commitments / tasks completion person responsible 1

Actual

Person Responsible

Estimated

End Date

Completion

Date

Action Items/Notes

1. Ensure that the SAP accounting system possesses accurate and

timely financial information for HHS fixed assets, supported by

information in the SUN accounting system.

a. Identify and reconcile all differences between SAP and SUN

systems as of June 30, 2013 as it relates to fixed asset accounts.HHS Finance/ASAP Completed

b. Identify Assets Under Construction (AUC) costs to be

componentized and adjustments to fixed assets capitalized after

6/30/2013.HHS Finance Completed

c. Make needed entries to SUN and/or SAP systems to reflect

reconciling items, including related depreciation.ASAP/HHS Finance Completed

d. Bring fixed asset reconciliation up to current.HHS Finance/GAU 12/31/2014 1/31/2015

Asset acquisition value reconciled. Accumulated

depreciation currently being reconciled for $3.5 million.

e. Provide as a deliverable a procedure that will ensure that fixed

asset information is kept reconciled on an ongoing basis.HHS Finance 12/31/2014 1/31/2015

Draft procedure distributed to team members;

finalization anticipated in by February meeting.

2. Document the current workflow and process for the monthly

close, identify obstacles to timely completion and propose solutions

to address.

a. Interview HHS Finance staff and document current monthly

closing process, including tasks by staff member and estimated

time to perform each task.

Finance/MGO Completed

b. Prepare workflow diagram, identifying "pain points."

Finance/MGO

Completed

c. Conduct a survey of other hospital finance operations of similar

complexity to establish best practices, including such things as

materiality of accruals.

Finance/MGO

Completed

d. Review workflow diagram with stakeholders and identify and

implement solutions:

Finance/MGO

Priority 1: EPIC Interface

HHS Finance/Healthlink

11/1/2015

Manual fixes are made by the Healthlink team before the

file is sent to GAU; this file is the starting point for the

revenue netdown analysis. HHS Finance will lead work

group.

Commitments / Tasks

of 3

Actual

Person Responsible

Estimated

End Date

Completion

Date

Action Items/NotesCommitments / Tasks

Priority 2: FQ Visit Analysis


6/30/2015

Primarily a manual process, needed for revenue net

down; establish a work group to improve FQ coding or

reporting. HHS Finance will lead work group.

Priority 3: Collection Percent Analysis HHS Finance/Healthlink 6/30/2015 See Priority 4.

Priority 4: Revenue Net Down


6/30/2015

HHS Finance will lead work group to develop timeline

and options for installing a contracting module

integrated with EPIC; in parallel, establish a model for

creating net revenue estimates to be used to allow faster

close.

Priority 5: Expense Accrual Process

ASAP/Finance/HHS Finance

6/30/2015

Finance ASAP and GAU will lead work group to review

the process, which involves semi-automated data

gathering, analysis and uploading; set thresholds,

improve use of systems and staffing in AP.

Priority 6: Cash Receipt Reposting

ASAP, Finance, HHS

Finance

6/30/2015

Manual process to repost cash receipts in SUN that were

posted in SAP at the summary level; Finance ASAP and

GAU will lead work group to review process and

improve use of systems.

e. Develop reports to be generated from SAP to assist HHS in the

monthly closeHHS Finance/ASAP Dependent on completion of tasks above.

3. Review and document the current SUN/SAP monthly

reconciliation processes to identify obstacles and critical path items

that may adversely impact timely completion and propose

solutions.

a. Review SUN/SAP interfaces with HHS staff to understand the

use and manual steps performed to transfer information between

the two systems. Enhance the interfaces where possible.

HHS Finance/ASAP 7/31/2015

ASAP Team began interviews of HHS staff regarding

interfaces, initiating improvements simultaneous with

data gathering; this work will be resumed upon

completion of the CAFR.

b. Establish accounting and budget structure for automated

interfaces, including revisions to GLA structure.Finance/MGO 11/28/2014 Completed

New account structure in SAP and PBF will be

inaugurated with 2016 Budget process.

c. With approval of OBA and Controller, HHS Finance to

develop new GLA revenue structure in SAP; this will facilitate

reporting that is currently only provided in SUN and linked to

EPIC and PBF.

Finance/MGOPartially

completed.

GLA structure completed (see 3.c. above); linkage to

Epic under way. Implementation will be in 2016.

d. Identify all possible opportunities to eliminate manual

intervention, including identifying new SAP reports.ASAP/HHS Finance 7/31/2015

of 3

Actual

Person Responsible

Estimated

End Date

Completion

Date


4. Ensure that the budget information in the PBF module of SAP

accounting system reconciles to HHS’ MPC (PM10) and accurate

budget-to-actual information can be obtained from the SAP

accounting system.

6/30/2014

a. Document the current HHS budgeting process. OBA/HHS Budget Completed

b. Final VMC budget load. HHS Budget Completed

c. Develop upload process for Excel spreadsheet summary of

budget detail to PBF.ASAP Completed

d. Develop reports to ensure accuracy of uploaded Excel

spreadsheet information.OBA/HHS Budget Completed

e. Develop automated interface between HHS budgeting and PBF. ASAP/HHS Finance/OBA TBD

Evaluating cost-benefit of upgrading PBF to

accommodate automated interface if other significant

benefits from the upgrade will not be achieved. will be

completed

5. Investigate the possibility of developing SAP as the primary

accounting and reporting system for HHS.

a. Hire subject-matter experts to explore the subject and develop

reasonable estimates of costs for using SAP as the accounting and

reporting system for HHS.

All TBD

of 3

SAP/SUN Reconciliation Project Revised as of Aug 4, 2014

Actual

Person

Responsible

Estimated

End Date

Completion

Date

Action Items/Notes


timely financial information, supported by information in the SUN

accounting system.


systems as of June 30, 2013.David C/Vinod 9/30/2014

b. Fixed asset reconciliation will be as of 6/30/14. HHS will provide

as a deliverable a procedure that will ensure that fixed asset

information is kept reconciled on an ongoing basis.

David I/Vinod 12/31/2014

AUC/Capitalized assets - have identified major

discrepancies; will refine estimated end date at next

meeing. HHS Finance will share reconciliation with

ASAP

c. Develop an inventory of all reports generated in SAP and new

reports to assist HHSF in overseeing the operation.David I / Vinod TBD Dependent on 1b. List of desirable reports has started.

2. Document the current workflow and process and identify

obstacles to timely reconciliation.

a. Interview HHS staff and document accounts mapping and

reconciliation process.MGO

8/18/2014

7/31/2014

b. Review the amount of time that individual employees spend on

steps performed for this process.MGO

8/18/2014

7/31/2014

c. Identify transactions that could be automatically interfaced from

system to system.

c.1 SUN to SAP

c.2 SAP to SUN

d. Prepare draft workflow mapping; review with all stakeholders MGO8/25/2014

7/31/2014

e. Prepare final workflow, incorporating stakeholder input. MGO9/2/2014

7/31/2014

3. Establish accounting and budget structure for automated

interfaces.

a. HHS Finance to prepare proposed Revenue GLA Structure and

submit to OBA and Controller's Office

Dave C/ Vinod

/ Matt8/16/2014

b. OBA and Controller's Office to review, approve or propose

changes to HHS FinanceLiz/ David I 8/18/2014

17 interfaces have been inventoried; each interface is

being examined individually to identify ability to

improved. Due date appears realistic although this work

competes with the year-end close.

Commitments / Tasks

HHS


Actual

Person

Responsible

Estimated

End Date

Completion

Date


c. HHS to assess impact over other systems and processes of

changing GLAs including EPIC and PBF

Dave C/ Vinod

/ Matt8/18/2014

Account and Budget. Establish structure for interface.

Ensure adequate resources for Epic integration.

d. Create GLAs in PBF & SAP, SUN, and PM10Dave C/ Vinod

/ Matt/ David ITBD

Dependent on Task 3a - 3c.

e. When appropriate, reallocate revenue budget to new structure

and adjust actual

Dave C/ Vinod

/ Matt10/7/2014




accounting system.

a. Document the current HHS budgeting process. Liz/Matt 6/30/2014 6/30/2014

b. Final VMC budget load. Matt 8/18/2014OBA will roll FY15 budget this week

c. Develop upload process for Excel spreadsheet summary of budget

detail to PBF.David I. 8/18/2014

d. Develop reports to ensure accuracy of uploaded Excel spreadsheet

informationDavid/Liz/Matt 8/18/2014

e. Develop automated interface between HHS budgeting and PBF. David I. TBDDependent on upgrading PBF

5. Review the monthly closing process at HHS and identify

improvement to improve timeliness.

a. Compare HHS’ process to industry best practices. MGO

a.1 Develop a survey. MGO 7/7/2014 7/21/2014

a.2 Obtain a list of contacts to other public hospitals to be

able to send survey.David C 7/7/2014 7/7/2014

a.3 Send out survey. David C 8/11/2014

a.4 Compile and analyze results. David C 9/2/2014

b. Identify areas of improvement and develop work plan to

implement those improvement opportunities.All TBD

6. Pursue use of SAP as primary accounting and recordkeeping

system for HHS.



reporting system for HHS

All TBD

b. Determine how to minimize manual transfer of information

from SUN to SAP and maximize possibility of using SUN as a

subsidiary system to SAP.

All TBD

HHS

&

OBA

Dependent on Tasks 1 to 5

SAP/SUN Reconciliation Project Revised as of July 21, 2014

Actual

Person

Responsible

Estimated

End Date

Completion

Date

Action Items/Notes



accounting system.







AUC/Capitalized assets - have identified major

discrepancies; will refine estimated end date at next

meeing. HHS Finance will share reconciliation with

ASAP


reports to assist HHSF in overseeing the operation.David I / Vinod TBD Dependent on 1b. List of desirable reports has started.




reconciliation process.MGO 7/31/2014


steps performed for this process.MGO 7/31/2014


system to system.

c.1 SUN to SAP

c.2 SAP to SUN

d. Prepare draft workflow mapping; review with all stakeholders MGO 8/4/2014

e. Prepare final workflow, incorporating stakeholder input. MGO 8/11/2014


interfaces.



Dave C/ Vinod

/ Matt8/11/2014

Continuing to scope the work that would be required to

expand the SAP chart of accounts; work processes

would need to be revised accordingly.



ASAP/HHS Finance need automation.

Commitments / Tasks

HHS


Actual

Person

Responsible

Estimated

End Date

Completion

Date



changing GLAs

Dave C/ Vinod

/ Matt8/11/2014




/ Matt/ David I9/2/2014


and adjust actual

Dave C/ Vinod

/ Matt10/7/2014




accounting system.

a. Document the current HHS budgeting process. Liz/Matt 6/30/2014 6/30/2014

b. Final VMC budget load. Matt 8/18/2014OBA will roll FY15 budget this week









a.1 Develop a survey. MGO 7/7/2014 7/21/2014Survey completed. Will find out if Survey Monkey is

possible.


able to send survey.David C 7/7/2014 7/7/2014

a.3 Send out survey and compile results. David C 8/18/2014Will send survey and compile result. Deadline to

respond on 8/11and report back on 8/18 meeting.




system for HHS.




All TBD

HHS

&

OBA


Actual

Person

Responsible

Estimated

End Date

Completion

Date





All TBD


SAP/SUN Reconciliation Project Revised as of July 7, 2014

Actual

Person

Responsible

Estimated

End Date

Completion

Date

Action Items/Notes



accounting system.








reports to assist HHSF in overseeing the operation.David I / Vinod TBD





Need to to be reviewed by Vinod. 7/15/14 due to Vinod

and 7/21/14 to be completed.


steps performed for this process.MGO 7/21/2014


system to system.

c.1 SUN to SAP

c.2 SAP to SUN

d. Prepare draft workflow mapping; review with all stakeholders MGO 7/21/2014

e. Prepare final workflow, incorporating stakeholder input. MGO 8/1/2014


interfaces.



Dave C/ Vinod

/ Matt8/11/2014



Commitments / Tasks

HHS

Need automation. Schedule time after year-end.David I/Vinod 8/31/2014

Actual

Person

Responsible

Estimated

End Date

Completion

Date



changing GLAs

Dave C/ Vinod

/ Matt8/11/2014




/ Matt/ David I9/2/2014


and adjust actual

Dave C/ Vinod

/ Matt10/7/2014




accounting system.

a. Document the current HHS budgeting process. Liz/Matt 6/30/2014

b. Final VMC budget load. Matt 7/21/2014









a.1 Develop a survey. MGO 7/7/2014

a.2 Obtain a list of contacts to other public hospitals to be able

to send survey.David C 7/7/2014




system for HHS.




All




All

HHS

&

OBA

SAP/SUN Reconciliation Project Revised as of June 30, 2014

Actual

Person

Responsible

Estimated

End Date

Completion

Date

Action Items/Notes

1. Ensure that the SAP accounting system possesses accurate

and timely financial information, supported by information in the

SUN accounting system.

a.Identify and reconcile all differences between SAP and SUN


b. Fixed asset reconciliation will be as of 6/30/14. HHS will

provide as a deliverable a procedure that will ensure that fixed

asset information is kept reconciled on an ongoing basis.



reports to assist HHSF in overseeing the operation.David I / Vinod






steps performed for this process.MGO


system to system.MGO

d. Prepare draft workflow mapping; review with all stakeholders MGO

e. Prepare final workflow, incorporating stakeholder input. MGO

3. Ensure that the budget information in the PBF module of

SAP accounting system reconciles to HHS’ MPC (PM10) and

accurate budget-to-actual information can be obtained from the

SAP accounting system.

a. Document the current HHS budgeting process. Liz/Matt

HHS

HHS

&

OBA

Commitments / Tasks

b. Explore use of contra accounts for revenues and expenditures in

PBF.David I/Liz/Matt

c. Prepare scope for reconciliation project of PM 10 to PBF. Liz/Matt

d. Develop upload process for Excel spreadsheet summary of

budget detail to PBF.David I.

e. Develop reports to ensure accuracy of uploaded Excel

spreadsheet informationDavid/Liz/Matt

f. Develop automated interface between HHS budgeting and PBF. David I.




a.1 Develop a survey. MGO Jul meeting


able to send survey.David C Jul meeting


implement those improvement opportunities.All


system for HHS.




All




All

HHS

&

OBA

SAP/SUN Reconciliation Project 6/23/2014 Meeting Notes & Action Items

Actual

Person

Responsible Start Date End Date

Completion

Date

Action Items/Notes

1. Ensure that the SAP accounting system possesses

accurate and timely financial information, supported by


a. Identify any existing differences between the SAP and

SUN accounting systems as of June 30, 2013 and reconcile these

differences in a timely manner

Vinod/ David

I.Now 9/30/2014

Fixed asset reconciliation will be as of 6/30/14. Mostly

done except about 5% in quantity but with substantial

amounts. HHS will have assistrance from American

Appraisal and and Internal Audit (Amy).

a.1 All fixed asset will be reconciled included Asset

Class in SAP and SUN.

Vinod/ David

I.Now #########

b. Develop an inventory of all the reports that are generated

in SAP and new reports that are desired to assist HHS in

overseeing its operations.

Vinod/ David

I.

Dependent

upon

completion

of 1a

2. Ensure that the financial information (accounting) in the

two systems are properly automated and reconciled monthly

on a timely basis.

a. Obtain an understanding and document the current

process. Identify the significant obstacles to complete this

process on a timely basis

Vinod/Nhiem Now

a.1 Interview HHS Finance staff to review the amount of

time that individual employees spend on steps performed for

the process.

MGO/Vinod Now Jul mtg

a.2 Review and document the accounts mapping and

reconciliation process. Identify the transactions to be

automatically interfaced to improve the reconciliation

process

MGO/Vinod/

David I.Now

(Consolidated the previous Task 4 here.)

a.3 Draft workflow for the team's review and inputs -

document workflow (including time spent) and identify

possible improvements.

MGO Now 7/11/2014

a.4 Final workflow MGO 7/31/2014

c. Develop an inventory of all the reports that are generated

in SAP and new reports that are desired to assist HHS in

overseeing its operations.

MGO/Vinod/

David I.

Commitments / Tasks

Estimated

HHS



accurate budget-to-actual information can be obtained from

the SAP accounting system.

a. Initial documentation of the HHS current budget process Matt Now 6/24/20146/24/2014

Matt will send out his existing procedures to the team.

b. ASAP, OBA and HHS budget staff meet and scope out the

reconcilitaion process and deliverables.

Matt/Liz/

David I.6/24/2014 Jul mtg

Meeting set for Jun 24.

c. Excel upload or interface from HHS budget system into

SAP.

David

I/Liz/Matt

More defined action items will be proposed after the

Jun 24 meeting

c.1 Generate a program allowing an Excel upload or

interface from HHS budget system into SAP. .

David

I/Liz/Matt

c.2 Develop reports with OBA to ensure accuracy of

uploaded data.

David

I/Liz/Matt

d. Contra accounts for revenues or Object 2 accounts in PBF

d.1 Pursue the possibility of contra accounts for revenues

and object 2.David I 6/23/2014 6/20/2014

It's possible to have contra accounts, but will need the

review and inputs from OBA.

d.2 Pursue the enabling of contra accounts for revenues

and object 2.

David

I/Liz/Matt

4. (Consolidated with Item 2)

5. Review the monthly closing process used by HHS and

develop recommendations to improve the timeliness.


a.1 Develop a survey. MGO Jul meetingBen presented his draft during the meeting and will

wait for our inputs.



David Claude has found some contacts and will

provide the list to MGO.


implement those improvement opportunities.MGO

6. Investigate the possibility of developing SAP as the

primary accounting and reporting system for HHS.

a. Hire subject-matter experts to explore the subject and

develop reasonable estimates of costs for using SAP as the

accounting and reporting system for HHS

All

b. Determine how to minimize manual transfer of

information from SUN to SAP and maximize possibility of using

SUN as a subsidiary system to SAP.

David C

HHS &

Finance

HHS &

OBA

SAP/SUN Reconciliation Project 6/9/2014 Meeting Notes & Action Items

Actual

Person

Responsible Start Date End Date

Completion

Date

Action Items/Notes

1. Ensure that the SAP accounting system possesses

accurate and timely financial information, supported by


a. Identify any existing differences between the SAP and

SUN accounting systems as of June 30, 2013 and reconcile these


Alan/Vinod/ Now 9/30/2014

Fixed asset reconciliation will be as of 6/30/14. HHS

Finance will take responsibility for a deliverable which

is the procedure to make sure that all fixed asset


a.1 All fixed asset will be reconciled included Asset Class

in SAP and SUN.David I / Vinod Now 12/31/2014

b. Develop an inventory of all the reports that are generated in

SAP and new reports that are desired to assist HHS in overseeing

its operations.

David I / Vinod Ongoing

2. Ensure that the financial information (for both

accounting and budgeting) in the two systems are properly

automated and reconciled monthly on a timely basis.

a. Obtain an understanding and document the current process.

Identify the significant obstacles to complete this process on a

timely basis

Vinod/Nhiem Now 6/30/2014

b. Review the amount of time that individual employees spend

on steps performed for this process.Vinod

MGO has interviewed all HHS Finance staff with the

exception of the revenue reimbursement staff but is

scheduled to meet this week. MGO to finish draft for

the current reconciliation process by 6/30/2014.

c. Develop an inventory of all the reports that are generated in


its operations.

David I / Vinod



accurate budget-to-actual information can be obtained from

the SAP accounting system.

a. Obtain an understanding and document the current process Liz/Matt

b. Discuss with OBA and HHS budget staff to document the

steps already performed by them in their reconciliation of the two

systems.

Liz/Matt

Estimated

HHS

HHS

&

OBA

Commitments / Tasks



its operations.

Liz/Matt

d. Generate a program allowing an Excel upload or interface

from HHS budget system into SAP.David I/Liz/Matt ?

David Indra to look for possibility to allow an Excel

upload or interface from MPC into PBF.

4. Review the interfaces between the two accounting systems

to ensure that all accounting entries are being passed properly

between them and are properly mapped to the correct

accounts.

a. Obtain an understanding and document the current process David I / Vinod

b. Identify accounts that should be routinely reconciled. David I / Vinod

c. Identify the types of information that can be passed on a

daily basis.David I / Vinod

d. Determine whether these transactions can be automatically

interfaced and identify the types of accounts to be automated and

the frequency of such interfaces

David I / Vinod

5. Review the monthly closing process used by HHS and

develop recommendations to improve the timeliness.


a.1 Develop a survey. MGO Jul meeting



David Claude till provide a list of contacts (2

individuals per entity) where we can send the survey.


implement those improvement opportunities.MGO

6. Investigate the possibility of developing SAP as the

primary accounting and reporting system for HHS.

a. Hire subject-matter experts to explore the subject and

develop reasonable estimates of costs for using SAP as the

accounting and reporting system for HHS

All




David C

David Claude will be exploring how the utility

reporting functions in SUN may be utilized to minimize

the manual entries from SUN to SAP.

HHS

&

Fina

nce

HHS

&

OBA

SAP/SUN Reconciliation Project

Project Plan as of 5/9/2014

Actual

Commitments / Tasks Person Responsible Start Date End Date Completion Date Comments

1. Ensure that the SAP accounting system possesses accurate and timely

financial information, supported by information in the SUN accounting

system.

Focus on reconciliation of balance sheet items as of June 30, 2013.

a. Identify any existing differences between the SAP and SUN

accounting systems as of June 30, 2013 and reconcile these


Alan/Vinod/ 3/24/2014

Focusing on fixed asset reconciliation and identified variances between systems: a)

from SAP to SUN non-AUC (33 items); b) SUN to SAP non-AUC (266 items); c)

SAP to SUN AUC (25 items) and d) SUN to SAP AUP (100+ items). HHS and

MGO are in the process of resolving those variances by cross-analyzing the data

base and review of journal entries details.

b. Develop an inventory of all the reports that are generated in

SAP and new reports that are desired to assist HHS in overseeing its

operations. David I / Vinod Not started.

2. Ensure that the financial information (for both accounting and

budgeting) in the two systems are properly automated and reconciled

monthly on a timely basis.

Focus on understanding and improving timing of monthly closing process.

a. Obtain an understanding and document the current process.

Identify the significant obstacles to complete this process on a timely

basis Vinod/Nhiem 4/7/2014

Agreed all SAP and SUN for Monthly Closing Interface. In progress of reviewing

samples/walkthroughs for different types of operational entries and its respective

closing process.


steps performed for this process.Vinod

In progress of documenting the closing process and tasks performed by each staff.

Pending meeting with revenue team and 2 accounting staffs. Meetings will be held

during the week of 5/19 and 5/26.



operations. David I / Vinod In progress.


accounting system reconciles to HHS’ MPC (PM10) and accurate budget-to-

actual information can be obtained from the SAP accounting system.

Focus on providing useful and comparable budget to actual information.

a. Obtain an understanding and document the current process Liz/Matt Not started.

b. Discuss with OBA and HHS budget staff to document the steps

already performed by them in their reconciliation of the two systems. Liz/Matt

MGO to meet with Liz/Matt during the week of 5/12 to identify areas to focus and

establish estimated start/end date of the task.



operations. Liz/Matt Not started.

4. Review the interfaces between the two accounting systems to ensure

that all accounting entries are being passed properly between them and are

properly mapped to the correct accounts.

Focus on automation of daily transactions between SAP and SUN vs. month-

end manual process.

a. Obtain an understanding and document the current processDavid I / Vinod

MGO to arrange meeting with David I during the week of 5/12 to identify areas to

focus and establish estimated start/end date of the task.

b. Identify accounts that should be routinely reconciled. David I / Vinod Not started.

c. Identify the types of information that can be passed on a daily

basis. David I / Vinod Not started.

d. Determine whether these transactions can be automatically

interfaced and identify the types of accounts to be automated and the

frequency of such interfaces David I / Vinod Not started.

5. Review the monthly closing process used by HHS and develop

recommendations to improve the timeliness.

Focus on best practice for public hospitals and potential improvement on

process.

a. Compare HHS’ process to industry best practices. MGO To be performed by MGO's consulting group and healthcare specialist.


implement those improvement opportunities. MGO To be performed by MGO's consulting group and healthcare specialist.

6. Investigate the possibility of developing SAP as the primary accounting

and reporting system for HHS.

Focus on analyzing the possibility of utilizing SAP as the only accounting

system.



reporting system for HHS All Not started.

HHS

HHS &

OBA

HHS &

Finance

Estimated

commitments / tasks completion person responsible 1

Documents