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The FORD Programme: What you need to know

The FORD Programme: What you need to know. Neil Young James Robinson Faculty of Medicine Centre. The FORD Programme: What you need to know. What is FORD? What systems are affected? Where to get the information you need How to quickly resolve any issues that arise Q & A. What is FORD?.

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The FORD Programme: What you need to know

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  1. The FORD Programme:What you need to know Neil Young James Robinson Faculty of Medicine Centre

  2. The FORD Programme: What you need to know • What is FORD? • What systems are affected? • Where to get the information you need • How to quickly resolve any issues that arise • Q & A

  3. What is FORD? • The new Faculty of Medicine organisational structure was implemented on 1st January 2010. • We are now updating all College business systems to reflect this new structure. This project is called FORD – Faculty Organisational Restructure Delivery. • Benefits: • Simplifying processes for academic and administrative staff • Simpler and more logical management of information • Streamlined coding structures and processes • Data cleansing

  4. The new Faculty of Medicine structure CSC Institute of Clinical Sciences NHLI National Heart and Lung Institute KIR Kennedy Institute of Rheumatology NMH Department of Medicine MED IS EPHPC School of Public Health SORA Department of Surgery and Cancer

  5. Building blocks • Each unit with the College is identified by a code, or building block. These appear in a large number of College systems. • The current Faculty of Medicine building blocks are 4 or 5 letters in length and all begin with a D. • To recognise the Faculty’s new structure, these D codes are being replaced by new 4 letter codes beginning with a W. • The new building blocks are streamlined and structured to make them easier to use and understand. The Faculty has reduced its number of building blocks from over 300 to 125.

  6. School / Institute / Department (SID) building blocks CSC DC Institute of Clinical Sciences WC NHLI DH National Heart and Lung Institute WH KIR DK Kennedy Institute of Rheumatology WK NMH DN Department of Medicine WM MED DM IS DD EPHPC DF School of Public Health WP SORA DS Department of Surgery and Cancer WS

  7. Faculty Centre and Global Health • Additional building blocks for other parts of the Faculty that are not SIDs: Faculty Centre WQ Institute of Global Health Innovation WG

  8. Building blocks structure – sectional SIDs • National Hearth and Lung Institute (WH) • Department of Medicine (WM) • Department of Surgery and Cancer (WS) • Faculty Centre (WQ) Faculty Faculty of Medicine W*** SID Department of Surgery and Cancer WS** Division Division of Surgery WSS* Section Robotics WSSR

  9. Building blocks structure – divisional SIDs • Institute of Clinical Sciences (WC) • Kennedy Institute of Rheumatology (WK) • School of Public Health (WP) • Institute of Global Health Innovation (WG) Faculty Faculty of Medicine W*** SID School of Public Health WP** Division Genomics of Common Disease WPG* <Placeholder> WPGA

  10. What systems are affected?

  11. HR • From 1st August over 6,000 employees, honorary staff, visitors, casuals, etc. will be moved to a new code in the W structure. • This will also update the College directory and Personal Web Pages (PWPs), so everyone will be shown in their correct SID and Division/Section. • All payroll charging (Labour Distribution) will also be updated to new W codes. • ICIS HR users will have new responsibilities to the appropriate W codes. • No action needed!

  12. PWP update

  13. HR forms

  14. HR forms

  15. Research: InfoEd • The new building blocks have been set up in InfoEd and over 13,000 proposals will be moved into the new structure. • Approval hierarchies have been updated to reflect new SID structures. • No action needed!

  16. Research: ICIS Grants • 12,000 research awards and projects will be moved to their new W codes. • ICIS Grants users will have new responsibilities to the appropriate W codes. • Existing project numbers will not change and will still show their original D code, e.g. P12345_DABC. • New project numbers will show their new W code, e.g. P67890_WXYZ.

  17. Research: ICIS Grants

  18. Purchasing: iProcurement – non-project account • When purchasing against a non-project GL account (e.g. F or G accounts), you will need to use a new W cost centre/activity code combination, with the cost centre beginning W instead of D. • You can’t use an existing account combination and just change the D to a W. • A code mapping will be available on the FORD website (details later).

  19. Purchasing: iProcurement – non-project account

  20. Purchasing: iProcurement – research account • When purchasing against a research account (P or R), use the existing project number which will not change. • The new W code for the project will automatically appear under “Expenditure Organization”.

  21. Purchasing: iProcurement • Pending purchase orders currently in the system will be mapped to new W codes so will remain valid. • New security rules and approval authorisations have been set up for the new W codes. Depending on how SIDs have structured their new rules, this may mean that different people will now approve your purchases. • More work will be done to streamline the approval process in the coming weeks.

  22. Finance • When using all finance systems, remember to use your new W codes. For example:

  23. Reporting • Discoverer reports • If you have any Discoverer reports with parameters to select cost centres using D codes, you will need to update them to use the new W codes. • Reports2Web • Since these reports are driven by project numbers, no action is needed.

  24. Where do I find my new codes? • Go to the FORD website: http://www.imperial.ac.uk/medicine/ford/ and download the code mapping spreadsheet for your SID. If your old account is marked as “CLOSE”, contact your SID administration team for a new code. • The website also includes new organisation charts with W codes.

  25. Access to old D codes • Most users will have access to the old D codes revoked as the accounts are being closed. • Some staff will be granted access to the old codes for reporting/accounting purposes. If you do not have the access that you need, please contact your SID administration team. • Historical research project information will still be available in ICIS Grants.

  26. How to get help and resolve any issues • Despite the huge volumes of data being updated, there should be minimal impact on staff. • If you do encounter any problems, please check the FORD website for information and advice. If this does not resolve your issue, please contact your SID administration team who will escalate if necessary.

  27. Timeline

  28. Questions? http://www.imperial.ac.uk/medicine/ford/

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