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Welcome to your Network Briefing

Tea/coffee Start time is 9.30 / 1.30. Welcome to your Network Briefing. Fire drills Facilities Phones – on silent/vibrate please. Housekeeping. 9.15 / 1.15 Coffee and networking 9.30 / 1.30 Welcome and introductions 9.45 / 1.45 Procurement update 10.15 / 2.15 IBC / HR updates

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Welcome to your Network Briefing

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  1. Tea/coffee Start time is 9.30 / 1.30 Welcome to your Network Briefing

  2. Fire drills Facilities Phones – on silent/vibrate please Housekeeping

  3. 9.15 / 1.15 Coffee and networking 9.30 / 1.30 Welcome and introductions 9.45 / 1.45 Procurement update 10.15 / 2.15 IBC / HR updates 10.45 / 2.45 Coffee and networking 11.15 / 3.15 Finance update 12.30 / 4.30 Close Agenda

  4. Procurement update Paul Ashby Senior Commercial Officer Oxfordshire County Council corporateprocurement@oxfordshire.gov.uk

  5. Catalogues • Simplest and most efficient way to use the IBC eStore • Contracted/preferred suppliers • Punch-out (Lyreco and Misco) • eStore supplier catalogues • eStorefreetext catalogue

  6. Punch-out • Punches out to suppliers website. • OCC pricing shown. • Shopping cart completed in IBC eStore.

  7. Punch-out (continued)

  8. Punch-out (continued)

  9. Full supplier catalogue Contracted suppliers products/services listed with OCC pricing. Product and GL codes defaulted in.

  10. Schools supplier catalogues in the eStore Aston & James Class Act Consortium Espo Findel (e.g. GLS, Hope etc) Margaret Johnson Monarch Education Morleys Simply Education

  11. Schools supplier catalogues (continued)

  12. Freetext catalogues Individual goods/services not itemised/ costed. Product categories and GL codes pre-determined. Prices need to be entered.

  13. Freetext catalogues (continued)

  14. Vendors Use the vendor spreadsheet to find the new number of vendors from legacy SAP. Use Request Supplier Change tile to verify vendor details. Remember to click on the button saying you are requesting a vendor for a school. Guard against vendor fraud. Use vendor number 1200632 for Thames Water. If not VAT registered or number unknown insert GB.

  15. Vendors

  16. Purchasing cards Used to make appropriate, low-value, ad-hoc purchases. Credit limits (monthly and for each transaction). Reconciled online on card issuers system. Support delivered by IBC via eForms (available on schools Intranet pages) purchasingcard.admin@hants.gov.uk

  17. IBC update Sandra Higgs Education Support Service Manager, Oxfordshire County Council Derek Hall Customer Relationship Manager, Hampshire County Council

  18. Areas we will cover Contracts update HR updates Pensions auto re-enrolment Helping us to help you Schools engagement

  19. Contracts • Back log and technical issues delayed issuing of contracts. • Variable hour contracts- these apply to all term time support staff in school, except office staff. The contract clause allows schools to vary up to one third of their permanent hours. They are permanent contracts and issued as standard. The number of hours that can be varied will not be stated in part 1 of the contract. • When changing an employees hours as part of a variable hours contract, this should be recorded as a permanent change in hours using the “Request Employee Record Change” tile. • Contracts with permanent and fixed term hours – sometimes staff agree to work additional hours for a temporary period. • If this is for a short period the employee can make a casual claim for the additional hours • If this arrangement is for a term or more you may want to issue a contract that includes temporary hours. • When changing an employees hours this should be recorded as a temporary change in hours using the “Request Employee Record Change” tile. • To ensure new starters contracts are issued correctly…..

  20. One to one tuition The 1:1 wage type has been paying out incorrectly and will be removed. Use wage type 3774 for support staff, which will allow you to enter a sessional payment to which no additional extras such as holiday pay will be added. Enter hourly rate for supply teachers. Temporary work around for contracted teachers until new wage type can be created is to create a one off payment as an honorarium in “Request Employee Record Change” tile.

  21. New forms New headteacher starter and changes form. Do not use Portal for any actions relating to headteachers. Casual claim form with space for signature and updated guidance on attendance types and wage types. Can be found on school intranet pages under HR Forms.

  22. Pensions auto re-enrolment • All employers must automatically enrol eligible workers into a workplace pension scheme. • Letters to home address during April 2016 confirming they have been added to the pension scheme. • Staff need to check their home address on Employee Self Service (ESS Lite). • Staff will see a pension deduction in their April pay, which means their net salary will reduce. • Staff can opt-out. • Opt-out within three months - money paid in returned. • Opt-out after three months - will be entitled to the benefits due under scheme rules. • Staff who opt-out are able to re-join at a later date.

  23. Helping us to help you Enquiry forms Set up substitutes Register for ESS lite Payroll closure Price blocked invoices Reference details on pay invoice tile

  24. Insert Invoice No.

  25. Oxfordshire Schools HR and Finance User Group Chairs of School Partnerships to nominate representatives from schools. Group to meet termly (three times per year). First task to feed into six month review. To act as sounding board and testers for future developments to the service. To enable the views and requirements of school customers to be captured. First meeting 19 April 2016.

  26. Questions

  27. Refreshments and networking

  28. Finance update Education Financial Services EFS North Team, Abbey House, Abingdon Hampshire County Council

  29. Finance update Service to you - Ann Sambrook Budget setting arrangements - Andy Flowers IBC top tips - Geoff Thompson

  30. Service to you Ann Sambrook Principal Accountant Education Financial Services

  31. Service to you OCC statutory duty to provide assurance of “proper administration of financial affairs”. Help with your financial management. Your confidence in the financial positon. So schools use resources to best effect.

  32. Service to you Key principle • Funding must be used to benefit the children who have generated that funding.

  33. Service to you Named Finance Adviser. Day-to-day operation of finance system. Understanding financial regulations. Budget planner instructions and support. Budget setting advice. Budget monitoring and forecasting.

  34. Service to you Visits • One budget surgery. • Plus a further three visits per year. • New headteacher visit - as required. • New finance officer visit - as required.

  35. Service to you Network meetings Hints and tips Intranet information

  36. Service to you

  37. Service to you

  38. Service to you

  39. Service to you

  40. Service to you New services • Locum – up to 12 hours free bursar service to cover emergency sick leave. • Recruitment support – questions, tasks interview panel.

  41. Service to you Bursar service • Processing finance transactions • Budget monitoring • £40 per hour – minimum three hours • Contact Andy Flowers 01252 796268 andrew.flowers@hants.gov.uk

  42. Budget setting arrangements Andy Flowers Senior Finance Adviser Education Financial Services

  43. Budget setting arrangements Budget surgeries Dates • 14 March to 24 March • 11 April to 22 April

  44. Budget setting arrangements Budget surgeries • Finance adviser contact • Venues • Surgery content One hour session only. Budget needs to be completed before attending the surgery. • Pre-surgery support

  45. Budget setting arrangements Funding • Formula funding published on the intranet. • Funding for special school, sixth form, early years and capital are still to be finalised.

  46. Budget setting arrangements Funding changes: CERA funding • This has been delegated to primary schools. Lump sum increased to £125,000 for primary schools plus £4.40 per pupil added to basic entitlement. • Schools will now be responsible for all repairs and maintenance including roof work and boiler repairs.

  47. Budget setting arrangements Funding changes: Deprivation payments • IDACI (income deprivation affecting children index). This has been up dated by the DfE for the first time since 2010. • This index is used to work out the deprivation allocation for the schools and will effect the funding outcome for some schools.

  48. Budget setting arrangements Funding changes • Pupil premium summer school grants and small school UIFSM funding have both stopped. • No changes to the main central grants. Pupil premium, sports funding and UIFSM. • MFG/Capping. This still remains in place.

  49. Budget setting arrangements BPS • Funding has now been uploaded into the BPS under the next year tab.

  50. Budget setting arrangements Funding scenario • The first year pupil numbers should reflect the numbers on your funding allocation published on the intranet. Please check. • Future years numbers will need to be adjusted. • Pupil premium and redundancy allocations will need to be added.

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