IT

Apportioning Costs to different staff categories

The managed print system automatically assigns costs for printing via an internal Agresso process to apportion costs at the end of each month. All printing, for all users in all circumstances is recorded against individual user ID’s.

These costs are amalgamated into totals for groups and charged accordingly. The groups are created using users with common Cost Centre information, and charges are then allocated to five digit project codes using a lookup provided between cost centres and the relevant project codes.

Assigning individual users to project codes

Each user accessing University systems has a GUID and an associated primary Cost Centre (the first Cost Centre from which their salary is taken).

• For users with classification 01 (R&T), 02 (Clinical) and 04 (MPA, Tech and Ops) we populate their cost centre information from their primary cost centre used to allocate salary payments at the appointment level
• For those with no cost centre allocation, we assign their primary cost centre to the cost centre retained at Organisation Unit Level within Core HR
• Finance teams have provided, for each Cost Centre, a mapping between the first five digits of the primary Cost Centre and an associated Print Project Code

A report is created from the Managed Print System which amalgamates all printing for each project code, which is in turn imported into Agresso for automatic recharge early the next month.

Staff users in categories 03 (Fees, aWorker), 05 (Hon), 06 (Affiliate), 99 (Beatson)

• Users is this category will be assigned project codes using the same mechanism as other staff categories

For those who do not have a project number designated to their cost centre number, the costs will be apportioned to the college in which their cost centre sits. If no printing is required for these users IT services should be informed and their accounts will be changed to PAY, meaning they will need to buy print credits in advance.

Examples

Finance teams produce a list of project codes for their primary cost centres.

In this example both users have a Cost Centre code starting 90310 which in the lookup table gives the same project number ( they could be different ).