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Athabasca College (AU), Canada’s Open College, is devoted to eradicating limitations that limit entry and success inside university-level research and growing equality of instructional alternatives for grownup learners worldwide.
To assist their mission, AU outlined their “Think about” Technique, which was a five-year plan outlining strategic precedence outcomes for the establishment. Underpinning the execution and making certain alignment with their goals required a collaborative built-in planning course of. The problem was that the annual planning and subsequent forecasting processes have been a significant impediment because of the lack of transparency and entry to related well timed data for decision-making, leading to an absence of belief and collaboration. To repair this, Lengthy Huynh, Director of Resolution Assist, was introduced on board to work with the workforce to satisfy two goals:
- Roll out a Finance Enterprise Accomplice (FBP) Program, which centered on constructing a workforce of finance of us who might collaborate with school members and division heads on monetary/enterprise plans, reworking finance into advisors to the enterprise versus compilers and producers of stories.
- Streamline the built-in planning and forecasting course of, making it straightforward for customers to entry data, monitor variances in spend and initiatives and allow school members to re-forecast and in the end personal their numbers.
To help with this transformation, AU started working with us at ActionKPI—a Efficiency Administration Consultancy specializing in built-in useful resource planning—to assist outline a roadmap and phased method to re-architecting their planning processes and methods. The outcome was elevated belief and collaboration from all colleges and departments whereas growing the velocity and agility of the monetary reporting, budgeting and forecasting processes.
Challenges confronted
- Lack of transparency: The info for monetary reporting was nested inside totally different platforms with totally different ranges of entry. Funds homeowners struggled to know their budgets and had problem accessing related data, understanding variances all through the month and main as much as the quarter.
- Handbook and siloed budgeting: The budgeting course of relied on an antiquated system that was not user-friendly and disconnected from the principle ERP system. Budgets needed to be manually uploaded, making it difficult to combine actuals and forecasts.
- Restricted entry to information: Some information—reminiscent of HR and payroll—was troublesome to entry, hindering monetary evaluation and decision-making. They weren’t in a position to get insights into labour prices and make correct budgets and forecasts on one in every of their main value centres.
Earlier than implementing the answer, the monetary information was scattered throughout totally different platforms with various ranges of entry. Funds homeowners couldn’t simply entry their price range data, which brought on them to depend on particular people to elucidate stories as a consequence of siloed information and complicated nuances.
Moreover, Athabasca College’s budgeting course of was hindered by an unintuitive system that operated independently from their ERP system, Banner. Handbook uploads and an absence of integration between their previous system and Banner added to the complexity and time-consuming nature of the budgeting course of.
The journey begins: Improved price range visibility
After preliminary discussions with ActionKPI, Lengthy Huynh and the finance workforce noticed the chance to exhibit the facility of built-in useful resource planning by means of IBM Planning Analytics (PA).
The main focus firstly was on creating a variance and forecasting mannequin inside PA that mixed price range and precise information from supply methods in a user-friendly resolution accessible to varied stakeholders throughout the college. In contrast to their previous system, PA enabled each day automated uploads from their ERP and supplied well timed entry to totally different reporting hierarchies and variances, and it gave the power to drill down on transactional information. Funds homeowners might log in and examine their budgets at any time, clearly understanding their monetary place and empowering them to actively take part within the budgeting course of and take corrective motion to satisfy targets. This enchancment considerably enhanced transparency, belief and accountability amongst their varied price range homeowners.
“It was such a foundational change to how we seemed on the budgets—from a handbook add of knowledge that could be a month previous or perhaps a quarter previous to each evening. It modified the velocity at which we will make selections and see what is going on.” — Lengthy Huynh
The second section: Workforce and HR integration
As soon as the preliminary mannequin was constructed and information from Banner was built-in immediately with IBM Planning Analytics (PA), the main target turned to HR (particularly workforce) to raised perceive one of many college’s main value centres.
Beforehand, HR tightly guarded payroll data as a consequence of privateness necessities, leading to restricted entry and inadequate granularity.
To beat this problem, AU and ActionKPI developed a workforce variance mannequin inside PA that encompassed the FTEs and positions on the college, versus workers. Precise school payroll information by place was integrated into the mannequin, offering visibility into labour prices, emptiness value financial savings and headcount, whereas nonetheless sustaining information safety and privateness.
Having this workforce element allowed school members and departments to revise their FTE plans and subsequent labour prices, making a rolling forecast. This not solely improved the forecast accuracy however enabled AU to develop into extra agile inside the decision-making course of.
“Payroll is the most important piece of the expense pie, and a radical and correct understanding of it’s required for an correct forecast. Now, we will forecast by every place and see the influence in-month and into the longer term.” — Lengthy Huynh
To deal with privateness and information safety issues, the finance workforce collaborated with HR to find out the suitable wage element every price range proprietor might entry. Every supervisor can solely see wage particulars for workers inside their hierarchy and solely place numbers are proven somewhat than names. This enables managers the transparency and element required to make knowledgeable selections whereas sustaining ample safety and privateness.
Built-in useful resource planning: A holistic method
The journey continued with a deal with built-in useful resource planning. The college aimed to transition from closed-door decision-making to inclusive, built-in useful resource planning that concerned stakeholders from throughout the group.
Previous to this initiative, useful resource plans and proposed price range adjustments have been submitted as separate Excel information, resulting in collaboration challenges, model management points and handbook information entry.
ActionKPI built-in the price range and useful resource planning processes into IBM Planning Analytics (PA), permitting for a streamlined method. This additionally enabled a democratized course of the place price range homeowners collaborate with their Finance Enterprise Companions to replace their price range entries. This supported higher possession and eradicated the method of price range homeowners sending numbers to finance and finance doing the entry.
Beforehand, inconsistent finance data throughout totally different colleges and departments led to poor or inaccurate forecasting and budgeting practices.
The rollout of the Finance Enterprise Accomplice Program contributed to the success of the built-in useful resource planning course of by offering customized finance assist and advisory to every division. It was the monetary acumen, ardour for customer support and data-driven decision-making expertise of the FBP workforce—mixed with the streamlined planning processes and methods—that made it attainable.
“Earlier than, a whole lot of selections have been made behind closed doorways. Now, the college has moved to built-in planning, so it is rather inclusive. Nearly each price range holder is concerned within the course of versus simply finance.” — Lengthy Huynh
Finance Enterprise Companions, assigned to every division, labored intently with price range homeowners to exhibit how PA could possibly be utilized to enter, monitor and visualize price range adjustments over time.
This integration fostered collaboration, transparency and knowledgeable monetary decision-making all through the college.
By this mannequin, Athabasca College achieved improved forecasting consistency and high quality. The FBP mannequin wouldn’t have been profitable with out the implementation of PA, because it supplied the required infrastructure for efficient collaboration and assist between finance and price range homeowners.
Conclusion
The journey to boost transparency and belief inside the college’s monetary processes resulted in important enhancements.
By implementing IBM Planning Analytics and integrating budgets, actuals and useful resource planning, the college achieved higher visibility, streamlined processes and elevated stakeholder involvement.
The initiatives undertaken by Lengthy and his workforce not solely remodeled monetary decision-making but additionally contributed to a cultural shift in direction of data-driven decision-making and collaboration.
Learn more about IBM Planning Analytics
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