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Everyone was there except Chuck King, who was sick.
Topic: Establishing a Calendar for CSS Billing
(PDF board notes are attached. )
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c. With Irina’s help, we reviewed the calendar component of each team’s billing behavior. i.
- Training: current practice is accumulate billables into an excel JV file to send to finance by the 3rd week of each month.
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- DCAD: current practice is to accumulate billables in Quickbooks until the end of the quarter; issue invoices via email to clients; issue excel report from Quickbooks for Quentin to turn into a finished JV file, by the 4th week of the 3rd month of the quarter. Quentin turns it around the same day generally.
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- PC Service internal billings: for HW cases it is direct-billed through PMATs at the time of the transaction; PMATS queues it and posts it on its own schedule. For SW/HW and SW cases, printed RT tickets are handed piecemeal to Quentin, who does them in a batch.
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- VSLS: JV upload of billable RT tickets, once a month at the end of the month.
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- MDS: Long-term SLAs billed quarterly at the end of the quarter, via a JV upload. Short-term SLAs invoiced via a Word-doc receipt, and a monthly JV upload of accumulated charges, at the end of the month.
d. Outcomes:i.
- In establishing a calendar, the group wants to understand the whole process flow of steps in the financial process as part of the bigger picture into which their actions fit.
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- Would like an email notification well in advance of the year-end close to make sure they get their billings in early enough to count in this fiscal year. Perhaps similar to email ticklers Anne sends about other financial deadlines, like eDACCAs I suppose.
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- Broader use of TNSC, if it comes to fruition, promises to remove much of the prior concern about the billing calendar convergence on Quentin. Transactions will entered as they happen by agents of the business, then the system will simply remember them until it is time to dispatch them in a batch process that Kelly does, typically on the 4th business day before the end of the month.
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- TNSC process steps need to be documented and understood for transparency about what is going on. There will be a need for reporting of certain kinds as part of the CSS process:
- - review the details of pending transactions through some report
- - review the details of product definitions in the system, in case target GLs need to be changed, say, and to review default line item text templates.
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- ACTION: circulate a proposed calendar for different teams to prepare the statements for the month and begin to transfer funds. Include in that calendar the other process steps of internal review that we discuss above.
e. Other Comments to Be Sure We Remember and perhaps add to The List
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