Post Implementation Review of the Expense Management System

1
Post Implementation Review of the Expense
Management System

• (Including Spendvision)

2
PIR EMS Background

• In 2005 Purchasing, accounts payable and Travel
  Administration ? Faculty based
• 52 FTE (non academic)
• 23,000 invoices with amount lt 5k paid by
  accounts payable
• Salary Cost gt 3M
• Best Practice Benchmarking indicated 97 per
  transaction compared to 19 for credit card
• Tender process for EMS began in 2003 (failed)
• 2006 reinitiated and implemented in 2007-8

3
Goals of Implementation

• Improve efficiency and cost effectiveness
• Simplify travel and procurement
• Streamline travel and procurement
• Allow a payment mechanism (credit cards) for JCU
  travellers
• Improve accountability, visibility and
  transparency of travel and procurement process
• Reduce processing costs
• Reduce non academic FTE by automating system
• Enhance purchasing spend leverage with suppliers
• Improve supplier relations

4
PIR EMS Purpose of Review

• Evaluate and assess the project in
• Planning of the Project
• Configuration of the System
• Implementation of the System
• Evaluation against criteria and benefits
• Reporting

5
Objective of Review

• Examine the implementation of credit cards and
  the EMS and determine if the goals have been
  achieved for the University as a whole
• Make recommendations based on a balanced view
• Make recommendation about the best configuration
  of Spendvision to ensure that the efficiency and
  effectiveness of the system is shared by all staff

6
PIR EMS Scope of Review

• Corporate Credit Cards
• Purchasing (Items lt5,000)
• Petty Cash
• Policy Procedures
• Reporting requirements
• Functionality of the EMS System
• Acquittal Reimbursement of expenses
• Travel

7
PIR EMS Process

• Panel of JCU Staff formed to conduct the Review
• Terms of reference approved by VCAC
• Input by staff through various forums
• Panel recommend potential solutions
• Meet with staff in forums to advise
  recommendations
• Panel recommendations to VCAC

8
PIR EMS Staff Forums

• Forums for staff to raise issues as per the
  Meetings timetable
• The first meetings will be one way transfers of
  information as the Panel note issues raised
• Issues raised at meetings will be compiled by
  Panel and emailed back to staff for validation

9
PIR EMS Staff Forums

• Second meeting with staff- Panel present
  recommendations and discuss with staff
• Amended recommendations advised to staff
• Recommendations to VCAC

10
PIR EMS Other Communication

• Email direct to either Brett Dinsdale or any
  member of the Panel
• Blog site noting PIR EMS (Spendvision) at
  https//www.jcu.edu.au/discuss/forum/general/32001
  7445/view will be monitored and comments noted
  for the Panel

11
PIR EMS Timetable

• Panel Meeting Last week in July
• Meetings with Schools and Divisions August 09 in
  Townsville and Cairns
• Collation, categorisation of issues and
  development of responses by the Panel in
  September 09

12
PIR EMS Timetable

• Response to Staff October 09
• Recommendations to VCAC October 09
• Implementation timetable advised to staff
  November 09

13
PIR EMS Panel

• Jeff Loughran SE Chair of the Panel
• John Chandler LBCA
• Lisa Cowan US Division
• Ross Crozier SE
• Jennifer Frost US Division
• Stephen Torre SAESS
• David Lindsay MHMS
• Jennifer Lappin ARC CoE
• Anne Swinbourne SAESS
• Susan Kinobe F RP
• Danella Stolz F RP
• Brett Dinsdale F RP