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

MORE THAN YOU IMAGINE Planning - Institute

MORE THAN YOU IMAGINE Planning - College

MORE THAN YOU IMAGINE Head Teacher Forum TIPA: Planning & Data

MORE THAN YOU IMAGINE 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

MORE THAN YOU IMAGINE 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 ASH Section Expenses FT Staff Salaries Leave Adjustments College Budget Courses Classes/ Timetable ASH per class Teaching hrs Tch hr – FT = PT Related Duties Evening work Excess Hrs Expenses

MORE THAN YOU IMAGINE TIPA Delivery 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 ASH Teaching 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!

MORE THAN YOU IMAGINE 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

MORE THAN YOU IMAGINE 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

MORE THAN YOU IMAGINE 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 = From Class Plan From Staff Plan

MORE THAN YOU IMAGINE 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

MORE THAN YOU IMAGINE Performance Measures Overview EnrolmentsSISCLAMS TAFE Data Warehouse Performance Measures

MORE THAN YOU IMAGINE SydNet - Systems & Tools

MORE THAN YOU IMAGINE Performance Measures

MORE THAN YOU IMAGINE Datasets

MORE THAN YOU IMAGINE 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

MORE THAN YOU IMAGINE 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

MORE THAN YOU IMAGINE Other data

MORE THAN YOU IMAGINE 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 Find out e nrolments & MCR by – RAM – Field of study & course

MORE THAN YOU IMAGINE Past year data

MORE THAN YOU IMAGINE

MORE THAN YOU IMAGINE 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 – Recognition All 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 Category Course 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.

MORE THAN YOU IMAGINE Head Teacher Forum Buddy & Financial Data

MORE THAN YOU IMAGINE Buddy and Financial Management  Funding sources  On-costs  Budgets, Expense, Transfers  Reading Buddy  Basic Financial Management

MORE THAN YOU IMAGINE Fund Sources Commonwealth, State Agreement Contestable Funds Commercial International Core FundsNon-core Funds Core Budget Delivery Plan (TIPA) College/Cluster Budget SAP / Buddy

MORE THAN YOU IMAGINE Buddy and SAP  Buddy is an interface to SAP SAP Buddy Tells us what is in SAP Data External Transactions Budgets Income Transfers

MORE THAN YOU IMAGINE Fund Sources

MORE THAN YOU IMAGINE Buddy Exercise:  Change fund codes to see variations

MORE THAN YOU IMAGINE 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 Superannuation Provision

MORE THAN YOU IMAGINE 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.

MORE THAN YOU IMAGINE Expenditure & Budget - College Core Budget Other Expenses Core Staff Salaries Core 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)

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

MORE THAN YOU IMAGINE 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

MORE THAN YOU IMAGINE Budget in Buddy

MORE THAN YOU IMAGINE Budget in Buddy

MORE THAN YOU IMAGINE 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 = $ /10 = $108,000 $ x 2 = $ 216,000end yr/sem $144,000 – $46,000 – $ = -$118,000 ie overrun

MORE THAN YOU IMAGINE Buddy Exercise:  Go to May 2011 Core, forecast June  How close was it?  Notice a problem with this exercise?

MORE THAN YOU IMAGINE 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?

MORE THAN YOU IMAGINE Buddy: Forecast Negative Variances? Click Through for detail Commitments? Current position = Buddy Variance – commitments + income

MORE THAN YOU IMAGINE 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