New Financial Platform: Basics (NFP 1) NFP 1 offers an introduction to the new SAPsystem Overview of NFP (New Financial Platform) Basic understanding for the new system Basis for subsequent training courses Details on new processes are part of NFP 2 (working with NFP). Reports in NFP are covered in NFP 3 (Reporting). Both modules are offered in German. 16.11.12 NFP: Basics (Modul NFP 1) Seite 2 1
Improvement of organisational framework through NFP (New Financial Platform) The new financial platform is necessary for the following reasons: - the old SAP system can no longer be extended - the old financial structures make accounting and reporting inefficient - only few responsible people have access to the old system - UZH s accounting has to meet certain legal requirements, which requires high manual effort in the old system. NFP is an important step in modernizing financial administration - Greater capacity for development in research and teaching 16.11.12 NFP: Basics (Modul NFP 1) Seite 3 The design of NFP must meet certain legal requirements The accounting of UZH must meet the legal requirements (mainly those of the canton of Zürich), for example accrual accounting. Accounting University of Zürich Financial Regulation (2009): for example the difference between UZH-funds and third-party funds Financial Handbook (Beginning of 2013): for example financially relevant procedures, tasks, competences and responsibilities 16.11.12 NFP: Basics (Modul NFP 1) Seite 4 2
Four important points to know in order to use NFP successfully 1. Structure and elements of the new financial structure 2. The changes in the handling of billls 3. Knowledge of the rules concerning responsibility and access to the system 4. Further training courses and their target audience 16.11.12 NFP: Basics (Modul NFP 1) Seite 5 Four important points to know in order to use NFP successfully 1. Structure and elements of the new financial structure 2. The changes in the handling of billls 3. Knowledge of the rules concerning responsibility and access to the system 4. Further training courses and their target audience 16.11.12 NFP: Basics (Modul NFP 1) Seite 6 3
The new financial structure mirrors the organisation of UZH Faculty Subject Area Institute, etc. Topic- e.g. group, etc.! MEF (4) General Domain Dean s office Dean s office Centres Centre A NCCR NCCR I URP URP I Subject Area 1 Institute for Administration (45) preventive medicine (452) Müller (45213) Institute 2 Administration Topic-Group A Topic-Group B Subject Area 2 Institute 3 16.11.12 NFP: Basics (Modul NFP 1) Seite 7 The financial structure consists of cost-centres, projects and areas of responsibility All associated cost-centres and projects form an area of responsibility (Profit Center or PC): for example the area of responsibility of Prof Müller The areas of responsibility have five digit numbers representing their position within the financial structure (e.g. which faculty/institute) NFP uses cost-centres and projects to display different funds UZH-funds Area of responsibility Prof N. Müller: 45213 Third-party funds 4521300 Prof. N. Müller S-45213-01 Müller N. NF 33-128/1 2013.07 T-45213-01 Erlösträger Prof N. Müller P-45213-01 EK Prof N. Müller E-45213-01 Meier S. HQSMCF EU F-45213-01 Weber M. Drosophila DFG 16.11.12 NFP: Basics (Modul NFP 1) Seite 8 4
Cost-centres are only used for organisational units Cost-centres are only used for organisational units, for example professors or administration. Cost-centres can only record costs. To record associated earnings, a technical earnigs carrier (T-project, Erlösträger) is needed. Cost-centres have 7-digit numbers, the first five digits correspond to the number of the area of responsibility. UZH-funds Area of Responsibility Prof N. Müller: 45213 Third-party funds 4521300 Prof. N. Müller S-45213-01 Müller N. NF 33-128/1 2013.07 T-45213-01-01 Erlösträger Prof N. Müller P-45213-01 EK Prof N. Müller E-45213-01 Meier S. HQSMCF EU F-45213-01 Weber M. Drosophila DFG 16.11.12 NFP: Basics (Modul NFP 1) Seite 9 Projects are used for additional funds Projects are used for all funds other than UZH-funds of a specific organisational unit: - All third party funds - Additional UZH-funds (EKs, UFSP) Projects differ by type (=designated use), for example S = SNF project, E = EU project, F = Research Project, D= Services project. When a new project is opened, the correct type needs to be chosen. Area of Responsibility Prof N. Müller: 45213 University Account Separate Account 4521300 Prof. N. Müller S-45213-01 Müller N. NF 33-128/1 2013.07 T-45213-01-01 Erlösträger Prof N. Müller P-45213-01 EK Prof N. Müller E-45213-01 Meier S. HQSMCF EU F-45213-01 Weber M. Drosophila DFG 16.11.12 NFP: Basics (Modul NFP 1) Seite 10 5
! The project number displays its designated use, its area of responsibility and its structure Numbering of projects: S-45213-01-01 1 Project Type (S: SNF Project) 1 2 3 4 2 Number of the area of responsibility (45213: Prof Müller) 3 Project number (-01: the first S- project of professor Müller ) 4 Subproject number (-01/-02/-03: the 1./2./3. subproject of project S-45213-01). Project with one subproject Project with three subprojects Project F-45213-01 Prof. Müller Drosophila! DfG S-45213-01 Prof. Müller! NF 33-128/1! 2013.07 Subproject F-45213-01-01 Prof. Müller Drosophila! DfG S-45213-01-01 TP 1: Gruppe Meier S-45213-01-02 TP 2: Gruppe Weber S-45213-01-03 TP3: Gruppe Ziel 16.11.12 NFP: Basics (Modul NFP 1) Seite 11 The new financial structure mirrors the organisation of UZH The new financial structure consists of: - Areas of responsibility (PC) with ² Cost-centres ² Projects The numeration of these elements is meaningful and shows their position within the financial structure of UZH. 16.11.12 NFP: Basics (Modul NFP 1) Seite 12 6
Four important points to know in order to use NFP successfully 1. Structure and elements of the new financial structure 2. The changes in the handling of billls 3. Knowledge of the rules concerning responsibility and access to the system 4. Further training courses and their target audience 16.11.12 NFP: Basics (Modul NFP 1) Seite 13 When allocating bills to accounts, two things must be known The new, 6-digit number of the cost- or revenue account (What?) - For example.: 310050 office material or 413100 vaccinations / certificates - An information system helps you find the correct account number and compare old / new account numbers The new number of the cost-centre or subproject (Where?) - E.g.: 4521300 (Cost-centre Prof Müller) or E-45213-01-01 (EU project Meier) More detail is provided in training course NFP 2 (german only) 16.11.12 NFP: Basics (Modul NFP 1) Seite 14 7
The processing of bills requires timely forwarding and correct allocation of accounts How can you support the processing of incoming bills? - Timely forwarding of original bills (including payment slip if available) - Attention to signature rules (minimum of two signatures) - Consideration of the new numbers in the allocation to accounts In the medium term, an electronic workflow will be introduced for processing incoming bills ( creditor-workflow ) - Central digitalization of bills (starting 1.1.2013) - Trial units starting 2013 16.11.12 NFP: Basics (Modul NFP 1) Seite 15 Web-Tool Faktura Light instead of manual bills How are bills to third parties prepared (invoicing)? 1. Own system with interface to SAP 2. SAP- tools like EFAK or Faktura Upload 3. Manual bills will be replaced by Faktura Light starting 1.1.2013: Bills can be prepared online through a web-interface (Details in training course NFP 2). 16.11.12 NFP: Basics (Modul NFP 1) Seite 16 8
Correct processing of bills (in- and outgoing) is only possible when certain criteria are met Bills at the expense of UZH: correct, readable allocation of accounts, two signatures and timely forwarding Bills to third parties (invoicing): correct allocation of accounts and use of Faktura Light instead of manual bills 16.11.12 NFP: Basics (Modul NFP 1) Seite 17 Four important points to know in order to use NFP successfully 1. Structure and elements of the new financial structure 2. The changes in the handling of billls 3. Knowledge of the rules concerning responsibility and access to the system 4. Further training courses and their target audience 16.11.12 NFP: Basics (Modul NFP 1) Seite 18 9
All financially responsible persons get access to the system For areas of responsibility, cost-centres, projects and subprojects the financially responsible person is part of the technical information in the system. Unit of funds Area of responsibility Prof N. Müller 45213 Financial responsibility Nicolas Müller 4521300 Inst.: Prof. Müller Nicolas Müller T-45213-01 Erlösträger Prof Müller S-45213-01 Müller N. NF 33-128/1 2013.07 S-45213-01-01 Meier NF 33-128/1 2013.07 S-45213-01-02 Weber NF 33-128/1 2013.07 S-45213-01-03 Ziel NF 33-128/1 2013.0 E-45213-01 Meier S. HQSMCF EU F-45213-01 Weber M. Drosophila DFG Nicolas Müller Nicolas Müller Sandra Meier Markus Weber Hilde Ziel Sandra Meier Markus Weber Automatic access to the system. 16.11.12 NFP: Basics (Modul NFP 1) Seite 19 In general, financially responsible persons are employees of UZH Cost-centre, projects und subprojects: Employees of UZH Third-party funds: employees of the university hospitals and the partner university are also possible Areas of responsibility (PC): Heads of university units (e.g. members of the executive board of the university, deans) s Other persons require approval by the division of finance. 16.11.12 NFP: Basics (Modul NFP 1) Seite 20 10
Administratively responsible persons receive system access on request per process For each process (for example reporting or use of Faktura Light), financially responsible persons are supported by administratively responsible persons. Administratively responsible persons are assigned access per area of responsibility. Example: On request of Prof N. Müller his assistent has received the authorization to produce reports for the whole area of responsibility. UZH-funds Area of Responsibility Prof N. Müller: 45213 Third-party funds 4521300 Prof. N. Müller S-45213-01 Müller N. NF 33-128/1 2013.07 T-45213-01 Erlösträger Prof N. Müller P-45213-01 EK Prof N. Müller E-45213-01 Meier S. HQSMCF EU F-45213-01 Weber M. Drosophila DFG 16.11.12 NFP: Basics (Modul NFP 1) Seite 21 Heads of university units get reporting access to all funds in their unit Heads of university units receive access according to their responsibility. In case of escalation, they are in charge of finding a solution. Faculty Subject Area Institute, etc. e.g. Topicgroup, etc.! MEF (4) Access: Dean General Domain Dean s office Dean s office Subject Area 1 (45) Centres NCCR URP Institute for preventive medicine (452) Access: Head of Institute Institute 2 Topic-Group A Centre A NCCR I URP I Administration (45213) Administration Müller 16.11.12 NFP: Basics (Modul NFP 1) Seite 22 11
The new financial platform includes a web portal The web portal makes access to the system easier und offers the following functions: - Preparation of bills to third parties (Faktura Light) - Filing for adjustments to data in the system - Entry of information concering the year-end-process - SAP-Reporting 16.11.12 NFP: Basics (Modul NFP 1) Seite 23 Three important reports are accessible through the web-portal Budget Report - Actual values for a certain period can be compared to the plan Project Report - Mainly for displaying the remaining means on a third party fund Overviewreport - Signal function for owners of an area of responsibility 16.11.12 NFP: Basics (Modul NFP 1) Seite 24 12
Each person has access to the system according to her or his authorization Financially reponsible person for a cost-centre - Access to her cost-centre Financially responsible person for a project or subproject - Access to her / his project (including subprojects) or to her / his subproject Owners of an area of responsibility - Access to all projects, subprojects and cost centres in her / his area of responsibility 16.11.12 NFP: Basics (Modul NFP 1) Seite 25 Four important points to know in order to use NFP successfully 1. Structure and elements of the new financial structure 2. The changes in the handling of billls 3. Knowledge of the rules concerning responsibility and access to the system 4. Further training courses and their target audience 16.11.12 NFP: Basics (Modul NFP 1) Seite 26 13
There are more training courses on NFP Training course NFP 2 (Working with NFP, in German): - Support staff (e.g. secretaries and managers) that work with the financial SAP-system and employees of the university s central services. - Other interested parties are welcome to attend as well. Training course NFP 3 (Reporting, in German): - Support staff (e.g. secretaries and managers) that generate reports directly form the financial SAP-system (NOT users of the Webportal). SAP Basics (in German): - Every one who uses the SAP-system directly for the first time (again NOT users of the Webportal). More information on course registration, written manuals and videos is available on: www.fi.uzh.ch (Quick-Links, Schulungen) 16.11.12 NFP: Basics (Modul NFP 1) Seite 27 Four ways to get answers starting January 2013 1. FAQs, Videos, Manuals, Documentations: www.fi.uzh.ch (Quick-Links) 2. Supporttickets: www.fi.uzh.ch (Quick-Links) 3. Email: support@fi.uzh.ch 4. Hotline: 044 634 21 21 (8:00-12:00 and 13:00-17:00) More on today s training course: SAP-Documentation: New Financial Platform-Basics (NFP 1) : www.fi.uzh.ch (Quick-Links, Schulungen) 16.11.12 NFP: Basics (Modul NFP 1) Seite 28 14