Campus Briefings Finance & Campus Life

February 2017

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

AgendaWho 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

Griffith Finance:Who are we?

Suganthi Sivasubramaniam

Our vision has you in our sightTo be a value adding progressive business partner, while continuing to be

stewards of financial sustainability across all aspects of the University

As business partners we understand your business and enable effective planning and decision making

We enable better access to data through our systems so we can focus on your strategic needs

We drive efficiency and sustainability, both within Finance and across the University

Focus: Changing the shape of the organisationDisruptive change

Focus: Focussing on people, process and technologiesTargeted initiatives

Focus: Innovation and Continuous ImprovementContinuous improvement

2014 2015 2016 2017 2018 2019+

Horizon 2Horizon 1 Horizon 3

We are here

Snapshot of initiatives

18Done!

Initiatives span people, process and systems, e.g. GriffithPay, UniMarket, PoolcarConcur, accrual accounting and reporting suite

Client focusAccurate data and insights to support strategic decision making was a key focus for clients

Our achievements

Continue to focus on partnering with the business

Enhance communication andconsultation during times of

change

Work with clients to understandour strategic direction

Continue to enhance the quality of reporting

Our commitment to you

Where can you find us?

Melissa Ainley

Finding our website:

There are a couple of ways

What can I find via the website?

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

What about Training?You can see a list of Training available under the ‘Other Services’ tab

Finance training enquiries call Melissa Ainley x57735

Campus Life - Staff Retail Card

Bryan Hill

Griffith Food & Retail

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: https://www154.griffith.edu.au/staff-retail-card/Registration/Index

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

RegistrationTo register: https://www154.griffith.edu.au/staff-retail-card/Registration/Index

User Dashboard

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: https://intranet.secure.griffith.edu.au/university-

administration/finance/budgets,-reports-and-financial-control/taxation Fin-tax@Griffith.edu,au

Department Enquiry

Scott Robotham

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.

How do I access Department Enquiry?

Live demonstration

What is an accrual?

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.

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.

Nicholas Grant

Concur

Metrics

Seasonal

On average we are processing 2100 reimbursement requests & credit card acquittals per month

‘Approval to payment’ time is on average 1.02 days delivering timely reimbursement to staff

Concur support1. User guides on the Finance Website

2. Contact us through email fin-concur@griffith.edu.au

3. Attend a training session

We aim to resolve your query within a maximum of 2 hours (based on

complexity)

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

Mobile adoptionTo save you time, use our mobile app:

Reduce time to complete a report by 28%

Reduce time to approve a report by 28%

Improvements we’ve madeWe 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

Feedback sent through the Concur survey is anonymous. If you need to contact us about an outstanding issue, please email fin-concur@griffith.edu.au

User satisfaction

Steady improvement in satisfaction rates

57% Jul

83% Jan

What’s next? Develop a solution to validating department approvers

Refine responses from auditing processes

Finalise reporting and distribute to group management

Travel Services

Katherine Graham

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

• Robust GITC accepted single sign-on

• Automatic notification emails to managers

• Optional access to dashboards and features that enable easier travel management

• Access to better rates for airfares and accommodation

• Access to overseas domestic fares

• Improved BI tool for effective travel spend management at group level

Estimated annual savings by element

Note: Estimated savings based on 12 month spend profile and booking behaviour for service fees and air fares only

$124,822

$56,418

$77,424

$96,587

$43,601

$-

$20,000

$40,000

$60,000

$80,000

$100,000

$120,000

$140,000

AEL BUSINESS HEALTH SCIENCES GRIFFITH INT'L

Estimated savings

Overall savings of nearly $400K across the University

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!

GriffithPAY

Sandra Quinell

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

GriffithPAY

Conferences and events

Student administration

fees

Sporting events & activities

Study Tours/Field

Trips

Short courses

Film, art, photo, &

architecture supplies

What is for sale?

Usage has doubled in 12 months

What current users think of Griffithpay…..

Questions ?

Contact Details : Sandra Quinell

Griffithpay Administrator

griffithpay@griffith.edu.au

Ph: (07) 37354177

Q&A Panel

Finance & Campus Life

For further questions call Melissa Ainley