Life Sciences and Medicine Cost Centre Changes

What changes are happening in Life Sciences? New Life Sciences Faculty structure with new Divisions and new Cost Centres. Two stage Process: Stage 1 – Confirmation of all Accounts being mapped. Stage 2 – Implementation of Account mappings and Grant changes.

What are the changes in Medicine? Biomedical Sciences (BMS) Moving to Life Sciences Leukocyte Biology Moving to NHLI (Small part of BMS) Division of Paediatrics, Obstetrics and Gynaecology (POG) Moving to Medicine Moving to Surgery Moving to Surgery, Oncology, Cancer Medicine Reproductive Biology and Anaesthetics (SORA)

Why are the changes happening in Life Sciences? There is a reorganisation in Life Sciences which has resulted in new Divisions being established. The new codes are going to reflect the new structure in terms of both Management and Budget set ups.

New Academic Divisions and Heads of Divisions in Life Sciences Biology Cellular and Molecular Biology Molecular Biosciences Biomedical Sciences Centre for Environmental Policy Professor Charles Godfray FRS Professor Murray Selkirk Professor Paul Freemont Professor John Couchman Professor Jeff Waage

Why are the changes happening in Medicine? There is a reorganisation of the Faculty of Medicine Management Structure. Faculty development of Research strategy.

What areas will be affected? Grants: No changes to existing Award and Project Numbers. The Costing Organisation will reflect new Cost Centre.

Existing Projects Pre Implementation: Project Number Costing Expenditure TaskAward Number Organisation Type P12345_ABCD ABCD ABCD _P12345 Post Implementation: Project Number Costing Expenditure Task Award Organisation Type Number P12345_ABCD EFGH ABCD_P12345

New Projects Post Implementation: Project Number Costing Expenditure Task Award Number Organisation Type P12345_EFGH EFGH EFGH_P12345

What areas will be affected? G codes: Set up of new accounts with correct combinations. Old Cost Centres and Combinations will no longer be available except to selected Users (Super Users).

What areas will be affected? F accounts: During Stage 1- Use same Codes. Stage 2- F account is the same but the Cost Centres are changing In Stage 2 where F accounts have to be changed, those people will be sent a separate notification via . When accounts are queried the old code and new code will be visible to selected users. Paramount that the new code is chosen. Most users will only have access to the new codes.

Purchasing The week beginning 1 st August 2005 a select number of users ‘Key Buyers and Approvers’ will have access to raise Orders and Approve, until all Buyers are re established in their new hierarchies. A list of these will be available to all Purchasing users. All open Purchase Orders with outstanding Encumbrances will be updated to reflect the new Cost Centres. Therefore any invoices will be matched against the new code. Closed Purchase Orders will remain on old codes.

Accounts Payable Access to ALL Codes which will enable credit memo’s to be matched onto old invoices. Invoices will be matched to new lines on the Purchase Orders.

Accounts Receivable There will be access to ALL codes to enable receipting, adjustments etc. There is NO issue on reports No issue in regards to interfaces and raising invoices.

Forms On all forms where the ‘Organisation’ is requested, the New Cost Centre will need to be entered once we have gone Live. Examples of Forms: - GL / POETA Journal Form - Expense Claims - HR 3: Request to Recruit and Advertise with Funding Approval - HR 4: Contract Request - HR 18: Staff Cost Distribution Journal - Catering Order Forms

Reports Grants: Budget V’s Actual run by the Project Number therefore there are NO changes Transaction Period End is run by Project, however if you choose to enter a Cost Centre as one of the parameters you need to enter the new Cost Centre.

How do I query old Codes? There will be identified Super Users who will have access to historical data on the old codes. (A list of these will be available) Identified ‘Super Users’ will be able to reconcile accounts as they will see both old and new accounts.

Who will it affect? All users of F, G and Project Accounts. It is Vital that ALL (Life Sciences) department stamps are returned back to Vishmatie. New stamps will be issued. How will I know? Mapping Documents will be on Spectrum. URL will be sent to users.

Who do I contact if I have a problem? If the problem / issue is technical- contact the ICT help desk on or Any Purchasing problems need to be directed to Any other issues need to go directly to the relevant Contact

Who is my Contact? Medicine: - Lorna Colquhoun for Medicine - Julia Anderson for SORA - Teresa Dunne for NHLI - Sean Murphy - Neil Young

Who is my Contact? Life Sciences: - Diana Paterson - Fox - Julie Bennett - Carol Jovanovic - Frances Lloyd - Christine Short - Vishmatie Jagessar - Conrad Beer

Any Questions?