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UFS

 

Bulletin No. 887

Monday 1st November

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Potential service interruption - Tuesday 2nd November

UIS will be carring out maintanance between 7am and 9am on Tuesday 2nd November.

We have been informed that this should not impact CUFS but if you do encounter any issues during this time please try again after 9am.

Issued by Lesley Dent - System Administrator

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Vulnerable Period

Use of Vulnerable Period - Thursday 4th November 2021

System maintenance is scheduled for the vulnerable period (VP) of 6am to 9am on Thursday 4th November.

  • Users who are processing in CUFS when the VP starts will lose their work.

  • Users who are running requests in CUFS when the VP starts could delay the start of work while those requests complete.

  • Users attempting to log onto CUFS while the system is being brought back online can face instability and delay the return of the sys

UFS Communications will be issued when the work is complete and users can access the system.

Issued by Lesley Dent - System Administrator

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12.2 System Upgrade - CUFS down time 12th to 22nd November

This downtime is to accommodate a system upgrade.
 
Before Downtime:
In order to take the system down safely all requests should be completed before 5pm, and all sheduled requests due to run after 5pm on 12th November are to be put on hold.
During Downtime:
On Monday 15th November a copy of CUFS will be available, allowing you to run reports and query information.
 
Issued by Paul Humphreys - Functional Analyst

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12.2 Training

We are currently in the process of updating all the training materials for version 12.2 and these will be available shortly. In the meantime, below is an update on iProcurement. 

 

12.2 What's changed in iProcurement

Whilst users of the iProcurement module will notice several changes with version 12.2 functionally these changes are not significant:
 
  • the styling and colour of the pages has changed
  • the View cart window now displays more information
  • the checkout process can now be completed on a single page
  • the Edit lines option has been replaced with an update button
  • the search function in the Buyers Work Centre is now accessed through a dropdown list instead of a button
A visual summary comparing both the current and new system is available here and more detailed guidance and videos will be available from next week.
 
 

Existing and new bookings for iProcurement training

The Finance Training Team is developing a new suite of iProcurement training courses to replace the existing ones and to reflect the changes that version 12.2 brings. These new iProcurement courses will be available from the 11th November.
 
To ensure that the transition for new users goes smoothly we will not be accepting any bookings for the old courses after the 8th November and ask those currently booked on to their courses to please complete their training by the 10th of November.
 
Once the transition is complete, we will transfer any outstanding bookings over to the new courses which will need to be completed in full. Any queries please contact Finance.Training@admin.cam.ac.uk
 
Issued by  Karen Sheldon - Finance Training
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Reminder: Accounts Payable – Payment Arrangements during CUFS downtime 

In anticipation of the CUFS upgrade downtime (week 15/11/21 to 19/11/21) we shall extend the pay through date on the prior week’s Supplier BACS run as well as carry out an additional payment run on Friday 12th November.
 
Tuesday 9TH November
The Supplier BACS run will include everything due up to the 26th November. This will be paid on Monday 15th.
 
Friday 12TH November 
Additional Supplier BACS run to include everything due up to 26th November to collect any invoices that have been processed since Tuesday 9th. This will be paid on Monday 22nd November.
 
If you have any queries or require any further assistance please do not hesitate to contact the Accounts Payable Team on the usual helpdesk number (66888) or email ufs_ap@admin.cam.ac.uk 
Issued by Andrew Weatherley - Manager Accounts Payable, Receivable and Cash Management
 

Reminder - Barclays Bank, Sidney Street Branch Closure

As advised in bulletin 885 we would like to remind you that the Sidney Street branch of Barclays Bank has now closed.
 
All departments previously using the Sidney Street branch will now need to use an alternative Barclays branch. The recommend branch is St Andrews Street. It will be operating a full counter service each day between 11am and 2pm.
 
Barclays are also offering a deferred checking service called “Drop and Go”. Cash and cheques can be banked via this method, using a sealed wallet. It will still need to be taken into the branch within the hours above and left with a cashier, who will provide a stamped receipt for the unopened bag.
 
This may save time as there will be no need to wait for the cashier to check and count the deposit. If this service is of interest please contact the University Cashier (ufscashier@admin.cam.ac.uk) who will be able to provide more information and a supply of the specific drop and go wallets.
 
The following branches also remain open and offer a counter service:
 
Chesterton Road – Counter open 11am-2pm every day except Thursday when the branch is closed.
Addenbrookes – 9.30am-4.30pm Monday to Friday except Wednesday (10am-4.30pm).
 
Outside of Cambridge, other branches such as St. Ives or Haverhill can also be used if necessary but please note the St. Ives branch is also scheduled to close permanently on 14th Jan 2022.
 
The branch finder on Barclays website (https://www.barclays.co.uk/branch-finder/) can be used for the most up to date information.
 
Some departments already benefit from a ‘click and collect service’, where a courier collects cheques and cash direct from the department on a regular or ad hoc basis, if this would be of interest, please contact us.
 
In the meantime we are investigating alternatives to using the branch network and will update you on progress as solutions develop. 
 
If you have any comments regarding the service you receive at any Barclays Branch, please do let me know.
 
Issued by Simon Miller - Helpdesk & Cash Management Supervisor

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Temporary Surcharge - CO2 cylinders and Dry Ice

Procurement have been informed that BOC are imposing a TEMPORARY surcharge on cylinder CO2 and Dry Ice, effective from 1st November due to the severe issues with the supply of CO2 over the last few weeks.  Further information can be found within the  PDF BOC Letters below.
Issued by Helen Stuckey - Strategic Sourcing Category Manager

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Forthcoming course (via Teams)

Discover how to view your Grants setup in CUFS – a useful check for new awards. Also used to find the budget and transaction controls when experiencing issues raising POs or paying invoices. We will also run some CUFS Grants reports. NB: You need to have completed the Grants 1 (online course, duration about 30 mins) to do this course.
 
Learn the basics of how the General Ledger module works. Topics include the University’s chart of accounts and how to run online account enquiries. The optional second session covers how to process journals.
 
Issued by Christine Rogerson - Finance Training

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FAQ heading

Monthly Accounting Timetable

To view the status of the monthly process including the month end close dates please use the following link: Accounting Timetable

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Vulnerable Periods

Some systems may be unavailable between 6.00am to 9.00am Tuesdays and Thursdays. Users will be notified of planned vulnerable periods here and in the latest bulletin.