APPO Projectphase I

APPO ProjectPhase I

September 4, 2002

Present: Hua Ramer; Steve Carrola; Terri Mills; Jeanne Schiro; Vera Laufenberg; Janet Larson; Mike Hardiman; Dave Allen; Tom Fisher.

(Note: all my notes are set off with italics and red font - jml)

Agenda

•  Update on Charter

•  AP Process Partial Overview

•  Purchasing Vendor File Structure

Hua introduced the agenda.

Update on Charter

•  Version 2.0, dated 8/26/02

–  Included TMNT and Cards in Scope

Charter has been reviewed by the Strategic Planning Committee. Next step is sign off by Al and the Steering committee (Don). A meeting is scheduled with Don Miner on September 5. The Team will be alerted to any updates or changes as a result of this meeting.

AP Process Partial Overview

·  Accounts Payable As-Is Process, Jeanne Schiro and Janet Larson

Overview of the payment process was presented. Invoice handling was charted from receipt of invoice in the mail to Invoice Auditing, Keying Payment in VPAM, Verifying Payment Information, Correcting Payment in CARDS, and Check Distribution. Overview of the Vendor Relations process was given including the various programs in the Legacy system that are currently used for problem resolution. The Financial Operations and Cash Management functions are to be covered in a later meeting. Terri Mills will be working on the charts for the Pre-Audit functions. Delegated Departments were discussed and it was noted that they are trained by Accounting Services and that the invoice auditing procedures that they follow should be identical to those used by Accounting Services.

Purchasing Vendor File Structure

·  Vendor Sub-System Notes, Mike Hardiman

The Vendor File sub-system was reviewed. The Purchasing Vendor File identifies characteristics associated with a Vendor. The most frequently used are: Affirmative Action Plan on file (A State requirement), Small Business (Certified and non-certified minority owned business, woman-owned business, Disadvantaged owned business, HUB owned business, Veteran owned business, Sheltered workshop), UW employee owned business (to identify certain restrictions) and whether the business is a Sole Proprietor, Corporation or Partnership. This information assists staff in making Purchasing decisions and for compliance with Internal and External Requirements, State Statutes and Federal Regulations. Vendor characteristics are built into the system to screen for Purchase Order requirements. The system will automatically inform Purchasing of a Purchase Order that indicates non-compliance with Purchasing Rules. Vendor relationships are also maintained in the sub-system.