Overview

Background

The background to this project comes from the annual year end process in Asta. Asta is the application used by IS Applications to log their effort and submit timesheets linking effort to project tasks, support tasks and overhead tasks. The programme is also used by members of SACS who record their effort against projects and overheads. This is very useful in order to monitor effort against individual projects and support programmes allowing resource managers to monitor their budgets effectively.

At the end of each financial year there are a number of administrative processes required to prepare Asta for the new year and collect end of year data from the year just ended. This involves running reports and inputting the new recording codes for the new year along with the list of projects that have come from annual plan ready for 13/14. It is this end of year project that will be managed through this project.

Scope, Objectives and Deliverables

Objectives

•  To sucessfully complete the Asta year end process with minimal impact to users.
• To provide all of the information required for Director's Office at the end of the year.

Deliverables

• End of year reports
• Working system for new year

Included in the scope of this project:

• Creating and populating the structure within Asta ready for 13/14 use
• Providing a full set of year end data and reports in line with business requirements
• Communicate effectively the timeline and responsibilities for those affected
• Post year end clean-up and return Asta to normal use

This project will not consider in its scope:

• Current discussions around Asta upgrade/archiving
• Current survey around Project and User Views
• The planning process that is required to determine projects and codes for 13/14

Benefits

 The year end process in Asta is critical to provide data from the year finished. It is also critical in order to ensure TR codes and projects are there to begin time recording in the new year.

Success Criteria

•  Prep work complete to allow year end process to be completed 5th-10th August
• All reports run successfully to determine end of year position by end of Monday 5th August
• Asta returned to normal use for 12th August