Finance & Administration

Angel Wingate, Senior Director
(919) 684-2930 or angel2@duke.edu  

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The departments comprising Finance and Administration strive to provide efficient and effective financial and administrative services to OIT divisions and staff.  As the central administrative group within OIT, Finance & Administration is responsible for supporting OIT's operational units in areas of human resources, administrative support, business management and support, planning and facilities management.

The senior director provides the overall leadership and strategic direction to departments within the organization. We seek to support OIT's mission by working in a collaborative and inclusive manner.

Administrative Operations

Stephanie Dott, Administrative Coordinator
(919) 681-7081 or Stephanie.Dott@duke.edu

Administrative Operations in OIT is a service-oriented team, providing centralized administrative support for the organization as well as facilities and payroll. The staff assistants are happy to assist with travel arrangements and reimbursements, catered events and difficult to schedule meetings. They will order office supplies, assist with A/V support for conference rooms if requested and much more. If you are uncertain of what we will do to help you, please feel free to ask any member of our team.

Business Support Services

Yvonne Gould,  Senior Manager
(919) 681-4816 or yvonne.gould@duke.edu

Business Support Services provides business support and information management functions to operational areas within OIT. Our goal is to provide exemplary services to our customers by assisting in a prompt, reliable and effective manner. We gain an understanding of our customers' needs regarding the systems we monitor and support, and work with the appropriate vendor or supplier to guide decisions for implementations, updates and support as outlined in the Duke organizational goals. Serving as the functional owner for OIT's telemanagement work flow and billing system, we strive to recommend solutions which optimize its value to all of our customers, working with both internal and external technology service providers. Additionally, we provide data, analysis and reports from the internal systems to assist operational management with financial and business-related decisions.

Finance Operations

Jim Diesel, Assistant Director
(919) 681-7079 or jim.diesel@duke.edu

Purchase Order Support

A request for a purchase order is submitted to the Finance Team from an Operational Manager in OIT. The Financial Analyst creates the electronic PR. Once the PR has been released, then it is faxed to the Duke Purchasing/Procurement Department and is now showing fully released in SAP. Depending on what is being ordered and the dollar amount of the order, it may require approval by a Contract Analyst or Contract Coordinator in Procurement. The order is then processed based on the quote/invoice and how it was entered into SAP. Once a PO# is created the PO is faxed out to the vendor through SAP and a copy is also faxed to the Financial Analyst (OIT).

Order/invoice tracking

Financial Analyst has an OIT Tracking spreadsheet that is updated upon each purchase request. The name of the Operational Manager that made the request is entered first. Then the date the Financial Analyst received the request is enter. Next the PR# that was created by the Financial Analyst is entered. Once that’s entered the date when the Financial Analyst faxed the quote over to the Duke Purchasing/Procurement Department. Once a Purchase Order is created by the Duke Purchasing/Procurement Department it is entered onto the spreadsheet along with the vendor information.

The PO is then successfully faxed out to the vendorand once the order has arrived to the end-user the Financial Analyst confirms that the order is complete and is working properly. Then and only then will the invoice be signed and sent to Duke’s Accounts Payable Department for payment.

Projections

The purpose of the projections process is to forecast performance for the entire fiscal year relative to budget based upon actual year to date performance and current and future operating assumptions. Detailed projections are submitted to the budget office twice a year; a fall projections based upon September monthend data, and a spring projections based upon December monthend data. The OIT Finance Team will compare the current round of projections against both the budget and the previous round of projections. They will provide excel spreadsheets to be used by the Operational Managers to develop their projections. The projections are used by the OIT Management as a source of information to help guide future spending plans; the information the OIT Finance Team provides needs to be credible and accurate; do not want to overspend relative to budget, and do not want to leave money on the table that could have been used for other purposes.

Budgeting

An annual process to determine the operational needs of the departments. The budgeting process begins early December and continues until mid March. The budget process includes developing a headcount summary, five-year capital plan, Sources and Uses charts, organization charts, debt schedule and an executive summary. OIT compiles and analyzes the budgets, then enters the data into the Budget Planning and Simulation (BPS) Information module and submitted to the Budget Office for approval. For more information, visit http://www.finsvc.duke.edu/budget

Financial Analysis

Analyze budget variances quarterly and consult with OIT management on corrective actions needed. Analyze current trends using reports from SAP to forecast and project out operational expenses during the year end projection process. Analyze business operations to recommend OIT rates and pricing models for OIT services. Regularly provide Profit and Loss (P&L) statements for all lines of business within telecommunications.

Financial Reconciliations

Review various accounts and verify that all charges are accurate and charged to the appropriate accounts. Process a Journal Voucher (JV) using SAP to make any necessary corrections. Review and reconcile Paris transactions by comparing charges to paper documentation. Systems used for account reconciliations include SAP, Mysoft, and Pinnacle. Retention of documentation for the department.

Human Resources

Scooter Freeney, Manager
(919) 681-8034 or scooter.freeney@duke.edu

OIT Human Resources supports the development of Duke's and OIT's human resources and work culture. We believe that a diverse, respectful environment allows our human potential to flourish and grow. Our commitment is to advance OIT's strategic mission of making technology an extension of learning in support of the Duke mission of providing excellence in education, research, and patient care through our support of a creative and dynamic community. We do this by consistent and equitable application of HR policies and procedures, staff development, staff recognition, and promoting an empowered work culture.

Planning and Business Strategy