The technical build phase of the new system is now complete, and we are currently in the User Acceptance Testing (UAT) phase.
Over the coming weeks, dedicated superusers from across the University will continue the hands-on exploration of the new system, testing real-world scenarios to ensure the platform is robust and fit for purpose. The new system features a highly responsive web interface, customisable workspaces, and streamlined approval processes designed to make your day-to-day finance tasks easier.
Preparing for the summer ‘Cutover’
To safely migrate our financial data to the new Unit4 system, we must implement a temporary purchasing and processing freeze period, known as the ‘Cutover’, during July.
Because we cannot transfer half-completed orders between the old and new systems, we need all staff to adopt a ‘clear the decks’ approach and finalise their purchasing before the blackout begins.
What you need to do now:
- Please review what goods or services you will need over the summer and aim to bring your July ordering forward into June.
- Ensure any goods you have already received are promptly Goods Receipted (GRN’d) and invoiced, so they don’t get stuck between systems.
Critical cutover deadlines
Please take note of the following deadlines. After these dates, the current Agresso system will be offline for new processing.
- 3 July – Final Standard Ordering: The hard deadline for raising all standard Purchase Orders.
- 10 July – External Payments: Final date to submit external payment requests.
- 17 July – Staff and Student Expenses: Final date to submit all internal expenses and miscellaneous payment requests.
- 24 July – GRN and Invoicing Completion: All current open orders must be Goods Receipted and invoiced by this date.
- 24 July – Business-Critical Exceptions: For emergencies that absolutely cannot wait until the new system is live in August, a Business-Critical Exception must be authorised via the ERP Unit 4 Query Form.
Training and next steps
We understand that moving to a new system is a significant change. Please be reassured that comprehensive training materials, quick-reference guides, and video demonstrations will be released on the SharePoint hub prior to the go-live date in August.
Furthermore, a network of trained superusers will be on hand within your departments to provide first-line support as you familiarise yourself with the new platform.
For more information, please visit the dedicated ERP Project SharePoint site.
Thank you for your ongoing support, proactive planning, and cooperation as we work to deliver a better finance experience for the University.