IFO WESTERN CANADA LOCAL CHAPTER MEETING MINUTES /

May17, 2016

IFO Members in Attendance: Donna Taylor (President), Kasia Gawor (Treasurer),Trudy Andrew, Val Ovis, Teri Ouellette, John Chyzyk, Cheryl Fisher
IFO Members attending via conference: Lisa Pichette, Joanne Des Roche,Diana Rawn,
Guests: Brian Bull (SI Systems), Kristi Main (SI Systems)

Copies: IFOand Western Canada members not in attendance, potential new members

Item #

/

Action

/

Description

/

Who

/

When

1.1.

/

IS

/ Introductions and Welcome
Thank you to The City of Calgary for hosting! We appreciate all members and guests attending in person and via conference! / ALL

2.

/

IS

/ Review of Minutes
  • Minutes were accepted by Trudy Andrew
/ ALL

3.

/

AI

/ Treasurer’s Report
Treasurer Report
Kasia reported the opening balance as at May 17th 2016 is $82.00.
See Treasurer’s Report attached. / Kasia

4.

/

IS

/ Round table discussions
Selling off Receivables
  • Factoring has been around a while, but with the economy struggling it has increased.
  • We discussed:
  • Factoring is used to save on payroll
  • For auditing, link factoring vendor to invoicing vendor in the vendor file
  • Companies giving discounts or deferring payment to discourage factoring
Efficiencies in AP
  • City of Calgary
  • AP workflow(Phase 1 – business process improvement) went live last week, will give more detailed update at the next meeting
  • SI Systems
  • Looking to introduce Concur software for OCR
  • Nexen
  • Uses Kofax for OCR
  • City of Edmonton
  • Busy with Fort McMurray Fire
  • Project delayed until Q1 2017
  • Access Pipeline
  • Cost management focused
  • No automation planned
Employee Engagement
  • Everyone is impacted by the fire in Fort McMurray and staff are stressed
  • Great opportunity to do a teambuilding activity to raise money for the Red Cross
  • Make your own sundae event - proceeds given to the Red Cross
  • Volunteering
  • U of L opened student residential suites to the evacuees
  • Outside meetings rather than boardroom meetings
  • Challenges
  • Assisting staff that are evacuated
  • Figuring out how to approve invoices on behalf of evacuated staff
  • Extra work raising credit card limits. During emergency, credit card transactions have increased
/ ALL
EFT Initiative
  • Telus:
  • Work with bank to help vendors sign up for EFT
  • C of E:
  • Vendor maintenance handled by Supply
  • Access Pipeline
  • Produce a report of vendors paid by cheque, send them a letter, follow up with email and phone call
  • SI Systems
  • Advertise their banking info on the invoices
  • Scan cheques at their desks for deposit to bank
Thanks to everyone for a great discussion!

5.

/

IS

/ Next Meeting – Sept20th, 2016
Agenda:
  • Employee Engagement
  • Project Updates
/ ALL
STANDING ITEMS

6.

/

DM

/ Membership/Recruitment Committee – Please note the update to the following committees for 2016 – 2017.
Membership Committee
Darlene Heninger
John Chyzyk
Topics Committee
Donna Taylor
Web Page
Donna Taylor / ALL

7.

/

SI

/ 2016 Meeting Schedule
Mar 22nd
May 17th
Sept. 20th
Nov. 22nd / ALL

8.

/

SI

/ 2016 Conference Schedule
  • Fusion Conference – Reno, NV – May 17-20, 2016
/

9

/

SI

/ IFO Certification Information
CAPP and CAPA Certifications Exam Windows are posted on their website.

Please contact the certification department at further information or
visit the IFO website / ALL

10

/

SI

/ Hosting & Cost Per Meeting
Cost per meeting is $5.00 for members, guests are not charged.
Receipts will be issued to those that require them.
Hosting company to invoice Kasia Gawor(Treasurer) for cost of coffee and food.
Hosting should be kept at a minimum cost; typically coffee & muffins are plenty.
Hosting companies that are invoicing the IFO Local Chapter for lunches or extras should provide advance notice to the President of the Local Chapter (Donna Taylor) to ensure the Local Chapter has enough funds to cover the costs. / ALL

11

/

SI

/ Local Chapter WEB page
Information is posted on a regular basis. We’ll also try posting our agendas and past presentations. Other content enhancements need to be initiated by us! Please bring forward any ideas or improvements you would like to see to:

Our local chapter information can be accessed using the following link;
/ ALL

12

/

SI

/ Who are we?
ACAD
  • Contact Cathy Fadden
Access Pipeline Inc
  • Contact Teri Ouellette
  • AP Staff – 2
  • Annual Invoices – 10 – 12K/Year
  • Corp Card – BMO Mastercard
  • AP System – Great Plains – no workflow or document management
Accounts Payable Chexs, Inc
  • Contact John Chyzyk
Agrium Inc
  • AP Staff 16 (centralized)
  • Annual Invoices = 120,000
  • P-Card info – Yes
  • AP System = SAP
  • Contact Darlene Heninger
Alberta Pension Services
  • Contact Jane Keller
Alliance Pipeline
  • Contact Jacqueline Walz
ATB Financial
  • Contact Juan Carlos Brahim
BC Hydro
  • Contact Hanif Dhrolia
/ ALL

12

/

SI

/ Who are we? Continued.
Calgary Public Library
  • Contact Chae Jun
Cameco Corporation
  • AP Staff 14 (centralized)
  • Annual invoices 145,000
  • P-card – just getting started
  • AP system = SAP
  • Contact – Doreen Smuda
City of Airdrie
  • Contact Lynda Adams
City of Calgary
  • AP Staff 29 (centralized AP)
  • Annual invoices 550,000+ transactions (lines)
  • CCC info – BMO MasterCard, software = details online
  • AP System = PeopleSoft 9.1
  • Contact Gaylene Knowler
City of Edmonton
  • Lisa Pichette
Credential Financial Inc
  • Contact Tekeste Birkie
Crescent Point Energy
  • Contact Colleen Gaetz
Esker Inc.
  • Contact Gina Leranth
Husky Energy
  • Contact Arthur Chow
/ ALL

12

/

SI

/ Who are we? Continued.
Murphy Oil Corp
  • Contact Melanie Currie
Lilydale, Inc
  • Contact Pam Hackett
Nexen Inc
  • AP Staff 26 (18 in Calgary, 8 in UK)
  • Annual invoices 155,000
  • P-Card info – VISA, Scotia Bank using Concur software
  • AP System = SAP
  • Contact Dale Frayn
Potash Corporation of Saskatchewan Inc.
  • AP Staff 31 (decentralized)
  • Annual invoices 310,000
  • AP System = Oracle
  • Contact Kristi Baxter
Regional Municipality of Wood Buffalo
  • Contact Barbara Walsh
Sasktel
  • Contact Brent Appel
SI Systems
  • Contact Brian Bull
Sinclair Dental Co Ltd
  • Contact Susan Cheesman
  • AP Staff 8 (includes Manager)
/ ALL

12

/

SI

/ Tailsman Energy
  • Contact Shaun Siewart
Tervita
  • TBD
TELUS Communications
  • AP staff 55
  • Annual Invoices 1,000,000 (235,000 paper), total disbursements $6B
  • P-Cards = BMO MasterCard, Software = browser-based SAP
  • AP System = SAP
  • Contact Diana Rawn
University of Lethbridge
  • System = Banner
  • AP Staff 3
  • Contact Joanne Des Roche
/ ALL

Legend: AI = Action Item, SI = Standing Items, DM = Decision Made, IS = Information Shared

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