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    Finance

    General Overview

    Finance, funding and accountability services are provided largely by the Finance Unit of the Catholic Education Office Melbourne (CEOM).

    These services fall into two main categories:

    1. The administration of systemic funds and grants, and government accountability and reporting requirements, on behalf of the CEOM and the Catholic Education Commission of Victoria Ltd (CECV). This involves the spending of funds for the purposes for which they are granted. Finance staff work closely with the Grants Allocation Committees (Primary and Secondary) and other managers to ensure that all financial and accountability requirements are adhered to and comprehensively and accurately completed within required timeframes. Another service is the financial administration of the Catholic Education Long Service Leave Scheme Victoria (LSL).
    2. School accounting services, involving assistance to parish priests, school principals, business managers and school administrative officers with regards to financial and administrative accounting procedures, and government accountability and reporting requirements.

    These services are provided by:

    • regular visits to schools by finance officers
    • the provision of targeted training programs
    • the provision of nationally accredited qualifications for school administrative officers
    • access to a Finance Helpdesk.

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    Main Activities

    School Funding and 2015 Budget

    The Finance Unit, under the guidance of the Chief Financial Officer, provided financial parameters into the strategic planning framework for 2015 budgets to address projected funding shortfall for the Catholic system (due to low state government recurrent grant indexation and Multi-Enterprise-Agreement-driven salary increases). Following significant consultation with the Senior Leadership Team, the CEOM 2015 Budget was approved by the Executive Director and the final 2015 CECV budget completed for the approval by the CECV Board.

    Electronic Content Management (ECM) Project

    The BAS team play a lead role in conjunction with IT services in the implementation of the program that includes system implementation and organisational and business process change.

    The ECM Project will deliver a system that supports:

    • business process automation to improve workflows
    • records management (including legacy hard-copy records)
    • search and ancillary functionality (including reporting)
    • management of electronic documents (including permissions and integration with standard desktop applications)
    • storage of digital objects in any format.

    Australian Charities and Not-for-profits Commission

    The Finance Unit continued to advise schools on Australian Charities and Not-for-profits Commission (ACNC) developments with governance and financial reporting through National Catholic Education Commission (NCEC) representation on the ACNC Working Party.

    ICON

    The Finance and the Systems units continued to work with the ICON project team towards the successful implementation of eAdmin and eFin , which at this time is planned for January 2016.

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    CEOM Budget Allocations  for 2014

    The CEOM Budget Allocations graph for 2014 highlights that the major cost of running the Office is employment costs. The graph also shows the total budget commitment to training both school staff and CEOM staff and the final column shows the total budgeted operating costs of running all programs by the departments in 2014.

     

    Personal Story

     Molly-McQueen 

    Molly McQueen
    Year 12 student in 2014
    Avila College, Mount Waverley.
    Profoundly deaf and totally dependent on two cochlear implants to hear, Molly McQueen graduated from Avila College, Mount Waverley, at the end of 2014 with an ATAR of 84.6 and is now studying psychology and forensic science at Swinburne University.
     

    I think the best thing I can say about my time at Avila College is that they treated me as a normal person and made sure my disability didn’t stop me doing anything that I wanted to do at school. So many activities, like the Year 10 study trip to Italy, will stay with me for a lifetime.

    I always thought it must be pretty expensive to provide for someone like me, but when I stopped to think about everything Avila did it reinforced that I had the best time at high school.

    The personalised support I received was wonderful –from radio frequency microphones that transmitted directly into my ear and specialist computer equipment, to teachers being my ears at swimming carnivals and providing a note taker in Year 12 English.

    And it went well beyond funding. So many teachers were there for me, like Mr Johnson in Year 12 legal studies, who met with me one-on-one every week to make sure I understood everything. I got a study score of 40 and was so glad to be able to repay his commitment.

    I now want to help others and to work in the legal justice system, maybe with victims of crime, and also to mentor people with deafness, because not a lot of deaf students had the same access to funding and the same experience as me.

    I know I wouldn’t be where I am without Avila.

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    budget-allocations 

    Annual Budgets of CEOM Staff Groups and Units 2014

    The Annual Budgets of CEOM Staff Groups and Units 2014 graph represents the budgeted operational needs of the respective Office business units.

    annual-budgets 

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    Internal Audit program

    During 2014 the Finance Unit reported to the CEOM Audit and Risk Committee on internal audit issues including:

    • payroll
    • disaster recovery
    • integrated professional learning audits (extended).

    It also reported to the CECV Audit and Risk Committee on internal audit issues, including the:

    • Grants Allocation Committee (Targeted Programs)
    • VRQA.

    Revised school services model

    The School Accounting team, under the guidance of the Assistant Director of Business Advisory Services, undertook a review of the school servicing model and implemented a new and refocused service delivery in 2015.

    Accrual Accounting

    The outcome of this initiative is for all Catholic schools in the Archdiocese of Melbourne to have adopted accrual accounting by the start of the 2016 school year (subject to new changes to the current regulatory environment).

    The CEOM wishes to work with the Catholic Archdiocese of Melbourne (CAM) to confirm an agreed reporting framework for ‘the right to use’ land and buildings located at diocesan-owned parish primary schools.

    Online Annual Financial Statement (AFS)

    The online AFS was developed in 2014 and is ready for launching in 2015 to secondary colleges that use the accrual accounting method.

    The outcome of the project includes:

    • the ability to automate data extraction for previous years from CIS
    • enabling schools to edit the AFS data after upload
    • providing an approval process for the data capture
    • the output of the same three reports currently provided.

    Professional Learning Activities

    Category Participants
    Diploma of Management (contextualised for Catholic Education Primary School Administrative Officers) 18
    Primary School Administration Induction Program (held once per semester) 24
    Administrative Officers’ Forum (annual full-day forum) 76
    Total 118

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