Financial Information System (FIS) Project Trinity College Dublin

Coláiste na TríonóideTrinity College1

Financial Information System (FIS) Project Trinity College Dublin

FIS Forum for Academic & Service/Support Areas

Financial CodingFionnuala Lambert & Bernadette Gavagan

September 2013


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


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


PurchasingPurchasing

Internet Internet ProcurementProcurement

ReceivablesReceivables

Cash Cash ManagementManagement

General General LedgerLedger

BI AppsBI Apps(Reporting)(Reporting)

All modules All modules can feed can feed

intointoBI AppsBI Apps

iSupplieriSupplier

Hyperion Budgeting & Planning, Version 1 Document Management, Science Warehouse MarketplaceHyperion Budgeting & Planning, Version 1 Document Management, Science Warehouse Marketplace

PayablesPayables

InventoryInventory

Grants Grants AccountingAccounting

Software Solution Set


Implementation - Timetable

Go Live: 1st October 2013

Coláiste na TríonóideTrinity College

Financial Coding Structure

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RESEARCH PROJECTS

GENERAL LEDGER

Segment 1

Company

2 Digit Numeric

Segment 2

Cost Centre

5 Digit Numeric

Segment 3

Activity

7 Digit Numeric

Segment 4

Source of Funds

4 Digit Numeric

Segment 5

Expense Code

5 Digit Numeric

Segment 6

Spare

Always

000000

Organisation

Alpha Characters

e.g. Botany

Project Number

6 Digit

Numeric

Award Number

5 Digit

Numeric

Task

2 Digit

Numeric


Expenditure

Type

Alpha characters

e.g. Equipment

Research Projects:- Organisation (4digits) and Expenditure Type (5 digits) are numeric values for salary information


RESEARCH PROJECTS

GENERAL LEDGER

Segment 1

Company

2 Digit Numeric

Segment 2

Cost Centre

5 Digit Numeric

Segment 3

Activity

7 Digit Numeric

Segment 4

Source of Funds

4 Digit Numeric

Segment 5

Expense Code

5 Digit Numeric

Segment 6

Spare

Always

000000

Organisation

Alpha Characters

e.g. Botany

Project Number

6 Digit

Numeric

Award Number

5 Digit

Numeric

Task

2 Digit

Numeric


Expenditure

Type

Alpha characters

e.g. Equipment


GENERAL LEDGER

Segment 1

Company

2 Digit Numeric

Segment 2

Cost Centre

5 Digit Numeric

Segment 3

Activity

7 Digit Numeric

Segment 4

Source of Funds

4 Digit Numeric

Segment 5

Expense Code

5 Digit Numeric

Segment 6

Spare

Always

000000



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 Reportingo 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


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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


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

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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

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GL CodingSegment 2 – Sample Hierarchy

Parent Level (Reporting)

Child Level(Posting)

School Office - Drama, film &

Music

SCHOOL OF DRAMA,

FILM & MUSIC

ACADEMIC

Drama Music

FACULTY OF ARTS,HUMANITIES &

SOCIAL SCIENCES

FACULTY OFENGINEERING,

MATHS & SCIENCE

School Office -English

SCHOOL OFENGLISH

English

SCHOOL OFNATURAL SCIENCES

SCHOOL OFPHYSICS

School Office -Natural

Sciences

BotanySchool Office

Physics

Etc...Etc....


GL CodingSegment 3 - Activity

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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:oSelf Financing CoursesoSelf Financing ActivitiesoOther Sub ActivitiesoEtc…



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

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Parent Level (Reporting)

Child Level(Posting)

1101

SFI

IRISH

TOTAL

1102

HRB

EXCHEQUER NON–EXCHEQUER

2104Irish

Industry

IRISH

2102Irish

Charity

INTERNATIONAL PUBLIC

INTERNATIONAL PRIVATE

2101Industry

2102Charity

5501International

Industry

Etc.... Etc....

Etc....


GL CodingSegment 5 – Expense Code

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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



Ticket Sales

INCOME FROMCOMMERCIAL

ACTIVITIES

ParentLevel

(reporting)

ChildLevel

(posting)

.......etc.

INCOMEPAY

EXPENDITURE

OTHERINCOME

ACADEMIC BASIC PAY

ACADEMIC PENSION COSTS

NONPAY EXPENDITURE

LAB CONSUMABLES

INTERNATIONAL TRAVEL

ParkingPermits

Interest

.......etc.

Donations

Chemicals

.......etc.

IndustrialGases

Air Travel

.......etc.

Boat Travel

Professor

.......etc.

Lecturer

Professor

.......etc.

Lecturer

Academic Fees Income Pension

Costs Travel &

SubsistenceConsumables Basic Pay

Costs


GL CodingSegment 6 – Spare

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• Segment 6 is a spare segment

• May be required in the future

• For now the default value is 000000


GENERAL LEDGER

Segment 1

Company

2 Digit Numeric

Segment 2

Cost Centre

5 Digit Numeric

Segment 3

Activity

7 Digit Numeric

Segment 4

Source of Funds

4 Digit Numeric

Segment 5

Expense Code

5 Digit Numeric

Segment 6

Spare

Always

000000



Research Coding Structure

22



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.

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RESEARCH PROJECTS

Organisation

Alpha characters

e.g. Botany

Project Number

6 Digit

Numeric

Award Number

5 Digit

Numeric

Expenditure

Type

Alpha characters

e.g. Equipment

Task

2 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)


RESEARCH PROJECTS

Organisation

Alpha characters

e.g. Botany

Project Number

6 Digit

Numeric

Award Number

5 Digit

Numeric

Expenditure Type

Alpha characters

e.g. Equipment

Task

2 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


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 – [email protected]

Ext. - 2700

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Questions ?

Please Contact: [email protected]

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Documents

Financial Information System (FIS) Project Trinity College Dublin