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Finance Resources
Purchase/ Consultants/
New FTE Requests |
Employee Resources |
Other Resources
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$100K+ Purchases and New Consultant
Process Required Documents
Full IS&T Procurement and Approval Process
Requests must be sent to the Finance Team
via email and need to include the following
information:
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Request for Payment
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IS&T Policies
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Additional Required forms for hiring
Independent Contractor(See Below)
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HR/Payroll Resources
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IS&T Cost Object and GL Lists
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Request for Proposal
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Travel Booking & Expense Reporting System
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IS&T Financial Software Development Project Process
Project Request (Pre-Business Case Submission)
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Project Start-up
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Ongoing Project Forecasting
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Prior to all Business Case submission to Head of IS&T and
External Sponsorship Committees (ASPCC, SSSC, ITGC, Etc.):
1. IS&T Project Cost Template must be completed
and submitted to your:
Associate Directorate Financial Business Consultant.
Note: The FY’12 Project Cost Template is no longer valid as the rates have
changed for FY’13. Please see attached the FY'13 Project Cost Template.
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Once the Business Case submission has been approved by an
External Sponsorship Committee (ASPCC, SSSC, ITGC, Etc.)
or IS&T Management (only for non-sponsored IS&T projects)
Project Manager must:
1. Send email to Associate Directorate FBC
with the following information:
Funding Source: Project Name - Phase
Example: AS: Request For Payment - Phase 1
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Once a project is approved and the required information
has been submitted to IS&T Finance, all further
forecasting and planning is to be done in the IS&T
Time Allocation Model.
Roles & Responsibilities:
Team Leads and/or Managers: Responsible for providing
approved effort allocations for their staff and consultants.
FBC: Responsible for collecting this information and producing
monthly reporting.
HR: Will make allocation changes in the payroll system on
a quarterly basis. |
IS&T Project Cost Template must include:
- List of Resources (Internal & External)
- Estimated Hours on Project for each Resource
- Estimated Other Costs (Hardware, Software,Etc.)
- Estimated Ongoing Support
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- Project Name using Standard Naming Convention (see above)
- Brief Description of Project (2-3 sentences)
- Project Time Frame
- Sponsor Approved Budget
- Funding Source (Software Development or GIB)
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Time Collection Process:
Step 1: FBCs will set up meetings with Team Leads and/or Managers document staff and consultant effort, distribute for
approval and receive email approval from Team Lead/ Manager
Step 2: Finance will produce and post monthly reports on the
IS&T Finance wiki, making them available to Team Leads,
Managers, Project Managers and Associate Directors
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2. Once the IS&T Project Cost Template is submitted all
assumptions will be reviewed and approved by the area FBC.
3. Once the Project Manager has received FBC's approval,
the Project Manager can submit the template for
Associate Director approval.
4. Once Associate Director approval is recieved, the project
and the costs outlined in the IS&T Project Cost Template
can be submitted to the Head of IS&T for approval and then
to External Sponsorship Committees (ASPCC, SSSC, ITGC, Etc.)
for FINAL APPROVAL. |
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Link to: IS&T SW Dev Time Allocation Reports
Time Allocation Calendar: FY'13 Time Allocation Calendar
Step 3: Team Leads working with Project Managers with
notify FBC’s of any additional changes to staff/consulting time
allocations
Step 4: Finance Team will produce final monthly reports
and post on the IS&T Finance wiki, making them available to
Team Leads, manager, Project managers and Associate Directors --
Step 5: Finance will submit to HR, quarterly adjustments to
salary charges based on these allocation reports --
ALL PROJECT FINANCIALS: All Project Financials are
required to ONLY come from IS&T Finance
(including both Actuals and Forecasts). |
IS&T Finance Contacts: