Business Process Workshop | Financial Management Operations

The Business Process Workshop was organized to provide a full day of learning and networking opportunities for all business-related positions. The workshop will cover a variety of business processes and best practices from the basics to deep dive options. Please review the agenda for the breakout sessions offered to tailor the learning to the individual’s needs/goals.

When and Where

Wednesday, July 10, 2024, 7:30 a.m. to 4:30 p.m.

Hilton College Station & Conference Center

Hilton Conference Room Map

801 University Drive East
College Station, TX 77840

Agenda

7:30-8:30	Breakfast Buffet - Announcements at 8:00-8:15	Grand Ball Room
8:30-9:20	Breakout Session 1	See Breakout Sessions
9:30-10:20	Breakout Session 2	See Breakout Sessions
10:30-11:20	Breakout Session 3	See Breakout Sessions
11:30-12:50	Lunch Buffet - Keynote - Josh Parnell - The Bearded Leader	Grand Ball Room
1:00-1:50	Breakout Session 4	See Breakout Sessions
2:00-2:50	Breakout Session 5	See Breakout Sessions
3:00-4:30	Chrome River Review	Grand Ball Room

Keynote

Josh Parnell - The Bearded Leader

Josh Parnell is the Founder and CEO of Limitless Leadership LLC. Whether it be through coaching, training, or speaking, Josh and his team provide customized game plans to help you achieve your desired outcomes.

He is the host of The Josh Parnell Leadership Podcast, and a veteran of the United States Air Force. For the last 20 years, Josh has taken what he’s learned and continues to learn to reach people and build leaders, both professionally and personally.

Josh enjoys reading, cooking, and working out. He is married to his wife, J’anvieu, and together they are raising leaders in their four children at home in Houston, Texas.

Josh will be set up outside of the Grand Ball Room after the keynote to answer questions and offer an opportunity for those interested to purchase his book “Leading a Legacy”. The book is also available to review and purchase on his website at https://www.thebeardedleader.com/.

Breakout Sessions

Expand all

Session	Presenter(s)	Department	Description
Payment and Travel Card Administration & Best Practices	Tiffany Groce	Payment and Travel Card Administration Office	This session will review card applications and our increase/decrease cancellation forms. This session will also go over Best Practices.
AggieBuy - Shopping/Requisition Creation and Change Requests	Cindy Glover	Purchase Audit	How to create requisitions and change requests. Q&A
FAMIS E-Office Review	Maryjo Derrick	FMO Access & Security	Join Access and Security for an overview of the FAMIS Electronic office to learn more about how FAMIS and Travel documents route for approval. Some of the items we will cover are reviewing creator, approver and signer desks, viewing a user’s approval profile and requesting updates to your department’s routing.
Canopy 101	Linda Kettler	FAMIS/ FMO Operational Accounting	This session will be a basic overview of canopy navigation and use of the search function.
TWAPMTS – The Basics	Marissa Perez	Student Business Services	A review of processing tuition and fee payments, Graduate Assistantship Non-Resident Waivers and how to use TWAPMTS reports in Compass Reports.
Cash Handling and State Sales Tax Collection Review	Ashli Woodward and Stacie Sodolak	FMO Sales and Receivables	This session will discuss an overview of System Regulation 21.01.02 Receipt, Custody and Deposit of Revenue and Common Sales Tax Scenarios.
Budget/Payroll and Workday	Shelly Janac and TBD	Budget and Planning, CISQ and Payroll	The Budget Office, CISQ, and Payroll are co-hosting a best practice training session focused on the assignment of costing allocations in Workday. The session will include a review of the following topics: costing allocation levels, best practices for costing allocations, review of pay calculation and why it is important, and salary and wage impacts on budget.
Concur - Travel Booking	Kyle Metcalf	FMO	Using Concur’s booking tool to make travel reservations, including how to identify contract vendors and the benefits using a contract vendor provides.
Best Practices Panel - Department Processing	Moderated by Cheryl Hanks	Department Processing	Cheryl will moderate a panel to highlight best practices in departments across campus. There will be some standard questions and then open Q&A.

Session	Presenter(s)	Department	Description
Account and Department Set up and Maintenance	Kat McLelland	University Accounting Services (UAS)	This session will address key topics including the establishment of new accounts and FAMIS departments, guidelines for making changes to existing accounts and departments, procedures for account and department deletion, and methods for requesting bulk updates to fields such as responsible personnel and accountants.
Purchasing 101	Robby Bounds	Procurement Services	In this course, you will learn about basic university purchasing procedures and rules. The course is designed to provide a review of purchasing basics in order for the departments to remain in compliance with the Purchasing Policies and Procedures.
AggieBuy - Receiving and Non-PO Invoice Creation	Cindy Glover	Purchase Audit	How to complete receipts and invoices in AggieBuy. Q&A
Updates to the User Access Request Form and other forms	Maryjo Derrick	FMO Access and Security	Thanks to your feedback we are making several improvements to the User Access Request (UAR) form and its process. Please join us for a presentation of our newly enhanced UAR as well as other forms we have been working on.
Canopy- Review of Account Attributes and Balances	Linda Kettler	FAMIS/ FMO Operational Accounting	This session will be an overview of account attributes, transactions, and balances.
Property - TDPs and Building Information	Dorothy Dockery	Property Management	How to create, submit, and review outstanding Property Transfers (TDP). Review of how to search for valid building and room numbers in Canopy.
Autonomous Receivable	Stacie Sodolak	FMO Sales and Receivables	This session will demonstrate a high level overview of software used to aid in the invoice collection process from submitting the invoice to customers, collection efforts, payment application, and analytics.
Payments to Foreign Individuals and Entities	Chantel Heller/ Amy Hejl	FMO	Not sure where to start with reimbursements to foreign individuals or entities? Join Individual Reimbursements and University Accounting Services for an informative session.
Concur - Travel Expense Report Processing	Kyle Metcalf	FMO	How to create expense reports for submission in Concur. This will cover how to split expenses, how to itemize expenses, and how to create reports on behalf of others as a delegate.
Best Practices Panel - Department Processing	Moderated by Cheryl Hanks	Department Processing	Cheryl will moderate a panel to highlight best practices in departments across campus. There will be some standard questions and then open Q&A.

Session	Presenter(s)	Department	Description
Property – Object & Class Codes for Fixed Assets	Dorothy Dockery	Property Management	Review of commodity codes, object codes and class codes and their corresponding relationship to become an asset on inventory.
AggieBuy – Reporting	Cindy Glover	Purchase Audit	Creating, customizing, saving and exporting searches in AggieBuy.
Updates to the User Access Request Form and other forms	Maryjo Derrick	FMO Access & Security	Thanks to your feedback we are making several improvements to the User Access Request (UAR) form and its process. Please join us for a presentation of our newly enhanced UAR as well as other forms we have been working on.
Budget and Funding Review	Jeff Burton & Deborah Wright	Office of the Deputy CFO & Office of Budget and Planning	This session will give an overview of funding and budgeting beginning deep in the heart of Texas and ending right here in Aggieland. We’ll start with where does Texas’ money come from and how does it get distributed, walk our way through Texas Higher Education Funding, and finish with Texas A&M’s funding and budget process.
TWAPMTS – The Basics	Marissa Perez	Student Business Services	A review of processing tuition and fee payments, Graduate Assistantship Non-Resident Waivers and how to use TWAPMTS reports in Compass Reports.
Accounts Receivable 101	Stacie Sodolak	Sales & Receivables	This session will include a deep dive into invoicing- from setting up customers, generating invoices through iPayments, and tracking paid and outstanding invoices to write offs and refunds.
Payments to Foreign Individuals and Entities	Chantel Heller/ Amy Hejl	FMO	Not sure where to start with reimbursements to foreign individuals or entities? Join Individual Reimbursements and University Accounting Services for an informative session.
Concur-Mobile Apps	Kyle Metcalf	FMO	We will cover the Concur Mobile app, TripIt, and other connected apps available in the app center to assist travelers in creating easily and efficiently.

Session	Presenter(s)	Department	Description
Departmental Correction Requests (DCR) Deep Dive	Linda Kettler, Alan Stilley, Shanequa Smith	FMO Corrections	This session will include an overview of DCR process with the creation of DCRs and will end with a Q&A session
Requesting a Contract?	Brian McGinley/Tammy Prater	Contract Administration	Have you received a contract from a supplier or have a supplier ask for a contract and not know what to do next? This session is to tackle that exact situation. We will walk through the difference scenarios for which a contract is required and how to go about initiating that process.
AggieBuy – JaggaerPay	Cindy Glover	Purchase Audit	What is Jaggaer Pay. How to review payment status.
Aggiebuy Routing	Maryjo Derrick	FMO	Have questions about Aggiebuy routing? Access & Security will provide an overview of the most common roles, routing options, specialized approvals and more.
Wire Transfers	Terri Gardner & Amie Scott	Banking	Overview of basic instructions and information for outgoing and incoming wire transfers.
Property - TDPs and Building Information	Dorothy Dockery	Property Management	How to create, submit, and review outstanding Property Transfers (TDP). Review of how to search for valid building and room numbers in Canopy.
Overview of Interdepartmental Transfers (IDT) & iPay Admin Center	Stacie Sodolak	Sales & Receivables	This session will include a demonstration of processing IDTs via iPayments as well as covering Search and Report features in the Admin Center of iPayments.
Concur - Payment Card Expense Report Processing	Tiffany Groce	Payment and Travel Card Administration Office	This session will demonstrate how to create a payment card report in Concur. Adding transactions to reports, expensing, allocating, itemizing transactions.
Processing Non-Resident Waivers in TWAPMTS	Marissa Perez	Student Business Services	An explanation on what a waiver is, who needs one and when they need to be processed in TWAPMTS. Review of the department’s responsibilities to audit the Graduate Assistantship Non-Resident waiver using the PWT_029 report.

Session	Presenter(s)	Department	Description
Departmental Budget Request (DBR) Deep Dive	Linda Kettler, Alan Stilley, Shanequa Smith	FMO Operational Accounting	This session will include an overview of the DBR process with the creation of DBRs and with a demonstration how to calculate fund balance.
Contracts+ and Process Overview	Brian McGinley	Contract Administration	This session is going to cover the overarching contract process for the university, why we do the things we do (and the rules that govern), and go over some of the recent updates to the process, communication, and reporting. We will also show department end users how to search for contracts and contract status. We can even show how to find the latest communication between the contract managers and our internal/external stakeholders.
AggieBuy -Supplier Onboarding	Brandie Watson or Kyle Metcalf	FMO	Review the process. Q&A
Access & Security Q&A Session	Maryjo Derrick	FMO Access & Security	Got questions? We've got answers. If you have questions for Access & Security that don't seem to be covered anywhere else, join us for this open Q&A session and ask away!
Post Award Administration	David Hollingsworth and TBD (SRS)	SRS	Post Award administration is an important part of any Tier I research institution. This workshop will give an overview of best practices between the role of Sponsored Research Services and the units that support the researchers (departments and units). You will understand the responsibility of SRS versus units supporting the researcher. In addition, there will be information about training opportunities available for those working with sponsored projects and how to become a certified research administrator.
Canopy Review of Fixed Assets	Dorothy Dockery	FMO Property Management	Introductory review of Fixed Assets (FFX) module in Canopy. Review will cover how to search for assets, download asset list by department, modify active assets and create preliminary assets in Canopy.
Overview of Deposits & Reduction to Expense	Stacie Sodolak	Sales & Receivables	This session will include a demonstration of processing deposits via iPayments. It will also include a demonstration of the entire Reduction to Expense process from requesting a payment for reimbursement to ensuring it is correctly posted to FAMIS.
Maximizing the Workday Costing Errors Report	Mary DuBuisson	UAS	We will cover the types of costing allocation errors and the resources that are available to you to identify and fix them.
Concur - Payment Card Expense Report Processing	Tiffany Groce	Payment and Travel Card Administration Office	This session will demonstrate how to create a payment card report in Concur. Adding transactions to reports, expensing, allocating, itemizing transactions.
Chrome River Review	Kyle Metcalf and Clink Merritt	FMO	The Chrome River Review session will discuss some of the benefits we will experience with the move from Concur to Chrome River. We will also discuss the implementation plan and expected phased go live dates. In addition we will have a demonstration of the software to review some of the benefits it will provide.

Menus

Breakfast

Selection of chilled juices, muffins, breakfast pastries and croissants, butter and preserves, farm fresh scrambled eggs, applewood smoked bacon, pork sausage, crispy seasoned potatoes, oatmeal with brown sugar, raisins, cranberries and milk.

Lunch

Fajita bar – lime-marinated chicken, chile marinated beef, refried beans, Mexican rice, street corn, flour and corn tortillas, shredded cheese, cilantro, onions, tomatoes, jalapenos, salsa, and sour cream.

Questions

For questions about the workshop, please email Michell Pappoe at michelle_pappoe@tamu.edu.

2024 Business Process Workshop