Yims Finance Project update

1
Yims Finance Project update

• DCOs Forum
• 22nd October 2003

2
Yims Finance Project

• New
• Agresso Business World
• Agresso Business World
• Agresso Web Services
• Agresso Web Services

• Current
• MAC Finance
• Datawarehouse
• Science Departments Web Requisitioning
• Stationery Web Requisitioning

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 Grns
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