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Technology One Melbourne User Group Meeting Thu June 15th at CAE

Published on April 21, 2017 by in Featured


The next Technology One Melbourne User Group Meeting will be held on Thursday June 15th at:

Council of Adult Education (CAE)
Room B427
Level 4, 253 Flinders Lane
Melbourne

Arrive at 9:30am for a 10:00am start; the meeting is scheduled to conclude at 1:00pm.

AGENDA and RSVP

This meeting will include a presentation on user experiences and lesson learned during migration to the TechnologyOne SaaS / Cloud. There will be some good Year End Processes and Planning content and discussion and we’re looking for suggestions and contributions from you. We’re keen to get real world feedback on people’s experiences regarding the implementation of Ci Anywhere functionality. There will also be some content from other companies working in the Techone consulting space.

• You’re invited to submit items for the Agenda, pose questions for the meeting and to register your intention to attend using one of the following options:

• Add your agenda suggestions and/or comment your name, organization and number of people attending using one of the following options
• T1Financials Facebook post related to this meeting
• LinkedIn Technology One Software Users Group post related to this meeting
• T1Financials.com.au website post related to this meeting
or email me at Jamie.Scott@aus.salvationarmy.org

 
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Notes from the Technology Melbourne Users Group Meeting held at Cty of Kingston on Thu Nov 17th, 2016

Meeting held at: City of Kingston
1230 Nepean Highway
Cheltenham Victoria

Chairperson: Jamie Scott – Salvation Army
Attendees: Approximately 100 Users

Business Items:
Topic and Discussion:
1 Jamie Scott:
Thank you to the City of Kingston for providing the venue, refreshments and lunch today
2 Jamie Scott:
Google Survey regarding people’s intentions to migrate to the cloud, CiAnywhere timelines and requesting feedback / suggestions for content at this meeting only received 7 responses – not a large enough sample to be of real value.  Not a rapid move to the cloud or CiAnywhere by the user group
3 Questions:
Seeking topics for next month’s user group agenda
Evolve – requisition workflow email notification
4 Oliver Jarman – TechnologyOne
Discussion about AMS – Application Managed Services
Consulting now part of AMS.
5 Question – Fleet Management Schedule
No users able to provide feedback on relation to this function
6 Question – Payment of creditors using BPAY
Scripts for CBA and NAB available from TechnologyOne
Some modification of the provided scripts is required
Setup of user fields against the AP Chart is required for BPAY Reference and Biller Code
Payment of suppliers by BPAY is useful to enable a move away from cheques ass well as satisfy a growing demand
7 Question – Formal Training
Response by Oliver Jarman:
Public training courses are offered based on demand from customers.
Most popular public training courses are System Administration, ETL and XLOne.
Bespoke training can be provided by the consulting team
Training manuals can sometimes be provided by T1
8 Question – Training documentation for CiAnywhere
Response by Oliver Jarman:
Training documents in Microsoft Word will no longer be created or updated
New approach in CiAnywhere. Videos can be viewed from the T1 University (within App Store) or from links against each function is CIAnywhere
Discussion from users – Printable manuals are useful as they can be read on the train on the way to work
Knowledge Base – is a good source of information from the customer community
9
Question – Enterprise Budgeting
How can comments to recorded and displayed to the rest of the team
Budget account comments, budget pack comments

10 Feedback – Moving to the cloud
Jamie Scott seeking feedback from other customers experiences moving to the T1 Cloud
(see detailed presentation by Jamie later in this meeting)
Some technical outages experienced by Salvation Army in the Test environment (not yet live in Prod)
Some concern about downtime and Technology One’s responsiveness to access issues. In particular
Jenny from RFDS – does not have any problems with the T1 Cloud, approximately 18 users, good experience, quite happy

Response by Oliver Jarman: 150 customers using the T1 Cloud. About 15% of T1 customers are now cloud customers. Cloud is improving, more robust, more dependable.

Some concern from users about session timeouts in the cloud. Can result in loss of data entered when a session drops out. Other users experienced a loss of data entered in a budget pack. Budget packs can also be slow to save.

11 Presentation from Oliver Jarman – Product Customer Service Manager – TechnologyOne

Evolve: very successful, 2200 attendees (including T1 employees), 122 sessions, 117 speakers across 12 streams
T1 Foundation – T1 gifts 1% of profit to charity

Software Delivery:
Simplify the process
Customers have been slow to upgrade to the latest release, often delaying upgrades
T1 learning from the delivery of the Cloud
Releases will now be twice per year (2016A, 2016B)
Smaller patches with less dependencies releases more frequently
Software releases to customers staged (Cloud customers, early adopters, everyone else)
Cloud customers – Discovery?, See new features and functions, view for end users, view for system administrators. (orange labels, blue labels)

T1 University:
View from the Enterprise App Store
Video based for CiAnywhere functions
Videos approximately 5 minutes each

Portals:
Extend the software to external parties
Customers, suppliers, business partners
Invite parties to register
Review account and contact details
Review purchase orders and transactions
Future functionality – external parties will be able to update their contact details

Release 2016B:
152 new features
27 new business processes
43 business processes now in CiAnywhere

New Functionality – Financial Management
Journal processing
Manage master data – account maintenance
APRA Reporting
Treasury (One Council Solution)
Fixed Assets Management
AP Payment Processing

New Functionality – Enterprise Budgeting
Now in CiAnywhere
Budget data tables to improve performance

Other new features
Procure to pay process now complete
BPM Forms
Ledger and EIE Enquiries (including drilldown)
Web Services (new for CiAnywhere – Rest?)
Reporting – XLOne now in CIAnywhere
Analytics – extension on BI Dashboards

Return Business Consulting
Moved to AMS Group
Dedicated resources to return business

Support One
End of Life – 31 December 2016
No CiPackages from Support One after this date
Use Enterprise App Store instead

Options for Customers
Option 1 – sign up for T1 Cloud, let T1 manage the software upgrades
(T1 preferred option)
Option 2 – On Premise
CiAnywhere installed (requires web server and email server)
Obtain Ci and CiAnywhere Packages from App Store
Install Enterprise App Store only
Ci Packages only from App Store

Chatter Groups
Within Support Community
How to sign up for a chatter group
Can sign more than 1 user per organization within support community
Knowledge base – 600 articles, ideas for improvement of software

Break

15 TechnologyOne Presentation
Ci Anywhere Demonstration
Comparison of business processes in Ci and CIAnywhere

Creditor Maintenance
Sections to display
Links to other functions
Natural view
Transactions
Attachments
Card view
Grid view
Group view – show or hide groups

Payment Processing
Payment worksheet – demonstration in CiAnywhere
Can drill down to transactions from within a payment worksheet
Payment run is the last of the procure to pay processes to be developed in CiAnywhere

Personal Workflows
Not yet currently supported in CiAnywhere
No direct replacement in CiAnywhere

CiAnywhere Asset Accounting
Asset stock take
Asset details
Assets by book
Capitalisation
Depreciation
Maps can link to the GIS module

16
Presentation by Jamie Scott – Salvation Army
Experiences – Journey to the Cloud
Migration to the Cloud – User Experiences

No ODBC connections permitted
3rd party applications cannot access the database
Can use ETL processes to import csv files
Stored scripts still work to import csv files and spreadsheets, however they must be run via a function not through Interactive SQL

Migration team
Project Manager, Technical Resource, Application Consultant
Worked remotely

Attunity Repliweb Software
Installed to transfer files to the cloud
Attachments approximately 360Gb
Files synchronized between local and cloud environments using Attunity Repliweb Software
It would have been much more difficult to upload the attachment files without this third party software

Suggest process to move to CiAnywhere
Start with local Ci
Move to T1 Cloud
Easy to implement CiAnywhere from within the T1 Cloud

Printing works well
Sends files to My Reports and Files as PDF documents

Browsers
Choice of Chrome or Firefox
Don’t support older versions of Internet Explorer (IE9)
Need to configure browsers to allow popups from T1 Cloud, and whitelist the domain
Crystal Reports need to be output to PDF files from within T1, not Crystal Report files, so crystal reports with built-in drilldowns will not work
Modification of the cheque stationery was required to create 1 PDF file for all cheques
(not 1 file per cheque).

Issues
Must open all formats in format maintenance and save them prior to them being used. TechnologyOne were able to perform this service.
Patches for cloud customers are scheduled for each Tuesday
No opportunity to test patches prior to their deployment but can easily switch between versions
XLOne functions that open XLOne and an old XLOne report and leave you at the design sheet are no longer supported

You cannot connect directly to the database when developing Crystal Reports (no ODBC connections permitted) TechnologyOne provide a service where you can book ahead and use a generic database that is not your data, which is impractical. Salvation Army plans to download a backup copy of the SQL database each month and use database when developing or modifying crystal reports

Alternatives to direct database access
Web Services
Export files to csv or excel and transfer to or from the cloud

Enterprise Budgeting in the Cloud had significant bugs where it was initially not possible to open any budgets, then later worksheets were not updating account balances. Ultimately patches were released that fixed these issues.

What else is different
Crystal Reports – PDF
File attachments – must upload files to the cloud prior to attaching
Attunity Repliweb can also work in conjunction with Scanwatcher to transfer attachments to the Cloud
Server folders are now in the Cloud. Manage user access to these folders from within the T1 application
User of XLOne Reports Designer is quite different, utilise Server Viewer’s and the Cloud Toolbar to

17
Other Business

Meeting end, with thanks

 
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Technology One Melbourne User Group Meeting

The next Technology One Melbourne User Group Meeting will be held on Thursday November 17th at:

City of Kingston
1230 Nepean Highway
Cheltenham Victoria

Arrive at 9:30am for a 10:00am start, the meeting is scheduled to conclude at 1:00pm

AGENDA and RSVP
The meeting will include a presentation from Technology One including
Evolve conference presentations
Cloud migration experiences Salvation Army, National Heart Foundation
Other items suggested by user group members
You’re invited to submit items for the Agenda and to register your intention to attend using one of the following options:

Add your agenda suggestions and/or comment your name, organization and number of people attending using one of the following options
T1Financials Facebook post related to this meeting
LinkedIn Technology One Software Users Group post related to this meeting
T1Financials.com.au website post related to this meeting

 
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Salvation Army Australia Southern Territory’s journey to the Technology One Cloud

Progress Update 

The migration of the TechnologyOne Financials system to the cloud has been moving forward cautiously over the past few months.

In late July we took a copy of our production database and uploaded it to the cloud environment, which is physically an Australian based Amazon Web Services Data Centre. TechnologyOne are the suppliers and developers of our Financials software and will take responsibility for Server Infrastructure support, Database and Network Management. As the single supplier of the software and hardware we expect better operational performance.

We’re certain moving to the cloud is a positive step forward, and are expecting to gain significant benefits including a reduced cost of ownership, better system availability, better security and disaster recovery capability.

Hit a snag 

Unfortunately we were provided with a testing environment much less powerful than our ultimate production environment will be, which was unsatisfactory because one of our objectives is to gain greater performance. As we intend to perform speed and load comparison testing in the lead-up to changing over it would have been pointless to conduct these tests in a sub-standard environment. In addition, the version of the software provided contained show-stopping bugs which made it impossible to even open a budget, and once that was fixed, we found budget worksheet balances were not updating account balances. Despite these shortcomings the environment has been suitable for much of the necessary ‘back-office’ work to take place such as re-writing interfaces, and configuring and testing other functionality.

Good News 

As of Monday this week (10/10/16) we’ve been provided with a testing environment equal to the Production environment and our preliminary testing has revealed the budget bugs have been fixed and to date no significant issues have been identified. We’re currently performing more testing and working on ensuring the transition to the cloud is as painless as possible, which will include every Financials user confirming they’ll be able to access the system from their computer. Each person will also be given the opportunity to participate in performance and load testing in the lead-up to the Go-Live date.

 

 
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TechnologyOne Melbourne User Group Meeting Notes June 9th, 2016

Published on June 16, 2016 by in Featured

Technology One Melbourne User Group Meeting
09 June 2016 Level 6, 420 St Kilda Rd, Melbourne
Convenor: Jamie.Scott@aus.salvationarmy.org User Group: www.T1financials.com.au
10:00am Jamie Scott (Finance Systems Manager, Salvation Army Southern Territory
Jamie opened the meeting and thanked Technology One for sponsoring the meeting, and providing the superbly equipped venue, administrative support and lunch.
Linked-In User group Questions:
• Reporting / Enquiring on Capital Works Projects that span multiple years
Where a perpetual ledger in use, people typically transfer transactions from individual periods/months (1-12) to Period 0 before processing data into Period 1 of the new financial year. That way all data prior to the current year is available in Period 0; this is a similar to how most people handle AP and AR transactions. Jamie mentioned they use a stored script to populate a transactional user field with the Year and Month to make it easy to report on historical transactions accurately within a nominated period range. There are variations such as using annual ledgers and writing your reports to read from various ledgers for various years.
• Bpay as a Payment Type to pay creditors
Jamie discussed how Scott Goodwin provided an explanation of how Shire of Yarra Ranges has implemented BPay payment functionality which caters for creditors who provide a different BPay reference for each invoice. Document Reference 2 and 3 are used to capture the Biller Code and BPay reference at invoice entry time and the Creditors Payment Method is set as ‘Other Pay File’. Scott modified a payment script to generate a BPay compliant file and supports it with an alert that picks up if any creditors invoices have been entered without the two Bpay fields being populated. If so they’re able to insert these value after posting using Ledger Transaction Maintenance.
Shire of Yarra Ranges uses XCelerateIT to process most of their AP invoices and part of its validation process is to expose Doc Ref 2 and Doc Ref 3 where the creditor’s payment reference field is ‘Other Pay File’. For AP invoices entered manually a data-entry COM is used to prepopulate the BPay fileds with BPAY REQ’D
Oliver Jarman mentioned that TechnologyOne Financials is shipped with a script that will produce a BPay compliant file for CBA Bank where User field 11 and 12 are used to capture the BPay Biller Code and Payment Reference.
• Crystal Reports when saved as Favourites can remember criteria but XLOne Reports don’t
Jamie mentioned this had been raised as a question and will raise it on the TechnologyOne Customer Care Community to see if it can be fixed.
• Use of published Reports
Jamie explained how Salvation Army runs a series of recurring reports that publish to gauges and tables for certain users to provide them with early warnings of conditions before they cause a problem. Each of these reports captures an undesirable feature such as
• Creditors with With-holding Tax checked and they never use With-holding Tax , or invalid BSB numbers etc.
• GST transactions posted directly to control accounts without using the G code or transactions that use the G Code but not the GST control account. Transaction against the GST control accounts that don’t have narrations starting with ‘System Generated.

• Backdated transactions and various others

When the gauge contains a value, you click it to open the report that reveals the problem records
• Centralised Alerts
• May of the standard alerts are not that useful but there are a few really useful alerts such as jobs queued on Distributed Processor, Unposted Document files, records in the Batch Import table and others.

• Cashflow Reporting Survey

• Jamie went through the results of the cash-flow Reporting Survey which had 20 respondents, most of whom are producing cash-flow reports using XL-One for the basic data then manually intervening to complete their reports. These reports are run at least annually and often quarterly and monthly. The average rating for how easy it was to create the cash-flow reports is 5.5 out of 10.

• Jamie demonstrated the Cash-flow survey and showed how it literally took less than a minute to complete with just 4 questions and assured everyone that future surveys created for the User Group will always take less than 2 minutes to complete

10:30am Boris Ivancic (Technology One State Sales Manager)
Boris welcomed everyone to Technology One, provided an update of developments in the Melbourne office and encouraged people to attend Evolve.
• Early bird registrations (buy 2 get 1 free) close end of July.
• Brisbane Convention & Exhibition Centre
• https://www.technologyonecorp.com/about-us/events/evolve2016
• Tech One Melbourne office is expanding with new facilities and more office space

10:35am Kathryn Havell (Technology One Presales Consultant)
Kathryn has recently moved across to Melbourne having formerly worked in the Wellington, NZ office.
• Cash Accounting / Cashflow Reporting

• Kathryn discussed the results of the Cash-flow Reporting survey and how without the Cash Accounting module people typically produce cash-flow reports using selection codes linked to natural accounts to identity and categorise accounts to provide the foundation for development of a cash-flow report. Typically cash-related account balances are extracted and the movement within non-cash accounts are used to produce a cash-flow report. The ideal of including an opening and closing balance with the cash inflows and outflow balancing to the movement often involves some educated guesses.

• TechnologyOne has a Cash Accounting module which creates provides a complete set of cash ledgers making it very easy to produce Cash-based financial management reports. The module can determine the source of every transaction that impacts the bank/s as creates the necessary cash and accrual transactions. Journals may effect cash and/or accrual ledgers and this is accommodated having separate cash and accrual data entry formats. The system can produce BAS statements on a cash basis and supports inter-entity accounting too.

• In response to questions from the group regarding the cash accounting modules previous shortcomings, Oliver Jarman assured the group that the module had been extensively developed and was a much more mature and successful product than it was five years ago. It no longer requires a separate cash generation process to be run at regular intervals as it just updates cash and accrual ledgers at posting time.
11:30am Oliver Jarman (Technology One Product Customer Service Manager)
Using the TechnologyOne Support Community. An update
• T1 encourages client access to Support Community https://customercommunity.technologyonecorp.com Send email to T1Support to get an account to connect if you don’t already have one. Accounts can be given the ability to add or not add cases which opens the community up a wider audience.
• The User Community
• Replaces the former Action Requests box
• Logs support requests (95% of issues raised)
• Ask questions (and get responses)
• Links to articles
• Production development (ideas vault) – clients raise ideas, R&D also float possible development
• Chatter community
• Link with similar roles and industries
• Identify trends
• Over 4500 participants (approx. 125 new per month)
• 10 groups across different T1 functions
• Positive feedback from users
• New features
o Dashboard tracking of your cases
o Live chat
o CI Anywhere and or Cloud coming soon!
11:30am Tim Finch (Technology One Presales Consultant)
Tips and Tricks, Chart and Ledgers
Tim provided an entertaining presentation of a few relatively new features that many will not be aware of and can be deployed without significant effort. A pdf of Tim’s presentation details each of this and following is the summary
• ABN Validation (automatically check ABN’s are valid and Active) when creating/modifying AP accounts. You need to register on ABR website www.business.gov.au and obtain a Business GUID hex number. This website also provides users with the ability to upload a spreadsheet containing all their ABN numbers and it can determine whether or not they’re active or expired.

• Security on Account Component picklists, this uses account number masking like chart picklists and not linked selection codes or user fields but is good for casual users who may only require access to certain accounts, such as expense accounts for purchasing. This just effects the data presented in a picklist and if your ledger account security provides greater access you can still use the chart or ledger picklist or type accounts directly.
• Ledger Enquiries provide a more clear display of whether or not a transaction has come from a masked disbursement.
End of Year ETL
Tim demonstrated an example of an End of Year ETL (Financials EOY Allocation) being launched from a personal workflow. This generated discussion around end of year processing and most people refer to an EOY Document where they store all the End of Year functions typically carried out, such as creating ledgers and processing groups and numerous other functions.
A group discussion around end of year ensued and some people are using personal workflows linked to the various year-end related functions to manage their end-of-year processing.
At a previous user group meeting Wallace Hativagone from TechnologyOne Support provided a great End of Year Tips and Tricks presentation and a handy End of Year Planning document which you can download.
Various personal workflow are shipped with TechnologyOne and some users are successfully creating custom workflows for custom functions which can include relevant descriptive text and links to additional documentation and other applications.
Alerts
• Demonstration of the Alert function in detail
• Creating proactive notifications relevant to the user’s role
• Links to Take Action so you can directly respond to the Alert
• Many Out of the Box Alerts are set up in the Alerts Configuration Maintenance
• Thresholds and criteria can also be set up and controlled centrally for increased security
• New Alerts are notified through the T1 Release System
• Email Alerts can be set for workflows (eg 7am list of Items for Action, AP approvals)

Next meeting: Thursday 17th November after the Evolve Conference
Kingston City Council
People are encouraged to submit questions for the meeting on the LinkedIn TechnologyOne Software Users Group upon publication of the meeting notice

 
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