Business World champions Kick-off Wed 5th April 2017

Agenda Welcome Business World in a Nutshell Our journey so far What does BW look like? Your role as champion What’s changing in April Q&A

What is Business World? Integrated solution for managing our Finance, HR, payroll and research grant application and monitoring Produced by Unit4 Web-based system with intuitive, easy to use interface Business World is a integrated comprehensive solution that will manage activities across Finance, HR, Payroll and Research Grants. Produced by company called Unit4 who we are partnering with on the implementation. It is a web-based system with an intuitive, easy to use interface. System hosted externally in “the cloud” which means it is physically located and maintained on Unit4 computers, outside BBK Hosted externally in “the cloud”, not on Birkbeck computers

Why are we moving to Business World? College has embarked on a strategic programme of Operational Excellence Student administration, identity management Key areas within Professional Services Why are we moving to Business World? Our current HR/Payroll, finance and costings systems are running on old technology and need to be replaced As part of BBK’s strategy to improve the way it operates, there has been a recent transformation in the technology and processes around student administration and identity management. This has made it easier for our students to find out about us, apply, enrol, get funding and access our buildings and services. We are now applying the same approach to key areas within Prof Services to enable college staff to work smarter and more efficiently. Our current HR/payroll and finance systems need to be replaced: AltaHR – not supported beyond 2017 BluQube – current version not supported and has not been upgraded for some years.

What is changing? + Less re-keying of data Paper/email based processes Electronic workflows AltaHR pFACT Research Manager I-Grasp BluQube Business World Hireserve + Current systems for Finance, HR, Payroll and Research Grants will be retired and replaced by BW and HireServe (recruitment add-on, iGrasp replacement) Paper and email based administrative processes replaced by more efficient electronic workflows. Less re-keying of data – modules speak to each other so information entered once and shared many times.

What is NOT changing? HR SITS TRM IDB Student Administration Systems Identity Management System Note: Finance regulations are being re-written and delegated authorisations will change HR Systems already implemented as part of Operational Excellence. HR Policies – the how may change but not the what e.g. reporting absence. Policy is that you inform your line manager when you are off sick. When we move to BW the policy is still that you inform your line manager when you are off sick. What will change is how the absence is recorded (no longer on paper form). Some policies contain process information and will be reviewed in tandem with building and releasing the functionality. Note: Finance regulations are being re-written and delegated authorisations will change.

What are the benefits of Business World? Robust, supported and future-proofed system Quicker, easier and more transparent ways of working Reduction in paper copies and filing Greater access to and ownership of data Reporting is a key benefit of BW – information much more accessible and can be cut many ways. Vastly improved reporting capability enabling timely and accurate decision making

What will we do differently? All of us Submit expenses Update personal info (address, next of kin etc) Record absences Manage PDR Raise sales invoices and purchase requisitions Line Managers Run reports and enquiries Approve and track team’s absences Manage recruitment Administer starters/leavers Agree and process minor contractual changes Manage PDR Budget Holders Run reports and enquiries Plan and revise budgets Process virements Use new account codes Approve requisitions Track expenditure Researchers Set up project costings Submit and monitor grant applications Track acceptance of awards via workflow Run reports and enquiries on application submissions Here are some examples. This list is not exhaustive. What will we do differently?

When will we start using Business World? Expenses Purchasing Sales Research Grants Budget management Project Lifecycle Coding Structure Payroll Fixed Assets Finance Apr May Jun Jul Dec Nov Oct Sep Aug Core HR Recruitment Absence management New starter admin Leaver admin Resource admin Annual leave Pay & reward L&D Resource changes Organisation structure HR Timetable of module rollouts. Core HR and Payroll went live last week. Tied in to start of new financial year. Main rollout will happen at the start of August when most of the financial modules will go-live, to coincide with the start of the college financial year. Some HR functionality will be released then too. Other HR processes will be released in phases over the following months. Position admin Competence management Case management Probation, appraisals, reward

What training will we get? Hands-on Training Awareness Sessions Floorwalking Clinics 2017 Quick Guides Training will begin for end users in July and will be a mix of different formats…. Formal training through awareness sessions and hands-on ILT (group and 1:1) Opportunities to learn from others through clinics, floorwalking Resources like how to videos and quick guides to support your learning on the job. How-to Videos What training will we get?

Contracts signed with Unit4 Our journey so far…. 382 requirements Mar 2015 Mar 2016 Jan 2016 Oct 2015 Jul 2015 Aug 2017 Apr 2017 Agreement to tender Call to tender Tenders submitted Suppliers notified Contracts signed with Unit4 Go Live! 5 suppliers 30 hours presentations Lots of consultation and requirements gathering from across the collage. Five suppliers submitted bids. Bids were assessed against a set of 382 requirements, gathered from numerous consultations with over fifty stakeholders throughout the College. Sixteen scorers independently reviewed the written submissions, and then subsequently updated their marks to take into account the learnings from thirty hours of presentations and demonstrations and six site visits. A full day of webinars was also held by Birkbeck in order to further scrutinise the positive and negative aspects of a hosted or on premise solution. Scorers for this section included experts in the areas of database and hosting infrastructure. The winning bid was recommended to, and approved by, a sub-set of Governors on the 28th January 2016. 16 scorers 50+ stakeholders

(specific to your role) What does Business World look like? Tasks Working pane Modules (specific to your role) Modules

Champions help accelerate the change Classic change curve. Describes how people react to change and the impact of change on their productivity. Introduction – initial excitement at start. People need information to help them understand why the change is happening. Disruption – change means you are moving into new territory so get a downturn in productivity (valley of despair!). The more significant the change, the deeper the dip. This is where it’s important to gather feedback from people and adjust plans if necessary. Decision Point - the point at which people decide to embrace the change and adapt, or resist. Get enough people to here who are willing to adapt, they will generate momentum so that others follow. Embracing and Committing to the Change - people begin adjusting and adapting to the new state. Discovery and learning starts to happen, productivity starts to rise again, people are happier. Notice the dotted line. This is the line that a successful change program will follow. Valley of despair is shallower and people come out of it more quickly. Champions important in helping cascade information, providing feedback, generating momentum and support colleagues as they adapt and change.

Get Stuck In! Our request to you… We’re meeting every two weeks. Any suggestions for topics? I have a question Can you cascade this information to your team I have some feedback from my group So what would we like you to do as champions? Attend these meetings - provide a general update + focus on specific topic (e.g. expenses, absence management) Ask questions Provide feedback - alert us to resistance Cascade communications. Learn the new system (we will do a hands on session at some point). Also some of you will be involved in testing. Be prepared to encourage and support colleagues at go-live. Generally get stuck in! Be an advocate, encourage and support your colleagues Can I get access to the system so I can learn how to use it? Get Stuck In!

What’s changing: April Core HR and Payroll live 1st April – first pay from BW in April. New-look payslip Longer access to payslips Expenses no longer paid through Payroll. Now paid through Accounts Payable (BACS). No change to way P60s are processed for 2016/2017 Pay breakdown by position Process for claiming expenses remains as is for now.

What’s changing: April BW integrated with TRM, IDB, My Birkbeck for Staff Staff directory changes Multiple positions listed Last week the links between BW and other systems including TRM, IDB and My Birkbeck for Staff were switched on. One thing you may notice as a result of integration with IDB (identity database) is, in staff directory, those staff with multiple roles now have all their roles listed.

Where to go for more information Website Contact Us Project website – start to see more information there over coming weeks. Also where we will post information about training and support. Email us www.bbk.ac.uk/businessworld businessworld@bbk.ac.uk

Next meeting: Monday 24th April, 10:30-12:00 Topics for future meetings?