Todays Presenters

1
Welcome
2
Todays Presenters

• Sam Lorenti
• Financial Systems Analyst TIMS DSU
• Roxanne Baird
• Financial Systems Analyst TIMS DSU

3
Course Outline

• IMM overview
• A look at the system
• Adding and changing project details
• Changing approved project cashflows
• Funding, Expenditure and Summary tables

4
Course Outline (cont)

• Reports and logs
• Key points and action checklist
• Support arrangements and help
• Questions
• Exercises
• Course review

5
IMM Overview
6
What is the IMM?

• Investment Management Module
• Used to collect, manage and report on Capital
  Works information
• Replaces Capital Evaluation and Planning
  Information System
• DTF in-house designed web based system
• Falls under TIMS suite of programs
• Project based system

7
TIMS Framework
Adjustment Tracking Module
Eliminator Module
Budget Collection Module
Investment Management Module
Eliminator Module
Disbursement Profile Module
Periodic Actuals Reporting
Data Load Module
Input Module
Italics yet to be implemented
8
Who will use the IMM?

• Agencies
• enter capital investment plans
• enter funding and expenditure details for
  approved CWP
• enter EOY actuals and other adjustments to
  cashflows
• DTF
• review capital investment plans and recommend new
  capital works projects
• review and approve CWP actuals and adjustments to
  cashflows
• report on WOG CWP and prepare budget papers

9
Benefits of IMM

• Transparency of CWP approval process
• CIP and CWP reports on-line
• CWP funding and expenditure information on-line
• History of Capital Works information
• Improved data consistency between ATM, BCM and
  IMM

10
Key Features

• Approval process similar to ATM
• Look and feel of BCM
• System validations
• System generated project status
• Adjustments to project cashflows
• Interfaced with ATM for funding and expenditure
  data
• Project data copied from CEPIS to IMM
• On-line reports

11
A look at the system
12
Login

• Select Investment Management Module from TIMS
  Home Page
• Enter TIMS login and password

13
General Features

• Home page includes latest news, active agency
  adjustments and user ID
• Main menu with drop down selection boxes
• Selected agency will appear on screen
• Select Agency to switch to another agency

14
Adding and Changing Project Details
15
Status Flow
Create Capital Investment Plan Projects (Draft
Status)
16
Status Flow (cont)

• Agencies- Draft ? Delete- Draft ? Sought
• DTF Analysts- Draft ? Delete- Draft ??
  Sought- Sought ?? Recommended- Recommended ??
  Approved

17
Project Headings

• Existing headings have been copied across from
  CEPIS
• Agencies can add/edit/delete project headings and
  sub-headings
• Select a parent heading to attach sub-heading to

18
Adding a New Project

• Select a heading and/or sub-heading
• Enter a project title (mandatory)
• Select agency ranking (must be numeric)
• Select 1st CWP year
• Select a project type
• Enter longitude and latitude (mandatory)

19
Adding a New Project (cont)

• If co-ordinates are not required, tick box and
  enter a reason (mandatory)
• Enter scope and agency comments
• Enter positive cashflows (must be entered in the
  1st CWP year or later and beyond current year
  Budget column) (mandatory)
• Enter recurrent expenses
• Select Save Changes project ID allocated,
  project status Draft

20
Adding a New Project (cont)

• Select Sought project status changed to Sought
• If mandatory fields are not completed or
  validations fail, error message will appear on
  screen
• Cannot proceed further until errors have been
  rectified
• Agencies to advise DTF Analyst when new project
  sought

21
Obtaining Longitude Latitude

• Use Map Viewer on Landgate website
• www.landgate.com.au
• Must subscribe and download software

22
Approving a New Project

• DTF select Importance, Benefit and Achievability
  rank (mandatory)
• DTF select Recommend status changed
• After ERC approval DTF select Approve status
  changed

23
Approved Project Statuses2004/05

• New Works projects with cashflows starting
  after 2004/05
• Works in Progress projects with cashflows
  before or during 2004/05 AND after 2004/05
• Completed projects with cashflows ending in
  2004/05

24
Changing Project Details

• Select Project Map to choose project from list or
  type in ID
• Select All Projects from list if status unknown
• Select status from list if known
• Click on Show/Hide Sub-Projects to
  expand/compress list
• Click on selected project to go to update screen

25
Changing Project Details (cont)

• DTF users can make changes in any status
• Agencies can only make changes in Draft
• Remember to save changes before exiting

26
More on Project Details

• Can move directly to another project if ID known
• Actual-to-Date can be updated this year only
• Actual-to-Date all actuals up to end of last
  year
• Estimated Exp to 30/6/05 Actual-to-Date plus
  EOT current year
• Estimated Total Cost Estimated Exp to 30/6/05
  plus next budget plus all out years

27
Changing Approved Project Cashflows
28
Requesting Project Cashflow Changes

• Agencies request cashflow changes via Cashflow
  Adjustment screen
• Select project from list or type in ID
• Existing cashflow details displayed in top box
• Enter adjustment details in second box
• Cannot enter adjustments that cause existing
  cashflows to be negative
• Cannot enter adjustments in years prior to 1st
  CWP year

29
Requesting Project Cashflow Changes (cont)

• Enter comments in third box (mandatory)
• Add another project by selecting from list
• Click on Submit to DTF when data complete
• If mandatory fields incomplete or validations
  fail, error message will appear on screen
• Cannot proceed further until errors have been
  rectified
• Agency cannot change adjustment after submitted

30
Approving Project Cashflow Changes

• Agency will appear in Active Adjustments on Home
  Page
• Click on agency to go directly to adjustment
• Treasury user can make changes or delete
  adjustment
• Adjustment screen cleared after update
• Approved Cashflow Adjustment report

31
Funding, Expenditure and Summary Tables
32
Funding Table

• Contains agency Capital Works Program funding
  sources (cash basis)
• Funding data collected at whole of agency level
• Used to prepare Capital Contribution table in
  budget statements
• Most data extracted directly from ATM Cashflow
  Statement
• Some data entered directly in IMM

33
Funding Table (cont)

• White cells are editable data entry allowed
• Green cells are read-only data entry not
  allowed
• Blue hyperlink categories are drawn directly from
  ATM Approved Cashflow Statement
• Click on hyperlink to see linked TIMS accounts
• Refresh screen by selecting another menu option
  then return to Funding

34
Reconciling the Funding Table

• Variance Total CWP funding approved project
  cashflows
• Should be zero at certain times
• ATM adjustments for new CWP chart numbers may be
  required
• YEFA required before 2003/04 can be reconciled
• Internal Funds and Balances and Other amounts
  must be substantiated

35
Reconciling the Funding Table (cont)

• Budget 2004/05 column may not reconcile if ATM
  Cashflow Statement amounts are incorrect
• Documents to assist in initial reconciliation-20
  04/05 Budget Statements Capital Contribution
  table-ATM Approved Cashflow Statement (detail
  version with account ID shown)
• Update Funding table if total approved CWP
  project cashflows change

36
Expenditure Table

• Contains agency Capital Works Program expenditure
  (cash basis)
• Expenditure data collected at whole of agency
  level
• Used to prepare Capital Spending Aggregates table
  in budget papers
• Most data extracted directly from ATM Cashflow
  Statement
• Some data entered directly in IMM

37
Expenditure Table (cont)

• White cells are editable data entry allowed
• Green cells are read-only data entry not
  allowed
• Blue hyperlink categories are drawn directly from
  ATM Approved Cashflow Statement
• Click on hyperlink to see linked TIMS accounts
• Refresh screen by selecting another menu option
  then return to Expenditure

38
Reconciling the Expenditure Table

• Variance Total CWP expenditure funding
• Should be zero at certain times
• ATM adjustments for new CWP chart numbers may be
  required
• Update Expenditure table if total funding changes

39
Changes to TIMS Accounts

• Several TIMS Cashflow accounts changed and
  created (see handout for details)
• Separate CWP funding from other funding
• Allows data for IMM to be extracted directly from
  ATM
• Reduced data entry in IMM
• Improved consistency between IMM and ATM

40
ATM Adjustments

• Agencies may need to enter ATM Cashflow
  adjustments
• Amounts for Funding Included in Output
  Appropriations in Capital Contribution table need
  to be transferred to new account 617100009 for
  all relevant years
• Other adjustments may also be necessary
• Transfer CWP funding to correct CWP accounts for
  all relevant years

41
ATM Adjustments - Example

• Amounts listed in Capital Contribution table of
  550,000 in 2004/05 and 2005/06 for Funding
  Included in Output Appropriations
• Funding table contains no values for this
  category
• ATM adjustment to transfer 550,000 to 617100009
  Amount Received to Fund Outputs Receipts
  Capital Works Program

42
ATM Adjustments - Example (cont)
43
Summary Table

• Summary of project, funding and expenditure data
• Includes approved CWP projects by status and
  funding, expenditure and variance totals
• Second box summarises all projects by status
• Electoral projects summary if used

44
Reports

• All IMM reports are listed under Reports in the
  main menu.
• Currently 5 reports are available
• All reports have a Print Version available for
  better print quality
• Print Version available on some screens also
• Change internet settings to include background
  colours

45
Logs

• Used to track changes in system
• Currently 5 log types-Project-Cashflow-Recurre
  nt-Funding-Expenditure
• Refine search by date, agency, project or user
• Details include agency, project, year, field
  name, old and new values, time, date and user

46
Key Points to Remember

• Save changes before exiting
• Concept Approval form for new projects is still
  required
• Enter all project details if possible and avoid
  ranking all projects 1
• Agencies can only make changes to project details
  in Draft status
• Agencies cannot change Cashflow Adjustments after
  they have been submitted to DTF

47
Key Points to Remember (cont)

• ATM adjustments may be required if amounts in
  Funding and Expenditure tables are incorrect
• Update Funding table if total approved CWP
  cashflows change
• Update Expenditure table if total funding changes
• Agencies must be able to substantiate Internal
  Funds and Balances and Other in Funding table

48
Action Checklist
See handout
49
Support Arrangements

• Contact your DTF Analyst for any Capital Works
  process related issues (due dates, approval
  process, funding arrangements etc)
• Contact the TIMS Helpdesk on 9262 1344 for any
  IMM system related issues (logins, general
  functionality, training etc)

50
Help

• Help screens are currently being developed
• Click on Current Screen Help or Help Index at top
  of page when available

51
IMM go live date 28th September 2004
52
Questions?
53
Exercises

• TIMS login
• Please dont log off

54
Course Review FormThank you for attending