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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 [email protected]