Oracle Grants and Labour Distribution Roadshow

Imperial CollegeLondon

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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

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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

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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

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RAMP(Research Administration Management Programme)

• More responsive, faculty-facing organisational structure

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

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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

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Faculty support – four teams

1. Medicine– three groups

2. Engineering and Tanaka Business School

3. Life Sciences

4. Physical Sciences

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Research ServicesFaculty Teams

Director of

Research Services

tba

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

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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

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Oracle Grants

• Implementation February 2005

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

(ICIS)

• Interface with InfoEd

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Oracle modules(simplified view)

General ledger

Accounts payable

Purchase ordering

Labour Distribution

Payroll

Human resources

Grants Management

Accounts receivable

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What is the POETA code?

POETA consists of:

• Project Number

• Organisation (cost organisation)

• Expense Type

• Task

• Award Number

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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

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Example of a complete POETA string

P12345_BIBCR.164109.01.BIBCR_P12345

• Project• Organisation• Expenditure type• Task• Award

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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

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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

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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

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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

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Grants responsibilities

• Set up of awards and projects

• Budget allocation

• Transaction detail

• Invoices to sponsors

• Journals

• Reports

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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

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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

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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’

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Award Status inquiry (ASI)

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Inquiry options

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Award Inquiry

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Invoice Review

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Resource Status

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Actuals

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Commitments

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Project Status

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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

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Project Status inquiry (PSI)

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Inquiry options

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Commitments

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Project

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Resource Status

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Task Status

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Reports

Labour Distribution

Payroll cost allocation

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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

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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

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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

codes

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

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ICIS HR Navigation

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Labour Schedule – by assignment

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Labour Schedule – by pay element

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Actual distributions – by pay element

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Viewing payroll costs in Oracle Grants

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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

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Finance

Purchasing

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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

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Delivery Screen(iProcurement)

If project-related, select yes here

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iProcurement

Enter the POETA code here

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Core Purchasing

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

• Research project related orders only

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Distributions Screen(core purchasing)

Project tab

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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

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Overheads

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

of staff costs)– Manually, using journal functionality

• Indirect staff time

• Direct but non-specific costs

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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

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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

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How to get access to Grants and Labour Distribution

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

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What help will be available?

• Spectrum – from February / March

– FAQs– Research

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

• ICT Service Desk

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Questions and answers