Oracle Grants and Labour Distribution Roadshow Imperial College London

2 Agenda Grants Management System (GMS) –scope and coverage –account coding – the POETA –main inquiry screens HR and payroll – Labour Distribution Finance –iProcurement and Core Purchasing –journals and adjustments –overheads –data migration Further training and support Questions and answers

Today’s objective By the end of this session you will have a basic understanding of how to find information on Oracle Grants and Labour Distribution

4 What is the Oracle Grants Management System? An accounting tool –records actual expenditure related to research projects –shows commitment (encumbrances) for purchase orders and staff costs –calculates rule-based overheads –generates claims in most cases

5 Scope of the Grants system All continuing research projects –everything beginning with a P or R Not capital (building) projects Not staff accounts (beginning with an F) Not research accounts already closed

6 RAMP (Research Administration Management Programme) More responsive, faculty-facing organisational structure Project tracking and development tools Enhanced accounting and financial controls

7 Research Services restructure Former/transition structure Research Grants and Contracts Office (RGCO) Research Accounts Office (RAO) Current organisation Faculty teams Contracts Negotiation Unit Research Support and Compliance Unit

8 Faculty support – four teams 1.Medicine –three groups 2.Engineering and Tanaka Business School 3.Life Sciences 4.Physical Sciences

9 Research Services Faculty Teams

10 InfoEd Proposal tracking ‘Live’ in Research Services Data logged from “yellow form” award offer letter supporting documentation College access via RS faculty team Proposal development Academics and administrators Spring 2005

11 Oracle Grants Implementation February 2005 Manages all research funding detail on Grants summary on GL (ICIS) Interface with InfoEd

12 Oracle modules (simplified view) General ledger Accounts payable Purchase ordering Labour Distribution Payroll Human resources Grants Management Accounts receivable

13 What is the POETA code? POETA consists of: P roject Number O rganisation (cost organisation) E xpense Type T ask A ward Number

14 Contrast with General Ledger codes The order of entering code segments on screen is different (but on paper forms, continue with present layout, in most cases) No recharge segment No sub-1 or sub-2 segments

15 Example of a complete POETA string P12345_BIBCR BIBCR_P12345 Project Organisation Expenditure type Task Award

16 Research award number format on Grants ABCD(E)_P01234 eg, BIBCR_P01234 this is the format that we’re used to seeing on ICIS as a project number

17 Research project number format on Grants P12345_ABCD(E) eg, P01387_BIBCR the format is the opposite way round to what we’re used to seeing on ICIS

18 InfoEd – Applications and Awards Numbering Scenario – one funder with one ‘lead’ project and two sub-projects Application stage Funding application logged on to InfoEd Sub-project System generated ‘PS’ number, eg PS0131 Sub-project System generated ‘PS’ number, eg PS0126 Lead project System generated ‘P’ number, eg P01234 Sub-project Award number assigned = cost centre + ‘PS’ number, eg MATH_PS0126 Lead project Award number assigned = cost centre + ‘P’ number, eg BIBCR_P01234 Award stage Awarded funding logged on to InfoEd and matched with application Sub-project Award number assigned = cost centre + ‘PS’ number, eg CHBBC_PS0131

19 Award and Project Numbering Scenario – one funder with one project Award Award number assigned = cost centre + ‘P’ number eg, BIBCR_P01234 Awarded funding logged on to InfoEd and matched with application 1 Award details entered onto Oracle Grants Award Set up with award number BIBCR _P Project details entered onto Oracle Grants Project Set up with project number P01234 _ BIBCR 3 Award and Project linked on Oracle Grants Award + Project Award/project link set up so project P01234_BIBCR is funded by award BIBCR_P Award budget entered onto Oracle Grants Award Budget Award budget set up with budget allocated across years and expenditure type

20 Grants responsibilities Set up of awards and projects Budget allocation Transaction detail Invoices to sponsors Journals Reports

21 Example Grants terminology AWARD Money from funder TASK Budget split, eg CEC awards or two PIs in the same group RESOURCE GROUPS ‘Parent’ expenditure category, eg Laboratory and workshop supplies RESOURCES/ EXPENDITURE TYPES ‘Child’ analysis code, eg chemicals, gases, workshop materials

22 Resources and resource groups

23 Inquiring on an award What information is available to view, for example? –start/end dates, funder, status –budget and transaction totals –list of projects linked to the award –invoices raised –data ‘as at now’

24 Award Status inquiry (ASI)

25 Inquiry options

26 Award Inquiry

27 Invoice Review

28 Resource Status

29 Actuals

30 Commitments

31 Project Status

32 Inquiring on a project What information is available to view, for example? –milestones, profile payment schedule –budget and transaction totals –transaction detail –start/end dates, status –data refreshed overnight

33 Project Status inquiry (PSI)

34 Inquiry options

35 Commitments

36 Project

37 Resource Status

38 Task Status

39 Reports

Labour Distribution Payroll cost allocation

41 Process Overview

42 How do I? Charge a member of staff to a project? –No change – use form HR4 Contract Request Change someone’s charging? –No change - request in writing to your HR team Adjust staff costs once they’ve been posted? –Use the new HR form Staff Costs Adjustment Check how someone has been charged? –Your ICIS HR access –Your HR Services team –Payroll reports

43 New features in ICIS LD Schedules – current and future charging instructions for all members of staff –All charges to one project or GL code –Charges split between project or GL codes using % –Elements of pay charged to different projects or GL codes LD Distribution Adjustments – how staff costs have been charged for prior periods

44 ICIS HR Navigation

45 Labour Schedule – by assignment

46 Labour Schedule – by pay element

47 Actual distributions – by pay element

48 Viewing payroll costs in Oracle Grants

49 Finding out more Training for departmental enquiry users –Gail Burch, HR ICIS Trainer Training for HR and Research Services Guidance notes to take away Information on Spectrum –

50 Finance Purchasing

51 iProcurement Raising Requisitions in iProcurement: On the delivery screen the Buyer will now be asked whether the Requisition is Project related Yes and continue – fill in POETA No and continue - proceed as usual

52 Delivery Screen (iProcurement) If project-related, select yes here

53 iProcurement Enter the POETA code here

54 Core Purchasing Purchasing Distribution screen –enter the POETA on the Project tab Research project related orders only

55 Distributions Screen (core purchasing) Project tab

56 Journals and Expenses Continue to submit, as now –paper journals –inter-departmental journals –ADI (electronic template) journals Separate expenses into two : grant and non-grant –new form by January

57 Overheads Calculated –Automatically, from burdening rule (eg 46% of staff costs) –Manually, using journal functionality Indirect staff time Direct but non-specific costs

58 Data migration Sources –General Ledger : expenditure balances (inception to date) –Project Master File : standing data –paper files, via data auto load spreadsheets –InfoEd (later) No transactional detail –continue to look up pre-2005 transactions via GL List of Balances Checking and quality control Correction of errors

59 Finance Training Will utilise a combination of ‘desktop’ and ‘conventional delivery’ Detailed training is available -contact E-learning modules via Spectrum -availability dates to be confirmed Training documentation: –series of updated user guides on Spectrum

60 How to get access to Grants and Labour Distribution Request form on Spectrum uk/access/newusera.pdf uk/access/newusera.pdf

61 What help will be available? Spectrum – from February / March –FAQs –Research Services website pectrum/researchservices/ ICT Service Desk

62 Questions and answers