Chief Investigator Briefing Session Presenter please note; This PowerPoint presentation was developed to allow the majority of information that needs to be conveyed be directly read/ presented from the slides. Some additional scripting has been included to assist with those slides that contain bullet points or graphics that require further explanation Presenter Instructions are in bold type Scripting is in normal type – not bold Note: A number of these slides are animated and it will assist you to go through the presentation to see the order of the animations. Most animations will appear with a click of a mouse or using the down arrow key on the keyboard Resources and Handouts 1. Attendance Sheet – ask participants to complete on entry to the venue 2. CIFR Session Presentation – PowerPoint 3. CIFR Session Presentation Notes - presenter direction and scripting for session 4. CIFR Session Guide – to allow participants to follow the presentation. Distribute at the beginning of the session (print: 2 slides per page, 2 sided, colour, staple) 5. Stage 1 CIFR Report Examples – A copy of the reports handed out when commencing the Stepping Through The Reports slide; (print: 2 sided, colour, staple in page order – note: the order of the reports match the presentation sequence) 6. CIFR User Reference Guide – Handed out at end of session (print: 2 sided, colour, staple) 1
Chief Investigator Briefing Session 7. Step by Step Guides in Running the Reports (for show not for distribution) 1
Chief Investigator Briefing Session Hand out the PowerPoint presentation guide prior to commencing (or have placed at seating positions) Welcome to the CI Financial Reporting briefing session • The Chief Investigator Financial Reporting Project is an outcome of the Administrative Review Survey of 2013 - Chief Investigators wanted more easily understood and comprehensive financial reports • A CI Reference Group comprising 12 Chief Investigators were key in the design and development of the reports • Stage 1 of the Project (August 14) sees the release of 4 Reports of a 10 Report Suite designed based on user requirements • Stage 2 (mid 2015) will see the re-release of the 4 reports to include forecasting information together with the 6 Reports that also require further financial system enhancements The purpose of today’s session is to: • provide you with background as to how these reports were developed, • introduce you to the Financial Reports developed for Chief Investigators, • discuss these reports with you, • welcome any feedback and suggestions you may have, and 2
Chief Investigator Briefing Session • presenting today is Luke Beckett, Manager Research Accounting, 2
Chief Investigator Briefing Session Today‘s session will take one hour The agenda for today’s session • The welcome which has already been made by _______ • The purpose of the reports, what we hope to achieve by developing these reports and some back ground on how these reports were developed • Then we will step through each of the four reports looking at their structure and the financial information provided • How do we receive the reports? These reports are packaged and either directly emailed to you or accessible through the Insight system • Then we will look at what type of support available to you, if you need assistance or have any problems with these reports • Finally what are the next steps – we will talk about the future of the CI Reports • We will take further questions and then close the session 3
Chief Investigator Briefing Session Introductory slide Go To Next Page 4
Chief Investigator Briefing Session These reports were developed to; • Meet Chief Investigators requirements as outlined by the CI Reference Group • The need to have a clear and intuitive structure so the reports can be easily read • Facilitate the Chief Investigators ability to assess/ monitor the financial health of a project by provide meaningful information and • Highlight critical financial situations - clearly show potentially negative or financial risk • Reduce academic and professional staff report interpretation and administration time • Consistent (and University wide) approach to research project financial reporting – the reports provide the information required to manage a project eliminating the need for continually developing adhoc reports, or Ci developing their own financial reports 5
Chief Investigator Briefing Session Introductory slide Go To Next Page 6
Chief Investigator Briefing Session The Chief Investigators were nominated by the General Managers or Research School Directors based on the following criteria (indicated by dashes) Read Bullet Points – this can be quite quick as there are 3 pages to cover in this section 7
Chief Investigator Briefing Session Read Bullet Points FYI: Greenfield approach means that the design of the reports should not be impacted by any constraints imposed by system inadequacies or prior financial report definition (e.g. language) 8
Chief Investigator Briefing Session (Bullet point 1) A Control Group of Chief Investigator, not involved in the project, reviewed the reports to ensure that the reports met their requirements and were consistent with the CI Reference Group (Bullet point 4) College Finance Managers requested the inclusion of some identification information such as Aries ID and Donor Reference numbers to reduce the time spent in going between the finance and research systems when answering report questions (Bullet point 6) Insight is managed by Performance, Planning and Measurement Division. This system will be used for all future Financial Management Reporting 9
Chief Investigator Briefing Session • The reporting requirements provided by the CI Reference Group was realised with the development of a suite of 10 reports. • All of the reports required forecasting information • This capability is now being developed in the finance systems and will not be available until early 2015 • The Stage 1 Reports as listed above, (and I won’t go through these in detail as we will soon be covering them in the next slides), have been amended to provide financial information that does not rely on forecasting data • The four reports include (Read the names of the reports) • The remaining six reports are focussed on providing past, current and future year financial information so that the income and expense for each year can be viewed or reviewed Additional 6 New Reports • CI Project Portfolio Flow of Funds by Financial Year Shows Project Life (Project Commencement to Project Close) Financial Summary (Income, Expenses, Budget, Forecast, Actuals and Balance) for all CI Projects • Portfolio Income by Financial Year Shows Life of Project Income by CI Project and Accounts; shows Funding Source, Funds Provider, Total Projected Income, Amount Expected in the Financial Years of the project, the Expected month of receipt and actual amount and received date • Project Budget by Project or Financial Year Shows Project Budget and forecast by budget class level for a Financial or Project Year; For each year of the project, past current and future • Project Salaries and Cost by Project or Financial Year Shows salary budget, actual, salary commitments (encumbrances) by person and balance outstanding; and if required forecasts research staff positions required for each year of the project by financial or project year 10
Chief Investigator Briefing Session Key questions that drove the development of the current reports Quickly walk through the questions and the report they apply to as an introduction to the reports – no need to read the description that will be covered in the following slides 11
Chief Investigator Briefing Session Hand out the CIFR Stage 1 Reports Examples (Important not to hand these out earlier as you will have participants studying the reports while you are presenting the previous slides) Introductory slide Go To Next Page 12
Chief Investigator Briefing Session Animations will step you through this slide Read animations as they appear 13
Chief Investigator Briefing Session Animations will step you through this slide Read animations as they appear 14
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