Campus Briefings Finance & Campus Life. February 2017

Transcription

1 Campus Briefings Finance & Campus Life February 2017

2 Why are we here today? Provide an overview of our services Share updates of changes & innovations Continue to work with you to provide a better experience

3 Agenda Who are we? Where can you find us? What do you need to know? Staff retail card Concur Department enquiry Travel services GriffithPay Q&A Finance Campus Briefing 2017

4 Griffith Finance: Who are we? Suganthi Sivasubramaniam

5 Our vision has you in our sight To be a value adding progressive business partner, while continuing to be stewards of financial sustainability across all aspects of the University

6 As business partners we understand your business and enable effective planning and decision making We drive efficiency and sustainability, both within Finance and across the University We enable better access to data through our systems so we can focus on your strategic needs We are here Horizon 1 Horizon 2 Horizon 3 Focus: Changing the shape of the organisation Disruptive change Focus: Focussing on people, process and technologies Targeted initiatives Focus: Innovation and Continuous Improvement Continuous improvement

7 Our achievements Snapshot of initiatives Initiatives span people, process and systems, e.g. GriffithPay, UniMarket, Poolcar Concur, accrual accounting and reporting suite Client focus Accurate data and insights to support strategic decision making was a key focus for clients 18 Done!

8 Our commitment to you Work with clients to understand our strategic direction Continue to focus on partnering with the business Enhance communication and consultation during times of change Continue to enhance the quality of reporting

9 Where can you find us? Melissa Ainley

10 Finding our website: There are a couple of ways

11 What can I find via the website?

12 Need to know who to contact? Click on the Service Contacts link to see contact details for the services we provide!

13 What about Training? You can see a list of Training available under the Other Services tab Finance training enquiries call Melissa Ainley x57735

14 Campus Life - Staff Retail Card Bryan Hill Griffith Food & Retail

15 What is it? An easier way to charge retail purchases to a Griffith University account Staff who were previously using the internal charging process can now use the staff retail card at Griffith food and retail operated outlets: To register:

16 What are the benefits? Food & Retail (including Bookshop) now all on one internal charge system Increased Speed of Service at point of sale (POS) Sustainability by reducing the amount of paper required for internal journals Electronic Collection of Data Use existing POS Software System Relatively low cost implementation Fringe Benefits Tax Compliance Labour saving from 15hrs to 10mins a month for Journal processing Responsibility lies with the Card Holder

17 Registration To register:

18 User Dashboard

19 What do finance need from you? To ensure that FBT is applied correctly, please provide the breakdown between staff, associates and clients. Associates include friends and family of staff. The FBT Scenario must be selected. For a full list, please refer to: Fin-tax@Griffith.edu,au

20 Department Enquiry Scott Robotham

21 What is Department Enquiry? - Tool used to view transactions and budgets by Department, Project, Class, Budget Category or Account Code - Information at the lowest level of detail on demand and refreshed daily with previous day s transactions - Shows both historical transactions as well as some current commitments to enable better budget management - Department Enquiry is different to Project/Class Enquiry as it gives access to the whole Department, rather than specific Projects or Classes - Department Enquiry is typically for Heads of Schools, Directors, or nominated representatives (Incl. Admin staff who have financial delegation) - Project/Class Enquiry is typically for those assigned with budget responsibility for specific grants or one off initiatives.

22 How do I access Department Enquiry?

23 Live demonstration

24 What is an accrual? Accrual accounting records transactions in the period they relate to rather than when cash is paid or received. This results in more accurate recording of the revenue and expense position on any given month. For Example: If I get paid my fortnightly salary in the first week of February, but some of that salary relates to time I worked in January, then we should reflect that. Accordingly, an accrual journal is posted at the end of the month reducing the salary cost in February and increasing the salary cost in January by the amount I actually earned in January. Note: If the Closing or Opening Position of a project has changed it will be because income or expenses that were posted late last year relating to 2016 and an adjusting journal has been processed, placing the entries in the correct reporting period.

25 Concur Nicholas Grant

26 Metrics On average we are processing 2100 reimbursement requests & credit card acquittals per month Seasonal Approval to payment time is on average 1.02 days delivering timely reimbursement to staff

27 Concur support 1. User guides on the Finance Website 2. Contact us through 3. Attend a training session We aim to resolve your query within a maximum of 2 hours (based on complexity)

28 Top 5 reasons for returned reimbursements Date not matching Missing receipt Missing receipt affidavit used Attendees not listed Receipt over 90 days We have however made system enhancements that will still allow correct expenses to be processed without delay

29 Mobile adoption To save you time, use our mobile app: Reduce time to complete a report by 28% Reduce time to approve a report by 28%

30 Improvements we ve made We value your feedback and made changes to improve your experience: Simplified attendee information Entering data across multiple receipts Additional details for approvers Enabled partial reports to be approved Progressed towards value added reporting Refined our guides and self help videos

31 User satisfaction 57% Jul 83% Jan Feedback sent through the Concur survey is anonymous. If you need to contact us about an outstanding issue, please Steady improvement in satisfaction rates

32 What s next? Develop a solution to validating department approvers Refine responses from auditing processes Finalise reporting and distribute to group management

33 Travel Services Katherine Graham

34 Why are we making a change? One travel agency for domestic & int l travel Online point-to-point int l bookings for select routes One-stop shop for air, hotel and car rental Access to better rates for airfares and accommodation Access to overseas domestic fares Improved BI tool for effective travel spend management at group level Robust GITC accepted single sign-on Automatic notification s to managers Optional access to dashboards and features that enable easier travel management

35 Estimated annual savings by element Estimated savings $140,000 $120,000 $100,000 $80,000 $60,000 $40,000 $124,822 $56,418 $77,424 $96,587 $43,601 $20,000 $- AEL BUSINESS HEALTH SCIENCES GRIFFITH INT'L Note: Estimated savings based on 12 month spend profile and booking behaviour for service fees and air fares only Overall savings of nearly $400K across the University

36 Today Ongoing Create awareness Provide a forum for Q&A Working with our customer reference group Ongoing communication Training and support Enhanced travel management experience!

37 GriffithPAY Sandra Quinell

38 What is GriffithPAY? An online shop for Griffith products and services Open 24 hours, 365 days a year Quick, easy and secure Available to students, staff and external customers Pay by credit or debit card

39 What is for sale? Conferences and events Film, art, photo, & architecture supplies Student administration fees GriffithPAY Short courses Sporting events & activities Study Tours/Field Trips

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41 Usage has doubled in 12 months

42 What current users think of Griffithpay..

43 Questions? Contact Details : Sandra Quinell Griffithpay Administrator griffithpay@griffith.edu.au Ph: (07)

44 Q&A Panel Finance & Campus Life For further questions call Melissa Ainley

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