Financial User Group Wednesday 5 th June

1. Financial User GroupWednesday 5th June

2. Agenda • Minutes of previous meeting • Matters arising / action points • OurCambridge • Shared Services Update • Finance Systems • General Finance Matters • AOB

3. Reminder: What it is • Programme asking staff to submit ideas to help improve the University: • Supporting our staff • Simplifying our processes • Ways of Working • Started off with launch events and then workshops • Staff can submit ideas online: • ourcambridge@admin.cam.ac.uk • https://www.ourcambridge.admin.cam.ac.uk/submit-idea

4. Update Current areas being looked at by the Finance Division (those not being covered by other sections of today’s FUG) AR customer site ‘striping’ - simplify set up and reduce clutter by bringing this into line with AP suppliers. - what about individuals? In general – don’t raise invoices to individuals!

5. Update Current areas being looked at by the Finance Division (those not being covered by other sections of today’s FUG) Printing of payslips - wasteful and inefficient - let’s just stop! - genuine exceptions?

6. Update Current areas being looked at by the Finance Division (those not being covered by other sections of today’s FUG) UDA interest - an industry - lots of exceptions - let’s just stop! - Trust funds and specific donations - Can we work out the interest without monthly journals to move balances?

7. UDA interest

8. Next Please continue to submit suggestions (even if you think someone else may have already submitted it). https://www.ourcambridge.admin.cam.ac.uk/submit-idea We will continue to give updates at FUG.

9. Any questions?

10. Shared Services Finance Update Bernadette Parsons

11. Update June 2019 • POD reshuffle – aid multiskilling, distribute work more effectively • Staffing changes • Filing for Clinical Schools moved to Greenwich House • Prepping for year end • SSF staff from relevant POD at year end seminars • AR receipting of interest?

12. Our ambitions (how are we getting on?) • More eInvoicing – Banner now eInvoicing but some issues • Expenses solution – in review • AP automation – in review • Filing & retrieval solutions – GH filing for Clinical School, scanning options • Better data & analysis – in review

13. Finance Systems Update Financial Systems Jo Hall Head of Financial Systems jo.hall@admin.cam.ac.uk

14. Business Transformation Programme DISCOVERY PHASE* STRATEGIC PROCUREMENT REVIEW CUFS R12.2 UPGRADE John Galvin Helen Wain Jo Hall More information at the next FUG

15. CUFS R12.2 Upgrade Project Indicative timelines for early notice – if an upgrade proceeds Year End

16. COA Data cleansing – Update Transaction code work on hold Cost Centres • Had 35,230 active cost centres • Now 17,208 Source of Funds • Had 4,400 active cost centres • Now 2,415

17. International Payment Orders We would like to speak to Departments raising requests to capture the full end to end process Contact Elena Carpenter: Elena.carpenter@admin.cam.ac.uk

18. Java Upgrade from 17th June • We need to upgrade Java (for use with CUFS) to version 1.8.0_211. • As part of this update new licensing restrictions come into force • UIS now have to record all CUFS Users and their associated Computer Name for those users in the UAS / UIS supported areas • Other users should speak to their Computer Officers

19. New look UFS webpage – links from the Finance Division webpage

21. Finance Division UpdateChris PattenHead of Accounting Services Finance Division

22. Year End • PWC – Interim Audit • Year end Seminars

23. Procurement Update Jen Waterfield – Procurement

24. Procurement Services Update June 2019 Marketplace Review: • Feedback from user departments: what’s good & what needs improving is being collated for tender this summer • Further update at next FUG Current Activity Indirects: • Apprenticeship Training framework • Security Services framework • CAM Magazine editorial and print contract • Travel tender work stream groups underway

25. Procurement Services Update June 2019 Current Activity Directs (Science): • Tenders running for a Milling Machine and Transmission Electron Microscopes   • Negotiatingcontract terms with key suppliers Leica, Zeiss and GE in order to centralise service and maintenance agreements. • Updating the Master Framework Contracts for Directs

26. Finance Training Karen Sheldon

27. Modern Slavery Act – testers required Looking for feedback on course content and experience by 21st June Approx. 30 minutes with no end test Contact Helen.Bailey@admin.cam.ac.uk

28. Travel Insurance update– new insurer from 1st Aug New web portal going live 1st July The two sites will run in parallel for a month. Practically for trips past 1st Aug * Insurance cover already arranged on the old site will be automatically be transferred to the new insurer from 1st August. Travellers will receive an email from the new insurers detailing their new policy details and contact numbers in the case of a claim. More details will be announced shortly via the Bulletin and to Administrators

29. Finance Division UpdateChris PattenHead of Accounting Services Finance Division

30. Questions?

32. Congratulations to Joe Worth £4,100