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Aim. Providing an introduction to the following systems/tools: TIPA – planning Performance Measures – reporting Buddy – finance Outcomes Better understanding of planning & report systems/tools - PowerPoint PPT Presentation
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Providing an introduction to the following systems/tools:• TIPA – planning • Performance Measures – reporting• Buddy – finance
Outcomes• Better understanding of planning & report systems/tools• Able to use these systems/tools to obtain planning and
performance data at teaching section level
Aim
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Planning - Institute
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Planning - College
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Head Teacher Forum
TIPA: Planning & Data
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TIPA – What data is important? Delivery Planning
Get ASH & teaching hours correct
Staff Planning Reflect the expected FT staffing
Budget Planning ASH and $ FT, PT hours, related duties, evening Other Expenses
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TIPA (TAFE Institute Planning Application)
Profile, ASH, $(Annual Plan,
Purchasing Agreement)
Delivery Plan
Staff Plan
Budget
FT cost, hours
ASH, Teaching Hrs
HR staffing
Section teaching budget
Section ASHSection Expenses
FT StaffSalariesLeave
AdjustmentsCollege Budget
CoursesClasses/ Timetable
ASH per classTeaching hrs
Tch hr – FT = PTRelated DutiesEvening work
Excess HrsExpenses
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TIPADelivery Plan
Staff Plan
Budget
FT cost, hours
ASH, Teaching Hrs
ASH = Classes x Students / class xASH / student
Teaching hours = Teach hrs/class x No. Classes
Teaching hours have no effect on ASHTeaching hours cost $$
Teaching hours impact $/ASH!
For efficiency:Student unit hours > Teaching hours/class
$/ASH important for Core= Total core $ / total core ASH
Make sure fund codes are identified!
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TIPA Class Planing Panning, Planning
What could go wrong? Assumes all enrolments go to all units (Credit??)
Assumes all enrolments choose all units (timetable, repeats?)
Assumes all units have viable classes
Have units changed nominal hours? (Check TP)
Assumes all ASH in current semester if % ASH not used
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TIPA Delivery Plan
Staff Plan
Budget
FT cost, hours
ASH, Teaching Hrs
Are these all correct?
35hpw x 18 wks
Per hour cost, teaching!
Total FT teaching cost and hours
Award Salary
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TIPA Delivery Plan
Staff Plan
Budget
FT cost, hours
ASH, Teaching Hrs
No effect on teaching hours but important for budget!
$224, 329 on Staff Page?
Real FT teaching cost /hr = $279961/1458 = $192
per hour
PT teaching hrs = Total Delivery plan – FT hrs
here 3571 = 4352 + 677 - 1458
From Class Plan
From Staff Plan
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TIPA Summary
Delivery Planning Get ASH & teaching hours correct
Staff Planning Reflect the expected FT staffing
Budget Planning ASH and $ FT, PT hours, related duties, evening Other Expenses
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Performance Measures Overview Enrolments
SIS
CLAMS
TAFE Data Warehouse
Performance Measures
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SydNet - Systems & Tools
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Performance Measures
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Datasets
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Exercise 1: Your teaching section enrolments & ASH VS target 2011• Download the latest dataset sheet on desktop• Go to Dataset_TS sheet• Find out:
– Course enrolments & ASH– Completions– By award level & type of fund– Compare the data with your targets
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Exercise 2: Your teaching section RPL & ASH by course and RAM
• Go back to the dataset sheet saved on desktop• Go to Dataset sheet ‘RPL_by_course’• Find out:
– RPL ASH & training hours ASH for a particular course– By award level– Compare the data with your allocated ASH
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Past year data
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Other data
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Exercise 3: Your teaching section unit/module completion rates
• Go to Performance Measures• Go to ‘Other Data’ on the left hand panel• Download the sheet ‘Module completion rates and
enrolments by college& faculty 2006-2010• Find out enrolments & MCR 2006-2010 by
– RAM– Field of study & course
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Head TeacherForum
Buddy & Financial Data
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Buddy and Financial Management
Funding sources
On-costs
Budgets, Expense, Transfers
Reading Buddy
Basic Financial Management
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Fund Sources
Commonwealth, State Agreement
Contestable Funds Commercial International
Core Funds Non-core Funds
Core Budget
Delivery Plan(TIPA)
College/Cluster Budget SAP / Buddy
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Buddy and SAP
Buddy is an interface to SAP
SAP
Buddy
Tells us what is in SAP
DataExternal Transactions
Budgets
Income
Transfers
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Fund Sources
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Buddy Exercise:
Change fund codes to see variations
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On-costs
Base Salary
On-costs are additional costs above the base
salary paid by the employer as part of
working conditions or regulatory requirement.
On-costs add about 27% to FT salary costs and about 17% to PT salary
costs.
The real hourly cost of employment is thus the total costs / actual hours
worked.TIPA budgets & Buddy
budgets include on-costs.
Leave Loading
Extended Leave Provision
Workcover Insurance
Payroll Tax
Annual Leave Provision
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Buddy Exercise:
Navigate to FT Payroll
Navigate to PT Payroll
Note non-teach payroll also in some sections
Why check this? WHO are you paying??
Note Confidentiality: important to manage this information respectfully.
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Expenditure & Budget - College
Core Budget
Other ExpensesCore
Staff SalariesCore
Budget Expense
Balanced Budget
Gives $ spent, $/ASH
Staff costs, expenses
Commercial, International
Un-Balanced Budget
Gives TROUBLE!
Note: All salaries and
expenses paid from Fund 001
(in Core)
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Expenditure & Budget - College
Core Budget
Other ExpensesCore
Staff SalariesCore
Staff SalariesNon-Core
Other ExpensesNon-Core
Budget Expense RTMSJournal Transfer
Core Budget
Core Budget
Expense entered as a negative in core to move to
non-core as expense against income
Non-Core Income
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Buddy Exercise:
Go to June 2011, core funds
Determine if there are any RTMS transfers
Click through to list the transfers
Note the amounts linked to what is selected
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$-
$200,000
$400,000
$600,000
$800,000
$1,000,000
$1,200,000
$1,400,000
Jul-10 Aug-10 Sep-10 Oct-10 Nov-10 Dec-10 Jan-11 Feb-11 Mar-11 Apr-11 May-11 Jun-11
Dental Studies Randwick Core Funds FY 10-11
Actual Budget YTD Budget allocated
Budget in Buddy
$-
$200,000
$400,000
$600,000
$800,000
$1,000,000
$1,200,000
$1,400,000
$1,600,000
Jul-10 Aug-10 Sep-10 Oct-10 Nov-10 Dec-10 Jan-11 Feb-11 Mar-11 Apr-11 May-11 Jun-11
Perfect!: Sample Core Funds FY 10-11
Actual Budget YTD Budget allocated
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-$700,000
-$600,000
-$500,000
-$400,000
-$300,000
-$200,000
-$100,000
$-
$100,000
$200,000
$300,000
Jul-10 Aug-10 Sep-10 Oct-10 Nov-10 Dec-10 Jan-11 Feb-11 Mar-11 Apr-11 May-11 Jun-11
Dental Studies FY 10-11 Variance
Budget in Buddy
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Buddy:Forecast
11
Quick Review:Actual / months to date = $ per month (approximately)
$ per month x remaining months = funds required to end yr/sem
Remaining funds – commitments – funds required = over/under?
Quick Review:Actual / months to date = $ 1081949/10 = $108,000
$ 108000 x 2 = $ 216,000end yr/sem
$144,000 – $46,000 – $216000 = -$118,000 ie overrun
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Buddy Exercise:
Go to May 2011 Core, forecast June
How close was it?
Notice a problem with this exercise?
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Buddy: Detailed Review
Section level variance, which are negative?
Click through to detail
Employees – Payroll, Transfers
Other Expenses – Purchases, printing, travel....
What income / expenses are outstanding?
What future impacts are expected?
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Buddy:Forecast
Negative Variances?
Click Through for detail
Commitments?
Current position = Buddy Variance – commitments + income
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Buddy – What’s next?
Buddy can’t tell the whole story; it is a snapshot in time.
Some tracking of hours, expenses needed
What RTMS, journal transfers expected?
Current balance – adjusted to ‘now’ with local knowledge
Funds come in ‘chunks’ so reconciliation needs care