CQI Steering
Committee President's
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Fall 2003
President's
Address
Fall 2002
President's
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Fall 2001
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Dr.
Yowell's
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Minutes
January 24, 2002
Those present: Brent Adkins, Shirley Apple, Diane Arnold, Darlene Bayman, Sharon Brown, Terri Jacomet, Keith Kamerer, Jane Salisbury, Nancy Shuler, Debby Thrasher, Kristi Wildermuth, and Kenneth Yowell
Those absent: Linda Bair, Mike Burns, and Mona Walters
1. Goal for the day was to assess the implementation of the new process.
2. Keith Kamerer stated that he was pleased with the process at this point. Currently the turn around time in Keith’s office is three days. The turn around time will continue to be monitored. But he does have a few concerns.
3. General concerns from Keith Kamerer and the committee include:
A. Budget responsible persons need to protect their initials. Some have not changed their passwords. Initials need to be protected with a secret password.
B. Approximately 75% of the requisitions are for payment enclosed. This means that the money is not being encumbered. We could be cited by the Auditors for not encumbering the funds. All employees should make an effort to encumber funds.
C. Some departments could benefit from using blanket purchase orders.
D. The cycle time is affected by the approval process. Budget responsible persons need to set a regular daily schedule of approving purchase requisitions. It should not be done just once a week.
E. If you are a budget responsible person and you are requesting reimbursement for yourself, your supervisor should be doing the approval. You should not approve it yourself.
F. If payment is from multiple accounts, all accounts and the amount from each account should be listed in the printed comments section. Multiple accounts do not print on the purchase order and the business office then has to look up the accounts before payments can be made.
G. Requisition numbers and purchase order numbers do not match and we will have to live with that.
H. Brent does not have the needed software on his computer.
I. The library has discovered that the total in the requisition amount does not increase as additional requisitions are made. This would mean that possible budget overruns could happen. Datatel is investigating the problem.
J. No abuse of budget by budget responsible persons is apparent at this time. Oversight and technical security are important.
4. Where we are:
A. Going well
B. Some issues are being addresses.
C. People need to remember to call and ask questions instead of blundering ahead.
D. We need to learn how to get information out of the system and into the reports that we need.
5. Fiscal reporting on line is an institutional decision. Executive council will decide when it will be available and who will have access. Report functions need to be worked on in Datatel.
6. Next steps
A. Keep committee together
B. Should travel forms be electronic?
C. Fine tune security and authorizations
D. Reporting and glitches need to be resolved
E. Anyone that has not had training must be trained.
7. Next meeting will be after March 20, 2002
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