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Accounting
Julie Falcon
Finance and Administrative Processes Department
Accounting Services - General Accounting
September 2018 AMMW2018 1
CERN Property Plant and Equipment (PPE)
register
Creation of an assets register requested by External Auditors in 2014
Main motivations :
 Increase the number of asset classes
 Split complex assets into components
 Higher level of compliance (IPSAS 17)
 Improvement of disclosed information related to PPE in the
financial statements
September 2018 AMMW2018 2
Various underlying sources
September 2018 AMMW2018 3
Not all types of equipment at CERN are
registered and managed in Infor.
Assets ending in the PPE register are
coming from different sources, different
databases. For this reason we designed
the structure of our register using both
Assets and Systems (Infor objects).
CERN Property, Plant and
Equipment register
Baan
Excel,
etc…
Infor
Structure Objects in Infor EAM
September 2018 AMMW2018 4
 Asset is a tangible piece of equipment individually
traced with a unique identifier / serial number.
A
Assets are already in Infor for maintenance purposes. We flag them as “PPE”
(Property, Plant and Equipment) and enter depreciation data on them
(depreciation start date, depreciation method, useful life, residual value). We then
aggregate them into higher Systems.
Structure Objects in Infor EAM
September 2018 AMMW2018 5
 Systems are usually used to group objects into
logical groups at various levels.
Systems give us the flexibility to group assets according to our pre-defined PPE
register structure (following budget and actuals presentation in official financial
documents).
We also use Systems for equipment coming from different databases than Infor
(or in Infor but with a level of details hardly manageable for PPE register).
S
Main difference for us is that we have less information to fill in
for assets (physical location is already mentioned, responsible
organic unit, related facility, etc…). These details have to be
loaded via excel uploads for Systems.
September 2018 AMMW2018 6
PPE
Scientific
Installations
LHC Programme
Cooling &
Ventilation
Groups of assets (same
nature & useful life)
A1 S1
Vacuum
Etc…
Other
Programmes
Non Scientific
Installations
General Facilities
and Logistics
Civil Engineering
Tertiary Buildings
Groups of assets (same
nature & useful life)
A2 S2 Etc… Etc…
Heavy Handling
Etc…
Informatics
Etc…
This structure follows the way budget and
actuals are reported within our financial
documents. Systems gave us this
flexibility to group assets accordingly.
Approx. 40’000 assets /
systems in the PPE
register as of today.
Accounting value attribution
September 2018 AMMW2018 7
Cooling & Ventilation
Value: 50
Vacuum
Value: 50
Etc…
Value: 70
LHC Program
Value: 170
Other Programs
Value: 30
Scientific Installations
Value: 200
By structuring with systems, the value can easily be aggregated and reported at any
level.
S
S S
S S S
Depreciation functionalities
September 2018 AMMW2018 8
Data uploaded via Excel files
Depreciation functionalities (ctd)
Depreciation details available and exportable to Excel
September 2018 AMMW2018 9
Depreciation functionalities (ctd)
September 2018 AMMW2018 10
Increase
/
decrease
value
Early
disposal
Increase
/
decrease
life
Reporting
September 2018 AMMW2018 11
Reporting (ctd)
September 2018 AMMW2018 12
Assets Systems
Main remaining challenges
September 2018 AMMW2018 13
 Process essentially manual and largely relying on technical
experts (mouvements of the year, useful life assessment,
valuation, etc…). Requires a very good cooperation with the
technical groups.
 Very little room for automatization due to high number of
persons placing orders at CERN (approx. 50’000 orders per
year).
 Infor so far not connected to our accounting system (Qualiac –
Cegid). Every mouvement in the PPE register
(addition/disposal) is translated by a manual entry in the
books.
THANK YOU FOR YOUR ATTENTION
September 2018 AMMW2018 14

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PPE_presentation Management AMMW2018_09.2018.pptx

  • 1. Accounting Julie Falcon Finance and Administrative Processes Department Accounting Services - General Accounting September 2018 AMMW2018 1
  • 2. CERN Property Plant and Equipment (PPE) register Creation of an assets register requested by External Auditors in 2014 Main motivations :  Increase the number of asset classes  Split complex assets into components  Higher level of compliance (IPSAS 17)  Improvement of disclosed information related to PPE in the financial statements September 2018 AMMW2018 2
  • 3. Various underlying sources September 2018 AMMW2018 3 Not all types of equipment at CERN are registered and managed in Infor. Assets ending in the PPE register are coming from different sources, different databases. For this reason we designed the structure of our register using both Assets and Systems (Infor objects). CERN Property, Plant and Equipment register Baan Excel, etc… Infor
  • 4. Structure Objects in Infor EAM September 2018 AMMW2018 4  Asset is a tangible piece of equipment individually traced with a unique identifier / serial number. A Assets are already in Infor for maintenance purposes. We flag them as “PPE” (Property, Plant and Equipment) and enter depreciation data on them (depreciation start date, depreciation method, useful life, residual value). We then aggregate them into higher Systems.
  • 5. Structure Objects in Infor EAM September 2018 AMMW2018 5  Systems are usually used to group objects into logical groups at various levels. Systems give us the flexibility to group assets according to our pre-defined PPE register structure (following budget and actuals presentation in official financial documents). We also use Systems for equipment coming from different databases than Infor (or in Infor but with a level of details hardly manageable for PPE register). S Main difference for us is that we have less information to fill in for assets (physical location is already mentioned, responsible organic unit, related facility, etc…). These details have to be loaded via excel uploads for Systems.
  • 6. September 2018 AMMW2018 6 PPE Scientific Installations LHC Programme Cooling & Ventilation Groups of assets (same nature & useful life) A1 S1 Vacuum Etc… Other Programmes Non Scientific Installations General Facilities and Logistics Civil Engineering Tertiary Buildings Groups of assets (same nature & useful life) A2 S2 Etc… Etc… Heavy Handling Etc… Informatics Etc… This structure follows the way budget and actuals are reported within our financial documents. Systems gave us this flexibility to group assets accordingly. Approx. 40’000 assets / systems in the PPE register as of today.
  • 7. Accounting value attribution September 2018 AMMW2018 7 Cooling & Ventilation Value: 50 Vacuum Value: 50 Etc… Value: 70 LHC Program Value: 170 Other Programs Value: 30 Scientific Installations Value: 200 By structuring with systems, the value can easily be aggregated and reported at any level. S S S S S S
  • 8. Depreciation functionalities September 2018 AMMW2018 8 Data uploaded via Excel files
  • 9. Depreciation functionalities (ctd) Depreciation details available and exportable to Excel September 2018 AMMW2018 9
  • 10. Depreciation functionalities (ctd) September 2018 AMMW2018 10 Increase / decrease value Early disposal Increase / decrease life
  • 12. Reporting (ctd) September 2018 AMMW2018 12 Assets Systems
  • 13. Main remaining challenges September 2018 AMMW2018 13  Process essentially manual and largely relying on technical experts (mouvements of the year, useful life assessment, valuation, etc…). Requires a very good cooperation with the technical groups.  Very little room for automatization due to high number of persons placing orders at CERN (approx. 50’000 orders per year).  Infor so far not connected to our accounting system (Qualiac – Cegid). Every mouvement in the PPE register (addition/disposal) is translated by a manual entry in the books.
  • 14. THANK YOU FOR YOUR ATTENTION September 2018 AMMW2018 14