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

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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

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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

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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

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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 OPOP 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

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IOPAS (1st phase) – Remunerative Service for CUHK

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IOPAS - E-workflow

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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

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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

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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

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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

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Profile

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PAS Form

Please refer to Attachment 3

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PAS Form

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OP Allocation Record

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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

232323

OAR (1)

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OAR (2)

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Preparing OP Applications

Please refer to Attachment 4

Demo of IOPAS e-workflow

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Submission of OP Application

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Compliance Test

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Resolve non-compliance (1)

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Resolve non-compliance (2)

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PO – Vet OP Application

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Budget Holder/Bursary – Endorse/Vet OP Budget

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

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

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Payment Plan

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Recap IOPAS e-workflow1. (P/P) Prepare and submit Profile/OAR/PAS2. (P/P) Prepare and submit OPA (applications) 3. (IOPAS) Compliance check4. (P/P) Resolve non-compliance 5. (PO) Vetting 6. (Budget holder/BUR) Confirm budget 7. (Approval) Faculty Deans/Supervising Officers8. (P/P) Prepare payment plan9. (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

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 14th → count 1 month - start date between 15th and 28th → count 0.5 month - end date on or before 14th → count 0.5 month - end date after 14th → 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

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Payment Arrangement Enquire details of payment according to PP Display payment status

Final payment is not automatically released

“ Declare Completion “ Reminder email on outstanding declaration

Payment Arrangement

Monthly Payment

Monthly cut-off to effect OP payment via payroll

Reminder email on outstanding submission

Notification email to OP appointees

Pilot Run Pilot Programmes

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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 ForwardProduction 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