the ford programme: what you need to know neil young james robinson faculty of medicine centre
Post on 19-Dec-2015
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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
NHLI
EPHPC
CSC
KIR
MED
IS
NMH
SORA
National Heart and Lung Institute
School of Public Health
Institute of Clinical Sciences
Kennedy Institute of Rheumatology
Department of Medicine
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
NHLI
EPHPC
CSC
KIR
MED
IS
NMH
SORA
National Heart and Lung Institute
School of Public Health
Institute of Clinical Sciences
Kennedy Institute of Rheumatology
Department of Medicine
Department of Surgery and Cancer
DH
DF
DC
DK
DM
DD
DN
DS
WH
WP
WC
WK
WM
WS
Faculty Centre and Global Health
Additional building blocks for other parts of the Faculty that are not SIDs:
Faculty Centre
Institute of Global Health Innovation
WQ
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 of Medicine W***
Department of Surgery and Cancer
WS**
Division of Surgery WSS*
Robotics WSSR
Faculty
SID
Division
Section
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 of Medicine W***
School of Public Health WP**
Genomics of Common Disease
WPG*
<Placeholder> WPGA
Faculty
SID
Division
What systems are affected?
HR
• ICIS• HR forms
Research
• InfoEd• ICIS Grants
Purchasing
• iProcurement
Finance
• ICIS finance• Online Journals• etc.
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.