Life Sciences and Medicine Cost Centre Changes

What changes are happening in Life Sciences?

• New Life Sciences Faculty structure with new Divisions and new Cost Centres.

• Two stage Process:

Stage 1 – Confirmation of all Accounts being mapped.

Stage 2 – Implementation of Account mappings and Grant changes.

What are the changes in Medicine?

Biomedical Sciences (BMS) Moving to Life Sciences

Leukocyte Biology Moving to NHLI (Small part of BMS) Division of Paediatrics, Obstetrics and Gynaecology (POG)

Moving to Medicine Moving to Surgery

Moving to Surgery,

Oncology,Cancer Medicine Reproductive Biology

and Anaesthetics (SORA)

Why are the changes happening in Life Sciences?

• There is a reorganisation in Life Sciences which has resulted in new Divisions being established.

• The new codes are going to reflect the new structure in terms of both Management and Budget set ups.

New Academic Divisions and Heads of Divisions in Life Sciences

Biology

Cellular and Molecular Biology

Molecular Biosciences

Biomedical Sciences

Centre for Environmental Policy

Professor

Charles

Godfray

FRS

Professor Murray Selkirk

Professor Paul Freemont

Professor

John

Couchman

Professor Jeff Waage

Why are the changes happening in Medicine?

• There is a reorganisation of the Faculty of Medicine Management Structure.

• Faculty development of Research strategy.

What areas will be affected?

Grants: • No changes to existing Award and Project

Numbers.• The Costing Organisation will reflect new

Cost Centre.

Existing Projects

• Pre Implementation:Project Number Costing Expenditure Task Award

Number Organisation Type

P12345_ABCD ABCD 169204 1 ABCD _P12345

• Post Implementation:Project Number Costing Expenditure Task Award

Organisation Type Number

P12345_ABCD EFGH 169204 1 ABCD_P12345

New Projects

• Post Implementation:

Project Number Costing Expenditure Task Award Number

Organisation Type

P12345_EFGH EFGH 169204 1 EFGH_P12345

What areas will be affected?

G codes:• Set up of new accounts with correct

combinations. • Old Cost Centres and Combinations will

no longer be available except to selected Users (Super Users).

What areas will be affected?

F accounts:• During Stage 1- Use same Codes. • Stage 2- F account is the same but the Cost Centres are

changing• In Stage 2 where F accounts have to be changed, those

people will be sent a separate notification via Email.

• When accounts are queried the old code and new code will be visible to selected users. Paramount that the new code is chosen.

• Most users will only have access to the new codes.

Purchasing

• The week beginning 1st August 2005 a select number of users ‘Key Buyers and Approvers’ will have access to raise Orders and Approve, until all Buyers are re established in their new hierarchies.

• A list of these will be available to all Purchasing users.

• All open Purchase Orders with outstanding Encumbrances will be updated to reflect the new Cost Centres. Therefore any invoices will be matched against the new code.

• Closed Purchase Orders will remain on old codes.

Accounts Payable

• Access to ALL Codes which will enable credit memo’s to be matched onto old invoices.

• Invoices will be matched to new lines on the Purchase Orders.

Accounts Receivable

• There will be access to ALL codes to enable receipting, adjustments etc.

• There is NO issue on reports• No issue in regards to interfaces and

raising invoices.

Forms

• On all forms where the ‘Organisation’ is requested, the New Cost Centre will need to be entered once we have gone Live.

Examples of Forms: - GL / POETA Journal Form - Expense Claims - HR 3: Request to Recruit and Advertise with Funding Approval

- HR 4: Contract Request

- HR 18: Staff Cost Distribution Journal

- Catering Order Forms

Reports

• Grants: Budget V’s Actual run by the Project Number therefore there are NO changes

Transaction Period End is run by Project, however if you choose to enter a Cost Centre as one of the parameters you need to enter the new Cost Centre.

How do I query old Codes?

• There will be identified Super Users who will have access to historical data on the old codes.

(A list of these will be available)

• Identified ‘Super Users’ will be able to reconcile accounts as they will see both old and new accounts.

Who will it affect?

• All users of F, G and Project Accounts.• It is Vital that ALL (Life Sciences)

department stamps are returned back to Vishmatie. New stamps will be issued.

How will I know?• Mapping Documents will be on Spectrum.• URL will be sent to users.

Who do I contact if I have a problem?

• If the problem / issue is technical- contact the ICT help desk on 0207 594 9000 or

servicedesk@ic.ac.uk• Any Purchasing problems need to be

directed to po-help@ic.ac.uk• Any other issues need to go directly to the

relevant Contact

Who is my Contact?

• Medicine:

- Lorna Colquhoun for Medicine

- Julia Anderson for SORA

- Teresa Dunne for NHLI

- Sean Murphy

- Neil Young

Who is my Contact?

• Life Sciences: - Diana Paterson - Fox - Julie Bennett - Carol Jovanovic - Frances Lloyd - Christine Short - Vishmatie Jagessar - Conrad Beer

Any Questions?