BUDGET DIVISION DEPARTMENTAL FINANCIAL SYSTEMS Summary of Major Accomplishments The Departmental Financial Systems department was responsible for three major activities during fiscal year 2004: 1. Development, implementation, and maintenance of the new web-based Departmental Financial Systems (WebDFS) to include Budget Development, Budget Amendment, and Cost Center applications. Continued enhancements to the Budget Amendment and Personnel application. Campus use of this application has increased steadily, and nearly 80% of fiscal year 2004 documents were prepared using this system. Released Budget Development for campus wide use in March 2004. Almost three-fourths of campus departments submitted their FY 2005 budgets with this web-based system. Developed the capability for departmental web-based Budget Development applications to link to the WebDFS Budget Development system. Continued work on developing the capability to electronically submit Budget Amendment and Personnel Report documents through WebDFS. This capability will be available to select campus departments in July 2004. 2. Development and maintenance of a web-based reporting system (ARROW Administrative Report Retrieval Over the Web) Modified ARROW reports at the request of users Added statistics tracking capability to get a more accurate measure of campus usage 3. Training and end-user support for each of these systems (WebDFS, ARROW) 2,137 support calls were processed through our telephone support line, for an increase of 27% from the previous year. Eighteen training classes were held at Training & Development, for a total of 45 formal training hours offered and 317 employees who received training C-56
Training materials were modified to provide more in-depth coverage of topics and to incorporate recently added features from our applications Increased the amount of support materials available from our departmental web sites including an online Knowledge Base that users can search. Summary of FY 2004-05 Goals Implement electronic approval of Budget Amendment and Personnel forms for the majority of campus users Continue enhancements to the web-based Budget Amendment and Budget Development applications Work with AIS staff on the capability of updating mainframe Budget and Payroll/Personnel systems from electronically approved Budget Amendment and Personnel data Work with a collaborative group of campus IT individuals to develop best practices for developing secure applications Continue to explore ways in which recently created applications can be re-used to reduce the costs of developing new systems, thereby improving return on investment. Develop additional instructional and support materials for WebDFS applications
APPENDIX A: Current Users of WebDFS A&S - Dean's Office Accounting Department Accounting Division Administrative Services Admissions Office Ag & Applied Econ-Athens Ag Dean & Directors Office Ag Alumni Ag Lead Educ & Comm (ALEC) Agricultural & Applied Economics Air Force ROTC Alumni Relations Animal Science CES Animal Science Research - Athens Animal Science Research - Tifton Anthropology Art Art Studies Abroad Army ROTC Arts & Science - Special Programs Assistant Dean s Office - Ag Associate Dean for Extension Associate Dan s Office Academic Affairs Associate Dean s Office Research Attapulgus Research Farm Auxiliary Services Bamboo Farm - CES Banking & Trust Department Biochemistry & Molecular Biology Bio & Ag Engineering-Athens Bio & Ag Engineering-Griffin Bio & Ag Engineering-Tifton Biological Sciences Bolton Cafeteria Budget Division Business Outreach Services CAES-Office Information Technology CAES-Business Office-Athens CAES-Business Office-Griffin CAES-Business Office-Tifton Campus Transit System Career Center Cellular Biology Center for Computational Quantum Chemistry Center for Food Safety - Georgia Center for Tropical & Emerging Global Diseases Central District - CES Central Duplicating Central Foods Storage Central Office Supply Central Research Stores Chemistry Classics College of Family & Consumer Sciences Comparative Literature Complex Carbohydrate Center Computer Science Continuing Ed - GA Center Continuing Legal Education Crop & Soil Sciences-AGTEC Crop & Soil Sciences-Athens Crop & Soil Sciences-Griffin Crop & Soil Sciences-Tifton Dance Dean of Students Departmental Financial Systems Direct Purchases and Expense Distance Learning Drama and Theatre East District - CES Economics ECT-Education, Communication & Technology Education Dean s Office Electron Microscope Laboratory Employee Benefits Employment Compensation & Records Engineering English Entomology Athens Entomology Griffin Entomology Tifton Environmental Safety Division Equipment Tech. & Construction Trust Fund Experimental Statistics Ext. Family & Consumer Science Facilities Planning Office Fanning Institute
Field Research Services Food Administration Food Processing Iniative Food Science & Technology Genetics Geography Geology Georgia Review Germanic & Slavic Lang. Gerontology Government Relations Graduate Admission Gwinnett Center History Honors Program Horticulture Research - Athens Horticulture Research - Griffin Horticulture Research - Tifton Human Resources Information Systems Scheduling Information Technology Outreach Services (ITOS) Legal Studies and Real Estate Institute of Ecology Research Institute of Higher Education International Agriculture International Affairs-SPIA J M Tull School of Accounting Law School Library Learning Disabilities Center Linguistics Management Management Information Systems Marketing and Distribution Mathematics Microbiology North Campus Parking Deck North District CES Northwest Research & Education Center Office Machine Maintenance Service Office of International Affairs/Education Office of Communications Office of Disability Services Office of Human Resources Office of Information Technology Oglethorpe Dining Hall Parking Services Pesticide & Hazardous Waste Lab Philosophy Physical Plant Physics & Astronomy Plant Biology Plant Genetic Research-Griffin Plant Pathology Research Political Science President s House-Housekeepers Procurement Psychology Public Administration & Policy Public Affairs Registrar's Office Religion Research Information Coastal Romance Languages Rural Development Center School of Health & Human Performance School of Professional Studies School of Public & International Affairs School of Environmental Design School of Law School of Marine Programs School of Social Work Snelling Hall Sociology South District - CES Southeast Research & Education Center Southwest Research & Education Center Speech Communication Sr. VP Office Academic Affairs Sr. VP Office for Business & Finance Statistics Student Activities Student Activities Programs Student Financial Aid Student Learning Center Coffee Shop Terry College Dean s Office Textiles-Merchandise-Interiors Training & Development Department UGA Police Department UCNS University Affiliated Program University Bookstore University Golf Course
University Health Service Vice President for Instruction VP Office for Student Affairs VP Public Services & Outreach & Associate Provost West District - CES Women's Studies 4-H and Youth - CES
APPENDIX B: ARROW Reports Budget and Expenditure Totals by Summary Object Code Budgetary Status - BE001 Budgetary Summary - BE002 Budget/Expense Comparison - BE003 Department Detail - BE004 Department Summary - BE005 Department Summary for Restricted Accounts - BE005 Expenses by Object - BE006 - Bar Chart Yearly Expense Summary by Month - BE007 Budgeted Positions Personal Services by Account - PS001 Personal Services Detail - PS002 Positions with Supplements - PS003 Contracts & Grants Contracts & Grants Awards - CG001 Contracts & Grants Awards, Revisions, Rejections-CG002 Cost Sharing Summary - CG003 Detail Expenditures Account Status Detail - DE001 Account Status Detail for Restricted Accounts - DE001 Accounting Transactions By Transaction Date DE010 Department Detail Using Accounting Info. DE004 Detail Object Summary by Account DE005 Detail Object Summary by Department DE006 Encumbrance Detail Report DE008 Overhead Analysis by Department DE007 Revenue/Expense Transactions by Object - DE002 Revenue/Expense Transactions by Period - DE003 General Information Account Descriptions - GI001 Departments by Name - GI002 Departments by Number - GI003 Objects by Code - GI004 Objects by Name - GI005 Organizational Structure - GI006 Short Title Descriptions - GI007 Vendor List - GI008 Payroll Information Employer Payroll Benefits Contributions - PY002 Payroll Account Summary - PY001 Salary Analysis Salaries by Category - SA001 - Detail report with 4 Bar Charts Salaries by Range - SA002 - Pie Chart Trust Fund Accounting Benefiting Departments - TF001 Current Summary Report - TF003 Monthly Summary Report TF004 Spending Limit - TF002 Employee Information Employee List by EEO Code - EM001 Equipment Inventory Equipment Inventory List by Account - EQ001 Equipment Inventory List by Building - EQ002 Equipment Inventory List by Department - EQ003 Equipment Inventory List by Location - EQ004
DEPARTMENTAL FINANCIAL SYSTEMS Associate Vice President & Budget Director DFS Interim Department Manager Information Analyst II II Information Analyst I Programmer III Programmer III Computer Services Specialist IV