Office of Financial Management Services
          Associate Vice President and University Controller

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Fiscal Officer Development Series (FODS) Curriculum 2012-13

September Session: Tuesday and Wednesday, September 18 and 19, 2012 at the Seasons Conference Center, Nashville, Indiana

Day One - Tues., Sept. 18th
 

Welcome and introduction to today’s session

Debra Nelson Dunbar,
Director, Organizational Development, University Human Resource Services
Developing Strategies for Success
In the first session participants identify the attributes necessary for success as a fiscal officer in the Indiana University environment including strategies to deal with commonly occurring difficult situations. Participants will also begin the critical process of networking with one another and will brainstorm ways to get the most benefit from the Fiscal Officer Development series.
Neil Theobald,
Vice President and Chief Financial Officer
Reception and Dinner at the Overlook Dining Room, Salt Creek Golf Retreat.
Remarks from Vice President Theobald
Dinner

Day Two - Wed., Sept. 19th
Michael Gardner,
Assistant Vice President and Executive Director, Internal Audit
Internal Controls, Ethics and Risk Assessment
Focus of the session will be on identifying and analyzing internal and external risks that are faced by units in achieving their missions and to assist fiscal officers in more effectively discharging their responsibilities by understanding and applying internal control concepts. Effective transmission of this information will occur through lecture, group interaction and discussion, and case studies.
Debra Nelson Dunbar,
Director, Organizational Development, University Human Resource Services
Myers-Briggs Type Indicator
The Myers-Briggs Type Indicator is the most reputable research–based tool used to better understand ourselves and others. The primary purpose of the Myers-Briggs Type Indicator is to explore perception – how we become aware of things, people, happenings or ideas and judgment – how we come to conclusions about what is perceived. Peoples preferences tend to vary greatly and it dramatically affects interactions with others. In this session you will:
  • learn and understand your MBTI best-fit type
  • learn talents and challenges within your best-fit type
  • gain a working knowledge of how we energize, take in information, make decisions and live
  • learn your dominant, auxiliary, tertiary and inferior functions
  • develop strategies to more effectively interact with customers and colleagues.

October Session: Tuesday, October 18, 2012 at Tobias House, 5 East 71st Street (southeast corner of 71st & Meridian), Indianapolis, Indiana

Tom Morrison,
Vice President for Capital Projects and Facilities
Understanding the IU Facilities Organization, Part I

In order to operate efficiently and effectively, a fiscal officer should have a working knowledge of the institution’s facilities organizations and operations. This session and Part II will explain how construction projects are funded, the Capital Project Approval Process, the Capital Appropriation Request and Repair & Rehabilitation.

Susan Fleener,
Associate Director, Capital Projects Business Office,

Julie Stines,
Associate Director, IU Space Information

Understanding the IU Facilities Organization, Part II

A continuation of the presentation on IU Facilities.

Jim Adkins,
Manager of Capital Assets, Plant Fund Accountant, and Reconciliation of Capital Assets/Capital Leases
Capital Asset Management

The management of capital assets not only safeguards university assets, it also meets federal compliance requirements. This session will review what our capital asset policies are, changes that are being made to these policies, and how the fiscal officer can assist in managing our capital assets.
Jill Schunk,
Associate Vice President, Office of Procurement Services
Office of Procurement Services - Overview

The Office of Procurement Services encompasses several entities with which you may work on a daily basis, or on the other hand, may not even know exist! 

In your role at IU, you might interact with our Purchasing Staff, with Travel Management Services, or with IU’s fine Licensing and Trademark’s and Business Diversity teams. All of these groups along with the Procurement Systems Team are combined within one organization; the Office of Procurement Services.  This structure provides daily opportunities for sharing resources, building synergies and creating opportunities for Indiana University. 

Rob Halter,
Director, IUPUI Purchasing Services

Tim Rice,
Director of Administration, Office of Procurement Services

Procurement Services

Twenty-five percent of university expenditures are related to the procurement function. This session will review the different options for procurement, effective use of the different procurement tools, and the legal issues that every fiscal officer should know about purchasing goods and services. Case studies of procurement situations will be utilized to exhibit the complexity of each purchase and to promote proper purchasing methods.

Jill Schunk,
Associate Vice President, Office of Procurement Services
Business Diversity

The Business Diversity program was established to increase opportunities for minority, women owned, and small businesses to participate in the IU procurement and construction process.

Travel Management

No matter what stage of the planning process you are in, if you travel, we hope to help make your trip a successful one. Polices, Processes and Plans for Travel Management Services.

November Session: Tuesday and Wednesday, November 13 and 14, 2012 at the Kelley Student Center, IU Kokomo campus

Day One - Tues., Nov. 13th
Rozzie Gerstman,
Assistant Vice President
IU Financial Policies

In order to operate efficiently and effectively as a responsible fiscal officer, it is imperative to have working knowledge of the institution’s policies. This session will focus on increasing the participant’s familiarity with the various financial and administrative policies of Indiana University. Areas to be covered will include where the policies can be found, how policies are established, and an overview of the more commonly encountered issues (e.g. hospitality). Examples of interpretations of different policies will be provided to groups to promote discussion and understanding.
  Campus tour and Reception at the Kelley House

Dinner: Historical Elliott House, Kokomo, Indiana
 
Day Two - Wed., Nov. 14th
Jim Kennedy,
Associate Vice President for University Student Services and Systems
USSS and Financial Aid Compliance

Indiana University disburses over $900 million in federal, state, and institutional financial aid. FederalTitle IV regulations require institutions to monitor and limit total financial resources awarded to students receiving federal financial aid. Federal financial aid includes scholarships/fellowships, grants, need-based employment, and loans. How institutional resources (fee remissions, prizes, scholarships, student employment) are categorized and processed is important for federal financial aid compliance. This session will give an overview of financial aid and discuss in detail the different categories of resources and the process for making payments.
John Grew,
Executive Director, State Relations and Policy Analysis
State Relations and the Budget Process

The purpose of this session is to give fiscal officers a look at how IU interacts with the various constituents in state offices and the Legislature, both with respect to the biennial state appropriation request process cycle and with respect to legislative matters that impact the work IU does. The “rules” of the game, the “players,” and the tactics and strategies involved are described. Lecture and discussion will be used.
Joan Hagen,
Associate Vice President and University Controller
Budget Development

This session will help fiscal officers become more familiar with the internal and external constituents that influence the establishment of institutional guidelines (with examples), major steps of the budget construction cycle (including revenue projection, expenditure estimation, and allocation processes), types of budgets (July, base, adjusted base, current) and how they differ, different approaches to budgeting across subfund groups, and proper administration of the budget throughout the fiscal year, including description and reporting requirements of the periodic fiscal analysis for the Board of Trustees. The concept of fee income assessment and its differences from campus to campus will be covered. The university's enrollment projection process will be explored. How the biennial appropriation request to the State fits into IU’s budget planning and development will be explained. Lecture and discussion will be used throughout the sessions.
Camy Broeker,
Associate Vice Chancellor of Finance, IUPUI
Responsibility Center Management

This session will cover the principles of RCM including the requirement for the roles of campus leadership, Deans and Fiscal Officers to ensure success with RCM. The differences between traditional models and RCM models will be reviewed. The session will also discuss the importance of an information rich environment in a RCM model.
Camy Broeker,
Associate Vice Chancellor of Finance, IUPUI
RCM at the Campus

This session will help fiscal officers understand the implementation of RCM on the unit and their role in managing the financial aspects of their school. The discussion will be centered on topics such as the impact of credit hour projections on the RC budget, what is included in assessment charges, and the allocation of state appropriation.

December Session: Tuesday, December 11, 2012 at the Bloomington Convention Center, 302 South College Avenue, Bloomington, Indiana

MaryFrances McCourt,
Treasurer of the University and Treasurer of the Trustees

Stew Cobine,
Managing Director of Capital Finance and Assistant Treasurer

Dennis Reedy,
Managing Director of Treasury Operations

Treasury Management: Investments, Banking & Cashing Management, and Capital Finance

Fiscal officers will have a general level of knowledge with respect to the processes, approvals, and analysis required to finance capital projects through the issuance of bonds, or other debt instruments. Fiscal officers should develop an awareness of the “big picture” concepts with respect to capital project financing and know what organizational resources are available to assist them in addressing any potential project financing issues.

Fiscal officers must be familiar with the policies, processes and procedures by which the university forecasts receipts/disbursements, receives and concentrates funds, invests excess cash and disburses funds. Fiscal officers should have a basic knowledge of the concepts, processes and policies relating to: the time value of money; incoming/outgoing electronic funds transfers; e-commerce; the university’s cash concentration process; lockboxes; credit/debit/purchasing cards; the opening and closing of bank accounts.
Kutina England,
Assistant Director
Office of Insurance, Loss Control and Claims (INLOCC)

Risk Management is becoming an issue in almost all of our daily operations. This session will discuss the various aspects of insurance held by the university (property, vehicle, specialized insurance such as malpractice insurance, worker's comp insurance, etc.). We will discuss how the insurance process works, in terms of collecting premiums and paying out claims. And we will also discuss "best practices" in order to minimize those claims (and costs).
Rob Lowden,
Associate Vice President, Enterprise Software, UITS

Ron Reuter,
Senior Network Administrator, FMS

Jim Thomas,
Director of Enterprise Business Systems, UITS
Technology, Systems and Infrastructure

Today's fiscal officers are under increasing pressure to be conversant in not only business operations, but also technology. Without the basic understanding of the web, relational databases, the fundamentals of enterprise application technologies, and personal productivity software, fiscal officers are less effective in making critical decisions for their organization. Through some exposure to the vocabulary and building blocks of these technologies, the fiscal officer will be better prepared to participate in technology project planning and strategy sessions.

January Session: Wednesday, January 16, 2013 at the IUPUI Campus Center, IUPUI, Indianapolis, Indiana

Dan Rives,
Associate Vice President, University Human Resource Services
Employee Benefits

This session will review the process of how we determine what benefits to offer, the details of how a benefit rate is established and provide an update on where benefit costs are expected to be in the foreseeable future. Dan will also share with us the internal and external factors impacting IU employee benefit program costs.
Dan Rives,
Associate Vice President, University Human Resource Services

Violet Bloom,
University Director, Compensation Services, University Human Resource Services
Department of Labor

Fiscal Officers most likely have some, or a lot of responsibility for “human resources” in their respective unit, such as getting new employees on the University’s payroll, approving overtime compensation and keeping associated records. This session will provide fiscal officers familiarity with related Department of Labor (DOL) laws and IU policies; including the DOL’s Fair Labor Standards Act criteria for exempt and nonexempt classification of positions and the associated risks for noncompliance. Other important Immigration Reform and Control Act regulations and Indiana laws will also be covered in this session.
Dan Rives,
Associate Vice President, University Human Resource Services
Conflict of Interest & Conflict of Commitment

Indiana University expects its employees to carryout out their responsibilities in accordance with the highest legal, ethical, and moral standards; and this session will focus on two related expectations: 1) external activities that result in the misuse of University resources—Conflicts of Commitment and 2) external activities that need to be disclosed and managed by others, including fiscal officers—Conflicts of Interest. This session is intended to provide insights for fiscal officers in protecting university assets. Fiscal officers will also hear about important steps they can take to avoid the perceptions of inappropriate work conflicts.
Mary Byrde,
University Director of Payroll, Financial Management Customer Service and Training
IU Payroll Policies
Fiscal officers must be apprised of university policy and processing practices surrounding payroll activities. This session will cover ensuring accurate and timely payrolls, appropriate hiring actions, record keeping requirements and appropriate distribution practices.

February Session: Monday and Tuesday, February 11th and 12th, 2013, at Hotel Indigo, 400 Brown St., Columbus, Indiana

Day One - Mon., Feb. 11th
Joan Hagen,
Associate Vice President and University Controller
Accounting Processes

Accounting processes drive the financial entries of the university. Fiscal officers operate daily in a fund accounting environment designed specifically for higher education. Accurate decisions require understanding of the different fund groups, the purpose of each fund group, and what revenues and expenses are allowable and non-allowable by fund group. An overview of assets, liabilities, and interpretation of “fund balances” will take place. In addition, the basics of accrual accounting will facilitate an understanding of true financial position. Case studies will be utilized to assist the fiscal officers in proper accounting process and methodology.
    The basics of accrual accounting will facilitate an understanding of true financial position.
Joan Hagen,
Associate Vice President and University Controller
University Financial Report

The IU external financial report is a representation of the overall financial health of the university. We will review the components and requirements of this important picture of IU’s finances.
  Dinner at Smith’s Row, Columbus

Day Two - Tues., Feb. 12th
Joseph Scodro,
Senior Associate General Counsel, Indiana University
Legal Issues

Legal issues arise on a regular basis in fiscal administrative units. This session will cover those questions submitted by the fiscal Officers. A range of topics will be covered including contracts, ghost employment, relationship to affiliated organizations and personal liability of a fiscal officer. Fiscal officers will hear first hand from legal counsel what the major issues tend to be, what answers administrators can provide on their own without legal counsel, and when issues need to be referred to legal counsel for resolution.
Vicky Fry,
University Tax Manager, FMS
Tax Management

General tax knowledge will prepare the fiscal officer with the tools to successfully deal with tax issues. Areas covered will include unrelated business income tax, sales tax, payroll taxes, nonresident alien tax issues, and scholarship and fellowship taxation. After a lecture, a case study will be worked on in smaller groups to identify tax issues that exist in an organization and solicit opinions on how to handle the situations.
Sheila Decker,
Assistant Vice President, Administration, Indiana University Foundation

IUF Policies

Foundation policies correlate directly to the university policies. This session will be used to promote understanding of IUF policies and correlation of the use of both IU and IUF financial policies.
Camy Broeker,
Associate Vice Chancellor for Finance, IUPUI
Chart of Accounts

The university has a sophisticated chart of accounts that facilitates accumulating data, financial reporting, and sound fiscal management. We will spend time sharing the power of the chart, the functionality that is present, and the reversion process that the chart drives at year end.

March Session: Tuesday, March 19, 2013 at the Indiana Memorial Union, Bloomington, Indiana

  Opening remarks
John Sparks,
Manager of Cost Accounting, Cash Control, and Custodial Funds, FMS
Indirect Cost

Indirect cost revenues to the university are currently in excess of $60MM per year, yet many administrators are unaware of how indirect cost recoveries are associated with both departmental spending and financial restrictions on externally funded monies. This session will provide an overview of how indirect costs are calculated, the negotiation and audit process, and their relationship to federal regulations.
Steve Martin,
Associate Vice President for Research
Office of the Vice President for Research and Sponsored Research Services

Overview of sponsored research and research administration at IU.
Jean Mercer,
Director, Grants Services - Indianapolis
Budget Preparation and Proposal Submission for Sponsored Research

Administrators need to be aware of the potential financial and administrative impact of proposals submitted in their area. Funds awarded by external sources are often restricted to the commitments made by the faculty during this process. This session will cover budget preparation and the proposal review and submission process.
TBD,
Director, Grant Services - Bloomington and Regional Campuses
Award Process

This session will cover the difference between a gift and grant as well as an overview of common contractual issues.
Jim Becker,
Executive Director, Grants Services - Bloomington and Regional Campuses
Post-award Contract and Grant Administration

The focus of this session will be to increase the participant’s knowledge of the post-award function provided by the Office of Research Administration (ORA). It will cover setting up awards, award financial management issues (cost allocation, cost transfers, and cash management), and award closeout and audit issues. With regard to each of these areas, the roles and responsibilities of the financial manager, the project director, and ORA will be covered.

April Session: Wednesday, April 17, 2013 at Wells House, Bloomington, Indiana

Deb Nelson Dunbar,
Director, Organizational Development, University Human Resource Services
Know Your Niche
The final session will be devoted to developing personal strategies to succeed. Taking the tools developed in all the prior sessions, participants will evaluate their "tool kits." They will identify areas for additional training, need for skills development, and opportunities for successfully carrying out the role of fiscal officer.
Deb Nelson Dunbar,
Final Session Review
Neil Theobald,
Vice President and Chief Financial Officer
Dessert Reception at the Wells House


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