The FORD Programme:
What you need to know
Neil Young
James Robinson
Faculty of Medicine Centre
The FORD Programme: What you need to know
1. What is FORD?
2. What systems are affected?
3. Where to get the information you need
4. How to quickly resolve any issues that arise
5. Q & A
What is FORD?
The new Faculty of Medicine organisational structure was implemented on
1st January 2010.
We are now updating all College business systems to reflect this new
structure. This project is called FORD – Faculty Organisational
Restructure Delivery.
Benefits:
•
•
•
•
Simplifying processes for academic and administrative staff
Simpler and more logical management of information
Streamlined coding structures and processes
Data cleansing
The new Faculty of Medicine structure
CSC
Institute of Clinical
Sciences
NHLI
National Heart and Lung
Institute
KIR
Kennedy Institute of
Rheumatology
NMH
MED
Department of
Medicine
IS
EPHPC
School of Public Health
SORA
Department of Surgery
and Cancer
Building blocks
Each unit with the College is identified by a code, or building block. These
appear in a large number of College systems.
The current Faculty of Medicine building blocks are 4 or 5 letters in length
and all begin with a D.
To recognise the Faculty’s new structure, these D codes are being
replaced by new 4 letter codes beginning with a W.
The new building blocks are streamlined and structured to make them
easier to use and understand. The Faculty has reduced its number of
building blocks from over 300 to 125.
School / Institute / Department (SID) building blocks
CSC
DC
Institute of Clinical
Sciences
WC
NHLI
DH
National Heart and Lung
Institute
WH
KIR
DK
Kennedy Institute of
Rheumatology
WK
NMH
DN
MED
DM
Department of
Medicine
WM
IS
DD
EPHPC
DF
School of Public Health
WP
SORA
DS
Department of Surgery
and Cancer
WS
Faculty Centre and Global Health
Additional building blocks for other parts of the Faculty that are not SIDs:
Faculty Centre
WQ
Institute of Global
Health Innovation
WG
Building blocks structure – sectional SIDs
National Hearth and Lung Institute (WH)
Department of Medicine (WM)
Department of Surgery and Cancer (WS)
Faculty Centre (WQ)
Faculty
Faculty of Medicine
W***
SID
Department of Surgery and
Cancer
WS**
Division
Division of Surgery
WSS*
Section
Robotics
WSSR
Building blocks structure – divisional SIDs
Institute of Clinical Sciences (WC)
Kennedy Institute of Rheumatology (WK)
School of Public Health (WP)
Institute of Global Health Innovation (WG)
Faculty
Faculty of Medicine
W***
SID
School of Public Health
WP**
Division
Genomics of Common
Disease
WPG*
<Placeholder>
WPGA
What systems are affected?
HR
• ICIS
• HR forms
Research
• InfoEd
• ICIS Grants
Finance
• ICIS finance
• Online Journals
• etc.
Purchasing
• iProcurement
Reporting
• Discoverer
• Reports2Web
HR
From 1st August over 6,000 employees, honorary staff, visitors, casuals,
etc. will be moved to a new code in the W structure.
This will also update the College directory and Personal Web Pages
(PWPs), so everyone will be shown in their correct SID and
Division/Section.
All payroll charging (Labour Distribution) will also be updated to new W
codes.
ICIS HR users will have new responsibilities to the appropriate W codes.
No action needed!
PWP update
HR forms
HR forms
Research: InfoEd
The new building blocks have been set up in InfoEd and over 13,000
proposals will be moved into the new structure.
Approval hierarchies have been updated to reflect new SID structures.
No action needed!
Research: ICIS Grants
12,000 research awards and projects will be moved to their new W codes.
ICIS Grants users will have new responsibilities to the appropriate W
codes.
Existing project numbers will not change and will still show their original
D code, e.g. P12345_DABC.
New project numbers will show their new W code, e.g. P67890_WXYZ.
Research: ICIS Grants
Purchasing: iProcurement – non-project account
When purchasing against a non-project GL account (e.g. F or G
accounts), you will need to use a new W cost centre/activity code
combination, with the cost centre beginning W instead of D.
You can’t use an existing account combination and just change the D
to a W.
A code mapping will be available on the FORD website (details later).
Purchasing: iProcurement – non-project account
Purchasing: iProcurement – research account
When purchasing against a research account (P or R), use the existing
project number which will not change.
The new W code for the project will automatically appear under
“Expenditure Organization”.
Purchasing: iProcurement
Pending purchase orders currently in the system will be mapped to new W
codes so will remain valid.
New security rules and approval authorisations have been set up for the
new W codes. Depending on how SIDs have structured their new rules,
this may mean that different people will now approve your purchases.
More work will be done to streamline the approval process in the coming
weeks.
Finance
When using all finance systems, remember to use your new W codes. For
example:
Reporting
Discoverer reports
• If you have any Discoverer reports with parameters to select cost centres
using D codes, you will need to update them to use the new W codes.
Reports2Web
• Since these reports are driven by project numbers, no action is needed.
Where do I find my new codes?
Go to the FORD website: http://www.imperial.ac.uk/medicine/ford/ and
download the code mapping spreadsheet for your SID. If your old account
is marked as “CLOSE”, contact your SID administration team for a new
code.
The website also includes new organisation charts with W codes.
Access to old D codes
Most users will have access to the old D codes revoked as the accounts
are being closed.
Some staff will be granted access to the old codes for reporting/accounting
purposes. If you do not have the access that you need, please contact
your SID administration team.
Historical research project information will still be available in ICIS Grants.
How to get help and resolve any issues
Despite the huge volumes of data being updated, there should be minimal
impact on staff.
If you do encounter any problems, please check the FORD website for
information and advice. If this does not resolve your issue, please
contact your SID administration team who will escalate if necessary.
Timeline
Monday 26th July – Monday 2nd
August (inclusive)
Purchasing restrictions on D cost
centres.
A very limited number of SID
administration staff will be
authorised to raise research
critical purchase orders.
Saturday 31st July – Sunday 1st
August
Mapping weekend – all systems
updated and reconfigured.
Monday 2nd August
All systems (except iProcurement)
restored.
Tuesday 3rd August
iProcurement restored – all buyers
should be able to access W codes.
Questions?
http://www.imperial.ac.uk/medicine/ford/