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DIVISION OF BUSINESS AFFAIRSOffice of FinancialManagement ServicesPlanning, Assessment, andAccreditation Documentation2017-2018 Fiscal Year

SECTION ONE-GeneralA. Executive SummaryPrior to July 2007, the Fiscal Office areas reported to the Controller. The Office of Financial Accounting Reporting and Procurement wasestablished in July 2007 during a Business Affairs re-organization. The Fiscal Office was re-organized into three functional areas: FinancialAccounting Reporting and Procurement, Financial Services, and Budgets and Reconciliations. On February 1, 2010, another reorganization occurred that moved both the Budget Office and the Reconciliation Section under Financial Administration (formerlyFinancial Accounting Reporting and Procurement). On February 1, 2011, the Central Receiving/Surplus area moved to the PhysicalPlant Office during another Business Affairs re-organization. More recently as a result of the outsourcing of Physical Plant operations toSSC, the Central Receiving and Surplus are now been moved back under Financial Administration.Since the reorganization, the Office of Financial Administration (FADM) consisted of the following areas: Budget Office, FinancialAccounting and Reporting, Procurement, Contracts and Reconciliations, and Fixed Assets. Since the establishment of the office, FADMcontinuously worked to provide impeccable service to University, System, and State Offices.FADM developed a web page for the various areas, developed a regularly scheduled monthly trainings in the following areas: Budgets(DBR’s), FAMIS/Canopy and Account Profiles, Procurements and Contracts, and Fixed Assets training. Under FADM, the University hasachieved statewide Historically Underutilized Business recognition. In addition, FADM identified and established strategic campus wideprocurement activities.Effective 09/01/2012, FADM (Budget Office) started administering the financial aid grants and contracts that were previouslyadministered by the Office of Sponsored Programs (OSP). On July 1, 2013, PVAMU outsourced its Physical Plant operations to SSC as partof a TAMUS wide initiative. The outsourcing affected FADM primarily the Purchasing area. FADM continued to be involved with thisoutsourcing effort.Effective July 6, 2015, with the new Business Affairs re-organization, FADM is now Financial Management Services and consists ofAccounting, Budgets, and Treasury Services.FMS will continue to review and improve the web site, upgrade the current FAMIS/Canopy training being offered, developmanagement reports on University-wide areas, continue to ensure to ensure the financial stability of the University and deliver excellentcustomer service to our customers (students).2Planning, Assessment, Accreditation Document, 2017-2018 Fiscal Year

B. Vision-Business Affairs will set the campus standard for impeccable service.C. Mission of the DepartmentThe Office of Financial Management Services is committed to supporting the University’s mission to achieve first class status in teaching,research and service by providing efficient and effective services that ensure accurate and timely budget and financial reporting andimpeccable customer service in a manner that ensures compliance with applicable laws, policies, rules and regulations.D. Relationship of the Unit’s Mission to the University’s MissionUnit’s Mission is to provide impeccable services to support the University in accomplishing it’s mission.The Office of Financial Management Services is committed to supporting the University’s mission to achieve first class status in teaching,research and service by providing efficient and effective services that ensure accurate and timely budget and financial reporting andimpeccable customer service in a manner that ensures compliance with applicable laws, policies, rules and regulations. These servicesalso include providing impeccable customer services to staff, faculty, students, parents, constituents, and stakeholders, etc. to achievethe University’s goal to increase and enhance the visibility of the University in a positive manner.3Planning, Assessment, Accreditation Document, 2017-2018 Fiscal Year

E. Current Organizational StructureCorey S. BradfordSenior Vice Presidentfor Business AffairsVacantAdministrative AssociateCozette TurnerEquilla JacksonDirector of TreasuryServicesDirector of AccountingTheresa AugustinJiying YuAccounting SupervisorManager P12Tim PriceFinancialAcct ISue SmithFinancialSpecialist IIGwen AndersonFinancialSpecialist ICarolynSandersReconciliation SpecialistAbhilasha SharmaRecon SpecialistVacantRecon Specialist4Rod MirelesAssoc. Vice President forFinancial AdministrationMartha EwaneAsst DirectorTreasuryServicesCarolyn GilesFinancialAccountant IStephanieReddFinancialAccountant IAshok BawejaFinancialAccountant IDianne EvansDirector of BudgetsZina LangCashier SupervisorCheryl KingBudget Specialist IIStephaineDanielsFin Specialist IVivian SmithFinancialSpecialist IMargaretFranconeBudgetSpecialist IIDushyant (DK)BawejaFinancial AccountantIIShamala ScottFinancialAccountant IPlanning, Assessment, Accreditation Document, 2017-2018 Fiscal Year

F.Unit’s Support of the University’s Core Values1.Access and Quality2.Diversity3. Relevance4. Leadership51. Web Presence and training provided to end usersensures quality.2. FMS is an equal opportunity employer and recruitsstaff without regard to race, color, gender, age,national origin, disability, or veteran status.3. FMS provides the budgeting, financial reporting,treasury and student business services for theUniversity.4. FMS is a leadership resource that provides training toend users (regularly scheduled monthly training onFAMIS/Canopy, DBRs, and cash handling).5. Social Responsibility5. FMS has a web presence and is looking to going tomore online/electronic document processing.6. Accountability6. FMS processes activity in accordance with establishedprocedures, maintains clear and detailed records ofactivities and provides regular report submissions.Planning, Assessment, Accreditation Document, 2017-2018 Fiscal Year

SECTION TWO-AssessmentG. Accomplishments Over the Past Two (2) Years--Implemented TRECs, reconciliation software--No audit findings for AY14 Benefits Proportionality by Fund Report (APS011)--Brought bank/clearing account reconciliations current, including Bank 0009--Obtained departmental e-mail account for Accounting Services to enhance efficiency in responding to customers.--Updated the global sub-code edit table to prevent the use of frozen codes and unallowable expenses on various accounts.--Updated departmental web pages--Partnered with Sallie Mae to offer students medical withdrawal insurance (tuition refund insurance) for Fall 2014.---TAMUS recognition for AFR (Blue Ribbon award winner) two years in a row.--College of Business Management Institute 2015 graduates: Cozette Turner & Dianne Evans--Treasury re-established customer service box at the window.-- TAMUS Tuition & Fee Audit, level 2-- Establishment of calling center to enhance customer services at Treasury Services-- Cohort II-Leadership PVAMU, Participant: Equilla Jackson-- Texas Bursars for Universities and Colleges (BUC )-Equilla Jackson elected Vice President for 2017 and will transition to President in2018.6Planning, Assessment, Accreditation Document, 2017-2018 Fiscal Year

H. Report on FY17 Goal Achievement as of 8/31/17Dept.Goal#7DescriptionPerformance MeasureMethod(s) ofAssessmentProgress Toward Goalas of 06/30/2017UniversityImperativeChangeEffected Basedon Assessmentof ProgressEvidence (Form andLocation)Add additionalaccounts to TRECs,reconciliation software.Completion of tasksWeeklyreports5,6In-ProcessReconciliation OfficeIncrease monitoring andreporting mechanismson University budget-toinclude specific revenuetypes, departments,accounts, and/orUniversity wide basis.Also to includeforecasting models.Implement electronicrouting and approval forFMS formsEnhancecommunication effortswith students to reducethe number of studentswe drop for nonpayment. We will usemore text messagingand utilize housing andmeal cad for messagesto our studentsEnhance customerservice for studentpayments by providingself-service kiosks at theservice windowsCompletion of taskReview ofcompletedprojectWe have alreadyadded severalBanner clearingaccountsIn-process.Additional report onUSF balances andbudgets has beenrecently developed.5, 6In-processQuarterly reportbinder and monthlyreviews of specificaccounts.Completion of projectSuccessfulimplementation of projectReview ofcompletedprojectLooking at updatingAccount Profile Formfor electronic routingUpon completion willnotify SVPBA5,6In-process5, 6Implementedmore studentspaid by duedateReports will bemaintained in shareddriveReports will bemaintained in shareddrive.MonthlyreportsQuarterly reporting4In-process(delayed dueto floodingand temporaryrelocation ofoffice andplacement ofkeyboards)Completion of projectCompletion of tasksFMSV Offices—communication withrespective offices.Planning, Assessment, Accreditation Document, 2017-2018 Fiscal Year

I.8Assessment ActivitiesA. List each external audit in the section tothe right and attach a copy of thereport. If there were no outside audits ofyour unit, please state “None”.Financial Review – State Auditor’s Office 2003Review of Financial Management Services Project #20050503State Auditor’s Office – 2009 and 2014 Statement of Expenditures of FederalAwards (SEFA), no findings on SEFA for PVAMU for 2009 and 2016State Auditor’s Office – 2009 SACS Accreditation ReviewPrice Waterhouse – NCAA Audit (2009, 2010, 2011, 2012, 2013, 2014, 2015 & 2016)Ingram Wallis – KPVU Audit (2009, 2010, 2011, 2012, 2013, 2014, 2015 & 2016)TAMUS System Internal Audit – Financial (2011)TAMUS System Internal Audit Follow-up – Financial (2013)TAMUS APS Benefits Proportionality by Fund review (2012, 2013 & 2014)Appropriation Control Officer AY15 Benefits Proportionality by Fund APS011 reviewBanner audit (SAID) 2015TAMUS Internal Audit – Tuition and Fee Audit (2017)B. In this section, please list the specificchanges you have made in your unit as aresult of the aforementioned audit. If youhave not made any changes as a resultof an audit, please state “None”.-GL Accounts are reconciled on a Monthly Basis.-Account review training is offered on a monthly basis.-Allowance adjustment is done annually.-Developed and adhered to Unclaimed Fund procedures--Updated procedures--Management review of weekly, monthly and quarterly reports--Monthly review of and liquidation of encumbrances--Developed monitoring mechanism for reconciliations (weekly report)--Developing program to auto the removal of meal & housing charges for studentsnot enrolled--Updating collection and state hold procedures with process changesC. List each peer review in the section tothe right and attach a copy of the peerreview. If there were no peer reviews ofyour unit, please state the semester andfiscal year when you are scheduled tohave your next peer review.Treasury Services Peer Review – delivered June 30, 2014. Reviewed by TAMUCCand UTEP.Planning, Assessment, Accreditation Document, 2017-2018 Fiscal Year