Overview

Background

The project consists of 2 distinct parts:

A) Making Tax Digital - Compliance

In order for the university to become VAT compliant with regards HMRC Making Tax Digital legislation Finance have to implement bridging software that fulfils the following:

• connects software to HMRC systems
• allows you to report VAT information to HMRC
• allows HMRC to send information to you

Having carried out an evaluation of HMRC identified approved supplier of such software ( https://www.gov.uk/guidance/software-for-sending-income-tax-updates#software-suppliers-and-available-products ) Finance have identified a preferred supplier and have already engaged with them with regards progressing with a proof of concept phase.  Should the proof of concept complete successfully this will be followed buy a procurement and implementation of the proposed solution.

B) Finance System Compliance Updates and Document Revitalisation:

During 2016/2017, a project was undertaken (FIN114) to allow automatically generated financial documents (created by GDF and generated by Version One) to be reviewed for corrections/updates/amendments and to provide a more corporate ‘look and feel’ with the overall objective being to create robust, fit for purpose financial documentation.  As part of the original project, it was determined that those documents would be reviewed annually.

This project (FIN126) has been designed to undertake an annual review to ensure the automatically generated financial documents for 18/19 are still relevant, contain the correct details and are fit for purpose.  This review will require input from Finance, Advanced (eFinancials supplier) and the IS Applications Production teams with overall project management.

All changes will be required to be made by Advanced, before being implemented within the Test and Live environments.  Finance have agreed to be the liaison with Advanced regarding the work required to be undertaken, which Project Services will then co-ordinate with the Production team.

Scope

A) Making Tax Digital Compliance

Support the purchase of the Arkk regulatory compliance solution which has been identified as the preferred supplier by Finance.

To support identification and configuration of data flows between the purchased Arkk regulatory compliance solution and the core eFinancials suite, so that the University's VAT Return for July 2019 can be HRMC compliant.

B)  Financial System Compliance Updates and Document Revitalisation

This phase is designed to undertake the annual review to ensure the automatically generated financial documents are still relevant, compliant, contain the correct details and are fit for purpose. 

Phase scope will therefore include:

• Identification of necessary corrections/updates/amendments to:

  • All documents automatically created by GDF and then generated by Version One (Sales & Purchase Ledgers) such as Purchase Orders, Sales Invoices, Cheques, Reminder Letters, Instalment Plans, Statements, BACS Remittances, Cheque Remittances.
• Project Management support to coordinate the activities of Finance, Advanced and ISG Application Services support.
• Acceptance testing by Finance of eFinancials development changes (made by Advanced)
• Application Services team deployment support for approved development changes within the Development, Test and Live environments, and
• Support for Project Closure stage activities.

Examples of compliance updates from previous years and anticipated updates during 18/19 include:

• eFinancials login password changes raised from security concerns
• Fraud protection patches
• Patches driven by browser updates, and
• Essential updates to cSeries

Objectives/Deliverables

Benefits

Anticipated project benefits include:

Workstream A):

• The university will become VAT compliant for Making Tax Digital.

Workstream B): 

• Updated forms will improve on-going compliance of financial forms
• Creation of a more professional and improved recipient experience for students, suppliers and customers of the University, and
• An improved provider experience and reduction in queries for front-line Finance staff.

Success Criteria

Workstream A):

• Completion of proof of concept period including successful creation and submission of test VAT return.
• Procurement of Arkk For:sight bridging software.

Workstream B):

• Updates are undertaken with minimal impact to the production service.
• No impact to the performance of the solution after the upgrade has been completed.

Project Milestones