Fiscal Officer Development at Indiana University

1
Fiscal Officer Development at Indiana University

• Kathleen T. McNeely, Interim Assistant Vice
  President for Finance

2
What is the Fiscal Officer Development Series
(FODS)?

• A series specifically designed for Indiana
  University Fiscal Officers
• Over 50 hours of instruction
• Offered over 8 months during one academic year
• Instructors are all Indiana University Personnel
• Not a certification process

3
Mission Statement for FODS

• The Fiscal Officer Development Series strives to
  provide current, new and prospective fiscal
  officers with a "tool kit" for success. Success
  is defined as the ability to carry out roles and
  responsibilities of the fiscal officer in a
  manner that benefits the university, the unit and
  the individual. Upon completion of the series,
  individuals will have technical tools (policy and
  procedure knowledge), organizational and cultural
  tools (an understanding of the unique and diverse
  operational environments found at IU), and
  knowledge of the resources and other tools
  (courses and other opportunities) for building
  and improving personal and management skills.

4
Goals of FODS

• Development, not training
• Establish relationships between fiscal officers
  and administrators
• Establish relationships amongst fiscal officers
• Put fiscal officers in a position to know who to
  call
• Assist fiscal officers in identifying their role

5
History

• Responsibility Center Management established a
  150 Club late 1980s
• Ongoing conversations about using 150 Club to
  disburse information and knowledge through
  1990s
• January 1999 presented formal idea to VP for a
  training series
• Approved in February 1999 with implementation set
  for September 1999

6
History

• Committee assigned to identify topics and
  speakers
• Committee comprised of staff from
• Treasury
• Financial Management
• Budget Office
• Campus Financial Administration
• VPCFO
• VPADMIN
• HR Training Representative

7
History

• Initial topics were identified
• Grouped together to establish logical flow in
  training
• Short descriptions were written
• Potential speakers were contacted
• Full curriculum put together
• Campuses were asked to pick first attendees

8
Curriculum

• Initially included one overnight -2 more
  overnights were added
• Session times range from 30 minutes to 2 ½ hours
• Mock presentations given to committee first
  painful process
• Sessions required to be interactive individual
  or group
• Quizzes, case studies, grid work, panel
  discussions, exercises

9
Curriculum

• First session is an overnight and is key to
  success of program
• Getting to know you exercise
• Briggs-Myers is taken and evaluated
• Characteristics of a super fiscal officer are
  gathered in group exercise
• Fiscal Officers are encouraged to understand how
  their personality type works with their role as
  fiscal officers

10
Curriculum

• Internal Controls
• Procurement
• Travel
• Facilities
• Capital Asset Management
• Financial Policies
• Fund Accounting

• Foundation policies and roles
• Chart of Accounts
• Indirect Cost
• CG Pre-award Administration
• CG Post-award Administration

11
Curriculum

• Budget Development, Revenue Projecting
• Budget Administration
• Public Affairs Marketing
• Legal Issues
• Risk Management
• Technology

• Benefits
• Department of Labor rules
• Treasury Management (Debt and Investments)
• Tax
• IU Payroll Policies

12
Curriculum

• Closing session is key to success as well
• Development of personal strategies to success as
  fiscal officer
• Review of everything learned during year
• Identify areas of need for additional training
  and skill development

13
Closing Session

• Reception hosted by VPCFO
• Attended by Vice-Presidents and other senior IU
  personnel
• Skits on what they learned
• Plaques distributed in official graduation
  ceremony

14
Budget

• Currently have an 18,000 annual budget
• Started at approximately 25,000
• Includes
• meals and refreshments
• overnight lodging for first session
• binders, name badges dividers
• Briggs-Myers testing
• Copies
• Invitations
• Rentals space or equipment

15
Lessons Learned the good

• Conference type series works
• Makes them show up
• Makes them feel special
• Get them off campus
• Fit in institutional treasurers
• Visit a regional campus
• Interactive sessions keep them engaged
• Peer interaction has to occur

16
Lessons Learned the bad

• You cannot make everyone happy
• Too much detail - not enough detail
• Exercises are stupid - exercises are engaging
• Too hot, too cold
• This subject doesnt apply to me - I learned a
  lot even though I have no CG activity
• Why cant the sessions all be on campus - love
  getting off campus
• Kathleen talks to much - Kathleen doesnt have
  enough time for the subject she is covering

17
Other Lessons Learned

• Mock sessions work you can identify problems
  and get them fixed before session is given
• Evaluations are a must allow for CPEs and put
  you in a position to change program
• Update curriculum based on evaluations
• Sessions have to be updated each year dont
  allow speakers to get lazy
• Diversity in the class is GOOD

18
Other Lessons Learned

• A series is very resource intensive for the
  speakers and committee
• Have an administrative assistant in charge of
  scheduling and getting everything ready
• Even fiscal officers with years of experience
  have found this valuable
• Telegraph success it assists in the retention
  of the program

19
Class Size/Configuration

• Tried to keep class size at 25 per year
• Average is 29 per year
• Not just fiscal officers attend
• 2 chancellors
• 6 vice-chancellors for academic affairs/student
  affairs
• 6 vice-chancellors for finance
• Several Directors
• A couple of Deans

20
Selection Process

• First four years allowed the campuses to choose
  who would be in the class
• 2004-05 class recommended by the committee to the
  VPCFO
• This process will continue for 2005-06 class

21
Ongoing Development

• Annual Alumni Program
• Includes all graduated fiscal officers
• Full day session
• Combination of update and development
• System development updates
• Policy updates
• Compliance updates
• VPCFP annual discussion
• Internal Control Workshops

22
Questions