Agresso Maintenance Housekeeping including user set up 24

Agresso Maintenance & Housekeeping including user set up 24 th September 2015 Naomi Elliott & Matthew Ireland

Agenda Agresso at LU Our Teams Setup – Users, data control, workflow Maintenance – Users, Master files, browser reports, access • Upgrades • •

Agresso at Lancaster University • Implemented 1999 • Largely unchanged until 2008 • June 2008 – Agresso 552 with workflow • Oct 2009 – 553 • May 2013 – 563 • Jan 2015 – Milestone 4 update 4 Current users – 188 Desktop, 810 Web

Agresso at Lancaster University • • • Financials Purchasing (centralised) Project Costing & Billing Fixed Assets Planner ACP (going live Oct 15)

Finance/Agresso/IT Teams • We have a really good relationship with our IT support (CIS section) • CIS team, 2 have finance systems inc Agresso as part of their roles (1 FTE) • Finance Systems team within Finance 2 f/t, 2 p/t (3 FTE) • Agresso Support (new users and changes have Agresso as part of role) 5 ppl (1 FTE)

Finance/Agresso/IT Teams • CIS maintain servers, have management consol, manage interfaces, sql coding and technical side. • CIS & Finance systems have superuser access in Agresso. • Agresso Support have user/role master files and your ordered reports. • Day to day issues managed by finance teams

Users • Paper form signed by Ho. D and finance with payroll no & windows user name

Users • Paper form signed by Ho. D and finance with payroll no & windows user name • Plan with ACP to have automatic load from HR system for academics • Accept amendments by email to central email box from manager • Document archive to attach forms • Notes (action overview)

Data control • Have a limited number of account roles, salary, fees, non salary, fixed assets, standard balance sheets codes. • Projects roles can be different for everyone so have lots of roles • Menu roles = 102 • Data control roles = 627 • Workflow roles = 933

Workflow • We have 3 main stages. Up to £ 1 k, £ 1 k£ 50 k and over £ 50 k • If it is £ 100 k it has to go to the £ 1 k and £ 1 k£ 50 k approvers first • Some areas also have mid range approve eg £ 10 k, £ 25 k • Rules can be by cost center or project • Have over 1800 workflow rules to maintain!

Workflow

Workflow

Workflow

Workflow

Discussion Questions 1. How is your Agresso support split between IT and Finance or other teams? 2. How do new users get set up? 3. How do amendments to access get approved and actioned? 4. Who do users turn to if they have a problem? 5. Who has Desktop and Web access and for what? 6. Do you allow users to have salary access? 7. How do you give access to departments/projects? 8. How do you structure and maintain your workflow?

User Maintenance • • HR end date interfaces to Agresso Users moved departments, email Park Agresso account if > end date Monthly check parked users (& terminate) Every 3 months privilege user report Annual user/role review Amendment logging user/role, created an excelerator report to view info

User Maintenance Status Agresso P N N N T T P N N Self Single Sign Service on (web) abc. User 1 yes abc. User 2 yes abc. User 3 yes abc. User 4 yes abc. User 5 abc. User 6 abc. User 7 yes abc. User 8 yes abc. User 9 yes Smart Client Pay (desktop) Project yes RES EOA yes FIA LCA ENA EAA yes FIA HRD 6014 Agresso Username User 1 User 2 User 3 User 4 User 5 User 6 User 7 User 8 User 9 User 10 Agresso Description User 1 User 2 User 3 User 4 User 5 User 6 User 7 User 8 User 9 User 10 Status Resno 51790 N 4560 N 5233. 2 N 6392. 4 N 2838 N 27767 N 26434 N 36336 N 24443 N Agresso Username User 1 User 2 User 3 User 4 User 5 User 6 User 7 User 8 User 9 User 10 Agresso Description User 1 User 2 User 3 User 4 User 5 User 6 User 7 User 8 User 9 User 10 P Card £ 1 k SINS £ 50 k SINS HV SINS Other P Card verify P Card Check Sales Resno £ 1 k SINS sub HV SINS Sub SINS Verify sub Check sub Orders 51790 0 0 0 4560 0 0 0 5233. 2 55 0 0 0 0 1 0 0 6392. 4 47 0 76 0 20 0 0 6 0 0 2838 0 0 0 27767 0 0 0 26434 0 0 0 36336 0 0 0 0 2 0 0 1 24443 0 0 0 5 0 0 0 0 0 Pay Faculty Student-Based Services Facilities Vice Chancellor's Office Arts and Social Sciences Science and Technology Vice Chancellor's Office Health and Medicine

User Maintenance Agresso Username Login SS Login SC Substitute User 1 3 13 User 2 12 0 User 3 102 0 User 4 118 36 User 5 0 User 6 All P All SIN Card All Req % SINs HR lines £ 1 k Comment Grade Sub for HR Dept 0 0% A Finance 0 0 13 0% B College and Student Life 55 1 78 41% C Facilities - Operations 188 6 204 47% D Finance 0 0 0% User 7 0 0 0% E Lancaster Environment Centre User 8 160 196 0 2 0 0% C Finance User 9 7 0 6 0 4 60% S Health Research User 10 0 0 0% V School of Computing and Communications Agresso Username User 1 User 22 User 3 13 User 2 12 0 User 3 102 0 User 4 118 36 User 5 0 User 6 User 7 User 8 User 9 User 4 User 5 User 8 Login SS Login SC Substitute 3 User 15 Sub for Raise req - Amend PO - MPOREQ MPOAMEND GRN - MPOGRN Raise Sales Workflow Invoice - Salary access Roles - W MSOHARD - DSALARIES ROLE Reqs No. of On raised roles Finance_users 0 0 0 0 1 5 0 21 0 0 0 1 0 8 0 0 0 7 0 25 0 0 0 0 1 0 0 0 0 0 1 User 8 160 196 0 0 0 1 0 0 0 35 User 9 7 0 0 0 0 5 User 10 0 0 User 22 User 3 User 15 User 7 User 8 User 9 User 4 User 5 User 8 yes

Master file housekeeping • Procurement annually check usage and close unused suppliers • Every few years review customers • Research projects continually review dates and close projects, other projects not so good (7000 open v 4657 used last year) • Close distribution rules so can’t create req/PO/post invoices (capital) • We don’t archive our General Ledger

Other Areas • Have a IT control system (called groupman) to give Agresso access to users • Control Reports – general checking up, mismatches on cost center/project etc • Browser reports, used to run report monthly to see usage • Manage global reports and changes • Ghost tasks & similar – IT scripts to run

Maintenance - upgrades • Upgrades – done out of hours, normally one day at weekend (CIS most of day and finance for couple of hours at end) • If need to reboot server, at beginning, middle or end of day for 15 mins

Discussion Questions 1. Do you do any regular checks on users and what details about users do you check? 2. Any segregation of duties issues? 3. Do your auditors require any checks? 4. Who manages the different master files? 5. Do you have any SLAs? 6. How do you handle downtime & upgrades? 7. How do you make the user experience the best?

Question? Naomi Elliott – n. elliott@lancaster. ac. uk Matthew Ireland – m. ireland@lancaster. ac. uk