Agresso Maintenance & Housekeeping including user set up 24 th September 2015 Naomi Elliott & Matthew Ireland

Agresso at LU Our Teams Setup – Users, data control, workflow Maintenance – Users, Master files, browser reports, access Upgrades Agenda

Implemented 1999 Largely unchanged until 2008 June 2008 – Agresso 552 with workflow Oct 2009 – 553 May 2013 – 563 Jan 2015 – Milestone 4 update 4 Current users – 188 Desktop, 810 Web Agresso at Lancaster University

Financials Purchasing (centralised) Project Costing & Billing Fixed Assets Planner ACP (going live Oct 15) Agresso at Lancaster University

We have a really good relationship with our IT support (CIS section) CIS team, 2 have finance systems inc Agresso as part of their roles (1 FTE) Finance Systems team within Finance 2 f/t, 2 p/t (3 FTE) Agresso Support (new users and changes have Agresso as part of role) 5ppl (1 FTE) Finance/Agresso/IT Teams

CIS maintain servers, have management consol, manage interfaces, sql coding and technical side. CIS & Finance systems have superuser access in Agresso. Agresso Support have user/role master files and your ordered reports. Day to day issues managed by finance teams Finance/Agresso/IT Teams

Paper form signed by HoD and finance with payroll no & windows user name Users

Paper form signed by HoD and finance with payroll no & windows user name Plan with ACP to have automatic load from HR system for academics Accept amendments by to central box from manager Document archive to attach forms Notes (action overview) Users

Have a limited number of account roles, salary, fees, non salary, fixed assets, standard balance sheets codes. Projects roles can be different for everyone so have lots of roles Menu roles = 102 Data control roles = 627 Workflow roles = 933 Data control

We have 3 main stages. Up to £1k, £1k- £50k and over £50k If it is £100k it has to go to the £1k and £1k- £50k approvers first Some areas also have mid range approve eg £10k, £25k Rules can be by cost center or project Have over 1800 workflow rules to maintain! Workflow

1.How is your Agresso support split between IT and Finance or other teams? 2.How do new users get set up? 3.How do amendments to access get approved and actioned? 4.Who do users turn to if they have a problem? 5.Who has Desktop and Web access and for what? 6.Do you allow users to have salary access? 7.How do you give access to departments/projects? 8.How do you structure and maintain your workflow? Discussion Questions

HR end date interfaces to Agresso Users moved departments, Park Agresso account if > end date Monthly check parked users (& terminate) Every 3 months privilege user report Annual user/role review Amendment logging user/role, created an excelerator report to view info User Maintenance

Agresso Username Agresso DescriptionResno Status Resno Status Agresso Single Sign on Self Service (web) Smart Client (desktop) Pay ProjectPay Faculty User NPabcUser1yes User2 4560NNabcUser2yesRESStudent-Based Services User NNabcUser3yesEOAFacilities User NNabcUser4yes FIAVice Chancellor's Office User5 2838NTabcUser5 LCAArts and Social Sciences User NTabcUser6 ENAArts and Social Sciences User NPabcUser7yesEAAScience and Technology User NNabcUser8yes FIAVice Chancellor's Office User NNabcUser9yesHRD6014Health and Medicine User10 Agresso Username Agresso DescriptionResno£1k SINS £1k SINS sub £50k SINS £50k SINS subHV SINS HV SINS Sub Other SINS P Card Verify P Card verify sub P Card Check P Card Check sub Sales Orders User User User User User User User User User User

User Maintenance Agresso UsernameLogin SSLogin SCSubstituteSub for All SIN lines All P Card lines All Req lines % SINs £1kComment HR GradeHR Dept User %AFinance User2120User22User %BCollege and Student Life User %CFacilities - Operations User411836User3User7 User8 User %DFinance User % User % User %ELancaster Environment Centre User User4 User5 0200%CFinance User970User860460%SHealth Research User %VSchool of Computing and Communications Agresso UsernameLogin SSLogin SCSubstituteSub for Raise req - MPOREQ Amend PO - MPOAMEND GRN - MPOGRN Raise Sales Invoice - MSOHARD Salary access - DSALARIES Workflow Roles - W ROLE Reqs raised No. of roles On Finance_users User User2120User22User User User411836User3User7 User8 User yes User User User User User4 User yes User970User User

Procurement annually check usage and close unused suppliers Every few years review customers Research projects continually review dates and close projects, other projects not so good (7000 open v 4657 used last year) Close distribution rules so can’t create req/PO/post invoices (capital) We don’t archive our General Ledger Master file housekeeping

Have a IT control system (called groupman) to give Agresso access to users Control Reports – general checking up, mismatches on cost center/project etc Browser reports, used to run report monthly to see usage Manage global reports and changes Ghost tasks & similar – IT scripts to run Other Areas

Upgrades – done out of hours, normally one day at weekend (CIS most of day and finance for couple of hours at end) If need to reboot server, at beginning, middle or end of day for 15 mins Maintenance - upgrades

Discussion Questions 1.Do you do any regular checks on users and what details about users do you check? 2.Any segregation of duties issues? 3.Do your auditors require any checks? 4.Who manages the different master files? 5.Do you have any SLAs? 6.How do you handle downtime & upgrades? 7.How do you make the user experience the best?

Question? Naomi Elliott – Matthew Ireland –