Meeting Notes 24th June and updates following on
RTI Initial Balances and HMRC submission on 24th June
Attendees: Alyson, Greg F, Gordon F, Nikki, Kathy, Terry, Anne M Copied in to Ann B, Ana, Susan, David S Also copy in Lindsey Miller, Sarah McFarlane, Steven Ennis
Timescales
- Currently HMRC have scheduled us for July (was June)
- Employee Alignment Submission (target date of 8th July - one off process up to 30 days before full submission)
- Full submission (by 25th July - day before paid)
- Pay day (26th July)
- Although the Full submission deadline is currently 25th July, all issues must be resolved in TEST prior to this date to allow for sufficient testing and confirmation that there are no further issues.
- Kathy is in discussion with HMRC aiming to delay our submission further
- Key staff in both Finance and IS Apps have summer holidays during this time and meeting the July deadlines may be extremely difficult to accommodate as set up is still being progressed with Oracle Consultant. Should these deadlines remain in place alternative resources will need to be sought and/or consideration needed on whether further steps can be completed by the consultant. The outstanding issues/work are detailed below.
RTI Patch
- This patch is required before the Full Payment Submission (current final deadline 25th July), the Employee Alignment Submission can be completed before this patch is installed on LIVE.
- Agreed RTI Patch will be done 24/06/13 PM in DEV (DEV patch completed - awaiting testing by HR, Payroll and Pensions but this is impacted by the regular Solaris patching on 25th June)
- RTI Patch for Test to be planned for week 8-11 July, not being moved before due to HRS071 and HRS073 having TEST signoff on Tues 25th June and [planned to go Live 28th June)
- For Live we need to negotiate downtime with HR and Payroll, aim for week 8-11th July. (About a 2 hour downtime) - not required yet as refresh is not complete.
- 8th July. New patch has been completed in DEV today. Waiting until refresh of TEST is complete before the (2) patches can be deployed to TEST. Refresh of TEST not likely to be complete until Thursday or Friday, due to technical issues
Configuration Submission
Oracle consultant was on site 2 days last week and good progress was made More day (s) is/are currently being scheduled They will be scheduled once the HMRC dates is confirmed. Kathy has been checking with HMRC every day and she plans to ask again on 27-June - No update on HMRC deadline 27June 28/06/13 Kathy raised with HMRC a) Tax Manager and b) RTI Manager. Tax manager will be raising chasing RTI. Terry said if we don't get another date then it will be raised higher. (Terry on holiday for fortnight) Risk and Contingency is we will have to pay the Fine 8/07 Kathy phoned RTI contact, no update from HMRC. 10/07 Kathy phones RTI contact - no update, she will try eth HMRC Tax manager next
- Employee Alignment Submission
- Oracle consultant confirmed this process is running correctly.
- This is a pre full submission report and confirms any data errors ahead of the full live submission.
- Once run in Live the full submission must be returned to HMRC within 30 days. (The full submission must be with HRMC no later than the day before the payday of the month of submission)
- If the University is to complete its RTI submission in July then the target for running this report is asap after 8th July, but unwilling to progress as then committed to submit it for July.
- API Work to update flags against pensioners and HTBN assignments (required for testing of full submission)
- This work is required to update the flags for existing records. If completed manually this task could not be completed within the timescales. It is estimated that an API would take approx. 3 days from build to implement to live.
- Alyson to start design (25th June)
- If possible Alyson will complete in Dev ASAP before leave (28th June - 7th July). If required, completion of this work could be undertaken by Ana Heyn, however, this would require a conflict for effort, but plan to leave until after the 8th.
- API Dev Kathy has looked at and some strange issues exist, Alyson checking out further on 8th July. Needed for go live but not holding up the rest.
- Alyson agreed API code needs to be re-written, this is currently been investigated 10/07
- BACS Transfer - file update required (required for testing of full submission)
- Finance and the supplier, Albany, have been working together to update DEV. Indications from testing is that the DEV setup is now completed.
- Unidesk call I130621-0421 requested an Albany restart to assist with this work. This unidesk call was actioned 24th June.
- Finance to confirm that these updates have been successful and that changes will be implemented on TEST and LIVE in time for the full submission.
- The .DAT BACS file is not being created in DEV (that is the file that is sent to Albany to proceess payments to HMRC)
- the file goes to an output folder that the cash room set up and transferr to RBS. Finance and Albany are progessing this, but it is lower priority than the other issues.
- Payment Frequency is incorrect for full submission
- Consultant confirmed that the payment frequency must be set to "calendar month", solution required ASAP raised SR with Oracle (SR 3-7412099091) as priority 1
- Unidesk call I130624-0304 was raised requesting information required by Oracle to progress the SR. This data was provided on 24th June.
- Concern that this change may impact other Oracle reports which are set with a pay frequency of "month".
- Likely updates needed for the Successful Applicant Interface from eRecruitment to make sure that new starts are created with the correct frequency. If required, it should be possible to update the interface with the eRecruitment Phase 1b updates scheduled for end July.
- Switch on logging to provide more information, but will only be run after July payroll in Dev finished 28th June
- Data Refresh of TEST requested by Finance/Payroll
- Finance/Payroll have requested a data refresh of TEST so that any testing is undertaken with the most up to date data possible.
- This would allow early identification of LIVE data updates from testing
- Potential impact to the HESA and eRecruitment project work for the successful applicant interface. This is due for acceptance sign off by 26th June and therefore the data refresh could be progressed after the 26th.
- Options for progressing this to be confirmed by PM
- Since the meeting Alyson has done a bit of investigation and the payroll frequency is held as an attribute of the payroll and not the person's assignment so we won't need to change the successful applicant interface to amend the frequency (if that makes sense!) 26-June
Data Refresh request to be requested on or after 1st July (Anne to discuss 27th June and arrange dates)
Planned for 4-5th July - Now delayed until 11-12 Jul
Actions/Next Steps
- Kathy to progress discussions with HMRC and confirm agreed deadline (update 25/06 - no further change to deadline but still being discussed within HMRC) update 26/06 no change no change 27/06 , no change 4/07, no change 8/07, no update 10/07
- Greg to progress RTI patching (DEV completed)
- Anne M to confirm dates for LIVE patching and secure suitable resource (conflicting if required) Test and Live Patching Config team (week begin 8/07)
- Alyson to start API design/build work (in progress 26-Jun and will complete week begining 8/07) Dev run but will be progressed further 8/07
- Gordon F to confirm BACS transfer updates understood and signed off on DEV due 27th (in progress will know 27th AM if worked) BACS more info provided to Oracle
- Louise to progress SR 3-7412099091 with Oracle, requesting further info from IS Apps if required Ana ran a script and info being fed back to Louise and Gordon results on 27th AM - more info has sent, back with Oracle and again back with Oracle on 2/07, 8/07 Oracle replied, Apps Support provided info, back with Oracle
- Anne M to discuss and agree dates for requested data refresh (Anne to discuss with Alyson and Gillian for a data refresh) - Arranged 4-5th July, Having problems with Clone refresh, now will be 11-12th July.
- Gordon F to confirm contacts for progressing work in his and Louise's absence (week of 1st July) maybe Liz (Hear from Gordon 27th) - Louise not back till 28th June and then 11th Jul
- Terry back 15th July, Liz back 25th July, Kathy will chase HMRC on 5th if not heard any update, no update 8/07
- Notes written in BLACK 24th June, updates in RED 26th, updates in BLUE 27th, updates 1-4/07 (Fri 28/06) Bold, Blue bold 8/07, 10/07
- Anne is on holiday 15 -30 July, please contact Nikki in Anne's absence