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
Coláiste na TríonóideTrinity College2
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
Coláiste na TríonóideTrinity College3
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
Coláiste na TríonóideTrinity College4
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
Coláiste na TríonóideTrinity College
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
Financial Coding Structure
Expenditure
Type
Alpha characters
e.g. Equipment
Research Projects:- Organisation (4digits) and Expenditure Type (5 digits) are numeric values for salary information
Coláiste na TríonóideTrinity College
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
Financial Coding Structure
Expenditure
Type
Alpha characters
e.g. Equipment
Coláiste na TríonóideTrinity College
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 Structure
Coláiste na TríonóideTrinity College10
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
Coláiste na TríonóideTrinity College
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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
Coláiste na TríonóideTrinity College
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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Coláiste na TríonóideTrinity College
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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Coláiste na TríonóideTrinity College14
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....
Coláiste na TríonóideTrinity College
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…
Coláiste na TríonóideTrinity College
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
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Coláiste na TríonóideTrinity College17
GL CodingSegment 4 – Sample Hierarchy
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....
Coláiste na TríonóideTrinity College
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
Coláiste na TríonóideTrinity College19
GL CodingSegment 5 – Sample Hierarchy
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
Coláiste na TríonóideTrinity College
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
Coláiste na TríonóideTrinity College
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 Structure
Coláiste na TríonóideTrinity 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.
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Coláiste na TríonóideTrinity College
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
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)
Coláiste na TríonóideTrinity College
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
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
Coláiste na TríonóideTrinity 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)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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