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Financial Information System (FIS) Project Trinity College Dublin

Financial Information System (FIS) Project Trinity College Dublin. FIS Forum for Academic & Service/Support Areas Financial Coding Fionnuala Lambert & Bernadette Gavagan September 2013. Project Objectives.

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Financial Information System (FIS) Project Trinity College Dublin

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  1. Financial Information System (FIS) Project Trinity College Dublin FIS Forum for Academic & Service/Support Areas Financial Coding Fionnuala Lambert & Bernadette Gavagan September 2013

  2. Project Objectives • To define and deliver a significantly improved Financial Information System (FIS) • To meet the needs of each academic, administrative, service and support area • Provide the College with the ability to produce: Timely - Accurate - Appropriate Reporting • Ensure effective financial management across the College

  3. Project Scope • Deliver transformed financial processes across TCD • Provide operational efficiencies across the following key financial processes: • Procure to Pay • Invoice to Cash • General Ledger to Reporting • Financial Management • Project Portfolio Management • Budgeting and Forecasting • Enterprise Asset Management

  4. Software Solution Set Hyperion Budgeting & Planning, Version 1 Document Management, Science Warehouse Marketplace Inventory BI Apps (Reporting) All modules can feed into BI Apps Internet Procurement Grants Accounting Purchasing General Ledger Receivables Payables iSupplier Cash Management

  5. Implementation - Timetable Go Live: 1st October 2013

  6. Financial Coding Structure

  7. Financial Coding Structure GENERAL LEDGER Segment 6 Spare Always 000000 Segment 1 Company 2 Digit Numeric Segment 2 Cost Centre 5 Digit Numeric Segment 3 Activity 7 Digit Numeric Segment 5 Expense Code 5 Digit Numeric Segment 4 Source of Funds 4 Digit Numeric RESEARCH PROJECTS Project Number 6 Digit Numeric Award Number 5 Digit Numeric Task 2 Digit Numeric Organisation Alpha Characters e.g. Botany Expenditure Type Alpha characters e.g. Equipment Research Projects:- Organisation (4digits) and Expenditure Type (5 digits) are numeric values for salary information

  8. Financial Coding Structure GENERAL LEDGER Segment 6 Spare Always 000000 Segment 1 Company 2 Digit Numeric Segment 2 Cost Centre 5 Digit Numeric Segment 3 Activity 7 Digit Numeric Segment 5 Expense Code 5 Digit Numeric Segment 4 Source of Funds 4 Digit Numeric RESEARCH PROJECTS Project Number 6 Digit Numeric Award Number 5 Digit Numeric Task 2 Digit Numeric Organisation Alpha Characters e.g. Botany Expenditure Type Alpha characters e.g. Equipment

  9. Financial Coding Structure GENERAL LEDGER Segment 6 Spare Always 000000 Segment 1 Company 2 Digit Numeric Segment 2 Cost Centre 5 Digit Numeric Segment 3 Activity 7 Digit Numeric Segment 5 Expense Code 5 Digit Numeric Segment 4 Source of Funds 4 Digit Numeric

  10. Financial Coding Design Process • Overall Structure agreed during the design workshops (Nov 2012) • This identified the Number & Length Of Segments • Conference Room Pilot (CRP) Sessions achieved greater clarity around reporting levels required for • Statutory Reporting • Management Reporting • List of Values for each segment refined and mapped to existing codes where possible • Final List of Values published to FIS website during • the first week in September

  11. Financial Coding Design Principles • Opening Positions & prior year comparators need to be migrated into a sensible location so that consistent management reporting can be maintained from go-live • Interfaced data requires a clear link between old & new codes • e.g. any cost centres with Payroll charges need to exist in the new structure • Management Reporting – Need to maintain the ability to provide the current level of granularity of reporting • START Structure - Cost Centre hierarchy reflects the proposed START structure

  12. GL CodingSegment 1 - Company • This segment identifies the legal entity that a transaction relates to • List of Values: • 10 Trinity College • 20 Ghala Limited • 30 Benefactions • For the majority of transactions this will default to 10 for Trinity College

  13. GL CodingSegment 2 – Cost Centre • This segment identifies the operating unit the that the transactions relate to e.g. school, discipline, service or support area • Segment 2 is equivalent to the old Element 2 • The Parent/child structure allows a hierarchy to be built for greater flexibility in reporting

  14. GL CodingSegment 2 – Sample Hierarchy ACADEMIC FACULTY OF ARTS, HUMANITIES & SOCIAL SCIENCES FACULTY OF ENGINEERING, MATHS & SCIENCE Parent Level (Reporting) SCHOOL OF DRAMA, FILM & MUSIC SCHOOL OF ENGLISH SCHOOL OF NATURAL SCIENCES SCHOOL OF PHYSICS School Office - Drama, film & Music Etc.... Drama Music School Office - English English SchoolOffice - Natural Sciences Botany School Office Physics Etc... Child Level (Posting)

  15. GL CodingSegment 3 - Activity • Segment 3 is equivalent to the old Element 3 for non Research Accounts. All active Element 3 codes have been mapped to new Activity Codes • Seven digit code starting with 9 e.g. • Default value 0000000 where no Activity is required • The hierarchy structure allows Activities to be grouped into: • Self Financing Courses • Self Financing Activities • Other Sub Activities • Etc…

  16. GL CodingSegment 4 – Sample Hierarchy • Segment 4 has no equivalent Element code in CODA • This segment identifies the Funding Source for particular transactions, it will be used in connection with Income and Payroll transactions only. • It is not intended that Non Pay transactions be assigned a Source of Funds value at go live. • The hierarchy structure allows funding sources to be grouped into Exchequer/ Non-Exchequer etc. for reporting

  17. GL CodingSegment 4 – Sample Hierarchy TOTAL EXCHEQUER NON–EXCHEQUER Parent Level (Reporting) IRISH IRISH INTERNATIONAL PUBLIC INTERNATIONAL PRIVATE 1101 SFI 1102 HRB Etc.... 2104 Irish Industry 2102 Irish Charity 2101 Industry 2102 Charity Etc.... 5501 International Industry Child Level (Posting) Etc....

  18. GL CodingSegment 5 – Expense Code • Segment 5 is equivalent to the old Element 1 codes • This segment identifies the type of Income or Expenditure for the transaction • Not all Element 1 codes have been directly replicated in Segment 5 codes. In some cases more detail will be required e.g. Travel & Subsistence has been broken down into several new codes to allow for more detailed reporting

  19. GL CodingSegment 5 – Sample Hierarchy INCOME NONPAY EXPENDITURE PAY EXPENDITURE Academic Fees Income Consumables Travel & Subsistence Basic Pay Costs Parent Level (reporting) Pension Costs ACADEMIC PENSION COSTS ACADEMIC BASIC PAY INTERNATIONAL TRAVEL INCOME FROM COMMERCIAL ACTIVITIES OTHER INCOME LAB CONSUMABLES Professor Professor Chemicals Air Travel Lecturer Interest Lecturer Child Level (posting) Ticket Sales Industrial Gases Boat Travel .......etc. .......etc. Donations Parking Permits .......etc. .......etc. .......etc. .......etc.

  20. GL CodingSegment 6 – Spare • Segment 6 is a spare segment • May be required in the future • For now the default value is 000000

  21. Financial Coding Structure GENERAL LEDGER Segment 6 Spare Always 000000 Segment 1 Company 2 Digit Numeric Segment 2 Cost Centre 5 Digit Numeric Segment 3 Activity 7 Digit Numeric Segment 5 Expense Code 5 Digit Numeric Segment 4 Source of Funds 4 Digit Numeric

  22. Research Coding Structure

  23. Research Coding Structure • Oracle Grants Accounting Module provides a Project and Award Management solution for research accounts and other projects • Project: An Oracle Project is used to represent a Project within College to record Project expenditure data and activity (e.g. costs, overheads, commitments etc.) • Award: An Oracle Award represents the Grant income received by College that is used to fund one or more Projects.

  24. Research Coding Structure

  25. Research Coding Structure RESEARCH PROJECTS Project Number 6 Digit Numeric Organisation Alpha characters e.g. Botany Expenditure Type Alpha characters e.g. Equipment Task 2 Digit Numeric Award Number 5 Digit Numeric • Project Number (Replaces current 6 digit research account number) • Organisation Name (e.g. Discipline) • Expenditure Type (e.g. Consumables, Travel, etc.) • Task (Split budget across high level headings e.g. TCD Costs (01) / Partner Related Activity (02)) • Award Number(Replaces current 6 digit research account number)

  26. Research Coding Structure RESEARCH PROJECTS Expenditure Type Alpha characters e.g. Equipment Award Number 5 Digit Numeric Task 2 Digit Numeric Organisation Alpha characters e.g. Botany Project Number 6 Digit Numeric Overlap between General Ledger and Projects: • Cost Centre used in General Ledger is equivalent to the Organisation used in Projects • Expense codes in General Ledger are equivalent to the Expenditure Types used in Projects

  27. What’s available on the FIS website to assist you? 1. A full list of values for all general ledger segments (old to new) http://www.tcd.ie/local/fis/assets/pdf/expense_codes.pdf http://www.tcd.ie/local/fis/assets/pdf/cost_centre_codes_old_to_new_mapping.pdf http://www.tcd.ie/local/fis/assets/pdf/activity_codes_old_to_new_mapping.pdf 2. A full list of value for research accounts (old to new) http://www.tcd.ie/local/fis/assets/pdf/research_accounts_to_new_project_award.pdf 3. Mapping tool • Link from the old element codes to new FIS codes http://www.tcd.ie/local/fis/coding_structure/coa_index.php 4.Contacts: Email –fis-support@tcd.ie Ext. - 2700

  28. Questions ?Please Contact: fis-support@tcd.ie

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