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Themis Enabling Update: What do I
need to know?
un
Key Impacts of Release 1
Release 1 of the TEE Program will bring some changes to
Themis functionality in the following areas:
• Upgraded core system (from Oracle Release 11i to 12)
• Process enhancements in HR, finance and research
• New reporting tool for existing operational reports and a new
Executive Dashboard (OBI)
1
Self Service Menu
Menu structure for Self Service functions has been rearranged
All functions now within seven menu groups
Three Self Service Functions not in R12:
1. Actions Saved for Later - no longer necessary
2. Security Pin - no longer necessary
3. Travel details - now stored in the travel portal, thus no longer required.
R11 Self Service Menu
X
X X
2
Navigator
Navigator allows you to change responsibilities from Self Service screens without returning home
1. Within Self Service responsibilities
e.g UOM Staff Self Service / My Leave Details / Leave of Absence
2. Click Navigator from „My Leave Details‟ screen
3. Drill through folders to select new responsibility
e.g UOM Staff Self Service / My Pay / Payment Summary
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The Key Changes to HR/Payroll in Release 1
• Payslips
• Leave and absences
• Online resignation
• Timeouts
• Vacation rule
• Leave types and features
• Supervisor changes
• Casual contracts
• Timecards for casual staff
• New account strings
Key Changes to HR/Payroll in Release 1
4
Key changes to Self-Service in Release 1
Payslip
The email notification currently sent to staff advising of their net pay and guidance to accessing their pay slip through staff self-service will be decommissioned. Staff will be able to access their payslips via Themis self-service.
Online payslips for employees will be enhanced to provide details for non-recurring earning payments (e.g. where a casual staff member has worked for 20 hours in a fortnight, this will be broken down to display how many hours have been worked for which day) and static leave balances (what your current leave entitlements are at the date of the pay slip).
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Key changes to Self-Service in Release 1
Online Resignation
Employees will have the ability to resign online (standard resignations only) through staff self-service
Resignations are work flowed to the employee‟s direct supervisor for approval
Email notifications will be sent after the supervisor approves the resignation request.
Emails are sent to the employee (with a link to the exit survey), supervisor(s), HRO and department manager.
Leave & Absences
Employees can amend and cancel any supervisor approved future dated leave
More leave types are available to apply for through staff self-service (e.g. unpaid leave).
Supervisors will have the ability to view their direct reports‟ leave balances through supervisor self-service.
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Key changes to Self-Service in Release 1 cont.
Timeouts
New functionality where staff requests that have not been actioned by a supervisor will time out.
If a self-service request is not actioned within seven (7) days, the transaction will timeout and be escalated to their „1 up‟ supervisor
If the 1 up supervisor does not action the request, the transaction will reject to the requestor after seven (7) days which will necessitate resubmission.
The role of workflow administrator will be decommissioned.
Vacation Rule
Staff will now be able to set a vacation rule for all workflows requiring approval - from the home page notifications
Enables all of the supervisor‟s approval workflow notifications to be transferred to an alternative delegated approver.
Supervisors will no longer need to use the HR14 “Advice to Change to Supervisor” for temporary changes.
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Leave – what is changing?
• Improved leave list in Self Service
• More leave types available in Self Service
• Leave balance visible when approving leave requests
• Daily accrual of sick leave
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Resignation – self service
• New Functionality - currently only exists via
Supervisor self service / Manager Self Service
• After employee resigns on Themis
- Notification and email to their supervisor
• After supervisor approves
- Email /notification to staff member
- Email /notification local HRO
- Email / notification Department Manager
- Notification to Resignation Officer (Payroll)
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Self Service Resignation
Notifications
Supervisor Initiated
Employee Initiated
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Supervisor Changes
Change Supervisor
Supervisors will be able to change their direct reports‟ supervisor in Supervisor Self Service.
Supervisors will also be able to update and or change their direct reports if applicable.
The „Change Supervisor‟ transaction will be routed to level 2 for approvals. However please note that notifications will not be sent to the employees or supervisors advising of the change.
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• Contracts will need to have an end date stipulated.
• Maximum term of casual contract is 12 months.
• New contract will need to be submitted after 12 months.
• Contract will need to stipulate expected numbers of hours and
cost.
• Timecard template will be created automatically for each casual
contract.
• Casual staff will need to select the relevant timecard template.
Casual contracts
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• Timecard template will be created automatically for each casual
contract.
• Casual staff will need to select the relevant timecard template.
• Hours type and approvers details will need to re-entered.
• Account strings have changed (more information later on).
• Account string currently being used will be included in the new
template, and will be updated with the additional digits.
Timecard
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• If timecard not approved within 7 days, timecard is sent to
approver’s ‘1 up’ supervisor ie the person to whom the approver
reports to in the primary assignment.
• If still not approved within 7 days, request will be rejected and
sent back to requestor.
• Role of Workflow Administrator will be decommissioned.
Timecard – Time out functionality
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Timecard Changes
1. Timecard hours
and Approvers
will be blank.
2. You will need to
select the hours
type from the
drop-down list.
3. You will need to
select the
Approver from
the list.
4. Project
Segments will
have a zero
placed at the front
of the segment;
Budget Unit
Numbers will
have a zero
added to the end
of the segment.
1
2 3
4
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The Key Changes to Finance in Release 1
• Chart of Accounts
• GST on Purchase Orders (Business Centre Process)
• Customer Inquiry in the Accounts Receivable Module
• Credit Memo (iReceivables)
• Salary Management
Key Changes to Finance in Release 1
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Chart of Accounts
• Renaming of the Section and Group Code segments of the chart
to Cost Centre and Local Purpose Code
• Increased the number of digits in the Projects and Budget Unit
segments:
• Project Segments will have a zero placed at the front of the
segment
• Budget Unit Numbers will have a zero added to the end of the
segment
• No changes to the location code.
Current code: 01-041 -06- 00000-GEN-26-01
will become: 01-0410-06-000000-GEN-26-01
Key changes for Finance in Release 1: Charts of Accounts
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For example, a current code: 01-041 -06- 00000-GEN-26-01
will become: 01-0410-06-000000-GEN-26-01
New account strings
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Company
(2 digits)
Budget
Unit
(4 digits)
Cost
Centre
(2 digits)
Natural
Account
(4 digits)
Project
(6 digits)
Local
Purpose
Code
(3 digits)
Activity
(2 digits)
Location
(2 digits)
Company
(2 digits)
Budget
Unit
(4 digits)
Cost
Centre
(2 digits)
Natural
Account
(4 digits)
Project
(6 digits)
Local
Purpose
Code
(3 digits)
Activity
(2 digits)
Location
(2 digits)
The account string will be extended from 23 digits to 25 digits:
C. ‘0’ at end of Budget Unit
D. ‘0’ at start of Project
The Chart of Accounts has changed.
A. ‘Section’ will be renamed ‘Cost Centre, and
B. ‘Group Code’ will be renamed ‘Local Purpose Code’.
GST on Purchase Orders
• A new Tax module to consolidate tax management activities
• Purchase Order tax previously viewable on the Shipments
screen now requires a step of navigating to the main toolbar to
Manage Tax after creating the Purchase Order.
• Tax codes can be viewed or changed as required on the
Manage Tax screen
• The rate selected here will be the additional amount added on to
the printed Purchase Order.
• Only change the GST if the item on the Purchase Order is GST
free as GST will be added as a default.
Key changes for Finance in Release 1: GST on Purchase Orders
19
Customer Inquiry
• Users have the ability to view and search on customer records.
• The customer records have been enhanced to display the ABN.
•
• The Customer Inquiry screen along with the ABN will enable
users to search for customers to see if they exist before
requesting the creation of a new one.
Key changes for Finance in Release 1: Customer Inquiry
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Credit Memos
• The credit memo functionality will require Credit Memos to be
submitted for approval with a valid reason.
• Accounts Receivable users who raise credit memos will need to
submit these for financial approval using the new form.
• Financial approvers will now expect to receive approval
requests for credit memos via self-service
Key changes for Finance in Release 1: Credit Memos
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Salary Management
• Changed business processes requiring Finance Officers and HR
Officers to work together to manage salary costing via Salary
Journals or new Retro Costing functionality.
• Introduction of RetroCosting functionality in the Payroll System.
• Allows for salary costing changes to be backdated directly in the
payroll system and largely removing the need for salary journals
in the general ledger.
Key changes for Finance in Release 1: Salary Management
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The Key Changes to Research in Release 1
• Research Higher Degree Supervisor Registration
Key Changes to Research in Release 1
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Research Higher Degree Supervision
New functionality to record and manage Research Higher Degree (RHD) Supervisor Registration is being introduced into Themis. It will be available to staff, honoraries, people managers (supervisors), Heads of Departments, Associate Deans – Research Training and Deans. It will be used to manage the research higher degree supervision records for academic staff, including: • Supervisor registration status • Current RHD student load • Supervised student history • Supervisor registration history • Supervisor training history
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Your RHD Supervisor details
Research Higher Degree (RHD)
Supervisor registration statuses
will be recorded in the Staff
Self-Service and Supervisor
Self-Service views in Themis.
All staff will be able
to view their RHD
supervisor
registration details
and student
supervision history
including list of
students, course
code and completion
status.
The current enrolled
student load for
supervisors is
displayed.
Things to look out for:
These RHD supervisor
records will be printed
from Themis for use in
the performance
development (PDF)
process
25
The Key Changes to Reporting in Release 1
• Operational Reporting
• Executive Dashboard and Analytics
Key Changes to Reporting in Release 1
26
Key changes in Reporting in R1
What reporting tools will TEE roll out?
• OBI (Oracle Business Intelligence) is the chosen analytics and reporting solution
for the University
• The other reporting tools that have been available in Themis to date will continue
in R12 ie reports out of Themis in real time, Financial Statements Generator
(FSG) and GL Wand.
What reporting will be available in Release 1.0 and 1.1?
• In Release 1.0, reporting will be available from HR/Payroll, Finance and
Research Themis modules using OBI and tools described above.
• Release 1.1 will include the Executive Dashboard, a limited set of pre-existing
Management Library reports (Student, Staff and Finance) and Ad Hoc Analytics
Discontinuation of Discover and SQL Ad Hoc Reporting
• OBI will replace the current Discoverer reporting
• Removal of access to reports being built via SQL ad-hoc queries
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Key changes in Reporting in R1 (continued)
How do I access reports?
• OBI is accessed from within Themis. Availability will depend on your OBI
responsibility which is based on your role within the University.
• Reports obtained directly out of Themis Finance, HR/Payroll, and Research will run
in exactly the same manner as they do now.
• The current access levels within Themis have been retained; however the names of
reporting responsibilities have changed.
• Access to the Executive Dashboard includes Executives and their nominees eg
heads of departments; security will apply ie a HoD will see their department’s data
• A limited number of analysts will be able to build reports
Will all existing Themis reports be part of Release 1.0?
• For the most part, the current transactional reports available in Themis R11 will be
migrated into Themis R12; seldom used reports have been decommissioned.
• The existing Oracle ‘Discoverer’ reports converted to OBI will be available
• Some reports have been consolidated into a single report as part of the upgrade.
• A list of reports available will be available prior to go-live.
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More Information about OBI
• The OBI dashboard functionality is how
users access pre-built reports
• Reports are grouped based on functional
modules. e.g. General Ledger, Payables,
Receivables, Compensation, Absence,
Workforce Profile etc.
• Dashboards are built corresponding to
these modules.
• Each dashboard will contain multiple
pages with reports pertaining to a
functional module
• More than one dashboard may be built
for a single functional module to support
business requirements of accessing
reports.
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How to access OBI
Access to OBI is via the Themis Home page
• Responsibilities available are dependent upon your security access
• OBI Reports allows you to view prebuilt reports via the dashboard
• OBI Author allows you to create reports (limited access)
• OBI Executive Dashboard provides access to the cross domain executive reports with drill down capability to the record level
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From Time/Date Self-Service Access Restriction
COB Monday
16/09/2013
• Entry of HDAs
• Entry of Performance Reviews (PDF)
COB Tuesday
17/09/2013
• Entry of leave
• Entry of fortnightly timecards
• Changes to work patterns
Friday 20/09/2013 • Last day for entry of casual timecards
COB Friday
20/09/2013 • Last day of access for all general users
Key Dates for Self-Service Restrictions
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From Date Go Live Dates
Monday
30/09/2013
• ‘Soft’ opening for core FPG and HR users of the
Themis system
SOB Tuesday
01/10/2013 • Themis available to all users (‘hard’ opening)
SOB Wednesday
02/10/2013 • OBI reports available to all users
Thursday 31
October
• Release 1.1 go live - the Executive Dashboard and cross
domain reporting are implemented
Key Dates for Go Live
32
Training and Contact Information
Training and Contact Information
33
• Training comprises short (approx 10 minutes) online e-learning
modules available via the LMS - http://www.lms.unimelb.edu.au/
• These modules will be grouped by type of role:
– Overview of changes and self service - all staff including casual staff
– Additional modules depending on your role eg Introduction to OBI, HR
modules (3), Finance modules (5), salary management/retro-costing,
RHD Supervisor Registration, Introduction to the Executive Dashboard
• Staff will receive an email generated from the LMS advising how to
log on, access the modules relevant to them and where to seek help
• At go live:
– additional training support resources available on the Themis website
for end users, and HR, FPG and Research websites for practitioners –
process simulations, reference cards, checklists etc
– If these don’t answer your query contact the Service Desk on Ext 40888
or log a request http://servicedesk.unimelb.edu.au/
Training
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TEE website http://tee-program.unimelb.edu.au/
– Look & Feel changes for R12
– What Does It Mean for Me? information sheets
– Summary of key changes by area (Finance, HR & Payroll,
Research, Reporting)
– Presentation packs with R12 screenshots
– Go-live tips
More communications will provide information as the go live
date approaches and over the go live period
Information Sources
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Who to contact for assistance
• Contact nominated TEE budget division change leaders (faculty/division
contacts)
http://tee-program.unimelb.edu.au/faculty_division_contacts
• Email TEE Program at:
Central Division Contact
Business Centre (Administrative Divisions)
Andrew Norris - [email protected]
Kejal Khajuria - [email protected]
Engagement Division Dr Karen Barker - [email protected]
Melbourne Research Gillian Holley - [email protected]
Melbourne Students and Learning Colin McIntosh - [email protected]
Senior Vice-Principal Division and Office of the Vice-
Chancellor
Lina Pepe - [email protected]
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© Copyright The University of Melbourne 2012
