SAP Finance & Payroll Services. for Academies
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- Ashlynn Stevens
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1 SAP Finance & Payroll Services for Academies
2 Oxfordshire County Council 288 Schools from 20 pupils to 2,100 Full featured range of mainstream & special provision School budgets from 0.2m to 9.6m Qualified & Experienced Finance Support Staff AAT qualified as a minimum Senior officers CCAB part qualified with above 5 years schools experience Managers are CCAB or equivalent with substantial schools knowledge and commercial experience CIPFA Certificate in Financial Reporting for Academies Drive to improve services
3 One Stop Solution Fully integrated finance system Payroll services Budget planning/monitoring Benchmarking Best practice Value for money initiatives VAT and Corporation Tax Fund Accounting Final Accounts
4 Our Approach Ambition to offer a choice to academies in Oxfordshire and beyond Commitment to work in an open partnership with direct access to senior managers Develop both a robust structure for all academies and a tailored solution for the Academy Spirit of Learning and Continuous Improvement
5 Finance System Market leader in finance and human resources software OCC adopted SAP for Finance and HR system in 2002 Rolled out SAP to all Schools between
6 Finance System Academy has full control of access to it s own data Chart of Accounts meeting Academy requirements SOFA, GAG, Charities SORP Specific company code per Academy Groups of Academies in single controlling area Separated from OCC / Schools / and other Academies Tailored solution for Academies Utilising existing SAP licences at no extra cost Basic functionality remains the same and will be very familiar
7 Finance System
8 Finance System Key Differences Company Code: Q0?? not LA01 Chart of Accounts: QA01 All payments to staff and vendors will be via BACS Bank Accounts: Supports 1 or many accounts
9 Finance System Bank Account Options Multiple Bank Accounts Account 1 Income Account 2 Creditors BACS Payments Account 3 Payroll BACS Payments or Single Account Single Bank Account Income Creditors BACS Payments Payroll BACS Payments Guidance Separate accounts will provide logical separation and where there is a high volume of transactions this may aid resolution of issues. There will however be a requirement to ensure that monies are moved between accounts to ensure sufficient funds are available to meet payment commitments. Multiple accounts will require more effort to reconcile than a single account.
10 Finance System Key Differences Cost Centres Academy Trust School 1 School 2 School 3 Unrestricted Funds Restricted Funds (General) Restricted Funds (Fixed Assets) Endowment Funds GAG GAG Non GAG Non GAG
11 Finance System Key Differences Purchasing 5 payment runs per month All existing vendors will be available Individual logos and delivery addresses Purchase Orders New order type Company code
12 Finance System Key Differences Sales Accounts Payable Sales Invoices Invoices printed locally Academy responsible for own credit control
13 Finance System Key Differences Reporting Trial Balance GAG Reports (2A & 3) Budget Monitoring Reports (CC and GL based) Historical Reports (old School cost centres)
14 Finance System Citrix Access from anywhere via Web browser Added layer of security for remote access Platform Hardware and software hosted centrally Data integrity ensuring quality of data Regular system and data backups Built-in resilience in the event of hardware failure Included in OCC disaster recovery plans System infrastructure updates & maintenance System Availability 99.7%
15 Payroll Service Payroll Control Payroll Processed, balanced & posted to finance Costing report provided before payroll run E-filing to Revenue LGPS & Teachers monthly and EOY returns Monthly payments over & balancing of control accounts Logo on payslips
16 Payroll Service Pay & Employment Information Team Inputting, processing and checking of employment information remains the same Named HR / Payroll Officer Submission of spread-sheets / paperwork remains the same
17 Payroll Service Terms & Conditions Assumption that T&C s will remain the same Sickness, Maternities and other absence Pay Structure LGPS Assessments Differences No multiple employments with other schools No-one can be paid by cheque Additional manual calculations while history is built up New payroll numbers
18 Management Accounting Broad base of highly experienced qualified resource Available to offer tailored support and advice including: Advice and staff training on additional accounting requirements covering balance sheets, fixed asset accounting, accruals concept and cash flow management. Critical review of key finance processes to support business objectives and continuous improvement initiatives Performance measurement to support key stakeholder reporting requirements e.g. Budget Monitoring Advice on Value for money (VfM) initiatives
19 Leading Oxfordshire Accountancy Practice Resources of a large firm; personal service of a local one Significant education and charity sector expertise, blended with commercial experience Balance sheet accounting Fund accounting unrestricted, restricted and endowment Property, Pensions, Accounting policies Governors report in the financial statements Specialist support available VAT Dedicated tax team Governance and strategic advice
20 Support Access to knowledgeable and experienced support services Schools Finance Helpline System User Guides, Quick Guides, Hints & Tips Remote Support (Shadowing) Nominated Finance Officer Nominated PEI Contact ICT Servicedesk
21 Academy Finance User Forum Opportunity to share thoughts & experiences relating to Academy Finances Systems (SAP / BPS) Review of system functionality and associated processes Review of available support and identify any training needs Discuss & agree future development activities All Academies invited to participate Frequency Termly (6 weeks)
22 Implementation Plan 20 th Jul Week -6 Week th Aug 1 st Sep Week -4 Week -3 Week -2 Week -1 Data Gathering Configuration Testing School to provide Bank Account Details BACS User Number Cost Centres School Logo User Details Etc. We can help Pre-populated specification template Template & advice on cost centres Logo format and dimensions Guidance on conversion activities
23 Training Pre Go Live Introduction to SAP for Academies Post Go Live Bank Reconciliation On-Going L&D SAP for Schools Training Courses
24 Pricing Academy Pricing Policy Setup Costs Generic costs to be met by OCC with contribution from each Academy Costs specific to individual Academies will be passed on On-Going Costs Like-for-like prices for existing services Strategic intention to hold prices to schools Additional costs specific to the provision of services to Academies will be transparently passed on Option to spread costs (Direct Debit)
25 Pricing Finance Setup Costs Secondary = 9,900 / Primary = 7,450 On-Going Costs SAP Licence Maintenance SAP Base Charge (Technical Environment & Training) Management Accounting Support Same as Finance & SAP Support / Includes Helpline Payroll Setup Costs = 3,000 On-Going Costs - Linked to existing PEI charges
26 Useful Sources of Information OCC Intranet
27 Questions?
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