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Yims Finance Project update

Yims Finance Project update . DCOs Forum 22 nd October 2003. Current MAC Finance Datawarehouse Science Departments Web Requisitioning Stationery Web Requisitioning . New Agresso Business World Agresso Business World Agresso Web Services Agresso Web Services. Yims Finance Project .

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Yims Finance Project update

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  1. Yims Finance Project update DCOs Forum 22nd October 2003

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

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

  4. Cutover to Agresso Impact on Science Departments Plan 28th Nov 2003 All barcodes are printed ready for new system [products & charge code cards] 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 5th Dec 2003 Last date for raising stock replenishment orders in MAC

  5. Cutover to Agresso Impact on Science Departments Plan 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 12th Dec 2003 Last date for entering Grn’s & invoice matching in MAC All old bar code literature/cards to be sent to Science stores 12th Dec 2003 Suspend stores issues at 5pm in MAC 15th Dec 2003 Stores staff start using new Bar Code system [issues only]

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

  7. 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

  8. Finally • The plan is to go live 12th 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

  9. There will be frustrating times

  10. 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

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

  12. 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

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