Yims Finance Project update DCOs Forum 22 nd October 2003

Yims Finance Project Current MAC Finance Datawarehouse Science Departments Web Requisitioning Stationery Web Requisitioning New Agresso Business World Agresso Web Services

Timescales Sept 2001 – May 2002Selection & Acquisition June 2002 – June 2003Configuration July 2003 – Oct 2003Data Migration/Interface Testing Nov 2003 – Dec 2003Migrated data to live system Dec 2003Cutover to Agresso Jan 12 th 2004Go live

Cutover to Agresso Plan Impact on Science Departments 28 th Nov 2003 All barcodes are printed ready for new system [products & charge code cards] 5 th Dec 2003 Last date for raising stock replenishment orders in MAC Science stores re-label stock on shelves & replace cards/books All Science staff to ensure all Dec/Jan stock requirements are identified and reported to stores Science store to stock up on fast moving stock lines

Cutover to Agresso Plan Impact on Science Departments 12 th Dec 2003 Last date for entering Grn’s & invoice matching in MAC 12 th Dec 2003 Suspend stores issues at 5pm in MAC 15 th Dec 2003 Stores staff start using new Bar Code system [issues only] Stores - Goods receiving & invoice matching after this date cannot be processed until new system is on-line Staff – any delivered items can be issued – if necessary All old bar code literature/cards to be sent to Science stores

Cutover to Agresso Plan Impact on Science Departments 17 th Dec 2003 Last date for raising non-stock purchase orders in MAC 12 th Jan 2003 Agresso Business World and Web Services go live Dept offices move to using interim system for generating purchase orders and holding data All staff start using the new system

Summary of impact Plan requirements ahead of Dec/Jan Cutover Keep orders during cutover to an absolute minimum Stores visits for emergency items only e.g. hazardous chemicals PLEASE PLAN AHEAD

Finally The plan is to go live 12 th Jan 2004 This is a major system change: – New coding structures & number systems to learn – New ways of working – It will take time to embed the system

There will be frustrating times

Communications University Magazine articles – to all staff YIMS Finance Project Updates – to Heads of Department, Departmental Administrators, DCOs Individual Briefings – DCOs Forum; Departments as requested York Extra countdown plus linked articles Training Courses based around new procedures and reporting Finance added to YIMS Support Centre

Staff Training Cutover Oct 6 th – Dec 17 th - Modular Training Identify key users and ensure they attend the Agresso web requisitioning course Dec 1 st - Agresso web requisitioning tutorial published on the web Dec 1 st - Agresso web enquiry tutorial published on the web Dec 1 st - Local & central support procedures published on the web

Benefits of new system On-line enquiry and reporting via the web On-line financial updates on projects Improved procurement process – to be rolled out to all departments through 2004 Improved information across the University leading to economies of scale