS staff.
  

• Due 02/14/2011: Anne and Robin will follow up with SMS regarding the group's Requisition questions and report back.

Open Discussion

• System challenges in KFS/Cynergy

• Everyone has been experienced challenges with system stability and general sluggishness.
  
• There is also an issue with error messages, bogus messages, and "ugly" messages. 
• We believe the Cynergy upgrade due to take place by 01/18/2012 will take away the bogus errors.
  

• Due 01/24/2012: Anne will follow-up with Steve Lutter on any error messages that continue to appear after the Cynergy upgrade.
  

• Transaction queues – unapproved e-docs

• By 01/11/2012: Anne will have Robin share data about procurement card (pcard)/queues, etc. with everyone. Everyone to look at the data to determine the following:

• Does the data seem accurate?
• How can the queues be cleared?
  

• Is there value in pursuing the possibility of select, individual pcards having their per-transaction limit raised to $1,000. Anne will not proceed unless this group believes it is value added.

• Everyone to email Robin their thoughts on this.

• Cynergy action lists

• Delegation/ad-hoc routing and what shows up in action lists

• Due 01/24/2012: Anne will meet with Barb Sutton, Kim Yeoh, and Robin to discuss first.  A second meeting will be scheduled that includes Jeanine.
  

• Would like action list to retain the "sort state" performed prior to an e-doc approval. Completed 01/21/2012: See Cathy Salino's e-mail.
  
• Sort function using the "last action date" is being used by some to find those transactions that have been updated with attachments.
  

• Due 01/17/2012: Anne/Robin will confirm the "last action date" display issues that previously were slowing down the system are resolved.
  
• We also need to test whether the "last action date" updates when you open an e-doc, but don't attach or save it, and then close the e-doc and re-open it.
  

• "Auto Approve" function

• There are a few things that determine what gets auto approved.

• Check on what these are. Completed 01/20/2012: See Barb Sutton's e-mail.
  

• Auto-approve e-docs are displayed in action lists and there is no indication of which will auto-approve, and therefore, individuals are approving those unnecessarily. Need an indicator, or some way, to identify these.

Note: Some need to act on these e-docs to make certain changes, and don't want them to auto-approve.  

• Anne/Robin will report on this at future meeting.

• Unidentified cash

• Unidentified cash receipts being done on Disbursement of Income and Expense (DI) e-docs are not posting, because many fiscal officer (FO) approvals are needed since these are being posted via one large e-doc (done monthly).  

• Anne to explore the potential of a DFA blanket approval for the e-doc, with an FYI to FOs.

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