We are creating, reviewing and assessing the impact over 160 business processes. Business process mapping and change impact assessments (BPMCIAs) will document our future ways of working and help to inform change support plans including communications, engagement, familiarisation, training, and business readiness activities, which will be provided ahead of go live.
We are engaging with a wide range of stakeholders to ensure a robust, people- and process-focused approach.
Business Process Mapping
Business process mapping provides a visual way to show the end-to-end flow of activities in our future business processes, including off-system and on-system steps (handovers between human roles, ICT systems, inputs, outputs). Business process maps are process-focused and help to:
- Create a shared understanding where everyone can see the agreed flow of activities, what systems and tools are used and the roles responsible;
- Ensure processes meet standards and regulations;
- Support continuous improvement, spot issues and provide a baseline for future opportunities and optimisation - business process maps are transferred to ‘business as usual’ teams after go-live.
Change Impact Assessments
Change impact assessments are a structured assessment and evaluation of how a proposed change will affect people, processes, systems and ways of working. Change impact assessments are people-focused and help to:
- Anticipate the ripple effects of change and understand key changes and impacts;
- Better understand key benefits and risks;
- Plan support activities and makes the transition smoother for people;
- Enable faster and easier adoption - critical for change success.
Our approach
This work is being delivered in phases to standardised processes are properly documented and to streamline the resource demands on faculties and departments and central services teams.
- Draft future end-to-end business process maps (in progress).
- Review and impact assess process maps through workshops with core central services teams and process owners, such as the People Function, Finance, Procurement and Research Office. This part of the work focuses on the review and standardisation of business process maps and identifying broad based support activities (in progress).
- Review and impact assess process maps through local playbacks and workshops with faculties, departments and wider central services teams. This work focuses on local review of business process maps and exploration of change impacts and support activities - this began mid-February and runs in parallel with User Acceptance Testing (UAT).
- Business process mapping and change impact assessments will help to inform general and targeted support including communications, engagement, familiarisation, training, and business readiness activities which will be provided ahead of go live. Additionally, we also have a Change Network in place to support people and teams at a local level.
Workshops we have delivered with core central services teams:
With such a large scope to cover (over 160 different processes), we are focussing on business critical, priority processes first to ensure they are ready for User Acceptance Testing (UAT) and go-live. Workshops delivered so far include:
- Recruit to retire - recruitment, onboarding, compliance, probation, absences, contract changes, HR helpdesk, payroll and pensions and employee relations
- Procure to pay - expenses, procurement, purchasing and payments
- Asset management – fixed assets
- Student lifecycle - application fees and deposits, billing and funding
- Research lifecycle
Delivery timeline for workshops
Change Managers and Process Outcomes Designers (PODs) are working closely with stakeholders to schedule workshops and ensure key people are involved.
| Activity | Date | Audience |
|---|---|---|
| Recruit to retire | December 2025 - April 2026 | People Function |
| Reward employees | March - April 2026 | Payroll and People Function |
| Project funded staff lifecycle and research projects end-to-end cycle | Ongoing | Research Office |
| Procure to pay | February - April 2026 | Procurement |
| Asset management, tax, treasury and cash management | February - April 2026 | Finance |
| Recruit to retire playbacks | March 2026 | Faculties and departments, wider central services teams |
| Procure to pay playbacks | March - April 2026 | Faculties and departments, wider central services teams |
| Student lifecycle (prospect to alumni) | March - May 2026 | Student teams and Finance |
| Order to cash | June 2026 | Finance |
| Budgeting and reporting, month-end management and reporting | Autumn 2026 | Finance |
| Local impact assessments | Autumn 2026 | Faculties and departments, wider central services teams |
Further information
Business process mapping is aligned to our service catalogue areas: asset management, budgeting and reporting, campus services, month-end management and reporting, order to cash (receive money), other (PPM) projects, procure to pay, project-funded staff lifecycle, recruit to retire, research projects (end-to-end lifecycle), reward employees (payroll), service management, service provisioning and identity, student lifecycle (prospects to alumni), tax, treasury and cash management.
- Recruit to retire and reward employees (payroll) – including recruitment, onboarding and probation, absences, reward and benefits, and payroll
- Procure to pay – including expenses, procurement, accounts receivables, accounts payables, journals and general ledger
- Budgeting and reporting - including planning, budgeting and forecasting
- Research projects end-to-end lifecycle and student lifecycle (prospect to alumni) – including research projects, non-research projects and capital projects
Find out more about what's changing in different business process areas and how they may impact you and your team.
There are some high-level change impacts. You can read our design summary papers to learn more about the new system and key changes, including:
- Employee self-service (ESS) - employees will be able to view and manage their personal information with consistent approvals, e.g., name changes, view their work information and payslips.
- Manager self-service (MSS) - managers will be able to view and manage their teams.
- Absence management - absences will be managed through Atlas, which will replace Team Seer. Annual leave will be calculated in hours instead of days.
- Expenses - self-service creation and submission of expense reports including the ability to create expense reports via mobile devices.
- Purchase requisitions - all staff will be able to raise a purchase requisition with consistent approval processes.
- Receipting purchases - all goods and services will need to be receipted in the system to enable payment of an invoice.
- Requisition and expense approvals - academics (Principal Investigators) will be included in the approval chain for requisitions and expenses charged to research projects.
- Recruitment - will be conducted via Atlas replacing TalentLink. For recurrent positions requisitions will be raised against a position in the establishment.
- Recruitment against an award - a new staff costing tool will be available for projects which will streamline recruitment approvals.
- Probation approval - Line Managers will be required to confirm, in the system, that staff have passed probation otherwise a pay increment will not be applied.
Frequently asked questions
- What is Business Process Mapping and Change Impact Assessment (BPMCIA)?
- Why are business process maps being created?
- What is a change impact assessment?
- Who is involved in the BPMCIA process?
- How can I view the draft business process maps?
- Will process maps be created specifically for my team?
- When will my team have our local impact assessment?
BPMCIA combines business process mapping and change impact assessments to document future ways of working and identify how changes will affect people, processes and systems.
Business process maps provide a clear view of future end-to-end processes, helping teams understand roles, responsibilities, systems and opportunities for improvement.
A change impact assessment evaluates how proposed changes will affect people, processes, systems and ways of working, helping to identify benefits, risks and support needs.
The programme is working with core central services teams, faculties, departments, process owners and other stakeholders to ensure processes and impacts are fully understood.
Draft business process maps are available in Spark and can be accessed through the business process map document.
We are creating standardised business process maps for each process area; the local change impact will then highlight how your team's processes may differ and need additional support activities.
We are planning local impact assessments to commence from the autumn and will be working with local leaders and managers to plan these.