SECRETARY'S DIVISION

BUSINESS OFFICE, CENTRAL AREAS

1994 ANNUAL REPORT

1. INTRODUCTION

The Business Office, Central Areas provides services to eight of the nine Central Areas Divisions (including the International Education Office), as well as to areas external to the Central Areas, such as CISR, the MBA Program and the Graduate School. In addition, the Office has responsibility for a number of University-wide functions, including insurance matters, National Undergraduate Scholarships, Systems Controller functions, administration of the RG Menzies Scholarship and provision of secretariat services to a number of committees.

The Office has responsibility for the provision of budgetary advice to Divisional/Section Heads and the efficient processing of all invoice processing and payroll/personnel documentation for Central Areas Divisions, excluding Buildings and Grounds. Budgetary advice is also provided to the Directors of CISR and the MBA Program and the Dean of the Graduate School.

LAN Administration and microcomputer support for the users of the Chancelry LAN, the Public Affairs Division, CCE, University House and the MBA Program is provided from the Secretary's Microcomputer Unit located in the Business Office. This includes the acquisition of computing equipment for most of the abovementioned areas.

The Management Services Office, which forms part of the Business Office, has responsibility for the co-ordination of building and maintenance services, security issues, courier services, acquisition of non-computing goods and services and the Central Areas motor vehicle fleet (33 vehicles).

The Office also provides reception and tea services to the Chancelry building.

2. ACHIEVEMENTS DURING 1994

During 1994 the operations of the Business Office were reviewed and a restructure implemented. The previous structure included two Deputy Business Manager (Central Areas), each with specific responsiblities. The restructure resulted in one Deputy Business Manager, with responsiblity for the operations of the Business Office and Records, and two project officers (existing staff) whose role is to provide high-level project support to the Business Manager. The Management Services Office was merged with the Business Office and Mrs Sutton was transferred to the Management Services Office. This has resulted in a more streamlined and efficient operation.

The volume of work in the payroll/personnel and invoice processing area has steadily grown as the Business Office takes on more responsibility for areas external to the Central Areas.

The Office prides itself in its efficient operation. TI1e goal in the processing side of the Office is a 24 hour tum-around for all invoices and payroll/personnel data and this goal is usually attained. Invoices processed through the Office number approximately 800-900 per month and payroll/personnel documentation would include the processing of an average of 80 to 100 offers per month.

The Business Office provide budgetary reporting across the Central Areas, (excluding Buildings and Grounds), the MBA Program, CISR and the Graduate School, etc. lhis represents total budget allocations in excess of $26.5M. As the Central Areas faces increasingly tighter budgets, the efficient delivery and detail of the budgetary reporting functions of the Office is becoming more crucial.

With respect to the microcomputer/LAN services offered by the Office, funding was identified during 1994 for the appointment of a Senior Desktop Support Officer. Unfortunately the initial appointee was on extended sick leave for five months prior to resigning (after having spent only six weeks in the Office). However, a new appointee commenced in September and his appointment has proved very successful. A number of new initiatives have been introduced within the Unit to allow tracking of resources and job requests. Since September, the Unit has, amongst other things co-ordinated the establishment of computing resources in the teaching area of the MBA Program and assisted CCE in the re-equipping and configuration of their computing hardware. Two student occupations of the Chancelry Tower in September placed additional stress on the Unit, to which it responded admirably. Although the occupations were stressful, a number of potential problem areas were highlighted which are being addressed. The Unit has also been involved in a project to provide a separate file server to the Planning Unit and an evaluation period is about to commence. The Unit supports approximately 200 users, including users in the Central, Secretary's and Public Affairs Divisions as well as to external users in the MBA Program, Graduate School, CCE and University House. A cost recovery system has been introduced with respect to services offered to external users, with a view to ultimately providing additional staffing resources from those funds.

The re-equipment program for computing hardware is in place and during 1994 FACOM users in the Records Section were transferred from FACOM terminals to PC's. Up until now this has had to be done by a process of redeployment due to lack of funding, but it is hoped to identify funding in 1995 to finalise the transition to PC's.

3. MAJOR ISSUES FOR 1995 AND BEYOND

The Business Office faces a number of new challenges in 1995.

A priority for 1995 will be to streamline budgetary reporting by use of download facilties and Microsoft Access. It is proposed to also involve the Business Office in a pilot project using a commercially developedsoftware package to track (via barcode) University assets.

With respect to the Microcomputer Support Unit, the identification of additional resources will be a major issue to be faced during 1995. Expected increasing demands for desktop support in relation to mainframe systems will need to be addressed.

4. TRAINING

In-house training will continue during 1995 to encourage the development of increasing skill levels within the Office.

Staff within the Office have attended Microsoft Access, Word for Windows and Excel courses during 1994.

5. LIST OF STAFF

MrP Green Mrs L Welling Mrs M De Bank Mrs J Sutton Mrs M Napier Mrs Z Jezek Mrs R Piirainen Mrs M Santosuosso Ms S Sherani Mrs A Edmonds MrN Ross MrM Maguire Mr P O'Farrell MrG Urbani Mrs N Stewart Mrs K Whitworth Mrs N Romer Mrs M Reid

Lorraine Welling Deputy Business Manager Central Areas.

Business Manager SA03 Deputy Business Manager ANU Officer 9 Finance Officer ANU Officer 7 Manag. Services Officer (Ptr) ANU Officer 6 Administrative Officer (PfD ANU Officer 5 Admin. Assistant ANU Officer 4 Office Administrator ANU Officer 4 Admin. Assistant ANU Officer 4 Admin. Assistant ANU Officer 4 Admin. Assistant (PfD ANU Officer 4 Admin Assistant ANU Officer 3 Courier (Ptr) ANU02 Senior Desktop Support Off. ANU Officer 7 Desktop Support Officer ANU Officer 5 Receptionist (PfD ANU Officer 3 Receptionist (PfD ANU Officer 3 Chancelry Attendant ANU Officer 2 Tea Assistant ANU Officer 2