Simplify the budget process
The FP&A team implemented a streamlined budget process to accommodate quickly changing operational conditions. The team integrated the primary budget templates into CalPlanning, which makes the templates more sustainable and simplifies the process of completing the planning forms. They also simplified the form that captures the primary budget narrative of each division, consolidating the previously lengthy form into three key questions.
Review cash handling
The Accounts Receivable team evaluated the implementation of a lockbox to automate campus cash handling procedures and reduce the volume of cash receipts processed on campus manually. On average, they process about 500 checks on a weekly basis during the busy times of year.
Simplification of faculty funding workflow
In an effort to improve processes that currently support faculty salary actions on campus, Financial Planning & Analysis and the Vice Provost for the Faculty have launched a project to review various work streams - faculty hiring, separations, merits, promotions, and range adjustments - to identify areas for improvement in transacting faculty funding changes. As part of this project, the team will explore business process redesign and data integration possibilities between APBears and UCPath to ensure the accurate flow of information between APBears, UCPath, and BFS.
UNEX supplier and voucher import
The Accounts Payable team partnered with University Extension (UNEX) and BFS to streamline and automate a process for Extension Students in much the same way as is already done for enrolled UC Berkeley students. This solution eliminates a significant manual process for UNEX by importing Extension Student refund voucher details from the University Extension External system (Destiny), and creating and updating the student vendor details to process refund payments in Berkeley Financial System (BFS) while maintaining or exceeding the existing levels of controls. This implementation strategically aligns multiple departments with a streamlined approach to connect the Procure to Pay cycle, while eliminating manual, redundant steps and allowing for more timely payments to University Extension students.