HMBS System Impact Directory

Following the launch of the Faculty of Health, Medicine and Behavioural Sciences (HMBS) on 1 January 2025, several key systems and processes have been and will continue to be updated.

This directory provides detailed information on the changes for each affected system. Some changes were implemented from 1 January, with additional updates rolled out gradually until the end of Q1. Our goal is to ensure a smooth transition and maintain business continuity, and allow adequate time for testing and refinements.

If you have any questions, please contact the relevant person listed.

Blackboard

Downstream data feeds

To facilitate the HMBS updates and ensure data stability, all data feeds running through integration platforms were temporarily paused late on 31 December 2024.

The validation process was completed on the 6th January 2025, and all data feeds are now re-enabled and functioning as expected.

If you have any questions or concerns about recent changes or are experiencing any difficulties with data feeds, please contact us at the email address below. Your email will automatically be posted in the Faculty Establishment Teams Channel where the appropriate team member will help you – Faculty Establishment Teams Channel

Drupal Website

The new Faculty of Health, Medicine, and Behavioural Sciences (HMBS) website (Minimum Viable Product - MVP) launched on Monday, 16 December 2024. This site unifies content from the Faculty of Health and Behavioural Sciences (HaBS) and Faculty of Medicine websites, providing a user-friendly digital presence.

Key Points:

MVP Definition: Essential content and functionality from HaBS and Medicine websites, with plans for future enhancements in 2025.
Content Integration: Content reviewed and mapped to the new site, with URL redirects in place.
Access to Existing Sites: Some content remains on old sites, accessible via original URLs, with notices about the new site and future updates.

Looking Ahead: Further development and enhancements are planned for 2025 to support the Faculty’s needs and goals.

Contact: habswebrequests@uq.edu.au

Fileshare / Shared Folders

The S:/drive file share (also known as HBS-MBS-shared) has been renamed to HMBS. Additionally, GPO updates including specific second level folders rename was completed on 7th of January 2025.

Please note that if you use the full path name in your applications, or if you use a Mac you will need to remap.

Instructions for this are available here: https://staff.uq.edu.au/information-and-services/information-technology/folders-and-file-storage/folders-uq-network-drives/connecting-shared-folder-or-network-drive

Contact: help@its.uq.edu.au

Identity Management

InPlace

The In Place system is used for organising and capturing student placements, helping manage and coordinate these placements effectively.

A new discipline of HMBS has been created. Staff and students under HMBS will gradually transition to this new discipline as data is updated. Student data will begin to reflect the changes as they enroll for the next semester. Templates and any email changes will need to be updated by the Faculty.

Contact: simon.hunt@uq.edu.au

JAC

Microsoft Teams

To identify Teams as part of the new faculty, a prefix using an abbreviation for associated Schools/Centres or HMBS will be added to the existing team name where applicable. A Teams name will only require one prefix of one level of organisational unit (e.g. SHRS XYZ Group or HMBS XYZ Group).

Please note that due to the special nature of the ampersand "&" character it will also be replaced with "and" when the team is renamed.

These changes will take place on Thursday 23 January 2025 from 9.30pm.

Contact: help@its.uq.edu.au

Online Applications (OLA)

Printers

Service CRM

The following changes are being made to Service CRM to ensure alignment with the Faculty of Health, Medicine, and Behavioural Sciences:

New mailboxes and queues

New shared mailboxes will be created for HMBS and will replace existing faculty shared mailboxes. These new mailboxes will direct messages to new queues.
Existing mailboxes will remain accessible, and you can respond to open queries from those mailboxes. However, future correspondence will come in from the new queues.
Dashboards for Graduate School and Faculty staff will incorporate the new queues.

Profile Changes

New queues will be added to current user profiles.
Service CRM Workspace Changes
We are adjusting ‘workspaces’ within Service CRM system to accommodate the new faculty for HR, Finance and Central Support teams.

Impact: we are working with the faculty on a transition plan to migrate legacy data from previously designated queues and to phase out old email addresses after 1 January 2025.

Contact: crmsupport@uq.edu.au

Si-Net

A range of configurations and updates have been made to SI-net, most of which will be visible on January 1, 2025. These updates include changes to student information, course profiles and academic records.

Impact: As from January 1, 2025, relevant emails generated by SI-net and distributed by the faculty will be sent to the new HBMS faculty-nominated email address. For example, currently, the Grade Change Reports for MED and HLBS are sent to med.studentadmin@uq.edu.au and habs.studentadmin@uq.edu.au mailboxes, respectively, every Monday. From January 1, 2025, grade changes for any programs within the new HBMS faculty will be sent to the newly configured hmbs.studentadmin@uq.edu.au address.

Contact: help@its.uq.edu.au

UniTask

UQ Organisational Database

The University of Queensland’s organisational structure (UQ Org) has been updated to reflect the establishment of the new Faculty of Health, Medicine, and Behavioural Sciences (HMBS). This change will take effect from 1 January 2025.

As part of this transition:

The Faculty of Medicine and the Faculty of Health and Behavioural Sciences will be deactivated. All organisational units under these faculties will be integrated into the new HMBS Faculty.
The Queensland Brain Institute (QBI) will now be part of the Faculty of Health, Medicine, and Behavioural Sciences.
The School of Pharmacy will be renamed to the School of Pharmacy and Pharmaceutical Sciences.

Workday

We have been working on a phased approach to changes to Workday to reflect new reporting lines and positions. These behind-the-scenes changes also include updates to organisational models and costing allocations. Although you may notice some changes in your Workday profile, these should not impact the way you engage with Workday functions.

Impact: Most changes required in Workday have been successfully implemented without impacting day-to-day operations and access. Employees whose reporting lines will change may notice some adjustments or impact to APD and/or timesheets workflows.

Contact: If you experience any issues or need assistance navigating these changes, contact AskHR for support.