Grant Closing and Accounting (GCA) Closings
Date of Lean workshop:
January 25th, 26th and 27th, 2010
Problem Statement / Background:
As of September 2009, the average number of days to close a budget was 673 days and there was 5478 budgets not closed that were at least 120 days past the expiration date.
As of September 2009, the average number of days to close a budget was 673 days and there was 5478 budgets not closed that were at least 120 days past the expiration date.
Campus customers are unhappy with the length of time to close budgets and are making repeated requests for budget closures.
Delays in final reconciliation increase the risk of not identifying all costs to be billed, collecting aged receivables and harming relationships with our research sponsors. Delays in the closing of expired budgets are creating an issue with the management of budget numbers. There is a risk of not having enough recycled budget numbers available in time to assign to all the new budgets that need to be setup.
Goals / Objectives
Reduce the average number of days to close a GCA budget to 120 days from the expiration date and eliminate the backlog of budgets not closed within one year.
Metrics / Measures:
72 days on average to close 28 budgets with a pilot of the future state closing process in May through July 2010.
The backlog has been reduced by 65% by September 9, 2010
Team Documents
Visual Board Locations:
Purchasing and Accounting Building, Lower Floor
Purchasing and Accounting Building, Lower Floor
Please direct any questions to:
Project Leader:
Kirsten DeFries, Director of Campus Services, Grant and Contract Accounting, 206-543-2597, kirsten5@uw.edu
Kirsten DeFries, Director of Campus Services, Grant and Contract Accounting, 206-543-2597, kirsten5@uw.edu
Project Manager:
Lily Gebrenegus, Assistant Director, Grant and Contract Accounting, 206-543-0817, lgebren@uw.edu
Lily Gebrenegus, Assistant Director, Grant and Contract Accounting, 206-543-0817, lgebren@uw.edu
Team Members:
GCA: Azalea Vasquez, Budget Fiscal Analyst; Doug Kramer, Budget Fiscal Analyst; Meg Russo Budget Fiscal Analyst Lead; Michael DeShazo, Budget Analyst;
Campus: Susan Carpenter-Brandt, Fiscal Specialist 2, Psychology; Verna Blackhurst, Manager of Program Operations, Aquatic and Fishery Sciences