Finance Forum
1 March 2011
Overview
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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)
2
FMIS Refresh Project
• Brigid Lever
3
FMIS Upgrade & Development Strategy –
FMIS Refresh
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FMIS Landscape
FMIS Issues and Risks
Program Management Approach
Phasing
Resourcing
Preliminary tasks
Divisional Plan FinOps & BSO
Primary Interfaces
Travelex
HR/SA
ANU90024
ANU10957
ANU_VNDR_IF
ANU86677
Accounts Payable
ANU10697
NOC
ANUAP34
Banking
ANU40586
Asset
Management
MMFax
General Ledger
ANU81245
POPO005
Purchase Card
Accounts
Receivable
Purchasing
RunGLInt
ANU16268
ANU10647
EFTPOS
ANU60500
RunFinInt
ANU51853
ANUT006
RunWOInt
OneStop
Maximo
Changed Object
Sync
Messaging^ Messaging*
ANU51853
ANUT006
FSACEP
^Outgoing Message Channels:

DETAIL_CALENDAR

ENTERPRISE_SETUP

GL_SETUP

LEDGER

PROJECTS_SETUP

STUDENT_ADMIN_ACCOUNTING
*Incoming Message Channels:

GP_POST_GL

STUDENT_ADMIN_ACCOUNTING
Parking
Infringements
100
Infingements
Parking
CS
(HR/Students)
Parking Permit
101
Dialect
Secondary Interfaces
Millennium
ARIES
EFT Payments
ANU_VCH_IMP
AVO
Insurance
Project Title and Donor Ref Details
Kofax
NOC
ANU87360
Accounts Payable
ANU49457
ANUOCRLD
Banking
ANU_AM_ADH_RECONCILIATION
AM Recon
Dbase
ANU29282
Asset
Management
NOC
ANUBRBNK
Purchase Card
General Ledger
Accounts
Receivable
Purchasing
EFT Payments
ANU21846
(Salary Imprest Adjustments.xls)
ANU21846
ANU21846
Corporate
Express Dbase
ANU21846
ANU21846
ChartField Create
Leaseplan
Dbase
Pre-Payment
Journal
Aust Post /
DHL Dbase
HR
Apollo
Locations Proposed
Customer Create
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
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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 Program
Phase 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 Program
Phase 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 Program
Phase 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 - FinOps
Q1
Q2
Q3
Q4
2012
Ref
Description
SG#
FO1
Implement emerging banking products that improve support and integrity of
receipting activity – NABTransact
SG4
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 - BSO
Ref
Description
Q
Q
1
Q
2
Q
3
201
4
SG
2
#
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
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.
20
2010/11 FBT return
• FBT downloads will be sent - 5th April.
• Completed packs due back - 14th April.
21
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
22
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/H
ERDC/Pages/default.aspx
Inclusions (7.2)
• Fee income for HDR internationalsponsored 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
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•
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/A
CGR/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
F&BS Client Survey Outcomes
• 62 Responses
• In the main
–Positive feedback
–Constructive criticism
53
F&BS Client Survey Outcomes
• Issues identified
–Frequency of cheque runs
–Staff training
–F&BS Policy web-page
documentation
54
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
55
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
56
Questions?
57