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UWS Delegations Register

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Auto extraction from the Policy schedules all ... Auto generates signature forms and emails delegates about their delegation ... User-centric interface ... – PowerPoint PPT presentation

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Title: UWS Delegations Register


1
  • UWS Delegations Register
  • Presentation
  • Paul Woloch Director Policy and Governance, UWS
  • Ray Cauchi Developer, (TWEEK!)

2
  • UWS Delegations Register
  • University Context
  • In general universities are very decentralised
    organisations
  • Large number of staff with delegations (e.g.
    research delegations involving 229 researchers)
  • Large numbers of financial cost centres and
    projects
  • Complexity and diversity of purchasing
  • Extensive business travel
  • Consultancy and other commercial activities
  • Regular and extensive employment of casual staff
  • Audit Review at UWS in 2002 pointed to the need
    to devise an effective mechanism to maintain
    track of delegates and generate greater awareness
    of responsibilities. Delegations included in 2009
    UWS Audit Program.

3
  • UWS Delegations Register
  • What is it?
  • The Register is an online database that enables
    extraction of data of individuals holding
    delegations
  • Details of cost centre/project account
  • The category of delegation held by the
    individual
  • Auto extraction from the Policy schedules all
    relevant delegations
  • Effective dates on which the delegate holds
    authority (especially relevant for acting
    appointments)
  • The financial limit of any credit card
  • A complete audit record of all delegations held
    currently and previously
  • Notice that the delegates signature is in
    electronic TRIM file
  • A notes field to describe any restriction or
    change to a delegation
  • Accessible via web browser from any location

4
  • UWS Delegations Register
  • What is it?
  • The Register also
  • Auto generates signature forms and emails
    delegates about their delegation and when it
    changes
  • Emails delegates when acting in positions and
    sends reminders on expiry
  • Has the capacity to email cohorts of delegates
  • Provides complete audit records of all
    transactions in the Register
  • Enables the generation of tailored audit
    reports.
  • Provides searching facility to identify
    individuals or categories of delegates

5
  • UWS Delegations Register
  • Organisational Framework

6
  • UWS Delegations Register
  • The Solution (conceptually)
  • The system was designed so that it
  • Could be readily searched
  • Would facilitate business processing (finance and
    audit especially)
  • Could be comprehensive and accurate in its
    records of individuals and therefore auditable
  • Could be kept up to date
  • Contained cost centre, project code and credit
    card details
  • Was able to accommodate acting appointments
  • Could be intuitive and facilitate business
    processing
  • Auto generated forms and notices
  • Account code verification from Oracle financials
  • Would result in greater awareness of
    responsibility and accountability
  • Provided a reliable mechanism to handle specimen
    signatures

7
  • UWS Delegations Register
  • Uses of the Register
  • The Register is used for
  • Verifying that an individual has a delegation
  • Providing an auditable historical record of
    delegations held by individuals, including any
    acting appointments
  • Providing information to delegates about their
    delegation including cost account details over
    which they have authority
  • A searchable database to establish who might have
    authority over a particular account or list of
    delegates for a particular unit
  • Reinforcing with delegates their responsibilities
    with respect to the exercise of their delegations
    in a highly decentralised organisation

8
  • UWS Delegations Register
  • Uses of the Register
  • Examples
  • UWS processes some 5,000 invoices per month
    (2M-5M total). Prior to Register only random
    manual checks were possible now all
    transactions are checked.
  • Transactions incorrectly approved can be rejected
    with confidence also transaction can be quickly
    routed to appropriate delegate.
  • Submission of transactions with incorrect
    delegate has shown marked decline in frequency
    since the Registers advent.
  • Used to scope fraud investigations to immediately
    define extent of potential risk/exposure
    financial accounts, credit cards, staff
    delegations, historical record of the individual
    under scrutiny. Remedial actions such as
    suspension of delegations, monitoring etc. can be
    put in place quickly. Used in tandem with CAATS.

9
  • http//delegations.uws.edu.au/

10
UWS Delegations RegisterThe Search Engine
11
UWS Delegations RegisterSearch Results
12
UWS Delegations RegisterCreate Acting Record
13
UWS Delegations RegisterDeclaration Sample
Signatures
14
(No Transcript)
15
  • UWS Delegations Register
  • QUESTIONS?
  • Contacts
  • ray_at_tweek.com.au
  • p.woloch_at_uws.edu.au

16
UWS Delegations Register The Solution
(technically)
  • Built on a foundation of Open Source Software
  • PHP 4 (currently operating in a PHP 5 environment
    via an Apache/Solaris cluster of web servers)
  • MySQL 4.1 Database backend utilising both MyISAM
    and INNODB transactional tablespaces as required.
  • Database abstraction via ADODB -
    adodb.sourceforge.net operable with database
    backends other than MySQL.
  • Smarty templating system smarty.php.net
    abstracts the presentational code from business
    logic.
  • Implements components of the PEAR library
    pear.php.net

17
UWS Delegations Register The Solution
(technically)
  • Design Methodologies/Standards
  • 3 Tier software design methodology implemented
  • Web Standards compliant and Accessible
  • WAI AA standard
  • CSS2/XHTML1 Transitional based layout (public
    site)
  • User-centric interface design methodology
  • Best practice techniques applied in database
    design, coding and security aspects.
  • Interface to Oracle Financials
  • Cost and Project codes are imported to the
    Register from Oracle Financials on a nightly
    basis.
  • Further potential to share data bi-directionally
    with Oracle Financials, via data feeds and web
    services.

18
UWS Delegations Register General System Features
  • Multi-user, multi access level authentication
  • Ability to Email system users with attachments
  • Application configuration (Administrators only),
    including
  • system email addresses
  • reminder email time limits
  • manual override of automated tasks, notification
    of last time of execution/failure to execute
  • University Divisions and Positions Management
  • Web page Content editing via WYSIWYG editor
  • FAQ/FAQ category management
  • Navigation management (public and admin sites)
  • Flexible reporting features exporting data to
    CSV files.

19
UWS Delegations Register Delegations Specific
Features
  • Centralised Delegate management ability to
    pre-date expiration of a Delegate
  • associated automated task that deactivates
    Delegates nightly
  • Delegations creation functionality
  • from scratch or by duplicating an existing record
  • Create Acting record
  • Amend existing insert end date, extend acting
    record, invalidate
  • Automatic generation and emailing of Delegation
    Declaration and Approval Form
  • Schedule creation and management (AJAX based)
  • Intuitive search facilities (public and admin
    sites)
  • Ability to export search results to CSV files
    (admin site only)
  • Ability to limit search results to current
    (default) or all current/expired/invalidated
    records
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