Finance Forum

1 March 2011

2

Overview

• Introduction (David Sturgiss)

• FMIS Refresh Project (Brigid Lever)

• 2010/11 FBT Return (Callum Burke)

• HERDC matters (Lee Mavanna)

• Training and Policies (Amanda Walker)

• F&BS Client Survey Outcomes (Peter Shipp)

FMIS Refresh Project

• Brigid Lever

3

FMIS Upgrade & Development Strategy – FMIS Refresh

• FMIS Landscape

• FMIS Issues and Risks

• Program Management Approach

• Phasing

• Resourcing

• Preliminary tasks

• Divisional Plan FinOps & BSO

OneStopM axim o

CS(HR/Students)

AssetM anagement

Accounts Payable

Purchasing

General Ledger

AccountsReceivable

Purchase Card

ANU86677

ANU90024

ANUAP34

HR/SA

ANU40586

ANUT006

ANU60500

FSACEP

Parking

ANU_VNDR_IF

ANU10647

ANU16268

ANU51853

ANU51853

ANU10957

M M Fax

NOC

Travelex

ANU10697

ANU81245

POPO005

ANUT006Parking

Infringem ents100 Parking Perm it

101Infingem ents

EFTPOS

Dialect

Primary Interfaces

RunGLInt

Messaging^ Messaging*

^Outgoing Message Channels: DETAIL_CALENDAR ENTERPRISE_SETUP GL_SETUP LEDGER PROJECTS_SETUP STUDENT_ADMIN_ACCOUNTING

*Incom ing Message Channels: GP_POST_GL STUDENT_ADMIN_ACCOUNTING

RunFinInt

RunW OInt

Changed ObjectSync

Banking

AssetM anagement

Accounts Payable

Purchasing

General Ledger

AccountsReceivable

Purchase CardANU_AM_ADH_RECONCILIATION

ANU29282

ANU21846

AVOInsurance ANU_VCH_IMP

ANU87360

M illennium

Aust Post /DHL Dbase

AM ReconDbase

CorporateExpress Dbase

LeaseplanDbase

ANU21846

HR

ANU21846(Salary Im prest Adjustm ents.xls)

Secondary Interfaces

Pre-PaymentJournal

ARIES

Project T itle and Donor Ref Details

ANU21846

ANU21846

Apollo

Locations Proposed Custom er Create

ChartF ield Create

ANU49457

EFT Paym ents

NOC

EFT Paym ents

NOCBankingANUBRBNK

Kofax

ANUO CRLD

FMIS Risks

• Increasing system integrity risk with V8.8• Increasing gap between present system

configuration and business requirements e.g.– PCI DSS & sales receipting– DIISR & costing analytics– Management reporting

• Capacity to respond to changes in organisational and strategic direction

Critical FMIS issues

• Vendor support for V8.8• Effective use of existing licensed applications

(PSoft, OneStop, Cognos, OCR)• Support for sales and revenue generation• Reporting structures• Efficiency of business processes• Resourcing/skills• ANU strategic direction

Program approach

• Consolidated governance

• Manage integration

• Manage communications and change

• Co-ordinate resourcing

• Synergistic benefits

Program Governance

Phases

1) Issues of regulatury, financial risk

2) Issues of business risk

3) Leverage new applications platform

FMIS Refresh ProgramPhase 1 April 2011 to June 2012 • Application & Infrastructure Upgrade• P2P process review and design• Reporting structures – requirements,

design• iMIS Planning I – roadmap, budgeting• Receipting – on-line sales & reporting,

OneStop dotnet upgrade• OCR rollout

FMIS Refresh ProgramPhase 2 July 2012 to Dec 2012

• P2P process - implement

• Reporting structures – implement

• iMIS performance– Key financial performance indicators– Integrated performance measures– Data extraction

FMIS Refresh ProgramPhase 3 2013 • iMIS Planning II – implementing roadmap• Chemical Inventory Management• Review/upgrade remaining financial

business processes:– Asset accounting – acquire to retire– GL maintenance – post to report– Procurement – quote to order– Receivables – invoice to receipt

Next steps

• DOI scheduling

• Detailed project proposals – concept phase

• Finalise current FMIS o/s projects

• Establish IT infrastructure & environments

• Recruitment and accommodation

• Program governance arrangements

Divisional Plan Projects - FinOpsRef Description Q1 Q2 Q3 Q4 2012 SG#FO1 Implement emerging banking products that improve support and integrity of

receipting activity – NABTransactSG4

FO2 Review and map the financial (operations) function from the smallest academic unit, through Colleges and service divisions, to inform the design and implementation of best fit finance business processes with explicit controls and performance indicators

SG4

FO3 Roll out the Optical Character Recognition (OCR) software to AP processing within Colleges

SG4

FO4 Deliver a manual of receipting process options to enable secure and efficient receipting practices for all forms of University income

SG5

FO5 Develop an operational map of central financial operations functions, including performance metrics, service standards and control and compliance review mechanisms

SG5

FO6 Bank reconciliation Phase 2 – business processes SG5

FO7 Review of bank fees cost allocations SG3

Divisional Plan Projects - BSORef Description Q1 Q

2Q3 Q4 201

2SG

#

BS1 Develop and commence implementation of a roadmap for an enterprise planning and analytics application to complement the enterprise performance management application within iMIS

SG2

BS2 Develop and implement a generic on-line sales point to enable secure online receipting for sales activities

SG4

BS3 Undertake an assessment of FMIS functional requirements against available technology, to scope a proposed upgrade of FMIS in 2011-12

SG4

BS4 OneStop dotnet upgrade/implementation SG4

BS5 Desktop upgrade F&BS SG7

BS6 EFTPOS over IP – moving EFTPOS terminals off telephone lines and onto data lines SG7

BS7 Prepare and gain endorsement of a comprehensive Project Management Plan for PeopleSoft FSCM upgrade to version 9.1

SG5

2010/11 FBT Return

• Callum Burke

19

20

2010/11 FBT return

• FBT Year: 1 April 2010 - 31 March 2011

• Business Area contact list will be sent out shortly, please review and update contact for your area.

• FBT packs and spreadsheets will be sent out to nominated contacts.

21

2010/11 FBT return

• FBT downloads will be sent - 5th April.

• Completed packs due back - 14th April.

22

2010/11 FBT return

Things to think about now…

- Collecting declarations for benefits which have been provided

- Reminder email about car KM’s

Any questions please email: taxunit@anu.edu.au

HERDC 2011

• Lee Mavanna

23

Significant changes to guidelines

• Guidelines have significant changes to the wording impacting on the Financial return. Download copy from following website:

• http://www.innovation.gov.au/Research/HERDC/Pages/default.aspx

Inclusions (7.2)

• Fee income for HDR international-sponsored students

• General or untied Aust govt grant for purposes of conducting research where a proportion of that grant can be clearly & transparently attributed as to be expended on the direct costs of conducting research

25

Exclusions (7.3)

• Undergraduate stipends and scholarships for honours years students (just when we had convinced people that we needed the details on these in Q funds, you can keep them in R funds)

Exclusions (7.3)

• Interest income accruing to research grants and contract research grants (Not new but significant for those grants with the wording that any interest earned forms part of the total funding awarded for the project – can only include the funds received from the Funds Provider)

2011 ACGR Additions (2010 income)

COMMONWEALTH• Forest Industries Climate Change

Research Fund (DAFF)• Climate Change Adaption Research

Grants (DCCEE)• Homelessness Research Partnerships

Agreements (DFHCSIA)

2011 ACGR Additions (2010 income)

• NHMRC– Centres of Research Excellence– Early Career Fellowships– Translating Research into practice

Fellowships– National Institute of Clinical Studies

2011 ACGR Additions (2010 income)

• International Science Linkages Program (DIISR)

• Australia-India Strategic Research Fund (DIISR)– Activities under these programs will still need to

meet HERDC guidelines before income can be included)

ARC– Super Science Fellowships

2011 ACGR Additions (2010 income)

• National Environmental Research Program (DSEWPC)

• Aust Wool Innovation – Call for proposals On-Farm R&D, Off-Farm R&D

• GRDC – Extension & Grower Programs

• RIRDC – Research Funding R&D Program (re-instated)

2011 ACGR Additions (2010 income)

NON-COMMONWEALTH• Aust National Low Emissions Coal

Research & Development – Alternatives & Fundamentals Program

• Aust Water Recycling Centre of Excellence

• HCF Health & Medical Research Foundation – Health Services Research Grants Program

2011 ACGR Additions (2010 income)

NON-COMMONWEALTH (cont)• Juvenile Diabetes Research Foundation –

Clinical Trials Network• National Breast Cancer Foundation –

Early Career Fellowship

2011 ACGR Additions (2010 income)

• National Centre of Excellence in Desalination – Funding Rounds

• Science & Industry Endowment Fund (SIEF) – Research grants

• APHCRI – Centres of Research Excellence in Primary Care

• Aust Centre for HIV & Hepatitis Virology Research

• VicHealth Innovation Grants

Deletions

COMMONWEALTH• Aust Weeds Research Centre (DAFF)• Climate Change Research Program

(DAFF)• Army History Research Grants (DoD)• Adult Literacy Research Program

(NCVER)

Deletions

• Longitudinal Surveys of Aust Youth Research Innovation (NCVER)

• Aust Antarctic Science Grants (DSEWPC)• Anti-Doping Research Program (DoHA)• Aust Centre for Hepatitis & HIV Virology

Research (DoHA)

Deletions

• NHMRC– Electromagnetic Energy Research– H1N1 Call for Research– NICS Fellowships– Palliative Care Research Grants– Postdoctoral Training Fellowships

Deletions

• Road Safety Research Grants program (DITRDLG)

• AIATSIS Research Grants (DIISR)

• Research Support for National Security (PMC)

Deletions

NON-COMMONWEALTH

• Alcohol Education & Rehabilitation Foundation

• Judith Jane mason & Harold Stannett Williams Memorial Foundation

• the JO & JR Wicking Trust

Deletions

• Arthritis Australia• APHCRI – Stream programs• Aust Stem Cell Centre Grants Scheme• Brain Foundation – Annual Research

Awards• Inner Wheel Aust – Cord Blood Research

Project

Deletions

• Kidney health Aust – Medical Research Program

• Multiple Sclerosis Research Aust – project grants & fellowships

• National Breast Cancer Foundation – National Translational Research program & Pilot Study grants

Deletions

• National Heart Foundation – Cardiovascular Disease & Depression research program

• Pfizer Aust – Cancer Research grants, Cardiovascular & Lipid Research grants & Neuroscience Research grants

• Sea World Research & Rescue Foundation – Research grants

Deletions

• Aust & NZ College of Anaesthetists – Research grants

• Aust & Pacific Science Foundation – Research project grants

• Australian Cystic Fibrosis Research Trust – Annual grants

Deletions

• Hermon Slade Foundation – Research project grants

• Opthalmic Research Institute of Aust – Research Grants

• Royal Aust & NZ College of Opthamologists Eye Foundation – National Collaborative projects

• A number of programs have changed names or been consolidated under the same funds provider.

• The 2011 ACGR can be found at:• http://www.innovation.gov.au/Research/

ACGR/Pages/default.aspx

Timetable

April – New fund attributes created for ACGR

additions– BSO to update proforma on ESP

download– Projects requiring updated fund

attributes for new and deleted schemes identified through ARIES reports

– ESP Financials tables updated

Timetable

April – Shared grants report run by RO –

distributed to Colleges for confirmation– ANU Enterprise report requested and

distributed to Colleges for confirmation– Report to be request from Student

Admin for international fee income for HDR students

TIMETABLE

• May – worksheets reviewed by SPF team and

distributed to College Finance teams to review and sign off

• June – worksheets collated and consolidated to

University level– audit is undertaken– Return submitted to DIISR 30 June

Training and Policies

• Amanda Walker

49

Training options

• ESP (Finance System) training

• Customised training

• F&BS 2011 “Hints and Tips” training sessions

50

Policies

• New/revised policies approved

• Major change is in presentation, and not content.

• Any questions/comments/suggestions to Amanda Walker

51

F&BS Client Survey Outcomes

• Peter Shipp

52

53

F&BS Client Survey Outcomes

• 62 Responses

• In the main –Positive feedback

–Constructive criticism

54

F&BS Client Survey Outcomes

• Issues identified–Frequency of cheque runs

–Staff training

–F&BS Policy web-page documentation

55

F&BS Client Survey Outcomes

• Issues identified cont’d–Ease of navigation of the F&BS

Web pages

–Interaction with F&BS staff by way of visits &/or secondments

56

F&BS Client Survey Outcomes

• We will take the comments on board and implement as much as possible to improve our service delivery.

• We will run this again in 2011

Questions?

57