Office of Student Life Fiscal Service Center Key Performance Indicators

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1 As of December 31, 2010 STATUS Total Service Center Staffing Improved YELLOW (As of 12/31/10) Team Plan Filled Vacant % Filled Admin % Records % Accounting % Procurement % Controls ^ % Total % ^ Impact: Reconciliation team is not currently able to "keep up" with reconciliations and unable to provide the desired level of controls monitoring & unit support. Staff Changes for FY Quarter: Team Accounting Procurement Controls Change Description Payroll Technician position approved and vacant. Previous two vacancies filled. One staff member left OSU for a position at Huntington National Bank which more than doubled his OSU pay. Student Employees by Team: Team Number Qtr Change Records 3 0 Accounting 2 0 Procurement 2 0 Controls Required Training Status by Team # Classes Team # Staff Required Completed % Filled Admin % Records % Accounting Accountants % Depositors % Payroll % Total % Procurement Accts Payable % Buyers % Total % Internal Controls % Total Svc Ctr % GREEN 4

2 Purchase Transactions: Increased 6% FY increase in purchase transactions comparing Jul Dec FY10 to Jul Dec FY11 FY10 FY11 Chg % Chg Purchase Orders 2,344 1, % Requisitions 1,394 1, % Pcard 1,823 2, % Total 5,561 5, % Invoices/Vouchers Increased 26% FY increase in the volume of invoices/vouchers processed by the service center for payment of vendors, refunds, and reimbursements FY10 thru FY11 thru Dec Dec Chg % Chg Vouchers 24,536 30,684 6, % Journal Entry Lines Increased 27% FY increase in the volume of journal entry lines for Student Life. FY10 thru FY11 thru Dec Dec Chg % Chg Journal Lines 114, ,297 31, % Cash Deposits Unknown There is currently insufficient information to know if the number of cash deposits is on line with prior years as the deposit center was established in February # Bags Average Bags per Business Day FY2010 FY2011 Change FY2010 FY2011 Change July 0 1,081 1, Aug 0 1,336 1, Sep 0 1,811 1, Oct 0 3,744 3, Nov 0 3,504 3, Dec 0 1,925 1, Jan Feb 1, , Mar 1, , Apr 3, , May 3, , Jun 2, , Total 13,489 13, Purchasing Complexity Increased The average number of purchase order lines is continuing to increase, reflecting a continuing increase in purchase order complexity. The overall number of purchase orders has decreased, and the average number of purchase order lines has increased, reflecting greater purchasing efficiencies through purchase order consolidations. 5

3 Document Scanning Increased # Fiscal # Fiscal Documents Documents Scanned Scanned as of as of Document Type 10/8/2010 1/3/2011 Change Journals 1,534 2,681 1,147 Reimbursements Travel Utilities Invoices 1,714 3,016 1,302 Vendor Food Invoices 6,763 16,383 9,620 Vendor NonFood Invoices 7,648 12,946 5,298 Others Total 17,883 36,064 18,181 Note: Continuing to implement document management system Purchasing Timeliness Improved Goal Consistently 3 days or less for Svc Ctr YELLOW The below chart identifies the monthly standard erequest (for requisitions and purchase orders) processing days by month. The number of days is overstated in that if a unit approved an erequest and the service center completed the request that day, the number of days would reflect 2 days, instead of one. This is because of the calculation used. Also, for July and August, the numbers do not reflect over 800 blanket purchase orders that were processed by the service center that were not included in erequests. 6

4 Purchasing Backlog Improving GREEN As of As of 10/8/ /31/2010 Fiscal Year to Date # Standard erequests Received for FY 1,819 3,223 # At Units for Add'l Information 7 18 # In Process at Service Center 0 14 # Pending Completion at Service Center Total Pending Completion at Svc Ctr # erequests Received during Week Percent Svc Ctr Complete 98.2% 98.6% A key factor for pending completions is the volume of erequests received just prior to the measurement. In Process Waiting for Service Center Sr. Buyers to review transaction and assigned to service center staff for processing Pending Completion Assigned service center staff are working on the purchase order/requisition Reimbursement Backlog Improving GREEN As of As of Fiscal Year to Date 10/8/ /31/2010 # Standard erequests Received for FY # At Units for Add'l Information # In Process at Service Center 0 0 # Pending Completion at Service Center 0 0 Total Pending Completion at Svc Ctr 0 0 # erequests Received during Week 8 10 Percent Svc Ctr Complete 100.0% 100.0% FSS Operating Budget to Actual Expenses Green As of 12/31/2010 FY Budget to YTD BTD YTD Actual ORG Budget Date Actual Difference FSS Total $ 3,017, $ 1,487, $ 1,249, $ 237, * Excludes Student Life's central G&A cost Distributions that are tracked under Accounting General Ledger Reconciliations YELLOW Most Recent Month Fully Completed: Est % Complete for Preceeding Month (see Controls Monitoring worksheet for details) August 60% 7

5 Reconciliation Findings/Results % Accurate & Compliant Selected transactions are reviewed for accuracy and compliance to policies & procedures. 53.8% YELLOW Beginning Month Jan 10 Apr 10 Jul 10 Oct 10 to to to to to Ending Month Mar 10 Jun 10 Sep 10 Nov 10 Total GL Transactions 61,385 84,628 72,432 57,054 GL Samples Reviewed 1,131 1,137 1, % Accurate & Compliant Transactions % Green 38.5% 38.5% 76.9% 53.8% % Yellow 38.5% 53.8% 15.4% 38.5% % Red 23.1% 7.7% 7.7% 7.7% Total Color Status Criteria is based on the current total % Green (see Controls Monitoring worksheet >= 90% = Green for details of primary issues/concerns) >= 50% and <90% = Yellow <50% = Red University Reviews/Audit Results GREEN University Procurement/Payroll Certification Review Completed July 2010 FY09 FY10 Procurement/Travel Card Red Green Blanket Pos Red Green Travel Green Green Payroll Certification Yellow Green Overall N/A Green FSS Minority Business/EDGE Percent Status Criteria established by B&F 14.30% GREEN Business Continuity Plan Status Criteria established by B&F Date Last Site Emergency Plan (SEM) Updated 11/11/2009 > 1 yr Tested 10/28/2009 > 1 yr Business Continuity Plan (BCP) Updated 11/11/2009 > 1 yr Tested 10/28/2009 > 1 yr Comments: No backup location has been identified Plans need to be fully updated with new service center staff and processes New staff needs to be trained on the SEM & BCP procedures Plans need to be tested + Processes are identified & documented RED 8

6 Expenditure Policy Exceptions Identified < 3% Expenditure GREEN Travel Policy Exceptions Identified < 5% Travel GREEN FYTD Exception Color Criteria # Transactions Exceptions Percent Green Yellow Red Purchases/Expenditures 5, % < =3% >3%&< =5% >5% Travel % < =5% >5%&< =10% >10% 9

7 Draft erequest Average Standard Requisition/Purchase Order Processing Days by VP/Dean Areas Most Recent Month Draft As of 12/31/2011 Fiscal Year 2011 The below chart was created by Fiscal Support Services to compare various University erequest processing timeframes by VP/Dean. We were unable to split out the "additional information" days for the other University operations, therefore the total additional information days for Student Life is reflected in the service center days. Average days is based on the day/month for which the operations completed the erequest transactions. The number of days is overstated as a result of the calculation method. The number under the VP area (below) is the number of standard requisition/purchase order erequests transactions completed for the month. Not all operations are fully using erequests at this time. 10 Source: ereports Data

8 Draft erequest Average Standard Requisition/Purchase Order Processing Days by DNode For Most Recent Month Draft As of 12/31/2011 Fiscal Year 2011 The number to the left of the DNode is the number of standard requisition/purchase order erequests transactions completed for the month. One transaction for Student Life Research & Assessment was excluded because it was placed "on hold" for 93 days, therefore distorting the chart. 11 Source: ereports Data