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General Ledger Re-design FASIG 25 November 2008 Presenter: Anne Shrubshall.

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Presentation on theme: "General Ledger Re-design FASIG 25 November 2008 Presenter: Anne Shrubshall."— Presentation transcript:

1 General Ledger Re-design FASIG 25 November 2008 Presenter: Anne Shrubshall

2 Overview Objectives Constraints Ledger proposals Mandatory segments Optional segments Research ledger Next steps

3 Objectives Consistency Flexibility Clarity Improved external reporting options Improved internal reporting options

4 Constraints Maximum of 12 analysis types (segments) Each segment can have a maximum of 10 characters Maximum of 50 characters in total Includes hyphens Includes all variable segments whether used or not

5 Ledger Proposals 2 new ledgers 1.General ledger 2.Research ledger gives more flexibility for research coding reduces complexity in general ledger

6 General ledger - proposed segments Mandatory Company Organisation Activity Subjective Subjective analysis

7 General ledger - proposed segments Optional Budget unit Sub-unit Activity Analysis Project analysis Transaction analysis

8 Mandatory Segment (1) ORGANISTION Format AA First letter designates part of organisation (to allow profile grouping and gives 26 options under each category): S – School P - Professional Service T – trading U – University Second letter represents individual school/service SA – Biosciences PA – Academic Services

9 Mandatory Segments (2) ACTIVITY Format A Examples: A – administration (further HESA analysis to be added) T – teaching R – research X – mixed O – other (may be broken down further) Y – third party Z – reserves B – balance sheet Used for external reporting such as TRAC and HESA, also possibly taxation

10 Mandatory Segment (3) SUBJECTIVE Format A99 First letter designates category of transaction detail e.g A – Funding Council Grants B – IDM Teaching C – Tuition fees L – Staff costs N – Student related costs O – Other operating expenses Two digits represent high level analysis within category A10 – T grantA20 – R grant O10 – RatesO12 – UtilitiesO40 – Telephone

11 Mandatory Segment (4) SUBJECTIVE ANALYSIS Format 999 This represents further subjective analysis where required or desired Where analysis is optional the code 000 will be available for no analysis Where analysis is required the code 000 will not be available E.g Analysis required Analysis optional TravelO UKSupport staff L (no analysis) O Cornwall L technician O Overseas L porter By separating the analysis element the codes become more flexible Any subjective analysis code could be paired with any subjective code

12 Optional Segment (1) BUDGET UNITFormat \UAA99 \U designates the segment as a variable analysis type The next 2 letters indicate the part of the organisation (eg school/service) The next 2 digits represent a high level budget unit or grouping E.g\USF02HuSS – History \USF03HuSS – Politics \USA01Biosciences – Exeter \USA02Biosciences – Cornwall \UPB20Corporate Services – B&E \UPB30Corporate Services – Finance \UTA10CS trading – Halls \UUA01University – SDF \UUA99University – Fixed Assets

13 Optional Segment (2) SUB-UNIT Format \LAA99 \L designates the segment as a variable analysis type The next 2 letters indicate the part of the organisation (eg school/service) The next 2 digits represent further budgetary unit analysis if required Gives option for cross budget unit analysis (eg Cornwall, Science Strategy) E.g\LPB20Corporate Services – Cashiers (under Finance) \LSF99HuSS – Cornwall (under History or Politics) \LTA12CS trading – Holland Hall (under Halls) \LUA10University – Land & Buildings (under fixed assets)

14 Optional segment (3) ACTIVITY ANALYSIS Format \A99 \A designates the segment as a variable analysis type Represents an analysis of activity Some may be specific to areas such as Hospitality trading e.g vending, B&B, cleaning Others will be generic cross-University e.g training, meetings, labs, office, recruitment, field trips, conferences 1-PB-A-O \UPB30-\LPB20\A35 Corporate Services-Admin- UK travel -Finance Services-cashiers-training

15 Optional segment (4) PROJECT ANALYSIS Format \PAAA999 \P designates the segment as a variable analysis type Represents an analysis of activity by individual project e.g individual field trips, conferences, external grants etc First letter represents category of project Second and third letters denotes school/service 1-SA-T-O \USA01-\A49 Biosciences -Teaching- Overseas travel -Exeter-field trips 1-SA-T-O \USA01-\A49-\PFSA101 Biosciences -Teaching- Overseas travel -Exeter-field trips-Russia

16 Optional segment (5) TRANSACTION ANALYSIS Format \TAXXXXXXX \T designates the segment as a variable analysis type Represents an analysis of a transaction E.g by member of staff, by student, by building, by module Student uses just student number \T Other types of transaction begin with a specific letter e.g E for staff (using employee number), W for buildings, M for modules 1-PB-A-O \UPB30-\LPB20-\A35-\TE Corporate Services-Admin- UK travel-FS-cashiers-training-A Shrubshall

17 General Ledger Full Character Format 9-AA-A-A \UAA99-\LAA99-\A99-\PAAA999-\TAXXXXXXXX MANDATORY (14 characters) 1: Company (1) 2: Organisation (3) 3: Activity (2) 4: Subjective (4) 5: Subjective analysis (4) VARIABLE (35) 6. Budget unit (6) 7. Location/area (6) 8. Activity analysis (4) 9. Project analysis (8) 10. Transaction analysis (11)

18 Research ledger - proposed segments Mandatory Company Organisation Activity (defining tax status) Subjective Subjective analysis

19 Research ledger - proposed segments Optional Unit of assessment Sponsor type Taxation status Project number Transaction analysis (PI staff number)

20 Next steps Further testing on Aptos Work with individual schools/services etc Interface testing Sign off structure Set up on live Training Reporting


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