BUDGET AND FINANCIAL REPORTING FOR THE ENTERPRISE

PART 2 - DEMOPROPOSED BUDGET

AND POSITION MANAGEMENT

Comprehensive Financial

Reports (CFR)Model

Budget and Planning• Budget Preparation

• Position Management

• Budget to Actual & Analytics

Division/Units• Proposed Budgets

• Position Amendments

• Budget to Actuals

• Vendor Spend

Inventory Management• Distribution Analytics

Contract and Grants• Private Investigators

Grant Spend• Grant Expense and

Reconciliation• Grant Billing (future)

Risk Management• Internal Audit• Unit Assessments• Fraud Detection

Financial Services/Procurement and

ContractingVendor Profiles

Vendor RiskOpen

Requisitions/Purchase Orders

Vendor Spend

Fact Book and Surveys• Financial Profiles• Survey Data

KSU Financial Data Mart

Proposed Budget

Proposed BudgetLimitations:

• Limited turn around time

• Large volume of data

• Insufficient summary or aggregate information

• Difficult to balance funds and units within fund

groups

• Dissemination of proposed budget schedules

labor-intensive

• Time consuming data collection and

summarization for BOR & OPB schedules

Proposed BudgetSAS Solution:

• Provide summary and drill through to detail

capability

• Aggregate data at multiple levels (Fund, unit, class, department

and position #))

• Identify and summarize data by category(vacant, lump-sum,

inactive and sponsored)

• ALLOWS US TO DO THE FOLLOWING:• Quickly balance fund groups and revenue -generating

departments/units

• Identify Year to year variances

• Maximize time for analysis

• Identify anomalies

• Report development (OPB, BOR and Dept Mgrs)

BUDGET PREP REPORT DEMONSTRATION

Position Management

PERSONNEL SERVICESTYPICALLY REPRESENTS

BETWEEN65% - 70%

OF INSTITUTION'S TOTAL BUDGET

Position Management RolesOFFICE OF BUDGET & PLANNING

DEPARTMENT MANAGERS

Maintain oversight

Verify funding

Monitor spending and hold managers accountable

Determine and redirect vacancy lag funds to maximize resources

Track and Report to Management

Budget planning

Track expenditures

Control spending

Position ManagementLimitations:• Inability to track funding changes during the fiscal

year

• Inability to determine variance between budget & actual

• Difficult to track new positions

• Difficult to identify vacant positions and calculate lag

• Inability to hold department manager accountable due to insufficient reporting of personal services detail

Position Management

SAS® Solution:

• Ability to track amendments during the year, both permanent and temporary amendments• How did we do this?

• Use of position number in journal line description field within PeopleSoft Financials

• Pull salary and expense data from ADP to compare• How did we do this?

• Not easily – but position number created the link

Position Management

SAS® Solution:

• ALLOWS US TO DO THE FOLLOWING:

• Identify shortfalls or surplus

• Validate chart-field data

• Track vacant positions, calculate vacancy lag

• Develop aging report on vacant positions

• Develop Dept Mgr. Report similar to Schedule

G1

• Develop Sr. Mgt reports

*****Updated Nightly*****

POSITION MANAGEMENT DEMONSTRATION

DISCUSSION/QUESTIONS

BUDGET AND FINANCIAL REPORTING FOR THE ENTERPRISE

PART 3OPERATIONAL AND STRATEGIC

REPORTING AND ANALYTICS

Comprehensive Financial

Reports (CFR)Model

Budget and Planning• Budget

Preparation• Position

Management• Budget to Actual

& Analytics

Division/Units• Proposed

Budgets• Position

Amendments• Budget to

Actuals• Vendor Spend

Inventory Management•Distribution Analytics

Contract and Grants•Private Investigators Grant Spend•Grant Expense and Reconciliation•Grant Billing (future)

Risk Management•Internal Audit•Unit Assessments•Fraud Detection

Financial Services/Procurement and

ContractingVendor Profiles

Vendor RiskOpen Requisitions/Purchase

OrdersVendor Spend

Fact Book and Surveys•Financial Profiles•Survey Data

KSU Financial Data Mart

Financial Monitoring, Reporting and Analytics

Requirements LimitationsStatic reports

Difficult to understand

Cumbersome to print and perform analysis

No analytical tools

Inability to customize to meet needs

Fiscal responsibility, accountability and stability

Communication and Transparency

Accurate projections

Monitor fund balances, debt ratio, and cash flows

Reports to Dept Mgrs.

Financial Monitoring, Reporting and Analytics

SAS® Solution:

• Financial reporting at summary and detail level• Ability to monitor by month or quarter• Sort, filter and rearrange data as desired• Create reports for personal use or to share• Add graphs and charts• Multi year comparisons

Financial Monitoring, Reporting and Analytics

SAS® Solution:• ALLOWS US TO DO THE FOLLOWING:

• Monitor departments budget

• Fund and Division level roll up reporting and

monitoring

• Track fixed costs

• Easily prepare and update projections

• Perform analysis at multiple levels

• Provide report to Department Mgrs/Business

Mgrs

*****Updated Nightly*****

FINANCIAL REPORTING & ANALYTICS DEMO

DISCUSSION/QUESTIONS