Archive May 2013

 
At the May 13 Controllers' Meeting, contributors of accepted CUSP (CU Shared Practices) submissions for FY 2013 delivered in-person presentations outlining their great ideas in practice across CU. Now the voting group has a hard task: determining which of the dozen submissions should be highlighted as top practices of FY 2013. Look for announcements in a future OUC news post.
Our Continuing Professional Education (CPE) Program recently concluded its final quarter for FY 2013. On April 10, we offered three courses: Emotional Intelligence, Fiscal Roles in Financial Systems and Reporting, and GASB Update. On April 29, we repeated two popular courses from earlier quarters: Understanding Internal Controls, and Cash Controls. In CPA-CPE terms, the value of these courses to their three-dozen participants is conservatively estimated at $13,275.
Process maps have become a critical component of training documentation in the Department of Neurology at the Anschutz Medical Campus. As explained in the final submission to the 2013 CUSP Program, it is well documented that people learn better from pictures and words than from just words alone. Enter Process Maps: essentially swim lane diagrams, created in Microsoft Visio, that describe in a visual fashion the tasks, decisions, and timeline of specific departmental functions, by each participant in the function.
The CUSP best practices toolbox now includes the PSAM Reconciling tool – an Access database used to reconcile data between the PeopleSoft Asset Management module and the PeopleSoft General Ledger (GL). Created by Accounting and Business Support staff at UCB to reconcile the initial PSAM conversion data, the tool is now used by ABS to perform monthly reconciliations and adjustments. Furthermore, it has also been adopted by the UCD Finance Office.
The majority of the May meeting time: CUSP (CU Shared Practices) presentations on this year’s accepted submissions. For a complete list of the 2013 CUSP submissions, see the CUSP website at www.cu.edu/controller/initiatives/cusp/?cat=6. Questions on discussion points from this and any other Campus Controllers’ Meeting should be directed to the appropriate campus controller.  
At 1800 Grant Street, this year’s Take Our Sons and Daughters to Work Day embraced the theme “Let’s Move.” Picking up on the Be Colorado initiative, the April event offered mental and physical activities for children of OUC and other System Administration office staff. Heather Hoyer, OUC’s Procurement Training Specialist and Forms Developer, assisted the System planning committee in designing learning opportunities and an obstacle course for children aged 6-16 years.
On the Boulder Campus, budget and IT staff from the College of Arts & Sciences collaborated to create zones in the A&S portal for 5 of the College's major financial commitments: Faculty Retentions, Faculty Start-ups, Recruitment, Equipment Matching, and Library. The zones are applications that leverage technology to optimize work operations. Critical agreements are no longer paper documents, hidden in cabinets in various offices across the campus; instead, they are now electronic files ... readily accessible, easy to search, and capable of being linked to budget or cash transfers.
In recent years, Boulder's department of Housing and Dining Services has gone from an office with 2 databases and 150 computers to one with almost 200 databases and closer to 1,000 desktop and other computing devices. The Housing IT (HIT) staff responded proactively to this growth by developing a virtual desktop infrastructure. They replaced physical computers with a virtual desktop client that saves energy -- both electrical and human -- without disrupting department operations or user experience.
In the School of Medicine’s Department of Orthopedics, a key value is transparency. And among the ways in which this value is daily demonstrated is the HR Processes Spreadsheet.
A recent submission to the CU Shared Practices (CUSP) Program describes how the UCCS Office of Institutional Research uses their experience – and a subscription to the Qualtrics online survey program – to design and administer surveys for other campus offices. The results are efficiencies in time and money, increased compliance with FERPA and IRB requirements, and enhanced data-driven decision-making,