Finance Forum

11 April 2013

Welcome & Overview

• Peter Shipp

Overview • Welcome and Overview Peter Shipp• Update: F&BS Review Peter Shipp• Changes to Chart of Accounts Peter Shipp• Printing online ordering system Noel Healey• OfficeMax Ron Robertson/Brendan O’Brien• Tax Update Luke Beckett• HERDC Lee Mavanna

• Afternoon tea

• Project updates Jaya Ganasan/Trevor Langtry

Update: Implementation of F&BS Review Recommendations

• Update on progress towards implementation of the 16 review recommendations

Any queries can be sent to Director.Finance@anu.edu.au

Changes to Chart of Accounts & related clean up

• Peter Shipp

The natural account codes that were changed from the beginning of this year need to be cleared in the ledger please so access to them can be closed.

Accounts to be clearedClosed

Account New Account New Account Description

3198

3198A WIP Cap Cons – Replace

3198R WIP Cap Cons – Refurb

3198N WIP Cap Cons – New

3197

3197A WIP P&E and Art – Replace

3197R WIP P&E and Art – Refurb

3197N WIP P&E and Art - New

5852 5855 Consumable Office Supplies

5204 5203 Cons Lab Supplies Chems DryIce

5208 5210 Cons Wshop & Electrical Mat

5388

5388S R&M Buildings – Statutory

5388P R&M Buildings – Preventative

5388C R&M Buildings - Corrective

QUESTIONS?

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Any queries can be sent to srli@anu.edu.au

Printing online ordering system

Presented by University Printing Service

Noel Healey

Printing online ordering system

• http://print.anu.edu.au/proofm/cgi-bin/cm_index.cgi?parent=ANU

• http://print.anu.edu.au/proofm/p-login.html

QUESTIONS?

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Any queries can be sent to printing@anu.edu.au

Stationery and Office Supplies (SOS)

The Australian National University and the Whole of Australian Government (WoAG) arrangement

Presented by the University Procurement and Contracts Office (UPCO)

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Items for Discussion• Products

– SOS information Resources– Furniture

• GL Codes – Data entry– Validation

• Training• Questions

Products

• SOS information resources– http://fbs.anu.edu.au/procurement/supplies/pa

per-and-stationery-faq

– contracts.office@anu.edu.au

• Furniture discussion

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GL CodesWhen entering GL Codes into OrderMax• NO spaces, full stops, commas, hyphens, forward or back slashes, or any

other characters;• Letters and Numbers only (i.e. R24510CODE)• Do Not enter the natural account code

(i.e. 5855 for Stationery, 5570 for Paper; etc.)

GL Code ValidationGL Codes will be validated against lists provided to OfficeMax for each College and Admin area, the format will be consistent with the instructions detailed above. Queries to contracts.office@anu.edu.au

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Training

• Two training sessions have already been held with a total of 188 attendees.

• Another training session is being organised for late April, early May, details will be provided to all Colleges and Admin units shortly.

• A separate information session for furniture is also being prepared, detail available shortly.

• A training session for OrderMax administrators will also be held in late April, early May.

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QUESTIONS?

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Any queries or clarification requests can be sent to contract.office@anu.edu.au

Tax update

Presented by Tax Unit

Luke Beckett

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Tax Update

• Appropriations– http://fbs.anu.edu.au/taxation/quick-reference-

guide/gst/appropriations– Appropriation means no consideration

• GST and grants of financial assistance– GST 2012/2 just look at the example as

guidance

Tax Update

• General GST Rules1. Supply – goods, services, rights, anything

else (obligations, etc)2. Consideration – Cash or cash equivalents3. Registered for GST or required to be

registered4. Connected with Australia

• All 4 need to be present for GST to apply

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QUESTIONS?

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Any queries can be sent to taxunit@anu.edu.au

HERDC & Audit issues

Presented by Special Purpose Funds (SPF)

Lee Mavanna

The Higher Education Research Data Collection (HERDC)

• What is it?

• https://researchservices.anu.edu.au/ore/data/blockfunding/#HERDC

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Audit Issues: What are eligible expenses?

• Management of external research funding – http://fbs.anu.edu.au/special-purpose-

funds/external-research-funding• Australian Research Council (ARC) grants

https://researchservices.anu.edu.au/osr/programs/arc/funding-rules-and-agreements.php

• National Health and Medical Research Council (NHMRC) grants https://researchservices.anu.edu.au/osr/programs/nhmrc/funding-agreement-and-policies.php

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QUESTIONS?

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Any queries can be sent to spf@anu.edu.au

Afternoon Tea

Recommence in 20 minutes

Project updates:*Accounts Payable workflow

Presented by Financial Operations

Jaya Ganasan/Trevor Langtry

IntroductionFMIS Program Objectives:

- Continuous improvement in centralized system functionality- Standardization and end-to-end business process improvements-Eliminate duplicate activities and redundant legacy/satellite systems

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IntroductionFMIS Program Projects:

- Peoplesoft Upgrade V9.1- Enterprise Budgeting Tool- AP Invoice Scanning and Electronic Workflow- Integrated Travel and Expense Management Solution- One Stop Cash Receipting Systems Upgrade

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AP Invoice Scanning and Electronic WorkflowConvert the end to end Invoice to PaymentProcess from paper to electronic

(Receiving invoices, getting approvals, making payments, and archiving paid invoices and related documents).

Benefits• Reduces (repetitive) manual data entry from incoming documents to the

financial system.• Reduced data entry, resulting in fewer reconciliations and fewer errors• An automated e-invoicing solution keeps a searchable archive of all

invoices that pass through the system• Automated workflow and transaction tracking. Full transparency of invoice

status• Standardised Process Across the University

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Travel Request and Approval• Stage 2 of “An end to end Travel Management system encompassing :

– Pre Trip Travel Request and Approval (Electronic)

– Travel Reporting (By Employee, School/College/Division/Location, Date of Travel, Risk Factor (DFAT Category) etc.)

• Stage 1 (Corporate Cards) went live on 15 March

• Subsequent Stages will look at providing self service Cash Advance, Per Diem, Out of Pocket Reimbursement Request AND linking all Travel Related Expenses to a its unique Travel Event

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Travel Request and Approval System Benefits

• Standardised Process Across the University• Single Self Service Platform for End to End Travel Management

Travel Request and Approval (Electronic)Travel Per DiemsTravel AdvancesTravel Expenses paid using ANU Corporate Card

• Elimination of paper based process• Elimination of satellite systems (diverse process, programming and support

costs)• Reduction of manual data entry and related errors• Enhanced reporting capabilities and transparency of University travel

activity and costs• Improved efficiency (turn around times) for approvals and payments

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AP Invoice Workflow and Travel System Project Details

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AP Workflow - Background• Sometimes referred to as OCR or Kofax• Kofax is the software used to:

– Capture a digital image– Digitally scan and via Optical Character Recognition (OCR)

identify and record key information such as Vendor’s ABN, Invoice Number, Invoice Date, $ Amount, etc..

– Data/image interfaced into P/Soft Accounts Payable

• The Accounts Payable Workflow project has it’s origins in the Kofax implementation and subsequent F&BS pilot.

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• The scope of this project is to utilise the digital image to enable a systems based workflow process that replaces the manual workflow.

• Manual Workflow process - hardcopy invoice moves from desk to desk capturing from various details from staff such as:– Goods/Services received– Fund, Department, Project Account Codes– Ledger description– Delegate Approval

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Solution• PeopleSoft workflow framework • Developed over a number of user workshops last year• Same business process but now uses a standardised

system solution to replace the manual workflow (paper trail)

• Same users are engaged • Two ways a user can engage the workflow system:

– Through PeopleSoft – i.e. login – Collaborative e-mails

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Advantages:– Invoice enters system very early in process– Ability to track and monitor potential

bottlenecks – where is that invoice?– Digital image attached– Eliminates file and retrieval effort - yes there

is a cost in scanning

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Pilot

• JCSMR selected as a pilot which commenced 18th of March

• Currently all Purchase Order vouchers are being processed

• Non PO Vouchers for a couple of departments • Aim is for all vouchers over the next couple of

weeks• Weekly meeting to manage issues and plan

progressive rollout

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An Example• Trev manages BSO and has a contractor employed to develop the workflow

functionality in P/Soft• Invoice sent monthly to F&BS• Step 1 – Admin Initial Review

– Zdena receives the mail for the division an puts the invoice into the BSO mail pigeon hole

• Step 2 – Business Contact– Trev gets invoice– Checks the hours worked and that it for his team– Writes the charge code & description– Notes that services received– Signs it

• Step 3 – Financial Delegate– Invoice sent to financial delegate – Jaya– Reviews and approves via a signature

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• Step 4 – Admin Final Review– Invoice sent to AP team for processing– Supervisor reviews to ensure:

• Valid Tax Invoice• Signed by a delegate• FBT forms if required• Charge code, description etc, provided and correct

• Step 5 – Finance Review– Handed to causal for processing

• Steps can be skipped if the same person is assigned to multiple steps– Jaya is the Business Contact and delegate– Completing Step 2 will auto complete Step 3

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• Workflow is allocated to teams• Team configuration is critical • For the Steps 2 & 3 - Business Contact (Trev) and

Financial Delegate (Jaya)– Work can be allocated to a team or an individual

• Flexible configuration around:– Team structures– How the user engages the system – login or collaborative e-

mails– Receipt of e-mail or use of work lists

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Rollout for ANU• Complete and learn from JCMR Pilot – End of May• No big bang – one College/Budget Unit at a time• Commence with F&BS Shared Services• Will engage with each College GM and Finance Manager to plan

and agree on a rollout/communication strategy• Key to success is:

– Understanding of the system concepts – Demo’s will be run– Planning– Team and User configuration– Communication/training – will vary for each College and depending on

how users engage system (login or collaborative e-mail)

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• Team config initially set up by project team then maintained by College/Budget Unit

• Issues to be resolved:– Getting the mail to F&BS

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QUESTIONS?

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Any queries can be sent to FBS-BusinessSolutions@anu.edu.au

Next Finance ForumWednesday 29 May 2013

10:00 am to 12:30 pm

You are able to register through HORUS(FBS036 Session 0006)

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