FINANCIAL MANAGEMENT MEETING
February 7, 2006 9:30 - 10:30 AM
The Pyle Center
Welcome and Introductions
With DOA’s cancellation of the contracts with Orbitz for Business and Adelman Travel, there is no contract for a traditional
Travel Agency or an online Travel Agency. There is a contract for Group Travel Abroad (8 or more people traveling from the
same location on international travel) with STA.
The State Department of Revenue has determined that Orbitz has not remitted taxes based on business conducted in the State of
Wisconsin. In accordance with their statutory authority, they have directed State Agencies to cease conducting business with
Orbitz. Please pass this along to your travelers who may be using a University Procurement Card for travel or a Travel Card.
They should not be using Orbitz with those cards. This is directed to use of Orbitz where the University would be paying
Orbitz directly through cash or a University Procurement Card payment.
Purchasing Card Updates
A pilot project was conducted for the new Purchasing Card program from US Bank, which will replace PVSNet. The results
are to be presented to the Department of Administration (DOA) February 7, 2006. We will need to wait for directions. You
will be notified of updates.
Automated Travel System (ATS)
A team is working on the development of the ATS. The intention is to purchase the PeopleSoft Expense Reporting module.
There is a functional team and a technical team for the project. The target is for a Fall, 2006 implementation.
Shared Financial Updates
The Legacy Accounting to Shared Financial System Transition (LAST) project came out of the Project/Grants project. Huron
Consulting will look into what projects will need to be completed for implementation. A Research and Sponsored Program
(RSP) contract has been amended to include 10 weeks of Huron Consulting for Accounting Services, to see what projects need
to happen parallel to the Project/Grant implementation.
We are looking at how to move off of Legacy completely. This would be an advantage to us internally and for campus. A
Steering Committee was developed, which consists of: Don Miner (Business Services), Dwan Schuck (UW System), Al
Benzschawel (Accounting Services), Diane Mann (DoIT), Tim Norris (Budget), Bob Dye (Engineering), Ken Mount (Medical
School), Steve Hahn (Graduate School), Mark Sweet (Graduate School), Hua Ramer (Accounting Services), Todd Friske
(DoIT), Doug Tilghman (Huron Consulting) and Joy Walton (Huron Consulting). The project sponsors are Al Benzschawel
and Diane Mann.
Another committee of lead people (Hua Ramer and Todd Friske) will work with the consultants directly in orchestrating this
project. They will bring in experts internally, from other parts of campus and also other campuses in the System. We have
already worked with UW Extension and UW Milwaukee. There have been meetings with Auxiliaries. UW System was
brought in to talk about the interface that has to take place with DOA. A committee that will be reported to is the
Administrative Advisory Committee. Work will be with the internal Procurement Cycle Committee and RSP.
Our Strategic Planning Committee, representing the six of the largest divisions on campus, in involved. Internally we have the
Shared Financial System (SFS) team involved. Some projects are running concurrently and have started already. Accounting
Services is working with Purchasing Services on the APPO process to move it forward. The next time we meet there will be a
layout of what functions we are looking at moving and the time periods. The Grants implementation may be over a two year
period of time.
We are also working on the Flat Rate Fee Remission for Research Assistants (RA), Program Assistants (PA) and Teaching
Assistants (TA), and people in the research area. The amount covered in the past is not enough and separate funds have been
needed. A committee is looking into a solution by the end of this calendar year, to be implemented the beginning of next year.
Increases in Monitor Disposal Fee from Dept. of Corrections
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As of January 1, 2006, the Department of Corrections increased the fees for computer monitor disposal to $10.00 each. We are
looking at ways to make it less harmful to us by selling computers/monitors and considering doing our own contract for
disposal. The Department of Corrections uses prisoners to take the monitors apart. The broken down parts are disposed of in
an environmentally safe manner. Purchasing Services will continue to look for ways to save money on monitor disposal and
make sure it is done domestically and in an environmentally safe way.
Removal of Corporate Express from the MDS Storefront
Corporate Express has been replaced by Office Depot on the Storefront as of February 1, 2006. You will notice that the prices
of Office Depot are much better.
Update on Mandatory State Contracts
There are Mandatory State Contracts for the following items: copiers, janitorial supplies, and printers. There have been some
problems with the IT Services contract due to hourly rates not really working in a “project environment. With Peripherals
Contract there has been confusion on the breadth and scope of it. Keep track of any problems and give feedback. Don’t pay
more for a product. There is also a mandatory contract for Shrink Wrap Software with a list of supply sources. DoIT still is an
allowable source for software purchases.
New Contracts being worked on will include furniture and professional services. There are some conflicting state programs for
furniture. Continue to use the current State Contracts. Go to Badger State Industries as you have always done for panel
products. Another new category is Professional Services. These are used for Strategic Planning (i.e. Huron Consulting) and
for Auditing Services as well as other professional services. We are trying to ensure the contracts are covering our needs and
are user friendly.
Work is continuing on a new Maintenance, Repair and Operational (MRO) Supplies Contract. It includes: plumbing
equipment, power tools and electrical supplies. The Food Service and disposable food service products contracts are moving
forward. If you feel that any of the contracts don’t work for you, contact Mike Hardiman.
Another project is the Integrated Business Information Systems (IBIS), the State ERP system. They are looking at it as an
enterprise system at the State level. Purchasing is the first module to implement. While UW campuses are expected to
participate, we anticipate that will mean only sharing data and not a platform.
There are 12 people working in a Focus Group on two projects. The first is regarding self service of the Materials Distribution
Services (MDS) accounts and how you can manage your profile. A concern is managing security. The second group is
working on access to data and what kind of data people are looking for. The information will be brought back to the Financial
Management Meeting, and then the group will study what can be done.
Problems with Duplicated Requisitions - External Requisitions Number Use
In keeping with state record retention rules, the main computer system that generates and maintains the purchase orders for
campus retains full electronic transaction detail for five years. In the past it has only maintained data for three years, this
change occurred a few years ago but even today can cause problems for some departments.
External Requisition numbers are unique and individual to each transaction. In the current computer system the requisition
number eventually becomes the first part of the final purchase order number (the second part being the vendor number). The
computer system will not allow one requisition number to be used twice within any given five year period.
If your department is one that has historically uses a large block of external requisition numbers assigned to it (perhaps from
your dean’s office), and you’ve historically recycled these numbers, we need you to be sure you allow five years to elapse
before reusing the number sequence, otherwise you’ll be generating duplicate requisition numbers which can’t be processed.
The 3270 system will allow someone to encumber a requisition number that is as little as one year old, so there are no controls
in place in 3270 to prevent you from encumbering a duplicate requisition. It could take 10-14 days for the duplicate problem to
appear on our end, based on all the intermediary steps the requisition takes in its journey to Purchasing Services.
Typically when we see this occur, it flares up fast and is a major problem as EVERY requisition generated by a department
comes to a grinding halt, and there isn’t anything we can do on our end to “sneak” them through. By this point, lots of time and
energy has been invested in processing the requisition, and it is a real problem for anyone in the pipeline to go back and do the
work all over again with a new valid requisition number.
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The internal process control point for blocks of external requisition numbers varies widely across campus, in some cases it is at
the department level, in others the dean’s office, sometimes even in your IT department. You may have no control over this
situation except to be aware that the situation exists, and would most likely appear when you are assigned a new block of
If you typically get your requisition number blocks via the Requisition Generator System located within My UW you will not
experience this problem. Please note you shouldn’t begin using the Requisition Generator System as a result of reading this
article, as any change of that nature should be approved by the appropriate person in your dean’s office.
If you have any questions please contact Mike Matschull or Hartley Murray at 262-4562.
Wrap Up and Topics for the April 11, 2006 meeting.
Cash Management Updates – Sharon Hughes
Adjourned at 10:30 AM
The 2006 Financial Management Meetings will be from 9:30 AM to 11:30 AM on the dates listed below. Locations are
confirmed as shown. Please check the digital kiosk in the lobby of The Pyle Center for the room location or Today In The
Union for the Union South room location the morning of the meeting.
April 11, 2006 - Union South
June 13, 2006 - The Pyle Center
August 8, 2006 - The Pyle Center
October 10, 2006 – Union South
December 12, 2006 -The Pyle Center
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