What are the principles of managing public money?

I’m working on an online course about the principles of managing public money. The course is aimed at everyone in the public sector, whether employees, politicians, volunteers, etc. I want it to be a great course that is valuable to the people who register for it. I’ve got over thirty years’ experience of managing public money and there is a temptation to cram all my knowledge into a single course, but that would not be a good idea.

There’s not a technology reason why I could not have a course comprised of hundreds of lessons that would take the learner many weeks to complete. There is, I think, a practical limit on what a person is willing to take on, especially if it is additional to their work commitments. This means that one of my challenges is to find the balance between including enough material for the course to be valuable without going into too much detail and becoming onerous — or worse, boring. I’ve spent quite a bit of time, therefore, deciding what to include and what to exclude and I’ve had to delete some sections and ideas that I would like to teach in order to keep things focused.

The platform I am using for my courses allows lessons to be grouped into modules. I think five modules, each taking one to two hours to complete is about right. This is something someone could complete in a day if they really wanted to, but more likely they could complete it over 1 to 4 weeks to fit with their schedule.

The five modules I have now decided on are set out below.

1. The big picture—to cover what the public sector is for and the differences in financial management between the private and public sectors.
2. The principles of funding public services—so that learners understand why some services are funded from taxes whilst others charge fees to users
3. The fundamental importance of the budget in the public sector—because it is.
4. Principles for making decisions about spending public money—in order to get the best possible public services in terms of value for money.
5. Being accountable for the use of public money—because anyone who handles public money has to be willing and able to account for what they did and what they did not do.

These are my thoughts on grouping the course into modules. I would be interested in hearing your thoughts and observations in the comments section.

If you’re interested in this course you can sign up for my mailing list and be the first to know when the course opens for registration by clicking here.

Principles of managing public money: step 1, the mind map

Following on from last week's blog post I have been working on what should be included in an online course about the principles of managing public money. Below is a snapshot of the mind map I've produced so far.

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Mindmap of contents of principles of managing public money course

I like using mind maps for this kind of work. I used to do them with pen and paper but software like Mindnode is so much better. First, if you make a mistake or change your mind you can correct things without crossings out. You can also move items between branches in an instant. Even better, the Mindnode app is on my iPhone and iPad as well as my desktop Mac so, using the power of iCloud, I can access any mind map wherever I am and with whatever device is to hand. This means that if I have an inspirational thought whilst in a supermarket I can quickly add it to the mind map and it will sync to all the devices.

Typically a project like this course, or a long piece of writing, will stay as a mind map for several days, perhaps a week, before I export it into Ulysses (my favourite software for writing) as an outline. I don't keep working on the mind map until it is perfect because I've learned over the years that products need to be good enough, not perfect. Once the outline is in Ulysses I can continue to make tweaks and improvements.

I started off with about 10 branches in the mind map but I realised that would make a course that would be too long. I envisage this being a course that could be completed in a handful of hours because it is just an introduction. A course that could take 10 or more hours to complete is likely to see a high level of drop-off and I would rather students finish the course (even though from a commercial point of view there is nothing for me to gain from it). The challenge for me, therefore, was to keep working at the mind map until I could get it down to five branches, each representing a topic within the course.

I felt that the first section of the course had to be about the big picture--i.e. what is the same and what is different about financial management in the public sector compared with the private sector. I also knew that the budget had to be a topic because it is so fundamental to the way that public bodies operate. That left me with a maximum of three more topics. The ones I have identified are:

• the principles of funding public services, because I think it would be helpful to understand some of the issues relating to taxation and when it might be appropriate to fund services from user fees instead of tax
• principles for making decisions about spending public money, because public managers need to make decisions and they should have some understanding of the concept of value for money
• accounting for public money, because there is a general interest in accountability and transparency and I want students to understand what financial reports do and don't communicate to the reader.

I'm interested to hear your comments. Do you think I've focused on the right things, or are there topic areas you think should be included in the course? Let me know in the comment box below.

If you are interested in this course please sign up to my mailing list to be kept informed of its launch date, etc.

Creating an online course about managing public money

For several years I have been thinking about doing less consulting work and making a living from selling products instead. The beauty of selling products is that it is unconstrained. When I work as a consultant, or as a teacher, I can generally only be paid for the time spent on the project. I have tried, and sometimes I succeed, in selling my service at a fixed fee, which gives me an incentive to work faster rather than slower, but many of my clients seem to see this approach as too risky. Essentially, that puts a limit on what I can earn because I can only sell my time once. Selling products, on the other hand, does not have that limit: the limit is the demand for the product at the price being charged.

As I said, I’ve had that on my mind for a few years and this year I decided to do something about it. The products I want to sell are online courses, books, e-books and coaching that are focused on various aspects of managing public money. Earlier this year I wrote a blog post about my online school and the free mini-course I created (Five Questions To Ask About Your Budget).

This week I made a start on creating my first paid-for course. It is a course aimed at anyone working in the public sector who wants to know more about the big picture of financial management. It is concerned with explaining the differences in financial management between the public and private sector, how public bodies are funded, and the governance arrangements that tend to apply to public workers. It also explains the concept of value for money, something which is vitally important to organisations that do not sell their products and services in a free market.

I thought it might be interesting to write a series of blog posts over the next few weeks that show how the course was created. Step 1 has been sketching out the content in the form of a mind map.

I created the mind map in an application called Mindnode. One of its nice features is the ability to switch from a map view to an outline view. Another feature is the ability to export the mind map into OPML format, which can then be opened by an outliner app or in rich text format (RTF) to be opened in a word processor like Word or Pages. 

The next stage of the process is to expand the headings and notes in the mind map into a set of steps. Each of the main branches in the mind map will be a topic within the course. Each topic will be broken into a set of lessons that will take less than 10 minutes each to complete. The plan also has to set out how each lesson will be taught (whether the lesson will be text, video, slide presentation, etc) and what downloadable material is needed to support it.

If you are interested in the course then sign up to my list so that you don’t miss its launch. 

Online accounting training for one

I wrote previously about the work I do for Ibba Girls Boarding School in South Sudan and the trip I made to the school in February 2015 to recruit a new finance manager. The school is (almost entirely) funded by a UK charity, the Friends of Ibba Girls School (FIGS), and it is important to FIGS that the school has high standards of probity and governance to go with the high quality education. That’s why the school is willing to employ a finance manager whose primary job is to manage the school’s cash on a day to day basis.

Last year the school’s finances were managed by an experience teacher from Australia, Jamie, who was working at the school for the year alongside his wife, who was the co-head. Jamie had no financial training but was experienced with IT so he taught himself how to use the cloud version of QuickBooks to maintain accounts during the year. At the end of the year I made the sorts of adjustments that accountants make when they pull together the annual report and accounts.

Jamie’s replacement is Santino, a locally-raised young man with a business degree from Uganda. His degree included the fundamentals of double-entry bookkeeping but he was not experienced in maintaining a set of accounts in a dedicated accounting software package. This meant he would need some help from me to develop his accounting knowledge and skills (and that's fine because Ibba Girls Boarding School aims to do more than educate girls).

After my visit to South Sudan I decided to change the accounting system used by the school to Xero because (a) the user interface looks better and easier to use for a novice and (b) we could get a better deal if both FIGS and the school used it than if we stuck with QuickBooks.

Since taking up his post in March, the most pressing things for Santino to do have been to make sure staff are paid at the end of each month, that food and other supplies are bought regularly so that the girls are safe and secure, and that the (modest) school fees payable by the girls’ parents are collected. All of these transactions need to be captured in the school’s accounts, though, so that reports can be presented to the governors in South Sudan and the FIGS trustees in the UK.

Ibba Girls School finance manager

I was faced with the problem of how to train Santino to do some fairly complicated accounting tasks from 6,000km away. At first I thought I would have to write a procedure manual, a prospect I did not relish since technical writing is very difficult to do well. After a while I realised I could use my presentation skills and technology instead. I decided I would create screencasts and share them with Santino so that he could learn by watching me using Xero.

It is a relatively simple set up. I set up Xero for Ibba Girls Boarding School so I have access to the live accounting information and can create some demo transactions to show Santino what he needs to do. I record my screen, with an audio commentary when I am doing these transactions using Quick Time Player (which is a standard app on all Apple computers). I keep each video to two or three minutes in length and I record each in a single take. I know I could edit clips together using iMovie but I just have a rehearsal before I press record and then go for a take. Mostly they work out fine as first takes but sometimes I stumble over my words or something and I simply scrap that take and start over.

Once recorded I check each video for clarity before uploading to the internet using Droplr. I then email to Santino the short URLs that Droplr creates for each video and he can then watch them inside a web browser (as many times as he likes) or download the videos (in .mov format) to his computer.

So far I’ve done 12 videos covering accounting for payroll and income. I'm pleased with them and I can tell they are effective because I can see the transactions Santino has been entering into Xero. There’s still plenty more videos for me to create and share but I hope that by the time I visit the school in the late summer/autumn Santino will have brought the accounts fully up-to-date and be able to generate reports for the governors directly in Xero.

Online certificate in IPSAS launched

I’m a CIPFA accountant but over the last few months I’ve been working with a different accounting institute, the Association of Chartered Certified Accountants (ACCA) on the development of an online course. The course is their Certificate in International Public Sector Accounting Standards (IPSAS). The course opened today for registrations.

Those who don’t know much about the accounting profession might not be entirely surprised to learn that accountants have lots of rules and regulations to follow. Unfortunately (or perhaps fortunately, depending on your point of view) the rules and regulations are not the same for every organisation in the world. There are some differences between countries in the accounting standards used by private sector companies although many countries have adopted the International Financial Reporting Standards (IFRS).

IFRS nearly fit, but don’t quite fit, public sector bodies. Public bodies have some significant differences in their finances, such as having tax-raising powers, and investing in assets like roads and parks and schools and public hospitals that have no promise of earning them income in the future but will cost them money to operate and maintain. Hence, over the last 15 years or so, the accounting profession, in the guise of the International Public Sector Accounting Standards Board (IPSASB) has been developing and publishing IPSASs. There are now 32 of them (plus a special one for public bodies that use cash accounting rather than the more sophisticated accruals basis of accounting). The full set is available for free in PDF format from the IPSASB (use this link) but be warned, there are 2,000 pages over two volumes, and a total download of over 8MB.

There are some countries (including Austria, Cambodia, Kenya, Spain,South Africa, and Vietnam) and organisations (including the European Commission, NATO and the United Nations family of organisations) that have adopted IPSASs as they are. In some other countries, like the UK, public bodies follow the IFRS as far as they are able, and look to IPSAS for guidance on how to deal with transactions that IFRS doesn’t deal with. And there are other countries who have developed their own standards for their public bodies, often using the IFRS and IPSAS as a basis.

Anyway, my point is that IPSASs are important to public sector accountants, either because they are used directly, or because they underpin the accounting standards that they follow, and the course by the ACCA is intended to address the need for accountants around the world to know what IPSASs are, and at least understand the important principles. If you are interested in the course you can read more about its contents and find out how to register for it at the ACCA’s website.

Something a bit different ...

It's been a while since I posted here. I've got a few ideas in mind for some posts about managing public money, some inspired by a recent course I did at the Harvard Kennedy School of Government. That course is also mentioned in a guest blog post I have written for a friend. That post is about the importance of personal development when you work on a freelance basis. You can see the post here.