Financial Information System (FIS) Project
Trinity College Dublin
FIS Forum
for Academic & Service/Support Areas
Financial Coding
Fionnuala Lambert & Bernadette Gavagan
September 2013
1
Coláiste na Tríonóide
Trinity College
Project Objectives
2
•
To define and deliver a significantly improved
Financial Information System (FIS)
•
To meet the needs of each academic, administrative,
service and support area
•
Provide the College with the ability to produce:
Timely - Accurate - Appropriate Reporting
•
Ensure effective financial management across the
College
Coláiste na Tríonóide
Trinity College
Project Scope
•
Deliver transformed financial processes across TCD
•
Provide operational efficiencies across the following
key financial processes:
•
•
•
•
•
•
•
3
Procure to Pay
Invoice to Cash
General Ledger to Reporting
Financial Management
Project Portfolio Management
Budgeting and Forecasting
Enterprise Asset Management
Coláiste na Tríonóide
Trinity College
Software Solution Set
Hyperion Budgeting & Planning, Version 1 Document Management, Science Warehouse Marketplace
Inventory
Internet
Procurement
Purchasing
Grants
Accounting
BI Apps
(Reporting)
General
Ledger
Payables
iSupplier
4
Receivables
All modules
can feed
into
BI Apps
Cash
Management
Coláiste na Tríonóide
Trinity College
Implementation - Timetable
Go Live: 1st October 2013
5
Coláiste na Tríonóide
Trinity College
Financial Coding Structure
6
Coláiste na Tríonóide
Trinity College
Financial Coding Structure
GENERAL
LEDGER
Segment 1
Segment 2
Segment 3
Segment 4
Segment 5
Segment 6
Company
Cost Centre
Activity
Source of
Funds
Expense
Code
Spare
Always
2 Digit Numeric
RESEARCH
PROJECTS
5 Digit Numeric
4 Digit Numeric
7 Digit Numeric
Project
Number
Organisation
6 Digit
Alpha Characters
Numeric
e.g. Botany
000000
5 Digit Numeric
Task
Award
Number
Alpha characters
2 Digit
5 Digit
e.g. Equipment
Numeric
Numeric
Expenditure
Type
Research Projects:- Organisation (4digits) and Expenditure Type (5 digits) are
numeric values for salary information
Coláiste na Tríonóide
Trinity College
Financial Coding Structure
GENERAL
LEDGER
Segment 1
Segment 2
Segment 3
Segment 4
Segment 5
Segment 6
Company
Cost Centre
Activity
Source of
Funds
Expense
Code
Spare
Always
2 Digit Numeric
Project
Number
RESEARCH
PROJECTS
6 Digit
Numeric
5 Digit Numeric
7 Digit Numeric
Organisation
4 Digit Numeric
Expenditure
Task
Award
Number
2 Digit
5 Digit
Numeric
Numeric
Type
Alpha Characters
Alpha
characters
e.g. Botany
e.g. Equipment
5 Digit Numeric
000000
Coláiste na Tríonóide
Trinity College
Financial Coding Structure
GENERAL
LEDGER
Segment 1
Segment 2
Segment 3
Segment 4
Segment 5
Segment 6
Company
Cost Centre
Activity
Source of
Funds
Expense
Code
Spare
Always
2 Digit Numeric
5 Digit Numeric
7 Digit Numeric
4 Digit Numeric
5 Digit Numeric
000000
Coláiste na Tríonóide
Trinity College
Financial Coding Design Process
• Overall Structure agreed during the design workshops (Nov 2012)
o
This identified the Number & Length Of Segments
• Conference Room Pilot (CRP) Sessions achieved greater clarity
around reporting levels required for
o
o
Statutory Reporting
Management Reporting
• List of Values for each segment refined and mapped to existing
codes where possible
• Final List of Values published to FIS website during
the first week in September
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Coláiste na Tríonóide
Trinity College
Financial Coding Design Principles
•
Opening Positions & prior year comparators need to be migrated into a
sensible location so that consistent management reporting can be
maintained from go-live
•
Interfaced data requires a clear link between old & new codes
•
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e.g. any cost centres with Payroll charges need to exist in the new structure
•
Management Reporting – Need to maintain the ability to provide the
current level of granularity of reporting
•
START Structure - Cost Centre hierarchy reflects the proposed START
structure
Coláiste na Tríonóide
Trinity College
GL Coding
Segment 1 - Company
12

This segment identifies the legal entity that a transaction relates to

List of Values:
– 10 Trinity College
– 20 Ghala Limited
– 30 Benefactions

For the majority of transactions this will default to 10 for Trinity
College
Coláiste na Tríonóide
Trinity College
GL Coding
Segment 2 – Cost Centre
13

This segment identifies the operating unit the that the transactions
relate to e.g. school, discipline, service or support area

Segment 2 is equivalent to the old Element 2

The Parent/child structure allows a hierarchy to be built for greater
flexibility in reporting
Coláiste na Tríonóide
Trinity College
GL Coding
Segment 2 – Sample Hierarchy
ACADEMIC
FACULTY OF ARTS,
HUMANITIES &
SOCIAL SCIENCES
Parent Level
(Reporting)
SCHOOL OF
DRAMA,
FILM & MUSIC
Child Level
(Posting)
14
School Office Drama, film &
Music
Drama
Music
FACULTY OF
ENGINEERING,
MATHS & SCIENCE
SCHOOL OF
ENGLISH
School
Office English
English
SCHOOL OF
NATURAL
SCIENCES
School
Office Natural
Sciences
Botany
Etc..
..
SCHOOL OF
PHYSICS
School
Office
Physics
Etc...
Coláiste na Tríonóide
Trinity College
GL Coding
Segment 3 - Activity
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
Segment 3 is equivalent to the old Element 3 for non Research
Accounts. All active Element 3 codes have been mapped to new
Activity Codes

Seven digit code starting with 9 e.g.

Default value 0000000 where no Activity is required

The hierarchy structure allows Activities to be grouped into:
o Self Financing Courses
o Self Financing Activities
o Other Sub Activities
Coláiste na Tríonóide
o Etc…
Trinity College
GL Coding
Segment 4 – Sample Hierarchy
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
Segment 4 has no equivalent Element code in CODA

This segment identifies the Funding Source for particular
transactions, it will be used in connection with Income and Payroll
transactions only.

It is not intended that Non Pay transactions be assigned a Source
of Funds value at go live.

The hierarchy structure allows funding sources to be grouped into
Exchequer/ Non-Exchequer etc. for reporting
Coláiste na Tríonóide
Trinity College
GL Coding
Segment 4 – Sample Hierarchy
TOTAL
EXCHEQUER
Parent Level
(Reporting)
IRISH
Child Level
(Posting)
1101
SFI
1102
HRB
NON–EXCHEQUER
IRISH
Etc....
2104
Irish
Industry
2102
Irish
Charity
INTERNATIONAL
PUBLIC
2101
Industry
2102
Charity
INTERNATIONAL
PRIVATE
5501
International
Industry
Etc....
Etc....
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Coláiste na Tríonóide
Trinity College
GL Coding
Segment 5 – Expense Code
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
Segment 5 is equivalent to the old Element 1 codes

This segment identifies the type of Income or Expenditure for the
transaction

Not all Element 1 codes have been directly replicated in Segment 5
codes. In some cases more detail will be required e.g. Travel &
Subsistence has been broken down into several new codes to allow
for more detailed reporting
Coláiste na Tríonóide
Trinity College
GL Coding
Segment 5 – Sample Hierarchy
INCOME
Parent
Level
(reporting)
Academic
Fees Income
INCOME FROM
COMMERCIAL
ACTIVITIES
NONPAY
EXPENDITURE
Consumables
OTHER
INCOME
LAB
CONSUMABLES
Travel &
Subsistence
INTERNATIONAL
TRAVEL
PAY
EXPENDITURE
Basic Pay
Costs
ACADEMIC
BASIC PAY
Pension
Costs
ACADEMIC
PENSION
COSTS
Professor
Professor
Child
Level
(posting)
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Chemicals
Air Travel
Donations
Industrial
Gases
Boat Travel
.......etc.
.......etc.
.......etc.
Ticket
Sales
Interest
Parking
Permits
.......etc.
Lecturer
.......etc.
Lecturer
.......etc.
Coláiste na Tríonóide
Trinity College
GL Coding
Segment 6 – Spare
20
•
Segment 6 is a spare segment
•
May be required in the future
•
For now the default value is 000000
Coláiste na Tríonóide
Trinity College
Financial Coding Structure
GENERAL
LEDGER
Segment 1
Segment 2
Segment 3
Segment 4
Segment 5
Segment 6
Company
Cost Centre
Activity
Source of
Funds
Expense
Code
Spare
Always
2 Digit Numeric
5 Digit Numeric
7 Digit Numeric
4 Digit Numeric
5 Digit Numeric
000000
Coláiste na Tríonóide
Trinity College
Research Coding Structure
22
Coláiste na Tríonóide
Trinity College
Research Coding Structure
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
Oracle Grants Accounting Module provides a Project and Award
Management solution for research accounts and other projects

Project: An Oracle Project is used to represent a Project within
College to record Project expenditure data and activity (e.g. costs,
overheads, commitments etc.)

Award: An Oracle Award represents the Grant income received
by College that is used to fund one or more Projects.
Coláiste na Tríonóide
Trinity College
Research Coding Structure
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Coláiste na Tríonóide
Trinity College
Research Coding Structure
RESEARCH
PROJECTS
Expenditure
Project
Number
Organisation
6 Digit
Alpha characters
Alpha
characters
e.g. Botany
e.g. Equipment
Numeric
Task
Award
Number
2 Digit
5 Digit
Numeric
Numeric
Type
• Project Number (Replaces current 6 digit research account number)
• Organisation Name (e.g. Discipline)
• Expenditure Type (e.g. Consumables, Travel, etc.)
• Task (Split budget across high level headings e.g. TCD Costs (01) / Partner Related Activity (02))
• Award Number (Replaces current 6 digit research account number)
Coláiste na Tríonóide
Trinity College
Research Coding Structure
RESEARCH
PROJECTS
Project
Number
Organisation
6 Digit
Alpha characters
Numeric
e.g. Botany
Task
Award
Number
Alpha characters
2 Digit
5 Digit
e.g. Equipment
Numeric
Numeric
Expenditure
Type
Overlap between General Ledger and Projects:
• Cost Centre used in General Ledger is equivalent to the Organisation used in Projects
• Expense codes in General Ledger are equivalent to the Expenditure Types used in
Projects
Coláiste na Tríonóide
Trinity College
What’s available on the FIS website to assist you?
1. A full list of values for all general ledger segments (old to new)
http://www.tcd.ie/local/fis/assets/pdf/expense_codes.pdf
http://www.tcd.ie/local/fis/assets/pdf/cost_centre_codes_old_to_new_mapping.pdf
http://www.tcd.ie/local/fis/assets/pdf/activity_codes_old_to_new_mapping.pdf
2. A full list of value for research accounts (old to new)
http://www.tcd.ie/local/fis/assets/pdf/research_accounts_to_new_project_award.pdf
3. Mapping tool
–
Link from the old element codes to new FIS codes
http://www.tcd.ie/local/fis/coding_structure/coa_index.php
4.Contacts:
Email – fis-support@tcd.ie
Ext. - 2700
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Coláiste na Tríonóide
Trinity College
Questions ?
Please Contact: fis-support@tcd.ie
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Coláiste na Tríonóide
Trinity College