Project Arian –GL & AR

July 2009 – September 2009

Agenda

Understand the reasons for change Why Oracle E-Business Suite was chosen The Benefits How we will achieve the vision Impact of change on Staff roles Inform you of new business processes Provide a demonstration of Oracle (not a training session) Next steps Questions and Answers session

Project Arian Vision

Project Arian will implement a university wide finance, researchmanagement and procurement system that is efficient effective

and sustainable from 1st December 2009

Understand The Reasons for Change…

Current Future

One integrated financial, procurement and research system to support University’s academic and organisational development

Lots of systems that don’t speak to each other

A lot of time spent reconciling Coda, Hyperdata, Honours &

spreadsheets

Everyone doing things differently and open to

confusion

People gaining skills and capabilities of using Oracle and

working with new business processes

Streamlining business Process so that we minimise wastage, duplication and human error

Not always reliable data, confusion

Agenda

Understand the reasons for change Why Oracle E-Business Suite was chosen The Benefits How we will achieve the vision Impact of change on Staff roles Inform you of new business processes Provide a demonstration of Oracle (not training) Next steps Questions and Answers session

Why was Oracle chosen…

An extensive procurement exercise was undertaken with Schools and Directorates

Oracle - market leading, modern finance system already being used in many leading

universities e.g. Manchester, UCL, Imperial

Oracle – Supports the Modern Working Environment (MWE) while other market

competitors were not compatible

Oracle - Replaces Coda, Honours, Hyperdata and Research Management System (MIS)

Agenda

Understand the reasons for change Why Oracle E-Business Suite was chosen The Benefits How we will achieve the vision Impact of change on Staff roles Inform you of new business processes Provide a demonstration of Oracle (not training) Next steps Questions and Answers session

The Benefits for the University…

1. Improved business processes that are based on best practice

2. Remove unnecessary administrative activities e.g. reconciliation between Coda and Hyperdata / Honours

3. Development of people

The Benefits for the University… 1                  

 ·     

4. Flexible enough to accommodate future changes

5. Improved Management Information

 6. Full integration of finance functions, processes and data across the University

Agenda

Understand the reasons for change Why Oracle E-Business Suite was chosen How we will achieve the vision Impact of change on Staff roles Inform you of new business processes Provide a demonstration of Oracle (not training) Next steps Questions and Answers session

How we will achieve the vision…

1. BUSINESS PROCESSES

2. SYSTEM DESIGN DECISIONS

AND CONFIGURATION

3. TESTING PROCESSES &

SYSTEM DESIGN

4. PEOPLE INFORMED,

TRAINED AND SUPPORTED

For more information visit www.cardiff.ac.uk/Arian

Agenda

Understand the reasons for change Why Oracle E-Business Suite was chosen How we will achieve the vision Impact of change on Staff roles Inform you of new business processes Provide a demonstration of Oracle (not training) Next steps Questions and Answers session

Impact on change to staff roles…

The main areas and functions within Schools & Directorates which will be impacted are:

  - Day-to-day financial transactions    - Ordering and payments    - Invoice approval - Staff expenses     - Financial administration of research grants and contracts    - Reconciliation between systems will no longer be required

Jobs will evolve as Oracle will change the way you work…

Some reduction in work activities (in the medium term) - this will free up time to do other work.

n Managers are working with HR & Arian staff to assess changes within Schools & Directorates.

Agenda

Understand the reasons for change Why Oracle E-Business Suite was chosen The Benefits How we will achieve the vision Impact of change on Staff roles Inform you of new business processes Provide a demonstration of Oracle (not training) Next steps Questions and Answers session

Cardiff University Financial Application Architecture

Cyborg(Payroll)

SITS(Student Admin)

Compel(HR)

Retained Systems

Interface

Oracle E-Business Suite

Mapping Rules

Research & Services Accounts(Projects)

Payables

General Ledger

Receivables

Purchasing

i-Proc

Inventory

Accounts Receiveable

Invoice To Cash (I2C)

Create Profile Classes

Enter Customers

Create Invoices

Print Invoices

Post Receipts

PerformCollections

KEY BENEFITS

Schools will be able to check on the status of an invoice raised in AR

The improved debt chasing function within Oracle should result in less delinquent debt

When  raising invoices standard memo lines will be used where possible e.g. conferences, short courses etc, this will save time

When creating Miscellaneous receipts receivable activities will be used where possible, this will reduce the amount of time required to enter descriptions and GL codes

When creating Standard receipts it will possible to allocate at this point, currently debtor receipts are allocated the following day after the data has been loaded to CODA

The receipting process is similar to current system, with minimal change; Powerhouse is currently used for receipting which has the same concept of debtor and miscellaneous receipts  

Customers

Profileclass

Telephonenumbers

Addresses Contacts

Relationships

Business purpose

Classification

Organisation/Person

Transactions Overview

Importtransactions

Createmanual

transactions

Calculate taxes,derive subledger

accountingentries, update

customerbalances

Printinvoices

Correct,if necessary

Credit Memos

InvoiceCredit memo

Customer account

Credit memo

Applied credit memo

On-account credit

Receipts

Enter receiptApply to customer account or

invoice

Update customer balance

Clear receipt

Reconcile

bank statement

Collections

Identify past due items

Review collection information and

contact customers

Record activity and accept payments

Resolve disputed items

Applyadjustments

Recordbad debt

Recordreceipts

Demonstrations

General Ledger and

Chart of Accounts

General Ledger and Chart of Accounts

General Ledger Overview– What is General Ledger?

– The General Ledger Accounting Cycle

Chart of Accounts– Structure (Existing and New)

General Ledger Module– Key Benefits

– Functionality

Demonstration

What is General Ledger?

General Ledger Overview

What is the General Ledger?

How different Oracle Modules feed data to General Ledger

Where there is a Red Arrow the module posts a Journal to General Ledger

GENERAL LEDGER

ManualJournals

Payables

Purchasing

Projects Receivables

External Applications(e.g. Cyborg, SITS, etc)

General Ledger Accounting Cycle

Open period

Import from Ledgers

JournalsReview

Close

Reports

Chart of Accounts

Chart of Accounts – Structure

Cost Centre, Analysis and Account– Individually = Segments

– Collectively = Code Combination

Research / Services Rendered– Managed in Projects module

which has it’s own structure

– Reporting from Oracle Projects (via Business Objects)

EXISTING NEW

Nominal

Off CODA Analysis(e.g. Honours / Hyperdata)

Subaccount

Cost Centre

Analysis

Account

Chart of Accounts – How it appears in Oracle

Chart of Accounts – Why is it important ?

All transactions in the financial system have to be assigned a code;

Important that transactions are accurately coded for:– Internal Financial Management– External Statutory Reporting

o HESA

o TAX

o TRAC

o Annual Financial Statements Chart of Accounts must support at the very least the lowest

level of detail required for budgetary control

General Ledger Module

General Ledger – Key Benefits

Single Source of Truth– Schools / Directorates and FINCE will now share the same information

Security– School / Directorate Users will only be able to access Codes related to

their schools Cross Validation

– Checks Cost Centre, Analysis and Account are valid to work with each other

Budgetary Control– Set as Advisory against the Analysis Segment

Reporting– Range of standard reports

School / Directorate Access– Schools / Directorates will enter their own transactions / journals– Fewer delays and posting errors– Drilldown to source transactions (e.g. Purchase Invoices)

General Ledger - Key Functions

Reverse Journal

Post Journal

Web ADI(spreadsheet journal)

Inquiry

Drill down tosubledgers

Import

Reporting

Demonstrations

Desktop Integration

Next Steps for Schools & Directorates…

Training Cut over Support

Training…

Training will take place in November 2009 – different courses are being scheduled ranging from 2 hours e-learning session to 3 days classroom course

Cutover (closure of all systems)…

1. Coda Honours & Hyperdata will be ‘read’

only December

2. Payment dates will change for invoices, expenses Mid- November

Journals, Petty Cash reimbursements etc.

3. Schools & Directorates will reduce open orders

on existing systems From now

4. Suppliers that will be added to the system will need

reviewing August / September

Support (Champions & Clusters)…

Cluster Group 1

Champion 1: Finance Champion 2: Research Champion 3: Reporting

1 2 3 4 5 6

CHEMY PSYCH CLAWS ENCAP MEDIC HRSHE

ENGIN PHRMY CARBS SOCSI SOHCS INSRV

COMSC OPTOM ARCHI WELSH SONMS PAFRS

PHYSX BIOSI JOMEC CPLAN DENTL REGOS

EARTH LEARN EUROS PGMDE STRAT

MEC HISAR MUSIC VCO

MATHS RELIG

Agenda

Understand the reasons for change Why Oracle E-Business Suite was chosen The Benefits How we will achieve the vision Impact of change on Staff roles Inform you of new business processes Provide a demonstration of Oracle (not training) Next steps Questions and Answers session

Questions & Answers Exercise

For Further information visit: www.Cardiff.ac.uk/Arian

or email arian@cardiff.ac.uk