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IBC upgrade and system downtime

Important update. Please read

IBC upgrade and system downtime

Changes

The system behind the Integrated Business Center (IBC) is called SAP and the Shared Services Partnership is upgrading to a more up-to-date version called SAP S/4HANA.

  • Information and data will be ‘lifted and shifted’ from the current system to the updated version.
  • The IBC portal and Employee Self-Service (ESS) is operating as usual while preparation work and testing is done in the background.
  • The change means a more modern system with opportunities for future improvements.

Preparation

There will be a period of time when systems won’t be available, as the current system switches over to the new one. 

During this time you won’t be able to use the IBC portal or Employee Self Service (ESS). 

 IMPORTANT DATES

  • The IBC portal and Employee Self Service (ESS) will not be available from 6.00pm on Wednesday 24 September
  • Access is planned to be available again at 8.00am on Thursday 2 October

Please note: There is a contingency window (additional time in the event of a critical issue with the cutover). If this extra time is needed, access won’t be available again until 8.00am on Monday 6 October.

The teams in Shared Services will be working around the clock in shifts throughout the cutover period to keep system outage time to a minimum and ensure a smooth transition.

Start planning now

Although the outage begins at 6.00pm on 24 September it’s important to remember some processes in IBC require follow on actions, so should be completed well in advance.

HR and payroll

  • September payroll will be completed before the systems become unavailable.
  • There is no change to the date employees will receive their pay in September or October.

To make sure there is no impact on pay you need to take the following actions:

  • eForms must be submitted by 14 September.
  • ‘Manage Starter’ forms can’t be submitted when the system is unavailable, so make sure all starter forms are submitted in good time before 24 September  and check payroll deadlines, to make sure new employees receive their contracts and pay.
  • Everyone must check their September payslips early. Payslips are expected to be available around 18 September. If any issues are identified employees must raise an IBC enquiry well in advance of 24 September.
  • It is imperative that any issues with pay are raised promptly, before the system becomes unavailable.
  • Important: Emergency payments and BACS recalls can’t be processed when the system is unavailable.

Finance and purchasing

  • The final payment run will be completed at 2.00pm on 24 September.
  • Make sure you have processed outstanding invoices in good time.
  • Clear all actions in your IBC ‘My Inbox’ to prevent delays in purchase orders and/or payments reaching suppliers.

Purchasing cards and petty cash can still be used when the system is unavailable. 

Questions

More information will follow as we move towards the cutover in September.

In the meantime, if you have any questions or feedback please contact the Schools Improvement team: SchoolImprovementTeam@Oxfordshire.gov.uk