REGIONAL BUSINESS OFFICE

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REGIONAL BUSINESS OFFICE
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WHAT IS A REGIONAL BUSINESS OFFICE?

• RBO Vision
• RBOs are the designated SAS Business Office
  structure
• RBOs act as repositories of financial knowledge,
  management, analysis, and stewardship
• RBOs provide expertise on financial matters, and
  the highest level of customer service
• RBOs standardize business practices, minimize
  risk, while maintaining services unique to
  clients
• RBOs larger staff can provide a larger array of
  skills

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HISTORY

• In 1998, Mike Mandl, then Vice Dean for SAS
  Finance and Administration led a best practices
  task force which created the RBO concept in
  several of the largest science departments
• The Task Force recommended eliminating all
  non-financial duties from RBOs such as
  facilities, maintenance and general
  administrative tasks
• In 2000, Ramin Sedehi refined and extended the
  RBO structure to all departments with only a few
  exceptions External Affairs, LDC, Ctr for Judaic
  Studies, ELP

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REPORTING STRUCTURE

• RBOs report directly to the Executive Director
  of Finance and Administration, SAS, Bob Allison
• RBOs direct line of responsibility to the
  financial officer of the school allows staff to
  fulfill fiduciary responsibility to clients and
  SAS/Penn
• RBOs reporting relationship is required by the
  Board of Trustees and Internal Audit

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GEOGRAPHIC STRUCTURE

• Some RBOs serve departments that are physically
  located in the same building e.g. Chemistry,
  DRL, Biology
• Some RBOs serve departments that are located
  around campus, e.g. Steitler Hall serves
• Ctr. For the Advanced Study of India 3600
  Market
• Ctr. For Community Partnerships 133 S. 36th St.
• Ctr. For Org Dynamics McNeil Bldg
• Fels Institute for Government 3814 Walnut
• Criminology 3809 Walnut
• Political Science, Washington Semester,
• Christopher H. Browne Ctr. For Intl
  Politics Steitler Hall

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ADVANTAGES

• Consolidation of transactions and economies of
  scale
• Colleagues help develop and implement best
  practices
• Proximity of staff encourages hands-on learning
  opportunities
• Diverse experiential and educational background
  of staff provides wider range of expertise
• Support staffing needs in peak periods,
  vacations, absences, professional development
  opportunities
• Career path (Office Assistant?BA A,B,C ?Manager
  ?Director)

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RBO SERVICES

• RBOs provide orientation and training for all
  staff
• RBOs provide payroll processing for weekly and
  monthly paid staff
• RBOs transcribe all PIQs for new positions and
  sends to HR and follows up with hiring officers
• RBOs provide grant management
• RBOs provide monthly financial reports and
  variance analysis for program leaders
• RBOs provide budget projections for program
  leaders
• RBOs create budgets for new programs at the
  request of the Associate Dean
• RBOs respond to requests from the SAS Executive
  Director of Finance and Administration for
  reports, inquiries, analysis
• RBOs work with the SAS Office of Budget and
  Decision Support and ELP/CGS to create new
  budgets for the upcoming fiscal year

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MORE RBO SERVICES

• RBOs oversee petty cash
• RBOs provide credit card capability
• RBOs process transactions
• RBOs interpret and advise on matters of
  financial policy, generally accepted accounting
  principles, and stewardship of University
  resources
• RBOs provide cross-training so that services are
  maintained at all times
• RBOs standardize processes and procedures

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RBO TRAINING AND PLANNING SERVICES

• RBO staff fully orient all new employees to
  business and financial processes, calendars, and
  standard forms
• RBO staff meet with coordinators to preview their
  budget and review their scheduled activities
  (calendar of events)
• Based on program calendar of events, due dates
  for transaction forms are established to allow
  sufficient time for processing
• All RBO staff are available in an emergency

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RBO PAYROLL SERVICES

• RBOs set up a meeting with new appointees to be
  placed in the payroll system and process
  paperwork
• RBOs process weekly timesheets
• RBOs process all monthly payroll using
  computerized systems to increase accuracy and
  enhance collection of information

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I KNOW MY BUSINESS ADMINISTRATOR HANDLES
TRANSACTIONS, BUT WHAT ELSE DOES S/HE DO?

• What you see petty cash, cash advances,
  transactions, paychecks, procard
• What your Associate Dean, directors and managers
  see monthly budget analysis, variance analysis,
  financial reports at the macro and micro level,
  projections, budget development, payroll analysis
• What the Executive Director of Finance and
  Administration and the Vice Dean for Finance see
  response and cooperation with internal audit,
  explanation of variances, projection of final
  position 2 xs per year, next fiscal year budget
  preparation and presentation for review and
  acceptance