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Systems Developments Finance Services Rachael Fleetwood 13 th October 2011

Systems Developments Finance Services Rachael Fleetwood 13 th October 2011. Systems Developments. Overview Financial Reporting Proactis BACS Online Shop ORCA SAM (Student Accounting Module). Overview. Historic position 2 distinct teams – Proactis and Coda

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Systems Developments Finance Services Rachael Fleetwood 13 th October 2011

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  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?

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