SHARE

Statewide Human Resources, Accounting, and Management REporting System

Cash Management Business Process Analysis Questionnaire

PeopleSoft Implementation Project

for the

State of New Mexico

June 2005

State of New Mexico Cash Management Business Process Analysis Questionnaire

TABLE OF CONTENTS CASH MANAGEMENT BUSINESS PROCESS ANALYSIS QUESTIONNAIRE ................................ 1

QUESTION AND ANSWERS ............................................................................................................................ 1 Transaction and Database Volumes ..................................................................................................... 1 Cash Management Organization ........................................................................................................... 2 Cash / Treasury Processing Procedures............................................................................................... 2 Data Conversions and Interfaces .......................................................................................................... 3 Reports and Inquiries............................................................................................................................. 3

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State of New Mexico Cash Management Business Process Analysis Questionnaire

C A

A S H M A N A G E M E N T B U S I N E S S N A L Y S I S Q U E S T I O N N A I R E

R O C E S S

If your agency is currently using an internal accounting system, please answer the following questions based on your internal system and not CAS (Central Accounting System). If a question does not apply to your agency, mark that question as N/A (Not Applicable). If you cant answer a question until conducting further research, mark that question as N/R (Needs Research).

The completed questionnaire is due back to the SHARE Project Team by June 17, 2005. Email the completed questionnaire to: ericcochran@maximus.com
Agency Name and Code # Responding Contact Responding Phone Number Current Accounting System of Record

Question and Answers

Transaction and Database Volumes
1. How many bank accounts does your Agency have? Please provide a list showing the bank name, address, bank routing number, bank account number, types of transactions flowing through the account, etc.

2. What is each account used for and are funds transferred to the State Treasurers Office? If yes, how often are funds transferred to STO?

ANSWER QUESTIONS #3 #7 FOR ALL BANK ACCOUNTS LISTED IN QUESTION #1 3. Approximately how many transactions does your agency process monthly?

4. How many different types of payments does your agency receive and how frequently is each type of payment received? (Cash, check, credit card, etc.)

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State of New Mexico Cash Management Business Process Analysis Questionnaire

5. How does your agency receive payments? What is the volume of transactions processed on a daily / weekly / yearly basis for each method? (Internet, walkup counter, mail, etc.)

6. Does your agency use a lockbox? If yes, please detail the types of transactions received at the lockbox.

7. What is your agencys frequency and number of feeds, imports, interfaces or lockbox transactions?

Cash Management Organization

1. Describe or explain your agencys current cash management organization structure?

2. Describe in detail the process flow for each transaction type identified in question #1 above.

Cash / Treasury Processing Procedures

1. How does your agency handle returned checks?

2. How often does your agency reconcile its bank accounts? How is the reconciliation conducted (manually, auto recon, etc)?

3. How often does your agency receive its bank statements?

4. Does your agency receive its bank statements electronically?

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State of New Mexico Cash Management Business Process Analysis Questionnaire

5. What types of bank fees does your agency incur?

6. Does your agency transfer funds between banks? If yes, describe the process?

7. Explain any instances where your agency makes cash entries directly to the General Ledger. (i.e. Cash Receipts or non-Accounts Receivable cash)

8. Does your agency allow internal netting of outstanding Accounts Payable and outstanding Accounts Receivable items?

Data Conversions and Interfaces

1. Do any outside systems affect the cash position of your agencys bank account? If yes, provide an explanation.

Reports and Inquiries

1. What asset related reports does your agency produce?

2. Please provide a sample of each report and indicate how frequently your agency produces it.

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State of New Mexico Cash Management Business Process Analysis Questionnaire

The above Business Process Analysis Questionnaire has been reviewed and approved by the respective module leads.

Approved By: Joe Luna, New Mexico SHARE Cash Management Lead

Date:

Approved By: Victor Vigil, New Mexico SHARE Cash Management Lead

Date:

Approved By: Darold Beuscher, MAXIMUS Cash Management Lead

Date:

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