HCM 8.9 Upgrade Status Meeting Agenda

Delegate’s Meeting

Wednesday, June 1, 2011 – LAX Crowne Plaza 9:00am – 2:30 pm

Members X Clinton Moffitt (Fresno), Chair X Scott Burns (San Diego) X Cynthia Matson (Fresno) CABO Liaison X Agnes Wong Nickerson (San Francisco) X Doug Wade (Bakersfield) X Josee Larochelle (San Jose) X Missy Jarnagin (Channel Islands) X Rick Ramirez (San Luis Obispo) X Dave Foreman (Chico) X Mary Hinchman (San Marcos) X Karen Wall (Dominguez Hills) X Letitia Coate (Sonoma) X Debbie Brothwell (East Bay) X Claire Tyson (Stanislaus) X Brian Jenkins (Fullerton) X George Ashkar (Chancellor’s Office) X Carol Terry (Humboldt) Sean Boylan (Chancellor’s Office) X Sharon Taylor (Long Beach) X Lori Erdman (Chancellor’s Office) X Jose Gomez (Los Angeles) X Jean Gill (Chancellor’s Office) X Stephen Mastro (California Maritime X Mike Redmond (Chancellor’s Office) Academy) X John Fitzgibbon (Monterey Bay) Rodney Rideau (Chancellor’s Office) X Robert Barker (Northridge) X Tom Roberts (Chancellor’s Office) X Darwin Labordo (Pomona) X Michelle Schlack (Chancellor’s Office) X Justine Heartt (Sacramento) Nancy Freelander-Paice (Chancellor’s Office) X Bob Wilson (San Bernardino) X Lily Wang (Chancellor’s Office) X Jessie Lum (Chancellor’s Office) X Georgia Forman (Chancellor’s Office) X Sue De Rosa (Chancellor’s Office) X Jason Wenrick (Sonoma – CHRS)

1) Welcome, Roll Call 9:00 am

2) Agenda Approval

3) Treasurer’s Report – Ending fund balance is $83,601.

4) Liaison Reports a. Accounts Payable – Bob Barker no report. b. Student Accounts Receivable – Justine Heartt no report. d. Purchasing (PSSOA) – Karen Wall reported that PSSOA is learning to work with CPO’s and all PSSOA have seen the demo of eProcurement e. Budget – John Fitzgibbon reported that three members of the Budget Officers steering committee will be rotating off and new member selection is in process.

FOA Executive Committee * Chair, Clint Moffitt * Vice Chair, Agnes Wong Nickersen * Secretary,Josee Larochelle * Treasurer, Mary Hinchman * One year Member at Large, Doug Wade * Two year Member at Large, Justine Heartt f. Sponsored Programs – Letitia Coate reported that progress is being made on reports. June 20th testing of reports, June 28th reports will be shown to interested parties, and July 15th is the release date g. CFS Advisory Committee – Josee Larochelle reported that the 3 Subject Matter Committee Recommendations are to be presented to CABO at their next meeting. i) FIRMS/GAAP Dashboard will be delayed to mid-July. Some findings were discovered during testing and are being worked on.

ii) eProcurement Subject Matter – all remaining individuals have seen the demo and Bob Barker is working on scheduling teleconferences with the group. (1) Additional FOA representatives are requested given Bob’s upcoming retirement. Josee Larochelle and Agnes Wong will participate. (2) Synery eProcurement Group will be proceeding simultaneously. There will be some overlap with topics and representation. The Synergy Task Force reports to CABO. (i) Tom Roberts will share the scope with FOA, but basically the task force is looking at tools to create product inventory and an “Amazon.com” type of catalog shopping (ii) eProcurement may be a method to host common contracts. (3) Larry Schlereth – providing some additional information regarding the synergy task force and the CFS Advisory Committee, particularly emphasizing that the scope of the CFS Advisory Committee is to determine if we are going to accept what the design team provided, eProcurement, or another third item (which is really not acceptable). (i) Goal is to have a recommendation made to FOA by August. (4) Auxiliary Subject Group – June 7th Dashboard implementation scheduled. Survey was requested to determine which campuses need to be involved. Please respond to Bob Wilson. (5) Governance – Jessie and Larry (a) Mod Governance clarification from Executive Committee – the EC believes changes to financial system should not be entertained until CFS has been live for one year. Therefore proposals for enhancements will be entertained beginning July 2012. Larry will confirm with EC that this is the case. Regulatory, legally mandated or Executive Order modifications would be implemented. Sharon requested that the one year team be related to the go live date of a campus as opposed to all 23 campuses. (i) Sac State has submitted a remedy ticket related to Chargeback Mod which needs to be modified due to new CSU CO Cost Recovery Accounting Changes. (ii) Discussion occurred regarding issues with current CFS functionality that may be a design flaw.

5) Common HR System – Gail Brooks, Larry Schlereth Time Certain 10:30 – 11:30 AM i) Handout was provided by Gail and the feasibility study is ongoing with a Target Implementation 2013.

6) ICSUAM Status and CO Policy Approval – Mike Redmond provided a number of handouts that describe the process and principles for ICSUAM. i) Working on a mechanism to highlight new and draft policies. Refer to the ICSUAM website and capability to sign-up for email alerts. Process for approval will be different based on decisions by the EVC and others depending on the topic. ii) Concern was raised by FOA as to whether all policies impacting FOA would be reviewed by FOA prior to publishing. Mike and George indicating that there was an understanding of the need for subject matter expert review, but also balanced with the need to finalize and publish policies.

of 4 7) FOA Bylaws – Karen Wall presented that her working group has prepared a draft update to the bylaws. Karen emailed the draft to FOA for review. Comments are requested to Karen within the next 2 weeks-June 15. The bylaws will be finalized and voted by FOA at the next conference call.

8) CABO Updates – Cindy Matson reported that she will present the FOA CFS Advisory Committee Recommendations at the June CABO meeting.

d. CABO Affinity Groups Annual meetings were discussed by CABO. A conference call was held with Ben and all liaisons to affinity groups which determined that each group needs to provide information regarding their meetings. For FOA this would consist of FOA Annual meetings, PSSOA, etc…We were also asked to review how these are delivered. Shawn Bibb will be providing information regarding CSU 101.

9) Chancellor’s Office Update d. Financial Services – George Ashkar reported that SB736 is moving ahead which would eliminate the standalone financial statements. Governor needs to sign the bill. i) Auxiliary Committee recommendations for implementation are moving forward including the development of audit standards ii) Pell Grant funding change was raised by Sharon Taylor. Federal Financial aid beginning April 2011 whereby a University must have made the disbursements prior to requesting the funds. For Long Beach this equates to a $21 million cash flow issue since it takes up to 72 hours for the funds to be received after requesting the funding AND have disbursed the funds to the students. This will also have a SWIFT impact. George will take this back and research the issue.

(1) Cost Match or Cost Sharing – Lily Wang, Sue DeRosa reported draft ICSUAM policy on Cost Sharing. This topic was also included in year-end training. There was much discussion regarding the other areas of review for this topic. Conclusion: Lily and Sue will form a task force to address. Campuses that volunteered to participate are: SO, MB, NO, SF, CI, EB, and CO.

e. Budget – Rodney Rideau no report

f. Procurement Update –Tom Roberts responded to FOA delegates concerns regarding US Bank services. Tom will prepare a draft email for FOA to review prior to sending to U.S. Bank. Issues raised are as follows:

(1) p-card file is not always available on the date that was agreed to (2) project management staff is not reliable

g. Audit Update – Michelle Schlack

10) Cashiering Escort Amount – Letitia Coate brought up a concern regarding ICSUAM policy Physical Protection of Cash and Cash Equivalents. The policy requires “Transport shall be accomplished by at least two employees. When deposits exceed $2,500, employees shall be escorted by campus police. When necessary, armored car service or police escort shall be used.” Michelle Schlack indicated that from an Audit perspective this policy is not yet finalized and they are auditing against SAM.

of 4 11) Conference Planning – Justine Heartt

12) CSU 101 – Agnes Wong Nickerson

13) Other – Karen Wall was Nominated for FOA Chair by the Nominating committee of Carol Terry and Clint Moffitt. By unanimous vote of the FOA Delegates – Karen Wall is the new FOA Chair effective immediately.

14) Next Meeting FOA Teleconference, Wednesday July 6, 2011, 9:00 am