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University of Tennessee Finance Business Blueprint

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Agenda
Business Blueprint Executive Summary
Goal of Business Blueprint Tools Used Enterprise Structure Module Overview Business Fit Issues / Gaps Change Management / Training Concerns Authorizations

Business Blueprint Analysis


Goals
Determine UTs business process requirements Achieve a common understanding of how UT intends to run its business within the framework of SAP R/3 Deliver a record of results gathered

Move into the next phase with enough information to complete baseline configuration
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Business Blueprint Analysis


Tools
Business Process Questions (by process)
Standard questions regarding UTs organizational structure, processes and business needs

Detailed Workshops
Meetings with key users to discuss business processes and business needs

Customer Input Templates


high level summary of Processes

Business Process Transaction


Business Process Master List (BPML)

Business Blueprint Analysis


Activities
Business Blueprint Workshops Detail Requirement Workshops Preparation of Business Blueprint Deliverables
Creation and review of all Q&A questionnaire Creation and review of CI Templates Creation and review of BPMLs Creation and review of RICES Update issue log (which includes the major gaps).

Financial Accounting
Enterprise Structure General Ledger
Chart of Accts UT
A ssets Liabilities Company Code UT Fund Balances Revenues
Expenditures

Financial Accounting
Enterprise Structure - Controlling
Company Code UT
Functional Area Instruction

Cost Center E011024001

Profit Center L011002401 Chemistry

Fund E011024001

Business Area Cur Unrest E&G Knoxville

Fund Center U011002401 Chemistry

Financial Accounting
Enterprise Structure Project Systems
Company Code UT
Functional Area Research

WBS Element B01001024

Profit Center L011002401 Chemistry

Fund B01001024 WBS Element R011024010 Fund R011024010 Business Area Cur Rest E&G Knoxville

Fund Center U011002401 Chemistry

Financial Accounting
Enterprise Structure Procurement
Company code Univ of Tennessee UT

Purch. Organization

Central Purch.Org. UT

Plant

Knoxville K

Chattanooga C

Martin M

Memphis H

UTSITullahoma T Depart... T001

Storage location

Depart. K001...

Depart... C001...

Depart... M001...

Depart... H001

General Ledger
Chart of Accounts includes general ledger accounts, the equivalent of object codes (expenditures, revenues, assets, liabilities, and fund balances) Posting of journal entries to the General Ledger (direct and through automatic account assignment from other modules) Direct postings journal entry (JV, TV, etc.) Automatic account assignments payroll postings 10

Special Purpose Ledger


Balance Sheet and Revenue and Expenditure Reporting by Fund Automatic cash offset posting Internal reporting by fund Balance Sheet and Revenue and Expenditure Reporting by Fund Group and Budget entity For monthly Treasurers Report For external financial statements

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Asset Management
Supports tracking and management of fixed assets (equipment, buildings and land) Leased and owned equipment Sensitive item tracking Integration with MM to benefit from automatic capitalization at time of goods/invoice receipt UT will have new functionality to meet GASB requirements to depreciate their assets July 2001

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Cash Management
Cash management manages UTs short term cash flow and Bank Ledger accounting Evaluate UT cash position Lockbox cash receipts Bank statement input and bank reconciliation Deposit handling and Cashed Check reconciliation Monitor cash inflows and outflows to ensure on optimum amount of liquidity to meet required payments

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Controlling
Provides collection of costs for unrestricted accounts Cost Centers UT E & I accounts Profit Centers - UT departments Cost/Revenue Elements expenditure and revenue codes Departmental Planning for cost centers plan vs actual analysis

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Funds Management
Provides monitoring and control of budgets for both state and local appropriations as well as sponsored programs Commitment items UT object codes Funds centers UT organizational units Funds UT accounts Budgeting at the fund level Funds availability control at the fund level

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Project Systems
Project accounting (revenue and expenses) for UT restricted funds Planning (dates, costs at the cost element level) Overhead calculation (F&A) Integration with FM (wbs element link to funds), AM (plant funds will require AuCs) and SD (sponsor billing)

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Accounts Payable
Single vendor master database ownership by A/P dept purchasing view updated by purchasing dept Invoice processing Processing of purchase order invoices via Logistics Invoice Verification (LIV) On-line 3 way matching of invoice/PO/goods receipt Processing of direct vouchers without purchase order Automatic and manual payment process Manages payments based on frequency of payment runs & payment terms specified in the vendor master record or invoice Integration with Travel Management

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Sales and Distribution


Supports billing of sponsor reimbursable funds Cost reimbursable (resource related billing) Schedule billing (example $15,000 each month) Item billing (example trial testing) Letter of credit (draw down) Retainage

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Accounts Receivable
Single customer master database of sponsored projects shared with Sales and Distribution Invoice processing for sponsored projects Integration with Sales and Distribution billing Supports accounting for manual billing Application of incoming payments for sponsored projects Supports dunning for sponsored projects

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Travel Management
Employee and Guest Travel Travel Authorizations Travel Advances Entry and Approval of Trip Facts Travel Expense Accounting posting to GL Reimbursement through Accounts Payable Incorporates University fiscal policy

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Purchasing
Requisitions Electronic transmission of document to purchasing (eliminates paper document) Electronic approval process Ability of department to review existing university contracts on-line in determining requisition source Assignment of asset at point of requisition

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Purchasing
Source Lists Identify and suggest potential sources based on contracts Identify potential sources for bid lists Ability to identify sources based on info records and flexible search parameters Information contained in central data base accessible to all campus purchasing departments

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Purchasing
Request for Quotation Generation of bidder list based on information records maintained in SAP such as NIGP codes, recent purchases, etc. Flexibility in evaluation of quotes received - line item vs totals Departments can evaluate on-line vs. sending hard copy for review

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Purchasing
Purchase Orders Identify and suggest potential sources based on contracts Identify potential sources for bid lists Ability to identify sources based on info records and flexible search parameters Information contained in central data base accessible to all campus purchasing departments

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Purchasing
Contracts Available for review and maintenance on-line Ability to release order directly against contract without requisition Better accountability of funds spent against contract Flexible agreement types (i.e. outline, blanket, etc.) Ability to review all campus contracts across UT

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Purchasing Matrix
Volume/Value Annual activity Doc. Type /Method Req . Request for Quotation ($2,000><10,000) Optional >$10,000 Required N/A N/A Purchase Orders Funds Avail. Checking Goods Receipt A/P-or Department Low/Low High/Low or High $3M Note P-Card OutlineValue (WK) N/A N/A N/A Release Orders (NB) Blanket (FO) Yes N/A N/A Yes N/A Yes Accts. Payable Depts.

High/Low

Note

OutlineValue (WK) Purchase Order (NB) NonPurchase Order

N/A

N/A

N/A

N/A

Accts. Payable

Low/High (incl. Assets) High/Low

Note $100M

Yes N/A

Yes N/A

Yes N/A

Yes N/A

Department Department

Personal Services

Purchase Order or External Order


Purchase Order or External Order Out of Scope

Yes

Yes

Yes

N/A

Accts. Payable

Facilities / Construction

Library-Books InsuranceContracts Utilities T-Club

Out of Scope

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Financial Accounting
Business Fit
In Scope
Financial Accounting General Ledger Special Purpose Ledger Asset Management Cash Management Controlling Funds Management Project Systems Accounts Payable Materials Management Purchasing Sales and Distribution Billing for sponsored projects Accounts Receivable A/R for sponsored projects Travel Management Travel Expenses

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Financial Accounting
Business Fit
Out of Scope
Inventory Management Real Estate Management (Facilities) Investment Management Internal Orders PS Networks (scheduling, resources, tasks, etc) General Accounts Receivable (only sponsored receivables in scope) Purchasing Material Master Purchasing B-to-B Functionality (in RFP) Archiving

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Financial Accounting
Issues
Import of Procurement card transactions into R/3 (Issue 8 functionality deficit) Funds availability checking (Issue 33 process design) Creation of external reports such as CFDA, IPEDs, etc (Issue 68 functionality deficit) Data-level security for Finance (Issue 74 process design) Support for cost sharing transactions in R/3 (Issue 106 process design and functionality deficit) Research and determine FAX software to acquire (Issue 113 - ) Ability to track source of recoveries of payroll costs (Issue 118, 119 process design) Scope of University procurement processes (Issue 133 project scope)

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Financial Accounting
Issues (cont.)
Effort Certification processing (Issue 137, 155 functionality deficit and process design) Financial/technical/equipment reporting to Grant sponsors (Issue 157 functionality deficit) Budget transfers for mass salary changes (Issue 162 functionality deficit) What will be the commitment item group standard for unrestricted accounts (Issue 166 process design) Revenue recognition for restricted projects (Issue 178 process design) Accrued annual leave (Issue 186 process design) Salary transfer vouchers (STV) (Issue 187 process design)

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Financial Accounting
Change Management Concerns
Terminology Decentralization of Accounts Payable functions Goods receipt (in some situations) Departmental requisitioning online Travel request and reimbursement decentralized Budgets and planning Departmental entry of service contracts Departmental entry of assets for equipment Workflow Cash management for cash receipts
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Financial Accounting
Authorizations
There will be user authorizations at the following levels: By fund/fund center/commitment item By transaction

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