HUBS Where Primary Faculties / Institutes Comments 1. Cradle Coast - - PowerPoint PPT Presentation

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 IMAS also included Including Sydney Nursing Transactional support from Launceston

• 3. Sandy Bay

Arts, Law, Business, School of Art and Conservatorium y y , , , transactional support at Sandy Bay

• 4. Divisions

HR, Finance, IT, CSD, Marketing and Communication, Student Services, Research Main focus is Technical support. 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 t improvements

• 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 ti i C dit C d b

• Reduction in Credit Card numbers

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

i l Services Catalogue

• 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

L&T, Research, Provost, VS, COO Cradle Coast, TIAR North and NW, RCS Health Science, Menzies, IMAS AMC, Education, Inveresk, Nursing, Rural Health, Human Life Science Arts, Law, Business SET (excluding IMAS) TIAR 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 14 Interim Receipt Stations 5 1 3 4 8 9 30 BCMS U 280 46 62 245 98 244 975 BCMS Users 280 46 62 245 98 244 975 Petty Cash Floats 16 5 8 14 13 26 82

Financial Services Update Session Nov 2012 HUB Structure

Local HUB Finance Local HUB Finance

Director HUB Manager Business Partner Director Garry Hennessy Budget Centre Technical Teams GM Service Delivery John Clements Budget Centre Transactional Teams Technical and Transactional Finance Managers / li / l/ i i Budget Centre Jo/Julie/Carol/Tricia Specialised Technical and Transaction Budget Centre and Transaction Finance Teams