Agresso User Forum Friday 16 th November 2012

Agresso User Forum Friday 16 th November 2012 Western Infirmary Lecture Theatre -105 11: 00 am to 13: 00 pm

Agenda • Purpose of Forum • Support • Current Service Level Agreement • Support Desk Response Times feedback • Top 10 - Most common calls into the desk • Web Server • Training courses update by Ian Brown • Training requirements • New Training Manuals and Webpage development • Section Update • Systems Support & Development workload update • Information on Agresso 563 Upgrade • New Screens and Process updates. • Day-to-day user issues • Update of notes from last meeting • General User problems and issues feedback • Any other Business Attendees Ian Brown – System Support Stephen Allan – System Support Alison Graham- Accounts Payable Claire Mc. Callum- Procurement Agresso Purchasing Officers

Helpful Information • Please sign the attendance sheet being passed about • Presentation and Minutes will be published on Website • If you could mention your name when giving any feedback • Try not all talk at the same time • Forum should not last longer than 2 hours – hopefully

Purpose of Forum • To engage and communicate with Agresso users who use the system on a day-to-day basis. • Allows Feedback from Agresso Users who use the system on a day-to-day basis. • From the feedback and recommendations of the Forum, the Systems Support and Development Section (SSD) can support the users to improve the system. • The meeting also allows the attendees to be made aware of any forthcoming developments or system related issues from the SSD Section

Support Agresso Support Desk YOUR FEEDBACK finsup@gla. ac. uk SERVICE LEVEL AGREEMENT (SLA) All e-mails submitted to the desk are given a call number, prioritised and allocated to a member of the support team. The support desk is manned from 9 am till 5 pm (Monday-Friday) The current SLA (Service Level Agreement) for calls is – Calls received by 12 noon will receive a response by 5 pm – Calls received after 12 noon will receive a response by 12 noon the following day. This is a minimum standard and calls are normally answered more quickly than this.

Support Top 10 Calls into the Supportdesk 2012 • Forgotten Username/Password • Website Access • Substitutes • Update Project Approver • Workflow Status Query • Update User Forms • Closing/Deleting Tasks • Closing/Re-Opening Orders • New User Requests • Access to Account/Cost Centres/Projects

Support Web Server Issue • Web Server Running Slow • Web Server Not Working Agresso User Web Server 1 Web Server 2 Agresso Database • Agresso will connect you to a Web server which in turn will connect to the Agresso Database • Web Server may have a problem so not all users affected • System support can fix problem by resetting server • Fixing server can knock people out of Agresso

Support Web Server Issue -Solutions • New upgrade to Agresso 563 will move us onto Servers with up-to-date software - Windows 2008 – 64 bit operating system • In spring 2013 we will be increasing the amount of web servers from two to four

Training Courses • Web Requisitioning Training • Purchasing Officer Training • Short Enquiries Course • Full Enquiries Course • Option to add online courses

Training Purpose Built Courses Can be School/Subject/Department focused Can be process focused (E-Procurement, Purchase Cards, Enquiries), or can be condensed Agresso Training Design Specific Courses Gather Information from Users to go over on day of training. Can organise Venue, Trainer, Materials.

Training Manuals • All Training Manuals • Web pages will be and Videos have been updated with Agresso updated for the 563 information Agresso 563 Upgrade • Example of new • New processes or training web pages as changes will be requested by User emailed to you over Forum the weekend 17 th/18 th November

System Support Update OTHER FINANCE OFFICE • New Pre- Award & Post Award Research System • Agresso 563 • Upgrade to new Supplier/Staff Payment software • Enhancements to Agresso 563 • New Report System for Management - Logix 4 • Improve PI Reports • Updating Research Section Website SYSTEM SUPPORT DEVELOPMENT WORKLOAD UPDATE WEBSITE SCHOOL/SUBJECTS/DEPARTMENTS • E-PROCUREMENT (ongoing) • Web Payments Upgrade to Version 3 • MISCO • Travel Requisitions – New Process • Electronic Invoicing • Upgrade to Version 3 software

Agresso 563 Upgrade Section Change Agresso User Forum 2011 Requisitioning New Screen and different fields Agresso Icon New Icons – Front & Back Office . Net 4 Must be installed to Access Agresso 563 Back Office – Instructions issued Sales Orders Change to Screen layout Purchasing Cards Back Office – new mandatory field Approval Screen Advance mode Requisitions Standard New Screen Option Password Reset New Option to reset your own password

Last Forum Outstanding Minutes Date Issued Update Details New Requisition Screen Example Shown today Standing Order New and updated notes for Agresso 563 Credit Notes Update from Accounts Payable Sales Product Codes Better descriptions still required Approval Levels No change in Approval levels Closing Orders Process looks at order status at header level Requisition Reminder set up for 7 days if requisition not approved Agresso User Forum 2011

Any Other Business System Support Updates • Advise Approvers to set up substitutes on Agresso Web pages if you know they are going on annual leave • Password Reset Option on Agresso Web version • Stricter control on Project Access • Closing Orders – remember some suppliers are exempt and orders should still be reviewed.

Agresso Forum 2012 Presentation and Action points will be published on the Website Thank you for all your feedback, contributions and time Enjoy the Christmas break when it comes. . .