PRESENTATION TO FINANCIAL
SUPPORT SERVICES STAFF
Communication Update – 18 February 2010
FSS OVERVIEW
UMA KUMAR | MANAGER - FSS
FINANCIAL OPERATIONS & SYSTEMS
FSS COMMUNICATION UPDATE 18 FEB 2010
AGENDA
› Welcome & Morning Tea
All
(15 mins)
› Overview of FSS
Uma Kumar
(10 mins)
- Spendvision & Asset Management
Krishan Prasad
(10 mins)
- Procure to Pay (P2P)
Lean Lee
(20 mins)
Kevin Lacey
(15 mins)
All
(15 mins)
› Projects Updates
- Optical Character Recognition (OCR)
& Asset Receipting
- Order to Collections (O2C) & SLA’s
› Questions & General Discussion
3
FSS OVERVIEW
MEETING OBJECTIVE
› Where we are
› Where from here
› Project Updates: FOS projects, directly or indirectly impact staff.
4
FSS OVERVIEW
FSS SUPPORTING OBJECTIVES & BENEFITS
› Objectives and Benefits - FSS staff continual support to FOS initiatives
enabling:
- Leverage and improvements to Financial Transactional processes between
Faculty Finance and Shared Services of FOS;
- Productive utilisation of resources;
- Ensure compliance with regulatory and statutory requirements;
- Consolidation & consistency of Financial Transactional processes;
- Increase in process efficiencies;
- Improve customer service;
- Economies of scale through cost optimisation
5
FSS OVERVIEW
FSS FUNCTION SCOPE
› Accounts Payable
› Accounts Receivable
› Cashiering
6
FSS OVERVIEW
OPERATIONAL MATTERS
› New Duty Statement in operation- staff to adhere.
› Review of Faculties of Health transactional processes under way
› Development of Precinct Model in progress
7
SPENDVISION AND ASSET MANAGEMENT
Status Report
Krishan Prasad | Manager Training and Financial Systems Support
FINANCIAL OPERATIONS & SYSTEMS | 18 February 2010
SPENDVISION PROJECTS & INITIATIVES
ETI - CORPORATE CARD TRANSACTION CODING PROCESS SIMPLIFIED
› Background: General feedback from users was that the coding process is
complex as they have to understand the class codes in the Chart of Accounts.
Most users do not have a finance background.
› End result: Users only have to fill in a quick questionnaire and the system defaults
the appropriate expense class code. Users no longer have to understand the Chart
of Accounts.
› Limitation: Users still have to know their RC, Project Code(s) and Analysis Codes
as only they can decide which fund is to be used for the expense on the card.
9
SPENDVISION PROJECTS & INITIATIVES
ETI - CORPORATE CARD TRANSACTION CODING PROCESS SIMPLIFIED
› The initiative commenced in November 2009. The following combination of
information was used to set up various expense categories:
- 2008/2009 data from Spendvision to analyse the class codes used in
Spendvision by the users;
- Travel and purchasing needs on the corporate card.
› Through a logical grouping, various expense categories were developed and the
different expenses were grouped under appropriate categories.
› User testing was done. A positive response was received from UAT.
› Various presentations were done in the main campus and in various other sites to
communicate the changes.
› The new coding process went live on 2 December 2009.
10
SPENDVISION PROJECTS & INITIATIVES
NEW UEM MODEL
› Identified the general staff in Spendvision through HR report and changed the
default codes from 00000 to their relevant new project codes, as advised by the
Office of Chief Accountant.
› A communication was later sent to the Finance Directors of this change.
› As an ongoing process, the Spendvision team is now updating the access to users
as per the request from the Schools/departments.
11
SPENDVISION PROJECTS & INITIATIVES
CORPORATE CARD REVIEW
› A review of existing cardholders and their credit limit usage began in November
2009.
› The process is to reduce to the card limit if cardholders do not have much activity
on their card and to cancel the card if it is no longer required.
› The advantage of the review process is:
-
The credit limit can be re-used by those cardholders who need it most;
-
If the card is cancelled, the annual fee payment on the total number of cards is
reduced;
-
Addresses some of the audit requirement.
12
ASSET MANAGEMENT (PS AM 8.9)
BENEFITS OF SOLUTION IMPLEMENTED
› Enable users to take ownership of Asset Activities
› Eliminate Manual, Paper Based tasks where possible
› Provide user friendly and powerful on line inquiries to users
› Provide standard reporting facilities
› Encourage the use of PS AM 8.9 as sole inventory
13
STANDARDISATION FEATURES
› The PS AM 8.9 solution provides one standard platform for AM Life Cycle
business process
Systems
1. One single source
of truth
2. Consolidated data
in one repository
within existing
Software and
infrastructure
3. Integrated basic AM
Life Cycle
Procedures
1. Improved process
cycle time and
process cost
2. Reduced paperbased activities
People
1. Provide on line
inquiries & standard
reporting
2. Empower
Departments to
‘own’ their Assets
whilst enabling
Financial Controls
to be exercised
where needed
14
IMPLEMENTATION STATUS
› Roll out completed End of November 2009
› Access/Training now available through established procedure
15
NEXT STEPS
Responsibility
› Post Implementation Review
FOS/OCA
- Start March 2010
› Implement Asset Maintenance
FOS/FHS
- Identify maintenance types
- Linked to Specific Assets
- Create Maintenance Schedule
- Extract follow up Schedules and Maintenance Cost Reports
16
QUESTIONS
QUESTIONS?
For further information contact:
Krishan Prasad
Manager – Training & Financial Systems Support
krishan.prasad@sydney.edu.au
Tel. +61 2 9351 4629 | Mob. +61 423 220 887
Luc Bhoyroo
Project Lead AM - Financial Operations & Systems
luc.bhoyroo@sydney.edu.au
Tel. +61 2 9351 3564 | Mob. +61 410 411 467
17
FOS PROJECT UPDATE
Procure To Pay | OCR | Asset Receipting
Lean Lee | Financial Systems Development Manager
Financial Operations and Systems
PROCURE TO PAY (P2P) PROJECT
P2P ROLLOUT ACHIEVEMENTS TO DATE
28 EPR SITES AS AT 15 FEBRUARY 2010
›
Letters, Art and Media
›
Public Health
›
Chemical & Biomolecular Engineering
›
›
Civil Engineering
Aerospace, Mechanical & Mechatronic
Engineering
›
Philosophical & Historical Inquiry
›
Veterinary Science Main Campus
›
Learning Solutions
›
Agriculture – Camden
›
Anatomy
›
Agriculture – main campus
›
Physiology
›
Biological Sciences
›
Faculty of Medicine IT
›
Physics
›
Family Medicine Research Centre
›
Geosciences
›
Central Clinical School
›
Chemistry
›
Electrical & Information Eng
›
Public Health – Northern Rivers
›
Information Technologies
›
Royal North Shore Hospital
›
Faculty of Law
›
Languages & Cultures
›
International House
›
Planning and Statistics
›
School of Rural Health - Dubbo
20
P2P ROLLOUT ACHIEVEMENTS TO DATE
9 FULL SITES AS AT 15 FEBRUARY 2010
› Pharmacology
› Molecular & Microbial Biosciences
› Veterinary Science Camden
› ICT PC Procurement Services
› ICT Audio Visual Equipment
› ICT Finance
› Faculty of Health Sciences
› Faculty of Law
› BMRI
21
P2P PROCESSES AND IMPROVEMENTS
MECHANISM
CURRENT PROCESS
PROCESS IMPROVEMENTS
Invoice with “Green Stamp”
(with no Purchase Order)
 No PO’s are raised
 Invoices are sent to the faculties or directly
to Accounts Payable
 Invoices must be green-stamped and
authorised by a staff with financial delegation
of authority
 Accounts Payable pay on approved invoices
• Encourage the use of P2P system or credit
cards as replacement as part of P2P Rollout
• Implement PeopleSoft/OCR/K2/TRIMS
solution to process paper invoices, eliminate
‘green-stamp’, manual entry and hardcopy
storage. Target live date 31/3/10.
Corporate Card – Spendvision
 Purchase of goods <$5000
 Transactions are quoted and approved after
the event
 Card holders are responsible to retain tax
invoices
• Eliminate approval for amounts under $82.50
• Improve ease-of-use by implementing expense
description search
• Long term vision is to retain this for Travel and
Entertainment only
Request for Manual Payments
 Students, Visiting academics
Professionals, scholarship
Only used as the last resort. Most claims
submitted via SpendVision Cash Claim
• Speed up data entry by spreadsheet voucher
load
• Implement PeopleSoft/K2/TRIMS solution late
2010
22
P2P PROCESSES AND IMPROVEMENTS
MECHANISM
CURRENT PROCESS
PROCESS IMPROVEMENTS
Reimbursement via Petty Cash
(<=$150)
Small value spends where other mechanisms
are not practical
Investigate the use of SpendVision as electronic
float
Reimbursement via Payroll
Claims submitted via Spendvision Cash
Claim.
No Change (Status Quo)
External Purchase Requisition
(>= $5000) or Attractive Items
 Purchase of goods >= $5000
 Preferred method for Attractive Items
 Paper EPR forms are completed, signed,
and forward to Central Purchasing
 Central Purchasing process purchase
orders
• Rollout P2P System to all FSS staff and some
non FSS staff others, eliminate paper EPR
• Eliminate leased asset data entry in Archibus
• Implement electronic receipts loading from
suppliers’ files - work has commenced
• Streamline and standardise leased/owned
asset procurement receipting and verification
process – phase approach, partially
implemented
23
BENEFITS DELIVERED TO YOU
QUOTES FROM SILVANA HOURCADE:
› P2P was easy to learn. Financial Operations offered continued support and
training.
› The eCatalogue feature saves time because it eliminates the need to check prices.
› The addition of more companies will be very beneficial.
› Receipting in P2P is a lot simpler and faster than coding the credit cards.
› Assets are entered directly into P2P at the time of receipting.
› P2P reports were tailored to our requirements.
› Data can easily be retrieved.
› It offers a more transparent way of dealing with purchases.
› The requester can monitor how the order is progressing from the initial requisition
until the payment is made.
24
ROADMAP FORWARD
RECOMMENDATIONS TO CFO:
› Formalize a project, with project manager, project governance, dedicated project
resources and co-sponsorship from Procurement Services and FOS
› Form Working Party that include members from Procurement Services, FOS, OCA,
Faculty Cluster representations and ICT
› Determine the process ownership for Vendor Management and Assets acquisition
process
› Determine rollout strategy forward
› Supplier Management and rationalization should be the biggest most important
objective of future rollout
› Review financial delegations and determine the repository and the management
for these data
› The rollout will continue ‘as-is’ until further decisions are made
25
OPTICAL CHARACTER RECOGNITION (OCR)
FOR NON-PO INVOICES PROJECT
PROJECT OBJECTIVES
› Automate up to 80% of manual voucher processing for non-PO invoices
› Increase transaction processing accuracy
› Improve turnaround of invoice processing
› Relieve staff from mundane task to perform more value added activities
› Enable staff to manage increasing workload
› Reduce storage costs
› Quick and easy retrieval of stored documents
› Response to vendor inquiries quickly
› Electronic tracking of documents
27
HOW DOES THIS IMPACT YOU?
› ‘Green Stamp’
turns Electronic!
› Attach scanned
invoice
› Automatic email
to selected
approver
› Approver
approves via
email
› Form
automatically
sent to AP
28
WHAT ARE THE OTHER BENEFITS TO YOU?
› Coding automatically default from the last form for the same supplier that
you processed – save manual entry
› For new supplier, your selected RC, Project, Analysis default to the form
› No more running after the approver for signature
› No more sending invoices via snail mail
› No more translation errors by AP
› View scanned image of invoice from PeopleSoft Voucher Inquiry – no
more ringing AP
› Hardcopy invoice can be destroyed after a specified period (yet to be
determined)
29
PROJECT TIMELINE
30
ASSET (OWNED / LEASED) ACQUISITION AND RECEIPTING
ENHANCEMENTS
WHY THE CHANGE?
› Incorrect asset requisitions create a problem in downstream processes
› Unable to do split funding for a single asset
› Unable to create asset with multiple components, where the individual
component falls under the asset threshold of $10,000
› Enable Central Asset Management to track and manage asset properly
32
WHAT ARE THE CHANGES?
› You can do split funding for a single asset at requisition
› You can create asset with multiple components at requisition, where the
individual component falls under the asset threshold of $10,000, and still
allow the components to consolidate into one asset
› To ensure correct asset creation in Asset Management System, asset
details must be entered correctly at receipting:
- Split Funding: enter same asset details on all distribution lines that
belong to the same asset
- Multiple Components: enter same asset tag, but with a suffix a, b, c etc
on each line
33
WHAT IS THE IMPACT ON YOU?
› If you are raising and receipting asset requisitions, then you need to learn
the correct system procedures
› There is a new training course EPRO101 – Requisitioning & Receipting
Owned and Leased Asset
› Next Training Session scheduled:
ePRO101 – Requisitioning and Receipting (Asset Purchases)
23 February 2010; 2.00pm – 4.00pm
Please register at:
http://fmx01whs.ucc.usyd.edu.au:8080/learningsolutions/register.jsp?ID=T3153
34
“O2C” PROJECT INITIATIVES
Project Update | State of Play
Kevin Lacey for Gemma Gill | Project Leader
Financial Operations and Systems
AR CUSTOMER INITIATIVES
WHAT HAVE WE DONE TO DATE
› Review of AR Customer file completed August 2009
-
Inactivation & consolidation process reduced 60% (approx 13,120) of redundant
Trade Debtor customer files in PeopleSoft to improve Billing, Collection efforts and
data integrity
› Assigning Industry classification codes to AR customer base completed
January 10
-
This classification provides a framework for organising data on Trade Debtor income
and Industry benchmarking by enabling the grouping of business units and industry
sectors
› Capturing of electronic billing data commenced
-
The capturing of electronic billing data i.e. Email address’s has commenced for approx
5,000 AR customers
36
COLLECTIONS PROJECT
STATUS UPDATE
› Signed-off Business Requirements for PeopleSoft System
customization/enhancements to support “To-Be” centralised framework
› PeopleSoft System Customization/enhancements (commenced Feb 10)
› Review of AR Trade Debtor policies, procedures and responsibilities
PROJECT TIMELINE
Phase
Task Name
Centralization of Collections
1
2
PeopleSoft System Customization
PeopleSoft System Configuration
3
4
5
6
7
8
Testing, training, UAT with FOS Collections Group
Data Cleansing
Mobilisation of Organisation
Change Management and Communication Plan
Roll-out
Monitor, Report & analyse
Start
2/11/09
Finish
24/12/10
2/11/09
31/05/10
1/5/10
1/4/10
8/03/10
31/05/10
23/08/10
15/11/10
30/6/10
30/7/10
28/05/10
20/08/10
12/11/10
24/12/10
37
AR REPORTING
AR MANAGMENT REPORTING PROJECT – IMPLEMENTED OCT 09
› The ARMR Project was implemented successfully and finalised in October 09
› Project Deliverables implemented:
- Re-built AR Tree in PeopleSoft Financials in-line with agreed Faculty Finance structures
- Streamlined and consolidated Bill Source codes to reflect agreed reporting layers
- Reduced redundant Bill Sources by 25%
- Enhanced Aged Debtor report granularity i.e. at School/Department/Centre/Institute level
- Improved self service of AR Management reports through Hyperion and PeopleSoft
Financials
SERVICE LEVEL AGREEMENTS (SLA’S)
Update | State of Play
Kevin Lacey | Consultant
Financial Operations and Systems
SERVICE LEVEL AGREEMENTS
DEFINITION
“An agreement between the service
provider and its customer quantifying
the minimum acceptable service
of the customer”
40
SERVICE LEVEL AGREEMENTS
KEY ASPECTS
› Supports Shared Service Model
› Quantifies minimum service levels in Key Processes
› Measurement of efficiency & effectiveness in outcomes of Key Processes
› Two way measurement (end to end) & reporting on Key Processes
› Review current processes to identify key aspects that can be improved
› Enable more productive utilisation of resources
41
SERVICE LEVEL AGREEMENTS
OVERVIEW
Service Level Agreements (SLAs) Overview
FO&S
Input
Faculty
Discuss SLA draft
with all key
stakeholders
(Finance
Director,Staff)
Define individual
process,
components,
criteria.
Defining processes
for SLAs
Training and
communication
strategy
Discuss with the
team manager for
respective process
No
Yes
Capturing data
from all Faculties
& Dept
Output
If all key
stakeholders
informed
Yes
Final SLA
No
Discuss about
SLA draft with
Project Sponsor
If Project
Sponsor
approve
42
SERVICE LEVEL AGREEMENTS
1 AUGUST 2009
SLA available online- http://www.finance.usyd.edu.au/docs/service_level agreement.pdf
43
SERVICE LEVEL AGREEMENTS
MONTHLY STATUS REPORT
44
SERVICE LEVEL AGREEMENTS
St
MONTHLY STATUS REPORT
45
QUESTIONS & GENERAL DISCUSSION