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Coláiste na Tríonóide Trinity College 1 Financial Information System (FIS) Project Trinity College Dublin FIS Forum for Academic & Service/Support Areas.

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Presentation on theme: "Coláiste na Tríonóide Trinity College 1 Financial Information System (FIS) Project Trinity College Dublin FIS Forum for Academic & Service/Support Areas."— Presentation transcript:

1 Coláiste na Tríonóide Trinity College 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 Coláiste na Tríonóide Trinity College 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 Coláiste na Tríonóide Trinity 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 Coláiste na Tríonóide Trinity College 4 Purchasing InternetProcurement Receivables CashManagement GeneralLedger BI Apps (Reporting) All modules can feed into BI Apps iSupplier Hyperion Budgeting & Planning, Version 1 Document Management, Science Warehouse Marketplace Payables Inventory GrantsAccounting Software Solution Set

5 Coláiste na Tríonóide Trinity College 5 Implementation - Timetable Go Live: 1 st October 2013

6 Coláiste na Tríonóide Trinity College Financial Coding Structure 6

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

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

9 Coláiste na Tríonóide Trinity College GENERAL LEDGER Segment 1 Company 2 Digit Numeric Segment 1 Company 2 Digit Numeric Segment 2 Cost Centre 5 Digit Numeric Segment 2 Cost Centre 5 Digit Numeric Segment 3 Activity 7 Digit Numeric Segment 3 Activity 7 Digit Numeric Segment 4 Source of Funds 4 Digit Numeric Segment 4 Source of Funds 4 Digit Numeric Segment 5 Expense Code 5 Digit Numeric Segment 5 Expense Code 5 Digit Numeric Segment 6 Spare Always Segment 6 Spare Always Financial Coding Structure

10 Coláiste na Tríonóide Trinity College 10 Financial Coding Design Process Overall Structure agreed during the design workshops (Nov 2012) o This identified the Number & Length Of Segments Conference Room Pilot (CRP) Sessions achieved greater clarity around reporting levels required for o Statutory Reporting o 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 Coláiste na Tríonóide Trinity College 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 Coláiste na Tríonóide Trinity College GL Coding Segment 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 12

13 Coláiste na Tríonóide Trinity College GL Coding Segment 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 13

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

15 Coláiste na Tríonóide Trinity College GL Coding Segment 3 - Activity 15 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 where no Activity is required The hierarchy structure allows Activities to be grouped into: o Self Financing Courses o Self Financing Activities o Other Sub Activities o Etc…

16 Coláiste na Tríonóide Trinity College GL Coding Segment 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 16

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

18 Coláiste na Tríonóide Trinity College GL Coding Segment 5 – Expense Code 18 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 Coláiste na Tríonóide Trinity College 19 GL Coding Segment 5 – Sample Hierarchy Ticket Sales INCOME FROM COMMERCIAL ACTIVITIES INCOME FROM COMMERCIAL ACTIVITIES Parent Level (reporting) Child Level (posting) etc. INCOME PAY EXPENDITURE PAY EXPENDITURE OTHER INCOME OTHER INCOME ACADEMIC BASIC PAY ACADEMIC PENSION COSTS NONPAY EXPENDITURE NONPAY EXPENDITURE LAB CONSUMABLES INTERNATIONAL TRAVEL Parking Permits Parking Permits Interest etc. Donations Chemicals etc. Industrial Gases Industrial Gases Air Travel etc. Boat Travel Professor etc. Lecturer Professor etc. Lecturer Academic Fees Income Pension Costs Travel & Subsistence Consumables Basic Pay Costs Basic Pay Costs

20 Coláiste na Tríonóide Trinity College GL Coding Segment 6 – Spare 20 Segment 6 is a spare segment May be required in the future For now the default value is

21 Coláiste na Tríonóide Trinity College GENERAL LEDGER Segment 1 Company 2 Digit Numeric Segment 1 Company 2 Digit Numeric Segment 2 Cost Centre 5 Digit Numeric Segment 2 Cost Centre 5 Digit Numeric Segment 3 Activity 7 Digit Numeric Segment 3 Activity 7 Digit Numeric Segment 4 Source of Funds 4 Digit Numeric Segment 4 Source of Funds 4 Digit Numeric Segment 5 Expense Code 5 Digit Numeric Segment 5 Expense Code 5 Digit Numeric Segment 6 Spare Always Segment 6 Spare Always Financial Coding Structure

22 Coláiste na Tríonóide Trinity College Research Coding Structure 22

23 Coláiste na Tríonóide Trinity College 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. 23

24 Coláiste na Tríonóide Trinity College Research Coding Structure 24

25 Coláiste na Tríonóide Trinity College RESEARCH PROJECTS Organisation Alpha characters e.g. Botany Organisation Alpha characters e.g. Botany Project Number 6 Digit Numeric Project Number 6 Digit Numeric Award Number 5 Digit Numeric Award Number 5 Digit Numeric Expenditure Type Alpha characters e.g. Equipment Expenditure Type Alpha characters e.g. Equipment Task 2 Digit Numeric Task 2 Digit Numeric Research Coding Structure 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 Coláiste na Tríonóide Trinity College RESEARCH PROJECTS Organisation Alpha characters e.g. Botany Organisation Alpha characters e.g. Botany Project Number 6 Digit Numeric Project Number 6 Digit Numeric Award Number 5 Digit Numeric Award Number 5 Digit Numeric Expenditure Type Alpha characters e.g. Equipment Expenditure Type Alpha characters e.g. Equipment Task 2 Digit Numeric Task 2 Digit Numeric Research Coding Structure 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 Coláiste na Tríonóide Trinity College What’s available on the FIS website to assist you? 1. A full list of values for all general ledger segments (old to new) A full list of value for research accounts (old to new) 3. Mapping tool – Link from the old element codes to new FIS codes 4.Contacts: – Ext

28 Coláiste na Tríonóide Trinity College Questions ? Please Contact: 28


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