1.04 - FRS Departmental Manual Maintenance Guidelines

Purpose:	To provide guidelines for initiating, changing, communicating, and retaining information maintained in the FRS Departmental Manual.
Policy Owner	FRS Departmental Manual - Quality Control Representative

Definitions

1. Major Change: Affects all departments, requires time to implement and materially changes the way business is done.
   
    
2. Minor Change: Clarifies or supplements existing policy, for example, summary charts, wording changes. Minor changes have little or no affect on the way business is done and no implementation time is required.
   
    

3. Quality Control Representative:  Representative from FSO who is responsible for managing quality control associated with publication of the FRS Departmental Manual to the Web.  Quality Control Representative works closely with the Web Team Liaisons and Content Liaisons to ensure the FRS Departmental Manual is kept up to date.  The Quality Control Representative is expected to maintain electronic copies of all changes to the FRS Departmental Manual, as well as associated update and history records.
   
    

4. Policy Owner:  University unit responsible for establishing and implementing University policy and procedure within the FRS Departmental Manual. 
   
    
5. FSO Content Liaison:  Representative from FSO who is responsible for ensuring that all content for the FRS Departmental Manual is kept current and maintained on an ongoing basis.  Content Liaison is expected to coordinate all changes to the manual with appropriate entities and to coordinate the communication of policy changes to campus.
   
    

6. FSO Web Team Liaison:  Representative from FSO who is responsible for making html coding changes to the FRS Departmental Manual web pages as directed by the Content Liaisons.  Web Liaisons work closely with Quality Control Representative to publish the FRS Departmental Manual to the Web.
    

Guidelines

7. The FRS Departmental Manual is the authoritative source of University policies, procedures, forms, and reports used by University departments in carrying out their functions related to the administration of overall financial matters.
    

8. Financial Services and Sponsored Projects Services review documents, and departments create documents in accordance with the policies outlined in the FRS Departmental Manual.
    

9. The Content Liaison  is responsible for the coordination of changing and communicating policy and procedure changes within the FRS Departmental Manual.  

10. Anyone can request a policy change or propose a new policy:
     
    1. New policies - contact the Comptroller for further instructions.
       
        
    2. Changes to existing policy - contact the person identified as "maintained by" (located at the end of each policy section).  This representative, known as the Content Liaison, will coordinate changes with appropriate campus entities and Web Team Liaison.  Web Team Liaison will work with the Quality Control Rep to publish changes to the Web prior to any announcement of changes.
       
        
    3. The Content Liaison will coordinate the communication of all policy proposals and changes in accordance with the Communication Guidelines below:
       
        
       1. Minor changes will be posted in the FRS-News listserv. Web Team Liaison will work with the Quality Control Rep to publish changes to the Web prior to any announcement of changes.
           
       2. New policies and major changes will be posted to the FRS Departmental Manual DRAFTS website and available for comment and review.  Comment Periods are to be communicated through the FRS-News listserv and should last a minimum of three days for FSO and a minimum of five days for campus.  The Content Liaison should screen all comments and communicate html changes to the Web Team Liaison.  Web Team Liaison will work with the Quality Control Rep to publish changes to the Web prior to any announcement of changes.
          
          Final announcement of the policy change should be coordinated by the Content Liaison and communicated via the FRS-News listserv.  If appropriate, a 3D memo is issued from an appropriate administrator.
          
          This type of communication should include:  

          (1)  what the change is,

          (2)  why the change is being made,

          (3)  how departments will be affected,

          (4)  how departments should prepare for the change, and

          (5)  when the change is effective.

Procedures (Flowchart)

11. Determine that a change to policy needs to be made or that a new policy is needed.

    NOTE: If an existing policy violates Federal and/or State laws and regulations, an immediate update must be requested. This will be considered a major change and will be communicated in accordance with paragraph 10.c.ii.  

12. Contact the Comptroller, to suggest a new policy, or the Content Liaison  (person responsible for maintaining policy, listed at the end of each policy section) to suggest changes to an existing policy.
    
     
13. Content Liaison, assisted by the Web Team Liaison, will coordinate efforts for changing policies or procedures and will determine how the proposal or change will be managed and communicated in accordance with paragraph 10. 
    
     
14. Web Team Liaison will work closely with Quality Control Representative to publish section changes to the Web. 
    
     
15. Quality Control Representative will maintain all electronic files associated with the FRS Departmental Manual, including current section, superseded sections, update, and history records.