Systems Developments Finance Services Rachael Fleetwood 13 th October 2011

1. Systems DevelopmentsFinance ServicesRachael Fleetwood13th October 2011

2. Systems Developments • Overview • Financial Reporting • Proactis • BACS • Online Shop • ORCA • SAM (Student Accounting Module)

3. Overview • Historic position • 2 distinct teams – Proactis and Coda • Very little development on CODA • Poor service? • Reliance on local systems • New team – following implementation of SPR • Keen to move things forward • Recognise role of systems in future strategy

4. Financial Systems – Future Position

5. Financial Reporting(SAP Business Objects)

6. Overview to date • Reporting Tool – SAP Business Objects • Licences • Previously: Restricted to 140 users • Now: Site licence now implemented • Now: Security matrix currently being implemented • Research grant reports • Produced and circulated since May 2011 • Paper format • Feedback

7. New reports – 17th October 2011 • School/Division • Core funded income and expenditure • Indirect Income • Available to Heads & Managers • Contain • Summary position • Drill down facility to further detail • As a monthly statement or as at yesterday • Prior years available

8. Reports • HF Account Current Position • HF Account Statement • HF Account Spend Chart • Indirect Income Current Position • Indirect Income Statement Access to the reports will be from the Finance Services Website: www.bris.ac.uk/finance/systems/reporting

9. Training & Guidance • Overview Presentations • Hands on Training • Systems Access • How to read & understand the Financial Reports • Guidance Notes for each report • Frequently Asked Questions

10. Training Dates – 1.5 hrs • Thursday 13th October – 2pm • Friday 21st October – 10am • Wednesday 26th October – 2pm • Tuesday 1st November – 10am • Wednesday 9th November – 2pm • Thursday 17th November – 2pm • Friday 25th November – 10am Email Rebecca.Attwood@bris.ac.uk

11. Planned Future Developments • Implementation of site licence • This will enable access to a much greater number of users • Implement security model • This will enable accounts to be viewable by specific individuals • HT/HR reports available • Roll out of further core funded accounts for Residences and Facilities • Research reports available online • Available to the PI and Nominated Budget Holder • HF accounts for Budget Holders and much more.......................

12. Proactis

13. Proactis • Sales Invoicing for foreign currency & customers • Purchasing Cards/Travel and Subsistence cards • Improve other functionality • E.g.Return requisition items to buyer • Reworking troubleshoots – dealt with via batch • Training/Compliance • Best Practice Group

14. BACS

15. BACS • Currently still pay most suppliers via cheque • Raise approximately 75,000 cheques p.a. • Implement BACS • First payment due Jan 2012 • Suppliers – need to quote PO’s • Not Requisition Numbers as creating more work for Faculty teams

16. Online Shop

17. Online Shop • Now live • Set up product on test environment first • Dummy credit card details to go shopping! • Use for high volume, low value transactions • Saves raising sales invoices • Use for fieldtrips, short courses, conferences & events etc

18. Next steps • Promote and use shop further • Other modules • Donations • Conference & events • Graduations? • Internal marketplace • Asset register? • Research councils

19. ORCA

20. ORCA • Listening to feedback: • Reviewing quantity of emails sent to HoS • Reviewing reporting to improve Management Information from ORCA • Improving functionality for Faculty Teams and for colleagues within RED

21. SAM(Student Accounting Module)

22. SAM • SITS improvement • Limited visibility of breakdown of student debt • Enhance student experience – E-vision /Student info • Reconciliation easier • Can also incorporate other debts e.g. Library fines

23. Feedback • Any queries or comments, please contact: • Rachael Fleetwood - rachael.parsons@bris.ac.uk • Finance Systems Team – finance-systems@bristol.ac.uk • Or contact your Faculty Team • Faculty Financial Controller • Deputy Faculty Financial Controller

24. Any questions?