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1 Financial Operations and Systems Update Presentation Presented by Mark Preston, Director 14 May 2009 Darlington Centre.

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Presentation on theme: "1 Financial Operations and Systems Update Presentation Presented by Mark Preston, Director 14 May 2009 Darlington Centre."— Presentation transcript:

1 1 Financial Operations and Systems Update Presentation Presented by Mark Preston, Director 14 May 2009 Darlington Centre

2 2 Agenda 1.Overview of Financial Operations and Systems – Mark Preston (15 mins) 2.Financial Support Services Unit update – Uma Kumar (10 mins) 3.Draft Service Level Agreement (SLA) – Kevin Lacey (15 mins) 4.Expense reimbursement via Spendvision – Krishan Prasad (5 mins) 5.Procure to Pay (P2P) – Lean Lee (40 mins) 6.Billing to Cash (B2C) – Gemma Gill (5 mins) 7.Questions (15 mins)

3 3 The University of Sydney – Financial Operations and Systems Strategic Plan 2008-2011 2011 Targets 2011 Outcomes Pathways Dec 2009 Milestones 1.Resourced and structured to deliver on promise (Mark Preston) 2.SLA and reporting with all key stakeholders (Uma Kumar) 3.P2P implemented in all major procurement locations 4.Major reduction in billers and central credit and collection established (Colin Kueh and Gemma Gill) 5.All assets managed on PeopleSoft (Luc Bhoyroo) 6.Improved processes and functionality of Spendvision (Krishan Prasad) 7.Master data concept implemented (Vicki Hatt) 8.People Tools 8.49 upgraded (Lean Lee) 9.Implemented Change Management plan (Krishan Prasad) Rationalise & Invest In Systems Own The End To End Process Provide Single Source Of Truth Deliver Customer Centric Reporting Stakeholder Buy-in & Engagement Proactive Advice Provider Performance Monitoring & Improvement Build Team Capability & Culture World Class Student Experience Single point of contact Cross training of staff - no solo approach Consistency across all faculties No financial separation of billing/recoveries Consistent Systems & Processes Eliminate redundant processes Reduced elapse times Optimal Automation & Self Service Minimal feral systems Positive client satisfaction surveys FTE cost/transaction Accurate & Reliable Information System downtime is minimal Source system integrity checks pick up errors before users All management reports come from Hyperion Enhancing University Economic Model Top quartile efficiency and effectiveness metrics Cost per unit reduced Flexible and responsive to change in stakeholder business Talented, Skilled & Engaged Team Staff engagement >70% Staff retention >90% Succession planning Continuous learning and development Provider of Choice Effective procurement and payments Effective and timely support to users Preferred option for PSU UNI Trusted source of information Draft 7 Aug 08

4 Pathways Rationalise & Invest In Systems Own The End To End Process Provide Single Source Of Truth Deliver Customer Centric Reporting Stakeholder Buy-in & Engagement Proactive Advice Provider Performance Monitoring & Improvement To be able to deliver consistency, we need to control the end to end process to ensure a seamless user experience and improved process efficiency and effectiveness. We need to leverage utilisation and front end interaction with our core financial and reporting systems (PeopleSoft, Hyperion, Spendvision). Senior managers have access to minimal sources of information from which they can make timely and accurate decisions The reports have to be meaningful, timely and be valuable to the user so that they can make effective decisions. Stakeholders adoption and effective utilisation of the systems and processes is a critical success factor. FOS has to ensure it can manage these relationships and secure positive engagement in change. Our clients need to see us as a valuable resource to help them maximise their economic value. We in turn need to have anticipated their requirements and done the thinking and capacity build to be able to advise and respond. We need to constantly monitor SLA performance and continue to improve service quality, speed and unit cost. Build Team Capability & Culture Our ability to deliver is based on the skills and commitment of our people. We therefore have to build a culture that actively supports ongoing professional development and a continuous improvement mind set. We also need to anticipate capacity and skill needs ahead of requirement and ensure we are prepared and able to deliver.

5 5 Role of Financial Support Services (FSS) Presentation to Faculty Finance Team Presented by Uma Kumar 14 May 2009

6 6 1.Mandate by Senate in 2006 to implement a Shared Service Model Key aspects of approach taken are: a) Data collection & analysis conducted, between May to September 2007 b) Findings from data analysis conducted split work into: i.Financial Transactional Processes ii.Financial Non Transactional Processes iii.Human Resources Processes iv.Administration Processes v.Student Services

7 7 Organised by combination of Process Excellence & Operating Units SERVICES B2C A2R P2P ANALYSIS Organised by Operating Units Finance Transformation to Shared Services months CURRENT FUTURE Central Financial Services Faculty SchoolCentre / Institute Central Financial Services Cluster Finance & Business Services Faculty School Centre / Institute

8 8 2. Supporting objectives are: a) Enhance quality of service b) Productive utilization of resources c) Ensure compliance & regulatory 3.Broad Objective include: a) Consolidation & consistency of Financial transactional processes b) Improve customer service c) Economies of scale through cost optimization

9 9 Targeting process excellence helps to define the Finance re-organisation STRATEGIC ADVICE PLANNING Finance Director & Associate Directors: Cluster WHO/LOCATION Shared Services – Central/Local Local non-finance staff Cluster/Local

10 10 IFTP - Project Scope Rollout Stage 1 Business in Scope !) Faculties of Arts, Education, Social Work & College of Arts: –School of Letters, Arts & Media (SLAM) –School of Language & Culture (SLAC) –School of Philosophical & Historical Inquiry (SOPHI) 2) Faculties of Architecture, Engineering and Information Technology –All schools 3) Faculties of Health –All Schools 4) Faculties of Science, Agriculture and Veterinary Science –All schools Functions in Scope Accounts Payable: Procure to Pay (P2P) –Spendvision – Corporate Card, Travel & Cash Claims –Non PO – Expense (Green Stamp) invoices –Manual Payment Revenue Services: Billing to Cash (B2C) –Invoicing (Grants & EFP’s) –Collections –Monitor amounts owing/ Debt recovery Cashiering

11 11 Project Scope (Continued) Rollout Stage 2: Business in Scope !) Faculties of Arts, Education, Social Work & College of Arts: –School of Social and Political Sciences –Faculty of Education –Sydney College of the Arts –Conservatorium of Music 2) Faculty of Accounting Foundation (Economics & Business) –All schools 3) Faculty of Law –All schools Functions in Scope Accounts Payable: Procure to Pay (P2P) –Spendvision – Corporate Card, Travel & Cash Claims –Non PO – Expense (Green Stamp) invoices –Manual Payment Revenue Services: Billiing to Cash (B2C) –Invoicing (Grants & EFP’s) –Collections –Monitor amounts owing/ Debt recovery Cashiering

12 12 Financial Support Services – Staff Movements Finance ClusterStaff No.’s 1/4/2008 Staff Moved to FO & S Staff Moved to Faculty Staff moved to Faculty Finance New Staff/ Staff Exits Staff No.’s 1/5/09 *Arts 4----*4 Engineering 6 -(2)(1) - 3 Health8(2)(1) 1 5 Sciences11(1) - 8 Total29 (3) (4)(2)020 * :Karen Polyak has commenced leave without pay on 3 May 2009

13 13 Presented by Kevin Lacey, Consultant 14 May 2009 Service Level Agreement for Services from Financial Operations & Systems

14 14 Service Level Agreement “An agreement between the service provider and its customer quantifying the minimum acceptable service of the customer”

15 15 Key Aspects of Service Level Agreement  Supports Shared Service Model  Quantifies minimum service levels in Key Processes  Measurement of efficiency & effectiveness in outcomes of Key Processes  Two way measurement (end to end) & reporting on Key Processes  Review current processes to identify key aspects that can be improved  Enable more productive utilisation of resources

16 16 Service Level Agreements Overview

17 17 SLA Draft Overview Draft available online- http://www.finance.usyd.edu.au/docs/service_level_agreement.pdfhttp://www.finance.usyd.edu.au/docs/service_level_agreement.pdf

18 18 Service Level Agreement Status Report

19 19 Status Report continued

20 20 Spendvision Projects Presented by Krishan Prasad 14 May 2009

21 Spendvision Projects Updates 1.Employee Cash Claims Project - 1 October, 2008 2.Spendvision Transaction Auto Coding Project - 1 October, 2008 3.Spendvision Management Reporting Project - February, 2009 4.Corporate Card PIN numbers – 10 th October 2008 5.Corporate Card Audit – Current

22 Employee Cash Claims Project Current Situation ImpactDescription of Proposed QW Status Currently there are 3 Cash Claim Reimbursement processes for employees using their personal money for the University’s business purposes. Spendvision (Online) Accounts Payable (Paper based) Petty Cash 1.Manual 2.Time consuming 3.Labour intensive 4.Costly 5.Duplicated processes 6.Internal Control an issue Communication went out Monday, 15 September 2008 Implemented, 1 October, 2008 Travellers and Spendvision account holders must claim the travel and non- travel expenses through Spendvision only. Non-travellers who do not have Spendvision account may claim reimbursement through Petty Cash for amounts less than $25. Amounts over $25.00 must be claimed through Spendvision only.

23 23 Employee Cash Claims Project

24 24 Financial Operations and Systems Update Procure to Pay (P2P) Presentation by Lean Lee May 2009

25 25 Current Status of P2P Project Key Benefits Delivered External Purchase Requisition (EPR) Rollout to Financial Support Services (FSS) staff “To Be” P2P Process for EPR Walkthrough Quick System Demo –Raise Requisition –Receiving Agenda

26 26 Current Status of P2P Project as at 14 May 2009 CompletedIn ProgressPlanned Rollout to PharmacologyRollout to ICT Support Services Rollout to FOS Financial Support Services staff as a replacement for EPR from 3 rd week May 2009 Rollout to School of MMB Finance and 2 lab’s Rollout to ICT Audio Visual Services Rollout to remaining responsibilities of ICT Re-designed approval model Added 11 eCatalogue suppliers Major suppliers changed to email dispatch Improve Invoice matching process for Accounts Payable

27 27 P2P Solution Models after EPR Rollout AO-P Raise PS Purchase Requisition; PS receipting; assets 1. Pharmacology, MMB, ICT P2P -AOP / Electronic Requestor 1. Pharmacology, MMB, ICT P2P -AOP / Electronic Requestor PS Requestors Central Buyer Check and system approve EPRs >=$5000 2. F.O.S P2P for EPR Solution 2. F.O.S P2P for EPR Solution PS 16 Faculties, PSU’s, DVC’s, Institutions request for goods >=$5000 Buyer Pre approved EPR Raise PS Purchase Requisition 3. Health Science P2P Buyer Solution 3. Health Science P2P Buyer Solution PS Requestors FSS Raise PS Purchase Requisition for EPR Electronic Workflow new EPR process Electronic Requestors

28 28 –Standard P2P process, enabling sharing of FSS resources –Electronically track progress of requisition from requisition to payment, eliminate manual tracking –Resolve supplier queries swiftly –Various reports available for tracking and analysis e.g. outstanding orders raised by yourself etc. The P2P Solution delivers key benefits………

29 29 –Encourage adherence to the University Purchasing Policy –Eliminate activities that have no ‘value add’ e.g. no more paper requisitions to be completed and forwarded to Central Purchasing –Documents can be attached to requisition, either to be sent to the suppliers or for internal use only –User-friendly web-based access –Provide transactional integrity, reduce data entry with defaults, improve data accuracy –PO’s are emailed to suppliers where emails are available –Reduces workloads of users, no green-stamp – replaced by electronic receiving –Speedy end-to-end procure-to-pay –Visibility of purchase $$ commitments immediately P2P Solution delivers key benefits………

30 30 Access to the ‘best-in-class’ suppliers for goods/services –Eliminates work on multiple quotations –Central Buyer approval not required. –Transact with suppliers via B2B connection –Quickest method of ordering goods (Pharmacology experiences requisition to order cycle of 12 minutes) –Minimal price variances –eCatalouge suppliers are managed by Procurement Services Additional benefits if eCatalogue Solution is used……

31 31 Available eCatalogue Suppliers

32 32 Transparent to the academic community Least disruption to the departmental processes Brief introduction of FSS staff to the P2P solution Current EPR is the most inefficient requisitioning process for goods and services – slow and too much paper works Staff has direct reporting line to FOS Quick wins Reasons for EPR Replacement Rollout to FSS Staff instead of a full rollout

33 33 EPR Rollout Scope….. MechanismCurrent ProcessProcess Improvement Invoice with “Green Stamp” (with no Purchase Order)  No PO’s are raised  Invoices are sent to the faculties or directly to Accounts Payable  Invoices must be green-stamped and authorised by a staff with financial delegation of authority  Accounts Payable pay on approved invoices  Avoid the use of non-PO invoices  Purchase using Corporate Card or PeopleSoft purchase orders where possible Corporate Card – SpendVision  Purchase of goods <$5000  Transactions are quoted and approved after the event  Card holders are responsible to retain tax invoices  No change until further rollout of P2P solution. Request for Manual Payments  Students, Visiting academics Professionals Only used as the last resort. Most claims submitted via SpendVision Cash Claim No Change (Status Quo) Reimbursement via Petty Cash <=$150) Small value spends where other mechanisms are not practical No Change (Status Quo) Reimbursement via PayrollClaims submitted via SpendVision Cash Claim. No Change (Status Quo) External Purchase Requisition (>= $5000) or Attractive Items  Purchase of goods >= $5000  Preferred method for Attractive Items  Paper EPR forms are completed, signed, and forward to Central Purchasing  Central Purchasing process purchase orders FSS staff to raise requisition directly in PeopleSoft P2P System

34 34 1. Internal Process Purchase requirements include: 1. The details of the product 2. Quantity required 3. Is the product a hazardous item 4. Where is the product to be delivered to 5. Does my faculty have any additional requirement that I need to address

35 EPR To-Be Process Overview

36 36 2. Raise Requisition

37 37 Spend Analysis by Value for Faculties & ICT (excl Travel & Entertainment)

38 38 P2P Approval Model FSS staff will be assigned the role of “Admin Officer – Purchasing“ (AOP) Both AOP and Faculty Finance Manager are set up as electronic approvers AOP acts as a gateway for approvals If request has been pre-approved, AOP scans document and attaches to the requisition, then approves If request has not been pre-approved: –AOP electronically approves requisition of value up to $5000 –AOP notifies Faculty Finance Manager to approve requisition above $5,000 but less than $10,001 –AOP prints requisition of value > $10,000 and seeks approval from Financial Delegate on paper, then attaches signed copy of requisition, and approves electronically Faculty Finance Manager electronically approves requisition of value up to $10,000

39 39 3. Distribute Purchase Order

40 40 Subject: Purchase Order Generated: 0000075177 This is a courtesy email. Please DO NOT reply to this email. A Purchase Order has been created for your Requisition. Date: 01-APR-09 Requisition ID: 0000001644 Requisition Name: Template Purchase Order Number: 0000075177 Entered By: requestor03 - AOF Group 3 Supplier: SIGMA-ALDRICH PTY LTD Ln 1: 1.00 "Freight Charge" purchased at $22.00 Each (Inclusive of $2.00 GST) charged to 5010/24501/00000/ You can view the PeopleSoft inquiry page by following the link below. https://www.efinance- test.ucc.usyd.edu.au:8943/psp/F8900TST/EMPLOYEE/ERP/c/MANAGE_PURCHASE_ORDERS.PO_INQUIRY.?Pag e=PO_LINE_INQ&Mode=U&BUSINESS_UNIT=UNSYD&PO_ID=0000075177 Confidential Disclaimer: This electronic mail message and any attachments are confidential and may be privileged. Any unauthorised use of it is strictly prohibited. If you receive this email in error please delete the message and any attachments. Please consider the Environment before printing this email or attachment. This is an automated email, please do not respond. Purchase Order Email to Requestor

41 41 4. Receipt Purchase Order

42 42 5. Pay Supplier

43 43 System Demo

44 44 Subject: Receipt requires verification - PO: 0000075265 - Receipt: 0000005642 A receipt has been generated for your purchase order. Receipt Id: 0000005642 PO Id: 0000075265 Requisition Id: 0000001868 Requisition Name: Van halen project Vendor: BAXTER HEALTH CARE PTY LTD Please verify delivery. Click on the link below to enter an acknowledgment for the PO online: https://www.efinance- test.ucc.usyd.edu.au:8943/psp/F8900TST/EMPLOYEE/ERP/c/MANAGE_SHIPMENTS.RECV_PO.?Page=RECV_WP O&Mode=U&BUSINESS_UNIT=UNSYD&RECEIVER_ID=0000005642 Confidential Disclaimer: This electronic mail message and any attachments are confidential and may be privileged. Any unauthorised use of it is strictly prohibited. If you receive this email in error please delete the message and any attachments. Please consider the Environment before printing this email or attachment. This is an automated email, please do not respond. Request for Receipt Confirmation Email to Requestor

45 45 Financial Operations & Systems Update Order to Collect Project General Update Presentation by Gemma Gill - Project Manager O2C 14 May 2009

46 46 O2C Executive Summary – State of Play  “As-Is” Analysis Completed  Engineering (AMME & C&BE Schools)  Faculties of Health (Central Clinical School, Western CS, Northern CS, SUPAMAC, FMRC & Pathology)  Proposed Solution for ‘Billing & Collections’  Optimize automation of workflows  Deploy centralized collections framework  Enhance AR Management Reporting (School level)

47 47 Project Life Cycle Phases Design Phase O2C April MayJunJulAug AR Management Reporting Project Centralized Collection Workflow Proposals Sept

48 48 O2C – Quick Win Summary Financial Operations and Systems

49 49 Questions ?

50 Contacts 1.Financial Operations and Systems – Mark Preston 2.Financial Support Services Unit update – Uma Kumar 3.Draft Service Level Agreement (SLA) – Kevin Lacey 4.Expense reimbursement via Spendvision – Krishan Prasad 5.Procure to Pay (P2P) – Lean Lee 6.Billing to Cash (B2C) – Gemma Gill 50

51 51 Thank You


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