communication plan for implementing fi&d
TRANSCRIPT
COMMUNICATION PLAN FOR
IMPLEMENTING FI&D
WHO, WHY & HOW?
WHAT IS FI&D?
• A new digital joint purchase and committed cost system (FI&D)
• Simplified purchase and cost commitment throughout AAU
• Simplified approach for product search
• Simplified invoicing
• Visualising committed cost and easier budgeting
• The goal is clear: The process of purchase must be easier - and correct
invoicing must be guaranteed
WHAT ARE THE LARGEST CHANGES?
• You have to create purchase requisition instead of telephoning or mailing
suppliers
• You do not have to process all invoices separately as the purchase orders and
invoices will be matched
• You are required to make electronic reception of goods
• The budget administrator has access to committed costs which are formed on
the basis of the purchase orders
• Electronic contracts containing invoicing plans will automatically insure correct
posting and payment of recurring expenses such as rent.
WHO IS BEHIND THE CHANGE?
• FI&D has two tracks of implementation:
• E-commerce is deployed, anchored and supported by the Purchasing
Department in Finance & Accounting Department
• Inclusion of committed cost in P/L statement is deployed, anchored and
supported by Planning & Budgeting office in Finance & Accounting
Department
• The system is based on the ØSS-system which is the financial system of
AAU
SUPPORT ORGANISATION FOR E -COMMERCE
User
First level
of support
Second level
of support
Third level
of support
Superuser
E-commerce
team
System supplier
ITS Support
ØA-IT
HOW TO SECURE THE CHANGE
The head of the department takes on the role as local implementation leader.
This role contains the following tasks:
• Prepare own unit for the deployment of FI&D
• Allocate employees in own unit to participate in the deployment
• Support the project loyally by communicating to own employees that they
must act as positive and active contributors who take responsibility for the
mutual task of establishing the changes that follows the deployment of FI&D
on AAU.
• Close down previous processes of purchase in own unit
• Insure achievement of an operation routine and useful effect of FI&D in own
unit.
PLAN OF ACTION FOR THE UNIT
• Select users and superusers of the system and fill out the send form and
return it to [email protected]
• The above-mentioned must be done before the introduction meeting
regarding FI&D
• Superusers will receive instruction before initialisation and act as first level
of support, see previous slide.
WHO WILL BE AFFECTED?
• All employees who purchase and/or handle invoices
• It will be easier for the budget administrators and others in the institutes
and units to comply with their budgets and furthermore they will have easier
access to the information on committed cost in P/L statements and financial
statements on External Project
• The suppliers will be guaranteed payment on time if the invoice has been
received on time
WHY DO WE NEED A PURCHASING SYSTEM?
The AAU executive management wants a purchasing system implemented in 2014/2015
Easy access to information on committed cost will improve follow-up on the budgets and thus improved management accounting and decision making
Automatic match between purchase order and invoice saves time in the overall process.
Joint purchase insures purchases on agreed frame contracts with the suppliers.
Joint purchase insures documentation through out the process – as well as consistent communication with the supplier.
Our financial auditor and the Ministry of Higher Education recommend that AAU acquires a purchasing system.
Delegation of Authority
COMMITTED COSTS
Management accounting – all funding sources (UK10, UK9x) Overview of committed costs, standardized reporting (Qlikview)
Costs incurred through payroll system
RES
Costs incurred through
purchasing and contracts
FI&D
Travel
statements
RUS
Assets
a.o.
ØSS
Online budget control
(e.g. for external projects) FI&D + Oracle Budgets
WHEN WILL THE CHANGES TAKE PLACE?
• In the first quarter of 2015 FI&D will be implemented in a number of pilot
units.
• The deployment for the remaining units will take place starting in September
2015
• The individuals responsible for purchasing in each unit will receive
instruction in use of FI&D and treatment of the process of implementation
March 2015 Deployment starts
at pilot units
September 2015 to December 2016
Deployment to the remaining units
End of 2016
Full implementation
THE IMPLEMENTATION PROCESS
• The leader of the unit will be called to a meeting (before deployment)
• An introduction meeting regarding FI&D for the leader and the superusers (6 weeks before
deployment)
• Go live week:
• Kick off meeting for relevant employees in the unit (first day in the week of deployment)
• Half day course for superusers and other purchasers (first day in the week of deployment)
• In the first week the e-commerce team will be present in the unit
• Meeting with purchasers to clear up any questions (last day in the week of the deployment)
• Follow-up meeting with the leader of the unit (approximately 1 month after start-up)
• Quarterly meeting with user groups (to be scheduled)
FI&D includes all invoice based purchases
Type of purchase Examples
Volume based purchases
(Catalogue purchases)
Office supplies, coffee, IT hardware, furniture, laboratory articles, chemicals, electronic components etc.
Dialogue based purchases
(Free text orders)
specialty articles, consultancy support, workmen's services, IT systems, larger apparatus purchases etc.
Fixed payments
(Subscription contracts)
Rent, new papers and journals subscription, phone bills, electricity, water, heating, cleaning, security guards etc.
Cash- and credit card purchases
(Travel Statement system, RUS)
Grocery shops and restaurants, taxis, train- and bus tickets, representation, catering etc.
WHICH PURCHASES IS INCLUDED IN FI&D?
INVOICE BASED PURCHASES THAT ARE NOT
INCLUDED IN THE 1st DEPLOYMENT
• Travel booking (Via Egencia -
Online Booking (AeTM))
• Hotels (Diamond Online Booking
or supplier’s own webpage)
• Catering for meetings
(Compass/Eurest portal solution)
• Invoices are handled in Travel
Statement system (RUS)
• Invoices are handled in ØSS
• Invoices are handled in ØSS
GET ASSISTENACE WITH E-COMMERCE
Superusers in your unit
Quickguides
Hotline – 3000
DEMONSTRATION OF THE FI&D SYSTEM
• Ordering from the market place (demo)
• Free text ordering (demo)
• Approval of purchase
• Goods reception (demo)
• Order match (100% match, match within tolerance, not match)
• ”List of favourites” – items I often order
• Committed costs in Qlikview (still in preparation)