Oracle Grants and Labour Distribution Roadshow Imperial College London.

transcript

Oracle Grants and Labour Distribution Roadshow

Imperial CollegeLondon

Agenda• Grants Management System (GMS)

– scope and coverage– account coding – the POETA– main inquiry screens

• HR and payroll – Labour Distribution• Finance

– iProcurement and Core Purchasing– journals and adjustments– overheads– data migration

• Further training and support• Questions and answers

Today’s objective

By the end of this session you will have a basic understanding of

how to find information on Oracle Grants and Labour Distribution

What is the Oracle Grants Management System?

• An accounting tool– records actual expenditure related to

research projects– shows commitment (encumbrances) for

purchase orders and staff costs– calculates rule-based overheads– generates claims in most cases

Scope of the Grants system

• All continuing research projects– everything beginning with a P or R

• Not capital (building) projects

• Not staff accounts (beginning with an F)

• Not research accounts already closed

RAMP(Research Administration Management Programme)

• More responsive, faculty-facing organisational structure

• Project tracking and development tools• Enhanced accounting and financial controls

Research Services restructure

• Former/transition structure• Research Grants

and Contracts Office (RGCO)

• Research Accounts Office (RAO)

• Current organisation• Faculty teams• Contracts

Negotiation Unit• Research Support

and Compliance Unit

Faculty support – four teams

1. Medicine– three groups

2. Engineering and Tanaka Business School

3. Life Sciences

4. Physical Sciences

Research ServicesFaculty Teams

Director of

Research Services

Brooke Alasya

Physical Sciences

Sonia Jackson

Life Sciences

Tushar Devani

Engineering Tanaka Business

School

Deslyn Brown

Hammersmith

Mike Robinson

St Mary’s South Kensington

Northwick Park

David Langley

Head of Research Services, Faculty of

Medicine

Karen Sergiou

Charing Cross Royal Brompton

Chelsea and Westminster

InfoEd• Proposal tracking• ‘Live’ in Research Services• Data logged from

• “yellow form”

• award offer letter

• supporting documentation

• College access • via RS faculty team

• Proposal development• Academics and

administrators

• Spring 2005

Oracle Grants

• Implementation February 2005

• Manages all research funding• detail on Grants• summary on GL

(ICIS)

• Interface with InfoEd

Oracle modules(simplified view)

General ledger

Accounts payable

Purchase ordering

Labour Distribution

Payroll

Human resources

Grants Management

Accounts receivable

What is the POETA code?

POETA consists of:

• Project Number

• Organisation (cost organisation)

• Expense Type

• Task

• Award Number

Contrast with General Ledger codes

• The order of entering code segments on screen is different (but on paper forms, continue with present layout, in most cases)

• No recharge segment

• No sub-1 or sub-2 segments

Example of a complete POETA string

P12345_BIBCR.164109.01.BIBCR_P12345

• Project• Organisation• Expenditure type• Task• Award

Research award number format on Grants

ABCD(E)_P01234

eg, BIBCR_P01234

this is the format that we’re used to seeing on ICIS as a project number

Research project number format on Grants

P12345_ABCD(E)

eg, P01387_BIBCR

the format is the opposite way round to what we’re used to seeing on ICIS

InfoEd – Applications and Awards NumberingScenario – one funder with one ‘lead’ project and two sub-projects

Application stage

Funding application logged on to InfoEd

Sub-projectSystem generated ‘PS’ number, eg PS0131

Sub-projectSystem generated ‘PS’ number, eg PS0126

Lead projectSystem generated ‘P’ number, eg P01234

Sub-projectAward number assigned = cost centre + ‘PS’ number, eg MATH_PS0126

Lead projectAward number assigned = cost centre + ‘P’ number, eg BIBCR_P01234

Award stage Awarded funding

logged on to InfoEd and matched with

application

Sub-projectAward number assigned = cost centre + ‘PS’ number, eg CHBBC_PS0131

Award and Project Numbering

Scenario – one funder with one project

AwardAward number assigned = cost centre + ‘P’ number eg, BIBCR_P01234

Awarded funding logged on to InfoEd and matched with application

1Award details entered onto Oracle Grants

AwardSet up with award number BIBCR _P01234

2Project details entered onto Oracle Grants

ProjectSet up with project number P01234 _ BIBCR

3Award and Project linked on Oracle Grants

Award + ProjectAward/project link set up so project P01234_BIBCR is funded by award BIBCR_P01234

4Award budget entered onto Oracle Grants

Award BudgetAward budget set up with budget allocated across years and expenditure type

Grants responsibilities

• Set up of awards and projects

• Budget allocation

• Transaction detail

• Invoices to sponsors

• Journals

• Reports

Example Grants terminologyAWARD Money from funder

TASK Budget split, eg CEC awards or two PIs in the same group

RESOURCE GROUPS

‘Parent’ expenditure category, eg Laboratory and workshop supplies

RESOURCES/EXPENDITURE TYPES

‘Child’ analysis code, eg chemicals, gases, workshop materials

Resources and resource groups

EXPENDITURE TYPE DESCRIPTION LEVEL

164100 LABORATORY AND WORKSHOP SUPPLIESResource Group

164101 BUDGET LABORATORY & WORKSHOP SUPPLIES Resource164104 LABORATORY SUPPLIES/CONSUMABLES Resource164107 CHEMICALS Resource164109 VACCINES & DRUGS Resource164110 GLASSWARE & PLASTICWARE Resource164113 GASES Resource164116 CYLINDER RENTAL Resource164119 ELECTRICAL / MECHANICAL SUPPLIES Resource164122 WORKSHOP BOUGHT-IN SERVICES Resource164125 HAND / POWER TOOLS Resource164128 WORKSHOP MATERIALS Resource

Inquiring on an award

• What information is available to view, for example?– start/end dates, funder, status– budget and transaction totals– list of projects linked to the award– invoices raised– data ‘as at now’

Award Status inquiry (ASI)

Inquiry options

Award Inquiry

Invoice Review

Resource Status

Actuals

Commitments

Project Status

Inquiring on a project

• What information is available to view, for example?– milestones, profile payment schedule– budget and transaction totals– transaction detail– start/end dates, status– data refreshed overnight

Project Status inquiry (PSI)

Inquiry options

Commitments

Project

Resource Status

Task Status

Reports

Labour Distribution

Payroll cost allocation

Process Overview

HR & Payroll

Labour Distribution Grants/Projects

General Ledger

PayrollCosting

1.Run Payroll

2.Run Costing

3. Run Transfer to generalLedger

4. Run Import PayrollTransactions from HRMS

5. Run Create DistributionLines

Payroll Lines

Payroll SubLines

DistributionLines

ClearingAccount

5. Run Summarise andTransfer Payrolldistribution Lines

5. Transfer to GL

How do I?

• Charge a member of staff to a project?– No change – use form HR4 Contract Request

• Change someone’s charging?– No change - request in writing to your HR team

• Adjust staff costs once they’ve been posted?– Use the new HR form Staff Costs Adjustment

• Check how someone has been charged?– Your ICIS HR access– Your HR Services team– Payroll reports

New features in ICIS• LD Schedules – current and future charging

instructions for all members of staff– All charges to one project or GL code– Charges split between project or GL codes using %– Elements of pay charged to different projects or GL

• LD Distribution Adjustments – how staff costs have been charged for prior periods

ICIS HR Navigation

Labour Schedule – by assignment

Labour Schedule – by pay element

Actual distributions – by pay element

Viewing payroll costs in Oracle Grants

Finding out more

• Training for departmental enquiry users– Gail Burch, HR ICIS Trainer – g.burch@imperial.ac.uk

• Training for HR and Research Services

• Guidance notes to take away

• Information on Spectrum– https://www.imperial.ac.uk/spectrum/hr/internal/icis

Finance

Purchasing

iProcurement

Raising Requisitions in iProcurement:

On the delivery screen the Buyer will now be asked whether the Requisition is Project related

• Yes and continue – fill in POETA

• No and continue - proceed as usual

Delivery Screen(iProcurement)

If project-related, select yes here

iProcurement

Enter the POETA code here

Core Purchasing

• Purchasing Distribution screen– enter the POETA on the Project tab

• Research project related orders only

Distributions Screen(core purchasing)

Project tab

Journals and Expenses

• Continue to submit, as now – paper journals– inter-departmental journals– ADI (electronic template) journals

• Separate expenses into two : grant and non-grant– new form by January

Overheads

• Calculated– Automatically, from burdening rule (eg 46%

of staff costs)– Manually, using journal functionality

• Indirect staff time

• Direct but non-specific costs

Data migration• Sources

– General Ledger : expenditure balances (inception to date)

– Project Master File : standing data– paper files, via data auto load spreadsheets– InfoEd (later)

• No transactional detail– continue to look up pre-2005 transactions via GL List of

Balances

• Checking and quality control• Correction of errors

Finance Training

• Will utilise a combination of ‘desktop’ and ‘conventional delivery’

• Detailed training is available- contact a.northam@imperial.ac.uk

• E-learning modules via Spectrum- availability dates to be confirmed

• Training documentation:– series of updated user guides on Spectrum

How to get access to Grants and Labour Distribution

• Request form on Spectrum http://www.icis.ic.ac.uk/access/newusera.pdf

What help will be available?

• Spectrum – from February / March

– FAQs– Research

Services website https://www.imperial.ac.uk/spectrum/researchservices/

• ICT Service Desk

Questions and answers

Oracle Grants and Labour Distribution Roadshow Imperial College London.

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