One Source News

REMINDER: One Source – important notice in preparation for go live

Please note the following important reminder.  

The new One Source system will be going live in the next few weeks. From 9 July, staff will be able to access the new system to perform a range of finance, HR, payroll and procurement transactions.

There is detailed information about the One Source programme available on the intranet, and the One Source programme team are currently holding online ‘show and tell’ system until Thursday 2 July. The sessions are 90 minutes in duration and are held at 10am and 3pm each day. Please do take the opportunity to attend a session and learn more about the new One Source system. 
To book on to a session, please see the Inside Walsall news item here.

As previously communicated, in the lead up to go live many of the council’s current systems, such as People Gateway, eCentral and iTrent, closed last week. Below is a list of required actions and important information for staff in the interim period until One Source is live. 

Expense submission
Expense claims submissions are now closed. Any expense claims not already submitted will need to be submitted via the new One Source system when it comes into effect in July. Further details will be communicated closer to this date.

Recording sickness absence data
Sickness data entry by managers into People Gateway closed on 18 June 2020. Any sickness absence data not entered by this date, including outstanding historical data, will need to be retained by line managers and input into One Source when the system goes live in July. Managers will have received an email including a form for temporary recording of each sickness for staff and note relevant actions taken during this time. You will be able to record these sickness absence details on the One Source system following go live in July. There will be a range of self-help tools such as quick reference guides and video tutorials available to support managers using One Source and HR teams will also be able to offer advice and guidance as required.   
If you have any questions regarding sickness absence recording please contact the HR Operational Services Team on 01922 655656 or email HRDOperationalservices@walsall.gov.uk

Payslips, P60s and employee details
People Gateway was turned off on Thursday 18 June 2020.
One Source employee self-service will be available in July; however payroll functions of One Source are not scheduled for go-live until October 2020, including ability to view payslips and P60s in One Source.  
When access to view payslip/P60 details is made available in One Source, employee self-service payslips prior to October 2020 will not be visible as the data from the previous system will not be transferred to the new system. If an individual has relied on the version held in People Gateway they will no longer be able to download it. 
In addition to the payslip information previously available in People Gateway, employees currently receive either a paper payslip or a payslip via email if they have selected the option to receive electronically. These methods of distribution will continue as normal. 

E-Learning
New bookings for eCentral courses in late June and July are now closed. Current bookings will be migrated and instructions on how to book through the new system will be shared soon. 
Access to e-learning courses through eCentral also ceased as of 17 June, as previously communicated.  Staff will not be able to access certificates from eCentral and any that were not saved or printed prior to this date will not be able to be accessed. Please note – existing certificates will not be migrated to the new system. 

New post creations
New post creation requests received after 17 June 2020 will be ‘paused’ and created in One Source when the system goes live next month.

Advertising vacancies
As previously communicated, vacancies received by HR after 18 June will not be advertised. Managers will need to ‘pause’ their recruitment process until One Source goes live at which point they will be asked and supported to enter the required information into the new system.

Amendments to contracts in iTrent
All paperwork and authorisations for employee amendment to contracts after 18 June 2020 will be ‘paused’ and entered into the new system in July.

Updated communications relating to finance and procurement activities (QlikView, general ledger, Oracle users/approvers, payables invoicing, accounts receivable, creating suppliers, requisition management):

QlikView
Qlikview will no longer be available to use from close of play Friday, 26 June. You’ll regain access to your required reporting when One Source goes live, but this will be in the new system, not in Qlikview.

General ledger
Please do not request any new Oracle codes until One Source is live. Once live, new codes can be requested as normal. Please do not post any virements for 2020/2021 in the current Oracle system. All virements can be posted once the new system goes live. The last day for journal entries will be Friday, 26 June 2020. 

Requesting new Oracle users and amending/adding approvers
We can no longer accept new user request forms for access to the current Oracle system or Qlikview. Training sessions for new users have also stopped until One Source goes live. Once the new system has gone live, new requests will resume for One Source ONLY, as Qlikview is not being replaced and training in the new system will continue as normal. As previously communicated, user amendment forms are no longer being accepted (as of 15 June) unless the requirement is of an urgent nature. This also applies to new requests or amendments to approvers. 

Payables invoicing including DSO claims
The last payment run will take place Friday 26 June 2020 which will clear into payees’ accounts on Tuesday 30 June 2020. All fully receipted and approved payable invoices that were submitted to the payments team (via PaymentsTeam@Walsall.gov.uk) by 18:00 Tuesday 16 June 2020 will be processed on, or before, 25 June 2020. Invoices received after 16 June cannot be guaranteed to be paid until after the new Oracle cloud systems go live (expected mid July 2020). 
The deadline for fully approved DSO claims was Friday 19 June 2020. For any claims received after the cut-off date, these can be reimbursed into the bank account but will not be reflected in the current system and will be entered into the new system once it is live. The payments team will continue to endeavour to process as many invoices as possible before cut-off, but can only guarantee payment before July if correctly submitted by the deadline. Increased demand is expected in the run up to cut-off therefore we strongly recommend submission of invoices as soon as possible.

Customer and accounts receivable invoice creation        
The last day for using AR self-service was 12 June 2020. This is because only customer balances will be migrated across to the new system. Any AR self-service requests from 15 June 2020 until end of day 26 June 2020 will be rejected. Any amendments to customers after 19 June 2020 up until go live will be amended in the new One Source system. Any new customers and/or invoices will need to be raised using the customer/irf page in the new One Source system. 

Accounts receivable refunds 
The current process for dealing with credit memos will temporarily continue. However, from August onwards, you will be able to raise your own credit memos in the new system. We want to offer you the best possible support during this change and therefore there will be a host of short, concise how-to videos and user-friendly quick-reference guides made available to you at go-live. Further help and guidance will be available during this time.

Procurement – creating suppliers
The iProc system will be unavailable from close of play Thursday 25 June 2020. As a result, supplier creation requests will be affected. Suppliers created from requests received after 19 June 2020 will be created in the new system only and will therefore be unavailable for ordering and payment during the transitional period. Users should continue to submit supplier requests in the normal manner but must anticipate this delay and unavailability until the new system is available. Please note that we are unable to guarantee supplier set-up even if requests are provided before 19 June, as any delays in carrying out the required checks may mean that the cut-off is missed. 

Procurement – requisition management
All user access to the current system will cease at the close of play Thursday 25 June 2020. Requesters are reminded that all active requisitions / purchase orders on the current system will need to be managed correctly leading up to the cutover period. Purchase orders in the current system cannot be migrated to the One Source system. Any open orders that remain when the system closes on 25 June will be automatically closed and unavailable and will need to be re raised within the new system. Your suppliers should be notified by you of the new purchase order for the remaining order balances once we have gone live. An open orders report will be distributed after we have closed the current system for you to use in the creation of these orders in the new system. 
Colleagues are reminded that no new requisitions can be raised within the current system as the deadline for all invoices to be submitted has passed. The last payment run will be 25 June 2020.

We are undertaking work to put in place an appropriate archiving solution as close to go live as possible, but in the intervening period limited access to historic data in current systems will be available, with further details communicated closer to the new system going live.

If you have any queries related to any of the above, please email the Oracle Support Helpdesk. If you have any questions on the wider One Source Programme, please contact OneSource@walsall.gov.uk

Thank you for your continued support.

One Source Programme Team