Financial Services Update Session Nov 2012 HUBS HUBS Where Primary Faculties / Institutes Comments 1. Cradle Coast All Cradle Coast TIA NW, RCS NW and Cradle Coast 2. Domain Menzies and Health Science Including Sydney IMAS also included Nursing Transactional support from Launceston 3. Sandy Bay y y Arts, Law, Business, , , , School of Art and Conservatorium transactional support at Sandy Bay 4. Divisions HR, Finance, IT, CSD, Marketing and Main focus is Technical support. Communication, Student Services, Research Transactional support from best fit hub. 5. Launceston Education, AMC Architecture, SVPA, Nursing, Human Life Science, Rural Health Transactional support. 6. SET SET
Financial Services Update Session Nov 2012 HUBS Development of Finance HUB – Principles • Sound level of local and financial knowledge and capability in all h b hubs • Improved access to and support from central finance Improved access to and support from central finance • A focus on staff training and communication • Target “do it right first time” model- eliminate rework • Co-ordinated and consistent link between Hub services and Faculties, Institutes & Divisions
Financial Services Update Session Nov 2012 HUBS Establish Finance Hubs – Services Two key streams of finance support are proposed • Technical e.g. Budgeting, Reporting, Research Acquittals, Tax … … • Transactional e.g. Accounts Payable, Accounts Receivable, Journals and Credit Cards
Financial Services Update Session Nov 2012 HUBS Design Approach g • Technology One Financials (T1F) has delivered significant process i improvements t • Design a hub structure around current process with some quick wins Design a hub structure around current process with some quick wins • Develop a detailed continuous improvement plan • Development of a Service Catalogue • Instigate an Issue Resolution process
Financial Services Update Session Nov 2012 HUBS Continuous Improvement Plan (CIP) Electronic Form s • Utilise electronic forms where possible to replace paper based forms • Develop an electronic travel approval method using workflow within the forms • Investigate and implement alternate methods of reimbursing employees for expenses Reduce Workloads Reduce Workloads • Travel per diems • Reduction in petty cash floats • R d Reduction in Credit Card numbers ti i C dit C d b Im prove Business Practices p • Re alignment of the use of credit cards including policy reform/ improvements around usage • BCMS Scanning option for invoices and supporting documentation g p pp g • Automation of workflow in T1F • Reduce the number of interim receipting stations
Financial Services Update Session Nov 2012 HUBS Progress to Date Forum s • All Hubs except SET and Central have had staff forums • Issues/ Ideas have been collated Structure • Developed CCC Hub structure for Finance which is going through the change process • Draft PD’s for Hub positions Draft PD s for Hub positions Business Process Maps • Major transactions process’ have been mapped Services Catalogue i l • Service Delivery Catalogue has been developed and continually reviewed. Business Practices • Called for external consultant to review Travel Per diems • Identifying forms which could become e-forms such as purchase requisitions
Financial Services Update Session Nov 2012 HUBS Central Cradle Coast Domain Newnham Sandy Bay SET Total AMC, Education, Inveresk, L&T, Research, Provost, Cradle Coast, TIAR North Health Science, Menzies, Nursing, Rural Health, SET (excluding IMAS) TIAR VS, COO and NW, RCS IMAS Human Life Science Arts, Law, Business Hobart Accounts Payable 26523 2368 3971 5934 4881 5968 49645 Accounts Receivable 2356 198 543 1181 371 1558 6207 Business Card 25656 5736 13260 27444 9888 29100 111084 Purchase Orders 1596 49 414 351 139 847 3396 Journals 2784 163 781 1352 727 1942 7749 Total Transactions 58915 8514 18969 36262 16006 39415 178081 % of Transactions 33% 5% 11% 20% 9% 22% 100% T1F Users 295 17 40 78 61 96 587 % of TIF Users 50% 3% 7% 13% 10% 16% 100% OneStop Receipting Stations 11 1 1 1 0 0 14 Interim Receipt Stations 5 1 3 4 8 9 30 BCMS Users BCMS U 280 280 46 46 62 62 245 245 98 98 244 244 975 975 Petty Cash Floats 16 5 8 14 13 26 82
Financial Services Update Session Nov 2012 HUB Structure Local Local HUB HUB Finance Finance Director Director HUB Manager Business Partner Garry Hennessy GM Service Delivery Budget Centre Technical Teams John Clements Technical and Transactional Budget Centre Transactional Teams Finance Managers Jo/Julie/Carol/Tricia / li / l/ i i Specialised Technical Budget Centre Budget Centre and Transaction and Transaction Finance Teams
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