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

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

3. 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

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

5. 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

6. 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

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

9. 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 email to central email box from manager Document archive to attach forms Notes (action overview) Users

10. 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

11. 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

16. 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

18. HR end date interfaces to Agresso Users moved departments, email 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

19. Agresso Username Agresso DescriptionResno Status Resno Status Agresso Single Sign on Self Service (web) Smart Client (desktop) Pay ProjectPay Faculty User1 51790NPabcUser1yes User2 4560NNabcUser2yesRESStudent-Based Services User3 5233.2NNabcUser3yesEOAFacilities User4 6392.4NNabcUser4yes FIAVice Chancellor's Office User5 2838NTabcUser5 LCAArts and Social Sciences User6 27767NTabcUser6 ENAArts and Social Sciences User7 26434NPabcUser7yesEAAScience and Technology User8 36336NNabcUser8yes FIAVice Chancellor's Office User9 24443NNabcUser9yesHRD6014Health 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 User1 51790000000000000 User2 4560000000000000 User3 5233.25500000000100 User4 6392.4470760200000600 User5 2838000000000000 User6 27767000000000000 User7 26434000000000000 User8 36336000000002001 User9 24443000500000000 User10 000000000000

20. User Maintenance Agresso UsernameLogin SSLogin SCSubstituteSub for All SIN lines All P Card lines All Req lines % SINs £1kComment HR GradeHR Dept User13130000%AFinance User2120User22User1500130%BCollege and Student Life User310205517841%CFacilities - Operations User411836User3User7 User8 User9188620447%DFinance User5000000% User6000000% User7000000%ELancaster Environment Centre User8160196User4 User5 0200%CFinance User970User860460%SHealth Research User10000000%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 User131300000001 User2120User22User15000015021 User3102000000108 User411836User3User7 User8 User9000007025yes User50000000001 User60000000001 User70000000001 User8160196User4 User5 000100035yes User970User800000005 User100000000000

21. 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

22. 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

23. 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

24. 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?

25. Question? Naomi Elliott – n.elliott@lancaster.ac.ukn.elliott@lancaster.ac.uk Matthew Ireland – m.ireland@lancaster.ac.ukm.ireland@lancaster.ac.uk