Project Task Accomplishment Frank Chan v2a

Fiscal ServicesPROJECT TASKS

Effective 02/20/2015

PROJECT TASKS & ACCOMPLISHMENTS

Frank Chan, Jr. - September 2, 2014 thru February 20, 2015

Responsibilty Project / Task / Accomplishment SourceTime Days

1.

Employee Travel – Preparing Employee Travel Expenditures’ Report. Source data download from OAKS Business Intelligence. Creation of Charts thru the utilization of pivot tables and graphs.

Preparing Employee Travel Expenditure Reports 020215

Employee Travel 013115

Job Aid Preparing Employee Travel Expenditure Reports 120414

Last update 02-02- 2015

2.

Employee Travel Mileage Analysis

File Employee Travel Mileage 021115Last

updated 02-11-2015

3.

Travel Fleet Info draft various pivot tables.

Miles by User and Vehicle.

Pending Review,

Last update 02-19-2015

Produced by: Fiscal Services – Fiscal Management File path: Sharepoint/Financial Reporting/Frank Draft Reports/Job Aids/ of 12




4.

MBE Certified Service Providers

Exported data, create formula to shorten company names. Setup pivot table. Could be useful in updating MBE reporting file vendor table.

Last updated 02-

20-2015

5.

Routine Vendor – Analyze Vendor Payment Types, Payment Timing by Vendor with reasons/comments. Formulas setup to determine Dept Name, Pmt Type, Pmt Time, Vendor Information and Include/Exclude categories. Several Pivot Tables have been created.

Inprocess Routine extract only v2

Frank ROUTINE VENDOR LIST 100314 v2.xlsx

Frank ROUTINE VENDOR LIST LINK tabs.xlsxBoth Files are extremely large, not viable.

Inprocess 2nd version developed

01-30-2015





6.

Statistical tracking of Receivable, Purchase Order and Voucher.

Recent Job Aid Activity Summary Report 021215

Job Aid Activity Summary Report .Last

update 02-12-2015

7.

Workflow Tracking- OSS Due Date- Approval Due Date

Job Aid Workflow Tracking 021015

Sample report

Last updated 02-10-2015

8.

Payment Terms model developed with additional formula fields for analysis. Source information from WorkFlow query.

Recent Job Aid Payment Terms Workflow 021015

Workflow Pivot tabe for payment term v2.slsx

Workflow Pivot tabe for payment term v3.slsx






Key factor is to convert the query range to develop formulas simplier.

9.Job Aid FFATA PROCESS 012315 v2

Pending review,

last updated 01-27-2015

10.Job Aid FREDe 010715

Pending review,

last updated 01-07-2015





11.

Improper Invoice Letter template to send to vendor for updates to invoice being submitted.

John R. Kasich, Governor

Dr. Richard A. Ross, Superintendent of Public Instruction

Date: February 10, 2015

We are in receipt of an improper invoice from your company.

We need your assistance to help expedite the payment of the attached invoice.

Payment of this invoice will be postponed until the date a proper invoice is received from your company.

Once a proper invoice is received, the payment will be provided based on the associated terms.

The specific concerns(s) are: Comment:

1An itemization of the work completed, materials supplied and/or labor furnished not provided

this is an example of how much information you can write in this cell to provide comments to the vendor.

2 Must be Bill to:

3 Otherthis is an example of how much information you can write in this cell to provide comments to the vendor.

4 Discrepancy withthis is an example of how much information you can write in this cell to provide comments to the vendor.

5

6

7

8

9

10

11

12

Billed to: Ohio Department of Education

Office Name

Attention: Contact/Invoice Approver Name

Columbus, OH 43215

Sincerely,

Thank you,

Fiscal Management For people who are deaf or hard of hearing,

Office of Fiscal Services please call Relay Ohio first at 711.

25 South Front Street | Columbus, Ohio [email protected]

The Department of Education strives to provide all of our vendors with processing invoices in an accurate and timely manner.

Pending review,

last update 01-08-2015

12.

Job Aid Template revised.

Prior Job Aid Template .docxLast

update 02-05-2015

13.

OPERS NCL – Non Contributing List For Amadu Sankoh February 2015

No files to link or display due to Social Security Numbers in the list. 02-10/11-

2015

14.

Excel Tips and Guides 020315

Excel Tips Frank-7.htm

Prior Job Aid Excel Tips and Guides 112114.docx






15.

Pivot Table 020315

Job Aid Pivot Table v3.docx


16.

Recent Job Aid Map Network Drive 021915

Prior Job Aid Map Network Drive 020315

Prior Job Aid Map Network Drive v2.docx


17.

Payment Card Analysis – Review & Analyze Payment Card activity download from OAKS Business Intelligence. The Analysis file has several formulas (7) to organize the data for use in two key pivot tables.

Recent Job Aid PaymentCard 101414 v2 format

Job Aid PaymentCard 101414.docx

PC-0002+Payment+Card+Accounting+Detail+Report Analysis Jul01-Oct31 run 112114.xlsx

Payment Card Reconcilation V3 12-03-14.xlsx(no job aid, manual review match BI vs. Workflow)






18.

Approved Expense Account Codes FY15.

Copy of APPROVED ACCOUNT CODES FY15 FINAL.xlsx

OAKS - BI - attributes 9-9-14 pivot.xlsx


19.

Payment Card Reconciliation between Oaks Business Intelligence vs. WorkFlow.

Payment Card Reconcilation V2 12-01-14.xlsx

Payment Card Reconcilation V3 12-03-14.xlsx






20.

MBE Account Code Suggestions.

Fiscal Year 2015 Minority Business Enterprise (MBE) Set-Aside Plan - Education- Suggestions v3.xlsx

Fiscal Year 2015 Minority Business Enterprise (MBE) Set-Aside Plan - Education- Suggestions v2a.xlsx


21.Sent to Ohio Shared Services – Provide analysis of the time it takes to submit invoices to OSS from Fiscal Management. Several formulas setup to calculate “Calendar Days OSS” and “Networkdays excl. weekend / holidays”. Pivot tables setup to analyze by Source Types – School / Company / ESC (Educational Service Centers) by Vendor.

Recent Job Aid Sent to OSS 020315

Job Aid Sent to OSS 111714.docx

sent to OSS 091614 v2a.xlsx






22.

Training MBE Presentation.

MBE TRAINING 11-25-14 v3.pptx

Recent MBE TRAINING 01-09-2015


23.

MBE Vendor Report & Monitoring – Review and Analysis of OAKS Business Intelligence EOD 001 Vendor Utilization Analysis report. Creation of multiple charts and graphs.

Recent Job AidMinority Business Enterprise Analysis v3

Minority Business Enterprise Analysis v2

Job Aid Running Report for MBE Vendors 12-02-2014.docx

EOD 001 Vendor Utilization Analysis Report MBE 11-30-2014 120114 Charts.xlsx


24.Deleted Vouchers – Review of OAKS Business Intelligence to confirm that deleted vouchers have been removed from the EOD 001 Vendor Analysis report. Formulas setup to make a comparison “VAP 0002 Voucher Summary Inquiry” vs “EOD 001 Vendor Utilization Analysis” reports.






See Job Aid MBE Vendor starting at Index #12.Job Aid Running Report for MBE Vendors 12-02-2014.docx

Job Aid Deleted Vouchers 111414.docx

Deleted Vouchers 010615

Recent Job Aid Deleted Vouchers 021715

25.

Compare Account Code and Vendor Exclusions.

Recent Job Aid Compare Account Vendor 021715

Compare Account Vendor 123014


26.Controlling Board Waivers – Listing of Controlling Board Waivers based on review of OAKS Financials.

See MBE Vendor Job Aid starting at Index #14.


Controlling Board FY15.xlsx

Controlling Board OAKS Screen.docx

Job Aid Controlling Board 120314.docx






Controlling Board 122914

Recent Job Aid Controlling Board 021715

27.

Frequently Used MBE Vendors – Listing of Vendors with calculation of Days till Recertification.

See Job Aid MBE Vendor starting at Index #42.Job Aid Running Report for MBE Vendors 12-02-2014.docx

FREQUENTLY USED MBE VENDORS.xlsx

Frequently Used MBE Vendors 12-31-2014

Recent Job Aid Frequently Used MBE Vendors 021715


MBE Vendor Job Aid Index #37.






28.

Computer Aid Inc – Report & Trend Analysis based on data supplied on the 10th of the month from CAI. Pivot tables setup to identify MBE Set Aside & Participation Expense by third party vendors for YTD & Selective Month.

Recent Job Aid CAI computer aid inc 021815

CAI computer aid inc 010515

Prior method as separate files.Job Aid CAI computer aid inc 112514.docx

CAI - Oct 2014.xlsx

CAI Trend FY2015.xlsx



Project Task Accomplishment Frank Chan v2a

Documents

Transcript of Project Task Accomplishment Frank Chan v2a