IOPAS (September 2012)

Rundown Recap and Preview IOPAS 3 key components (Break ~ 3:15 to 3:30 pm) OP applications e-workflow OP payment Way forward

3 Integrated OP Administration System (IOPAS) Overview OP: CUHK remunerative service (RS); general OP (GOP) (for outside clients) & private clinical practice RS (accounts for 80% of OP): Self-financed Programmes (SFP), research contracts, other projects/initiatives

4 Current Workflow and Pain Points Administration of RS: (for payment; not management; heavily paper-based) Approving authority has to confirm approval against individual applications before the vetting process High volume of cases, inadequate or missing information increase turnaround time and delay payment Summary/statistical reports not readily available IOPAS

5 IOPAS (1st phase) – Remunerative Service for CUHK Major Features Application on programme/project (P/P) basis (instead of individual appointee) Workflow: Data captured at source by P/P; PO and BUR to vet before approval by Approving Authority (AA) & finally for payment OP allocation record recommended by Corruption Prevention Dept of ICAC

6 IOPAS (1st phase) – Remunerative Service for CUHK Manage OP initiatives at source:  P/P account profile, i.e. What (final outcome)? early plans; key factors affecting OP  OP allocation, i.e. who? Confirm suitability  (SFP) programme administration services, i.e. what are the payable services, the extent and at what rates Enquiry, summary/statistical reports

7 IOPAS (1st phase) – Remunerative Service for CUHK

8 IOPAS - E-workflow

9 IOPAS - Deans’ Role (AA) Consider/approve  view P/P account profile  OP allocation records (OAR)  Programme Administrative Services (PAS)  OP applications (OPA)  subsequent amendment and cancellation of OPA IOPAS support  OVERVIEW function  OPA by 2 CATEGORIES (straight forward cases and those requiring attention)  PRINT function  HELP functions  DELEGATION function  Enquiry, summary/statistical reports

IOPAS – User involvement & communication Beta version ready to enhance user communication Communication with Approving Authorities Focus group sharing (Sept 2012) Pilot user programmes feedback after trial run 10

11 IOPAS - How to manage the change process? Pilot programme to trial run the new work flow before the roll-out of the system  P/P profile (new)  Outside Practice allocation record (new)  Programme Administrative Service form (existing)  Submit OP applications in batch Conduct training sessions HELP functions Support from central OP administrators Launching RS module in Jan 2013 Launching GOP module in July 2013

12 IOPAS - Advantages Facilitate better planning and management of OP activities Improve accuracy of OP data before passing to various parties E-workflow & corresponding E-alerts to stakeholders Automated/Instant compliance check on major OP rules Improved transparency on the progress of OP applications & more timely release of OP payment Enquiry and reporting functions Minimized paper flow, lessen burden on physical storage space & the University’s internal mailing system

13 OP News Bursar’s circular (September 11, 2012) “ Financial arrangements for voluntary OP ”  Voluntary OP  Standardization of time units for taught SFP (1- unit course = 14 payable OP hours) ICAC officers will co-organize a seminar on OP

P/P Account Profile

Please refer to Attachment 1

16 Profile 16

PAS Form

Please refer to Attachment 3

19 PAS Form 19

OP Allocation Record

21 OP Allocation Record CPD/ICAC Assignment No. 14/2009 Recommendation & AAPC acceptance The gist: Formalize the allocation mechanism for assignment of OP, which should as far as practicable provide for the invitation of eligible teachers to indicate interest, who will have the chance to present themselves for consideration How

Please refer to Attachment 2

23 OAR (1) 23

24 OAR (2) 24

Preparing OP Applications

Please refer to Attachment 4

Demo of IOPAS e-workflow

28 Submission of OP Application 28

29 Compliance Test 29

30 Resolve non-compliance (1) 30

31 Resolve non-compliance (2) 31

32 PO – Vet OP Application 32

33 Budget Holder/Bursary – Endorse/Vet OP Budget 33

34 Faculty Deans/Supervising Officers – Approve OAR/PAS Form/OP Application (1) 34

35 Faculty Deans/Supervising Officers – Approve OAR/PAS Form/OP Application (2) 35

36 Payment Plan 36

37 Recap IOPAS e-workflow 1. (P/P) Prepare and submit Profile/OAR/PAS 2. (P/P) Prepare and submit OPA (applications) 3. (IOPAS) Compliance check 4. (P/P) Resolve non-compliance 5. (PO) Vetting 6. (Budget holder/BUR) Confirm budget 7. (Approval) Faculty Deans/Supervising Officers 8. (P/P) Prepare payment plan 9. (BUR) Arrange payment

OP Payment Payment Plan Payment Arrangement Monthly Payment

Payment Plan Upon commencement of OP, directly input Payment Plan (PP) to IOPAS Payment frequency - Monthly - Lump-sum end - Custom

Payment Plan

Calculation on monthly payment - For teaching No. of OP hours in the month times hourly rate e.g. Conduct lecture from 3 Sep to 7 Dec on every Friday = 4 sessions in Sept, 4 sessions in Oct, 5 sessions in Nov and 1 session in Dec - For others Pro-rata monthly amount for incomplete month - start date on or before 14 th → count 1 month - start date between 15 th and 28 th → count 0.5 month - end date on or before 14 th → count 0.5 month - end date after 14 th → count 1 month e.g. 17 Sep to 9 Nov = 0.5 month on Sep, 1 month on Oct and 0.5 month on Nov 41

Payment Arrangement Enquire details of payment according to PP Display payment status Final payment is not automatically released “ Declare Completion “ Reminder on outstanding declaration

Payment Arrangement

Monthly Payment Monthly cut-off to effect OP payment via payroll Reminder on outstanding submission Notification to OP appointees

Pilot Run Pilot Programmes

46 Pilot Programmes Fill in Profile, OP allocation recommendation, PAS Form* Participate in early experience sessions for user input Feedback to program development Liaise closely with IOPAS working group Share experience with other users idc

Way Forward Production timeline  Remunerative Service Oct 2012 – early experience sessions for pilot programmes Jan 2013 – production for all programmes/projects  General OP July 2013 – production run

Way Forward Collect requirements on Reporting and Enquiry functions Conduct User Trainings Provide Production Support (business + system)  Enquiries - PO/PSU/BUR/ITSC  System Help – on-line demo + static text help Conduct Post Implementation Review to collect fine-tuning requirements

Thank you