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: User Group:
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
• 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 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 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.
• 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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TechnologyOne Melbourne User Group Agenda, 9th June 2016

Published on June 7, 2016 by in Featured

The agenda for this Thursdays User Group meeting is below. TechnologyOne are sponsoring the meeting and are generously providing lunch and the meeting venue. You can still register your attendance, but need to do so by 5:30pm today for catering purposes.

The meeting will be held at:
TechnologyOne Melbourne Office
420 StKilda Road
Melbourne Victoria

Arrive at 9:30am for a 10:00am start

To register for the meeting (by COB today) you can:

Reply to this email or email me at
or make a comment on this post with your name and organization and people’s names.

Make a comment on the LinkedIn TechnologyOne Software Users Group
Make a comment on the T1Financials Facebook Post related to this meeting

User Group Agenda Thursday 9th June

9:30 Arrive at Technology One 420 St.Kilda Road, for networking and 9:30 start
10:00 Jamie Scott (Salvation Army Finance Systems Manager)
Open Meeting Specific questions and suggestions raised onLinked in User Group etc
Reporting / Enquiring on Capital Works Projects that span multiple years
Bpay as a Payment Type to pay creditors
Crystal Reports when saved as Favourites can remember criteria but XLOne Reports don’t
Use of Published Reports
General Questions / Discussion Points
10:30 TechnologyOne Update (Boris Ivancic)
10:45 Cashflow Accounting Workflow (Kathryn Havell)
(Methods to produce Cashflow Statements)
11:30 5 minute break
11:35 Using the TechnologyOne Support Community. An update (Oliver Jarman)
11:45 Tips and Tricks, Charts, Ledgers and ETLS to make Business Easier (Tim Finch)
Focus on using ETL to automate Year End
12:30 General Business
Overflow from first session, schedule next meeting
Meeting Closed / Lunch

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Technology One Melbourne User Group Meeting Thursday 9th June

Published on May 9, 2016 by in Featured

The next Technology One Melbourne User Group Meeting will be held on Thursday 9th June at:
TechnologyOne Melbourne Office
Level 6
420 St Kilda Road

TechnologyOne have generously offered to host the meeting and provide lunch.

The meeting will include a presentation automating End of Period (Month and Year) processes using ETL, Tips and Tricks for the current Ci Release (11.09), and an update on the new User Interface for the Support Community.

A workshop/discussion on Cashflow Reporting and demonstration of the Cash Accounting module may take place if there is sufficient demand. To help determine the level of interest and customize the presentation we’ve created a one minute (3 questions) survey on Cash Accounting for Techone users to complete. Click here to open the survey in a new tab.

The meeting agenda is yet to be finalized and you’re invited to submit items for the Agenda and to register your intention to attend using one of the following options:
Make a comment on the Technology One Software Users Group on Linked In . Join Group »
Email Jamie at
or make a comment on this post with your name and organization and number of people

Arrive at 9:30am for a 10:00am start, the meeting is scheduled to conclude at 13:00pm and include lunch

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TechnologyOne Melbourne User Group Meeting Notes Thursday Dec 3rd, 2015

TechnologyOne Melbourne User Group Meeting Notes Thursday Dec 3rd


9:30 Jamie Scott (Salvation Army Finance Systems Manager)
Open Meeting Specific questions raised on LinkedIn User Group
Migration to Technology One cloud/SaaS
• Jamie believes migration to cloud is a compelling value proposition and disaster recovery benefits along with greater uptime and scalable infrastructure to handle peak loads will deliver a superior result.
o Karen from Kingston City Council commented that the financial benefits of migration to the T1 cloud were not apparent to her and sought additional detail. Jamie offered to talk offline regarding financial benefits
• Jamie reported that Salvation Army had over 60 interfaces to be converted to use cloud, and having external systems write directly to Batch Import Table is no longer available. These interfaces will be migrated to csv files
• Less reliance on internal Citrix infrastructure and licensing advantageous. Ease of updating non-production databases, installing and testing new modules, and ability to configure new software such as BI and CPM modules to help sell internally cited as additional benefits
• Salvos had developed many stored scripts to import bulk AP Invoice data from Excel spreadsheets and these will need to be converted to ETL and require purchasing the necessary ETL license
• No longer able to use Interactive SQL or ODBC connections directly to database, however Stored Scripts run from a function within TechnologyOne are fine, so you can edit a generic script linked to a functions in order to run
• Distributed Processor Jobs can be started and stopped only by TechnologyOne
• Attunity Repliweb software will be deployed to provide a method of transferring files from a network location. TechnologyOne will use Repliweb to copy the data into the location on an ongoing recurring basis to protect the secure environment
Budget User Management
• Salvation Army has more than 2,500 Cost Centre Budgets and has developed a Cost Centre Budget Users Chart to devolve Budget User Management to local levels. Recurring automated processes read Cost Centre Codes and descriptions from the primary Cost Centre component chart and Budget Statuses from Budget Packs and write these into the separate Cost Centre Budget User chart. Access to this chart is devolved to enable local management of Budget and Financial Dashboard users. Jamie developed a Crystal report to format this data for import directly into Budget Packs.
• Jamie demonstrated how Catholic Education Office uses a Business Intelligence Dashboard coupled with ETL processes to replicate Budget Pack Maintenance. Users are restricted to accessing their Entity only using user parameters. The Budget Administrator runs the ETL locally at over 500 entities providing local control over Budget Users and Budget Statuses.

10:00 Oliver Jarman (Technology One Product Customer Service Manager)
• Oliver thanked Jamie for his hard work.
• T1 update another period of growth. Eva Malones looking after financial services and government customers. T1 are expanding and may be able to host meetings in future.
• Evolve is happening on the 18th – 21st of October at the Brisbane conference centre.
• Target date for ci anywhere completion. 18th – 21st of October
• Ci Anywhere development: using early adopter learnings. Apps across end to end processes – April refresh – procure to pay – enterprise budgeting. Looking to build a demo for customers.
• Ci packages – T1 will continue to provide ci packages. T1 will be pushing enterprise App Store (eas) in the next months. Ci will still be supported by t1 indefinitely.
• Support community refresh: facility to ask questions and knowledge articles. Users can either collaborate or raise cases. Collaborative user login will have access to collaborate but not raise cases. Please call if the case is urgent. User guides and profiles. Great way to find similar organisations Q&A monitored and green tick is t1 Knowledge articles by t1 can be rated. Ideas and themes: you can log ideas. Chatter: news views and topics. Current group’s financials, supply chain, com and enterprise cash receipting.
• Comment from user group it was not easy to find out how to ask for a new user – Oliver to take back to T1

10:15 Tim Finch (Technology One PreSales Consultant)
Smart publisher streamline the feedback and reporting cycle.
Finalise … Manager receives emails… Manager reviews commentary… Exec receives emails… Central view approved and finalised

Demo smart publisher Ci anywhere…
• All published reports to user. Notes who has read and not read.
• Reports under development.
• Feedback of reports and racks approved in progress and not reviewed.
• General comments, fully configurable comments and tracking
• Uses bi portlets… Define business rules for variances
• Audit trail… Adhoc comments
• Publishes into reports
• Review and commentary in the system. Less time spent on report building, more time spent in their actual job productivity gains for you organisation.
• Required modules: Bi, publisher, xlone, performance planning. Package available configuration estimates are available.

10:45 Emmanuel Lygris (Finance Systems Manager Swinburne University of Technology)
Presentation of the Technology One Cash Flow and Balance Sheet Enterprise Budgeting Model
• Balance sheet and cash flow budgeting. Claire Wetherill. Budget models / worksheet types / chart / etl / xlone reports / implementation guides…B/s largely driven by p&l. Cash flow reporting requires more detail than natural account.
• Set-up one day by consultant or can be setup in a couple of days/week using manual
• Excellent training notes provided.
• See T1 sales to request – no charge to clients.

11:15 Jared Evans (Technology One Financials Product Owner)
Ci Anywhere Financials Review and Delivery Schedule
Data Entry with Invoice Matching, AR Invoice Entry and other developments
The key features in the Ledgers App that have been delivered so far include:
– Saved views in ledger enquiries
– A centralised enquiry view of the interaction with a customer/supplier (e.g. commitments, period balances) in the one enquiry
– Natural view of transactions (customisable) providing an approver and casual user’s view of a transaction

– New My Reqs, Order Amendment and Goods Receipting experience with the devolved user in mind
– Order versioning for amendments makes it easier for a user to see how an order has been changed over time
– Goods receipt can be product or order driven

Data Entry (release of the Ci Anywhere App 1511)
– Release to Development Partners only at this stage, general release planned for early 2016
– AP, AR and GL data entry, through a new document-driven enquiry.
– Introduction of a new transmission architecture to track the documents that have been sent out (e.g. POs to suppliers, AR invoices to customers)
– New Ci Anywhere workflow definitions have been implemented for My Reqs, Order Amendments, Goods Receipts and Data Entry). This is due to the new Purchasing App being based off all new schema and enhanced processes.
– Email-driven approval of workflow items using T1 Connect, providing managers with the ability to approve without logging into T1. Includes a natural view of the document for approval.
– Support for manual invoice matching to CiA POs (scanwatcher support)

In Development for delivery early 2016
– AP Payment processing, to include worksheet processing, workflow approval and transactional criteria on the selection
– Chart Account Maintenance in CiA, with approvals as a second phase
– Rapid Data Entry (quick text, quick keys)
– Auto invoice matching to CiA POs (Stage 1)
– Data Entry Profiles

• Ci anywhere: procure to pay nested criteria now available. Saved view Dynamic picklists. Scanned document view when entering creditor invoice. Pulls the purchase order into view
• Authorisation codes are redundant in Ci anywhere.
• Prepayment schedule supported.
• Workflow items are now called “tasks”

12:30 Meeting Closed / Lunch: Technology One provided lunch at the Catherine Booth college allowing delegates to mingle and share knowledge and information.

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