Digital and Technology Services

UniCore

Guidance for using our HR, Finance and Procurement system

 

 

Using UniCore

UniCore is the university's new HR, Finance and Procurement system. It is expected to go live at the end of November 2024. 

check_circle   A modern system that is integrated and secure

check_circle   Staff will be able to use UniCore to book annual leave, access payslips, view staff contact details and organisation charts, record Appraisal and Development Conversations (ADC), view university jobs, record sickness and other absences, manage research, make purchases, claim expenses and access reports

check_circle   University suppliers will be able to use UniCore to host their catalogues, submit invoices, check the status of payments, and update contact information and bank details
 

Guidance and requesting help

Select the link that is relevant to you: 

Information for university staff

So that UniCore can be configured for go-live, from Monday 14 October to Monday 25 November 2024 we will need to temporarily pause some processes and stop using the systems that we will be replacing. This is known as the 'cutover period'. 

Please familiarise yourself with the impacts given on the following webpage and ensure HR, Finance and Procurement requests are made before the specified deadlines:

UniCore cutover period

 
UniCore training sessions, demo videos, process maps and Standard Operating Procedures (SOPs):  
 

UniCore training and resources

 
View the UniCore Frequently Asked Questions:

UniCore FAQs

 
Digital Core is the project that has been working to put UniCore in place:

Digital Core SharePoint site

 

Information for HR Casual staff

From Monday 25 November 2024 you will need to use UniCore to complete and submit your new timesheets.

You can also use UniCore to:

We will send you an email when you can access UniCore.

 

Information for Unitemps staff

You will need to use UniCore to view payslips dated from November 2024. Your previous payslips will continue to be available in MyView. Further details about MyView payslips will be provided in early 2025.

You will also be able to view and update your personal details and payment details in UniCore.

We will send you an email when you can access UniCore. 

 

Information for Postgraduate Research students

If you are a Postgraduate Research student that makes purchases, please note that purchasing is currently paused. You can view your previous orders in read-only view in Sciquest and Agresso.

UniCore will be launched from Monday 25 November 2024. From this date:

  • All approved orders will be moved from Agresso to UniCore - you will be able to goods-receipt these orders in UniCore.
  • You will be able to make purchases in UniCore but you will need to use new codes. Please contact your School/projects administrator to request your new codes.

We will email you towards the end of November to confirm how you can access UniCore. In the meantime, you can find out how to purchase items in UniCore here:
 

Purchasing demo videos

 

Information for suppliers of goods and services

The University of Nottingham will be replacing its finance, procurement and HR systems towards the end of November 2024. The systems that suppliers use will be replaced with a new Oracle Fusion system that we have named ‘UniCore’.

Please refer to the frequently asked questions below for further information.

  
Why has the university decided to start using a new system?

The university requires an integrated and modern system to efficiently run university operations. A new finance, procurement and HR system will enable us to improve and standardise services for our staff and suppliers.

Around 45 dated systems are expected to be replaced with a modern, integrated, reliable and secure system that can be accessed from any mobile device.

  
Which supplier systems will you be replacing? When will you stop using them?

The following systems that suppliers use will be replaced:

  • Business World finance system - This is used for invoicing and payments. It will become read-only from Monday 28 October 2024. After this time, suppliers will be able to run enquiries and reports but will be unable to make amendments.
  • SciQuest e-catalogue - This is used to host catalogues and price files. Suppliers will no longer have access to this from Monday 28 October 2024.
  • InTend e-procurement portal – This is used for tendering. Existing tender negotiations will continue through this portal, but it will be phased out during early 2025.

 
What improvements can suppliers look forward to in UniCore?

UniCore will bring better integration between tendering, contracting and invoicing. It will be a more modern, single supplier system. UniCore will have self-service capabilities that will allow suppliers to submit invoices, check the status of payments, and update their contact information and bank details.

 
When will suppliers be able to use UniCore and how will they access it?

Suppliers will be able to access to UniCore at the end of November 2024. We will send suppliers an email with the link to use, login details and a step-by-step user guide.

 
How will suppliers be affected during the cutover period?

So that UniCore can be configured for go-live, we will need to temporarily pause some processes and stop using the systems that we will be replacing. This is known as the ‘cutover period’ and is a common part of any IT system replacement.

We greatly appreciate the support and patience of our suppliers as the following processes will be affected from Monday 14 October to Monday 25 November 2024:

  • University of Nottingham staff will be unable to raise purchase orders, so suppliers may notice a spike in orders before and after this time.
  • We will be unable to pay invoices during this time. Suppliers can continue to email their invoices to pdfinvoices@nottingham.ac.uk, but these will be paid when UniCore is launched at the end of November. Purchase orders should always be clearly marked on invoices in a consistent place so efficient payments can be made in UniCore. Suppliers should email us if they have any concerns.
  • Suppliers will be unable to update price files during this time.
  • Suppliers will receive an automated email when their UniCore accounts are created. Suppliers should not take any action when they receive this email. If suppliers attempt to access UniCore, they will see an error message. We will send suppliers an email with instructions when the system is ready to use at the end of November.

 
Will the University’s Catering Team still be able to place orders using Procure Wizard?

Orders can still be placed on Procure Wizard, however the payment of invoices will not be made between Monday 14 October to Monday 25 November 2024.
 

Will due invoices get paid over the cutover period?

All valid supplier invoices that have been goods receipted and are on our creditors’ ledger at the end of Friday 18 October 2024 will be paid by Friday 25 October 2024. This goodwill decision to make these payments early enables us to settle outstanding balances and avoid delays over the coming weeks. Payments will resume when UniCore is launched from the end of November 2024.
 

When will the university be contacting its suppliers about this replacement? How will our suppliers’ inventory be transferred to the new system?

We have already contacted our suppliers about the upcoming replacement of our systems, as follows:

  • Catalogue suppliers in Sciquest - As suppliers that provide us with catalogue files periodically, we have already requested catalogues from these suppliers. Catalogues will be uploaded to the new system, ready for go-live at the end of November 2024.
  • Non-catalogue suppliers in Agresso - We have already contacted these suppliers to make them aware of the upcoming replacement of our supplier systems.
  • Punch-out suppliers – The university purchases items from these suppliers using supplier websites. These suppliers have already undertaken testing to ensure their websites have a seamless integration with the UniCore.
     

Who should suppliers contact if they have any questions or require further information?

If suppliers have any questions, they should email newpaymentsystem@nottingham.ac.uk.

 

 

Details about our previous HR and Finance systems can be found on this page.


 

University of Nottingham

University Park
Nottingham, NG7 2RD

telephone: +44 (0) 115 951 5151
fax: +44 (0) 115 951 3666
email: Contact us