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
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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.
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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.
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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.
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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
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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
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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.
SPECIFIC PROCESS VERIFICATION
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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
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PD-SYS-010 Finance Department Page 8 of 28 Version 1.03
Finance Systems Development Process Owner: Fin Sys Team
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 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
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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
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- 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.
SPECIFIC PROCESS VERIFICATION
Running of reports to confirm that all jobs/processes have updated on the system.
Finance Process Documents – Finance Systems Control
PD-SYS-010 Finance Department Page 11 of 28 Version 1.03
Finance Systems Development Process Owner: Fin Sys Team
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
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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.
Finance Process Documents – Finance Systems Control
PD-SYS-010 Finance Department Page 13 of 28 Version 1.03
Finance Systems Development Process Owner: Fin Sys Team
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
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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.
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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.
Finance Process Documents – Finance Systems Control
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Finance Systems Development Process Owner: Fin Sys Team
Version 1 Date: 20th August 2007
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
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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
SPECIFIC PROCESS VERIFICATION
Call log record tracks the calls being dealt with.
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PD-SYS-010 Finance Department Page 18 of 28 Version 1.03
Finance Systems Development Process Owner: Fin Sys Team
Version 1 Date: 20th August 2007
Sys06 - Agresso Super User Support Updated: Dec-2014
Internal University Users Finance Systems Development Output
Problem raised by Finance
User – by telephone or by
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
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SYS07 - Agresso Training and Documentation
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
SYS07 - Agresso Training and Documentation
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
Finance Process Documents – Finance Systems Control
PD-SYS-010 Finance Department Page 20 of 28 Version 1.03
Finance Systems Development Process Owner: Fin Sys Team
Version 1 Date: 20th August 2007
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
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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.
Finance Process Documents – Finance Systems Control
PD-SYS-010 Finance Department Page 22 of 28 Version 1.03
Finance Systems Development Process Owner: Fin Sys Team
Version 1 Date: 20th August 2007
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
Finance Process Documents – Finance Systems Control
PD-SYS-010 Finance Department Page 23 of 28 Version 1.03
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.
SPECIFIC PROCESS VERIFICATION
Sign off on Document Change control forms.
Finance Process Documents – Finance Systems Control
PD-SYS-010 Finance Department Page 24 of 28 Version 1.03
Finance Systems Development Process Owner: Fin Sys Team
Version 1 Date: 20th August 2007
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
Finance Process Documents – Finance Systems Control
PD-SYS-010 Finance Department Page 25 of 28 Version 1.03
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.
SPECIFIC PROCESS VERIFICATION
Update Reports Inventory
Maintain Reports Inventory on Shared Finance file store with Uses and complexity classifications as per PWC
instructions.
Finance Process Documents – Finance Systems Control
PD-SYS-010 Finance Department Page 26 of 28 Version 1.03
Finance Systems Development Process Owner: Fin Sys Team
Version 1 Date: 20th August 2007
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
Finance Process Documents – Finance Systems Control
PD-SYS-010 Finance Department Page 27 of 28 Version 1.03
SYS11 – Customer Services
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
SYS11 – Customer Services
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
SPECIFIC PROCESS VERIFICATION
Queries are answered and call closing statistics are in line with norm.
Finance Process Documents – Finance Systems Control
PD-SYS-010 Finance Department Page 28 of 28 Version 1.03
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
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