Vanderbilt University Medical Center Finance

VUMC Financial Training
Lynda Sandefur, Sr. Learning Specialist
3319 West End Ave., Suite 700
(615) 875-3322

The Financial Foundations series is designed to provide VUMC staff with the tools and perspective necessary to manage departmental financial responsibilities. Each course contains interactive content and reference material which incorporates VUMC systems and business processes, spanning the basics of accounting at VUMC to the process of monthly financial review and sign-off.

Audience: All VUMC staff with financial responsibilities, including, but are not limited to, budgeting, general ledger reconciliation, purchasing, and grants and contracts.

CPE: CPE credits available to CPAs for all Financial Foundations classroom training.

Training for the following systems is provided in the series of classes:

  • NCOA
  • Privilege Management (for Non-Administrators)
  • BI launch pad APPO, Work Order & VUIT reporting
  • Departmental Management System (DMS)
  • Click here for Financial Foundations for Non-DMS Users

Note: These classes are a series. Please register for classes in sequential order.


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Instructors:

  • Marc Crosby, Principal Learning Consultant
  • Diana Ormsby, Principal Learning Consultant

Registration: See below:



Medical Center Foundations I: Intro to Financial Systems & Privilege Management

Audience: This class is recommended for all VUMC staff with financial responsibilities. These responsibilities may include, but are not limited to budgeting, general ledger reconciliation, purchasing, and grants & contracts.

Course Description:

This is an introductory class to VUMC financial and accounting systems. This class is designed to provide an overview of the many systems at VUMC which feed our general ledger and other reporting systems in an interactive learning environment. Privilege Management, the application which manages secure access to VUMC systems, as well as authorization for many business processes, is covered as a tool to enhance understanding of the systems and business processes introduced in this class. After completing this class, participants will be able to:

  • Navigate the Privilege Management System (as non-administrators)
  • Discuss the processes by which VUMC financial systems feed the general ledger
  • Identify financial reporting systems
  • Summarize the basics of VUMC’s accounting system
  • Utilize the Narrative Chart of Accounts (NCOA)

Prerequisites: Medical Center Understanding Center and Account Numbers (Online)

Access (Required): N/A

Register for this Class Registration Quick Guide


Medical Center Foundations II: Internal Controls, Purchasing, & APPO Reports

Audience: This class is recommended for all VUMC staff with financial responsibilities. These responsibilities may include, but are not limited to budgeting, general ledger reconciliation, purchasing, and grants & contracts.

Course Description:

This class continues business process and financial reporting system training from Financial Foundations I with a focus on departmental financial responsibilities particularly around purchasing. The importance for departmental Internal Controls is discussed in the context of VUMC’s policies and procedures. Internal Controls around the purchasing process and the APPO reporting system will be covered in detail from a departmental perspective as well as from a systems perspective. After completing this class, participants will be able to:

  • Recognize departmental financial responsibilities
  • Comprehend the importance of Internal Controls
  • Track a transaction through APPO BI launch pad reporting
  • Discuss departmental Best Practices
  • Identify and manage Match Exceptions

Prerequisites:

  • Medical Center Financial Foundations I
  • Introduction to VUMC's Purchasing System (Online)
  • VUMC Shop eCatalogs (Online)

Access (Recommended): eDog and/or eProcurement Viewer and Business Objects APPO Universe

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Medical Center Foundations - DMS: Non-Labor (Part A) Encumbrances & Expenses

Audience: This class is recommended for all VUMC staff with financial responsibilities. These responsibilities may include, but are not limited to budgeting, general ledger reconciliation, purchasing, and grants & contracts.

Course Description:

This class continues the financial process training from Financial Foundations I & II for Departmental Management System (DMS) users. This class provides interactive training for non-labor encumbrances and expenses. All aspects of system-generated and manual encumbrances are covered. Additionally, notifications, reporting, and best practices for non-labor encumbrances are discussed. After completing this class, participants will be able to:

  • Identify all types of non-labor encumbrances
  • Create a manual non-labor encumbrance
  • Manage encumbrance notifications
  • Generate DMS encumbrance reports
  • Describe the DMS remaining balance formula
  • Assess DMS remaining balance reports

Prerequisites: Medical Center Financial Foundations I and Medical Center Financial Foundations II

Access (Required): Either DMS Encumbrance Viewer (with the non-labor attribute = yes) or DMS Encumbrance Initiator (with the non-labor attribute = yes), Transaction Review Verification, or DMS Corporate Viewer depending on departmental responsibilities. Access to the Business Objects DMS universe is also required.

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Medical Center Foundations - DMS: Non-Labor (Part B) Reconciliation & Transaction Review Verification

Audience: This class is recommended for all VUMC staff with financial responsibilities. These responsibilities may include, but are not limited to budgeting, general ledger reconciliation, purchasing, and grants & contracts.

Course Description:

This class continues interactive training from the DMS Non-Labor (Part A) Encumbrances & Expenses. Reconciliation, record keeping, and approval requirements are covered. Additionally, Non-Labor Worklist responsibilities are discussed in detail. Certification requirements for Transaction Review Verification and document retention policies are also included. After completing this class, participants will be able to:

  • Complete DMS ledger sheet reconciliation requirements
  • Analyze and reconcile exceptions
  • Complete the Journal Entry process for VUMC
  • Conduct the certification requirements for the Transaction Review Verification
  • Generate DMS reports

Prerequisites: Medical Center Financial Foundations I, Medical Center Financial Foundations II and Medical Center Foundations - DMS: Non-Labor (Part A)

Access (Required): At least one of the following: Transaction Review Verification, DMS Encumbrance Departmental Administrator, DMS Non-Labor & Other Transaction Reviewer or DMS Corporate Viewer. Access to the Business Objects DMS universe is also required.

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Medical Center Foundations - DMS: Labor Encumbrances, Expenses, & Reconciliation

Audience: This class is recommended for all VUMC staff with payroll reconciliation and review responsibilities using DMS in their area.

Course Description:

This class continues the financial process training from Foundations DMS: Non-Labor (Part B) Reconciliation and Transaction Review Verification. This class provides interactive training for the Departmental Management System (DMS) for labor encumbrances and expenses. Labor Worklist responsibilities are discussed in detail. Certification requirements for Transaction Review Verification are also included. After completing this class, participants will be able to:

  • Identify the different types of labor encumbrances
  • Reconcile monthly payroll accounts
  • Analyze and reconcile labor exceptions
  • Complete the certification requirements for the Transaction Review Verification
  • Generate DMS reports
  • Correct errors for payroll transactions

Prerequisites: Medical Center Financial Foundations I, Medical Center Financial Foundations II, Medical Center Foundations - DMS: Non-Labor (Part A) and Medical Center Foundations - DMS: Non-Labor (Part B)

Access (Required): At least one of the following: DMS Encumbrance Viewer (with the labor attribute = yes), DMS Encumbrance Initiator (with the labor attribute = yes), Transaction Review Verification, or DMS Corporate Viewer. Access to the Business Objects DMS universe and Waldo Viewer access are also required.

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Financial Foundations - DMS: Grants and Contracts Management

Audience: Those responsible for oversight of restricted cost centers (centers that begin with "4") and grants or contracts management.

Course Description:

This course is currently unavailable while the content is under review. Please contact VUMC Financial Training for more information. This hands-on course specifically focuses on grants and contracts management using DMS. After attending this class, participants will be able to:

  • Verify that Project Center information is accurate in DMS
  • Create DMS reporting structures, using Report and Person Groups, specific to your department
  • Leverage DMS Effort Reports to make effort conversations more effective
  • Proactively manage labor expenses including the impact of Faculty appointments
  • Effectively manage non-labor expenses using Account Summary Encumbrances
  • Monitor and document the allowability of expenditures

Prerequisites: Financial Foundations DMS: Non-Labor Part B OR Financial Foundations DMS: Labor.

Access (Required): DMS Encumbrance Viewer or Initiator with at least Budget, Labor, or Non Labor & Other marked "yes" OR DMS Encumbrance Dept Admin OR DMS Corporate Viewer for center numbers beginning with "4".

Register for this Class