As of December 31, 2010 STATUS Total Service Center Staffing Improved YELLOW (As of 12/31/10) Team Plan Filled Vacant % Filled Admin 1 1 0 100.0% Records 1 1 0 100.0% Accounting 17 16 1 94.1% Procurement 12 12 0 100.0% Controls ^ 7 4 3 57.1% Total 38 34 4 89.5% ^ 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 3 0 10 0 Required Training Status by Team # Classes Team # Staff Required Completed % Filled Admin 1 13 13 100.0% Records 1 7 7 100.0% Accounting Accountants 9 135 134 99.3% Depositors 3 22 22 100.0% Payroll 4 64 62 96.9% Total 16 221 218 98.6% Procurement Accts Payable 3 24 24 100.0% Buyers 9 134 126 94.0% Total 12 158 150 94.9% Internal Controls 4 49 49 100.0% Total Svc Ctr 34 448 437 97.5% GREEN 4
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 1,844 500 21.3% Requisitions 1,394 1,824 430 30.8% Pcard 1,823 2,220 397 21.8% Total 5,561 5,888 327 5.9% 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 6,148 25.1% 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 114,068 145,297 31,229 27.4% 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 2010. # Bags Average Bags per Business Day FY2010 FY2011 Change FY2010 FY2011 Change July 0 1,081 1,081 0 51 51 Aug 0 1,336 1,336 0 61 61 Sep 0 1,811 1,811 0 82 82 Oct 0 3,744 3,744 0 178 178 Nov 0 3,504 3,504 0 175 175 Dec 0 1,925 1,925 0 96 96 Jan 0 0 0 0 0 0 Feb 1,791 0 1,791 90 0 90 Mar 1,496 0 1,496 65 0 65 Apr 3,937 0 3,937 179 0 179 May 3,867 0 3,867 193 0 193 Jun 2,398 0 2,398 109 0 109 Total 13,489 13,401 88 119 106 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
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 114 737 623 Travel 49 184 135 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 61 117 56 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
Purchasing Backlog Improving GREEN As of As of 10/8/2010 12/31/2010 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 32 30 Total Pending Completion at Svc Ctr 32 44 # erequests Received during Week 92 85 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 10/8/2010 12/31/2010 # Standard erequests Received for FY 97 234 # At Units for Add'l Information 19 10 # 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 52253 Budget Date Actual Difference FSS Total $ 3,017,646.00 $ 1,487,573.00 $ 1,249,981.00 $ 237,592.00 * 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
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 1,131 739 % 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
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 5,888 146 2.5% < =3% >3%&< =5% >5% Travel 530 26 4.9% < =5% >5%&< =10% >10% 9
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
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