Aim

2. Aim Providingan 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

3. Planning - Institute

4. Planning - College

5. Head Teacher ForumTIPA: Planning & Data

6. 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

7. TIPA (TAFE Institute Planning Application) Tch hr – FT = PT Related Duties Evening work Excess Hrs Expenses Courses Classes/ Timetable ASH per class Teaching hrs Profile, ASH, $ (Annual Plan, Purchasing Agreement) Delivery Plan Budget ASH, Teaching Hrs Section teaching budget Section ASH Section Expenses Staff Plan FT cost, hours FT Staff Salaries Leave Adjustments HR staffing College Budget

8. TIPA Budget Delivery Plan ASH, Teaching Hrs FT cost, hours Staff Plan Teaching hours have no effect on ASH Teaching hours  cost $$ Teaching hours impact $/ASH! ASH = Classes x Students / class xASH / student For efficiency: Student unit hours > Teaching hours/class Teaching hours = Teach hrs/class x No. Classes $/ASH important for Core = Total core $ / total core ASH Make sure fund codes are identified!

9. 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

10. TIPA Budget Delivery Plan ASH, Teaching Hrs FT cost, hours Staff Plan Are these all correct? Award Salary 35hpw x 18 wks Total FT teaching cost and hours Per hour cost, teaching!

11. TIPA Budget Delivery Plan ASH, Teaching Hrs FT cost, hours $224, 329 on Staff Page? Staff Plan From Staff Plan From Class Plan Real FT teaching cost /hr = $279961/1458 = $192 per hour PT teaching hrs = Total Delivery plan – FT hrs here 3571 = 4352 + 677 - 1458 No effect on teaching hours but important for budget!

12. 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

13. Performance Measures Overview

14. SydNet - Systems & Tools

15. Performance Measures

16. Datasets

17. Exercise 1: Your teaching section enrolments & ASH • Download the latest dataset file on your desktop • Go to Dataset_TS worksheet • Find out: • Course enrolments & ASH • Course Completions • By award level & type of fund

18. Exercise 2: Your teaching section RPL & ASH by course and RAM • Go back to the dataset file saved on desktop • Go to Dataset worksheet ‘RPL_by_course’ • Find out: • RPL ASH & training hours ASH for a particular course • By award level • Compare the data with your allocated ASH

19. Other data

20. Exercise 3: Your teaching section unit/module completion rates • Go to Performance Measures • Go to ‘Other Data’ on the left hand panel • Download the file ‘Module completion rates and enrolments by college& faculty 2006-2010 • Find out enrolments & MCR 2006-2010 by • RAM • Field of study & course

21. Past year data

23. Glossary Some definitions… • ASH – definition ASH means Annual Student Hours. The term "Training Hours" is sometimes used for ASH. ASH is the currency for educational planning. ASH is central to planning and reporting in TAFE systems Australia-wide. ASH is a prime measure of educational effort a measure on which national accountability and funding of TAFE systems is based. ASH is used to plan and report vocational education activity at Commonwealth, State and Institute level. • ASH – RecognitionAll RPL granted and not granted must be recorded to meet national requirements. The Assessor must collect evidence from the applicant and use the enrolment adjustment form for RPL to record the outcome of the recognition claim. ASH is earned for both granted and not granted RPL (non-standard exemptions). • RAM CategoryCourse and Modules are grouped into Resource Allocation Model (RAM) Categories. Courses and Modules in the same RAM category have closely related occupational outcomes. Examples of RAM categories include Building Construction, Information Technology and Business Services.

24. Head TeacherForumBuddy & Financial Data

25. Buddy and Financial Management • Funding sources • On-costs • Budgets, Expense, Transfers • Reading Buddy • Basic Financial Management

26. Fund Sources Commonwealth, State Agreement Contestable Funds Commercial International Core Funds Non-core Funds Core Budget College/Cluster Budget SAP / Buddy Delivery Plan (TIPA)

27. Buddy and SAP • Buddy is an interface to SAP Transfers Budgets SAP Buddy Tells us what is in SAP External Transactions Data Income

28. Fund Sources

29. Buddy Exercise: • Change fund codes to see variations

30. On-costs Superannuation Provision 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. Payroll Tax Leave Loading Annual Leave Provision Workcover Insurance Extended Leave Provision Base Salary

31. 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.

32. Expenditure & Budget - College Budget Expense Un-Balanced Budget Gives TROUBLE! Staff costs, expenses Commercial, International Balanced Budget Gives $ spent, $/ASH Other Expenses Core Core Budget Note: All salaries and expenses paid from Fund 001 (in Core) Staff Salaries Core

33. Expenditure & Budget - College Journal Transfer RTMS Budget Expense Other Expenses Non-Core Non-Core Income Staff Salaries Non-Core Core Budget Other Expenses Core Core Budget Core Budget Expense entered as a negative in core to move to non-core as expense against income Staff Salaries Core

34. 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

35. Budget in Buddy

36. Budget in Buddy

37. Buddy:Forecast 1 1 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

38. Buddy Exercise: • Go to May 2011 Core, forecast June • How close was it? • Notice a problem with this exercise?

39. 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?

40. Buddy:Forecast Commitments? Negative Variances? Click Through for detail Current position = Buddy Variance – commitments + income

41. 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