1. Business World champions
Tue 20th June 2017

2. 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

3. 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

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)
(Arts Week)
(Dept Politics Generic Activity)
(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 , ,

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
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.

6. 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

7. Demo: Recording sick leave, HR request forms

8. 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)

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

10. Where to go for more information
Website
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