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Financial FormsNirvana Division
Administrator Checklist
Initial setup for unit(s)
- RRC determines that Financial FormsNirvana is a viable tool
for their unit(s)
- Do the staff possess the knowledge and skills necessary to implement and successfully use Financial FormsNirvana? Get staff trained.
- RRC sends written permission to FSS to go ahead with
Financial FormsNirvana
- Identifies division administrator(s) and CUFS Areas
involved (RRC may be the division administrator, in which
case, the RRC's supervisor needs to send the written
permission)
- Does the division administrator know University and
department policies and procedures?
- Is the division administrator familiar with the World
Wide Web and their unit's technical setup (at least at a
basic level)?
- How will this affect the workload of this
individual(s)?
Division setup
- Division administrator attend required Financial
FormsNirvana training
- Division administrator and/or RRC determine divisions
needed (remember to start small)
- How can internal controls be maintained?
- Will existing paper and DDE (direct document entry)
processes be easily transferred?
- Are policies and procedures already documented and
communicated to the staff?
- Is it necessary for all users to be in one
division?
- Verify internal controls can be maintained with the
division and users identified
- Control Environment: Is separation of duties being
adhered to?
- Risk Assessment: Is there risk involved with people
taking on new fiscal responsibilities?
- Control Activities: Are the established policies and
procedures being executed to help ensure activities are
controlled?
- Information and Communication: Is the information
communicated freely and timely?
- Monitoring: Do users know what role they play in
monitoring Financial FormsNirvana?
- Establish Roles - identify users (prepares, approvers,
viewers)
- Do users know the financial documents and the policies
and procedures related to them?
- Do the approvers add a value when reviewing the
document?
- Establish Procedures - for departmental use of Financial
FormsNirvana
- Are there department policies and procedures or state
and federal laws that need to be communicated to the
users?
- Will all the approvers on the authorized signature list
be implemented into Financial FormsNirvana? If not, how will
they be accommodated?
- Do any department policies and procedures need to be
modified to encompass Financial FormsNirvana?
- Have procedures been established for use of alternate
approvers/preparers?
- Communicating - with RRC, users and system administrator
- Have revisions to policies and procedures been
documented and communicated to the RRC and the users?
- Do you (the division administrator) have the knowledge,
skills, and ability to function as first point of
contact?
- Contact FSS to have the division/s and/or the division
administrator/s setup
User setup
- Identify users (preparers, approvers, and viewers) and
communicate their role and responsibilities
- Do all users have the knowledge required to fulfill
their role and responsibilities?
- Were the roles and responsibilities clearly communicated
and understood by the users?
- Users attend required Financial FormsNirvana document
training
- Is there other training that is needed?
- Users are set up in Financial FormsNirvana by the division
administrator
Monitoring FormsNirvana
- Division administrator/s monitor for compliance
Entry
- Are appropriate codes being entered correctly by the
preparers?
- Are policies and procedures being adhered to?
- Are there recurring problems?
Reporting
- Are encumbrances being closed out?
- Are transactions posted to the correct account in
CUFS?
- Are transactions appropriate for the account?
Procedures
- Are users entering and approving documents in a timely
manner?
- Are there adequate departmental policies and
procedures?
- Are additional divisions needed?
- Are users doing their own monitoring?
- RRC monitors Financial FormsNirvana
- How is the overall use of Financial FormsNirvana activity in the unit?
- Is the unit adhering to department, University, and external policy and procedures?
- Is the unit monitoring Financial FormsNirvana activities properly?
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