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Technology One User Group Meeting Notes April 23, 2015

Published on May 12, 2015 by in Featured

Techno_pic
Date: Thursday 23 April 2015
Venue Host: Cardinia Shire Council – Aileen Morrison
Meeting Host: Jamie Scott, Salvation Army
Attachments: Attendance List and Agenda

Discussion 1: All

Kingston Council:
• Receipting approval with purchasing package
• Use scanwatcher to scan invoices
• Weekly “Naughty List” to exec mgmt for thosewho don’t raise purchase orders
• Process supported by using xlone custom reports
• Email sent to suppliers to advise PO must be included on invoice

SE Water:
• Cofax for scanning invoices
• Have introduced purchase order – invoice receipt matching

Yarra Ranges Shire:
• Co fax for scanning
• Short paying orders – back orders not created
• Don’t do receipting
• AP guys doing goods receipting to avoid impost & training on users

Cardinia Shire:
• Convoluted AP workflow
• Ezyscan – OCR populates header
• Automated matching invoice & receipt goes straight to AP for processing
• Automated unmatching invoice & receipt goes back to order creator for review

Eye Centre:
• Invoices with no Order – keep track via a spreadsheet
• How to put in system to hold & match later???

Discussion 2: All

• Consolidation releases include all packages up to considated date
• DVD install will advise cut date
• Cuts taken only of GD packages (not LD)
• Step for LD to GD, relies on feedback from customers who always take on the LD release and time spent in a production environment without issue
• Sites with archiving – an extra step is required ???

Note 1: Discussion was centred on the consolidation release as most sites present have not installed it as yet
Note 2: Individual package installation was not discussed

Discussion 3:

Position: Associate Consulting Director

• Public Training Calendar: stuck in limbo for publishing training via Customer Community – working on solution – all will be receiving a email soon on upcoming training

• Training now conducted in Cloud

• Consultants now working in Cloud – Consulting Sandpit – Tablets for all consultants

• Advised NEW Victorian Team Members (including Ai Ling)

• IMPORTANT: 10 weeks to 30th June Year End – Contact Oliver, your Account Manager or David Stubbings for early assistance

• Shane Cagney advised currently looking for new consultants

?
Discussion 4:
TechOne Consultant: Wallace Hativagone – Analyst Support Team
Experience: Accountant, Financial Controller, TechOne consultant, TechOne support

• Launched Oct 2014
• 250 members
• Support team do much more than answer phone, answer question & resolve issues
? Not just a call centre
? They are also designing & developing fixes and enhancements
• Knowledge page – look here first for info before contacting support – you may find what you’re looking for
• Replaced old Enhancements page with Ideas on new site
? You can vote/like ideas – TechOne see the trends most voted by customers & plan inclusion into product
• Chatter – released yesterday
? Collaborative space for techone customers to converse with other sites to see how they operate or handle certain processes /tasks etc.

Discussion 5:
TechOne Consultant: Wallace Hativagone – Analyst Support Team
Experience: Accountant, Financial Controller, TechOne consultant, TechOne support

? Wallace spoke of his background & experience – (EOFY expert)

5 Major components to a smooth EOY
1. Communication & Early Planning
2. Check lists (one for each role – use DP to send out email reminders)
3. Tools (use existing application tools to save time)
4. Method
5. Contingency Plans (when things go wrong)

1. Communication & Early Planning

• Processing groups & ledgers etc can be setup early – even months before, but make them INACTIVE:
? Can identify issues early for TechOne to help
? MAKE the TIME

• Technical Planning
? Database backup – last day of financial year is CRUCIAL
? Consider Archiving – if processes are slowing down or size issue
o Neglect of Archiving will impact efficiency of system
o Archive up to how many years you report back
? System Efficiencies make tasks quicker
? Run process on the DP to free up your computer

• Customer Community – take advantage of it – ask questions via Question section – use Knowledge space – call support – raise a case

2. Checklists – CRUCIAL – Must do for what, when & who to ensure order & accuracy

3. TOOLS

Processing Group Wizard
• To automate updating of names fields eg from 14/15 to 15/16
• F1 Key in app for user assistance
• Look up knowledge base

System Variable Group Wizard
• Bulk update of system variables
• After you have rolled over, Run A System Variables Summary Report to check variables are correct

Ledger Tips
Make user of functions such as:
• Ledger Copy
• Ledger Transaction Period Transfer
• Ledger Deletion – TRY NOT TO USE – DEACTIVATE rather than DELETE – use delete only if brand new & hasn’t been used & no one knows it exists

Item Application Finalisation
Note: Really should look into this & make use of it – highly recommended

TIP 1: Use Favourites tab to create a EOFY folder to add in all related EOFY functions
? Not necessary but is tidy & makes functions easy to find

TIP 2: Use personalised workflow to assist with tasks you perform for EOY

ETL
Corporate performance management: speak to Oliver re: ETL if you want further info
Can use it for:
• Rolling over system variables
• Notifications
• Posting Journals
• Run On DP
• Can revolutionise how you do your business
• 1 hour to create process but saves time of 3 to 4 people

4. METHOD
ORDER to carry out tasks:
• Use checklists – ORDERED correctly
• Create Ledgers, Processing Groups & System Variables EARLY
• How will accruals be carried out – Reversing Journals

HOW WILL YOUR OPENING BALANCES BE CARRIED OVER?
• Manual journal
• Custom report to create import file
• Allocation
• ETL – allocation on steroids
END OF YEAR ADJUSTMENTS
• How to manage last years & this years
• Formats configured for Period 0 and Period 13

HOUSEKEEPING
• Finalise AP Payment Runs
• Finalise AR worksheets
• Accept & finalise Bank Rconciliation
• Clean up open purchase orders, if needed
• Document Files Console
? To see at a glance # of docfiles processing & # suspended – these MUST be cleared before EOF

NOTE: Wallace will provide his example of a check list and the power point presentation. To be emailed with minutes from user group meeting

Discussion 6:
TechOne Consultant: Jared Evans – Analyst Support Team
Position: Financials Product Owner

Has been available for HRP & Assets – NOW FINANCIALS

CiA Data Entry
• new print transmission technology
• T1 Connect (a product like Crystal): Email listening service to route info to the users email for action
? Action from email without logging in to app
? Uses conversation ids

CiA Purchasing
• No more backorders
• VERSIONS instead

Ci Anywhere
• All cloud based
• Staged transition
• New technology
• Can still use legacy system as well
• New print transmission allow print anywhere
? No reprint anymore
? Concept of submit to print comes up on browser as pdf to print
• Doc File is a setting for how a final doc will be

Demo of requisition, order, invoice match & receipt
? Running from Sydney server & quite quick

 
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TechnologyOne Melbourne User Group Agenda

Published on April 16, 2015 by in Featured

business-agenda-ppt-template
9:30 Jamie Scott (Salvation Army)
• Open meeting, preview agenda
o Specific questions posted on TechnologyOne Software Users Linked In Group
o Accounts Payable auto matching and general discussion around use of Accounts Payable module
o Consolidation Release and Packages, clarification/ discussion around installation of packages and whether its good practice to pick and choose or install all those related to your installed modules. Is the base consolidation release (11.09.04.011) actually exactly the same as when first released and all enhancements/fixes etc come from ci packages downloaded and installed from the App store?
10:00 David Stubbings (TechnologyOne)
• TechnologyOne Consulting services update
10:15 Wallace Hativagone (TechnologyOne)
• TechnologyOne Customer Community update including Tips and Trick session on the Community Portal
11:00 20 minute break
11:20 Tim Finch (TechnologyOne)
• Ci Anywhere Update
o Which modules are actually available now, discussion on who has implemented, lessons learned and tips from early adopters. Feedback by end-users from those who have implemented any Ci Anywhere modules.
o People’s plans/timeline for implementation.
11:45 General Questions and Discussion (TechnologyOne)
• General questions and discussion
• Next meeting
12:30 Meeting Closed

 
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Technology One Melbourne User Group Meeting will be held on Thursday 23rd April

Published on March 31, 2015 by in Featured

Hi Everyone

The next Technology One Melbourne User Group Meeting will be held on Thursday 23rd April at:
Cardinia Shire Council
20 Siding Avenue
Officer Victoria

Siding Avenue is a new street but is available on Google Maps, and the Officer railway station is a few minutes walk away from the Civic Centre.

You’re encouraged to submit items for the Agenda and to register your intention to attend using one of the following options:
Make a comment on the new Technology One Software Users Group on Linked In . Join Group »

Reply to this email or email me at Jamie.Scott@aus.salvationarmy.org or Jamie_Scott@t1Financials.com.au
or make a comment on this post with your name and organization and number of people

Arrive at 9:15am for a 9:30am start, the meeting is scheduled to conclude at 12:30pm.
Warm regards,
Jamie Scott

 
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TechnologyOne User Group Meeting Notes October 9th, 2014

Attached are the notes from the TechnologyOne User Group meeting held at the Salvation Army, Bourke Street, Melbourne on 9th October and the Ci Software Package Features Update document presented on the day. It was a really great meeting with over 70 people in attendance and plenty of interesting and worthwhile content, which was documented by Aileen Morrison from Wyndham City Council.

Thanks too for TechnologyOne staff for their informative presentations and to the Salvation Army Project 614 for providing the excellent city location and refreshments on the day.

T1 User Group Notes 09Oct14
Ci Software Package Features

 
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Melbourne User Group Meeting 9th October Final Agenda and Attendees

Published on October 6, 2014 by in Featured

Meeting

This Thursday 9th October’s meeting will start at 9:30 (Arrive from 9:00am)  and conclude by 12-30 – 1:00pm and will be held at

Salvation Army Melbourne Corps
69 Bourke Street

Melbourne Victoria

 

QV Melbourne in Lonsdale Street is a good place to park, as it has a maximum fee of $19 as long as you spend at least $1 http://www.qv.com.au

 

Agenda

9:30 Jamie Scott (Salvation Army)

  • Open meeting, preview agenda
    • Specific questions posted on TechnologyOne Software Users Linked In Group
      • Can TechOne elaborate the process of moving of TechOne to the TechOne Ci2 version. Are there any Technical notes they could distribute – prefer them to demonstrate what are required to be done to connect the Web Server to the mobile devices etc.
      • Can TechOne also elaborate how TechOne Ci2 “future enhanced” version handles:
        Customised functions – i.e. functions that calls on a functions;
        b. Customised scripted functions created by TechOne in TechOne Ci version;
        c. Customised “complex” workflows – i.e. Group Approving – are there any change / development in workflow;
        d. How would the existing licences – MyLicense, Concurrent licences – influence TechOne Ci2 version;
      • Other questions (if any) posted on TechnologyOne Software Users Linked In Group

10:00 Oliver Jarman / Tim Finch (TechnologyOne)

  • Recent Enhancements in Ci Packages (in the consolidation release 11.09.04.011)
  • Ci Anywhere – Purchase Orders (Goods receipting and Order Amendments)
  • Ci Anywhere Update
    • Which modules are actually available now, discussion on who has implemented, lessons learned and tips from early adopters. Feedback by end-users from those who have implemented any Ci Anywhere modules.
    • People’s plans/timeline for implementation.

11:00 15 minute break

11:15 Emmanuel Lygris (Swinburne)

  • TechnologyOne Software Customer Community Demonstration
    • This community will replace Support One and provide a vehicle for Technology One to communicate with each other and TechnologyOne staff. It’s an exciting, positive development.
  • BI Rapids Demonstration

12:00 Jamie Scott (Salvation Army)

  • Enterprise Budgeting BI Financial Dashboard
    • Demonstration of Financial Dashboard using standard Enterprise Budgeting BI Portlet functionality
  • General Questions / overflow from opening morning discussions
  • Next meeting

13:00 Meeting Closed

 
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