PAN CAO Training - UCLA

PAN CAO Training - UCLA

Post-Audit Notification (PAN) ASAP to PAN Whats it all about? UCLA Corporate Financial Services with UCLA Audit & Advisory Services Where we are: ASAP (Application System Authorization Process): the current email notification of administrative system transactions

DACSS (Distributed Administrative Computing Security System): the system whereby departments/units [Department Security Administrators (DSAs)] are able to set up and maintain their system access security tables under the direction of the Chief Administrative Officer (CAO) Whats changing?

ASAP is being replaced by web-based PAN (Post-Audit Notification) which was developed at UCOP for system-wide use in conjunction with the Personnel/Payroll System (PPP) UCLA has expanded the PAN system to interface with

the other central administrative applications (BruinBuy/PAC, TOF, DDF, Express, Open Provision) So whats new? PAN Enhancement Highlights

Reviewers will receive up to two emails a day if PANs have been generated for their review. Mid-morning and Mid-afternoon The email will contain a link to a secured website. Reviewers will input their OASIS, BOL, or QDB login ID and password. Reviewers may also log in to the website at

any time during the day to review transactions no need to wait for the notifying email. What does this mean for Reviewers? Principles of Financial Accountability Principles of Financial

Management UCLA Financial Policy November 30, 1996 Principles of Data Integrity Http://www.accounting.ucla.edu/

Principles of Regulatory Compliance A Reviewer must review all transactions within two working days of receipt; inspect each transaction to ensure the Preparer properly fulfilled his or her responsibilities;

ensure that each transaction complies with policy, regulatory, and other requirements; A Reviewer must resolve all questions that arise concerning a transaction, or ensure the transaction is reversed until the questions are resolved; A Reviewer must

if he or she will be absent from work for two or more business days, 1) notify the DSA so another Reviewer can be assigned (if needed to ensure that there is no interruption in control); and 2) ensure that alternate responsibility for reviewing transactions has been effectively

communicated and documented. (This can most easily be done by email notifications to the CAO and DSA. Otherwise, Reviewers will be held accountable for transactions processed during absences.) Reminders All staff MUST receive training before being granted access to online systems. CAOs are responsible for ensuring

that all preparers and reviewers are qualified and have received proper training. UCLA policy prohibits the sharing of passwords. Whats coming later? DACSS will be modified later this fiscal year to allow Reviewers to be designated as mandatory or non-mandatory. Mandatory Reviewers must review all

transactions within two working days of receipt. Non-mandatory Reviewers will not be required to review transactions within the two working day period. Whats coming later? All current Reviewers will become Mandatory Reviewers in the DACSS tables when DACSS is modified. CAOs must determine which

Reviewers should be designated as non-mandatory and direct their DSAs to update the DACSS tables accordingly. Points to Ponder Everyone involved with a transaction has a responsibility to see that it is accurately and correctly reflected in University records and appropriate to the University and fund source in keeping with applicable prevailing

regulations and policies and procedures. Accessing PAN Click the link within the email notice, or Go directly to the PAN system via the Corporate Financial Services Website.

Remember that you will not have to wait for the email notice to access PAN on the web. Accessing PAN PAN Main Menu PAN Inbox U

Click on an underlined heading to sort by that column NILE, INDY NILE, INDY Status/ Type ? Clicking on the ?

will open a window with definitions of Status and Type codes Personnel/Payroll Notices Personnel/Payroll Doc Type Choices EDB Update

Time Reporting EDB Update & Time Reporting EDB Update PAN New Features of the EDB (Personnel) PAN Standardization of content Translation of codes into text entries Highlighting of changes in color Hyperlinks to allow for easy navigation

of the PAN Allows comments to be added to the permanent record of the transaction Information regarding the review status of each PAN PAN Inbox: Select an EDB PAN to Review

U NILE, INDY NILE, INDY Select the transaction to review by clicking on the Doc ID

EDB PAN - Header User Info in this box Preparer: JOHN SMITH Phone: (310) 794-8000 Email: [email protected] This hyperlink lets users know that they are in their Inbox

EDB PAN - Header Preparer: JOHN SMITH Phone: (310) 794-8000 Email: [email protected] Navigational hyperlinks to move quickly down through the PAN details

EDB PAN - Comments Section Added by Preparer at the time of the transaction JOHN SMITH JOHN SMITH Post-transaction comments added by a Reviewer or other person with Audit File access

EDB PAN - General Information Codes are followed by text definitions Red indicates fields where information has been added or changed Changes are followed by previous information in <> EDB PAN Appointments and

Distributions This is an example of appointment and distribution information for a New Hire adding information to the EDB for the first time Lines where something has been added have a + sign in the left margin Codes are followed by text definitions Red indicates fields where information has been added or changed Changes are followed by previous information in <> EDB PAN

Change in Distribution Sample This example reflects a salary rate change for an existing employee Note the + and - signs in the left margin

Note the change in the derived Annual Rate in the Appointment section When information has been replaced in a distribution, the old information will appear in the line below and - sign will appear in the left margin EDB PAN List of Reviewer/Receivers Note Type of Reviewer or Receiver Status of PAN review or

forwarding is reflected Name Email Phone Type PPLH0

[email protected] (310) 825-0000 Added by Preparer PAUL FARRAGUT Forwarded by PPLH0

Status Read Sent JOHN SMITH [email protected] (310) 206-0000 Non-Mandatory Reviewer Unread

ARTHUR WEST [email protected] (310) 825-0001 Mandatory Reviewer Email addresses are included as hyperlinks for Reviewers generated

by the original transaction Read PAN Adding Comments Type comments you wish to add to the permanent record Click on the buttons on the right to Save, Reset, or

Save and Return to Previous Screen Comments: May be added to any PAN Become part of the permanent PAN record You must Save before forwarding (or comments will not be captured) PAN Forwarding Copies of

PAN Forwarding may be accomplished by entering a LoginID or email address, or by clicking on the Directory icon to bring up a Search window. PANs may only be forwarded to email addresses with: ucla.edu, ucop.edu, or ucmerced.edu. Forwarding a PAN will generate an email to the addressee containing the details of the PAN. The PAN will record the addressee and who forwarded the

copy. PAN Directory Search Search by: Name User ID Dept Clicking the Directory icon brings up this Search screen Time Reporting PAN

Time Reporting PAN Note different section title in hyperlinks Preparer: JOHN SMITH Phone: (310) 794-8000 Email: [email protected]

Time Reporting PAN Preparer: JOHN SMITH Phone: (310) 794-8000 Email: [email protected] PPJS0 No use of color (red) or symbols (+, -) to indicate changes Time Reporting PAN

PPLH0 [email protected] (310) 825-0000 PAUL FARRAGUT ARTHUR WEST Added by Preparer Forwarded by PPLH0 [email protected]

(310) 825-0001 Mandatory Reviewer Unread Sent Read The List of Reviewer/Receivers section is the same is for the EDB PAN. Reviewer Inbox

Navigation PAN Inbox U Click here to open the PAN selection criteria window NILE, INDY

NILE, INDY Inbox Selection Criteria Links the Reviewer back to the Inbox Choose a date range

Reviewer may choose to review PANs from a particular Preparer Allows the Reviewer to determine which PANs they wish to view. Inbox Selection Criteria Screen - continued Inbox Selection Criteria Screen - continued Selection Criteria Displayed

Selection criteria NILE, INDY NILE, INDY BruinBuy/PAC PAN BruinBuy/PAC PAN Preparer: JOHN JONES Phone: (310) 825-0000 Email: [email protected]

***** INDY NILE 2004-10-19 08:29:28 These are the disks to sore BruinBuy Reports ***** INDY NILE

2004-10-19 08:29:49 These are the disks to store the BruinBuy/PAC Reports ***** BERTHA D BLUES 2004-10-19 14:28:39 Testing Comments Section

***** PAUL FARRAGUT 2004-10-20 08:51:10 Testing Comments Section size 3275 Q FB009 00 987654 321P JONES, JOHN FIRST CHICAGO CASH MANAGE

PO BOX 12345 JOE BRUIN LLJJ0/JONES, JOHN 7040000 I N BruinBuy/PAC PAN Preparer: JOHN JONES Phone: (310) 825-0000 Email: [email protected]

3275 Q FB009 00 987654 321P JONES, JOHN FIRST CHICAGO CASH MANAGE PO BOX 12345 JOE BRUIN LLJJ0/JONES, JOHN 7040000 I N

ADAM SMITH JOHN M KEYNES [email protected] [email protected] (310) 825-0000 (310) 825-0001 Mandatory Reviewer

Mandatory Reviewer Unread Read BruinBuy/PAC PAN Preparer: JOHN JONES Phone: (310) 825-0000 Email: [email protected] JONES, JOHN

FIRST CHICAGO CASH MANAGE PO BOX 12345 JOE BRUIN LLJJ0/JONES, JOHN 7040000 I N ADAM SMITH JOHN M KEYNES

[email protected] [email protected] (310) 825-0000 (310) 825-0001 Mandatory Reviewer Mandatory Reviewer Unread Read

Travel Express PAN Travel Express PAN JOHN JONES (310) 825-0000 [email protected] ADAM SMITH Unread JOHN M KEYNES

[email protected] [email protected] (310) 825-0000 (310) 825-0001 Mandatory Reviewer Mandatory Reviewer Read

Transfer of Funds (TOF) PAN Transfer of Funds (TOF) New web based application will be rolled out to campus in December 2004. Preparer and Reviewer access will remain as established in the DACSS table. The DACSS functions for TOF remains the same. Training will be offered for the new application

in December and January. Transactions are still real time. The new web TOF application will use PAN for transaction notifications to Reviewers. Financial Systems Menu Web Transfer of Funds PAN

Transfer of Funds Menu TOF for Temporary Budget Option The journal explanation will Appear on the Comment Section of PAN. No Spell Check!!! TOF for Temporary and Permanent Budget Option The journal explanation will

Appear on the Comment Section of PAN. No Spell Check!!! Sample: Completed TOF PAN Inbox Click on Doc Id. TOF PAN

This is transferred from the TOF Journal Explanation section TOF PAN PAN Inbox Return to the Inbox and .

PAN Inbox Click here to enter a checkmark. Then click the Delete box to drop the transaction from your Inbox. Departmental Deposit Form (DDF) PAN DDF PAN

Preparer: JOHN JONES Phone: (310) 825-0000 Email: [email protected] JONES, JOHN DAVY JONES PO SEIDEN JOHN SILVER [email protected]

[email protected] [email protected] (310) 825-0000 (310) 825-0001 (310) 825-0002 Mandatory Reviewer Mandatory Reviewer Non-Mandatory Reviewer

Read Unread Read Open Provision (OPV) PAN OPV PAN Preparer: INDY NILE Phone: (310) 794-0000 Email: [email protected]

PAUL FARRAGUT DAVY JONES [email protected] [email protected] (310) 206-0000 (310) 206-0001 Mandatory Reviewer Non-Mandatory Reviewer

Read Unread PAN Audit File Two Options: Notification Selection Audit Review

Access to both PAN Audit File options is controlled by DACSS functions: EA001 Non-Payroll Transactions EA002 Payroll Transactions Access is controlled by Organizational Hierarchy Level and Code

Notification Selection Similar in format and logic to the current ASAP Audit File. Displays all PANs for the selected criteria. Lists each transaction once. Notification Selection The PAN Audit Log will maintain a record of all transactions from the date of conversion (December 13, 2004) forward.

The ASAP Audit Log will no longer record any new transactions after the date of conversion, but will be maintained in perpetuity. The ASAP Audit Log must be accessed for transactions entered prior to December 13, 2004. Notification Selection

Notification Selection: Results NILE, INDY NILE, INDY NILE, INDY NILE, INDY NILE, INDY Search

Audit Review Provides a view of the Audit Log by individual Reviewer. Indicates the date that a Reviewer has opened a PAN. Allows monitoring of Reviewer performance. Audit Review

Click submit when ready Audit Review Selection WEST, ARTHUR FARRAGUT, PAUL WEST, ARTHUR Caution As a Reviewer, you must view a

notification through your Inbox in order for the system to register the transaction as read. If a Reviewer opens an item in either the Notification Selection or the Audit Review features, the system will not record that the reviewer has opened the PAN. Be Aware: Comments added to a PAN become

part of the permanent PAN record. The system records to whom a PAN is forwarded and by whom. Other Considerations: Web PAN will automatically time you out, if you do not actively use the system for 30 minutes. For security reasons, logging out

requires the user to close the application and the browser. You will need to initiate a new session. Other Considerations: Web PAN will work on the following browsers:

Internet Explorer Netscape Mozilla Safari For other browser support, send email to AIS Access Services: [email protected]

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