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Financial Department
16 juni 2015
Ton Zweekhorst
Topics
• Facts and Figures Hubrecht Institute/CBS
• Financial Department
Facts & Figures Hubrecht Institute
Income 2014
Facts & Figures Hubrecht Institute
Costs 2014
Exclusive costs real estate (€ 1.5 mio)
Facts & Figures CBS
Income 2014
Facts & Figures CBS
Costs 2014
Projects36%
Groups20%
Support44%
Financial Department
•Project Administration
•Purchase Support
•Institute Administration
Financial Department
Project Administration (PA)
Don van Velzen John de Bruin Eddie Pauptit
Project Controller Project Administrator Project Administrator
Financial Department - PA
Involvement:
•Application (Financial paragraph)
Financial Department - PA
Involvement:
•Application (Financial paragraph)
•Administration set up (Oracle: set up project; distribution Personnel and Material)
Financial Department - PA
Involvement:
•Application (Financial paragraph)
•Administration set up (Oracle: set up project; distribution Personnel and Material)
•Administration (Realization costs and invoices)
Financial Department - PA
Involvement:
•Application (Financial paragraph)
•Administration set up (Oracle: set up project; distribution Personnel and Material)
•Administration (Realization costs and invoices)
•Advice (quarterly overview project; optimization usage budgets)
Financial Department - PA
Involvement:
•Application (Financial paragraph)
•Administration set up (Oracle: set up project; distribution Personnel and Material)
•Administration (Realization costs and invoices)
•Advice (quarterly overview project; optimization usage budgets)
•Accountability (financial reports; contact accountants and subsidizing parties)
Financial Department - PA
Don van Velzen John de Bruin Eddie Pauptit
Project Controller Project Administrator Project Administrator
Financial Department
Purchase Support (PS)
Irma Versluis Esther Hazendonk
Operational Operational
Administrator Administrator
Financial Department - PS
Involvement:
•Instruction users (introduction and tips & tricks)
Financial Department - PS
Involvement:
•Instruction users (introduction and tips & tricks)
•Processing requirements (orders per supplier)
Financial Department - PS
WORKFLOW REGULAR
Requisition < € 2.000 € 2.000 < requisition < € 10.000 requisition > € 10.000
Requisitions
Fin DeptOrder
Head of Fin DeptApproval
SupplierSupplierConfirmation Confirmation
Fin DeptOrder processing
PIApproval
Shopping list (Excel) Group
Technician
SupplierConfirmation
Fin DeptOrder processing
Shopping list (Excel) Group
TechnicianRequisitions
Fin DeptOrder
Fin DeptOrder processing
Head of Fin DeptApproval
Shopping list (Excel) Group
TechnicianRequisitions
Fin DeptOrder
Financial Department - PS
Involvement:
•Instruction users (introduction and tips & tricks)
•Processing requirements (orders per supplier)
•Information regarding price and delivery (contact between supplier and purchasers)
Financial Department - PS
Involvement:
•Instruction users (introduction and tips & tricks Oracle)
•Processing requirements (orders per supplier)
•Information regarding price and delivery (contact between supplier and purchasers)
•Processing invoices without orders (import requirements of received invoices)
Financial Department - PSWORKFLOW INVOICES WITHOUT ORDER/ EXPENSE CLAIMS
Exceptions:1 Freezers and internetaccounts
The routing of four suppliers are excluded from this change (and will follow the current workflow): Life, Roche, IDT and Promega. Because of the supply system (freezers, internetaccounts) change in workflow is not desirable.
2 ATPInformation source is secretaries. When accompanied by mail of information workflow consists only of Financial Department.
Invoices
Fin Dept
Invoices < € 2.000 € 2.000 < Invoices < € 10.000
Invoices
Fin Dept
payment
Arrival
Fin DeptRequisition
Fin DeptOrder
Fin DeptMatch Invoice/Order
payment
TechnicianApproval
Head of Fin Dept
RequisitionFin Dept
Fin DeptOrder
Fin DeptMatch Invoice/Order
Arrival
Approval
Invoices > € 10.000
Invoices
Fin DeptArrival
Fin DeptRequisition
TechnicianApproval
Fin DeptOrder
Head of Fin DeptApproval
Fin DeptMatch Invoice/Order
payment
PIApproval
Financial Department - PS
Involvement:
•Instruction users (introduction and tips & tricks Oracle)
•Processing requirements (orders per supplier)
•Information regarding price and delivery (contact between supplier and purchasers)
•Processing invoices without orders (import requirements of received invoices)
•Tactical activities (discount; quality; terms of delivery)
Financial Department - PS
Tactical Activities•Negotiations done by researchers with lifelong experience with equipment and supplies
and with suppliers.•Negotiators are not a part of the Financial Department.•Financial Department offers administrative support.•Head of the Department is sparring partner concerning other considerations regarding
the purchase process (for instance European tender). •Outcome negotiations are placed on server; mail is sent to purchasing researchers.
John Overvoorde Stieneke van den Brink
Tactical Tactical
G:\Common\Pricing
Financial Department - PS
Irma Versluis Esther Hazendonk
Operational Operational
Financial Department
Institute Administration (IA)
Egwim van der Klocht Shantie Raghoebier
Sr. Financial Administrator Financial Administrator
Financial Department - IA
Involvement:
•Liquidity Control (Cash desk, Bank, Credit Cards)
Financial Department - IA
Involvement:
•Liquidity Control (Cash desk, Bank, Credit Cards)
•Sales Control (Institute Invoices, Debtors Control)
Financial Department - IA
Involvement:
•Liquidity Control (Cash desk, Bank, Credit Cards)
•Sales Control (Institute Invoices, Debtors Control)
•Reports Institute (KNAW; specifications)
Financial Department - IA
Involvement:
•Liquidity Control (Cash desk, Bank, Credit Cards)
•Sales Control (Institute Invoices, Debtors Control)
•Reports Institute (KNAW; specifications)
•Financial support (Calculations; Business cases)
Financial Department - IA
Involvement:
•Liquidity Control (Cash desk, Bank, Credit Cards)
•Sales Control (Institute Invoices, Debtors Control)
•Reports Institute (KNAW; specifications)
•Financial support (Calculations; Business cases)
•Oracle Authorization (new users; changes)
Financial Department - IA
Egwim van der Klocht Shantie Raghoebier
Sr. Financial Administrator Financial Administrator
Financial Department
Questions?
