THE TURTLE APPROACH TO FMS MAINTENANCE Daily/Monthly processes & Table Clean Up
Is Clean up …. The elephant in the room that none of want to talk about?
Reasons we don’t start…. ◦ Maybe tomorrow..next week…next ◦ Staff turn over month ◦ It’s too close to the end of the fiscal ◦ It’s not exciting or fun year ◦ It’s to big of a job ◦ This is more of a priority than table clean up.
The challenge ONE SMALL BITE
Develop Project Focus For Walla Walla, our first two project areas are: 1. Budget Account Tables 2. 3 rd Party Vendor Table
WWCC Project Team ◦ Establish a project leader ◦ Assign two to three staff ◦ Make assignments span an adequate amount of time to ensure that the project is successful ◦ Teams should meet once per week for project update ◦ Team members are expected to devote a minimum of 15 minutes but no more than 30 minutes per day. ◦ A four person team will devote a minimum of 5 hours per week on the project with maximum of 10 hours. ◦ Celebrate milestones/bench marks and really celebrate the project completion
The Budget Tables 1. GA1062 ◦ Where do you start???? 2. GA1061 3. GA1092 4. PM1001/1002 5. GA1042 6. GA1003
Here’s where we started 1. Down loaded to current GA1062 – Prog Org table 2. Compared the Orgs to the current trial balance account through the use of excel 3. If the account is on the trial balance, determine if the account is in current use or has old balances. 4. If the account has a receivable, what is the age? Has the prog-org changed in the system? Does the receivable need to moved to a new account code through either a GL entry or the use of the BM1620 screen? 5. Once analysis is complete, develop simple lists that can be used to delete any accounts that do not have any current accounting entries associated with them. (Note any items in 3 and 4 can not be marked with a “D” for delete.) 6. Budget codes are inactivated (I) or deleted (D) in the reverse order that they are established.
Future projects ◦ Trial Balance reconciliations by prog-org (17-18) a. Identify and resolve issues b. Analyze receivables and payables Analyze 5192 by Prog-Org All 5111/5154 should be cleared ◦ A/R sub-ledger analysis to determine current collection agency effectiveness (18-19) ◦ A/R sub-ledger write-offs (18-19)
Keeping your Data Clean It took us years to get here Our accounting records are the story of the good, the bad and the “WOW” how did I think that was a good idea! All of us have made errors in the past. We will continue to make errors or mistakes in the future. How do we mitigate the errors and get to resolution?
Is job scheduling a mystery? Be curious and ask questions ◦ Job scheduling gives you the power to update and control data. ◦ How many College’s Finance Offices currently control the job scheduling functions for their area? ◦ Do you know what the job does and what the expected outcome is? ◦ Has someone taught you to link single jobs so that as one job completes, another one will begin to process?
Analyze job scheduling to maximize your goals ◦ College’s should look at what jobs are being scheduled when and at what process level to determine what is best for their operations. ◦ For example, prior to month end close WWCC runs as GA1301 for the new month, GA1333, GA1301 for prior month to track cash batches. ◦ Also, Financial Services at WWCC coordinates auto app and check calc job scheduling. As a practice, a campus schedule is set and distributed to financial aid, OAR and Financial Services partners to ensure the best customer service experience possible for the students.
Look at Annual Processes ◦ Don’t wait until May to plan year end ◦ Don’t wait to review your trial balance ◦ Go back and visit with staff about what went well and what could be improved upon ◦ Don’t rely on “It’s always been done that way” ◦ It’s the little changes over time that make the best improvements
Budget Status in FMS Query Prior to BA1014 Deletion
Budget Status in FMS Query After BA1014 Deletion
Curiosity… Ask Questions… Keep Asking Questions I learn something new every day about FMS
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