OFFICE OF THE CHIEF FINANCIAL OFFICER CFO Finance Network Meeting August 19, 2004

OFFICE OF THE CHIEF FINANCIAL OFFICER

CFO

Finance Network Meeting

August 19, 2004


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Agenda

Announcements Organization Changes Field Operations Goals for FY2005

Year End Close Planning

Lien Cleanup Project


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Announcements – Field Operations

WN forecasts due to Budget Office today

BSD Picnic – after year end close Field Operations supervision – no

change from current setup NIH proposal writing seminar-9/09 Resource Mgt Leadership Council

being created – will meet 2nd Thurs/Friday of each month


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Announcements – Mary Clary

IRIS via Netscape Training


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Announcements – BLIS Update

Employee Lookup report added Public HR Reports – Employee Rosters Detailed info about a single employee Prompts for last name + status

Query output limit now 64000 rows Project Expense Summary –

additional detail effort reports Team’s current emphasis is on Ops

Scorecard and Janus data acquisition


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Jeffrey A. Fernandez(Acting)

Chief Financial Officer

Linda WuyBusiness Manager

Deborah SmithCFO Support

VacantController’s Office

Anne Moore(Acting)

Budget Office

Eloise Moffet(Interim CPO)Procurement

Lauretta CorsairFinancial Systems and Reporting

Michele MockFinancial Policy & Training

Jeff WeinerSponsored Projects Office

Sallie FrainierAccounts Receivable

David HathawayGeneral Accounting

Barbara GomezDisbursements

Anne MooreDirect Budgeting

Jim DahlgardIndirect Budgeting

Chuck AxthelmField Operations Manager

Chris WatchmakerHR Center Head

Nancy Lee(Acting)Payroll

Office of the Chief Financial Officer

Revised: August 16th, 2004


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Field Operations Goals for FY2005

Integration and communication Training and certification program New employee orientation Common core RA expectations Staffing support & coordination Improve budget management

processes and clarify roles & responsibilities (eg, close; mgt rpt; WFO)


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Year End Close Planning


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Year End Close - Agenda

Report from 3 teams focused on improving the schedule, accrual processes and communication

New AP query Rules for opening/closing projects


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Close Schedule

David Hathaway


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The Close Schedule Team

Michele Blaha Helena Cheng Deb Connell Nancy Fleischauer Daisy Guerrero David Hathaway

Angela Huang Vickie Ng Rich Nosek Emmy Randol Lisa Rebrovich Julia Rudniski


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FY 2004 Close Schedule - DRAFT

S M T W Th F S19 20 21 22 23 24 25

Payroll Office starts Last day to GA close (1)

processing monthly process employee All Feeders due

payroll. Soft Close terminations 5:00PM LETS

Sweep Budget B&R

PRP Closed @3:00pm

Labor Feeders due Field Analysis (1)

@5:00pm

26 27 28 29 30 1 2Budget B&R Budget Review GA Close (4)

with final BAR

GA Close (3) Budget Review 12:00 SF224 Due

Field Analysis (1) Field Analysis with 1st BAR Institutional

ends @4:00pm @8:00am Adjustments

GA Close (2)

LOC Drawdown

3 4 5 6 7 8 9GA Close GA Close

Mars edit 10:00AM MARS Mars edit 10:00AM MARS

SEPTEMBER - OCTOBER


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Key WFO Deadline

Friday, September 10 – Last day to send FY04 proposals, awards, and waiver requests to your SPO officer


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Year End Close Procurement TeamStatus Report

Joy LofdahlAugust 19, 2004


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Team Objective

Discuss procedures Implement improvements Clarify ambiguities

For procurement, receiving, accruals, pre-payments, certifications:


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The Procurement Team

Joy Lofdahl Cynthia Andrada Jim Bettencourt Maureen Cowger Rick Larson Bill Llewellyn Michele Mock Aurora Pecoraro filling in for Barbara Gomez Denise Rasson John Speros


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What We Know - I

DPU cut-off is Sept. 23. Cost must hit card or won’t be in GL for September.

Electronic receipt for DPU purchase can be seen in Procard II IRIS reports.

If an order is picked up, it must be taken to receiving to generate a receipt accrual.

If it’s a service, an email must be sent to receiving.


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What We Know - II

Too late for furniture orders now. Manual accruals that will reduce liens

should be sent to AP only. Procurement and DPU will not be

doing accruals. Will be left up to Division analysts’ discretion.

The lien-clean team will stop cleaning as of Aug.31.

New report – “outstanding certifications waiting for approval”


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Items Outstanding

All cutoff dates need to be determined Information on payroll accruals, esp.

contract labor Travel liens, manual accruals Standardizing year-end manual accrual

control #s for divisions. AP will put into description field.

Need a query giving details on receiving Communication asked for: existing reports

to help


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Year End Close Communication TeamStatus Report

Chuck Axthelm


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Team Objective

Ensure that participants in the year end fiscal close have access to timely, relevant and accurate information about the close process

Build on prior years’ successes Implement improvements


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The Communication Team

Chuck Axthelm Mary Clary David Hathaway Rich Nosek Armando Bautista Lauretta Corsair Michelle Blaha


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Old Things That Still Work

Hotline more coordination with emails

Twice daily emails from Mary Clary Coordination with Communication

Center IRIS processing status

Has already been implemented Parallel processing will be turned on


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New Things to be Tried

Targeted close training and announcements

Expanded contact list - done “Communication Center” - will

meet to coordinate & plan close activities twice each day

More effective use of TABL Web site with schedule, forms,

policies, contacts, FAQ’s – accessible from IRIS and BLIS


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http://fms.lbl.gov/fy04close.htm


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Next Communication Steps

Coordinate content and timing of TABL items

Add content to web site Develop, schedule, and deliver in-

depth YE Close Training

Per Jim Dahlgard: Indirect budgets should be “on budget by budget”.


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New AP Query

Aurora Pecoraro


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Query Name

Query to show vouchers waiting for certification with certifier’s name:

INV_PENDING_CERT_BY_DIVISION


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Sample Output

Column Header Sample OutputDeptID AFCBName AGILENT TECHNOLOGIES INCPO 6701899Voucher 00182479Invoice Received Date 2004-02-26Invoice 800180943Operator RARCHIDAmount 2,745.72Line 1Gross Amt 2,745.72Due 2004-03-26Scheduled 2004-03-26Disc due DateDiscount Amount 0.00Handling FXAp Cert Name 293501Name Byrd,John M


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Opening/Closing Projects During Year End Close

Michelle Blaha


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DOE Projects

DOEOP, EQFAB, EQPUR, CONSTR… Ongoing Projects

No changes should be made to project status or tree structure between DAY 0 (expected to be 9/24/04) and the 1st day of new period (10/7/04)

New Projects No new projects will be opened by the Budget

Office between noon on DAY 0-1 (expected to be 9/23/04) and the 1st day of the new period (10/7/04)

New FY05 projects may be open in advance of the close with a 10/1 effective date, you must contact the Budget Office by 9/15/04


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Other Project Types

OVERHEAD PROJECTS No new projects opened and no changes

should be made to project status or tree structure between DAY 0 and the 1st day of the new period

WORK ORDERS and JOB ORDERS No new projects opened and no changes

should be made to project status or tree structure between DAY 0 and the 1st day of the new period

WFO Projects: RMBNF, RMBOF, WFO, CRADA, DOEIN No FY04 WFO projects opened after 9/16/04 New FY05 WFO projects opened beginning

10/7/04


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In Summary

Project Opening deadlines are in place to allow adjustments and allocations to process correctly and to manage workflow

We may be able to make emergency exceptions on a case by case basis, please contact the Budget Office

Any project with anticipated September costs should not be closed prior to DAY 0

Please note that closed projects may be opened by General Accounting in order to clear suspense

All dates are contingent upon a final General Accounting Year End schedule


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Lien Clean ProjectLien Clean Project

Presentation toFinancial Network

8/19/04

John SperosJim Bettencourt


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Background

• 5,000 POs were converted to PeopleSoft from former Oracle and Accounts Payable systems

• Causes of Lien Issues• Cleanup Methodology


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Lien Clean Statistics

Closed & Journaled

Kept Open

Query 4 -Blanket Contracts

597 - $4.6M69 in process

166 - $13.5M

Query 5 -One-time POs

513 - $1.6M18 in process

52 - $1M

New PeopleSoft Blankets (67s)

135 - $.74M

New PS One-Time POs (67s)

208 - $.17M


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Status

Hammer solves problem immediately in most cases.

Doing last batch of journals should go into soft close tonight. Will see first cut when ledger opens after soft close.

Will review for right values and correct next week. Final journals go in at end of month

Mission accomplished. All POs closed that were not designated to stay open by Div or buyer. GL entries will be completed.


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Going Forward

No mass fixes scheduled for future Ongoing, PeopleSoft POs can be closed at

any time. Send request to buyer (Jim will work).

Contract Closeout procedure is being developed in Procurement to de-obligate liens and close POs.

We’ll try to fix open converted POs with lien problems (close out old lines and get a new requisition for new lines)

For PS 8.8, we want to complete as many orders as possible.

Lien work will be ongoing

Documents

OFFICE OF THE CHIEF FINANCIAL OFFICER CFO Finance Network Meeting August 19, 2004