general ledger re-design
DESCRIPTION
General Ledger Re-design. FASIG 25 November 2008 Presenter: Anne Shrubshall. Objectives Constraints Ledger proposals Mandatory segments Optional segments Research ledger Next steps. Overview. Objectives. Consistency Flexibility Clarity Improved external reporting options - PowerPoint PPT PresentationTRANSCRIPT
Overview
• Objectives• Constraints• Ledger proposals• Mandatory segments• Optional segments• Research ledger• Next steps
Objectives
Consistency
Flexibility
Clarity
Improved external reporting options
Improved internal reporting options
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
Ledger Proposals
2 new ledgers
1. General ledger
2. Research ledger
gives more flexibility for research coding
reduces complexity in general ledger
General ledger - proposed segments
Mandatory
Company
Organisation
Activity
Subjective
Subjective analysis
General ledger - proposed segments
Optional
Budget unit
Sub-unit
Activity Analysis
Project analysis
Transaction analysis
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
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
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 grant A20 – R grant• O10 – Rates O12 – Utilities O40 – Telephone
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
Travel O60-510 UK Support staff L35-000 (no
analysis)
O60-520 Cornwall L35-100 technician
O60-530 Overseas L35-200 porter
By separating the analysis element the codes become more flexible
Any subjective analysis code could be paired with any subjective code
Optional Segment (1)
BUDGET UNIT Format \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 \USF02 HuSS – History
\USF03 HuSS – Politics
\USA01 Biosciences – Exeter
\USA02 Biosciences – Cornwall
\UPB20 Corporate Services – B&E
\UPB30 Corporate Services – Finance
\UTA10 CS trading – Halls
\UUA01 University – SDF
\UUA99 University – Fixed Assets
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 \LPB20 Corporate Services – Cashiers (under Finance)
\LSF99 HuSS – Cornwall (under History or Politics)
\LTA12 CS trading – Holland Hall (under Halls)
\LUA10 University – Land & Buildings (under fixed assets)
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-O60-520-\UPB30-\LPB20\A35Corporate Services-Admin- UK travel -Finance Services-cashiers-training
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-O60-530-\USA01-\A49Biosciences -Teaching- Overseas travel -Exeter-field trips
1-SA-T-O60-530-\USA01-\A49-\PFSA101Biosciences -Teaching- Overseas travel -Exeter-field trips-Russia
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 \T501600095
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-O60-520-\UPB30-\LPB20-\A35-\TE00368056Corporate Services-Admin- UK travel-FS-cashiers-training-A Shrubshall
General Ledger Full Character Format
9-AA-A-A99-999-\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)
1 2 3 4 5 6 7 8 9 10
Research ledger - proposed segments
Mandatory
Company
Organisation
Activity (defining tax status)
Subjective
Subjective analysis
Research ledger - proposed segments
Optional
Unit of assessment
Sponsor type
Taxation status
Project number
Transaction analysis (PI staff number)