back office questionnaire - cipfa

Welcome to the CIPFA Back Office Benchmarking Club 2013

Please complete this form and return it by Friday 4th October 2013.If you have any questions please contact Andrew Hill on 020 3117 1854, [email protected] or John Parsons on020 3117 1848, [email protected].

Please email [email protected] if incorrect:

Name of Authority:

Named Contact:

Title/Department:

Telephone Number:

Email Address:

• Questionnaire Deadline: Friday 4th October 2013

• Draft Reports Issued: Friday 18th October 2013

• Comparator Request Emailed: Friday 8th November 2013

• Comparator Request Deadline: Friday 15th November 2013

• Final Reports Issued: Friday 15th November 2013

• Additional Feedback Issued: Friday 29th November 2013

• Review Meeting (Leeds): To Be Confirmed

• Review Meeting (London): To Be Confirmed

TIMETABLE

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CIPFA Core Back Office Benchmarking Club2013

CONTACT DETAILS

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Core Back Office of 29 Copyright CIPFA 2013

Sample

Que

stion

naire

CORE BACK OFFICE CLUBSTAFF COSTING SHEETOnly enter data in lilac cells. Complete as at 31/03/2013 unless this figure is unrepresentative, in which case please provide representative figures.

A group of staff with same time allocation and other details can be entered in a single row; (show their total FTE)

Please ensure % time allocations add to 100% - check column E

Insert any number of new rows within the table after row 9 (copy row then Accountancy Other Benchmarked Finance

? ? ? ? ? ? ? ? ? ? ?

Ref Post FTE Annual Cost/FTE Check

Total Central FTE 0.00Total Central Cost

11.

Acc

ount

ancy

fo

r ot

her

bodi

es

insert-copied cells).

2. F

inan

cial

adv

ice

3. P

repa

ratio

n of

bu

dget

s

1. F

inan

cial

st

rate

gy &

pl

anni

ng

CENTRAL STAFF - Staff in Central Finance Section

7.Sys

tem

Sup

port

8. T

reas

ury

man

agem

ent

10.

Oth

er

acco

unta

ncy

func

tions

9. W

ork

for

LA

mai

ntai

ned

scho

ols

Non

-Fin

ance

Act

iviti

es

Inte

rnal

Aud

it

Ban

king

Cre

dito

rs

Deb

tors

Hum

an R

esou

rces

Pens

ions

Payr

oll

4. B

udge

t m

onito

ring

; fin

anci

al r

ecor

ds

5. P

repa

ratio

n of

fin

anci

al a

ccou

nts

6. T

echn

ical

re

sear

ch &

maj

or

proj

ects

Core Back Office - Staffing Sheet of 29 Copyright CIPFA 2013Sample

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Accountancy Other Benchmarked Finance? ? ? ? ? ? ? ? ? ? ?


Total Local FTE 0.00Total Local Cost

Accountancy Other Benchmarked Finance? ? ? ? ? ? ? ? ? ? ?


Total Police Authority/PCC FTE 0.00Total Police Authority/PCC Cost

Grand Total FTE 0.00Grand Total Cost

1. POLICE(a) Please include "Non-benchmarked Finance Activities under 10. "Other accountancy functions".(b) Please include "Work for Police Authority/PCC" under 11. "Accountancy for other bodies".(b) Please note separate section above for analysing Police Authority/PCC staff.

LOCAL STAFF - Staff based outside Central Finance Section

1. F

inan

cial

st

rate

gy &

pl

anni

ng

2. F

inan

cial

adv

ice

9. W

ork

for

LA

mai

ntai

ned

scho

ols

7.Sys

tem

Sup

port

4. B

udge

t m

onito

ring

; fin

anci

al r

ecor

ds

5. P

repa

ratio

n of

fin

anci

al a

ccou

nts

6. T

echn

ical

re

sear

ch &

maj

or

proj

ects

10.

Oth

er

acco

unta

ncy

func

tions

8. T

reas

ury

man

agem

ent

Hum

an R

esou

rces

11.

Acc

ount

ancy

fo

r ot

her

bodi

es

Inte

rnal

Aud

it

Ban

king

Cre

dito

rs

Deb

tors

Payr

oll

3. P

repa

ratio

n of

bu

dget

s

Pens

ions

POLICE AUTHORITY/PCC STAFF (Police Authorities only)

1. F

inan

cial

st

rate

gy &

pl

anni

ng

2. F

inan

cial

adv

ice

3. P

repa

ratio

n of

bu

dget

s

4. B

udge

t m

onito

ring

; fin

anci

al r

ecor

ds

6. T

echn

ical

re

sear

ch &

maj

or

proj

ects

7.Sys

tem

Sup

port

Non

-Fin

ance

Act

iviti

es

Inte

rnal

Aud

it

Ban

king

Cre

dito

rs

Deb

tors

Non

-Fin

ance

Act

iviti

es

SECTOR NOTES

Payr

oll

Pens

ions

Hum

an R

esou

rces

8. T

reas

ury

man

agem

ent

9. W

ork

for

LA

mai

ntai

ned

scho

ols

10.

Oth

er

acco

unta

ncy

func

tions

11.

Acc

ount

ancy

fo

r ot

her

bodi

es

5. P

repa

ratio

n of

fin

anci

al a

ccou

nts

Core Back Office - Staffing Sheet of 29 Copyright CIPFA 2013Sample

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Authority:Name:

Title/Dept:Telephone No:Email Address:

Please include here thoughts regarding difficulties completing the questionnaire or other general points about your service that you feel would be of interest to other members. Please do not use these cells to update contact information. Email any such amendments to us at [email protected].

(a) Gross Turnover ?

Expenditure

+ Service income

+ Other income (e.g. HRA for local authorities)

= Gross Turnover

Core Back Office Benchmarking Club 2013:Key Data & IT Systems

..

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2012/13Estimate

£'m

Overwrite if you disagree with the estimate

1. SIZE OF THE ORGANISATION

The white cells below have been pre-populated with the latest figures available to CIPFA. These cells cannot beoverwritten, but where figures are missing or you disagree with the estimate, please complete the purple boxes in thesecond column. For a full explanation of this section, please refer to the guidance.

COMMENTS

IMPORTANT GENERAL GUIDANCE

Guidance and definitions for this questionnaire can be found on the "Guidance" sheet. Please read this before completing the questionnaire. Throughout the questionnaire, you can link to the associated definitions and guidance by clicking on the white '?' in the top right corner of each section. To return to the questionnaire please click on the 'Questionnaire' tab at the bottom of the window. In order to try and reduce the problem we have of identifying zeros from missing data we have entered ‘..’ in all data entry cells and you will notice that formulae e.g. totals and carry-forwards all show ‘..’ before any data is entered. Only by overwriting all of the ‘..’ in a table will the total be generated so please do not leave any cells as they are. If the genuine figure is zero then please replace ‘..’ with 0. If the figure is not known/not available, please replace the ‘..’ with na. Please do not enter any comments or data outside the cells provided or within the return email, as these are processed automatically and your comment will not be seen. If you wish to make any comments, please enter these in the boxes below. Change of contact details should be e-mailed separately to [email protected].

Core Back Office - Key Data and IT of 29 Copyright CIPFA 2013

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(a) Outsourced Services ?

Accountancy

Audit

Banking

Creditors

Debtors

HR

Payroll

3. IT SYSTEMS(a) Accountancy

General ledger

Fixed asset system

Reporting software

Performance management software

(b) Audit

Audit management software

Audit interrogation software

Audit training software

Counter-fraud software

Risk management software

Is the risk management software integrated with your audit management software?

(c) Banking

Receipting software

Income management system

Software/system used

.. ..

--- please select --- ..

Version (e.g. 11i)


..


--- please select ---


--- select ---


--- please select --- ..Software/system used Version (e.g. 11i)

..

Not Outsourced --- please select ---


..







Software/system used Version (e.g. 11i)

Not Outsourced

Not Outsourced

Not Outsourced

Not Outsourced

Not Outsourced

If these functions are provided by means of outsourcing via an external contractor of via a shared services arrangement, please indicate the proportion outsourced and method in each case.

2. DELIVERY OF BACK OFFICE FUNCTIONS

% Outsourced



Outsourcing method

Not Outsourced


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(d) Creditors

Procure to pay (P2P)

Purchase order processing (POP)

Duplicate payments detection/avoidance

Accounts payable software

(e) Debtors

Sundry debtors system

(f) HR

HR system

Attendance management system

Recruitment software

(g) Payroll

Do you have integrated Payroll/HR systems?

Main payroll software

Does your system interface with Pension provider systems?

- LGPS

- Other

Software/system used Version: (e.g. 11i )

--- select ---

--- select --- --- select ---

Upload

--- select --- --- select ---Download



.. ..


..

--please select--

..

..

--please select-- ..


Version: (e.g. 11i)

Version: (e.g. 11i)


..


--please select--Version (e.g. 11i)

--please select-- ..

..

..


Sample

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(a) Costs Chargeable to Revenue Account 2012/13

? 1. Financial strategy & planning

? 2. Financial advice

? 3. Preparation of budgets

? 4. Budget monitoring; financial records

? 5. Preparation of final accounts

? 6. Technical research & major projects

? 7. Systems support

? 8. Treasury management

1-8 Sub-total (Benchmarked costs)

? 9. Work for own LA maintained schools

? 10. Other accountancy functions

? 11. Accountancy for other bodies

(b) Further Analysis - Other Accountancy Functions

Function

Total

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Insurance work

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Accountancy cost £'k

..

..

Please specify the main activities classed as 'Other Accountancy Functions' as per 1(a) line 10 above.

..

1-11 Grand Total 2012/13

..

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?

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?

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..

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?

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?

..

Outsourced Costs

? ?

..

Accom-modation IT

Other Central Charges

?

..

..

Other

..

....

..

..

Core Back Office Benchmarking Club 2013:Accountancy Questionnaire

?

FTETOTAL

Other Running Costs

1. COSTS

TOTAL COSTS

The light grey cells will automatically apportion amounts entered in the sub-total 1-8 row (but not Outsourced Costs) based on the staff costs. These may be overwritten if you do not agree with the calculated figures.Do not enter figures into the dark grey shaded areas.

If you use the staff costing sheet, these figures will carry through to this table, otherwise, you can overwrite the formulae in the staff cost column.

Please read the guidance sheet carefully before completing this section, especially if you are filling out the questionnaire for the first time. In order to achieve useful "like for like" cost comparisons the club has developed its own detailed definitions of what it counts as "Accountancy". Definitions for the various cost headings can be found by clicking the '?' symbol.

Staff Cost

....

..

..

..

..

Court of protection work

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..

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..

Core Back Office - Accountancy of 29 Copyright CIPFA 2013

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(a) QualificationsGive details of the qualification and training of staff (FTE)

Fully qualified (CCAB or equivalent)

Part qualified & other relevant qualifications (inc. AAT)

No relevant qualifications

Total (as per 1(a) FTE above)

Number of staff included above currently in active training for a relevant qualification

(a) Final AccountsPlease enter as dd/mm/yyyy. If not yet known, please provide best estimate.

Date that the Statement of Accounts was approved for audit

Were there any qualifications to the accounts?

(b) Budget Monitoring Reports ?How many times per annum are budget monitoring reports reported to the following recipients:

Senior Management Team

Committee/Cabinet/Board

Other, e.g. Senior Members

--- Select ---

2011/12

--- Select ---

..

..

..

3. OTHER INFORMATION

2010/11

If staff have more than one qualification, put them only once in the list as per their highest relevant qualification.

..

..

Balance Sheet

..

..

2012/13

..

..

..

..

..

Date that the external auditor gave their opinion of the accounts

Revenue

.. ..

..

?

Qualified (FTE)

2011/12

....Capital

..

..

2. STAFF QUALIFICATIONS

..

..

Cycle Time (days)

Core Back Office - Accountancy of 29 Copyright CIPFA 2013

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(a) Cost of Running Service ?

Staff (on payroll)

Agency staff

Bought-in audit/outsourced audit

Transport and travel

Other running costs

Total Direct Costs

Accommodation

IT

Other central charges

Total Indirect Costs

Total Cost

External Income - work for other bodies

Net Cost

(a) Use of Auditor's Time ?

Weekdays in the year

Total days pa (staff on payroll)

- Bank holidays (10 in 2012/13)- Annual leave (including extra statutory days)- Special leave (excluding maternity leave)- Sickness- Training

Available days (staff on payroll)

- Non-chargeable days (staff on payroll)

Chargeable days (staff on payroll)

+ Days from agency staff- Non-chargeable days (agency staff)

Chargeable days (in-house)

+ Bought-in days/outsourced days- Non-chargeable days (bought-in)

Total chargeable days

- Audit work for other bodies Total days for organisation

- Excluded workMainline audit days for organisation

Core Back Office Benchmarking Club 2013:

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2. CHARGEABLE AUDIT DAYS

2012/13Actual Days

260

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Audit Questionnaire

..

2012/13Actual Staff

FTE

..

..

..

..

..

..

1. COSTS

2012/13Actual Cost

£k

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..

..

..

..

..

Core Back Office - Audit of 29 Copyright CIPFA 2013

Sample

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(a) Summary Analysis of Mainline Audit Days for Organisation ?

Fundamental financial systems

Strategic and operational risks

Corporate governance

IT audit

Procurement/commissioning/contracts

Counter-fraud and investigation work

Consultancy/advice

Grant certification

Corporate support

Establishments – planned and reactive audits

Contingency

Total mainline audit days for organisation Total as in 2(a)

(b) Fundamental Financial Systems Audit, by System ?

Payroll

Debtors

Creditors (inc. P2P & POP)

Main accounting

Cash/bank

Budgetary control

Core integrated system

Procurement

Treasury management

Sector specific systems audit

Totald ays for Fundamental Financial Systems Total as in 3(a)

(a) Qualification Level ?as at 31/03/2013

Fully qualified

Part qualified & other relevant qualifications

No relevant qualifications

Total Audit Staff on payroll Total as in 1(a)


..

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Staff no.FTE

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4. STAFFING

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2012/13Actual Days

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3. BREAKDOWN OF AUDIT DAYS

2012/13Actual Days

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Sample

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The Organisation

Has risk maturity been assessed?

If so, what was the outcome?

Annual Statement

Does Internal Audit take the lead in preparing the Annual Governance Statement?

Do you audit the Annual Governance Statement?

Does Internal Audit take the lead in compiling the risk register?

Do you audit the risk register?

Audit Review

Have you conducted a review of Internal Audit effectiveness in the last 12 months?

Reporting to

Do you have a specific Audit Committee?

How many times did the Audit Committee meet in 2012/13?

If you do not have an Audit Committee where do you report to?

Where does the Audit Committee report to?

Audit Plan

What is the timeframe of your formally approved audit plan?

How often is your audit plan formally reviewed during the year? ---- please select ----

--- select ---

---- please select ----



--- select ---

--- select ---

..



--- select ---

--- select ---

--- select ---

5. CORPORATE GOVERNANCE

(please base answers on 2006 code of practice)


Sample

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1. BANK INFORMATION(a) Bank Charges 2012/13 Actuals ?

Summary bank charges Main bank:

Other banks (number)

Total bank charges

2. CARDS ACTIVITY & COSTS(a) Processing Activity 2012/13 ?

(i) Debit cards

(ii) Credit cards

Visa/MasterCard

Other

(iii) Payment cards (transact. costs)

Payment cards pence/trans

(iv) Payment cards (new & replacement cards)

Payment cards pence/trans

(v) External card processing charges

Charges from external card processing contractors/payment service providers (PSPs)

Name of main PSP

(vi) Charge-backs & compliance penalties

Charges for card charge-backs

PCI DSS Compliance penalties .. ..

Core Back Office Benchmarking Club 2013:Banking Questionnaire

..

..

..

Value of chargebacks

(£'000)

Number in 2012/13

Annual cost (£'000)

....


Effective rateNo. in issue at

31/03/13Annual cost

(£'000)

.... ..

.. .. ..

Effective rateAnnual cost

(£'000)Transaction

volume ('000)Transaction value (£'m)

..


..

--- please select---- ..

..

..

.... .. ..

..

Total recharges to customers

2012/13 (£'000)

..

.. .. ..

.. ..

Transaction volume ('000)

..

--- please select----

Transaction value (£'m)


Core Back Office - Banking of 29 Copyright CIPFA 2013

Sample

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(vii) Other cards issued by organisation (other than payment cards above in (iii))

Corporate/credit card

Prepaid cards

PO payout (barcodes etc)

Total card processing costs

Less: Income from recharges to customers (from 2(a)(ii))

= Total card processing costs (net)

How many merchant numbers are in operation?

3. PHYSICAL COLLECTION, COUNTING & MOVEMENT OF CASH(a) Costs 2012/13 Actuals ?

Total costs of collection, counting & movement of cash

Less: Income from recharges for processing for other bodies

= Total costs of collection, counting & movement of cash (net)

4. TOTAL BANKING COSTS(a) Costs 2012/13 Actuals ?

Staff

Running costs

IT costs - banking & payment systems

Bank charges From 1(a)

Card processing charges (net) From 2(a)

Physical collection, counting and movement of cash (net) From 3(a)

Direct costs sub-total

Central chargesIT

Accommodation

Other charges

Indirect costs sub-total

Grand total

Recharges for processing for other bodies

..

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Enter figures in £'000 Total costs(£'000)

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FTE Staff

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..

.. .. .. ..

No. in issue at 31/03/13

Effective rateTransaction

volume ('000)Transaction value (£'m)

.. .. ..

.. ..


Sample

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5. TRANSACTIONS 2012/13(a) Number of Receipt Transactions - By Method

By Method

Cash/cheque

Debit card

Credit card

Direct debit

Payment cards (AllPay, Co-Op, Santander, PP, PZ, PO etc)

Bank credits (including online banking)

Total receipt transactions by method

(b) Number of Payment Transactions - By Function ?

Creditors

Payroll

Other

Sub-total

Payments processed for other bodies

Total payment transactions by function

(c) Number of Payment Transactions - By Method ?

BACS/Fastpay

Cheque

Direct Debit

Corporate purchase/credit cards

Prepaid cards

Post Office payout (barcodes etc)

Cash (inc. petty cash)

Other

Total payment transactions by method

Difference 5(b)-5(c)

6. COMPLIANCE(a) Payments Security & Compliance ?

What is your PCI DSS merchant level?

Are you PCI DSS compliant for your merchant level?

Is chip and pin operational in your organisation?

Do you have an official money laundering policy?

Central (number)

Local (number)

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Central (number)

Local (number)

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Posted centrally (number)

Posted locally (number)

.. ..


Sample

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1. COSTS OF CREDITORS FUNCTION(a) 2012/13 Actuals ?

Please enter costs in £'000s e.g. if your staff cost is £100,000 enter 100

Direct costsStaff

Bought-in services

Other running costs

Sub-total

Indirect costs

IT

Accommodation


Sub-total

Outsourcing costs

Total cost

FTE staff

Core cost as above attributable to creditors work for other bodies

2. WORKLOAD(a) Number of Payments by Type - 2012/13 Actuals

BACS/Fastpay

Cheque

Direct debit

Pre-paid cards

Post Office payout (barcodes etc.)

Cash (inc. petty cash)

Other (e.g. CHAPS)*

Total

*Please describe 'other'

Value of payments

.. ..

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Number of payments

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Number of invoices paid

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Creditors QuestionnaireCore Back Office Benchmarking Club 2013:

..

[1] [2] [3] [4] [5] = [1] - [2] + [3] + [4]

Central Creditor Non-core costs

..

Core Creditor cost from

Procurement Core

Creditors' cost

.. .. ..

Central Creditor total costs

..

....

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Local batching & data input- + =+

Core Back Office - Creditors of 29 Copyright CIPFA 2013

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(b) Number of Invoices/Transactions - 2012/13 Actuals (or best estimate) ?

HTML/XML/similar (e-invoices)

Consolidated invoices

Invoices from feeder systems

Purchase/credit cards

Other - processed within creditors section (or IT)

- processed within other departments

Total

of which:-

Invoices attributable to Creditors work for other bodies

How many individual purchase orders were raised in 2012/13 (main creditors system)?

Number of invoices matched to purchase order (main creditors system)

of which, matched automatically

What tolerance levels do you set for matching invoices to purchase orders?

3. SERVICE QUALITY(a) Invoices Paid On Time 2012/13 ?

BVPI8 Invoices

Of which: Paid within 30 days

Of which: Not paid within 30 days

(b) Payments With Errors 2012/13 ?

Duplicate payments identified pre-payment

Duplicate payments made

Incorrect amount/payee

Number of invoices in sample

%

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Number of invoices

Value of invoices (£'000)

Number of invoices

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..Number

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%

..£

Target %

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Number of transactions

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Number of invoices

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..

Please count all invoices or other payables that are processed, paid and despatched by your Creditors section and assign them to the categories below.

If you only know the percentage of BVPI8 invoices paid on time and not the raw figures you can enter this in this cell

Core Back Office - Creditors of 29 Copyright CIPFA 2013

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1. COSTS 2012/13(a) 2012/13 Actuals (£'000) ?

Direct costsStaff

Enforcement costs

Bought-in services

Other running costs

Sub-total

Indirect costs

IT

Accommodation

Other central charges inc. cashiers

Sub-total

Outsourcing costs

TOTAL cost

FTE staff

Core cost as above attributable to work for other bodies

2. WORKLOAD 2012/13(a) Invoices, income ?

Organisation work

Debtors work for other bodies

Grand total

(b) Additional debt information

Number/value of credit notes 2012/13 (organisation work only)

£'000 £'000

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£'000

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£'000


Central debtorssection costs

Non-core costs

Other depts. collection & enforcement

Core debtors cost

Debtors Questionnaire

[4] = [1] - [2] + [3]

..

Net debit in

2012/13

Amount collected

in 2012/13

Exact no. of invoices 2012/13

Debt brought

forward at 01/04/12

..

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..

[1] [2] [3]

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£'000

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£'000 £'000 £'000

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Value of invoices raised after

31/03/13

Amount written off

in 2012/13

Debt out-standing 31/03/13

£'000

..

£'000

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..

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..

Number Value £'000 Average value

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Core Back Office - Debtors of 29 Copyright CIPFA 2013

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3. PERFORMANCE 2012/13 (organisation only)(a) Collection performance - aged debt ?

Enter in £'000

as per 2(a)

Organisation total

Number of invoices (not in '000)

4. RECEIPTS INFORMATION(a) Receipts by type/method best estimates for 2012/13 ?

exclude inter-departmental payments

Cash/cheque

Debit card

Credit card

Direct debit

Payment cards (AllPay, Co-Op, Santander, PP, PZ, PO etc)

Bank credits (including online banking)

Total

5. RECOVERY(a) Debts subject to further action in 2012/13

Do you have a corporate debt recovery team?

(b) Invoicing/write-off thresholds for 'normal' sundry debts

Value below which debts:

- are not normally invoiced

- can be written off by most senior officer without prior approval by members

Frequency of reporting write-offs:

Written off under delegated powers

Sent to management/committee for approval

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Value (£)

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Debt out-standing 31/03/13

0-29 days30-59 days

> 365 days

90-119 days

120-365 days

£'000 £'000 £'000 £'000

60-89 days

£'000 £'000 £'000

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Number of receipts

Value of receipts £'000

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Core Back Office - Debtors of 29 Copyright CIPFA 2013

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(a) Staff at 31st March 2013 ?

Please ensure that Grand total for Organisation FTE in (i) and (ii) agree

(i) Employee Numbers

Full-time employees

Part-time employees

Grand total for organisation

Employees with zero hours contracts,NOT included above e.g. Bank/Casuals

(ii) Employee Contracts

Permanent Contract

Fixed Term Contract

Grand total for Organisation

Employees with zero hours contracts,

NOT included above e.g. Bank/Casuals

(iii) HR Work for Other Bodies

Total (see A7(a))

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Core Back Office Benchmarking Club 2013:Human Resources Questionnaire

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1. ORGANISATIONAL NUMBERS

FTEHeadcount

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Number of employees

(headcount)

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Number of employers

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Number of contracts FTE

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Number of employee contracts

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Core Back Office - HR of 29 Copyright CIPFA 2013

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(b) Employee Turnover ?

Headcount at 31st March 2012

Numbers leaving the organisation

Numbers joining the organisation

Headcount at 31st March 2013 as per 1(a)(i) excluding those on zero hour contracts

Internal staff movements in year:

Number of internal transfers

Number of staff who have been redeployed (incl. on medical grounds)

Total

(c) Organisation Costs 2012/13 ?

Total Paybill

of which those with zero hour contracts

Agency Staff

of which long-term agency staff (more than 10 weeks)

(d) Organisation Sickness Absence ?

Avg days per FTE Short-term Long-term

All Staff % %

(a) ?

Days

(b) Disciplinary Actions (HRS8) ?

Formal cases of disciplinary action

Organisation FTE

Cases of disciplinary action per 1,000 FTE

(c) Grievances (including harassment)

Formal Grievances

Organisation FTE

Grievances per 1,000 FTE

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FTE £'000s

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£'000s

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Own organisation -

headcount

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Work for other bodies -

headcount

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2. ORGANISATION PERFORMANCE

% <= 20 working days

% >20 working days

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Average elapsed time (in working days) from a vacancy occurring to the acceptance of an offer for the same post (HRS4)

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Average elapsed time (in working days) from a vacancy occurring to the acceptance of an offer for the same post ..

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Headcount

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Numbers

Numbers

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(a) Organisation HR Resources ?

HR COSTS

Direct Costs Staff

Bought-in services

Other running costs

Subtotal

Indirect Costs Accommodation

IT


Subtotal

Outsourcing Costs

TOTAL HR COSTS

of which work for other bodies

TOTAL HR FTE

of which work for other bodies

(a) Qualifications ?

as at 31.03.2013

Full CIPD

Part qualified CIPD & other relevant qualificationsNo relevant qualifications

Total HR FTE (as per 3(a) above)


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3. HR RESOURCES 2012/13

(£'000) (£'000)Central HRTotal Costs

(1)

Central HRNon-Core

(2)

Local HRCore (3)

CORE HR Costs:

= (1)-(2)+(3)

(£'000) (£'000)

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Central HR Core FTE

Local HR CoreFTE

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4. CORE HR STAFF 2012/13

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Total CoreFTE

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1. COSTS

(a) 2012/13 Actuals ?

Direct Costs

- Staff

- Bought-in services

- Postage & distribution

- Other running costs

Indirect Costs

- Accommodation

- IT

- Other central charges

Outsourcing Costs

Gross cost

Income: Miscellaneous

Net cost

FTE staff

2. NUMBER OF EMPLOYEES PAID AND PAYSLIPS PRODUCED(a) 2012/13 Actuals ?

Number of employees (including other bodies):

Weekly paid

2-weekly

Monthly/4-weekly

Pensioners

Total

Annual number of payslips/payments:Input centrally

Input in other departments

Total

Core Back Office Benchmarking Club 2013:Payroll Questionnaire

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.. .. ..Negative input TotalPositive input

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[3] [4] = [1] - [2] + [3]

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Please read the Payroll Definitions and guidance sheets before completing. Click this link to view

Central costsBenchmark Payroll cost

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Local costsNon-core costs

[1] [2]

- + =

Core Back Office - Payroll of 29 Copyright CIPFA 2013

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Of total employees:

Payroll work for other bodies

Number of Employer Annual returns (P35's) completed in 2012/13?

3. OTHER WORKLOAD MEASURES(a) Payments With Errors ?

Total number of payments containing an error

% Total payments containing an error

4. AUDIT(a) HMRC

Did your Payroll section have an HMRC audit/compliance check in 2012/13?

If yes, were you assessed as being low risk or not low risk?

--- select ---

--- select ---

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Total for year

Total for year

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Annual no. of Payslips/Payments

No. of Employees/ Pensioners

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No. of organ-isations

Core Back Office - Payroll of 29 Copyright CIPFA 2013

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(a) Delivery of Front-Line Services

Leisure & Culture

Grounds Maintenance

Refuse

Housing

Are you an LSVT authority?

(a) Accountancy work for other bodies

Police

Fire

Housing Associations, ALMOs, Trusts (incl. Leisure etc.)

Schools/Academies

Other Local Authorities

Other*

Total

Total as in Row 11 of 1(a)

*Please specify other

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Accountancy cost £'k

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Not Outsourced --- please select ---

Sector Specific Data: Local Authorities

A1. ADDITIONAL KEY DATA

If these functions are provided by means of outsourcing via an external contractor or via a shared services arrangement, please indicate the proportion outsourced and the method used in each case.

Outsourcing method% Outsourced

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--- select ---

A2. ADDITIONAL ACCOUNTANCY INFORMATION

..

No. of other bodies

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Work for other bodies




Not Outsourced

Not Outsourced

Not Outsourced

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Core Back Office - Additional Info of 29 Copyright CIPFA 2013

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(b) Accountancy FTE, Cost and GRT by Service2012/13 Actual

Please give the proper allocation of the cost of accountancy across the following service headings.

Education Services (excluding own LA Schools)

LA Schools (Total including Trading A/c = 1(a) row 9)

Education (including LA Schools)

Adult Social Care

Children's Social Care

Housing - HRA

Housing - General/Council Fund

Cultural, Environmental, Regulatory & Planning Services

Highways & Transport Services

Public Health

Fire & Rescue Services

Central Services

All Other Expenditure

Total

Total including trading accounts should equal the total of rows 1-9 in 1(a)

(c) Further Analysis - Accountancy for Central Services2012/13 Actual

Please provide the breakdown of the figures given above for the Central Services.

Total Accountancy Cost

Corporate and Democratic Core (CDC)

Central Services to the Public

Other Operating Income and Expenditure

Non-distributed costs (NDC)

Total for Central Services (as A2(b) above)

(d) Statutory ReturnsPlease enter as dd/mm/yyyy. If not yet sent, please provide best estimate.

Date that CER form was sent to DCLG / NAW (CFR) / SG (RQ4)

Date that RA form was sent to DCLG / NAW / SG (POBE)

Date that RS form was sent to DCLG / NAW (RO) / SG (LFR)

Date that COR form was sent to DCLG / NAW / SG (CR)

Date that the unaudited WGAs were submitted to DCLG / NAW / SG

2011/12

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Total inc. Trading A/c

(FTE)

Total inc.Trading A/c

Cost £'k


GRT £'m

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2012/13

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2012/13

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2011/12

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?

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2011/12

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2012/13

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..2012/13

..2012/13

2011/12

2011/12

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GRT £'m

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(FTE)

Total inc.Trading A/c

Cost £'k.. ..

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(a) Audit Work for Other Bodies

Police

Fire


Schools/Academies


Other*

Total

Total as in 2(a)


(b) Breakdown of Audit Days

Establishments – planned and reactive audits

Non-schools

Own LA schools

Other*

Total Establishments - planned and reactive audits

Total as in 3(a)


(c) Fundamental Financial Systems Audit, by System

Sector specific systems

Council Tax

NNDR

Housing Rents

Benefits Admin & Council Tax Subsidy

Other*

Total sector specific systems audit

Total as in 3(b)


(d) Counter-Fraud & Investigations Work - NFI Related

Total days

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2012/13 Total Actual Days

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2012/13Actual Days

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No. of other bodies

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A3. ADDITIONAL AUDIT INFORMATION


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(a) Number of Receipt Transactions - By Service Type ?

By Service Type

HRA income

Council tax

NNDR

Parking tickets/fines

Other

Sub-total receipts processed for organisation

Receipts processed for other bodies

Total receipt transactions by service type

Total receipt transactions by method from 5(a)

Difference A4(a)-5(a)

(a) Workload

(i) Invoices from feeder systemsInvoices from feeder systems - HB

Invoices from feeder systems - Other

Invoices from feeder systems - Total

Number of invoices from feeder systems from 2(b)

(ii) Work for other bodies

Police

Fire


Schools/Academies


Other*

Total work for other bodies

Number of invoices for work for other bodies from 2(b)


Posted locally (number)

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Posted centrally (number)

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No. of other bodies

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No. of invoices

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A5. ADDITIONAL CREDITORS INFORMATION

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A4. ADDITIONAL BANKING INFORMATION

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No. of invoices

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(a) Workload Measures


Police

Fire


Schools/Academies


Other*

Total

Number of invoices for work for other bodies from 2(a)




Police

Fire


Schools/Academies


Other*


Total work for other bodies from 1(a(iii)


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No. of Employees

(Headcount)

No. of Employees (Contracts)

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A7. ADDITIONAL HR INFORMATION

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No. of other bodies

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A6. ADDITIONAL DEBTORS INFORMATION

No. of invoices

No. of employers

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Police

Fire


Schools/Academies


Other*


Total work for other bodies from 2(a)


Annual no. of Payslips/Payments

No. of organ-isations

A8. ADDITIONAL PAYROLL INFORMATION

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No. of Employees/ Pensioners

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back office questionnaire - cipfa

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