Policy Financial Management Financial Management and Control (FMPM 800 - FMPM 899) FMPM 810 Financial Management Information Systems

FMPM 810 Financial Management Information Systems

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Policy
Procedures
Other related documents

Intent

The intent of this policy is to set out the requirements regarding the establishment and maintenance of a financial management system.

Scope

This policy applies to all staff (including affiliates) and students.

Definitions

CFO: Chief Financial Officer

DAC: Digital Advisory Committee

FIMS: Financial information management system

Management Information System

Policy

The Chief Financial Officer (CFO) is responsible for developing, implementing and maintaining a financial information management system (FIMS) that efficiently, effectively and economically manages financial information.

The development, implementation and maintenance of the FIMS, including adequate internal controls, must:

provide for recording, storing, keeping, retrieving and destroying financial information (refer FMPM 930: Policy – Document Retention);
ensure compliance with the:
ensure that financial information is secure by enforcing:
- user access controls to prevent unauthorised users from accessing the system; and
- change management controls to prevent authorised software changes to the system.

Before establishing a FIMS or significantly changing an existing FIMS to maintain or increase functionality, a FIMS consultation must occur with the:

CFO
Digital Advisory Committee; and
Deputy Vice Chancellor, Services and Resources.

The details surrounding the implementation of a new FIMS or significant changing of a FIMS will be conveyed to:

Manager, Internal Audit; and

the University’s authorised auditor.

Related policy instruments

FMPM 930: Policy – Document Retention

Administration

NOTE: Printed copies of this policy are uncontrolled, and currency can only be assured at the time of printing.

Approval Details

Policy Domain	Financial Management
Policy Sponsor	Vice Chancellor
Approval Authority	Finance Committee
Date for next Major Review (in accordance with the Policy Handbook)	08/10/2026

Revision History

Version no.	Approval date	Approved by	Implementation date	Details	Author
21-1	08/10/2021	DVC SR	11/10/2021	Policy reviewed: position and committee titles updated, minor amendments to improve readability.	Manager, Financial Systems and Process Improvement
16-01	11/09/2016		12/09/2016	Reviewed with the following minor amendments: Changed link to new Queensland Government Enterprise Architecture Framework 2.0 Added User Access and Change Management as methods to ensure financial information is secure Changed staff to be consulted for FIMS changes Add staff to be provided information to for FIMS changes	Director, Financial and Business Services
15-01	09/09/2015		10/09/2015	Policy Sponsor and Approval Authority updated to reflect the approved Policy and Delegations Framework	Quality Standards and Policy Unit

Keywords	Financial Management Information System, FIMS
Contact person	Manager, Financial Systems