Finance and HR Department
ANNUAL PLAN 2010-11
100 DAY PLAN (ACADEMIC TERM ONE)
FINANCE AND HR DEPARTMENT
The coming academic year will see quite a considerable amount of change within the Finance and HR department with two new staff members. We will
therefore be focusing on the training and development of our team and also making sure our Standard Operating Procedures are up to date.
This will ensure that, as a support function, we provide the best level of service and support to the other departments within UPSU ensuring that we meet
our members’ needs.
For the year ahead, responsibilities will include:
TEAM DEVELOPMENT AND TRAINING
With a member of our team leaving on Maternity Leave in November, there is a need for the team to fully understand her work processes. There will
also be a new member of the team coming in on Maternity Cover and full training will need to be given to her along with constant support in her new
role. Training for the post will be pretty extensive as they are coming to us through the Graduate Internship Programme and therefore we will aim to give
her the best training and start in her finance career. Along with systems training, the team, with new and current members, will be undertaking a ‘Myers
Briggs’ session to assist with Team Development and help all team members understand each other and their individual working styles.
HR – PROCESS REVIEW
Work is to start on developing an HR strategy for the Union which should link in with the main strategy plan for the Union. This is likely to include
investigating the theory of what an HR strategy should be and the practicality of making it relevant to our organisation. There are also several other areas
to be focused on, one being the development of an induction pack. Our plan includes sourcing some local training on the subject for the HR Assistant
and researching and building a useful tool which can be put into use, trialled and assessed, by the end of the academic year. Other areas requiring
attention will be the addition of a recruitment and selection policy to our company procedures and also a review and assessment of our current appraisal
system. The HR Assistant is also studying toward a CIPD Certificate in HR Practice and successful participation of this course is her personal goal for
the year ahead.
STANDARD OPERATING PROCEDURES AND PROCESSES REVIEW
All team members will be developing Standard Operating Procedures (SOP’s) for main financial tasks by the end of the first term. The new SOP’s will be
linked to the Financial Regulations, insuring that processes for all key tasks are documented.
100 DAY PLAN
FINANCE AND HR DEPARTMENT/ ACADEMIC TERM ONE
Task Action Who KPI’s Due
Ensure all new employees are on Payroll and non returners TG Payroll records are always up to date and ready for Dec 10
Payroll Maintenance taken off. Monitor leavers on a regular basis. Prepare for new holiday pay arrangements in December.
new holiday pay arrangements.
Complete SOPs for all Key Finance Office Tasks to prepare Team SOPs available for all tasks and linked to new Dec 10
for new Financial Regulations document. Financial Regulations. Monitor regularly for
changes and improvements to procedures and
Arrange disposal of records prior to Jul 2004 from Portland TG & JW Finance office lever arch files ready for use in 2010 Oct 10
Villas. Move 2008 / 2009 records from Top Floor archive to / 2011 and all historic records were sent for
2009 / 2010 Financial Portland Villas. confidential destruction. Portland Villas is left in a
Records Transfer 2009 / 2010 records from lever arch files to archive safe and organised manner.
bags and then move to Top Floor archive.
Continue with all training and development as highlighted in Team All staff receive training where required. Dec 10
the training needs analysis EC able to perform her duties confidently.
Training and Development
EC to receive full training. Myers Briggs session 13.10.10 is completed to
and Team Development
Have some team building sessions. assist with the team development.
Arrange staffing and implement processes for finance at the Team All cash is safely counted, reconciled and banked Sep 10
Sports and Societies Fair C & S Fair. Arrange for extra Insurance and Security. quickly. Security is arranged to ensure safety of
cash during the Fair.
JW to continue training and EC to start training on Fortnightly JW & EC JW and EC able to process payroll independently Dec 10
Payroll Training Payroll and confidently.
Purchase Ledger Extend knowledge of P/L and P/O processing in preparation Team JW able to process purchase ledger independently Oct 10
of Rhiannon’s maternity leave and be able to provide assistance to EC
Complete a full cash flow for the Students’ Union for the PJV Cash flow completed. Regular checks in progress Dec 10
Company Cash Flow year, update and monitor on a regular basis. to monitor accuracy and updates made to cash flow
Complete an Investment Policy for the Students’ Union and PJV Investment policy written and in use to ensure Policy-end
Investment Policy and make initial investment. efficient use of S.U funds. Make investment and first term
Investments monitor progress of investments. Investment
Task Action Who KPI’s Due
Investigate HR strategies of other SU’s & gauge best EF Have a working document which can be reviewed Dec 10 &
Commence work on HR practice. and revised according to long term strategy plan of ongoing
strategy Produce rough draft for consideration/discussion. the Union.
Investigate various forms of induction training. EF Investigation is documented and assessed. Dec 10 &
Attend Chamber of Commerce training (or similar) if possible. Induction training course attended and information ongoing
Develop an induction pack
Request departmental feedback on induction requirements. incorporated into the planning.
in line with HR strategy.
Build an induction pack to trial/assess. Induction pack submitted for consideration.
Check online and legal sources regarding this policy. EF Have a rough draft policy prepared for review by Dec 10 &
Create a Recruitment & Investigate best practice in University & other SU’s. legal advisors. ongoing
Selection Policy. Create policy document for review by legal advisor. If legally approved, send draft copy to Unite &
Unison for consideration.
Attend classes and complete work & assignments on time EF 100% attendance & all assignments passed. Dec 10 &
Attend CIPD HR training and at an acceptable pass rate. ongoing