finance process documents – finance systems...

Finance Process Documents – Finance Systems Control

PD-SYS-010 Finance Department Page 0 of 28 Version 1.03

REVISION HISTORY Rev. No. Date Description Responsible

1.00 Aug

2007

Original Final Version Approved Ber, MAPS

1.01 May-

2008

Updated the process in SYS02 Ber

1.02 June-

2012

Revised structure of documents for sectorial shared

services review work.

Ber

1.03 Jan-2015 Revised structure of documents in line with new

template for 2014 QMS review.

Ber, Teresa,

Niamh

Introduction

This document details the processes associated with the Financial System controls required to manage the

University’s Agresso Financial and support systems. It outlines the support and services supplied to the

Finance staff and to the wider University community. There are a number of sub processes that are required

to perform this function. Each sub process is defined below in both a descriptive format as well as in a

flowchart. They main sub processes are:

SYS01 - Management of Agresso System & Structure including Change Management Control

SYS02 – Agresso Users Registration (Joiners & Leavers)

SYS03 - Agresso System Period End Routine

SYS04 - Systems Upgrades / Development Projects

SYS05 - Third Party Interfaces to Agresso

SYS06 - Agresso Super User Support (Finance Staff)

SYS07 - Agresso Training and Documentation

SYS08 - File Share & Group Security Settings (Shared Document Management)

SYS09 - Website Content Management for Finance Department

SYS10 – Agresso Management Report Templates including Excelerator Reports

SYS11 – Customer Services



RESPONSIBILITY

Finance System team members are responsible for providing a range of financial supports to the Finance

staff and to the University Financial system Users base under the management of the Financials Systems

Finance Manager.

DOCUMENTATION

User guide document is available on the shared training documentation folder at –

\\iota\Finance\Training\TrainingDocumentation

This folder contains User Guides specifically written for the Finance Users and Online Customers detailed

and quick reference guides of the Agresso system at the University of Limerick. There are also some training

videos available on the Finance Website to assist users to use this technology.

It also contains User guides on how to manage aspects of their desktop computing to help them to perform

their duties with the assistance of appropriate technology.

RECORDS

Refer to UL’s Records Management and Retention Policy.

All records are maintained on our Agresso Financial System. Finance adheres to the University’s records

management and retention policy.

PROCESS VERIFICATION

Evaluation of all Financial System Control process effectiveness is carried out using internal self-assessment

and customer feedback reviews. Evaluation is also carried out via the annual external auditing process by

PWC.

http://www2.ul.ie/pdf/803890985.pdf



SYS01 - Management of Agresso System & Structure including Change

Management Control

PURPOSE

Ensure that the Structure and Configuration of the Agresso relational database is in-line with that of the

University Organisational structure. The Agresso configuration of its relational database is defined in

accordance with UL organisational structure.

The Chart of Account (COA), Rules, Cost Centre and Relations Hierarchy, System Parameters and Fixed

register Management are used to control the structure on this system.

PROCEDURE

SYS01- Management of Agresso System & Structure – Change request - Generally the core Finance staff or

members of project teams will request a change to Agresso Structure. All requests are logged on a call log

file.

Validation check of change request carried out by Finance Systems Office. Check what the request affects

and if any other business needs are affected.

Prioritise change request - Prioritise Change Request based on business needs – set target completion date

or initiate project to manage change.

Requestor is notified that system change has occurred or if not a full explanation is given.

Update documentation - training documentation, COA, Dept/College structure charts -> The User is given

access to documentation via the UL Website/Finance share

Agresso Configuration Management – (COA and rules settings Cost Centre set-up & relations within UL

hierarchy, System Parameters & Fixed Registers). Maintain Agresso Structure in line with UL structure.

Complete Configuration Database Management spread sheets and update/validate annually.

Change Management Control - Produce a list of all Change Management Control items on a bi-annual basis

and get signed off by Finance Management Team. This list is audited by the annual IT controls audit team.

Check fixed registers under Agresso common to ensure that ‘Company Information’, ‘Posting Cycles’, ‘Tax

Codes’, ‘Period Maintenance’, ‘Bank Accounts’, ‘Payment Bank’ registers are all completed.

Compare Agresso attribute structure with UL Organisation structure to ensure its accuracy.

Run system Trial Balance report.

SPECIFIC RECORDS

The COA document and UL Hierarchy files are created and maintained as part of this process.

The Configuration Database Management is a record of all settings on this system.



Produce Change Management Control list monthly for sign off.

These files can be accessed on the Finance shared folder at \\iota\finance

SPECIFIC PROCESS VERIFICATION

The Agresso hierarchy structures should match with the UL Organisation structures.

Run the ‘Cost Centre Relations’ report to ensure that all cost centre relations are complete.



Finance Systems Development Process Owner: Fin Sys Team

Version 1.01 Date: 9th May 2008

Sys01 – Management of Agresso System & Structure including Change Management Control

InputsFinance Systems

DevelopmentOutputs

Changes in COA and

Rules setting Requests or

else out of system

development

Changes in Cost Centre

setup and relations within

UL Hierarchy

Configuration Management

Database

Changes in System

Parameters and Fixed

Registers

Prioritise Change Request

based on business needs –

set target completion date or

initiate project to manage

change

Maintain a spreadsheet of

complete Agresso Database

configuration settings. Update

annually

Complete spreadsheet Database

of Agresso configuration settings.

Updated annually

Agresso structure in line with UL

hierarchy

Requestor/Development

Project is notified of

change completion

Change approved

yes

no

Send back to requestor

with explanation

Record change request on

Call Log

Sign off of Change Management

Control list by Finance

Management Team

Record all Change

Management Request &

Actions on call log

Produce a Change Management

Control List on a bi-annual basis

Update Agresso Attributes

and Relations per attribute



SYS02 – Agresso Users Registration (Joiners & Leavers)

PURPOSE

The main purpose of this process is:

to give the Finance Staff Super User read/write/execute access to the Agresso Financial System

to give online access to College wide users to avail of our online Financial Services

to create and maintain the Expenses personnel database of records

Registration is defined by giving profile records with different levels of access and authorisation depending

on the role within the UL Organisation structure.

Joiners and Leavers are managed in this process.

Monitor level of user access on system – ‘System Access Log’ report. Regular review of User Accounts to

ensure that user system and application access is commensurate with job description.

Workflow relations are managed within this process.

PROCEDURE

SYS02- Agresso Users Registration - The new user completes the User Registration Form located on the

Finance Website and forwards to Finance Systems Office. Authorisation email is required if the new user is

not on the Payroll system (Core).

Manage Movers & Leavers – Mover and Leaver notification emails are sent through the HR email system and

the Agresso system is updated accordingly.

The Finance Systems Office validates the user system access and requirements.

System Administrator sets up new user on Agresso and updates the System Access with Control List, User

Name and Department – follows the ‘How to set up a new Agresso User’ training document.

Once registered on the system - User is notified that system set-up and access is complete.

The User is given access to training documentation via the UL Website.

On-going customer support is provided to the System User via telephone support and email support plus

training manuals – User Guides & Manuals.

Joiners & Leavers:

The following is the list of tasks that must be implemented when staff Join or Leave the Finance

Department:

Joiners -Create a User profile record for the Finance staff member using their first name i.e. Ber.

Leavers – Terminate User profile access & remove all of the Role and Clients list in their profile.

Joiners



The following steps must be implemented for all Joiners:

- register new staff member on Agresso with appropriate User group control i.e. assign required Roles to the

user profile records.

- setup Purchasing & expense users with an Employee record in order to allocate ‘resno’ to PO and Expense

roles.

- set up Invoice approval limits and record added new staff member to the active directory group ‘Security

Group Finance’ to allow access to the Finance shared folders.

- add new member to the appropriate generic mailbox e.g. [email protected] mailbox

- if required for job add to the Agresso mail box – inbox and sent items.

- Induction training to Finance Department

- Full training on job description arranged by line manager.

Leavers

The following steps must be implemented for all Leavers:

- Leaver notification email received – confirm user has left UL

- terminated user record from Agresso

- If Finance staff:

o removed Finance staff from the active directory group ‘Security Group Finance’ to stop

access to the Finance shares

o remove access from any function specific file share folders

o remove from generic mailbox e.g. [email protected] mailbox

o remove from the Agresso mail box – inbox and sent items

- If the staff member is leaving the University and has an Employee record on Agresso this must be

terminated

- Exit Training if staff member is moving to another area within UL

SPECIFIC DOCUMENTATION

User Access Control List is maintained to reflect all of the Users setup details on the system.

SPECIFIC RECORDS

There are a number of ‘How to’ Manuals for Finance Staff which detail how to preform specific tasks on the

system.

There are a list On-line User Guides as well as Quick Users Guides to help the users of this system.




Monthly management of user access records - This check is generally done at start of academic year to pick

up all changes in Department’s/HOD’s. Administrator checks list and notifies Finance of all user/CC Manager

changes.

‘System access log’ checked for logon details and any incorrect logon attempts are noted and followed up for

security reasons. Level of user access is reviewed to ensure its commensurate with job description




Version 1.01 Date: 9th May 2008

Sys02- Agresso Users Registration Update: Dec-2014

System Users within UniversityFinance Systems

DevelopmentOutputs

Yes

Provide Ongoing Customer

Support to all Users. Advise to

log any technical issues with

ITD help desk

Notify User of System Set-Up

with online training and access

details

Update System Access Control

List

- User Name, Dept

User is set-up on System as a

New User by System

Administrator, follow steps in ‘How

to create a New User on Agresso’

training document

Complete User Request

Form from Website

Validation Check

- Approved by Mgr ?

- Access to what CC’s

and modules ?

New Cost Centre budget

Manager, Heads of

Departments, Deans &

College Administrators,

are setup as Agresso user

by default

Return request/form to user

and ask for more information

or authorisation for access

no

New user request by

email

Email from HR Core

system with

notification of Movers

& Leavers

Annual Check of all

changes within Colleges/

Departments –

list generated from

Finance and sent to

Colleges/Depts to be

validated and changes

send back

Emails sent to Colleges/

Dept with changes

confirmed

Yes

If user is System Admin

authorisation sought from

Head Finance

If System Admin

authorisation not granted –

Users is not set up

Monthly review of Users access

records ‘system access log’.

Review users level of access

commensurate with job

description

Changes needed to access

records any access error

attempts/warnings sent to system

manager



SYS03 - Agresso System Period End Routine

PURPOSE

The purpose of this process is to run the Period End Finance System controls for the University. Agresso

Periods for old month are closed and new period opened for new processing month. Reports are run to

ensure that the relevant periods have been updated and that all transactions for that period have been

processed plus reconciled within all modules on Agresso from a system transaction processing standpoint.

‘Period End Control Sheet’ is completed and signed off for each section.

PROCEDURE

SYS03 - Agresso Period End Routines – Control Tasks

Follow the steps in the training document ‘Month End Routine on Agresso’

Control Tasks - Open the new processing period on Agresso. Close out the Old Period and password protect.

- Update Period in Company Information

- HR => Update Processing Periods for the Expense module

- PO=> Update PO & GRN Processing Periods for the Purchasing module

- Check Posting Cycles for number sequences

- Sign Off sheet to indicate that Control Tasks are completed

Agresso – Period End Validation

Period End Validation Exercise within Agresso

- Error Transaction, Corrections to make and to be made send back to originator for correction

- Unbalanced Transactions AG07

- GL => Accounts Receivable/Accounts Payable Reconciliation AG06

- Transfer to GL completed. Transfer in batch input maintenance and corrections made check for parked transactions

- Sign off that Period Validation is completed

Agresso – Period End Reports

Period End Reports within Agresso

- Run Trial Balance GL09

- Run New Supplier list per month ( no of changes)

- Run User Access Log and check

- Outstanding Remittance Proposals and Maintenance – back to originator for correction if any found



- GL Updates => check payment confirmation for both domestic and non domestic payments – back to originator for correction if any found

- Cost Centre Relations Validation Report – back to originator for correction if any found

- Sign off on all Period End Reports completed

SPECIFIC RECORDS

Agresso Period End Control Sheet.


Running of reports to confirm that all jobs/processes have updated on the system.




Version 1 Date: 20th August 2007

Sys03 - Agresso Period End Routines carried by Finance Systems Office

Control Tasks Period End Validation Period End Reports

Open New Processing Period

Close Out Old Period

Update Period in Company

Information

HR – Update Processing

Periods

PO – Update PO & GRN

Processing Periods

Check Posting Cycles for no

sequences

Error Transactions

- Corrections to make

- Corrections made

Unbalanced Transactions AG07

- make corrections

GL – AR/AP Reconciliation AG06

- make corrections

Transfer to GL completed

- transfer in batch input maintenance

- Corrections made check for parked

transactions

Sign Off that Control Tasks

are completed

Sign Off that Period Validation is

completed

Run Trial Balance GL09

Run New Supplier list per month

- # of changes - Agresso workflow

email send daily with all Supplier

changes to Agresso Mgr

Run User Access Log and check

Outstanding Remittance

Proposals and Maintenance

GL Updates – check payment

confirmation for both domestic

and non domestic

Sign Off that Period End

Reports are correct & complete

Run Cost Centre Relations

validation report – get missing

values populated by ledger

managers

Check that there are no outstanding

remittances waiting to be processed



SYS04 - Systems Upgrades / Development Projects

PURPOSE

To ensure that all new software releases plus system upgrades and developments are implemented onto UL

systems and to ensure that they are tested, issues highlighted and signed off by Users/Managers. To ensure

that all user documentation associated with the new software is updated and that all internal users are

trained accordingly.

PROCEDURE

SYS04 - Agresso System Upgrades

Vendor releases new software version or upgrade.

Finance department identifies new developments required in-line with business needs, strategic plan or

sectorial/market place requirements.

Involves – Finance System staff, 3rd part Vendor plus ITD within University.

Business Analysis is completed in terms of the business need and business benefits of new software versus

outdated software before the decision to purchase and raise contract with supplier.

Project plans are defined, project teams are put in place, contracts are defined with support consultants.

The new Software Version is installed onto the Development Server.

Test scripts are completed for all process steps and signed off:

Run Testing Procedures - all original processes plus new features are tested to check that they are

functioning correctly and meet the business requirements of the University.

Prepare test scripts for all operational processes. Run Testing Process in all areas of finance plus operational

units.

Acceptance of New Software Version - All upgrades are signed off by system manager and core Finance

Users.

Update user documentation associated with New Software.

Maintain Project charters, specifications and records including minutes of meetings for audit.

Providing User Training associated with new Software Releases.




Version 1.01 Date: 20th August 2007

Sys04 - System Upgrades Updated: Dec-2014

Source Vendor Software Finance Systems Development Outputs

Vendor Software

Release New

Version

Carry out Business Analysis -

Benefit of New Software/

features versus Outdated

Technology old features or/

and Bug fixes

Decision to purchase &

Timing

Testing Process in place

- Finance plus Operational Units

- Run Test Scripts

- Highlight Issues – call log issues

and resolve

- Sign Off from Users and Project

Team & Accept

Load new Software Version

on Development Server

yes

Updated documentation

associated with new

Software – User Guides,

Web pages etc.

Acceptance of New Software Release

User Trainer associated with

new Software Release

Define/Agree Installation project

plan with Vendor and ITD – setup

Project team

Vendor and ITD sign off on

software installation and

services

Go Live with new software

Go Live

Decision

yes

Prepare test scripts for all

operational processes and agree

with core users

no

New s/w release in live

operation

Do not implement at this

stage. Monitor the

marketplace and system for

changes.

no



SYS05 - Third Party Interfaces to Agresso

PURPOSE

To load all source transaction data files from University departments and external sources/systems such as

Banks, Fexco Foreign Currency Payments Service, Excel Templates or Bank efile (XML format), to interface

with Agresso ensuring accurate current financial information is updated and financial controls and

validations are implemented.

Examples include:-

Inter-Departmental Charges e.g. Telephone, Postage & Print Charges (ITD)

Payroll

Bank Reconciliation Files

Fexco Commission Charges

Dataloads re Department Service level agreements

PROCEDURE

SYS05 - 3rd Party Interfaces to Agresso

Source Data Files are received by Finance Department staff for import to Agresso GL

Ensure that the interface files/extracts are working effectively. Interface mechanism/systems include the

following:

- Batch Input Formatter

- GL07 Dataload (Agresso)

- .XML Conversion Template file

- Core Payroll System

The following control procedures have been put in place:-

Sign off on ‘Control Sheet for Dataloads onto Agresso’ is complete.

Batch load will not complete unless batch is balanced. (If an error occurs the transaction is entered

into the suspense account which is picked up by month end processing if user doesn’t pick it up at

processing time).

Dataload transactions will not be imported into Agresso unless the transactions balance.

All data from 3rd party systems are authorised by the managers of these systems.

In Excel, run the interface Batch Input formatter (soft-file writing software programme for file integration

and transfer) on the dataload template containing the source data, this will create a file suitable for upload

to Agresso.

In Agresso run Batch Input (transactions from external system) the integration tool imports the Source Data

records through the GL07.



Data load template from Agresso with source data input and extracts out from data load templates are

audited annually.

The dataload control sheet is completed and sign off by users.

SPECIFIC RECORDS

Source Data File used for data input.

Dataload Template

Dataload Control Sheet.

PROCESS VERIFICATION

GL07 Journal compared to source document, spot check figures, check totals.

Dataload control sheet contains number of lines and totals of both source file and Agresso GL figures on

transaction.





Sys05 – 3rd Party Interfaces to Agresso Updated: Dec-2014

Files into GL Agresso Integration Files out (extracts to 3rd

parties)

Download Tool for Agresso

Integration ‘Batch Input

Formatter’ must be installed on

Users PC within Excel

Imputers to Populate Excel

Template for Data Input as

defined by Finance Systems

Office

Imputers to select option to

‘Write input file’ for Agresso

using Batch Input Formatter

Update the Control Sheet Data

load template which is audited

annually

Payroll input

by Payroll

Office

Bank

Reconciliation

eFiles input by

M O’Connor

Telephone &

Print Charge

from ITD –

input by AR

Office

Student Fees

input by Fees

Office

Central

Postal and

Telephone

input by AR

Office

Service

Charges input

by AR Office

EFT Bank

Payments

Cheque Bank

Payments

Use GL07 Batch Load Interface

within Agresso to load this file

into Agresso

Agresso Payments Process

Payments File Processing and

Payments Form Processing

no

Error on load

Correct errors on

input data

yes

Fexco

Payments

Files – input

by AP Office



SYS06 - Agresso Super User Support (Finance Staff)

PURPOSE

To provide full system support and training to Finance users across all Agresso modules as well as supporting

technologies. This support assistance includes training and development of policies and procedures required

to help all staff to perform their various functions in a timely and efficient manner.

All calls and queries raised by Finance User are tracked on an Excel database. Queries/issues are analysed

and resolved by Finance Systems Office, Internal ITD or Unit4 Helpdesk.

Issue/request resolution is validated on the test system before putting into live if it’s a complex issue or not

an obvious resolution and is signed off by the User/Manager of the specific function.

PROCEDURE

SYS06 - Agresso Super User Support

Issues are raised by Finance User with Finance System Team via Call / Email to generic account / Online

Users Helpdesk/ Trouble Shooting Document

Problem Analysis by Finance System Team

Problem Analysis completed as to whether the problem/issue is the following:

- Internal and pass to ITD

- External and pass to Unit4

- Resolved by Finance System Team

If Internal => log call on ITD Helpdesk:

- ITD Helpdesk Software

- User logs the call on ITD helpdesk if problem is an internal issue

If External => log call on Unit4 Helpdesk:

- Finance System Team member logs call on Unit4 Helpdesk

- Issues are resolved by Finance Team / ITD / external parties

- Record and track all calls on Call Log record

SPECIFIC RECORDS

Call Log Records


Call log record tracks the calls being dealt with.





Sys06 - Agresso Super User Support Updated: Dec-2014

Internal University Users Finance Systems Development Output

Problem raised by Finance

User – by telephone or by

email

Problem Analysis by Finance

System team

Decision- need to

log call externally

Internal

- ITD

External

- Unit4

Log Call on ITD

Helpdesk

Log Call on Unit4

Helpdesk

yes

no

Call log updated, call closed and

User informed of resolution

Call / Help / Trouble

Shooting Document

Problem Resolved by Finance

System Team

yes

Review status of all call logs on

weekly basis

Follow up outstanding calls with

relevant party and communicate

back to customer

Record and track all calls on

Access / Excel Database

Problem

Resolved

Call may be put on

hold or work

around found to

resolve

yes

no




PURPOSE

To ensure all training modules/guides and training requirements are documented and form part of the

Employee Induction Programme. To ensure a generic training programme is in place.

Training is designed in line with defined processes.

Relevant training documents are published on the Finance Department website.

Training documentation and programmes are current and relevant.

Generic Training Programmes are available on request for all staff members within Finance plus

Agresso Users within the University.

Group and individual training courses are scheduled and delivered.

Agresso User Guides, Quickguides and “How to” Manuals are available on the shared directory.

Training Programme Outlines and Feedback forms are kept.( \\iota\Finance\Training)

PROCEDURE


Standard Training documentation is stored on finance shared drive. This forms part of Employee Induction

and train the trainer programme and staff training programmes. This ensures that generic training

programmes are in place for all staff members within Finance.

Online User training documents are published on the Finance Department web page. Support and training is

available on request (Helpdesk Ext: 3599)

Updates on Documentation

Agresso Documentation and User Guides are updated in line with all system developments.

All documentation is kept up-to-date and stamped with Document and version control notation.

SPECIFIC DOCUMENTATION

See attached Process map.

User guide document is available on the shared training documentation folder –

\\iota\Finance\Training\TrainingDocumentation

SPECIFIC RECORDS

User Guide Documentation.

Training Programme outlines.

Feedback forms.

Document Control Record





Sys07 - Agresso Training and Documentation

Source Training Documents Finance Systems Development Output

Source Agresso User Manuals

plus Guides

- 1 Document per Module

- Procedure Help Guidelines

- programme schedules for each

training session

Stored on Training

Documentation Shared Drive

for Finance

Recommend to finance

managers/supervisors to use

Agresso training material as

Standard part of Employee

Induction

Train the Trainer Programme

Staff Training Programme

Generic Training

for all staff

members within

Finance

Agresso Training Documentation on UL

Finance Website

- Chart of Accounts

- College Dept Structure

- “How to Manual”

- Online User Quick guide

- Online User Guide

- User guide Accounts Payable

- User guide Accounts Receivable

- User guide Common

- User guide Fixed Assets

- User guide General Ledger

- User guide HR Expense Ledger

- User guide Purchasing

Specific Agresso module

training, Super User Training

Specialised

training for

Agresso Core

User, Online

Enquiry User,

Super Users



SYS08 - File Share & Group Security Settings (Shared Document

Management)

PURPOSE

To ensure that each member of Finance staff has sufficient access required to for the shared file storage disk

in order to help them to perform their duties.

Maintain the shared folders on \\iota\Finance + manage the staff lists and permissions defined on the

Outlook Security Group settings for Finance.

PROCEDURE

SYS08 - File Share & Group Security Settings

Create Operational Task directories for all shared information in Finance and manage security permissions.

A File Share & Group Security Settings are set-up on the Finance Central Disk Space to provide operational

task directories to all areas within the Finance Dept. Security Access is controlled to give required access to

these files.

Change in staff – Need to update settings and permissions on these shares and outlook group for all changes

in staff or staff functions.

Access level requirements as defined by relevant line manager. Plus requests for new file share space.

Regular reviews of staff defined on the ‘Security Group Finance’ properties within outlook.

Access permissions and levels match those requested/required by staff member.





Sys08 - File Share & Group Security Settings

Source Infrastructure Finance Systems Development Output

Managed Finance Disc

Space on Central

Server for business

need

\\iota\Finance

Define Security

permissions required

against each folder

on this share

Create Operational Task

Directories with required

permissions

Back-Up procedure run every

night by ITD

Re-state folder access based

on functional group and level

Access to specified files by User

Active Directory grouping set

by ITD – Security Group

Finance

Updated with ‘Security Group

Finance’ Joiners, Leavers

and Role Changes

Manager Generic Email accounts

with joiners, Leavers and role

changes

- Accounts Payable Contact Point

-Accounts Receivable Contact

Point

- Salaries Contact Point

- University of Limerick Accounts

Contact Point (Agresso)

- Accounts.Research.OfficeNew Staff/Staff changes within

Finance

Access to specified generic

email accounts by Finance

Users



SYS09 - Website Content Management for Finance Department

PURPOSE

To ensure that the Finance Website is updated correctly and contains the most up to-date finance

information as supplied by relevant parties and that secure access to the website is maintained. Maintain

both the Website Server (Intra-Net and Internet) on UL Server.

Note: There is a Web Editorial Group in place to help manage the Content once we move onto the standard

web content management system, Drupal.

PROCEDURE

SYS09 - Website Update [Intra-Net and Internet] for Accounts Department

The Finance Departments Website server on the main UL Web Server.

Change Requests are received from Relevant Parties in Finance Department.

Source data is edited and converted into publishable formats before it’s published on the web pages.

Data is received in various formats and converted into either Html, excel or PDF formats before publishing

on web site.

Information is signed off by appropriate managers before it’s published.

Files are transferred to the UL Server when updates are made by each function within Finance Department.

Transfer updated files to Finance Website where web pages are updated with changes via standard forms,

documents and website update procedures.

Maintain Staff lists and structures for the Department -

Use phpMyadmin (version 2.6.1) to maintain database of staff rank and detail records.

Log into phpMyadmin to maintain the staff listings.

SPECIFIC RECORDS

A copy of all website published files are kept on the shared folder at:

\\iota\finance\SystemManagement\Finance Live Website.


Sign off on Document Change control forms.





Sys09 - Website Update [UL Intranet and Website]

Source Infrastructure/Data Finance Systems Development Output

Website Server on UL Server

- Intra-Net

- Internet

Transfer files to UL Server

Make Updates/Additions

Notify Users

Finance Website

Maintain Function Page with

staff changes

Forms,

Documents,

Procedures

Updated Finance

Website

Source

Data for

Web site

Convert Data into

publishable format



SYS10 - Agresso Management Report Templates including Excelerator Reports PURPOSE To create and maintain Management report templates including Excelerator Report Templates in accordance with requirements from Finance Officer, complying with statutory reporting requirements and Financial Statements in both HEA and GAAP formats. To ensure that the suite of excelerator financial/management/operational reports is sufficient for the business and statutory needs of the University and report templates are matched against the business need.

PROCEDURE

SYS10 – Agresso Management Report Templates including Excelerator Reports

Need Identified by Finance Officer(s), report type and controls are defined.

Excelerator and Agresso attributes and relations, COA, Fixed Registers are used to produce reporting

templates as defined. Report templates are created extracting required data, access and permissions are set

on these report templates.

Review the effect on these elements within Agresso for the most efficient use of this report template and

update if necessary.

Menus and report variants are set up on Agresso if report to run from there, Set-up test and review,

variants, controls. Validate figures against those held on Agresso – some reports have check totals built in for

automatic reconciliation.

Finance manager will sign off on all new reporting templates for completeness and accuracy.

Notify Users of new reporting template and provide training (One-to-one training for using reporting

templates is given, training procedure in place)

Update Excelerator Reports Inventory file

SPECIFIC RECORDS

Excelerator Reports Inventory record.


Update Reports Inventory

Maintain Reports Inventory on Shared Finance file store with Uses and complexity classifications as per PWC

instructions.





Sys10 - Agresso Management Report Templates including Excelerator Reports Updated: Dec-2014

Source Dept Finance Finance Systems Development Output

Source Report / Need

identified by relevant Finance

Officer

Report design and definition

Decision Anaylsis:

- Report Type

- Chart of Accounts

- Description

- Frequency

- Responsible to Run

- Version Control

- Uses (Operational, Analytical,

Financial)

- Complexity

Creation of Report Templates:

- Contract Research Reports, including

GAAP Overheads

- Ancillary Reports, including GAAP

overheads

- Recurrent Budget Reports

- Capital Reports

- Bank Reconciliation Reports

- VAT Reports

- Financial Statement Reports

- All emailed Reports

Operational and DB Relational reports

- Other Reports

Review Report Writing Fields

on Agresso

(Attributes, relations & values)

Train Finance User how to run

the various reporting

templates

Finance Users trained to run and

update excelerator report template

as required. How to check email

sending of reports and maintain

email lists on report worksheet. How

to manage the Agresso mailbox for

these reports

Update Excelerator Reports

Inventory file

Reports Inventory on Shared

Finance file store with Uses and

complexity classifications as per

PWC instructions

Report within

Agresso or from PC

Create template to

be run from

Agresso

Create template to

run from users PC

AgressoPC

Agree report Design with

requestor – decide if online

report template needed or

excelerator




PURPOSE

To ensure that the needs of our customer base are adequately met in an efficient and timely manner and

that customer calls and actions are recorded and analysed to help us to improve our services.

Customer Query is answered and call/request is closed. Response to customer query is accurate based on

knowledge base and expertise of respondent.

Perform trend analysis on calls and feedback received to enhance our customer service delivery. Build up a

knowledge base. Identifies training or service gaps in our financial online services and feeds into our process

improvement process.

PROCEDURE


Queries are raised by phone / email with Finance Systems Administrator.

- Finance Systems administrator records and resolves query

- If unable to due to system issue or other department issue, raises with relevant 3rd party.

- Reverts back to Originator

- Issue resolved

- Query/resolution knowledge base is built up

SPECIFIC RECORDS

Call log record keep on shared folder \\iota\finance\SystemManagement\Admin working


Queries are answered and call closing statistics are in line with norm.



Finance Systems Development Process Owner : Fin Sys Team

Version 1.00 Date : 20th August 2007

SYS11 - Customer Services

InputsFinance Systems

DevelopmentOutputs

No

Revert to Originator

with resolution

Yes

Escalate to 3rd

party

for help

Originator

Issues Resolved

Issue resolved

Issue /

Query

identified

Query logged/filed by

Finance Systems Admin

on ‘Call Log Record’

excel file allocated to

staff for action

Source E-mail /

Telephone

Build up Frequently

Asked Questions

knowledge base

Customer services trend

analysis done by

manager of section on

quarterly basis

Query database

updated with query

type and information

Finance Systems

type queries/

resolutions

knowledge base

Finance Systems

customer services

trends analysis