Jay Delaney, Finance Manager, Institute of TechnologyGayle Anderson, Grants Management Coordinator, College of Liberal Arts

Zola Hoey, Finance Manager, Division of Epidemiology & Community Health

Dianne Sivald, Grants Manager, U of MN Extension Service

02.18.2010

DIVIDE AND CONQUER: CLUSTER VS. UNIT RESPONSIBILITY

Dean Crouch

Associate Dean for Research and Planning (Kaveh)

Associate Dean for Student Services (Strykowski)

Associate Dean for Academic Affairs (Gladfelter)

Other Dean’s Office functions (Development, Communications)

Finance Director (Pappone)

Dean’s Office Accountant II/Data Analyst (Lindsay)

Dean’s Office Executive Accounts Specialist (Noori)

Financial Cluster Director (Delaney)

Voucher Processor (Killebrew) Procurement Specialist (Jensen)

Voucher Processor (Anthony)Procurement Specialist (Roy)

Student Workers (2)Procurement Specialist

(Haverkost)

Chief of Staff (Wolterstorff)

Institute of Technology – Dean’s Office

Organizational Chart

Financial Cluster Director

Position Management(Not a cluster function at this

time.)

Payment Voucher

Entry

Purchasing Oversight Journal Entry Bill Entry

Annual Budget

Oversight

Data Analysis & Reporting

Institute of Technology – Dean’s Office

Organizational Chart

CLA Dean

Chief Financial Officer

Associate Dean for Research

Grants Support Team

Fiscal & TechnicalCluster DirectorOversees 4 Financial

Service Teams

East Bank Team l e.g. Psychology,

Speech-Language-Hearing, Cognitive

Science(Behavioral Science Administration and

others)

East Bank Team IIe.g. Languages,

English, Literature, writing

(Humanities)

West Bank Team Ie.g. Geography,

Sociology, Anthropology, History

(Social Sciences)

West Bank Team IIe.g. School of Music, Theatre, Art, Dance

(Arts)

PRE-AWARD

FunctionsGrants Coordinators

CLA Admin/Deans Office

Cluster *Four Finance Service Teams

Department

Funding Searches X

Coordinate Collaborations, develop timelines X

Support for Compliance Issues (IRB, RCR, REPA) X

Proposal Development – Budget, Forms, Copy Editing

x x (budget info only) x

Proposal Submission x x

POST-AWARD

FunctionGrants Coordinators

CLA Admin/Deans Office

Cluster *Four Finance Service Teams Department

Prepare PS friendly budget x X x

Work with PI – Payroll set up, consultant agreements, etc. X

Travel, Requisitions/POs, ECAR, Receiving X

Journal Processing X

Sponsored Transaction Approvals (Certified Approver)

x (Collegiate CA) X

Data Analysis, Reporting x X

Award Monitoring, Work with PI – extensions, close out issues, etc.

x (Collegiate Support) X

Effort Certification x (Collegiate EC) X

BENEFITS AND CHALLENGES SPONSORED FINANCIAL MANAGEMENT Improvements Better monitoring of sponsored projects Consistent communication with PI’s Expertise and improved competencies. Back-up/Cross Training

Challenges Coping with Communications - physical location – Drawback Improve reporting, regular, meaningful communication with PI’s On going Training, Staff Changes

ORGANIZATIONAL CHART

University of MinnesotaSCHOOL OF PUBLIC HEALTH

ACADEMIC HEALTH CENTER

OFFICE OF THE DEAN

STUDENT LIFE AND LEADERSHIP

EDUCATION OPERATIONS

ADVANCEMENT SERVICES

EXTERNAL AFFAIRS

DEVELOPMENT

ALUMNI RELATIONS &EVENTS MANAGEMENT

FINANCE AND ADMINISTRATION

BIOSTATISTICS ENVIRONMENTALHEALTH SCIENCES

EPIDEMIOLOGY ANDCOMMUNITY HEALTH

HEALTH POLICY AND MANAGEMENT

ACADEMIC AFFAIRS AND RESEARCH EDUCATION

RECRUITMENT

STRATEGIC RELATIONS AND PARTNERSHIPS

Procurement Cluster 013

Service Team 1(includes SPH Administration)

School Divisions

Service Team 2 Service Team 3

•AR Services

•Purchasing Services

•Disbursement Services

•Accounting Services

•SPA (Sponsored Projects Administration)

•SFR (Sponsored Financial Reporting

•Maintain customer relationships

•Initiate requisitions

•Travel & Expenses

•Asset & line-item budgeting

•Proposal prep (EGMS)

•Pcard

•Approvals

•Financial Reporting

Division/Unit

Cluster Activities

University

Procurement Cluster:

Accountable to both local & centralized units

• A/R Bill Processing

• Purchasing Oversight

• Vendor Payment Processing

• Journal Entry Processing

• Procurement Oversight Function

Integrated Services Continuum Centralized Decentralized