RAL 21 May 2009 SHARED SERVICE CENTRE PROJECT Paul Blackford - STFC.

RAL 21 May 2009

SHARED SHARED SERVICE SERVICE CENTRE CENTRE PROJECTPROJECT

Paul Blackford - STFCPaul Blackford - STFC

What is changing?What is changing?

Formation of the Shared Service Formation of the Shared Service Centre Centre

Enterprise Resource Planning (ERP)Enterprise Resource Planning (ERP) New software and enhanced New software and enhanced

functionalityfunctionality Benefit to STFC as finance will move to a Benefit to STFC as finance will move to a

single systemsingle system The new system includes project The new system includes project

accounting and management functionalityaccounting and management functionality

General Ledger

AccountsReceivable

AccountsPayable

Purchasing

Human Resources

Project Costing

ProjectInvoice

CommittedCosts Expense

Reports

InvoiceCosts

Post Depreciation

Post Cost DistributionPost Burden Absorption

Post Receivables

Post Vendor

Expense

Post Revenue

Customers

FixedAssets

Capital Costs

PO

Asset

DepreciationSuppliers

ProjectManagement

Employees

OTLInventory

Employees

Timecards

Issues

Oracle Projects Suite

Project Billing

Organisations

Miscellaneous / Usages

Post Encumbrances

PayrollGrants

Cash

What is changing?What is changing?

NowNow Projects are currently recorded in the Projects are currently recorded in the

General Ledger as a project/analysis codeGeneral Ledger as a project/analysis code FutureFuture

SSC will deliver both General Ledger and SSC will deliver both General Ledger and Projects modules - with projects Projects modules - with projects functionalityfunctionality

Goods, services etc will be posted to Goods, services etc will be posted to tasks/projects which are mapped to tasks/projects which are mapped to General Ledger General Ledger

Oracle Projects will Oracle Projects will provide…provide…

Single system based project record and Single system based project record and functionalityfunctionality

Modules where primary purpose is project Modules where primary purpose is project accounting/management – brings project accounting/management – brings project management requirements together in one management requirements together in one placeplace

Project accounting – including budgeting and Project accounting – including budgeting and forecastingforecasting

Customer billing Customer billing Project costing – build bid budgets (later)Project costing – build bid budgets (later) Project managementProject management Drill-down to transactions in General LedgerDrill-down to transactions in General Ledger

Oracle Projects will Oracle Projects will provide…provide…

Project reporting Project reporting Whole lifeWhole life Improved reporting – eg classificationsImproved reporting – eg classifications New reporting toolNew reporting tool

MS Project interfaceMS Project interface Possibility of more functionality later Possibility of more functionality later

– eg Resource Management– eg Resource Management

ConstraintsConstraints

‘‘Vanilla’ implementation – only business Vanilla’ implementation – only business critical changes allowed initiallycritical changes allowed initially The functionally can be developed by SSC The functionally can be developed by SSC

after ‘go live’after ‘go live’ Some cross-council harmonisation but Some cross-council harmonisation but

STFC policy/process/preferences STFC policy/process/preferences maintained wherever possiblemaintained wherever possible

STFCSTFCOutput directorates/units - based in Output directorates/units - based in

ProjectsProjects TechnologyTechnology Space Science & PPDSpace Science & PPD FacilitiesFacilities Science Programmes OfficeScience Programmes Office Knowledge ExchangeKnowledge Exchange

Overhead directorates - based in GL Overhead directorates - based in GL Cost CentresCost Centres Corporate ServicesCorporate Services FinanceFinance Corporate AffairsCorporate Affairs

Projects Projects & & activitiesactivities

Project structureProject structure

Projects

Tasks

General Ledger Cost Centres

Tasks Tasks

CorporatCorporate e

high high levellevel

Projects

suite

STFC Projects GroupSTFC Projects Group

Representatives from each Representatives from each directorate and Project Managersdirectorate and Project Managers

Reviewing user preferences which Reviewing user preferences which can in most cases be changed latercan in most cases be changed later

Current activityCurrent activity

Sample projects and tasks (work Sample projects and tasks (work breakdown structure) tested to ensure breakdown structure) tested to ensure they can be loadedthey can be loaded

Project data and task structures being Project data and task structures being gathered for all STFC projects - templatesgathered for all STFC projects - templates

Loaded onto Oracle for testing as part of Loaded onto Oracle for testing as part of migrationmigration

Also work on policy/process, including Also work on policy/process, including budgeting and forecastingbudgeting and forecasting

After ‘go-live’After ‘go-live’

STFC finance staff will set up STFC finance staff will set up projects and budgetsprojects and budgets Using pre-defined templates but some Using pre-defined templates but some

data can be changed laterdata can be changed later Project managers will set up task Project managers will set up task

structures and input forecastsstructures and input forecasts

Oracle Time & Labour Oracle Time & Labour time recordingtime recording

Takes pay costs from GL to Projects Takes pay costs from GL to Projects Suite based on time worked on a Suite based on time worked on a project or activity project or activity

Central overheads will also be recorded Central overheads will also be recorded against project/activities as against project/activities as management information - burdeningmanagement information - burdening

Also some usage of facilities/services to Also some usage of facilities/services to be charged to projects, eg MNT Centrebe charged to projects, eg MNT Centre

Oracle Time & Labour Oracle Time & Labour time recordingtime recording

Standard pay rates by gradeStandard pay rates by grade Hours not percentagesHours not percentages Pay will be recorded as:Pay will be recorded as:

Productive timeProductive time Unproductive time (eg Annual Leave)Unproductive time (eg Annual Leave) Paid overtimePaid overtime

Benefits summaryBenefits summary Single STFC finance system using latest Single STFC finance system using latest

Oracle software – single authoritative Oracle software – single authoritative databasedatabase

ERP allowing linkage between ERP allowing linkage between modules/systemsmodules/systems

Brings together project accounting and Brings together project accounting and management functionality in one placemanagement functionality in one place

Although ‘vanilla solution’ we will get Although ‘vanilla solution’ we will get projects functionalityprojects functionality

Opportunity to align STFC financial Opportunity to align STFC financial policy & processespolicy & processes

Powerful reporting toolsPowerful reporting tools

QuestionsQuestionsThis presentation will be made This presentation will be made available lateravailable later