1. Fiscal Services
PROJECT TASKS
Effective 02/20/2015
Produced by: Fiscal Services – Fiscal Management File path: Sharepoint/Financial Reporting/Frank Draft Reports/Job Aids/ Page 1 of 12
PROJECT TASKS & ACCOMPLISHMENTS
Frank Chan, Jr. - September 2, 2014 thru February 20, 2015
Responsibilty Project / Task / Accomplishment Source
Time
Days
1.
Employee Travel – Preparing Employee Travel
Expenditures’ Report. Source data download from
OAKS Business Intelligence. Creation of Charts thru
the utilization of pivot tables and graphs.
Preparing Employee Travel Expenditure Reports 020215
Employee Travel 013115
Job Aid Preparing Employee Travel Expenditure Reports
120414
Last
update 02-
02- 2015
2.
Employee Travel Mileage Analysis
File Employee Travel Mileage 021115
Last
updated 02-
11-2015
3.
Travel Fleet Info draft various pivot tables.
Miles by User and Vehicle.
Pending
Review,
Last update
02-19-2015

2. Fiscal Services
PROJECT TASKS
Effective 02/20/2015
Produced by: Fiscal Services – Fiscal Management File path: Sharepoint/Financial Reporting/Frank Draft Reports/Job Aids/ Page 2 of 12
Responsibilty Project / Task / Accomplishment Source
Time
Days
4.
MBE Certified Service Providers
Exported data, create formula to shorten company
names. Setup pivot table. Could be useful in updating
MBE reporting file vendor table.
Last
updated 02-
20-2015
5.
Routine Vendor – Analyze Vendor Payment Types,
Payment Timing by Vendor with reasons/comments.
Formulas setup to determine Dept Name, Pmt Type,
Pmt Time, Vendor Information and Include/Exclude
categories. Several Pivot Tables have been created.
Inprocess Routine extract only v2
Frank ROUTINE VENDOR LIST 100314 v2.xlsx
Frank ROUTINE VENDOR LIST LINK tabs.xlsx
Both Files are extremely large, not viable.
Inprocess
2nd
version
developed
01-30-
2015

3. Fiscal Services
PROJECT TASKS
Effective 02/20/2015
Produced by: Fiscal Services – Fiscal Management File path: Sharepoint/Financial Reporting/Frank Draft Reports/Job Aids/ Page 3 of 12
Responsibilty Project / Task / Accomplishment Source
Time
Days
6.
Statistical tracking of Receivable, Purchase Order and
Voucher.
Recent Job Aid Activity Summary Report 021215
Job Aid Activity Summary Report .
Last
update 02-
12-2015
7.
Workflow Tracking
- OSS Due Date
- Approval Due Date
Job Aid Workflow Tracking 021015
Sample report
Last
updated
02-10-
2015
8.
Payment Terms model developed with additional
formula fields for analysis. Source information from
WorkFlow query.
Recent Job Aid Payment Terms Workflow 021015
Workflow Pivot tabe for payment term v2.slsx
Workflow Pivot tabe for payment term v3.slsx
Last
updated
02-09-
2015

4. Fiscal Services
PROJECT TASKS
Effective 02/20/2015
Produced by: Fiscal Services – Fiscal Management File path: Sharepoint/Financial Reporting/Frank Draft Reports/Job Aids/ Page 4 of 12
Responsibilty Project / Task / Accomplishment Source
Time
Days
Key factor is to convert the query range to develop
formulas simplier.
9.
Job Aid FFATA PROCESS 012315 v2
Pending
review,
last
updated
01-27-
2015
10.
Job Aid FREDe 010715
Pending
review,
last
updated
01-07-
2015

5. Fiscal Services
PROJECT TASKS
Effective 02/20/2015
Produced by: Fiscal Services – Fiscal Management File path: Sharepoint/Financial Reporting/Frank Draft Reports/Job Aids/ Page 5 of 12
Responsibilty Project / Task / Accomplishment Source
Time
Days
11.
Improper Invoice Letter template to send to vendor for
updates to invoice being submitted.
Pending
review,
last update
01-08-
2015
12.
Job Aid Template revised.
Prior Job Aid Template .docx
Last
update 02-
05-2015
13.
OPERS NCL – Non Contributing List
For Amadu Sankoh February 2015
No files to link or display due to Social Security
Numbers in the list. 02-10/11-
2015
14.
Excel Tips and Guides 020315
Excel Tips Frank-7.htm
Prior Job Aid Excel Tips and Guides 112114.docx
Last
updated
02-03-
2015
John R. Kasich, Governor
Dr. Richard A. Ross, Superintendent of Public Instruction
Date: February 10, 2015
We are in receipt of an improper invoice from your company.
We need your assistance to help expedite the payment of the attached invoice.
Payment of this invoice will be postponed until the date a proper invoice is received from your company.
Once a proper invoice is received, the payment will be provided based on the associated terms.
The specific concerns(s) are: Comment:
1
An itemization of the work completed, materials supplied and/or labor
furnished not provided
this is an example of how much information you can write in this cell to
provide comments to the vendor.
2 Must be Bill to:
3 Other
this is an example of how much information you can write in this cell to
provide comments to the vendor.
4 Discrepancy with
this is an example of how much information you can write in this cell to
provide comments to the vendor.
5
6
7
8
9
10
11
12
Billed to: Ohio Department of Education
Office Name
Attention: Contact/Invoice Approver Name
Columbus, OH 43215
Sincerely,
Thank you,
Fiscal Management For people who are deaf or hard of hearing,
Office of Fiscal Services please call Relay Ohio first at 711.
25 South Front Street | Columbus, Ohio 43215-4183
fiscal.management@education.ohio.gov
The Department of Education strives to provide all of our vendors with processing invoices in an accurate and timely
manner.

6. Fiscal Services
PROJECT TASKS
Effective 02/20/2015
Produced by: Fiscal Services – Fiscal Management File path: Sharepoint/Financial Reporting/Frank Draft Reports/Job Aids/ Page 6 of 12
Responsibilty Project / Task / Accomplishment Source
Time
Days
15.
Pivot Table 020315
Job Aid Pivot Table v3.docx
Last
updated
02-03-
2015
16.
Recent Job Aid Map Network Drive 021915
Prior Job Aid Map Network Drive 020315
Prior Job Aid Map Network Drive v2.docx
Last
updated
02-19-
2015
17.
Payment Card Analysis – Review & Analyze Payment
Card activity download from OAKS Business
Intelligence. The Analysis file has several formulas (7)
to organize the data for use in two key pivot tables.
Recent Job Aid PaymentCard 101414 v2 format
Job Aid PaymentCard 101414.docx
PC-0002+Payment+Card+Accounting+Detail+Report
Analysis Jul01-Oct31 run 112114.xlsx
Payment Card Reconcilation V3 12-03-14.xlsx
(no job aid, manual review match BI vs. Workflow)
Last
updated
02-11-
2015

7. Fiscal Services
PROJECT TASKS
Effective 02/20/2015
Produced by: Fiscal Services – Fiscal Management File path: Sharepoint/Financial Reporting/Frank Draft Reports/Job Aids/ Page 7 of 12
Responsibilty Project / Task / Accomplishment Source
Time
Days
18.
Approved Expense Account Codes FY15.
Copy of APPROVED ACCOUNT CODES FY15 FINAL.xlsx
OAKS - BI - attributes 9-9-14 pivot.xlsx
Last
updated
11-18-
2014
19.
Payment Card Reconciliation between Oaks
Business Intelligence vs. WorkFlow.
Payment Card Reconcilation V2 12-01-14.xlsx
Payment Card Reconcilation V3 12-03-14.xlsx
Last
updated
12-03-
2014

8. Fiscal Services
PROJECT TASKS
Effective 02/20/2015
Produced by: Fiscal Services – Fiscal Management File path: Sharepoint/Financial Reporting/Frank Draft Reports/Job Aids/ Page 8 of 12
Responsibilty Project / Task / Accomplishment Source
Time
Days
20.
MBE Account Code Suggestions.
Fiscal Year 2015 Minority Business Enterprise (MBE) Set-
Aside Plan - Education- Suggestions v3.xlsx
Fiscal Year 2015 Minority Business Enterprise (MBE) Set-
Aside Plan - Education- Suggestions v2a.xlsx
Last
updated
01-23-
2015
21.
Sent to Ohio Shared Services – Provide analysis of
the time it takes to submit invoices to OSS from Fiscal
Management. Several formulas setup to calculate
“Calendar Days OSS” and “Networkdays excl.
weekend / holidays”. Pivot tables setup to analyze by
Source Types – School / Company / ESC (Educational
Service Centers) by Vendor.
Recent Job Aid Sent to OSS 020315
Job Aid Sent to OSS 111714.docx
sent to OSS 091614 v2a.xlsx
Last
updated
02-03-
2015

9. Fiscal Services
PROJECT TASKS
Effective 02/20/2015
Produced by: Fiscal Services – Fiscal Management File path: Sharepoint/Financial Reporting/Frank Draft Reports/Job Aids/ Page 9 of 12
Responsibilty Project / Task / Accomplishment Source
Time
Days
22.
Training MBE Presentation.
MBE TRAINING 11-25-14 v3.pptx
Recent MBE TRAINING 01-09-2015
Last
updated
01-09-
2015
23.
MBE Vendor Report & Monitoring – Review and
Analysis of OAKS Business Intelligence EOD 001
Vendor Utilization Analysis report. Creation of multiple
charts and graphs.
Recent Job Aid
Minority Business Enterprise Analysis v3
Minority Business Enterprise Analysis v2
Job Aid Running Report for MBE Vendors 12-02-2014.docx
EOD 001 Vendor Utilization Analysis Report MBE 11-30-
2014 120114 Charts.xlsx
Last
updated
02-17-
2015
24.
Deleted Vouchers – Review of OAKS Business
Intelligence to confirm that deleted vouchers have been
removed from the EOD 001 Vendor Analysis report.
Formulas setup to make a comparison “VAP 0002
Voucher Summary Inquiry” vs “EOD 001 Vendor
Utilization Analysis” reports.
Last
updated
02-17-
2015

10. Fiscal Services
PROJECT TASKS
Effective 02/20/2015
Produced by: Fiscal Services – Fiscal Management File path: Sharepoint/Financial Reporting/Frank Draft Reports/Job Aids/ Page 10 of 12
Responsibilty Project / Task / Accomplishment Source
Time
Days
See Job Aid MBE Vendor starting at Index #12.
Job Aid Running Report for MBE Vendors 12-02-2014.docx
Job Aid Deleted Vouchers 111414.docx
Deleted Vouchers 010615
Recent Job Aid Deleted Vouchers 021715
25.
Compare Account Code and Vendor Exclusions.
Recent Job Aid Compare Account Vendor 021715
Compare Account Vendor 123014
Last
updated
02-17-
2015
26.
Controlling Board Waivers – Listing of Controlling
Board Waivers based on review of OAKS Financials.
See MBE Vendor Job Aid starting at Index #14.
Job Aid Running Report for MBE Vendors 12-02-
2014.docx
Controlling Board FY15.xlsx
Controlling Board OAKS Screen.docx
Job Aid Controlling Board 120314.docx
Controlling Board 122914
Last
updated
02-17-
2015

11. Fiscal Services
PROJECT TASKS
Effective 02/20/2015
Produced by: Fiscal Services – Fiscal Management File path: Sharepoint/Financial Reporting/Frank Draft Reports/Job Aids/ Page 11 of 12
Responsibilty Project / Task / Accomplishment Source
Time
Days
Recent Job Aid Controlling Board 021715
27.
Frequently Used MBE Vendors – Listing of Vendors
with calculation of Days till Recertification.
See Job Aid MBE Vendor starting at Index #42.
Job Aid Running Report for MBE Vendors 12-02-
2014.docx
FREQUENTLY USED MBE VENDORS.xlsx
Frequently Used MBE Vendors 12-31-2014
Recent Job Aid Frequently Used MBE Vendors 021715
Last
updated
02-17-
2015
MBE Vendor Job Aid Index #37.
Job Aid Running Report for MBE Vendors 12-02-
2014.docx

12. Fiscal Services
PROJECT TASKS
Effective 02/20/2015
Produced by: Fiscal Services – Fiscal Management File path: Sharepoint/Financial Reporting/Frank Draft Reports/Job Aids/ Page 12 of 12
Responsibilty Project / Task / Accomplishment Source
Time
Days
28.
Computer Aid Inc – Report & Trend Analysis based
on data supplied on the 10th of the month from CAI.
Pivot tables setup to identify MBE Set Aside &
Participation Expense by third party vendors for YTD &
Selective Month.
Recent Job Aid CAI computer aid inc 021815
CAI computer aid inc 010515
Prior method as separate files.
Job Aid CAI computer aid inc 112514.docx
CAI - Oct 2014.xlsx
CAI Trend FY2015.xlsx
Last
updated
02-18-
2015