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Management Status Reports document sample
Document Sample
Business and Financial Services
Fiscal Support Activities
As of May 16, 2005
Possible
# Type of Activity Performance SOLID ABOVE EXCEPTIONAL
Transaction Accuracy, Takes initative to Reviews sampling on a bi- Pro-actively contacts
Sampling, Auditing Timeliness, perform TS monthly; weekly basis; Anticipates and communicates
Functions Initiative Requires little or no transaction recording error and charging parties for data
review from the corrects within the same prior to charge on
Supervisor; Make sure accounting period ledgers to determine
required back-up docs correcting entries prior
are producable. Verify to recording on ledgers
acct codes, indexes and produces time-
correct, that the saving, efficiencies.
1 expenses, are correct;
Prepare adjusting
entries to correct errors,
clean-up accts,
budgets. Enter
appropriate TS codings,
follow-up actions. Make
comments in modules
as needed.
Beginning Year Initiative, Verify that reallocations Perform SOLID functions Assists others in
Budget Allocations Timeliness, from the permanent and within the August accounting allocations; Adjusting
Accuracy, curernt year final period. entries require no
Planning & budgets have fed additional adjustments
Organization properly into the July (all correct);
ledger(s) and process
2
any adjusting entries
(revenue balances, top-
level accts, index) to
corerct items within the
first quarter (Sept
ledgers).
Preparation of Accuracy, Extract EBS data into In communicating finalization Recommend
Financial Reports Communication, Excel and present of financial report(s), provide appropriate course of
(EBS Financial Timeliness information based on contacts a summary, action and provides
Statement with CORE vs SSA formats highlights of issues, areas of solutions. Assist
Projections) on a Quarterly basis. concern. managers with
Update projections and implementing solutions.
review estimated year-
3
end balances for
reasonability.
Communicate
completion of report via
email to LO, and
appropriate budget
contact.
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Business and Financial Services
Fiscal Support Activities
As of May 16, 2005
Possible
# Type of Activity Performance SOLID ABOVE EXCEPTIONAL
Budgetary Savings Job Knowledge, Verify Carry-Forward Update Monthly Budgetary Assists/train others in in
Reporting (Larry) Accuracy, Budgetary Savings, Set Savings Worksheet as the Budgetary Savings
Timeliness up Budgetary Savings approved. Monthly Review process. Exhibits
Worksheet Information, Budgetary Savings Activity. superior knowledge and
Enter/Adjust Budgetary EBS-adjusting entries/Excel expertise in the
Savings Projections in Monthly updates.Suggesting Budgetary Savings
Financials. EBS- ways to improve accuracy. process. Updates
adjusting entries/Excel Send OCBD email update with Budgetary Savings
Quarterly updates. BS amounts for monthly draw- Worksheet as requests
Quarterly update off. Provides are approved, including
Budgetary Savings recommendations to others. notice of amounts to
Worksheet. Quarterly draw-off or adjust.
Review Budgetary
Savings Activity.
4 Requiring minimal
second party review.
Communicate with
OCBD closed and
inactive budget
balances for AVC draw-
off/adjustments.Follow-
up and verify that
requests have been
received and acted
upon correctly. Provide
requested BS draw-off
figures as needed.
Permanent Staffing Timeliness, Initiates the Proactively checks the Staffing lists are
reconciliation and Thoroughness reconcilation process Permanent Staffing list in completed on time and
balancing after receiving memo Financial Link prior to BFS accurately on a
(SANDIE) from BFS Admin. sending the reminder memo. consistent basis with no
Completes the process Keeps the staffing list up to errors. Assists/trains
within the deadline. date and accurate on an other team members in
5 Using Financial Link, ongoing basis. Completes the this area if needed. Is
ensures that all salary reconciling process with no always willing to help
amounts are accurate assistance from others. out.
and the budget amount
matches the total salary
amount. Make all
corrections.
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Business and Financial Services
Fiscal Support Activities
As of May 16, 2005
Possible
# Type of Activity Performance SOLID ABOVE EXCEPTIONAL
Project Costing (Lo) Thoroughness, Working with Independently creates and Participates in the
Job Knowledge, Controller's Office, proposes cost tracking compilation and writing
Cost- establish & maintain process. Initiates cost tracking of budget requests for
Effectiveness unique index number(s) and project costing reports. specific projects.
to track activities. Use Monitors, audits and reports to Independently provides
FinLink to create project project managers, OCBD what-if scenarios that
reports to link all monthly status reports. enables management to
appropriate indexes. Provides assurance that better assess possible
Update module as monies are spent according to issues. Provides
needed. Conduct approved budget guidelines- recommendations for
quarterly reviews of Audit all activities.. Initiates adjustments to
EBS/financials to requests for outstanding estimated and approved
assure reports include allocations. Provides costs/activities/allocatio
all relevant indexes. management with possible ns. Conducts clean-up
Verify that budget issues well in advance of activities as they occur.
allocations match occurance. Provides periodic
6
approved to spend follow-up of said issues to
amounts. Provide assure closure, next steps.
quarterly financial/status Provides speedy, and
reports to designated thorough/accurate follow-up of
project manager and queries/information. Conducts
Budget Director which clean-up activities monthly.
compares
approved/estimated
budget costs to total
project cost activities,
as well as estimated
project activity
balances. Use
transacion sampling for
auditing costs. Conduct
clean-up activities
Projections Planning, quarterly and for of
Quarterly review Projections are accurately Shares ideas with
(SANDIE) Thoroughness, projected activities. reported with no assistance others to help the
Job Knowledge, Completes/adjusts needed from others. Is able to process go more
Innovation projections for accounts independently make decisions, smoothly. Assists other
within your division recommendations to team members. Is able
either through Financial management. to give yearend
Link or downloading the projections whenever
the finlink financial reequested in a timely
statement to excel. manner due to excellent
This may include the planning and job
7
zerout out of FL knowledge. Comes up
completed entries. Use with ways to reduce
your knowledge of your expenses/projections.
division, financial link
etc., to determine which
method would be best.
Make notations on any
questionable entries.
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Business and Financial Services
Fiscal Support Activities
As of May 16, 2005
Possible
# Type of Activity Performance SOLID ABOVE EXCEPTIONAL
Chart of Accounts Initiative, Annual review of current Multi-year review of current Maintain an up-to-date
Activity (Lo) Thoroughness indexes, account indexes. Inactivate indexes list of active and
structure(s). that are no longer required. inactive indexes.
Communicate inactive Conduct quarterly reviews of Process inactivations as
indexes to appropriate approval hierarchies, chart of soon as project activity
personnel. Review accts and Financial Link is closed; Conduct
approval hierarchies, projects and adjust as needed. follow-up activities to
approval trails to assure Assure that requested assure that index
8
that they are up-to-date adjustments to COA are reports are correct and
and report any performed and follow-up as that reported changes
adjustments to the necessary. have been processed
Controller's Office. on a timely manner.
Notify appropriate DSA
for any changes in
hierarchy status
(employee turn-overs).
Year-End Activity Timeliness, Reviews May operating Begins review & processing of Due to quarterly and/or
(Lo) Thoroughness, ledger, Financial Link closing adjusting entries continual processing of
Planning/Org on-line reports and beginning with March clean-up activities, only
permanent financials/open accounting minimal work required
budget/staffing reports periods, on-line system to balance accounts.
prior to June processing reports. Proactively reviews Assists others in their
deadlines. Process open accounting records to closing activities and
closing adjusting entries process needed adjustments. provides guidance as
(lift liens, transfer funds, Assures that recordings have needed. Volunteers to
PET, ENPETs) to hit been accurately posted. assist OCBD with
final ledgers, reports. Processes adjustments to hit various AVC allocations,
Zero out closed the April and May operating including budgetary
index/acct activities. ledgers with the intent of savings, AVC approved
9
Move SSA balance having things recorded in May one-time, and net-zero
amounts to unallocated ledgers. Only minimal work to activities, entries.
accts. Provide OCBD be performed using May to
year-end balance June Final recordings.
information for AVC Provides OCBD with items that
adjustments to be require OCbd followup and
processed. Provide allocation. Initiates various
BFS-HR Coordinator transactions to assist OCBD
with the appropriate with closing process.
balance to staffing
requests.
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Business and Financial Services
Fiscal Support Activities
As of May 16, 2005
Possible
# Type of Activity Performance SOLID ABOVE EXCEPTIONAL
Zero-Based Job Knowledge, Working in coordination Independently construct If you see you can
Budgeting (Natalia) Planning, with management, needed components of improve budget
Decision-Making, validate, complete and budgeting information and reporting (make it more
Cost- submit permanent provide documentation in efficient), or reduce
Effectiveness budget entries into the support of ZBB calculations. costs, make changes
ZBB document utilizing Review your org's PY financial but make sure to
the ZBB template. activities to determine trends consult with your org's
Once approved, assure and develop financial management team.
that approved ZBB is forecasts. Interview the Monitor closely these
entered appropriately divisional leaders to assure activities initially (more
into the September that budget encompasses all often then you usually
operating and required components and would) to make sure
permanent budgets. anticipated needs. Proactively that the changes work
Understand and utilize monitors activities to assure you intended them to
appropriate tools, that budget follows estimates work. After approval of
reports to compile and provide management with management & OCBD,
10
information. After status update reports above independently updates
completing information, standard qtrly reporting both the permanent and
verify calculated fields process. Be able to opearting budget with
as well as linked data. substantiate information and significant modifications
Have back up respond to any questionable to original estimates.
documentation available information. Follows-up with Assures that information
to validate the numbers units, contacts to assure data feeds correctly into
as needed. Update ZBB is being reflected accurately. accounting reports.
information as Significant changes to
requested by OCBD. business operations affecting
budget information should be
updated on official ZBB
documents and financial
records and reported to
management and OCBD.
Special Projects Accuracy, Performs special Designs report formats and Anticipates next steps
(Jee, Pattie) Thoroughness, projects as requested presents in logical and and make suggestions
Timeliness, by the supervisor. professional manner. on better ways of
Initiative, Determine what Requires little or no completing the
Cooperation - sources, tools will be supervision/review from the tasks/projects/assignme
Depends on required to complete the supervisor. Completes nts. Researches
Project assignment and make assignments early and methods, reviews info,
sure that assignment accurately. and make
deliverables are recommendations on
11 understood. Completes improving projects.
assignment within given
time frame with minimal
errors. Communicates
status of assignment(s)
with project updates and
any complications to
supervisor.
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Business and Financial Services
Fiscal Support Activities
As of May 16, 2005
Possible
# Type of Activity Performance SOLID ABOVE EXCEPTIONAL
Team Meetings, Teamwork, Attend scheduled Participates in all of the Volunteer to share
Activities (Natalia) Attendance, meetings; be prepared discussions of the financial expertise, tools and
Communication, and on time; notify team team, shares ideas, concerns information to assist
Cooperation, members if you will not and be perceptive of others in like tasks.
Ethics be in attendance or recommendations. Participate Presents information at
running late; be in developing meeting meetings. Provides
prepared to discuss agendas. Volunteers to take resources or acts as a
topics/agenda items on assignments. resource to other team
and participate members. Follow up on
accordingly--be concerns and issues,
engaged in discussion. suggest the topics for
12 If attendance is not discussion for financial
doable, proactively team meetings to
acquires meeting improve the quality of
information, work
assignments, notes. If
you are unable to attend
a meeting, assures that
any assignments or
responsibilities are
covered by another
team member.
Clean-up activities Accuracy, Conduct a quarterly Monthly review Financial Prepares clean-up
(Natalia) Thoroughness, review of org financials, Reports and Project Activity. actions within the month
Initiative, reports and make the Provides Leaders, Budget of occurance if possible
Timeliness appropriate quarterly Director with updates on or as soon as
adjustments to update & budget status. Making information is available.
clean-up the ledger to adjusting entries as required. Be proactive in notifying
assure compliance. the org's manager and
13
Takes the initiative to OCBD of any potential
follow up and problems in clean-up
troubleshoot financial activities. Develops and
transactions. Provides implements follow-up
notes and comments as and troubleshooting
appropriate. procedures.
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4aba2447-a743-4e02-bea7-90d943685063.xls/Main Tasks
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Business and Financial Services
Fiscal Support Activities
As of May 16, 2005
Possible
# Type of Activity Performance SOLID ABOVE EXCEPTIONAL
Self-Supporting Job Knowledge, Maintains current and Uses job knowledge and Mentors others that
Activities Cost accurate Profit & Loss decision making abilities to have Self-Supporting
(SANDIE) Effectiveness, statements at least determine what expenses can operations. Is proactive
Decision-Making (Quarterly). Monthly be elminated to help the in trouble shooting
records inventory bottom line. Monthly keeps possible problems.
values, and accounts Manager informed on financial Needs little or no
payable accruals. status. Determines ways to assistance from others.
Annually record increase profit margins and or Job knowledge is high.
inventory, depreciation, reduce costs. Assists in
differential income, developing strategies to
14
rebates, and implement various budget
expenditure accruals. actions to address adhoc
Balances all clearing issues. Communicates with all
accts (credit cards, supervisors and manager.
claim accts) and reports
status to General
Accounting contact(s).
Follow the appropriate
sales tax guidelines.
Training (Larry) Job Knowledge Keeps current in the Takes intiative to use expertise Serves as an
Initiative field and continues to in the subject matter to help instructor/mentor.
gain knowledge by training others or assist in Develop and share
15 attending Financial instruction in training training materials.
Team Meetings, and meetings.
attendance in related
Staff Ed. Classes.
Preparation of Accuracy, Review, record, Independently design report Make
Annual Report Timeliness, summarize and put format and completes annual suggestions/recommen
(Susana) - as Thoroughness, together the following report immediately following dations on better ways
required Job Knowledge information: fiscal closing and presents to of presenting the
Organizational chart, Manager and VCBA office. information.
statistic report such as
16 classification structure,
list of employees by sub
divisions and funding,
yearend balances or
overview of all
accounts, financial
statement.
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Business and Financial Services
Fiscal Support Activities
As of May 16, 2005
Possible
# Type of Activity Performance SOLID ABOVE EXCEPTIONAL
Preparation of Non- Accuracy, Provides annual non- Independently creates report Participates in related
Postal budget report Timeliness, postal budget report to after the fiscal closing for UC campus-wide projects.
(Susana) Thoroughness, Controller's office for the System Benchmarking.
Job Knowledge Systemwide Mail Completes the process with no
Volume Report assistance from others. Able
presented to the Senior to process report in a timely
management Meeting manner.
yearly. Process
worksheet showing all
non-postal expenses for
all 5 accounts such as
salaries, overtime,
student costs, benefits
and vehicle and garage
expenses. Total
postages for all service
17
types gets deducted
before mark-ups with
surcharges added to it.
The total non-budget
amount goes into a
systemwide mail volume
report for all UC
campuses showing the
total incoming U.S. mail,
total outgoing U.S. mail,
total internal mail, total
internal bulk, total
F.T.E.'s, total pieces
processed and cost per
piece
18
19
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