Rayne Eaton’s OneUniversity ‘day in the life’

 

We kick off our series of ‘day in the life’ videos where someone from each of the Schools and directorates talks about the benefits the new OneUniversity solution will bring to their role and the positive impact it could have on their area.

Rayne Eaton from Finance was the first person to tell his story. You can watch Rayne’s video here.

If you’d like to take part in this series of videos, please email business-transformation@dundee.ac.uk.

 

Data is fun-damental!

                                                                    It’s fundamental to our decision making, and the flow of data through the University, across systems, locations and people, fuels informed decisions with real impact on the lives of our students and colleagues.

As an organisation, we all have a responsibility to make sure that the data we use and share is the best available, that we safeguard it, and that privacy and ethical standards guide the way we gather and use it. In support of this objective, we’re working on a range of initiatives to improve the availability, accessibility and quality of the data we use. One of the first tangible outcomes is the adoption of an Information Charter:

For further information about the Information Charter please contact Doug Melville: d.x.melville@dundee.ac.uk.

OneUniversity training environment now live

The new training environment portal.

The OneUniversity Finance training environment has been updated and is now live. Based on feedback we’ve received at our training sessions, we’ve added transactional and budget data to reflect the information which will be available once the system is live. This means that the training environment will be as similar to the live system as possible.

Stuart Moorhouse, Business Transformation project manager, said: “It’s a major milestone for the Programme and for our teams in the Schools and Directorates which is reflective of the hard work and effort which has gone into it. The new training environment provides a great opportunity for staff to find out how the system works and get hands-on experience using real data”.

Why have we launched a training environment?
The main benefit of having the training system available before the live system is launched is the opportunity for staff to practice their day-to-day activities in a safe and secure environment. This means staff can ‘hit the ground running’ on tasks when OneUniversity Finance is live.

What data / configuration is available?
All user profiles and roles as well as transactional data for the 2017/2018 financial year plus periods 1-5 for the 2018/2019 financial year. A selection of reports, workflows, processes, budgets, forecasting and year-end balances will all be available.

Where to access the system and get support
Our Knowledge Base has a comprehensive list of Q&As. We also have training materials on Blackboard and in the all-staff folder in Box. Further training on the new system will be scheduled and communicated through our usual channels including the Business Transformation website.

What’s next?
We’ll continue to keep you updated on any issues or news relating to the training environment and our business-readiness activities as we move forward with the Programme. We’d welcome any feedback, suggestions or queries you may have. Please email the BT team.

Getting students in place

The University has procured a new student placement management solution called In Place by Quantum IT. This will give all areas in the University the means to record and manage student placements in a single solution.

The software allows different academic areas to specify criteria for placement requirements and hold this in a single piece of software, which will talk to our existing student systems, like SITS, and One University. This will provide:

  • a consistent approach to recording and managing placements,
  • better recording, communication and  data accuracy,
  • enhanced partner relationship management and processing.

Following a procurement process that involved academic and professional services staff from across the University, the Digital Strategy Committee has agreed that we will roll out this functionality to all areas of the University.

The first students to be placed using the solution will be from the School of Nursing and Health Sciences, swiftly followed by the other Schools with professional requirements, namely Dentistry, Social Work and Medicine.

Streamlined invoice matching

OneUniversity is adding a new automated solution for capturing invoice data. This means that Schools and Directorates will see their invoices paid sooner when the solution replaces the current manual data entry for invoice matching.

When over 80,000 invoices a year are matched in OneUniversity instead of by hand, our Accounts Payable (AP) staff will be free to investigate and resolve any mismatch cases. By saving so much time the new functionality will benefit:

  • University purchasers who’ll have invoice mismatches resolved more quickly
  • Suppliers who’ll make fewer queries and get paid within the 30-day term
  • Accounts Payable staff who’ll concentrate on value-adding tasks

You can find out more about how the data-capturing solution for invoice matching works .

Enhancements to Interim Enquiry Management solution released

A number of enhancements to the Interim Enquiry Management solution have just been released.

The solution, used by the Enquiry team, captures enquiries from potential applicants and tracks correspondence between them and the University. Visit the Business Transformation website to read the full story.

 

 

No PO No Pay

What’s changing?
With the launch of OneUniversity we’re implementing a ‘No PO No Pay’ policy. This means that all invoices from suppliers must quote a valid OneUniversity Purchase Order (PO) number.

 

Exceptions
There are some exceptions to this policy where a PO is not appropriate for the type of supplier or transaction.

There is a perception that it’s impossible to raise a purchase order for a requirement unless a final price is known and that the final price is only known when the invoice has been received.

This would make budget management in the University extremely difficult given that there will be no commitment on the finance system prior to the invoice being received.

Also, it doesn’t allow the University to establish the terms of the agreement with the supplier for scope of work, terms and conditions, etc.

There are varying solutions to this, however some of them such as retrospective POs (raised after the invoice is received) or
POs raised for £0.01 have similar issues. Therefore, the advice is to:

  • Raise the PO in advance and use it as a means to engage with the supplier (establish the scope of work and the terms of the agreement/purchase); and
  • Ensure the amount on the PO is based on a realistic estimate.

Benefits of No PO, No Pay
→ Ensures that purchases are authorised before goods, services and works are supplied.
→ Enables the University to process invoices efficiently, ensuring a positive payment profile with suppliers/contractors.
→ Enables accurate timely reporting, budgeting and forecasting across the University.
→ Reduces risk to the University by formally agreeing the terms, conditions and deliverables before the supplier/contractor begins any work.

How’s it going to work?
Invoices received with a valid OneUniversity PO number will be processed as normal by Accounts Payable. Invoices received without a valid OneUniversity PO number will be returned to the supplier until a valid PO number can be provided and the invoice is resubmitted.

Things to remember
→ Don’t commit University funds without raising a PO first.
→ Use a University approved supplier in compliance with the Procurement Policy.
→ When raising an appropriate requisition, obtain approval and communicate the OneUniversity PO number to the supplier/contractor.

FAQs
If you have any queries about the No PO No Pay policy, please email procurement@dundee.ac.uk. A suite of FAQs will form part of the guidance around the policy and is available in the Knowledge Base located
within the IT portal at help4u.dundee.ac.uk

Important information about delegation of expenses

The Programme has explored the possibility of using the delegations functionality within One University.

Due to the nature of an integrated system, the addition of modules such as Human Resources gives the potential for inappropriate access to sensitive information.

The Programme has therefore taken the decision not to use this functionality. If you have any queries, please contact business-transformation@dundee.ac.uk

We have a winner!

We’re pleased to announce that the winner of the Digital Dexterity competition is Amy Pass from the Development and Alumni Relations Office (DARO).

Amy made an expense claim on her mobile phone in just over a minute – 01:04 to be precise. Her flexible fingers beat off stiff competition from her own colleagues at DARO and External Relations who took nine out of the 10 top spots on our leader board. There must be something in their water cooler.

Amy was delighted to win a £30 Amazon voucher.

From the go-live date on 1 November everyone will be responsible for completing their own expenses in OneUniversity. If you haven’t used the system yet, come along to one of our Expenses drop-in surgeries between 6 September and 18 October. You can view the sessions on the Business Transformation website.

You can try out claiming an expense on OneUniversity right now on a computer, tablet or mobile in our Train environment. Have a look at our self-service training materials and give it a go.

Testing, testing

Why are we testing?

We use testing to ensure that all the components of the new OneUniversity solution for Finance and Procurement function as we expect them to. The University supplies a list of requirements called acceptance criteria and we test against these standards.

Who’s involved in testing?

There’s a wide variety of people involved in testing – business process change managers, business analysts, professional support staff, change champions and Finance subject matter experts (SMEs). Finance project manager, Stuart Moorhouse, said: “We’ve conducted a very thorough programme of testing with different groups of people across the Business. This is vital to the success of delivering the Finance and Procurement function of the OneUniversity solution”.

When will Finance go live?

This is a question we’re often asked when out and about, and the simple answer is, only when we’ve completed testing and the system meets the requirements of the business.