Fiscal Officer Development Series (FODS) Curriculum 2009-10
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September Session: September 9th and 10th at the Seasons Conference Center, Nashville, Indiana
| Day One - Sept. 9th |
Kathleen McNeely,
Associate Vice President of Finance & Executive Director of Financial Management Services |
Welcome and introduction to today’s session |
Debra Nelson Dunbar,
University 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. Handout |
Edwin Marshall,
Vice President of Diversity, Equity & Multicultural Affairs |
Diversity on the IU Campuses |
Neil Theobald,
Vice President and Chief Financial Officer |
Reception and Dinner at The Overlook Restaurant, Salt Greek Golf Retreat.
Remarks from Vice President Theobald |
Day Two - Sept. 10th |
| Kathleen McNeely |
Opening Remarks |
Terry Radke,
Director of 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,
University 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.
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October Session: October 13th at Griffith Hall, Bradford Woods, Martinsville, Indiana
Kathleen McNeely,
Associate Vice President and Executive Director of Financial Management Services |
Opening Remarks |
Paul Sullivan,
Acting Vice President for Administration |
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 will focus on increasing the fiscal officer's familiarity with the facilities organizations of Indiana University, emphasizing items of particular importance to the fiscal officer. Topics to be covered will include structure of the facilities organizations, the development of a construction project, the Capital Appropriation Request, Repair & Rehabilitation Funding for construction projects, and the fiscal officer's role in these areas. |
Peggy Maschino,
Business Officer in the VPAD Finance
Theresa Thompson,
Director of In-House Projects & Spatial/Project Information, University Architect’s Office |
Understanding the IU Facilities Organizations, Part II
Recognizing that some fiscal officers may only deal with a major construction project once or twice in their tenure, it is imperative to have strong communication links established with individuals in fiscal management of construction projects to ensure a project's success. The fiscal officer needs to be involved from the earliest stages in a construction project on his or her respective campus. The Finance Division of the Vice President and Chief Administrative Officer can serve as your partner when issues arise in construction and funding. This session will answer questions such as: How do you develop a project budget?
What's the role of the staff architect? What does your campus facilities staff need to do? Who pays for moving expenses? How does your building get named? What approvals are needed of the Board of Trustees and state agencies? What concerns are there related to equal employment opportunity in construction on your campus? |
Jennifer George,
Director of Accounts Receivable, Auxiliary Accounting, Capital Assets, and Student Loan Administration, FMS |
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. Capital Asset Quiz |
Jill Schunk,
Director of Purchasing Operations
Valerie Gill,
Director of Licensing and Trademarks
Loretta Gurnell,
Director of Business Diversity
| Procurement
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. Procurement Excel handout |
John Harner,
Director of Travel Management Services |
Travel Management
Travel policies and policies regarding travel procurement will be reviewed.
Travel Case Study 1 and Travel Case Study 2. |
November Session: November 11th and 12th at the Kelley Student Center, IU Kokomo campus
| Day One - Nov. 11th |
Kathleen McNeely,
Associate Vice President and Executive Director of Financial Management Services |
Opening Remarks |
Kathleen McNeely,
Associate Vice President and Executive Director of Financial Management Services |
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. IU Policy Pre-presentation Quiz and IU Policy Case Studies |
Stuart Green
Interim Chancellor, IU Kokomo |
Campus tour and Reception at the Kelley House |
| Dinner
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Historical Elliott House, Kokomo, Indiana |
| Day Two - Nov. 12th |
Kathleen McNeely,
Associate Vice President and Executive Director of Financial Management Services |
Opening Remarks |
Tom Morrison,
Indiana University's chief liaison and Associate Vice President for Public Affairs and State Relations
Steve Keucher,
Associate Vice President and University Budget Director |
The State 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. |
Steve Keucher,
Associate Vice President and University Budget Director
Todd Schmitz,
Executive Director of University Reporting & Research |
Budget Development, Administration & Revenue Projecting
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. |
Jim Donges,
Assistant Vice Provost for Budgetary Administration and Planning at Indiana University–Bloomington
Dawn Rhodes,
Vice Chancellor, Finance & Administration, IUPUI
Steve Keucher,
Associate Vice President and University Budget Director | Budget Administration
The panel will discuss the various methods of budget administration and why different methods can work on different campuses and still be effective. The panel discussion is best served by questions being provided by the audience to help direct the discussion. |
December Session: December 9th at the Bloomington Convention Center, Bloomington, Indiana
Kathleen McNeely,
Associate Vice President and Executive Director of Financial Management Services |
Opening Remarks |
Sally Link,
Manager of Cost Accounting, Financial Management Services | 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. Indirect Cost Chart2 and Chart 3 Excel files. |
Jim Becker,
Executive Director of Grants Administration | Office of the Vice President for Research and Sponsored Research Services
Overview of sponsored research and research administration at IU. |
Jean Mercer,
Director of Grant Services |
Budget Preparation & 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. |
Marcia Landen,
Director of Grant Services |
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 of Grants Administration | 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. |
January Session: January 12th at the IUPUI Campus Center, IUPUI, Indianapolis, Indiana
Kathleen McNeely,
Associate Vice President and Executive Director of Financial Management Services |
Opening Remarks |
Dan Rives,
Associate Vice President for Administration, 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 for Administration, 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. |
Stew Cobine,
Managing Director of Capital Finance and Assistant Treasurer
MaryFrances McCourt,
Treasurer of the University and Treasurer of the Trustees
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. |
February Session: February 10th and 11th at IUPUC and Hotel Indigo, Columbus, Indiana
| Day One - Feb. 10th |
Wednesday, February 11th: Summerville Room, Learning Center, IUPUC campus |
Kathleen McNeely,
Associate Vice President and Executive Director of Financial Management Services |
Opening Remarks |
Kristina Sparks,
University Tax Manager |
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. |
Mary Byrde
University Director, Payroll |
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. |
| Tour the IUPUC campus |
Reception and Dinner at Smith’s Row, Columbus |
Day Two |
Thursday, February 12th: Belvedere Room, Hotel Indigo |
Kathleen McNeely,
Associate Vice President and Executive Director of Financial Management Services |
Opening Remarks |
Kathleen McNeely,
Associate Vice President and Executive Director of Financial Management Services |
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. Fund Accounting Handout.xls |
Sheila Decker,
Assistant Vice President, Administration at the 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 Harrison,
Assistant Vice Chancellor, Finance & Administration, 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.Chart of Accounts Exercise |
March Session: March 11th at the Indiana Memorial Union, Bloomington, Indiana
Kathleen McNeely,
Associate Vice President and Executive Director of Financial Management Services |
Opening Remarks |
Larry MacIntyre,
Assistant Vice President for University Communications
Valerie Pena,
Chief of Staff, Public Affairs and Government Relations |
Communicating Institutional Information
This session will help fiscal officers understand the breadth of public affairs and marketing activities that take place throughout the university and gain an awareness of the variety of audiences that receive, evaluate, and compare institutional data (general public, news media, federal and state agencies, higher education forums, accreditation agencies, etc). It will also help them obtain a better understanding of the impact they have when reporting financial, work force effort, administrative, and other types of data on the institution as a whole, the campuses, and the colleges and schools, and to familiarize them with available resources to use to obtain shareable institutional data. In addition this session will provide guidelines to assist in determining the appropriate personnel to respond to external requests for information on behalf of the university. |
Kip Drew,
Associate General Counsel, Indiana University
Michael Klein,
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. |
Larry Stephens,
Director Risk Management |
Risk Management
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,
Director of Enterprise System Infrastructure for University Information Technology Services (UITS),
Ron Reuter,
Senior Network Administrator for Financial Management Services,
Jim Thomas,
Director of Enterprise Business Systems |
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.
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April Session: April 14th at The Wells House, Bloomington, Indiana
Kathleen McNeely,
Associate Vice President and Executive Director of Financial Management Services |
Opening Remarks |
Deb Nelson Dunbar,
University 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. Know Your Niche Worksheet |
Deb Nelson Dunbar,
University Director, Organizational Development, University Human Resource Services |
Final Session Review |
Neil Theobald,
Vice President and Chief Financial Officer |
Dessert Reception at the Wells House |
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