1. Business World champions
Mon 3rd July 2017

2. Agenda Recap: financial reporting structure and coding
What’s going live in August
Key dates for cutover
Demo: Goods receipting
Common user issues at go-live
Q&A

3. Recap: financial reporting structure1 2 3 4 5 6

4. 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)
Cost centres - three character codes
Projects – 6-digit number
Subprojects – project code + two digit subproject number
(Arts Week)
(Dept Politics Generic Activity)
(39-41 Gordon Square)
Transactions posted at this level , ,

5. Financial coding in Business World
FH100.FH105.M30
BluQube
Costc
Activity
Analysis
School of Law Generic Activity ( ) +
Staff advertising and recruitment expenses (3030)
Business World
Account Code
Subproject

6. Financial coding in Business World
Costc and Project automatically back-filled
You enter Account and Subproject

7. What’s going live when? Finance HR Apr May Jun Jul Dec Nov Oct Sep Aug
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
Training HR
Timetable of module rollouts.
Main financial modules going live, to coincide with the start of the college financial year.
Within each module there will be some things available on day 1, other things will come later i.e. not full functionality on day 1.
Position admin
Case management
Leaver admin
Absence management
Resource changes
Organisation structure
Probation, PDR, reward

8. Key dates for cutover (1)
Activity
Key dates
Purchase Orders
Mon 24 July
Last date to raise PO’s relating to 2016/2017. To be entered in BluQube
Tue 25 to Mon 31 July
PO’s raised in BluQube during this time will have to be re-keyed (by Schools & Depts) in BW in Period 1
Tue 1 Aug
Generate new requisitions in BW. Re-key open PO’s from BluQube
Supplier and sundry payments (including non-staff expenses)
Fri 21 Jul
Last date to submit sundry claims for 2016/17
Mon 24 Jul
Last date to authorise supplier invoices in BluQube or return batches to Finance
Tue 25 Jul
Final payment run for 2016/17 (BluQube)
Unpaid invoices and credit notes migrated onto BW
Wed 9 Aug
First payment for 2017/18 (BW)

9. Key dates for cutover (2)
Activity
Key dates
Sales
Fri 30 Jun
Last date for raising sales invoices for 2016/17
Fri 28 Jul
Last date for depositing income for 2016/17 (Cashier’s Office by 4pm).
Tue 1 Aug
Generate new sales orders in BW
Open sundry debtor, room bookings and research invoices migrated onto BW
Payroll changes
Thu 6 July
Payroll cut-off date for July brought forward (for claims and payroll amendments, excluding staff expense claims)
Staff expense claims
Fri 21 July
Last date for submission of 2016/17 expense claims to Payroll. Final staff expense payment run on 28 July (BluQube)
Raise new expense claims in BW. First payment run 9 Aug

10. Key dates for cutover (3)
Activity
Key dates
Recruit new staff
Aug (exact date TBD)
Continue to use iGrasp until you are notified by HR to start using Hireserve (will be at the time jobs are posted).
Staff approvals – start using new account coding.

11. Demo: Goods Receipting

12. Common User Issues at Go-Live
Enable browser pop ups
Change US date format (Chrome)
Clear the cache
Access problems
I cannot get into BW
My account has locked
Incorrect roles/data control
I believe my role is incorrect
I cannot see something I need to see
I can see something I don’t think I should be able to see
Financial coding
I do not understand the coding/I cannot use my codes/I need support regarding codes/I (think I) need a new code
 Navigation problems (simple enquiry, displays LoV)
How to do things

13. Next meeting: Mon 17th July, 10:30-12:00

14. Where to go for more information
Website
Contact Us