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Welcome TO

Oregon Department of Human ServicesOffice of Financial Services (OFS)

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IntroductionIntroduction This training was developed to This training was developed to

provide new employees with a provide new employees with a self-tutorial relating to the Oregon self-tutorial relating to the Oregon

Department of Human Services Department of Human Services (DHS), Office of Financial (DHS), Office of Financial

Services (OFS). We want you to Services (OFS). We want you to feel comfortable and welcome feel comfortable and welcome

while learning about our agency. while learning about our agency. We are a people-oriented agency We are a people-oriented agency

whether the people are DHS whether the people are DHS clients or personnel.clients or personnel.

Jim ScherzingerDeputy Director of Finance

Shawn JacobsenInterim Controller

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DHS Mission & GoalsDHS Mission & Goals

Mission:Mission: Assisting people to become independent, healthy and safeAssisting people to become independent, healthy and safe

Goals:Goals: People are healthy People are healthy People are living as independently as possible People are living as independently as possible People are safe People are safe People are able to support themselves and their families People are able to support themselves and their families For more detail see: For more detail see:

www.oregon.gov/DHS/aboutdhs/mission.shtmlwww.oregon.gov/DHS/aboutdhs/mission.shtml..

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DHS Core ValuesDHS Core Values

DHS is a values driven organization. At DHS these DHS is a values driven organization. At DHS these five core values are at the heart of who we are, what five core values are at the heart of who we are, what we do and how we perform. DHS aspires to have a we do and how we perform. DHS aspires to have a workforce that aligns their actions with these core workforce that aligns their actions with these core values. values.

Integrity Integrity Stewardship Stewardship Responsibility Responsibility Respect Respect Professionalism Professionalism For more detail see: For more detail see: http://www.dhs.state.or.us/corevalues/http://www.dhs.state.or.us/corevalues/

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OFS MissionOFS Mission

The Office of Financial Services (OFS) is the The Office of Financial Services (OFS) is the steward of the Agency's financial resources steward of the Agency's financial resources ensuring honesty, integrity, and ensuring honesty, integrity, and accountability by efficiently and effectively accountability by efficiently and effectively providing accurate, accountable and providing accurate, accountable and responsive financial management and responsive financial management and business services to the Department of business services to the Department of Human Services (DHS) clients, stakeholders Human Services (DHS) clients, stakeholders and employees in support of the DHS mission and employees in support of the DHS mission and in compliance with state laws and federal and in compliance with state laws and federal policies, rules and regulations. policies, rules and regulations.

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OFS VisionOFS Vision

Our vision is an environment where all Our vision is an environment where all employees feel valued and strive to achieve employees feel valued and strive to achieve our common goals. We proactively our common goals. We proactively anticipate the needs and manage the anticipate the needs and manage the expectations of our customers while initiating expectations of our customers while initiating responsive and reliable service to help them responsive and reliable service to help them successfully achieve their objectives. We successfully achieve their objectives. We continually refine our processes and continually refine our processes and procedures to maximize efficiency. We procedures to maximize efficiency. We promote fiscal accountability and promote fiscal accountability and stewardship over resources, as a recognized stewardship over resources, as a recognized financial management leader within the financial management leader within the State.State.

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DHS Finance DHS Finance Lean Vision 2010Lean Vision 2010

In 2007 DHS set the goal of becoming a In 2007 DHS set the goal of becoming a world class health and human services world class health and human services organization. Achieving this distinction will organization. Achieving this distinction will require the department to approach its work require the department to approach its work differently than it has in the past. Success is differently than it has in the past. Success is only possible if DHS transforms itself. This only possible if DHS transforms itself. This aspiration involves transforming DHS’ aspiration involves transforming DHS’ culture; the way the agency works, and the culture; the way the agency works, and the way it engages its partners.way it engages its partners.

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World Class DHSWorld Class DHS

A world class DHS dares to be great, A world class DHS dares to be great, meeting and surpassing the expectations meeting and surpassing the expectations people have not just for a government people have not just for a government agency but for any organization, public agency but for any organization, public or private, whose mission is client or private, whose mission is client service. In a state defined by a sense of service. In a state defined by a sense of frontier individualism, it brings out the frontier individualism, it brings out the best in its clients, offering them support best in its clients, offering them support as they build safe, healthy, and as they build safe, healthy, and independent lives. Most of all being independent lives. Most of all being world class means always working to be world class means always working to be better and relentlessly pursuing better and relentlessly pursuing excellence.excellence.

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Lean TransformationLean Transformation

DHS has an urgency for change in Human Services. DHS has an urgency for change in Human Services. Several factors beyond DHS’s immediate control Several factors beyond DHS’s immediate control contribute to the urgency for change:contribute to the urgency for change:

Increasing demand and decreasing resources.Increasing demand and decreasing resources. Increasing public scrutiny.Increasing public scrutiny. An aging workforce.An aging workforce.

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Lean Transformation RoadmapLean Transformation Roadmap

DHS’s transformation is built around 5 key themes that DHS’s transformation is built around 5 key themes that represent its commitment to real change. They are:represent its commitment to real change. They are:

Doing the right work the right way.Doing the right work the right way.Developing world class people and Developing world class people and culture.culture.Working together across divisions.Working together across divisions.Getting more from the DHS dollars.Getting more from the DHS dollars.Engaging with DHS partners for Engaging with DHS partners for improved performance.improved performance.

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OFS Code of ConductOFS Code of Conduct

We follow a professional Code of Conduct We follow a professional Code of Conduct aligned with the DHS Core Values. Under this aligned with the DHS Core Values. Under this code we:code we:

Model professional behaviorModel professional behavior

Are transparentAre transparent

Demonstrate competence.Demonstrate competence.

Bev Linn

Grant Accountant

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OFS StructureOFS Structure

In 1999, the Department adopted the Statewide Financial In 1999, the Department adopted the Statewide Financial Management Application (SFMA) as its book of record. Management Application (SFMA) as its book of record. At that time the Agency had seven divisions each with a At that time the Agency had seven divisions each with a separate agency number and accounting structure. In separate agency number and accounting structure. In July 2003, DHS was combined into a single accounting July 2003, DHS was combined into a single accounting agency and the structures and financial records for all of agency and the structures and financial records for all of the divisions were combined into a single entity. the divisions were combined into a single entity.

Statewide

Financial

Management

Application

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OFS Responsibility CentersOFS Responsibility Centers

To work more efficiently, the Office of Financial Services is To work more efficiently, the Office of Financial Services is organized into organized into responsibility centersresponsibility centers. .

Revenue Responsibility CenterRevenue Responsibility Center

This center's goal is to pursue collection, This center's goal is to pursue collection, receipt, record and apply DHS revenue.receipt, record and apply DHS revenue.

Accounts Receivable Unit Accounts Receivable Unit Receipting UnitReceipting Unit

Duane RitchieReceipting Accountant

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OFS Responsibility CentersOFS Responsibility Centers

Expenditure Responsibility CenterExpenditure Responsibility Center

This center's goal is to disburse resources to This center's goal is to disburse resources to clients, providers, vendors, contractors, clients, providers, vendors, contractors, volunteers and employees.volunteers and employees.

Disbursements UnitDisbursements Unit Contracts Payable Unit Contracts Payable Unit Payroll UnitPayroll Unit Travel UnitTravel Unit

Becky DanielsPayroll Manager

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OFS Responsibility CentersOFS Responsibility Centers

Strategic Systems Responsibility CenterStrategic Systems Responsibility Center

This center's goal is to set the This center's goal is to set the strategic direction for the strategic direction for the department's financial systems department's financial systems and manage its structures and and manage its structures and interfaces.interfaces.

Interface, Structure and Cash Interface, Structure and Cash Management UnitManagement Unit

Arlis Shellman

Interface Accountant

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OFS Responsibility CentersOFS Responsibility Centers

Financial ManagementFinancial Management andand

Reporting Responsibility CenterReporting Responsibility Center

This center's goal is to ensure that all accounting This center's goal is to ensure that all accounting transactions are accurately recorded, reconciled, transactions are accurately recorded, reconciled, and reported to state, federal, and DHS and reported to state, federal, and DHS management.management.

Management Reporting and Cost Allocation Management Reporting and Cost Allocation Unit Unit Statewide Financial Reporting and Trust Statewide Financial Reporting and Trust Accounting Unit Accounting Unit Reconciliation Unit Reconciliation Unit Federal/Grant Reporting UnitFederal/Grant Reporting Unit

Rayne Keller & Darla Glick

Reconciliation Accountants

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OFS Responsibility CentersOFS Responsibility Centers

This center provides accounting This center provides accounting services for Public Health services for Public Health Division (PHD) in Portland.Division (PHD) in Portland.

Portland State Office Building Portland State Office Building (PSOB) Accounting Unit.(PSOB) Accounting Unit.

PSOB is a full cycle accounting PSOB is a full cycle accounting office.office.

Off-site Responsibility CenterOff-site Responsibility Center

Portland Accounting Office Staff

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OFS Responsibility CentersOFS Responsibility Centers

This center's goal is to ensure a proper This center's goal is to ensure a proper control environment and to maintain the control environment and to maintain the security of OFS systems and processes.security of OFS systems and processes.

Controller's Office Controller's Office Internal Control/Forgery Services Unit Internal Control/Forgery Services Unit

Administration/Internal Control/Policy Administration/Internal Control/Policy Responsibility CenterResponsibility Center

Sue Kleen

Forgery Services Coordinator,

Administrative Specialist 2

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Financial ServicesFinancial Services The system of record for the State of Oregon is the The system of record for the State of Oregon is the

Statewide Financial Management Application (SFMA). Statewide Financial Management Application (SFMA). SFMA is a database composed of two systems.SFMA is a database composed of two systems.

The Relational Statewide Accounting and Reporting The Relational Statewide Accounting and Reporting System (R*STARS) is a comprehensive financial System (R*STARS) is a comprehensive financial management information system designed to meet the management information system designed to meet the sophisticated accounting and reporting needs of large sophisticated accounting and reporting needs of large and small state agencies. and small state agencies.

SFMA ADPICS R*STARS

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Financial ServicesFinancial ServicesThe Advanced Purchasing Inventory and Control System The Advanced Purchasing Inventory and Control System (ADPICS) is a purchasing system that interfaces with (ADPICS) is a purchasing system that interfaces with R*STARS. Once transactions or information is interfaced to R*STARS. Once transactions or information is interfaced to R*STARS, it cannot be interfaced back from R*STARS to R*STARS, it cannot be interfaced back from R*STARS to ADPICS. ADPICS.

DHS uses both systems but R*STARS is the primary DHS uses both systems but R*STARS is the primary system and ADPICS is a subsystemsystem and ADPICS is a subsystem

R*STARSADPICS Interface

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R*STARSR*STARS R*STARS provides numerous functional capabilities and R*STARS provides numerous functional capabilities and

processing options. The system can address the processing options. The system can address the requirements of large agencies as well as simple agency requirements of large agencies as well as simple agency requirements. requirements.

R*STARS

10,000 Employees

500 Employees

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R*STARSR*STARSEach agency in the State tailors the system to meet their particular Each agency in the State tailors the system to meet their particular needs. SFMA has standard functionality and optional system features but needs. SFMA has standard functionality and optional system features but every agency uses those capabilities differently. Therefore, an employee every agency uses those capabilities differently. Therefore, an employee needs to know how the system features are used by their particular needs to know how the system features are used by their particular agency. agency.

Department of

Corrections

Department of Education

Department of Energy

Department of

Human Services

Oregon Youth Authority

R*STARS

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R*STARSR*STARSSFMA is a relational database composed of many SFMA is a relational database composed of many interrelated profiles. For maximum flexibility, the system is interrelated profiles. For maximum flexibility, the system is designed as a “profile-driven” system. The specific designed as a “profile-driven” system. The specific accounting structure and information processing logic is accounting structure and information processing logic is controlled through system profiles.controlled through system profiles.

R*STARSProfile

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ResourcesResources Many information resources are available to answer questions about Many information resources are available to answer questions about

SFMA and to learn how to use our statewide system. SFMA and to learn how to use our statewide system.

Each state agency is assigned a Department of Administrative Each state agency is assigned a Department of Administrative Services (DAS) analyst. This person is capable and can assist Services (DAS) analyst. This person is capable and can assist when other resources are exhausted. DAS is the central controller when other resources are exhausted. DAS is the central controller of SFMA. There are some profiles on SFMA that are controlled by of SFMA. There are some profiles on SFMA that are controlled by DAS and some controlled by an agency. Corrections, requests, or DAS and some controlled by an agency. Corrections, requests, or questions related to the centrally controlled profiles go to the DAS questions related to the centrally controlled profiles go to the DAS Analyst. Analyst.

DAS

SFMA

DAS Analyst

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Resources Resources

The DHS Accounting website provides many tools and much The DHS Accounting website provides many tools and much information about the Financial Services Unit. From this site you information about the Financial Services Unit. From this site you have access to other valuable resources and accounting related have access to other valuable resources and accounting related links. links. http://http://www.dhs.state.or.us/admin/accounting/index.htmwww.dhs.state.or.us/admin/accounting/index.htm

The DAS Statewide Financial Management Services (SFMS) unit The DAS Statewide Financial Management Services (SFMS) unit regularly conducts SFMA training and provides R*STARS and regularly conducts SFMA training and provides R*STARS and ADPICS Training Manuals.ADPICS Training Manuals.

On-the-job training and experience both increase your skills and On-the-job training and experience both increase your skills and knowledge of how to use SFMA. Staff at DHS are very knowledge of how to use SFMA. Staff at DHS are very knowledgeable and willing to give a helping hand to someone trying knowledgeable and willing to give a helping hand to someone trying to learn about DHS accounting structure and how to use SFMA.to learn about DHS accounting structure and how to use SFMA.

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Profile ReviewProfile Review You need to be introduced to several of the most You need to be introduced to several of the most

commonly used SFMA profiles.commonly used SFMA profiles.

Listings of profiles and their descriptions can be found on Listings of profiles and their descriptions can be found on the DAS website at the DAS website at http://www.oregon.gov/DAS/SCD/SFMS/docs/publicationhttp://www.oregon.gov/DAS/SCD/SFMS/docs/publications/r_train.pdfs/r_train.pdf. This is the website for R*STARS training. There is also . This is the website for R*STARS training. There is also a SFMA Data Classification Structure chart at this a SFMA Data Classification Structure chart at this location.location.

This is valuable information but is not specific to DHS. This is valuable information but is not specific to DHS. The training is general information on how to use SFMA.The training is general information on how to use SFMA.

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Budget StructureBudget Structure The budget structure is divided into three areas:The budget structure is divided into three areas:

ProgramProgram – all special payments, direct service to clients. Includes – all special payments, direct service to clients. Includes cash assistance, service to clients and payment to vendors. cash assistance, service to clients and payment to vendors.

Program SupportProgram Support – field related Service Delivery Area (SDA) – field related Service Delivery Area (SDA) staff who provide assistance to clients in receiving service.staff who provide assistance to clients in receiving service.

Central AdministrationCentral Administration – Non-client related services such as – Non-client related services such as accounting, contracts, etc.accounting, contracts, etc.

When coding payments, these areas need to be When coding payments, these areas need to be considered when selecting which PCA to use.considered when selecting which PCA to use.

Budget Structure

Program Program Support

Central Administration

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ORBITS Budget Structure ORBITS Budget Structure (Program in SFMA)(Program in SFMA)

The budget is recorded at program level 2 in SFMA. The divisions are The budget is recorded at program level 2 in SFMA. The divisions are

set up in the program structure at level 2 where our budget authority is set up in the program structure at level 2 where our budget authority is given.given.

Budget is broken down into 4 divisions instead of seven:Budget is broken down into 4 divisions instead of seven:

ORBITS

SFMA

ASD CAF HS SPD

1.1. ASD = Administrative Services DivisionASD = Administrative Services Division2.2. CAF = Children, Adults & Families CAF = Children, Adults & Families 3.3. HS = Health ServicesHS = Health Services4.4. SPD = Seniors & People with DisabilitiesSPD = Seniors & People with Disabilities

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Filing TransactionsFiling Transactions

After transactions are entered into SFMA and approved, After transactions are entered into SFMA and approved, they are placed into labeled baskets according to they are placed into labeled baskets according to document type.document type.

The documents are collected centrally, put in number The documents are collected centrally, put in number order, boxed up, and sent to Parkway.order, boxed up, and sent to Parkway.

At Parkway the Electronic Document Management At Parkway the Electronic Document Management System (EDMS) is used to scan the documents including System (EDMS) is used to scan the documents including the support. Portland State Office Building (PSOB) the support. Portland State Office Building (PSOB) scans their documents on site in Portland.scans their documents on site in Portland.

After being scanned, the documents are available for After being scanned, the documents are available for viewing on EDMS by those who have a need and have viewing on EDMS by those who have a need and have security.security.

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OFS Training SummaryOFS Training Summary This training just touches the surface of OFS activities. This training just touches the surface of OFS activities.

We have many resources available but the best learning We have many resources available but the best learning tool is on-the-job training and daily experience.tool is on-the-job training and daily experience.

It takes time to learn and to really know something. When It takes time to learn and to really know something. When that “something” is constantly in a state of change, your that “something” is constantly in a state of change, your learning opportunities are infinite.learning opportunities are infinite.

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