Business World champions Tue 20th June 2017

Agenda Support model: your role Aug/Sep Account coding in BW BW system familiarisation Recording sick leave, accessing HR forms Go-live training and communications Q&A

Support model: your role Aug/Sep Project Team (core) Champions Floor walking BW mailbox Helpdesk Clinics How to use system Process questions Errors/bugs/defects Change requests Reporting requirements Users in schools & departments First Line Project Team (extended) Finance HR Unit4 Second Line These meetings will continue for several weeks after go-live so provide a forum to bring things back to the group. Third Line

Financial reporting structure in Business World College School Department Cost Centre Project Sub-Project DT1 (Geography Core Activities) PD1 (Alumni Engagement) PF3 (Operational Estates Long Term Maintenance) 100382 (Arts Week) 100469 (Dept Politics Generic Activity) 100312 (39-41 Gordon Square) This is the financial reporting structure in BW. Shows where or who the income and expenditure (including pay) is charged to. Hierarchy with College at top, cascading down to subprojects at the bottom, Within College there are a number of schools, each school has a number of depts, each dept has a number of cost centres (examples), each cost centre has a number of projects (examples), each project has at least one subproject (examples) When you post transactions you post at the subproject (lowest) level. The rest of the information is automatically back-filled. Because all the info is captured, when it comes to reporting, you can report at any level in the hierarchy (subproject lowest, college highest). Transactions posted at this level 100382-10, 100382-11 100469-10, 100469-20 100312-10

Financial coding in Business World FH100.FH105.M30 BluQube Costc Activity Analysis School of Law Generic Activity (100251-10) + Staff advertising and recruitment expenses (3030) Business World Account Code Subproject Now we will look at how financial coding is done in BW. This is what you do at the moment in BQ – assign 13 character code made up of three elements – cost centre, activity, analysis Cost centre and activity = who/where Analysis = type of income or expenditure In BW the cost centre and activity are replaced by subproject; analysis replaced by account code. You can enter using description or code. 400 account codes Planning on developing a look up tool.

Financial coding in Business World Costc and Project automatically back-filled You enter Account and Subproject How do you code something in BW? Example showing some of the information needed when moving money from one budget to another (journal) You enter Account code (what e.g. staff advertising and recruitment expenses – equivalent to analysis on BQ) and SubProject (who or where – e.g school of law generic activity, equiv to costc and activity in BQ). Tab out of subproject field, other information like the cost centre and project automatically back-fill

Demo: Recording sick leave, HR request forms

Go-live Training and Communications Go-Live 1st Aug 3 Jul 10 Jul 17 Jul 21 Aug 14 Aug 7 Aug 30 Jul 24 Jul 28 Aug All Staff Communications Targeted Communications (HR/Finance) All Staff Awareness Sessions All staff communications Targeted communications to specific groups re cutover plans e.g. line managers for recruitment RCP hands-on training Training resources available on BW website (quick guides, videos) User Support (helpdesk, clinics, floor walking, mailbox)

Next meeting: Mon 3rd July, 10:30-12:00

Where to go for more information Website Contact Us www.bbk.ac.uk/businessworld businessworld@bbk.ac.uk