Schools IBC Roadshows – June 2014
Integrated Business Centre
(IBC)
Slide 1
Agenda
9.30 / 1.30
9.40 / 1.40
9.55 / 1.55
10.35 / 2.35
10.45 / 2.45
11.00 / 3.00
11.20 / 3.20
11.40 / 3.40
11.50 / 3.50
Background and current position
Use of the IBC Portal
eStore folder
Purchasing cards
Tea and coffee
Finance folder
ESS Lite
HR folder
Key messages and help
Slide 2
Aim
• To provide school administration colleagues with
an overview of the IBC Portal and the functional
transactions contained within it.
• To enable school administration colleagues to
cascade learning and support other staff in
school with using ESS Lite and the IBC Portal.
• Please ask any questions at the end of each
topic. A further opportunity to raise questions will
be available at the end of the presentation.
Slide 3
Background and current position
• Technology had become old and clunky – largely
obsolete.
• Needed a standard modern platform to provide services
for departments, schools and partners.
• Change is never easy – early and ongoing engagement
with schools.
• Approach modified in response to feedback.
Slide 4
Background and current position
• Objective to become more self-sufficient in terms of
reporting and self-service.
• Adopt standard processes for Finance, HR and
Procurement rather than dozens of different historical
variations.
• Maintain good quality data – needed to ensure processes
work effectively or can be automated.
• As a result there are changes to how schools use SAP.
Launched to County Council departments in April.
Slide 5
Engagement to date
• Initial meeting with school representatives in November
2012. Communication since then has been via:
– EFS briefings and 2013 School Administration Conference
– Schools’ Forum, Hampshire Governors’ Association and
Headteachers’ Standing Committees
– Schools’ User Group
– School Communications and the EFS website.
• Briefings for headteachers May/June 2014.
• 2014 School Administration Conference.
• Roadshows arranged for admin officers throughout June
2014.
Slide 6
Moving forward
• Launch to schools 1 July 2014.
• Early adopter schools (members of Schools
IBC User Group) launching on 30 June 2014.
• Gradual rollout of self-service elements.
• Schools SAP Learning Zone is being replaced
with Portal Help available online at
http://www3.hants.gov.uk/portal-help, schools
might wish to save this link in their Favorites.
Slide 7
Use of the IBC Portal
• With the introduction of
the IBC users will have
a new information
portal which provides
access to all relevant
Finance, HR and
Procurement functions.
Slide 8
Use of the IBC Portal
Schools will also have their
own folder to access specific
areas relating to their
individual needs including:
• School finance reports
• Teacher annual pay
statement
• School Workforce Census
• CRB/DBS reports for
Ofsted
• Energy reports
• Eforms for managing staff
starters, leavers and
changes
Slide 9
Use of the IBC Portal - Login
• Schools will access the
portal via a new URL
https://schoolibcportal.hants.
gov.uk
Slide 10
Use of the IBC Portal - Login
• Double-click on the icon to launch the Portal
Slide 11
Use of the IBC Portal - Substitutes
• If you are an approver your substitute must be someone
who has the same IT access and SAP role as you.
• If you are a shopper you will also need a substitute to deal
with any rejected carts which may be sent to you in your
absence. Your substitute must be someone who has the
same IT access as you ie access to eStore.
• Substitutes can be set up via the HR folder (if you have it)
or through your ‘My worklist’ tile.
Slide 12
eStore folder
• You will see the folders
you have access to
along the top.
• This session will
concentrate on
functions available in
the eStore folder.
Slide 13
eStore folder
All of the screens
required to
purchase and
receive goods,
manage P-cards
and manage
supplier
information are
available as ‘tiles’
through the portal.
Slide 14
Purchasing - changes
•
•
Historically, schools have used ME21 and SRM (for
County Supplies orders).
SRM7 is the new version schools will be using which
includes both ME21 and SRM functionality.
These changes are all about saving money and time with:
• More goods and services available through
catalogues giving improved value for money.
• A new eStore.
• Automatic dispatch of purchase orders to external
vendors.
• Automated invoice processing.
• Increased use of purchasing cards for low value ad
hoc purchases.
Slide 15
Raising purchase orders
• Informs the supplier of expectations for the delivery of the product or
service.
• Provides the purchase order number that the supplier will need to
quote.
• Has a separate line for each unique item or where a different VAT rate
applies.
• Reflects how goods or services were contracted or quoted.
• Shows the quantity as the number of items purchased and not the
total price of the goods or services.
• There are however some types of purchase orders which will need to
be raised differently than currently:
– Orders with multiple deliveries over a period of time (sometimes
called: ‘call-off arrangements’, ‘annual orders’ or ‘blanket orders’)
– Emergency orders.
Slide 16
Ordering ‘contracted’ goods and services
•
The eStore catalogue contains contracted goods and
services, so that purchases are ‘on contract’.
•
If you have a formal contract with a supplier for your
school you can request that it is loaded into the
catalogue.
•
Ordering from the eStore catalogue therefore
guarantees that suppliers meet agreed levels of
performance, ability to supply, financial viability,
insurance, health and safety and other appropriate
requirements.
•
Products and services in the eStore catalogue are
also appropriately tendered and contracted and
therefore are in accordance with Contract Standing
Orders and EU Procurement Regulations.
Slide 17
Ordering items not on the catalogue
• Always search eStore to check there is
no suitable contract for the items you
wish to purchase.
• If there is no suitable contract, or a
contract exists but the specific item
required is not available and there is no
'free text entry' on the catalogue, you
can use the ‘Can’t Find’ function.
Slide 18
Purchasing – search facility
• The new eStore makes it easier to achieve best value
when purchasing goods or services by using the search
facility.
• Do NOT use the catalogue tab.
Slide 19
Purchasing – search results
Slide 20
Purchasing – review
Slide 21
Purchasing – Can’t Find?
The ‘Can’t Find?’ function
should be used where you wish
to purchase from a particular
vendor but
•
there is no suitable contract,
or
•
a contract exists but the
specific item required is not
available and there is no
'free text entry' on the
catalogue
•
Full list of Product Category
codes can be found at:
http://intranet.hants.gov.uk/fi
nance/purchase/estore
Slide 22
Purchasing – Can’t Find?
•
Once the product/service has been described, the supplier is then selected
from an existing contract (if one exists). If you have selected an appropriate
category code, a list of associated contracts will be listed within the Sources
of Supply section.
•
If there is an appropriate contract, you must assign the cart to the
contract. Alongside the appropriate contract, click on Assign Supplier. The
contract will now show as Assigned.
Slide 23
Purchasing – Can’t Find?
• If there is no corporate contract for the supplier, you will need to
find the supplier using the Add Supplier button.
Slide 24
Purchasing – Can’t Find?
If you cannot find the supplier as they have not been
used previously and do not have a supplier number, you
will need to save the cart and use the Request supplier
e-form. This form is accessed from the Suppliers tile
within the eStore folder.
•
•
These tiles provide links
to e-forms.
Help in completing these
is available at
http://www3.hants.gov.uk/
suppliers
Slide 25
Multiple deliveries and emergency orders
• For advice on how to raise orders with multiple deliveries, please
see School Communication SC010984 and guidance on the EFS
website.
• For emergency orders (ie where an order is raised to secure a
building or protect a person and a purchase order could not be
raised before the service was carried out):
– The order should be raised at the earliest opportunity
– A note confirming that this order was previously raised over the
phone and has already been delivered should be added to the order
to ensure there is no duplication
– When raising the order verbally with the supplier they should be
asked to wait to invoice until this purchase order has been received
and to provide the purchase order number on the invoice
– Alternatively, schools may consider using their purchasing card.
Slide 26
Goods receipting
• It is important that all goods and services provided by external
suppliers are receipted in eStore as soon as they are
received.
• As previously, County Supplies items do not need to be
receipted in eStore.
• Receipting and reversal actions are completed via the same
tile.
• Schools should have a process in place so that the person
receiving the goods is able to ensure these are receipted on
the system.
Slide 27
Goods receipting
You will need to know the purchase order number before you process a receipt.
This can be found within My Carts in eStore.
Slide 28
Receive goods tile
All fields are on one screen and the ability to tick the final delivery box is
now available through this tile.
Slide 29
Invoice processing
• Key Principles
– Invoices which do not quote a purchase
order number will be returned to the supplier
– Clear message of “No purchase order –
no pay”
– The invoice matching process also requires
that the goods receipt has been completed
accurately and timely.
Slide 30
The automated invoice process
Invoice is scanned and matched using VIM software
No PO on
invoice
Invoice
returned to
supplier
x
Invoice
value and
quantity
match the
goods
receipt/PO
No goods
receipt for
order
Invoice
quantity is
higher than
the goods
receipt
Payment
prepared
Invoice
blocked,
workflow
to initiator
Invoice
returned to
initiator of
order
x
x
Invoice
value
exceeds the
goods
receipt/PO
(tolerance
5% or £10)
Invoice
returned to
approver
of order
x
Slide 31
Blocked invoices – actions required
• A link to the blocked invoice will be sent to the work list
• The user will drill into the item in the work list to find the reason it
has been blocked
– If it is blocked due to a price variation, either accept or reject
giving a reason for the rejection
– If blocked due to a variation in quantity, either complete the
goods receipt (if it has not been done) or reject with a reason.
– If you reject a blocked invoice for either price or quantity you
must liaise with the supplier and ask them to provide a new
invoice.
• There will no longer be any need to change the purchase order,
therefore this facility has been removed.
Slide 32
Blocked invoices
• Example of blocked invoices in
the work list for action
Slide 33
Blocked invoices – viewing image
• A copy of the invoice can be viewed if required
Slide 34
Reports tile
• These tiles provide standard
reports.
• Help in running these is available at
http://www3.hants.gov.uk/estorereports
Slide 35
Suppliers’ portal
• A Suppliers’ portal has been set up in Hantsweb:
https://selfserve.hants.gov.uk/supplier
Slide 36
eStore folder – help available
• Several video guides have now been developed to help shoppers use
the eStore. Available online, these video guides provide step-by-step
guidance.
• All school orders will be routed directly for financial approval.
• Raising a shopping cart
https://learningzone.hants.gov.uk/learningzone/course.aspx?courseid=
47041
• Raising a shopping cart from freetext
https://learningzone.hants.gov.uk/learningzone/course.aspx?courseid=
47043
• Raising a shopping cart using ‘Can’t Find?’
https://learningzone.hants.gov.uk/learningzone/course.aspx?courseid=
47042
Slide 37
P-cards tile
• Changes
• Overview of new process
• Contacts
Slide 38
P-cards - changes
•
•
Cardholders required to login to RBS website to review their purchases including
default coding.
Go to https://www.rbsbusinesscard.co.uk/ to access the SDOL site or use the tile
in the portal.
Card transactions will post to a default GL code according to the category of
purchase, unless changed by the cardholder, vettor or approver.
Optional vettor role for schools enables somebody else to amend coding eg. AO
•
Cardholder’s self-register – on the RBS website.
•
Approvers to login to RBS website to approve purchases by 5th of following
month.
•
Approvers and vettors sent user id and password via automated email from RBS
system for initial login.
•
Approvers and vettors can run/print transaction reports.
•
School holidays - upload on 6th will take place – transactions default to set up
within the system.
•
•
Slide 39
P-cards – process flowchart
‘Standard’ cardholder
Slide 40
P-cards – process flowchart
Where cardholder required vettor actions
Slide 41
P-cards – process flowchart
Where cardholder is headteacher
Slide 42
P-cards – access transactions
Select month from drop down
Slide 43
P-cards – detail and VAT
View all details of a transaction
Split transaction
Code/review
VAT drop down
Slide 44
P-cards – splitting transactions
Split of trans’ appears here
Enter no. of splits
Slide 45
P-cards – review and coding
Cardholder ticks here
Must enter description of goods
Send email
GL coding
Slide 46
P-cards – email to approver
Enter approver’s email
Save email for
future use
Slide 47
P-cards - key contacts
School guidance on EFS pages:
http://intranet.hants.gov.uk/childrens-services/csstaff/cs-units/efs/efs-ibc/purchasingcards.htm
Main website:
http://intranet.hants.gov.uk/pcardspcash
Purchasing Card Administrator
e-mail:
purchasingcard.admin@hants.gov.uk
telephone: 0300 555 0223
Slide 48
Finance folder
What’s changed already
• General ledger code rationalisation:
– 25% fewer codes.
• Internal trading:
– Internal trading documents replace parked journals for
schools to make/receive charges.
• Income transactions:
– New process with improved invoice layout and invoices produced in
batch.
Slide 49
Finance folder
Key changes from July
• SAP will be replaced with the IBC Portal (separate login
procedure).
• Financial reports
Equivalent reports will be produced but they are likely to have a
different look and feel. Supplemented with additional reports in the
schools folder.
• e-forms
New e-forms developed to support input of transactions and
reconciliations:
– Petty cash
– Customers
Slide 50
Finance folder
• You will see the folders
you have access to
along the top.
• This session will
concentrate on
functions available in
the finance folder.
Slide 51
Finance folder
• Any financial transactions
requiring approval, or
scheduled reports requiring
action will appear in the
worklist
• Whilst any scheduled
reports will appear in the
work list, all of the
‘Standard’ finance reports
can be accessed at any
time via tiles within the
portal
Slide 52
Finance folder
• When the
finance folder
is selected,
the user will
see six tiles.
Slide 53
Create journal tile
Schools
do not
need to
use this
tile
Slide 54
Create journal
Slide 55
Manage account codes tile
Schools
should only
use the
Please liaise with EFS regarding changes to
Manage
GL codes or cost centres.
SIO tile.
Slide 56
Manage customer tile
Slide 57
Manage customer tile
• New e-forms will be available on the portal for
– Creating and amending customer master data
– Creating external customer invoices
– Managing local banking transactions
• Payment can be made by card, cash and cheques and
recorded as income on a new e-form.
• Partial credit notes can no longer be issued; the
invoice must be cancelled in full and re-raised. Credit
notes also need to be authorised.
• Two reports available under reports tile, customer
invoices paid and customer invoices outstanding.
Slide 58
Create customer invoice or credit note
Slide 59
Create an invoice
• All external
customer
invoices
produced will
be available for
local printing
and dispatch.
• Select in the
output type field
“DF-Customer
Inv School
Only”.
Slide 60
Cash receipt form
Slide 61
Petty cash tile
• New e-forms have been developed
to support:
– Input of petty cash transactions
– Reconciliation of claims.
• Users will access the new e-forms
through the portal.
• Local (non-system) petty cash
processes will not change.
Slide 62
Enter petty cash transactions
Slide 63
Petty cash tile
• Forms contain only the required fields and are easier to
use.
Slide 64
Petty cash reconciliations and reimbursements
Slide 65
Internal trading tile
Slide 66
Trading document
•
Internal supplier request form is used to charge for goods/services that you are
supplying.
•
Internal customer request form is used to charge for goods/services that you
are purchasing.
•
Most HCC SLAs will now be charged by monthly instalments.
Slide 67
Reports tile
• Not all reports currently available.
• Additional reports available through the schools folder to ensure
continuity.
• Report data available daily (transactions uploaded overnight).
Slide 68
Schools folder
• Access to current SAP transactions for
budget setting
Slide 69
Schools folder
• Contains both Finance and HR reports
Slide 70
Schools folder
• Additional reports available for schools to ensure key
reporting functionality maintained:
– Revenue Monitoring (cost centre and cost element)
– SIO Monitoring
– Cost centre display line ítems (actual and commitments)
• Work with schools users to refine and standardise
further.
Slide 71
Employee Self Service (ESS)
• All staff will be able to use self-service.
• All staff will receive a letter with details required to register. Phased
delivery via the courier service.
• Self-service will be available on computers, smartphones and tablet
PCs with access to the internet.
• Once registered staff will not need to have a Hantsnet id in order to
use it.
Slide 72
ESS Lite
• All staff can use it to
– View payslips
– View and change personal details
– Submit a payroll/HR query
Slide 73
Registration
• In order to use ESS Lite we will all
have to register initially. The
information that will be required on
the first screen is
–
–
–
–
Name
Date of birth
Personnel number
National Insurance number (both
on payslip)
• You will be able to register now.
• Support for registration will be
provided via e-mail address
ESSlite.registration@hants.gov.uk
Slide 74
Registration
• You will then be asked to enter a
– Password (and repeat it)
– A memorable word (and repeat it)
• Once you tick the box at the bottom to agree to the
terms of use you will have completed the
registration process.
• Every time you log in the system will request your
personnel number, password and three letters from
your memorable word (similar to on-line banking).
Slide 75
ESS Lite
Slide 76
HR enquiry tile
Staff can complete a
form to query role or
pay
Slide 77
HR enquiry tile
• The HR enquiry form will be automatically routed to HR
IBC staff who will be able to answer your query.
Slide 78
My information tile
• Personal
information
can be
changed by
clicking on
any of these
tiles and then
completing
the form
below.
Slide 79
Changing personal data
• The darker text shows the
fields that can be changed
• Once changed the
information will only be
added to the system by
pressing the submit button
at the bottom of the form.
Slide 80
Changing bank details
• Any additional information that you need to be aware of
when changing information will appear on the screen.
Slide 81
My payslips tile
You can view
payslips here
Slide 82
My payslips tile
Payslips for any month can
be viewed, printed or
e-mailed (though please note
that the menu above may
appear different on mobile
devices)
Slide 83
HR folder
You will see the folders
you have access to along
the top.
Slide 84
HR folder tiles





Slide 85
My team tile
Slide 86
Manage substitutions
Set up substitutions to enable workflow while you are away. Create a new
rule.
Slide 87
Manage substitutions
Assignee – User ID or name to search for
substitute.
Assign tasks – drop down displays options
to receive your tasks or fill in for you
Activation – at one on a specific date
Deactivate – choose if you want to stop the
substitution
Slide 88
Organisation tile
Schools will use:
• Request employee
record change. This
is your existing
“amendment to
employee record”
eform that is
currently used
Slide 89
Schools folder
Slide 90
Staffing forms tile
Form list, starter, OM and
leaver eform
All unchanged from existing
forms already in use in
schools
Staff transfers
Under development for
transferring staff out
of Hampshire schools
Personal data
PA30 – enter absences, update employee records, as existing
process.
Slide 91
Time & expenses tile
Time entry tile
CAT2 to enter all timesheets as present
Expense pay
To enter travel claims on behalf on staff
Slide 92
Teachers' pay tile
Annual salary statement
Unchanged from present
process.
Teachers’ pay progression
Available September. New development which looks at
current salary, adds 3% and loads into payroll. Ability to
amend figures if required.
Payroll simulation report
Check an employee’s pay prior to pay day. Unchanged
from current report used in schools.
Slide 93
SWF (School Workforce Census) tile
All functions unchanged from the present
procedures used in schools.
Slide 94
Reports tile
Slide 95
Report examples
• Attendance/Absence report is the existing PT64 select
criteria report
• Staffing cost report unchanged
Slide 96
CRB/DBS report
• CRB/DBS and NI report is unchanged from the current
version used in schools. Helpful in completing the
Single Central Record.
Slide 97
Help and advice
• School administration staff will continue to be the first point of
contact for school staff queries.
• Instructions for all of the new functions will be available through
the Portal help at http://www3.hants.gov.uk/portal-help
• If staff need support in using transactional functions within ESS
Lite or the IBC Portal there will be an interim focussed support
line for schools until October accessed via a single telephone
number 0300 555 0223. Schools will then be asked to select from
a number of options to direct their queries accordingly.
• Queries can also be raised by submitting an HR Enquiry (ESS
Lite) or an IBC Enquiry (Portal).
Slide 98
Help and advice
• Enquiries from suppliers regarding invoice payment
should be referred to VIMenquiries@hants.gov.uk
• Specialist staff (EPS and EFS) will continue to be
contacted in relation to professional functions via
specialist named contacts using existing telephone
numbers. Alternatively e-mail efs.help@hants.gov.uk
(EFS) or eps.consultants@hants.gov.uk (EPS)
• July/September additional EFS phone cover available
for support.
• Ongoing updates on EFS website and School
Communications.
Slide 99
Key messages
• We’ve listened and modified our approach – phasing
self service on a school by school basis.
• Professional support from EPS and EFS continues
unchanged.
• Quality of data key to success.
• Need to check and action ‘My worklist’ items regularly.
• Access to help and guidance online.
• September AO network meetings to gauge experience
and feedback.
Slide 100