Procedures

Enterprise Finance Systems - Procedures

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1. Purpose and Objectives

These procedures outline the nature, processes and management of the enterprise finance systems of the University.

2. Definitions, Terms, Acronyms

Workflow - a depiction of a sequence of operations, declared as work of a person, work of a group of persons, or work of an organisation. In the case of UniFi, the system defines workflows which a number of staff can participate in, depending on their role. The process of entering and transferring information within the system is defined as a workflow.

Work List - A digital in tray that is used to access workflow tasks that need to be completed by a user.

3. Procedures Scope/Coverage

These procedures apply to all University staff.

4. Procedures Statement

Section 15 of the Financial and Performance Management Standard 2009 states that the University must establish systems to manage its financial resources.

Section 27(3)(a) of the Financial and Performance Management Standard 2009 states that, in developing and implementing the financial information management system, the University must apply the mandatory principles contained in the information standards issued by the Queensland Government Chief Information Office (QGCIO). QGCIO provides Queensland Government agencies with guidance and support on improving the delivery of Queensland Government services and developing best practice approaches to ICT management.

FBS offers and supports a number of financial information systems which assist with the financial management of organisational units.

The UniFi system was implemented 5 January 2009 to manage the financial management of the University’s finances. 

5. UniFi Finance System

There are four main components of the UniFi system. They are:

1.   Web-based UniFi application

2.   Database

3.   Business Objects - access to data warehouses

4.   Interfaces to external systems.

The UniFi System Diagram is as follows:

5.1 Workflow

A number of pre-defined workflows have been configured in the UniFi system. Workflows are established for particular types of transactions. The role that a person plays in a particular workflow will depend on their role within UQ and the work they are required to perform for the University.

A work list for a particular user defines the tasks they need to undertake. A work list is effectively a digital in tray. The key information shown in a UniFi work list includes:

  • Origin of the request
  • Date request was entered
  • Current status
  • Link (hyperlink).

The work list is used to identify which work should be completed next by a user.

Information is entered into the system via the web-based applications or is transferred electronically via interfaces. All financial data is held in a central database, which is copied nightly to the University’s data warehouse system known as Business Objects. Management reports can be produced either directly from UniFi or from Business Objects.

5.2 Access to UniFi

UniFi can be accessed from the my.UQ home page. In order to access the system, the user requires a logon and password.

A logon and password for UniFi will not be provided unless the user has completed the training that relates to their UniFi role.

The UniFi Access Application/Financial Delegation Form needs to be lodged to request access to UniFi or for registering a Financial Delegate with FBS.

5.3 UniFi system components

5.3.1 Web-based UniFi applications

The 11 modules of the web based system are as follows:

  • General Ledger
  • Accounts Payable
  • eProcurement
  • Purchasing
  • Billing
  • Accounts Receivable
  • Asset Management
  • Grants
  • Contracts
  • Projects
  • Cash Management

The modules have complex relationships and interdependencies. However, the end objective is to ensure that data is entered on a timely basis and that reports are produced on a monthly basis to support management decision making.

As an example of the data flow, information is entered in the eProcurement module, which then flows to the Purchasing module. Once the purchasing process has been completed, data is transferred to the Payables module so that suppliers can be paid for goods and services provided. At the conclusion of the Payables processes, the final debit and credit entries flow to the General Ledger. The General Ledger – often referred to as the “GL” is the primary source of information for management and financial reporting.

5.3.2 Databases and Business Objects

Business Objects is a proprietary business intelligence tool developed and marketed by SAP. UQ uses Business Objects to combine and report on data from a number of University systems. Each database is known as a Universe and is designed to meet the specific needs of users and user groups.

5.3.3 Interfaces

The key interfaces to and from UniFi include:

  • CBA
  • Aurion
  • FigTree (Workplace Injury Management System)
  • LDAP (User Authentication)
  • Millennium (Library System)
  • OneStop Secure
  • SI-net
  • Travelex (Foreign Exchange Payments)

All information from the web-based applications and the interfaces are stored in the database. The database is then scheduled to update Business Objects every night, thus ensuring that reporting includes the most up-to-date information.

6. Non-Central Systems

The use of financial systems external to the UniFi Finance System requires a written submission to the Chief Financial Officer for consideration. The business case must outline the business requirement and proposed electronic financial platform for the processing, recording and extraction of financial data.

Areas of consideration include, but are not limited to:

  • System and data redundancy
  • Compliance
  • Application and data security
  • System development requirements
  • System maintenance framework.
Custodians
Chief Financial Officer
Mr Andrew Betts

Forms

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OneStop Product Setup Request - Form

OneStop Product Setup Request - Form

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Description: 

This form is used for requesting the setup of new product templates in the OneStop cashiering system.

Custodians
Chief Financial Officer
Mr Andrew Betts
OneStop Revenue Receipting User Access Request - Form

OneStop Revenue Receipting User Access Request - Form

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Description: 

Use this form to request access to OneStop Revenue Receipting System.

Custodians
Chief Financial Officer
Mr Andrew Betts
Online Payment Setup Request (UQ Payments) - Form

Online Payment Setup Request (UQ Payments) - Form

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Description: 

Use this form if you require a facility for accepting online payments (Credit Card and BPay).

See www.fbs.uq.edu.au/online-payments-system for further information.

Custodians
Chief Financial Officer
Mr Andrew Betts
UniFi Access Application/Financial Delegation - Form

UniFi Access Application/Financial Delegation - Form

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Description: 

Use this form to request addition and removal of access to UniFi.  Use this form to register a Financial Delegate with Finance and Business Services.

Custodians
Chief Financial Officer
Mr Andrew Betts
Custodians
Chief Financial Officer
Mr Andrew Betts
Custodians
Chief Financial Officer
Mr Andrew Betts