SAMPLE PLAN: Administrative Department

[Pages:6]Department: AVP Finance

Date Prepared: Apr-24-2007 Chair/Director: David G Zettergren ( dzttrgrn )

SAMPLE PLAN: Administrative Department

EMERGENCY CONTACT(S) AND ALTERNATES

Name/Title/Department

Office Address and Phone

David G Zettergren ( dzttrgrn ) Asst VP Finance AVP Finance

276 Admin Bldg Memphis, TN 38152 (901) 6782261

Lynda B Shelton ( lshelton ) Interim Controller Accounting Office

275 Admin Bldg Memphis, TN 38152 (901) 6784530

Sharon L Hayes ( shayes ) Dir Budgeting Financial Planning

273 Admin Bldg Memphis, TN 38152 (901) 6782117

Lorrean Lai Lim ( llim ) Mgr Accounting AVP Finance

276 Admin Bldg Memphis, TN 38152 (901) 6783088

Home Address and Phone

Email and Cell Phone dzttrgrn@memphis.edu lshelton@memphis.edu shayes@memphis.edu llim@memphis.edu

5/21/2007

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CRITICAL/ESSENTIAL DEPARTMENT OPERATIONS (IN ORDER OF IMPORTANCE)

Critical/Essential Operations

Action Plan to Continue Essential Operations/Service

Person(s) Responsible for Operations

Student Financial Aid Disbursements

Backup Details; Cash/Checks on hand at all times for disbursement.

Elizabeth W Shelton ( ewsheltn ) Carol S Warren ( cwarren ) Alecia D Lawrence ( alawrenc )

Employee Pay

Review sick leave reporting processes and recommend changes for Pandemic. Backup Auto Deposit file; Cash/Checks on hand at all times for payroll, etc.

Muriel H Hill ( mhill ) Russell T Teague ( rteague ) Michelle Nichol Perry ( mmarzett )

Employee Deduction Remittances: Review sick leave reporting processes and recommend changes for

Health Insurance; Retirement;

Pandemic. Backup Auto Deposit file; Cash/Checks on hand at all times

Taxes; W-2's

for payroll, etc

Muriel H Hill ( mhill ) Russell T Teague ( rteague ) Judith E Dallas ( jdallas )

Key Vendor Remittances: Energy & Critical Services

Identify key vendor services and obtain advance vendor authorization for Lynda B Shelton ( lshelton )

alternatives, etc.

Gary W Moore ( gwmoore )

Amelia Baker Cole ( abcole )

Federal Drawdowns

Obtain advance approval for alternatives for accessing drawdowns

Lynda B Shelton ( lshelton ) Linda M Heide ( lheide ) Chang Shin Choi ( cchoi )

Cash Availability

Determine key sources of cash and work with banks to have advance plan Senese D Duhart ( sduhart )

for meeting cash needs

Lorrean Lai Lim ( llim )

Ladonnal W Curry ( lcurry )

Billing & Receivables

Backup plans and determine alternative methods for distributing bills.

Elizabeth W Shelton ( ewsheltn ) Carol S Warren ( cwarren ) William C Stewart ( wstewart )

5/21/2007

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PLANNING READINESS CHECKLIST

Action Items

Plan

Responsible Person(s)

Due Date

1. Student Financial Aid Data Identify viable backup for Student Financial Aid Data

Alecia D Lawrence ( alawrenc )

Mar-15-2007

2. Disbursements

Investigate the feasibility of having cash on hand for both financial aid Brenda K Butler ( bbutler ) Mar-15-2007 & payroll disbursements or the ability to create checks

3. Leave Reporting/ACH File

Determine required sick leave policy changes and submit for approval. Identify plan for time entry and leave reporting in emergency. Identify viable electronic backup of most recent ACH payroll file for each payroll and a way to get to the ban

Russell T Teague ( rteague )

Mar-15-2007

4. Payroll Vendors

Correspond with payroll deduction vendors regarding approved alternative submissions. Gather alternative means of communication (office phone, home phone, email addresses, etc.) for key contacts.

Judith E Dallas ( jdallas )

Mar-15-2007

5. Service Vendors

Identify key service vendors and correspondence regarding alternative Gary W Moore ( gwmoore ) Mar-15-2007 pay methods. Gather alternative means of communication (office phone, home phone, email addresses, etc.)

6. Federal Drawdowns

Identity key drawdown sources and correspond regarding alternative Chang Shin Choi ( cchoi ) Mar-15-2007 receipt

7. Cash Availability

Determine key sources of cash and work with banks to have advance plan for meeting cash needs. Gather alternative means of communication (office phone, home phone, email addresses, etc.) for key contacts.

Senese D Duhart ( sduhart ) Mar-15-2007

8. Billings

Identify key billings and determine backup billing methods

William C Stewart ( wstewart )

Mar-15-2007

9. Phone Tree

Update phone tree, including home phones, cell phones, email

Ladonnal W Curry ( lcurry ) Mar-15-2007

addresses. Have key staff complete IT equipment and network services

at home.

10. Executive Approval

Obtain executive approval for modified processes

Jun-15-2007

12. Maintenance of Web pages Establish a process with BFSS staff to ensure that web pages can be updated regularly .

Jul-01-2007

5/21/2007

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ESSENTIAL RESOURCES/SUPPLIES REQUIRED FOR MAINTAINING DEPARTMENT'S CRITICAL OPERATIONS

Essential Resources/Supplies for Action Plan to Stockpile Supplies Critical Operations

Suppliers (Current and Alternate)

Check Stock

Signature Stamp

DEPARTMENT'S EXTERNAL COMMUNICATION PLAN IN THE EVENT OF AN EMERGENCY

For general communication with our students, faculty and staff, we will rely on the Business & Finance web pages.

DEPARTMENT'S INTERNAL COMMUNICATION PLAN IN THE EVENT OF AN EMERGENCY

To communicate with Finance staff, we will rely on:

? the web page. ? the phone tree (including home and cell phone numbers). ? conference calls. ? email.

ESSENTIAL CONTRACT SERVICES REQUIRED FOR MAINTAINING DEPARTMENT'S CRITICAL OPERATIONS

Essential Contract Services Required to Maintain Services during an Service Contractors (Current and Alternate) Emergency

Banking Services

First Tennessee Bank; Michael Peeler PO Box 84 Memphis, TN 38103-0084 (901) 523-4247

Federal & State Agencies for grants, tax reporting, etc. Health Service Provider Retirement Providers

5/21/2007

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ESSENTIAL TRAVEL REQUIRED FOR MAINTAINING DEPARTMENT'S OPERATIONS

Essential Travel Required to Maintain Services Current Mode of Transportation During Emergency

Alternate Travel Mode or Alternative to Travel

Meetings in Nashville (TBR, THEC, etc.)

car

Conference calls

ADDITIONAL DEPARTMENT STAFF INFORMATION

Name and Title

Office Address and Phone

Senese D Duhart ( sduhart ) Tax Investment Compliance Sp AVP Finance

276 Admin Bldg Memphis, TN 38152 (901) 6782779

Ladonnal W Curry ( lcurry ) Administrative Associate I AVP Finance

276 Admin Bldg Memphis, TN 38152 (901) 6782261

Elizabeth W Shelton ( ewsheltn ) Bursar Bursar

115 Wilder Tower Memphis, TN 38152 (901) 6782244

Carol S Warren ( cwarren ) Asst Bursar Bursar

115 Wilder Tower Memphis, TN 38152 (901) 6785002

William C Stewart ( wstewart ) Mgr Accounting Student Accts Bursar

115 Wilder Tower Memphis, TN 38152 (901) 6783891

Chang Shin Choi ( cchoi ) Asst Mgr Grants Contract Act Grants and Contracts Accounting

275 Admin Bldg Memphis, TN 38152 (901) 6783822

Linda M Heide ( lheide ) Mgr Grants and Contracts Acct Grants and Contracts Accounting

315 Admin Bldg Memphis, TN 38152 (901) 6784769

Gary W Moore ( gwmoore )

275 Admin Bldg

Home Address and Phone

Email and Cell Phone sduhart@memphis.edu lcurry@memphis.edu ewsheltn@memphis.edu cwarren@memphis.edu wstewart@memphis.edu cchoi@memphis.edu lheide@memphis.edu gwmoore@memphis.edu

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Mgr Accounting Accounting Office

Memphis, TN 38152 (901) 6783831

Muriel H Hill ( mhill ) Dir Payroll Payroll Office

272 Admin Bldg Memphis, TN 38152 (901) 6783842

Russell T Teague ( rteague ) Asst Mgr Payroll Payroll Office

272 Admin Bldg Memphis, TN 38152 (901) 6783868

Judith E Dallas ( jdallas ) Accountant II Payroll Office

272 Admin Bldg Memphis, TN 38152 (901) 6783839

Michelle Nichol Perry ( mmarzett ) 272 Admin Bldg

Accountant II

Memphis, TN 38152

Payroll Office

(901) 6783887

Alecia D Lawrence ( alawrenc ) Mgr Student Financial Svcs Bursar

115 Wilder Tower Memphis, TN 38152 (901) 6783894

APPROVAL AND REVIEWS

Not yet approved

5/21/2007

mhill@memphis.edu rteague@memphis.edu jdallas@memphis.edu mmarzett@memphis.edu alawrenc@memphis.edu

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