1
Business Update
April 13, 2015
2
Agenda
•
Welcome
•
Information Technology Services Update
o
New Password Manager – Identity Management System
o
Google Migration
•
Internal Audit Update
o
Audit Planning Process Overview
o
FY16 & Future Plans
o
HR L&D Training Opportunities
•
Travel Update & Year End Reminders
o
Enhanced Travel Forms & Revised Manual Available
o
Upcoming Training Opportunities
o
Disbursements Year End Calendar
o
Next 49er Mart Forum – 4/23
•
Other Financial Services Reminders
o
Account Code Use
o
Record Retention
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Information Technology Services Update
Beth Rugg
Associate Vice Chancellor for Client Engagement
Information Technology Services
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5
Google Migration – Different but GOOD
Why?
o
Cloud-based solution - Google web interface
Enhanced disaster recovery preparedness
No downtime!
Mobile Devices
o
Other Benefits
Google Apps Education vs. Office 365 Evaluation
Migration Dates
o
Calendar
–
May 22-24
(All at once)
o
–
Late June to Mid August
(Phased approach)
Don’t clean-up Outlook Email! (2014 & back already copied)
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Google Migration - Resources
Face-to-Face Training
o
Various locations across campus
Find Yours!
Overview
: “Getting to Know Google
Calendar
”
–
April 15 – May 13
Hands On
: “Intro to Google
Calendar
Workshop”
–
April 22 – May 21
o
Local IT
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Drop in support Atkins Service Desk
o
Desktop support throughout migration
Online Resources
– Search for your Question
o
Migration FAQs
o
Support FAQs
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Google Calendar
What Outlook items will migrate to Google?
o
Meetings/Appointments/Future & History
o
Attendees
o
Room Resources (official 5 letter abbreviation for each building)
Will need to monitor “migrated” meetings on room resources
o
Calendar Sharing Permissions
Early adopters using Google
o
May start receiving Google Calendar invites
Brief Demonstration
8
Google Calendar
Shared Calendars
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Google Email
What Outlook items will migrate to Google?
o
Contacts/Distribution Lists
o
Majority of messages migrate
o
Folders > Labels (remove symbols)
What Outlook items will not migrate to Google?
o
Listservs
o
Deleted mail, Rules & Filters, Notes
o
PST files – working on solution
Additional Comments:
o
Outlook desktop mail client not reliable with Google
Google features optimized for web experience
o
Mail merge options
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Questions?
Don’t forget to visit our
11
Internal Audit Update
Tom York
Director
Internal Audit
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Audit Planning Process Overview
Review current year plan for
deferred or cancelled topics
Interview Cabinet members for input
on initial draft plan
Present final plan to ACERM
for approval
Adjust draft based on
management inputs
We are here
Execute Approved Audit Plan
Create draft plan for interviews with
Cabinet members
Present draft plan to Cabinet
for approval
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FY16 and Future Audit Plans
University Goal Planned Audit Topics
FY2016 FY2017 FY2018 FY2019 Goal 1
Deliver high-quality, affordable, and effective educational programs that produce educated and responsible citizens and a competitive workforce. Admin Review: BCOB Undergraduate Admissions Admin Review: CHHS Academic Services Admin Review: COED Institutional Research
Admin Review: CCI
Admin Review: Library Goal 2 Stimulate increased research, creative activities, and community engagement with a focus on programs and partnerships that address the major needs of the Charlotte region.
Technology Transfer
Effort Reporting
Early College High School support Data Use Agreement verifications Biosafety Centers and Institutes Vivarium Operations Data Use Agreement verifications Goal 3
Improve the readiness of human resources and our academic, administrative, physical, and technological infrastructure to efficiently and responsibly operate an urban research university serving 35,000 students. IT security-related topic TBD FM Design Services Human Resources Internal Controls Self-Assessment IT security-related topic TBD Capital Construction Contracting Business Continuity Program IT security-related topic TBD EHSO -Lab Safety -Fire Safety -HAZMAT/EPA PCI Compliance Internal Controls Self-Assessment IT security-related topic TBD Information Privacy -FERPA -HIPAA -GLBA MCD Policy Application Reconciliations Goal 4 Improve significantly the base of supplemental non-state revenues for academic programs and administrative support, physical facilities, and student development, particularly need-based student financial aid.
Capital Campaign gift management procedures
Restricted Gifts and Scholarships
Treasury Services – gift accounting
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FY16 and Future Audit Plans
University Goal FY2016 FY2017 FY2018 FY2019 Goal 5
Enhance opportunities for learning and working together in a socially and culturally diverse world.
Office of Education Abroad International Programs Business Office Operations Goal 6
Enhance the quality of campus life and the collegiate experience for students and other members of the campus community, both on campus and in adjacent University City neighborhoods. NCAA compliance: -Football attendance -Transition to FBS football SUAR operations NCAA compliance: -Football attendance -Investigating Rules Violations Dean of Students operations Minors on Campus NCAA compliance: -Football attendance -Rules Education Building Access Controls and 49er Card NCAA compliance: -Football attendance -Amateurism Auxiliary Services Contracts -Food Service -Bookstore -Vending -Repro Services Goal 7
Build local, state, and national awareness of and respect for the work of the University and its people.
Alumni Affairs Web
Communications and Social Media
Operational Basics University processes outside the strategic plan that are foundational to all university operations
Financial Aid Student Accounts Travel/Complex Payments Office External QAR Compliance Program University Governance Committees Chancellor’s Office Totals In-house 14 15 15 14 Outsourced
Space for unplanned 4 3 3 4
By Division PROVOST 4 3 4 2 VCBA 4 4 3 5 VCSA 1 1 VCUA 1 1 1 VCIT 1 1 1 1 VCRED 1 2 1 2 ATHLETICS 2 2 2 2 VCLA 1 other 3 1 14 15 15 14
