Fiscal Accountability Framework

Status of Implementation for Other Project Recommendations

Background

The Fiscal Accountability Framework project resulted in numerous recommendations.  For current implementation status of the other recommendations, see below.  For current implementation status of the seven primary recommendations, see http://www.ous.edu/cont-div/faf/primary_recommendations.html .  For background project information that led to the creation of the recommendations, see http://www.ous.edu/cont-div/faf/background/ .  

Implementation Status

(Refer to Section 6: Work Group Recommendations of the Final Project Report to see a more detailed description of these recommendations.) 

04/22/04 - Auditing:  Self-evaluation internal control tools developed by the Post Transaction Audits Committee were presented to the directors of business affairs for comment.  Final presentation will be made to the vice presidents in June.

01/16/04 - Auditing: The Post Transaction Audits Committee, which was formulated as a result of the FAF auditing component, has developed self-evaluation internal control tools for the following areas: Cash/Accounts Receivables, Purchasing/Procurement Card, Fixed Assets/Minor Equipment, and Payroll/Human Resources. These self-evaluations are posted on Internal Audit Division's web site: http://www.ous.edu/iad/resources.htm .

11/26/03 - Budgeting, Process Disconnect: Discussions with DAS and Legislative Fiscal Office (LFO) have reinforced the intractability of their position that OUS is required by statute, DAS administrative rules, and LFO instructions to submit its Agency Request Budget in the form required of all state agencies. Consequently, for the 2005-07 biennial request, OUS will be required to build its budget using the ORBITS system. In addition, given the tenuous nature of the current status of the Resource Allocation Model, continued pursuit of a more congruent process will necessarily be deferred until critical RAM issues have been resolved.

11/26/03 - Budgeting, Budget Reconciliations: After considerable discussion, Budget & Management Division (BAM) has determined that it is not feasible at the present time (in reality, it may not be possible given the convoluted nature of the statutes and the DAS and Legislative Fiscal Office [LFO] administrative requirements that dictate the state's budget building process) to develop a process for reconciling the final system budget with institutional data submissions. Even assuming the unlikely possibility that it can be done, the complexity of such a reconciliation would require an effort currently beyond the resources available to BAM. In addition, the uncertainty surrounding the impending RSTARS to ORBITS crosswalk project to be undertaken by DAS further confounds any effort to develop a manageable reconciliation process. Rather, BAM will offer training and walk-throughs for interested campus personnel on the state's budget building process (including the FIS to ORBITS crosswalk) and the use of campus data in developing the system budget.

11/26/03 - Budgeting, Clarifying Roles and Responsibilities: Budget & Management Division (BAM) will work with the OUS Government Relations Office and the campuses to develop a consolidated OUS contact list for use in the 2005 legislative session.

11/26/03 - Facilities Management, Updating Regulations: The thresholds on hiring outside consultants cited in OAR 580-050-0020 have been updated as follows:

1. Contracts under $25,000 do not require formal procurement procedures.
2. Contracts from $25,001 to $200,000 with qualified vendors who have entered into OUS retainer agreements do not require formal procurement procedures.
3. Contracts in excess of $200,000 require formal procurement procedures.

Raising the Building and Equipment Reserves for auxiliary enterprises (IMD 6.350) and service departments (IMD 6.380) is pending.

Raising the threshold per IMD 7.106 for the definition of capital construction is pending.

Elimination of the University Hospital Building Repair and Equipment Replacement (IMD 6.390) and Plant Rehabilitation (IMD 7.145) provisions are pending.

11/12/03 - Auditing: The Post Transaction Audits Committee, which was formulated as a result of the FAF auditing component, is scheduled to meet on December 2, 2003. The committee is made up of representatives from each campus as well as the Chancellor's Office. The purpose of the meeting is to discuss the results of a campus-wide survey on post transaction audits, other monitoring techniques, training tools, policy and procedures, and communication methodologies over key transactional areas. The committee is focusing on cash/accounts receivables, purchasing/procurement card, personnel/payroll, and fixed assets/minor equipment transactions.

12/13/02 - The Controller communicated to the F&A Cabinet members their issues and recommendations from the FAF project (as summarized below), to route through the Administrative Council, with the timing dependent on priority established by the F&A Cabinet member.  Relevant materials and information prepared by the work groups were also provided.

5/10/02 - The Vice Chancellor for Finance and Administration confirmed the appropriate System F&A Cabinet member for each of the recommendations.  The Controller will provide relevant information to the F&A Cabinet members.   

1/24/02  - The Controller reported to the FAF Steering Committee that the Controller will work with the Vice Chancellor for Finance and Administration to assign these recommendations to appropriate System F&A Cabinet members.  These recommendations will be routed through the Administrative Council; the timing will be dependent on priority.  The issues are summarized below.

• view Steering Committee minutes

NOTE:  For current implementation status of the seven primary recommendations, see http://www.ous.edu/cont-div/faf/primary_recommendations.php.