Business Operations Project

Office of Audit, Risk and Compliance, Beaver Works Core Group, Business Centers, Central IT, Business Affairs IT, Research Office, Contract Services, Unit Billing Personnel, Fee Book Internal/External Committee, Students, operational personnel, policy makers, Forestry Co-Op, representatives from self-support operations, UHDS, Research Office (OSRAA, OCCD, Centers and Institutes), Vet Med, Cashier’s Office, Printing and Mailing, Motor Pool

This project stems from comments collected in the focus groups about Accounts Receivable processes from the perspectives of those involved in Accounts Receivable operations and controls. The purpose is to identify challenges/pressure points, recommend solutions, and oversee implementation for processes associated with system functionality/consistency of Accounts Receivable operations.

There is a lack of transparency and consistency of processes, in addition to system limitations, associated with Accounts Receivable operations. This results in the inability to access, share, and integrate information between various systems to accurately and efficiently collect revenue and track information across OSU to meet accounting and reporting requirements.

• Balance the business needs with security/compliance considerations (apply accepted risk tolerances)
• Identify and design consistent tasks, forms, processes, and systems
• Define ideal state roles and responsibilities and individualized training plans for those roles
• Identify and recommend an ongoing, structured, and consistent training plan that incorporates the full procurement cycle
• Assess current policies against proposed processes and make policy recommendations for modified or new policies that are easily accessible
• Propose possible IT/IS solutions to Steering Team for improved system functionality and multi-system integration
  • Note: if an IT/IS solution is to be proposed, the team MUST still re-design processes, revise policies, and propose a plan to implement consistent processes before an IT solution is adopted.
• Develop training and communication plans for the implementation of the proposed solution(s)

• Identify any gaps in the Business Operations Inventory under Accounts Receivable specific to colleges, schools, departments and other units.
• Evaluate unit requirements (baseline and wish-list) for performing all types of billings and identify best practices/controls to propose a set of operating standards for Accounts Receivable functions.
• Establish documentation standards/requirements for backup, invoice format, and archiving.
• Recommend an effective method/tool for identifying, and posting incoming payments.
• Evaluate the option to reference and/or integrate the OSU Fee Book, contractual obligation, and other pricelists within an Accounts Receivable system.
• Improve transparency of process status through tracking mechanisms and/or improved communication.
• Identify and implement solutions that facilitate/promote easy payment and payment processing, e.g. point of sale, online portals, acceptance of credit cards payments, cashiering tools, etc. with consideration for how the university or unit funds and manages the solutions.
• Propose options for reducing the number and variety of billing systems across campus; address integration of data into one reporting system for managing A/R. Implement approved solutions.