The University of Iowa Quarterly Budget Officers Meeting January 2014 Organized by the Controller’s Office, Finance & Operations
Today’s Agenda IT Compliance ( Steve Fleagle ) I. Accenture - Shared Services Study ( Terry Johnson ) II. Affordable Care Act & UI Employees (Richard Saunders) III. McGladrey - Cash Handling Assessment (Selina Martin) IV. EFR Grant Reports Enhancements (Audra Haddy) V. Purchasing Departmental Score Cards (John Watkins) VI. eVoucher System Updates (Karen Housel) VII. VIII. FY2015 Proposed Fringe Benefits Rates (Selina Martin) 2
IT Compliance Steve Fleagle Associate Vice-President, CIO Office ITS 3
IT Security and Compliance Awareness January 30, 2013 Steve Fleagle Associate VP and CIO
Why is IT compliance important? • 2 reasons for policies: • Legal, regulatory, or other mandates • Risk avoidance • Several high-visibility incidents • We know we aren’t fully compliant • Security incident analysis • Audit reports • Auditors share noncompliance issues with the Board of Regents
What IT policies? Policies can be found at: itsecurity.uiowa.edu/policy • Developed by Campus IT Leaders • Includes 90-day vetting period • Reviewed every 3 to 5 years
Key IT Policies Acceptable use Security framework Institutional data access Social Security number Backups
Common Audit Findings Account controls and password strength Disaster recovery plan and backups Physical security of IT assets Software licensing issues Inadequate monitoring of systems/logs Inadequate data protection in websites and applications
Challenges Campus IT Leaders Face Lack of awareness Lack of executive-level support Budget constraints Approved solutions don’t always meet needs, so … People do whatever they think is best Timeliness Features/capabilities Non-IT experts perform IT work that isn’t compliant
Administrators’ Role in IT Compliance Engage with and provide support for local IT leaders in compliance issues Make it clear who is responsible for IT compliance Make it known that IT compliance is important to you Provide adequate budget to ensure compliance
Questions?
Accenture - Shared Services Study Terry Johnson Assistant Vice President & University Controller Controller’s Office, Finance & Operations 13
Background The University hired Accenture to perform an administrative services study on 3 Units: CLAS, Dentistry and Department of Internal Medicine 14
University Objectives After reviewing the administrative staffing and transactional volumes of 3 Units, Accenture will develop a set of recommendations to achieve the following objectives: Improve quality of services delivered Improve compliance with university policies and external regulations Improve efficiency and effectiveness of operations 15
Project Status 12/2/13 – Start data collection Finalized “current-state” in early January 1/24/14 - Completed “deep-dive” discussions with subject matter analysts from Accenture. 1/29/14 - Review data and preliminary findings with Project Leaders from 3 Units included in the study Early February – review draft report with 3 units Mid-February – receive Final report 16
Affordable Care Act & UI Employees Richard Saunders Assistant Vice President for Human Resources Benefits Office, Human Resources 17
How will the Affordable Care Act affect the benefits of employees at the University of Iowa? 18
McGladrey - Cash Handling Assessment Selina Martin Associate Controller Accounting & Financial Reporting and Capital Assets Management Finance & Operations, Controllers Office 19
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McGladrey Engagement November-December 2013 Project Charter/Deliverables: To perform an assessment of decentralized payment receipts practices (“cash handling controls”). To recommend immediate improvements to strengthen controls To identify long term recommendations of additional improvements, including opportunities to reduce use of currency. 21
Site Visits Visited 16 decentralized payment receipts locations, including areas in the following orgs: Business Services Athletics College of Dentistry College of Medicine College of Engineering VP Student Life UIHC 22
Results – FY15 Changes Affecting all Cash Handling Units A separate local cash handling procedure for each payment receipt location. A specific employee name for each required cash handling role (maintained in the Institutional Roles application). New role - Cash Handling Control Manager Org-level Budget Officers in approval path Update every 3 years or as changes occur Other controls 23
Results – Future improvements made by Finance & Operations AFR will conduct a monthly review of policy submission compliance. AFR will conduct spot checks/visits to units. Treasury Operations will ensure eDeposit access allowed only for departments with approved procedures. We will work with L&D to build a tool/report to allow managers to efficiently check for training compliance. We will evaluate creating mini-course for each cash handling role. 24
EFR Grant Reports Enhancements Audra Haddy Associate Controller & Director of Grant Accounting Finance & Operations, Controllers Office 25
EFR – Grant Reports Demo of new reports & enhancements 26
Departmental Purchasing Dashboard Debby Zumbach Director of Purchasing & Associate Director of Business Services Finance & Operations/Purchasing 27
Dashboard At a Glance Creates a collaborative conversation with departmental staff that highlights both • success and areas of opportunity for current departmental procurement processes. Provides an in-depth look at the procurement patterns from vendor spend, • method of procurement, cost savings and policy compliance for a department as a whole. Enhances communication to develop a proactive form of procurement that allows • for a streamlined and efficient flow of orders through the various buying channels. Dashboards are being prepared now and meetings with campus departments to • review the information will begin soon. 28
Building a Strategic Partnership Providing Your Department with Spend Visibility Goals of Discussion The University’s Purchasing team is meeting with departments on campus to • ensure we are providing a high level of service. During these meetings we hope to provide you with detailed spending visibility to • ensure that your purchasing patterns align with your departmental priorities. Specifically, we hope to discuss with you: • How much you are spending on goods and services o Which vendors your department is using and methods of ordering o Ways in which our office can assist with adding value to the procurement o process Ways to save time and money o We welcome any and all feedback throughout the discussion to improve the data • that we are providing and to continue the development of our partnership. 29
Department Spend Spend by Department Code July 1, 2012-June 30, 2013 Department Purchase CS/CT Purchase eBuy Purchase Procurement Total Department Name Number Order Spend Order Spend Order Spend Card Spend Spend Department One 0001 $6,694 $0 $458 $65,951 $73,103 Department Two 0002 $3,515,567 $0 $4,724 $338,217 $3,858,508 Department Three 0003 $5,580,994 $109,739 $271,929 $5,968,793 $11,931,455 Purchase Order Monthly Spend Summary Total Spend = $15,753,329 * eBuy In Thousands Procurement Card $2,000 $1,800 $1,600 $1,400 $1,200 $1,000 $800 $600 $400 $200 $0 Jul-12 Aug-12 Sep-12 Oct-12 Nov-12 Dec-12 Jan-13 Feb-13 Mar-13 Apr-13 May-13 Jun-13 *Total spend remaining through report does not reflect CS/CT Purchase Order spend. 30
Department Spend Spend by General Education Fund 050 July 1, 2012-June 30, 2013 Purchase Purchase CS/CT Department eBuy Purchase Procurement Total 050 Department Name Order Spend Order Spend Purchase Order Number Order Spend Card Spend Spend (Non Flood) (Flood) Spend Department One (050) 0001 $19,600 $0 $0 $4,000 $3,300 $26,900 Department Two (050) 0002 $15,425 $0 $0 $7,100 $2,000 $24,525 Department Three (050) 0003 $20,575 $0 $0 $4,200 $500 $25,275 Total Fund 050 $76,700 Fund 050 Purchase Order Spend by Top Vendors Vendor Contracted Bid Total 050 Spend Johnson County Ambulance Service Yes SSJ $23,200 Search Incorporated Yes RFP 14370 $18,300 John Deere No No $9,250 Modern Piping Yes RFP 14126 $7,500 Dell Computer Corp Yes RFP 13787 $6,750 ServiceMaster Five Seasons Janitorial Yes No $5,000 Powers Manufacturing Company No No $900 Fund 050 Procurement Card Spend by Top Vendors Vendor Contracted Total 050 Spend HyVee No $3,500 OfficeMax Yes $1,225 AeroRental Yes $700 31 Menards No $375
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