We are engaging with a wide range of stakeholders to ensure a robust, people- and process-focused approach to business process mapping and change impact assessments. This work is being delivered in phases to minimise the resource impact on faculties, departments and central services teams.
Our approach
- 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.
Initial workshops we have delivered with core central services teams:
We are creating, reviewing and impact assessing over 160 business processes. With such a large scope to cover, we are focussing on business critical, priority processes first to ensure they are ready for supporting User Acceptance Testing (UAT) training and go live. Workshops delivered so far include:
- Recruitment, onboarding and probation, absences, contract changes, the new HR Helpdesk, payroll and pensions
- Expenses, procurement and purchasing and payments
- Student Lifecycle
- 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 |
|---|---|---|
| Human Capital Management (HCM) central workshops | December 2025 - March 2026 | People Function |
| Portfolio Project Management (PPM) central workshops | January - April 2026 | Research Office |
| Enterprise Resource Planning (ERP) central workshops | February - March 2026 | Finance and Procurement |
| Enterprise Planning and Management (EPM) | March - April 2026 | People Function, Finance, faculties and departments and broader central services teams |
| HCM, PPM and ERP local workshops | From mid-February - mid-June in line with User Acceptance Testing | Faculties and departments, wider central services teams |
Further information
We are making draft process maps available for people and teams to view in Spark (our business process mapping tool) as early sight of these will support familiarisation and adoption. You can access the business process maps through the business process map document on our Sharepoint.
The following draft business process maps are available:
- Recruitment
- Absences
- Contract changes
- Expenses
- Purchasing
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 - 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.
Business processes come under four broad categories in line with the new system:
- Human Capital Management (HCM) – including recruitment, onboarding and probation, absences, reward and benefits, and payroll
- Enterprise Resource Planning (ERP) – including expenses, procurement, accounts receivables, accounts payables, journals and general ledger
- Enterprise Performance Management (EPM) - including planning, budgeting and forecasting
- Projects and Portfolio Management (PPM) – including research projects, non-research projects and capital projects
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.
As BPMCIA workshops progress, we will be sharing summary papers on the different impacted areas and groups. In the meantime, 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 - all absence will be managed through Oracle Fusion, which will replace TeamSeer. Additionally, 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 Oracle Fusion replacing TalentLink.
- 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.