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.

Questions?

http://www.imperial.ac.uk/medicine/ford/