aim

Providing an introduction to the following systems/tools:• TIPA – planning • Performance Measures – reporting• Buddy – finance

Outcomes• Better understanding of planning & report systems/tools• Able to use these systems/tools to obtain planning and

performance data at teaching section level

Aim

MORE THAN YOU IMAGINEwww.sit.nsw.edu.au

Planning - Institute


Planning - College


Head Teacher Forum

TIPA: Planning & Data


TIPA – What data is important? Delivery Planning

Get ASH & teaching hours correct

Staff Planning Reflect the expected FT staffing

Budget Planning ASH and $ FT, PT hours, related duties, evening Other Expenses


TIPA (TAFE Institute Planning Application)

Profile, ASH, $(Annual Plan,

Purchasing Agreement)

Delivery Plan

Staff Plan

Budget

FT cost, hours

ASH, Teaching Hrs

HR staffing

Section teaching budget

Section ASHSection Expenses

FT StaffSalariesLeave

AdjustmentsCollege Budget

CoursesClasses/ Timetable

ASH per classTeaching hrs

Tch hr – FT = PTRelated DutiesEvening work

Excess HrsExpenses


TIPADelivery Plan

Staff Plan

Budget

FT cost, hours

ASH, Teaching Hrs

ASH = Classes x Students / class xASH / student

Teaching hours = Teach hrs/class x No. Classes

Teaching hours have no effect on ASHTeaching hours cost $$

Teaching hours impact $/ASH!

For efficiency:Student unit hours > Teaching hours/class

$/ASH important for Core= Total core $ / total core ASH

Make sure fund codes are identified!


TIPA Class Planing Panning, Planning

What could go wrong? Assumes all enrolments go to all units (Credit??)

Assumes all enrolments choose all units (timetable, repeats?)

Assumes all units have viable classes

Have units changed nominal hours? (Check TP)

Assumes all ASH in current semester if % ASH not used


TIPA Delivery Plan

Staff Plan

Budget

FT cost, hours

ASH, Teaching Hrs

Are these all correct?

35hpw x 18 wks

Per hour cost, teaching!

Total FT teaching cost and hours

Award Salary


TIPA Delivery Plan

Staff Plan

Budget

FT cost, hours

ASH, Teaching Hrs

No effect on teaching hours but important for budget!

$224, 329 on Staff Page?

Real FT teaching cost /hr = $279961/1458 = $192

per hour

PT teaching hrs = Total Delivery plan – FT hrs

here 3571 = 4352 + 677 - 1458

From Class Plan

From Staff Plan


TIPA Summary

Delivery Planning Get ASH & teaching hours correct

Staff Planning Reflect the expected FT staffing

Budget Planning ASH and $ FT, PT hours, related duties, evening Other Expenses


Performance Measures Overview Enrolments

SIS

CLAMS

TAFE Data Warehouse

Performance Measures


SydNet - Systems & Tools


Performance Measures


Datasets


Exercise 1: Your teaching section enrolments & ASH VS target 2011• Download the latest dataset sheet on desktop• Go to Dataset_TS sheet• Find out:

– Course enrolments & ASH– Completions– By award level & type of fund– Compare the data with your targets


Exercise 2: Your teaching section RPL & ASH by course and RAM

• Go back to the dataset sheet saved on desktop• Go to Dataset sheet ‘RPL_by_course’• Find out:

– RPL ASH & training hours ASH for a particular course– By award level– Compare the data with your allocated ASH


Past year data


Other data


Exercise 3: Your teaching section unit/module completion rates

• Go to Performance Measures• Go to ‘Other Data’ on the left hand panel• Download the sheet ‘Module completion rates and

enrolments by college& faculty 2006-2010• Find out enrolments & MCR 2006-2010 by

– RAM– Field of study & course


Head TeacherForum

Buddy & Financial Data


Buddy and Financial Management

Funding sources

On-costs

Budgets, Expense, Transfers

Reading Buddy

Basic Financial Management


Fund Sources

Commonwealth, State Agreement

Contestable Funds Commercial International

Core Funds Non-core Funds

Core Budget

Delivery Plan(TIPA)

College/Cluster Budget SAP / Buddy


Buddy and SAP

Buddy is an interface to SAP

SAP

Buddy

Tells us what is in SAP

DataExternal Transactions

Budgets

Income

Transfers


Fund Sources


Buddy Exercise:

Change fund codes to see variations


On-costs

Base Salary

On-costs are additional costs above the base

salary paid by the employer as part of

working conditions or regulatory requirement.

On-costs add about 27% to FT salary costs and about 17% to PT salary

costs.

The real hourly cost of employment is thus the total costs / actual hours

worked.TIPA budgets & Buddy

budgets include on-costs.

Leave Loading

Extended Leave Provision

Workcover Insurance

Payroll Tax

Annual Leave Provision


Buddy Exercise:

Navigate to FT Payroll

Navigate to PT Payroll

Note non-teach payroll also in some sections

Why check this? WHO are you paying??

Note Confidentiality: important to manage this information respectfully.


Expenditure & Budget - College

Core Budget

Other ExpensesCore

Staff SalariesCore

Budget Expense

Balanced Budget

Gives $ spent, $/ASH

Staff costs, expenses

Commercial, International

Un-Balanced Budget

Gives TROUBLE!

Note: All salaries and

expenses paid from Fund 001

(in Core)


Expenditure & Budget - College

Core Budget

Other ExpensesCore

Staff SalariesCore

Staff SalariesNon-Core

Other ExpensesNon-Core

Budget Expense RTMSJournal Transfer

Core Budget

Core Budget

Expense entered as a negative in core to move to

non-core as expense against income

Non-Core Income


Buddy Exercise:

Go to June 2011, core funds

Determine if there are any RTMS transfers

Click through to list the transfers

Note the amounts linked to what is selected


$-

$200,000

$400,000

$600,000

$800,000

$1,000,000

$1,200,000

$1,400,000

Jul-10 Aug-10 Sep-10 Oct-10 Nov-10 Dec-10 Jan-11 Feb-11 Mar-11 Apr-11 May-11 Jun-11

Dental Studies Randwick Core Funds FY 10-11

Actual Budget YTD Budget allocated

Budget in Buddy

$-

$200,000

$400,000

$600,000

$800,000

$1,000,000

$1,200,000

$1,400,000

$1,600,000


Perfect!: Sample Core Funds FY 10-11

Actual Budget YTD Budget allocated


-$700,000

-$600,000

-$500,000

-$400,000

-$300,000

-$200,000

-$100,000

$-

$100,000

$200,000

$300,000


Dental Studies FY 10-11 Variance

Budget in Buddy


Buddy:Forecast

11

Quick Review:Actual / months to date = $ per month (approximately)

$ per month x remaining months = funds required to end yr/sem

Remaining funds – commitments – funds required = over/under?

Quick Review:Actual / months to date = $ 1081949/10 = $108,000

$ 108000 x 2 = $ 216,000end yr/sem

$144,000 – $46,000 – $216000 = -$118,000 ie overrun


Buddy Exercise:

Go to May 2011 Core, forecast June

How close was it?

Notice a problem with this exercise?


Buddy: Detailed Review

Section level variance, which are negative?

Click through to detail

Employees – Payroll, Transfers

Other Expenses – Purchases, printing, travel....

What income / expenses are outstanding?

What future impacts are expected?


Buddy:Forecast

Negative Variances?

Click Through for detail

Commitments?

Current position = Buddy Variance – commitments + income


Buddy – What’s next?

Buddy can’t tell the whole story; it is a snapshot in time.

Some tracking of hours, expenses needed

What RTMS, journal transfers expected?

Current balance – adjusted to ‘now’ with local knowledge

Funds come in ‘chunks’ so reconciliation needs care

aim

Documents

teaching hrs ash

total ft teaching cost

teaching hours impact

teaching hrsare

planning datamore

planning collegemore

real ft teaching cost

hourpt teaching hrs