Business Systems

The Business Systems team are embedded within the Department of Finance, providing specialist support and advice to functional teams.  The following pages provide an overview of the range of activities being managed by the Business Systems team.


Help Desk and Training

The Business Systems help desk provides services to all uBASE users including:

uBASE Profile Allocation
This service provides uBASE profiles to new users as well as changes to existing profiles to support starters, secondments, moves to new departments or moves to new roles.  This covers all members of University staff that need uBASE/myPurchase including myPurchase requisitioners & approvers, uBASE good receipters, purchase orderers, sales invoicing, reporting roles, myexpenses, connections to purchasing groups and the human resources hierarchy.

uBASE Helpdesk
Providing help to resolve queries from University staff relating to setup of user accounts, error messages within processes, training availability, access to transactions, who to contact with errors, requisition removal, cockpit workflow, myexpenses workflow. Internal trade errors and process of daily journal.

uBASE Sales Training
Providing training on raising uBASE Sales Invoices and Credit Notes, including those denominated in foreign currencies. This includes training on materials and their relationship to project types so that user understand how to use the correct project when processing sales. The training also develops knowledge of the each stage of the invoicing and debt collection process.  Training is also provided on how to complete internal sales transactions, including the University online shop and its uses.

uBASE Purchasing Training
This service provides understanding of the Procure 2 Pay process and how users can convert approved requisitions to purchase orders, including framework orders.  Users are also trained on how to find and display their existing purchase orders, change or update their existing purchase orders and using the uBASE reports for monitoring order status

uBASE Goods Receipting
Providing training on the principles behind the finance systems at the University, and to support you in using the uBASE system for goods receipting. This includes managing access controls to the uBASE goods receipting profile so this functionality is only available after users have attended the formal training course.

TM1 Training and Guidance
This service supports the implementation of the University wide planning and reporting tool IBM TM1. This includes training on how to use the system and widening its application across all Faculty, Professional Services and Central Finance teams.

Folding Space Access and Support
Assigning users' access to the Standard and Administration portals within the Finance Records area of Folding Space (used for post-award Research Grant document storage). Also providing front-line support and serving as an intermediary for issues that need escalating to Folding Space.



myPurchase and uBASE


The team will design and develop new systems by configuring new hardware and software, or use the Universities existing information technology systems in new ways to help achieve and attain business goals and objectives.

The services provided by the systems team include the following:


IBM Planning Analytics

TM1 Configuration
Design and implement business performance management software suite for collaborative planning, budgeting and forecasting solutions.                                                                                               

COGNOS Analytics Interface
Develop interactive "what-if" analyses, as well as analytical and reporting applications.                                                                            



uBASE Configuration
Management of system configuration and incident support in all SAP modules.

uBASE Profile Building
Analysis, design and development of new system functionality within the SAP modules.

uBASE Patch Testing
Annual Patching Process which includes Legal changes, security fixes and System updates ( performed on the Dev system first then QA and Production System).

Link with IT Services SAP uBASE Basis
Application support to business process owners including (Finance and the wider University community).


Other Systems

Portal Configuration
Management, maintainance, support and technical development of business critical web forms and databases. Funding for Students, Customer account requests, marketing request database, mypurchase & uBASE Training booking, myTeam & e-recruitment roles, Online Store, Procurement Tender Log, Supplier Information Database, Travel Insurance, VAT Helpdesk and Vendor Request.

 Website Configuration
Management and administration of Finance owned and customer facing web pages in collaboration with section teams.



Projects and Change Management

We serve as an expert resource and oversee various projects proposed and initiated by staff within the department and prioritised by our Finance Executive Team. This service interfaces with other University departments including IT Services and HR to support business and systems change.

We do:

Project Management advice or assistance
Change Management advice or assistance

In order to :

Review, develop and implement new and/or improved processes and systems

Resulting in benefits related to:

Staff and student improvement
Up-skill staff
Increase morale
Add value, saving time on less critical services
Enhancing financial services offered to stakeholders and improve University overall Financial status
Efficiency savings
Cash savings / income generation
Organisation health improvement

 System User Groups

We are leading on introducing a number of user groups for Finance colleagues (initially) related to certain systems. We are beginning with a TM1 Usergroup. We will update you here on this group and its activities when meetings commence.