Managing Departmental Projects: Process Summary
- The decision to handle an activity as a ‘departmental
project’ must be agreed jointly by the department and
divisional finance team.
- All set up of
departmental projects in Oracle is managed by the Divisional Offices, in
discussion with the departments to understand their requirements.
- Departmental Project
Set up form should be completed by the Departmental Administrator to ensure the
Divisional Office is provided with the relevant information.
- Department should
verify that the set up of the award/project is in line with their
understanding.
- As required, Payroll
should be notified of staff who are to be charged to the project.
- All purchase
requisitions, invoices etc should be managed as per Purchase to Pay.
- Failed transactions
will be posted to the departmental suspense account which should be routinely
checked/cleared to ensure that all expenditure is allocated to the correct
project as soon as possible.
- Any misposted costs
should be transferred or journaled between GL/project accounts as
necessary.
- If billing is required
it must be done via the Accounts Receivable module.
- Any changes to a
project in Oracle must be carried out by the Divisional Office.
- Changes should be
notified to the Divisional Office via a Departmental Project Amendment
form.
- Run departmental
reports as required.
- As per the purchase to
pay process it is important that all open purchase orders are regularly
reviewed.
- Where relevant,
expenditure should be reconciled to invoiced amounts and cash received.
- For projects that are
running over the year end it is important to ensure that the appropriate
accruals are posted.
- To closedown a project
the Departmental Administrator should complete and submit a Departmental (non
Research) Closedown form to the divisional office.
- Departments must
ensure that all expenditure has been completed and fully reconciled to cash
received.
