General Ledger Redesign Presenter Anne Shrubshall Date 18

General Ledger Re-design Presenter: Anne Shrubshall Date: 18 th March 2008

Agenda • Existing code structure • Optional segments • Reasons to change • Examples • Drawbacks • Timescales • New segments (1) • Suggestions • New segments (2) • Project Schedule • Mandatory segments

Existing code structure 1 -AWRB 3047 -50100 “Unit” Objective “Specific” Dept Funding Source Objective “Group”

Reasons to change Two segments not flexible enough TRAC (and other things) require more indepth cost analysis Additional segments needed Need to implement new coding structure before we consider replacing Aptos

Drawbacks “Unit” is non-standard: Ø LDAP, Alta. HR, SITS & Aptos all use different Two segments is too inflexible Other methods (eg. Trx Analysis) are unreliable Cost Centre contains too much data Detail Code is used inconsistently

New segment options (1) Unit Department Funding source? Activity TB Type – I&E or BS Nominal code

New segment options (2) Project Sponsor “type” – SPO/OSR MIR reporting “group” Published a/cs reporting “group” HESA category Other?

Mandatory Segments Segment Format Explanation UNIT A 99 DEPT XXX ACT 99 Similar to the first two digits of the current Cost Centre, but separate and more flexible. Similar to the last digit of the current Cost Centre, but separate and more flexible. Denoting an activity or type. SUBCODE 999 Subjective code

Optional Segments Segment Format Explanation FUND AA Similar to the third digit of the current Cost Centre, but separate and more flexible. This would denote a special funding source, other than “recurrent allocation”. Denoting a research project sponsor type (only where the FUND denoted “externally funded”) Denoting a project number SPONSOR AX PROJECT XXX 9999

Examples 1 -A 01 -ENG-06 -504 which might mean: Exeter-SALL-English-Conferences-Air Fares 1 -A 01 -ENG-03 -504 -A 011049 -EF-E 1 which might mean: Exeter-SALL-English-Research-Air Fares-Project Number A 011049 Externally Funded-By the European Commission (Note: this is SALL project # 1049 – there may be other projects numbered 1049, but they will have different UNIT prefixes)

Timescales Project underway now Your suggestions awaited Very wide consultation Go live from 1 -August-2009

Your suggestions https: //survey. ex. ac. uk/gl-redesign

Schedule Phase 1 – Consultation/Data collection. 30 -Sep-08 Phase 2 – Business planning templates. 31 -Dec-08 Phase 3 – Interfaces. 31 -Jul-09 Phase 4 – Data entry. 31 -Jul-09 Phase 5 – Training. 31 -Jul-09 Phase 6 – Reporting. 31 -Jul-09 Phase 7 – Post-implementation review. 31 -Jan-10

Thank you – any questions?