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
Planning - Institute
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Planning - College
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Head Teacher Forum
TIPA: Planning & Data
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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
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TIPA
(TAFE Institute Planning Application)
Courses
Classes/ Timetable
ASH per class
Teaching hrs
Profile, ASH, $
(Annual Plan,
Purchasing
Agreement)
Delivery Plan
Staff Plan
HR staffing
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ASH, Teaching Hrs
FT cost, hours
FT Staff
Salaries
Leave
Adjustments
Tch hr – FT = PT
Related Duties
Evening work
Excess Hrs
Expenses
Budget
Section teaching
budget
Section ASH
Section Expenses
College Budget
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TIPA
Delivery Plan
ASH, Teaching Hrs
Staff Plan
FT cost, hours
Budget
Teaching hours have no effect on ASH
Teaching hours  cost $$
Teaching hours impact $/ASH!
ASH = Classes x Students / class xASHFor
/ student
efficiency:
Student unit hours > Teaching hours/class
Teaching hours = Teach hrs/class x No. Classes
$/ASH important for Core
= Total core $ / total core ASH
Make sure fund codes are identified!
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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
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TIPA
Delivery Plan
ASH, Teaching Hrs
Staff Plan
FT cost, hours
Budget
Are these all correct?
35hpw x 18 wks
Award Salary
Total FT teaching
cost and hours
Per hour cost,
teaching!
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TIPA
Delivery Plan
ASH, Teaching Hrs
Staff Plan
FT cost,From
hours
Class
Plan
Budget
From
Staff
Plan
$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
No effect on teaching hours but
important for budget!
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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
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Performance Measures Overview
CLAMS
Enrolments
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SIS
TAFE
Data Warehouse
Performance
Measures
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SydNet - Systems & Tools
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Performance Measures
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Datasets
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Exercise 1:
Your teaching section enrolments & ASH
• Download the latest dataset file on your desktop
• Go to Dataset_TS worksheet
• Find out:
– Course enrolments & ASH
– Course Completions
– By award level & type of fund
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Exercise 2:
Your teaching section RPL & ASH by course and RAM
• Go back to the dataset file saved on desktop
• Go to Dataset worksheet ‘RPL_by_course’
• Find out:
– RPL ASH & training hours ASH for a particular course
– By award level
– Compare the data with your allocated ASH
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Other data
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Exercise 3:
Your teaching section unit/module completion rates
• Go to Performance Measures
• Go to ‘Other Data’ on the left hand panel
• Download the file ‘Module completion rates and
enrolments by college& faculty 2006-2010
• Find out enrolments & MCR 2006-2010 by
– RAM
– Field of study & course
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Past year data
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Glossary
Some definitions…
•
ASH – definition
ASH means Annual Student Hours. The term "Training Hours" is sometimes used for ASH. ASH is the
currency for educational planning. ASH is central to planning and reporting in TAFE systems Australia-wide.
ASH is a prime measure of educational effort a measure on which national accountability and funding of
TAFE systems is based. ASH is used to plan and report vocational education activity at Commonwealth,
State and Institute level.
•
ASH – Recognition
All RPL granted and not granted must be recorded to meet national requirements. The Assessor must
collect evidence from the applicant and use the enrolment adjustment form for RPL to record the outcome
of the recognition claim. ASH is earned for both granted and not granted RPL (non-standard exemptions).
RAM Category
Course and Modules are grouped into Resource Allocation Model (RAM) Categories. Courses and Modules
in the same RAM category have closely related occupational outcomes. Examples of RAM categories
include Building Construction, Information Technology and Business Services.
•
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Head
Teacher
Forum
Buddy &
Financial Data
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Buddy and Financial Management
 Funding sources
 On-costs
 Budgets, Expense, Transfers
 Reading Buddy
 Basic Financial Management
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Fund Sources
Commonwealth, State
Agreement
Contestable Funds
Core Funds
Non-core Funds
Commercial
International
Core Budget
Delivery Plan
(TIPA)
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College/Cluster
Budget
SAP / Buddy
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Buddy and SAP
 Buddy is an interface to SAP
Buddy
External Transactions
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SAP
Data
Tells us what is
in SAP
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Fund Sources
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Buddy Exercise:
 Change fund codes to see variations
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On-costs
Superannuation
Provision
Payroll Tax
Leave Loading
Annual Leave
Provision
Workcover
Insurance
Extended Leave
Provision
Base Salary
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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.
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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.
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Expenditure & Budget - College
Budget
Expense
Staff costs,
expenses
Commercial,
International
Note: All
salaries and
expenses paid
from Fund 001
(in Core)
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Other Expenses
Core
Un-Balanced
Budget
Gives TROUBLE!
Balanced
Budget
Gives $ spent,
$/ASH
Core Budget
Staff Salaries
Core
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Expenditure & Budget - College
Journal
Transfer
Budget
Expense
RTMS
Other Expenses
Non-Core
Non-Core
Income
Staff Salaries
Non-Core
Other Expenses
Core
Core Budget
Core Budget
Core Budget
Staff Salaries
Core
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Expense
entered as
a negative
in core to
move to
non-core as
expense
against
income
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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
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Dental
Studies
Randwick
Funds
FY 10-11
Perfect!:
Sample
CoreCore
Funds
FY 10-11
Actual
Budget YTD
Budget allocated
$1,400,000
$1,600,000
$1,400,000
$1,200,000
$1,200,000
$1,000,000
$1,000,000
$800,000
$800,000
$600,000
$600,000
$400,000
$400,000
$200,000
$200,000
Budget in
Buddy
$$Jul-10 Aug-10 Sep-10 Oct-10 Nov-10 Dec-10 Jan-11 Feb-11 Mar-11 Apr-11 May-11 Jun-11
Jul-10
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Dental Studies FY 10-11 Variance
$300,000
$200,000
$100,000
$Jul-10
Aug-10 Sep-10 Oct-10 Nov-10 Dec-10 Jan-11 Feb-11 Mar-11 Apr-11 May-11 Jun-11
-$100,000
-$200,000
-$300,000
-$400,000
-$500,000
-$600,000
-$700,000
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Budget in
Buddy
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Buddy:
Forecast
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?
1
1
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
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Buddy Exercise:
 Go to May 2011 Core, forecast June
 How close was it?
 Notice a problem with this exercise?
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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?
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Buddy:
Forecast
Current position =
Buddy Variance – commitments + income
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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
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