IOPAS (September 2012)
Rundown
Recap and Preview
 IOPAS 3 key components
(Break ~ 3:15 to 3:30 pm)
 OP applications
e-workflow
OP payment
 Way forward

Integrated OP Administration System
(IOPAS)
Overview

OP: CUHK remunerative service (RS);
general OP (GOP) (for outside clients) &
private clinical practice

RS (accounts for 80% of OP): Self-financed
Programmes (SFP), research contracts,
other projects/initiatives
3
IOPAS
Current Workflow and Pain Points
 Administration of RS: (for payment; not
management; heavily paper-based)
 Approving authority has to confirm approval
against individual applications before the vetting
process
 High volume of cases, inadequate or missing
information increase turnaround time and delay
payment
 Summary/statistical reports not readily available
4
IOPAS (1st phase) –
Remunerative Service for CUHK
Major Features


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Application on programme/project (P/P) basis
(instead of individual appointee)
Workflow: Data captured at source by P/P; PO
and BUR to vet before approval by Approving
Authority (AA) & finally for payment
OP allocation record recommended by
Corruption Prevention Dept of ICAC
5
IOPAS (1st phase) –
Remunerative Service for CUHK

Manage OP initiatives at source:
 P/P
account profile, i.e. What (final outcome)?
early plans; key factors affecting OP
 OP allocation, i.e. who? Confirm suitability
 (SFP) programme administration services, i.e.
what are the payable services, the extent and
at what rates

Enquiry, summary/statistical reports
6
IOPAS (1st phase) –
Remunerative Service for CUHK
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IOPAS - E-workflow
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IOPAS - Deans’ Role (AA)

Consider/approve
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view P/P account profile
OP allocation records (OAR)
Programme Administrative Services (PAS)
OP applications (OPA)
subsequent amendment and cancellation of OPA
IOPAS support


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OVERVIEW function
OPA by 2 CATEGORIES (straight forward cases and those
requiring attention)
PRINT function
HELP functions
DELEGATION function
Enquiry, summary/statistical reports
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IOPAS –
User involvement & communication
Beta version ready to enhance user
communication
 Communication with Approving
Authorities
 Focus group sharing (Sept 2012)
 Pilot user programmes feedback after
trial run

10
IOPAS How to manage the change process?

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Pilot programme to trial run the new work flow before
the roll-out of the system
 P/P profile (new)
 Outside Practice allocation record (new)
 Programme Administrative Service form (existing)
 Submit OP applications in batch
Conduct training sessions
HELP functions
Support from central OP administrators
Launching RS module in Jan 2013
Launching GOP module in July 2013
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IOPAS - Advantages


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Facilitate better planning and management of OP
activities
Improve accuracy of OP data before passing to various
parties
E-workflow & corresponding E-alerts to stakeholders
Automated/Instant compliance check on major OP rules
Improved transparency on the progress of OP
applications & more timely release of OP payment
Enquiry and reporting functions
Minimized paper flow, lessen burden on physical storage
space & the University’s internal mailing system
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OP News

Bursar’s circular (September 11, 2012)
“Financial arrangements for voluntary OP”
 Voluntary
OP
 Standardization of time units for taught SFP (1unit course = 14 payable OP hours)

ICAC officers will co-organize a seminar
on OP
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P/P Account Profile
Please refer to Attachment 1
Profile
16
PAS Form
Please refer to Attachment 3
PAS Form
19
OP Allocation Record
OP Allocation Record


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CPD/ICAC Assignment No. 14/2009
Recommendation & AAPC acceptance
The gist: Formalize the allocation mechanism
for assignment of OP, which should as far as
practicable provide for the invitation of eligible
teachers to indicate interest, who will have the
chance to present themselves for
consideration
 How
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Please refer to Attachment 2
OAR (1)
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OAR (2)
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Preparing OP Applications
Please refer to Attachment 4
Demo of IOPAS e-workflow
Submission of OP Application
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Compliance Test
29
Resolve non-compliance (1)
30
Resolve non-compliance (2)
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PO – Vet OP Application
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Budget Holder/Bursary – Endorse/Vet OP Budget
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Faculty Deans/Supervising Officers –
Approve OAR/PAS Form/OP Application (1)
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Faculty Deans/Supervising Officers –
Approve OAR/PAS Form/OP Application (2)
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Payment Plan
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Recap IOPAS e-workflow
1.
2.
3.
4.
5.
6.
7.
8.
9.
(P/P) Prepare and submit Profile/OAR/PAS
(P/P) Prepare and submit OPA (applications)
(IOPAS) Compliance check
(P/P) Resolve non-compliance
(PO) Vetting
(Budget holder/BUR) Confirm budget
(Approval) Faculty Deans/Supervising Officers
(P/P) Prepare payment plan
(BUR) Arrange payment
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OP Payment
Payment Plan
 Payment Arrangement
 Monthly Payment

Payment Plan

Upon commencement of OP, directly input
Payment Plan (PP) to IOPAS

Payment frequency
- Monthly
- Lump-sum end
- Custom
Payment Plan
Payment Plan

Calculation on monthly payment
- For teaching
No. of OP hours in the month times hourly rate
e.g. Conduct lecture from 3 Sep to 7 Dec on every Friday
= 4 sessions in Sept, 4 sessions in Oct,
5 sessions in Nov and 1 session in Dec
- For others
Pro-rata monthly amount for incomplete month
- start date on or before 14th → count 1 month
- start date between 15th and 28th → count 0.5 month
- end date on or before 14th → count 0.5 month
- end date after 14th → count 1 month
e.g. 17 Sep to 9 Nov
= 0.5 month on Sep, 1 month on Oct
and 0.5 month on Nov
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Payment Arrangement

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Enquire details of payment according to PP
Display payment status
Final payment is not automatically released
“ Declare Completion “
Reminder email on outstanding declaration
Payment Arrangement
Monthly Payment
Monthly cut-off to effect OP payment
via payroll
 Reminder email on outstanding
submission
 Notification email to OP appointees

Pilot Run
Pilot Programmes
Pilot Programmes
Fill in Profile, OP allocation
recommendation, PAS Form*
 Participate in early experience
sessions for user input
 Feedback to program development
 Liaise closely with IOPAS working
group
 Share experience with other users idc

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Way Forward
Production
timeline
 Remunerative
Service
Oct 2012 – early experience sessions
for pilot programmes
 Jan 2013 – production for all
programmes/projects

 General

OP
July 2013 – production run
Way Forward



Collect requirements on Reporting and
Enquiry functions
Conduct User Trainings
Provide Production Support (business +
system)
 Enquiries
- PO/PSU/BUR/ITSC
 System Help – on-line demo + static text help

Conduct Post Implementation Review to
collect fine-tuning requirements
Thank you