It’s the final countdown

We are fast approaching the moment when the first of our workstreams will go live in the OneUniversity solution.  The run up to the key date of 4 December is called the cutover, where we’ll start to move data from existing systems such as PECOS and CODA over to OneUniversity. This activity begins next week so here are some dates for your diary.

 

Date Activity What this means
Tuesday

21.11.17

 

Deadline for submission of expenses and any payment requests Continue to submit your expenses in the usual way until this date after which we’ll freeze activity until 4 December.  You’ll be able to enter your expenses in OneUniversity, including uploading your receipts, once we go live.
Monday

27.11.17

 

Key Travel portal closes (9.00 am)

 

 

University store closes (5.00 pm)

No bookings in Key Travel overnight to allow for switch to the new coding string.

 

 

No purchasing from the University store (WPM).

Tuesday

28.11.17

 

Key Travel portal opens

(9.00 am)

 

 

 

You will be able to make bookings as usual but will need to use the new six element coding string.

A spreadsheet with the old>new codes will be available in Box.

Tuesday

28.11.17

Full PECOS close down (5.00 pm) PECOS closed for ordering, receipting and matching but you’ll still be able to view orders.

 

Any purchases needed between this date and December 4 can be made using a University Purchase Card.  Some Schools may wish to buy in additional items to tide them over this period.

 

Accounts Payable will process the final payment run which will include suppliers, staff and students, stipends and externals.

Thursday

30.11.17

CODA close down

(5.00 pm)

No further postings to CODA

 

Monday

4.12.17

GO LIVE! (9.00 am) After a final sign-off from the business, it’s all systems go! You can start requisitioning and claiming expenses in OneUniversity Finance as well as purchasing from the University store.

 

Local experts will be available in Schools and Directorates to help you.

 

All support calls logged with the Service Desk.

OneUniversity Finance – we’re here to help!

Team members Emma McDade, Lyle McDonald and Joanna Stephens modeling the latest fashion in Business Transformation attire.

We’ve been getting asked what will happen when we go live, especially with technical support.

In the days immediately after go live we’ll have people on hand locally to help you with general queries – this might be your change champion, someone from IT or the BT Programme, or someone who’s taken part in Key User Training.

We’ll publish a list of who these people are on Box but they’ll be identified by their bright blue t-shirts with the OneUniversity logo!

In addition to this we’ve created a bank of Frequently Asked Questions within the IT portal which will be available soon. Just login, select the OneUniversity tile and search! We’ll update this daily so you can be guaranteed that the latest information and support will be there.

If you still can’t find the answer you should raise a ticket with the Service Desk where it will be assessed and allocated to the appropriate group/person to resolve and respond.

We know that it’ll be busy, particularly during the first week, so help us to help you by trying the FAQ’s before raising a ticket and, unless absolutely critical, avoid calling the Service Desk.

Raise a ticket with Help4You and they’ll get on it ASAP.

Thanks in advance for your support and understanding!

Delegation’s what you need!

In the immortal words of Roy Castle …

Delegation, delegation, delegation, that’s what you need
If you have to go away, if you can’t do it today,
Delegation’s what you need.

With OneUniversity, any person who’s employed by the University can delegate or be a delegate for another member of staff.

You might be travelling on business, on annual leave, absent due to ill health or simply need to rearrange your priorities during specified times. Being able to delegate means that work can continue, even if you’re not around to do it.

How does delegation work?

There are two types:

Delegate everything
When you delegate everything, the person you’ve delegated to (the delegate) effectively acts as your proxy. They can log on as you and will have the same access and permissions to the system as you. However, you remain accountable for their actions.

Delegate your tasks
The delegate can see and action your tasks in their My Tasks function however they don’t log on as you, so can’t perform any action unless it has been assigned to you. For example, they’ll only be able to approve purchases up to their own approval limit, should that be lower than yours.

How do I choose my delegate?
A delegate should be in the same team/area as you. It’s not appropriate to delegate to someone you know who works in another part of the University, and before delegating your work to someone, please talk to them – don’t simply delegate to someone without making them aware.

Now I’ve decided who, how do I delegate my tasks to them?

·         Click on the Profile icon at the top right-hand corner of the OneUniversity screen.
·         From the dialogue box that displays, choose the Delegation option.

You’ll now run through some straightforward actions to assign your work or task, including setting up delegation for specified time periods, rather like an Out of Office setting.

A day in the life of Carrie Masterton, PMO analyst

Q. Hi Carrie, what’s the P for in PMO?

A. I’m asked this question a lot! It’s P for programme. I’m the analyst for the Programme Management Office of the Business Transformation group.

Q. What does the Programme Management Office do?

A. We are the overarching support structure helping all the workstreams that combine to create the new OneUniversity solution. We work in phases and they’re all at different stages so our job is to bend and flex to meet the needs of the Programme

Q. What’s it like collaborating with different workstreams?

A. We’re here to support all of the workstreams, not just one area. This means we have to have a wide knowledge across the Programme. We also need to have an awareness of other activity happening across the University.

Q. You’re an analyst. What do you analyse?

A. Our analysis helps to support decision making, planning and reporting to name a few areas. We support all the workstreams – HR and Payroll, Research and Projects, Student, Enquiry Management – but right now we’re heavily focused on the Finance and Procurement workstream. In the run up to our December go-live date the PMO have created a new planning framework. ‘How long will it take? What resources will it require?’ These are the key questions we address to assure Finance and Procurement have workable timescales and available means.

Q. What is your favourite part of the job?

A. When you work on a project, especially one of this size, there is a broad scope of things you are working on, so no two days are the same.

Q. What are the top three skills required in your role?

A. Planning, being able to apply your continual learning and risk management. That’s having a good back-up plan!

Q. You celebrated one year working on the project this month. What’s the most rewarding thing that’s come out of it for you?

A. I’ve really enjoyed being part of the Business Transformation team working on OneUniversity. The team is made up of a wide array of people from across the University and from other organisations who bring a wealth of experience to the programme. It’s nice knowing that you are part of a programme of work that will support the University in achieving its strategic goals.

Expenses and requisitioning training dates

Requisitioning end user training kicks-off on Monday 13 November and will continue up to Wednesday 29 November in preparation for the OneUniversity go live date on Monday 4 December.

School Managers and Directors have nominated colleagues to take part in the training so that knowledge from those sessions can be cascaded to their teams.

Separate training sessions for Stores Management, Receipting and General Navigation will be held at Ninewells and Life Sciences. A wider education programme including a range of training resources are being developed and will be available before go live.

Training areas which will be focused on are:

  • General Navigation – completed
  • Requisitioning – starts on 13 Nov for staff nominated by their line manager (see below for dates)
  • Invoice to cash – dates announced soon
  • Pcard – dates announced soon
  • Chart of Accounts – further session to be arranged

Expenses drop-in sessions
Drop in sessions will take place on the following dates:

  • Friday 8 and Wednesday 13 December in Dalhousie 1G16, IT Suite 3 from 2pm-5pm
  • Wednesday 20 December in Tower Basement IT Suite D from 2pm-5pm.

Bring your expenses along and we’ll help you process them. Please email us if you plan to attend any of those sessions.

Requisitioning demos

Requisitioning demos will take place on the dates below. Come along and see how to process a simple requisition.

  • Tuesday 14 November 3.30pm-4.30pm Dalhousie LF01 LT3
  • Thursday 16 November 3.30pm-4.30pm Dalhousie 2G11 LT4
  • Tuesday 21 November 10.30am-11.30am Dalhousie 3G02 LT1
  • Thursday 23 November 1.00pm-2.00pm Dalhousie 3G02 LT1

To-date we’ve held:

  • 10 general navigation demo sessions
  • 8 Chart of Accounts and the new string sessions

If you have any queries or feedback please email us at business-transformation@dundee.ac.uk

Show me the money

Claiming for expenses with OneUniversity

With OneUniversity you can submit your expense claims electronically, taking photographs of your receipts on your phone and uploading them with your claim.

By doing it this way we cut out the paper, and you get paid with less fuss.

What happens now?

You continue to submit expenses in the traditional way until 5:00 p.m. on Tuesday 21 November after which there will be a freeze on claims until we switch to OneUniversity.

After the go live date all claims must be submitted through OneUniversity. We won’t be accepting any further paper claims.*

Here are a few questions we’ve received recently:

Q: Do I have to submit my own expenses?

A: Of course we’d prefer people to take responsibility for their own expenses but we appreciate this is not always possible or the best use of time. OneUniversity will let you delegate your expense claim to another person to do on your behalf. It’s important to note that, whoever the delegate may be, the person who has incurred the expenses will be accountable for the eligibility of their claim.

Q: When will my expenses be paid?

A: Your expenses will be paid in the first payment run in OneUniversity. After that, the next weekly staff payment run will reimburse any expenses that fall under the pre-approval limit of £50. Expense claims requiring approval will be paid in the payment run after they’ve been approved.

Q: How are external expenses being managed?

A: For now, we’re managing external expenses in the same way as we do at present. You can submit an external claim form that has been signed off and financially coded using the new coding string to Accounts Payable. We’ll pay these claims in the same way as commercial creditors and include them in the payment run along with our suppliers.

We’re currently setting up business process management (BPM) forms so we’ll all soon be able to submit external claims online.

Q: How will I learn to do my expenses?

A: The solution is intuitive and easy to navigate so you’ll be able to familiarise yourself with it as soon as we go live. We’ll hold drop-in sessions all over the University where you can bring along your expenses and receipts and we’ll guide you through the submission process.

In addition to this we’ll be arranging sessions looking at the new coding string, as well as advanced training with staff likely to have some responsibility for putting in expense claims on behalf of others.

Q:  What about student expense claims?

A:  There will be no immediate change to how we manage student claims. We will, however, be amending the claim form to take account of the new coding string and moving towards and online submission process.

* Exceptions are travel insurance claims, removal expenses, taxable benefits and staff prizes.

Video star

Business Transformation’s very own film maker-in-chief, Emma McDade, is the creative behind our videos.

Emma, and colleague Joanna Stephens who provides the voice-overs, were the first ones to use the new Tay Bridge Studio in the University Library. It will be a hive of activity over the coming weeks as Emma and Joanna flex their artistic skills, creating more videos to give you a good understanding of the new OneUniversity system’s key functionality.

A UoD graduate in Fine Art, Emma joined the Business Transformation team in September from DUTE (Dundee University Temporary Employees).

Joanna and Emma about to record another creative session at Tay Bridge Studio.

It’s a string thing

How long is a piece of string? Well, in operational ledger terms, this piece of string is six components – two more than the old string.

Expanding the data we capture at source in the string will help us to structure the information we hold in a more organised way and will standardise reporting across the University. This will make reporting quicker, easier and more detailed.

The animation below will explain the components of the new string and how these changes will benefit you in your role. The Finance and Procurement workstream roll-out happens on 4 December.

If you have any questions or feedback please email business-transformation@dundee.ac.uk.

No PO No Pay!

With the launch of OneUniversity, the University is implementing a ‘No PO No Pay’ policy. This means that invoices from suppliers must quote a valid OneUniversity Purchase Order (PO) number in order for Accounts Payable to process and ultimately pay them. If we receive an invoice and it doesn’t quote a valid OneUniversity PO number, we’ll send it back to the supplier. They, in turn, will go back to the person who requested the goods/ services who will raise a retrospective order on the OneUniversity system. Now the supplier has a valid PO number and can receive payment.

‘No PO No Pay’ policies are commonplace across most organisations of our size and complexity. The OneUniversity system means we are able to implement the policy, which has several benefits:

  • All transactions are processed through one established system.
  • It makes auditing easier as all the records are contained in OneUniversity.
  • We can see the whole history of a transaction from procurement, via approval, to payment.
  • We have a record of the financial commitment which facilitates managing the University’s budgets.
  • With the ability to view all transactions readily we enjoy an added level of security about funding.
  • We reduce the risk of being put on hold by a supplier and incurring a financial penalty.

A suite of FAQs, including a brief list of exceptions, will form part of the guidance around the policy which will be available on the OneUniversity Knowledge Base located within the IT portal at help4u.dundee.ac.uk

OneUniversity in action – a sneak peek

Work is well underway in preparation for the launch of OneUniversity Finance, with interfaces, manuals and training videos being created specifically for our use. Everyone at Business Transformation is really looking forward to the go-live date and we hope you are too.

But why wait? You can access a preview right now of how you and your colleagues will be using the system in a few weeks.

You can watch three short videos on the Finance solution, the first workstream to launch. They cover purchase requisitions, simple reports and Accounts Payable enquiries. These will be of particular interest to area specialists as a how-to guide for the tasks they will shortly be performing in the new solution.

Members of staff who don’t procure or pay themselves will still enjoy these introductory videos. It’s a first chance to familiarise yourself with the interface that will combine all the work we undertake together at the University.

Please note: These are generic videos from our supplier. We are developing our own training videos to be specific to University of Dundee.