General Ledger Re-design

Presenter: Anne Shrubshall

Date: 18th March 2008

Agenda

• Existing code structure

• Reasons to change

• Drawbacks

• New segments (1)

• New segments (2)

• Mandatory segments

• Optional segments

• Examples

• Timescales

• Suggestions

• Project Schedule

Existing code structure

1-AWRB3047-50100

“Unit”

FundingSource

Dept

Objective“Group”

Objective“Specific”

Reasons to change

Two segments not flexible enough

TRAC (and other things) require more in-

depth cost analysis

Additional segments needed

Need to implement new coding structure

before we consider replacing Aptos

Drawbacks

“Unit” is non-standard:- LDAP, AltaHR, SITS & Aptos all use different

Two segments is too inflexible

Other methods (eg. Trx Analysis) are

unreliable

Cost Centre contains too much data

Detail Code is used inconsistently

New segment options (1)

Unit

Department

Funding source?

Activity

TB Type – I&E or BS

Nominal code

New segment options (2)

Project

Sponsor “type” – SPO/OSR

MIR reporting “group”

Published a/cs reporting “group”

HESA category

Other?

Mandatory Segments

Segment Format Explanation

UNIT A99 Similar to the first two digits of

the current Cost Centre, but

separate and more flexible.

DEPT XXX Similar to the last digit of the

current Cost Centre, but separate and

more flexible.

ACT 99 Denoting an activity or type.

SUBCODE 999 Subjective code

Optional Segments

Segment Format Explanation

FUND AA Similar to the third digit of the

current Cost Centre, but separate

and more flexible. This would

denote a special funding source,

other than “recurrent allocation”.

SPONSOR AX Denoting a research project sponsor

type (only where the FUND denoted

“externally funded”)

PROJECT XXX9999 Denoting a project number

Examples

1-A01-ENG-06-504 which might mean:

Exeter-SALL-English-Conferences-Air Fares

1-A01-ENG-03-504-A011049-EF-E1 which might mean:

Exeter-SALL-English-Research-Air Fares-Project Number A011049 -

Externally Funded-By the European Commission

(Note: this is SALL project # 1049 – there may be other projects

numbered 1049, but they will have different UNIT prefixes)

Timescales

Project underway now

Your suggestions awaited

Very wide consultation

Go live from 1-August-2009

Your suggestionshttps://survey.ex.ac.uk/gl-redesign

Schedule

Phase 1 – Consultation/Data collection. 30-Sep-08

Phase 2 – Business planning templates. 31-Dec-08

Phase 3 – Interfaces. 31-Jul-09

Phase 4 – Data entry. 31-Jul-09

Phase 5 – Training. 31-Jul-09

Phase 6 – Reporting. 31-Jul-09

Phase 7 – Post-implementation review. 31-Jan-10

Thank you – any questions?