T-Rex in the Park

We were joined at the spectacularly sunny BT BBQ last week by a visitor who didn’t look out of place among the ferns at the Botanic Garden.

We asked Mr Rex O’Saur whether he thought he had the digital dexterity to enter our summer Travel and Expenses on a mobile competition and he proved that you can teach a Jurassic-era giant reptile new tricks.

In spite of his genetically tiny forelimbs, he showed he could press the ‘submit’ button and roar at the same time!

Here, there and everywhere – get competitive

Our competition has been underway for a week and runs throughout July. A number of competitors from across the University have got us off to a great start with the top time on the leader board currently standing at 3 minutes and 54 seconds.

Look out for our promo video on University screens.

Everyone in the BT all-staff team meeting had thumbs twisting with the new easy-to-use function on our phones.

You can too:

1.  If you want to try on your own, come along to our Heathfield office to see how you fare.

2. Fancy a group challenge? Make a team who all want a go and we’ll bring our pop-up competition station (and t-shirts!) to your School or Directorate.

Contact us at business-transformation@dundee.ac.uk or see your Change Champion for details.

It’s here! Travel and Expenses demo on OneUniversity

At the end of June, the Business Transformation Training team, Chris Reid and Emma McDade, ran drop-in sessions in the Tower and at Life Sciences to showcase the new Travel and Expenses functionality in OneUniversity.

Chris was pleased to see how well the day went. He said: “Our sessions were very positively received, which was great news, and users were happy to see the system in action and how easy it was to submit a claim. It’s great that expenses can be done ‘on the go’ and allows for quicker submissions, which means no more paper jams!

“Moving forward, we’re going to run several more of these sessions which we’re really looking forward to. We’ve also recorded any questions that were asked and they’ll be available along with responses in the Help4U Knowledge Base.” You can login here.

The next drop-in session is at Ninewells on 12 July in Teaching Room 4 from 9:30am to 10:30am with further sessions being planned.

Start: 12 Jul 9:30AM      End: 12 Jun 10:30PM       Add to Calendar

There are also drop-in sessions for one to one or small groups who would like to see demonstrations of the Travel and Expenses function on Thursday 19 July 10.00 -11.00 and Tuesday 24 July 14.00-15.00. Both sessions will be held in Dalhousie 2G13. Just turn up and enjoy demonstrations and refreshments.

Start: 19 Jul 10:00AM      End: 19 Jul 11:00PM       Add to Calendar

Start: 24 Jul 14:00AM      End: 24 Jul 15:00PM     Add to Calendar

Fancy putting your dexterity skills to the test?

We’re looking for fast fingers to help us trial the new mobile Travel and Expenses functionality in OneUniversity.

We’re giving away a £30 Amazon voucher in our latest competition. All you have to do is test your digital dexterity skills and complete an expenses claim form on your mobile, against the clock, using the new OneUniversity Finance solution.

We’ll send you a link to a video showing how to complete the expense claim. Contact business-transformation@dundee.ac.uk to receive your video link and arrange a time to visit the BT office at Heathfield to put your skills to the test!

Terms & Conditions:
Competition open to UoD staff only.
Entries close at midnight on Monday 30 July.
No alternative prize will be offered.
The winner will be announced on Tuesday 31 July.

Q & A with Student Services

The Student Services Change Champions and Ambassadors, from left, Tina Brander, Kirsty Stewart, Lesley Sinclair, Keith Mackle and Graham Nicholson.

We visited Student Services to find out more about their roles as Change Champions and Ambassadors for the BT Programme and what they’re looking forward to most about the new OneUniversity solution.

Who?
Student Services Change Champions Tina Brander – Student Records, Fees, and Module Assessment Officer and Kirsty Stewart – Immigration Compliance Manager. Student Services Change Ambassadors Keith Mackle, Assistant Director; Graham Nicholson, Director of Student Services and Lesley Sinclair, Director of Registry

How are you involved in the Programme?
As Change Champions for Student Services we take a very active role, attending all meetings and training sessions provided by the Business Transformation team.

We work closely with our Change Ambassadors, helping to identify key users and raise awareness of the change programme in our Student Services colleagues and communicate updates and act as a liaison between Student Services and the Programme team.

We try to ensure that key users are included in all relevant training sessions. We do our best to answer any queries they might have ourselves or let them have the relevant contact at BT.

We have introduced ourselves to all staff in Student Services, keeping in regular contact with them via email and gave a presentation at our last  Away Day. We took the opportunity to explain more about our role as Change Champions and provided an update on how the Finance and Procurement system would affect us all.

As Change Champions we have also arranged a series of informal briefing sessions with Student Services staff and Angela Hamilton from BT. This was very well attended and received very positive feedback.  These sessions let staff see how the system will look and provided an opportunity for them to ask Angela, the Ambassadors, Change Champions and Key Users any questions that they had.

What excites you about the new OneUniversity solution?
Having attended the early demonstration days  we were the first to have the opportunity to see what the system can do. It looks good, it’s very easy to navigate and we think it will improve our students’ experience as well as making things more accessible for staff.

What three actions will ensure a successful implementation?
Consultation, engagement and communication.

What three things do you want to tell people about the Programme?
That as an integrated system it is:
1. accessible anywhere,
2. easy to navigate,
3. user friendly and it will work for the better.
That’s four things so it’s probably just as well we don’t work in Finance!

What is the first thing you will do when you use the new Student solution?
Celebrate! Log in!

Stuart Moorhouse

 

 

 

 

 

 

Stuart has moved from Student Technical to manage the Finance and Procurement workstream.

What’s your role?

As senior project manager for Finance and P2P my responsibility is to take F&P live into the business. The role is operational, working directly with TechOne. We ask ‘What do we need to get in order to go live?’ We have a clear vision of what success will look like, then we manage and drive tasks forward to get there.

How did you get here?

I moved from a commercial background where we used an end-to-end production model into higher education. I’ve been learning to think about the University as a business with a complex set of institutional, as well as commercial, needs.

What’s next?

We are getting the OneUniversity Finance solution in a steady state, resolving defects before we undertake two cycles of formal testing. The testing will give us the evidence we need to show the solution is fit for purpose.

How is life in Dundee?

At work, I’ve been insistent that the solution should have a Scottish accent that’s configured to meet our specific Dundee needs – funny coming from a South African! At my local, the infamous Dundee pub Cutty Sark on the Kingsway, the strains of my own accent mean I never go unnoticed.

Change Champion Chats: Letty Gibson

Our change champions are an integral part of our change programme. In this blog we speak to Letty Gibson, Research School Services Manager, School of Life Sciences, about her role as a change champion.

Please tell us about your role.

I have been employed by the University of Dundee in Life Sciences since 1997 and my role has changed several times during this time as the School has expanded. I am now the Research Technical Lead in Life Sciences within the senior management team. I’m also a member of various management committees across the university. Part of my role includes responsibility for the delivery of the Laboratory Management Support Service which includes a team of lab managers and junior lab technicians. Our work includes dealing with procurement, budget management, health and safety and compliance with legal requirements and adherence to UoD policy in all aspects. We focus on these areas so researchers can focus on their research activities.

What made you want to be a change champion?  

It’s very important to me, in fact, I’ve been involved in initial design workshops, user acceptance testing and training since before I became a change champion.  From day one I’ve contributed to shaping and influencing the way Business Transformation will work. Procurement in Life Sciences is highly complex due to volume, range of funding bodies and types of spend. I’ve been fully involved to make sure the system can meet the procurement needs of Life Sciences regarding what we buy and where we buy it.  But I carry out this work as part of a team, with lab managers and other key Life Science staff, who join me in workshops so we can get the best of their knowledge and expertise.

From the beginning it was critical to me that our School should have a strong voice in the development stages of the Business Management System in order to influence. I’ve been involved in the introduction of new business systems in the School of Life Sciences before, namely in the development and launch of PECOS. Seeing the challenges that change brought, that’s where I learnt where potential obstacles can arise, what critical issues need to be addressed and what can be put in place to make change as seamless as possible.

The key to success is preparation, planning and strong communication. That’s my role as liaison between the BT programme team and the staff within Life Sciences who will be affected by the change.  Understanding and pre-empting what we will and won’t have is critical. I highlight our needs and identify if system solutions are in place and what will be available at go live. The smooth running of our labs during the cutover period is paramount and we do all we can not to compromise service delivery to staff.

What benefits do you see OneUniversity bringing?

I’m very excited about the undertaking to improve business management processes. Currently we spend time looking for information and aren’t always able to access the data required, often duplicating our efforts and not being 100% sure that the information we have is current and accurate. I have been at many sessions where the data provided in the new system is described as a ‘single source of truth’. I’m really looking forward to this and it’ll be fantastic when managers can go and access the data they want instantly.

I know that the grant holders are very excited when given an insight into the type of budget reporting that will be available and accessible using any device, anywhere. When the research model goes live it will have a huge impact on Life Sciences when researchers can trace a single pathway from idea to award. In HR too, to run my team of 25 people, it will be so useful to have a single source of information that’s easy, quick and efficient to access. Having simple access to complex data is going to help me do my job.

Fun fact about Letty

I love driving but have never mastered reverse parking!

Selfies mean prizes!

Banner selfies are pouring in as the competition passes the halfway mark. Our HR team was out and about on campus and clicked this cheerful pic to send all the way back to BT.

Have you spotted one of our four banners? They’ve been spied as far apart as the Life Sciences Street café, the entrance to DJCAD, 2nd floor of the Tower and the Dental School.

The BT Banners are on the move again. Where will they be this week? Here’s a clue to one of the four different locations. It’s a place you go to get better.

Don’t forget to read the banner to answer the question ‘What are we investing in?’ and send your response along with your banner selfie and where you snapped it to: business-transformation@dundee.ac.uk

In a building near you for one week and one week only! Here is a reminder of the prizes you can win:

1. £30 Amazon voucher
2. One month’s free pass to Institute of Sports & Exercise (ISE)
3. A surprise hamper of goodies
4. Three separate prizes of tea and sandwiches or cake in the Tower café

Last snaps in by go live date 5 March please!

Accessing catalogues in OneUniversity: what you need to know

On Tuesday 27 February at 5.00 pm the PECOS purchasing system will close down. Over the past few months we’ve been testing how we can store, access and maintain catalogues in OneUniversity and we’ve found that the best option from 5 March is the PECOS Gateway.

What is the PECOS Gateway?

The PECOS Gateway enables public bodies like us at the University of Dundee to ‘punch out’ from their Finance and Procurement system and seamlessly ‘punch in’ to the Gateway. Here we can shop from a range of available hosted catalogues and punch-out sites.

How does it work?

We are going to access our catalogues and punch-out sites on the PECOS Gateway, which is not the PECOS you know as it contains no order functionality. Instead, you’ll be pleased to know, requisitioning will all happen in our new OneUniversity system!

We select content from the PECOS Gateway and the requisition comes back to OneUniversity. Here, we add the financial coding and submit the requisition for approval. Once orders have been approved, OneUniversity transmits them directly to the supplier.

What are the benefits of using the PECOS Gateway?

  • a straightforward tool for Procurement to manage and maintain catalogues
  • reduces administrative burden of catalogue maintenance
  • best and familiar means for searching for required catalogue content
  • existing PECOS catalogues and punch-out sites available from go-live
  • national and local suppliers familiar with of PECOS catalogue formats
  • many suppliers on APUC frameworks produce catalogues in PECOS
  • access to punch-outs set up by other organisations using PECOS
  • minimises University risk as the Scottish Government hosts our catalogues

So get ready to walk through the Gateway and go live!

Important changes to cash processing

Deputy Director of Finance Kevin Mallett

Monday 12 February marks three weeks and counting to delivery of the Finance stream of the OneUniversity solution on Monday 5 March.

Deputy Director of Finance Kevin Mallett shares some important news on changes to the processing of cash.

Cash office
The University has made great progress over recent years in reducing its cash transactions, with volumes handled from students and staff down by around 40% in the last 12 months.

The introduction of the OneUniversity solution will enable the University to continue to modernise its cash handling policies and processes. Two important areas relating to cash handling with the introduction of OneUniversity are:

• Staff requesting expenses reimbursement at the cash office desk
From Wednesday 28 February there will be no further staff expense claims made through the Cash Office. All approved staff expense claims will be paid in Sterling directly in to employees’ bank accounts by BACS.

• Foreign currency requests from staff which are facilitated through the cash office
Provision of cash funds across the counter, whether in Sterling or foreign currency, from the Cash Office will end on Wednesday 28 February. All approved cash advances will be paid in Sterling directly in to employees’ bank accounts by BACS.

I’ll issue a further update before the go-live on 5 March. In the meantime, if you have any questions, please direct them to business-transformation@dundee.ac.uk

Kevin

Change Champion Chats: Dawn Ingham

Our change champions are an integral part of our change programme. In this blog we speak to Dawn Ingham, PA to the Vice-Principal for Learning and Teaching, about her role as a change champion.

Please tell us about your role.

I work with Prof. Karl Leydecker and I love my job! It’s probably – aside from cake decorating – my favourite of all the roles I’ve held. I work almost paperless, which gives me more time to do interesting things that aren’t printing and collating. My job consists of liaising, supporting meetings, organising travel and managing emails. I’m also coordinator for the National Student Survey here and it starts on 5 February 2018. Karl is the most inspiring person I’ve worked with in my whole career and he’s very supportive of me getting involved in things where I have time, like being a change champion.

What made you want to be a change champion?     

The change champion role fits nicely with the structures and review processes I have undertaken previously. I enjoy attending quite a few meetings because I can see progress from one meeting to the other. Similarly, I embrace change and I am happy to speak up for myself and others. Change champion brainstorming sessions encouraging staff to come along, to listen and to be heard are great. Seeing people develop is very important to me; encouraging and supporting them all the way is my goal, and to be a trainer and/or project manager at the University is my objective now.

What benefits do you see OneUniversity bringing?

The benefits of OneUniversity will be having one central hub for information. When I joined UoD you could find information locally but if someone had duplicates elsewhere it created problems – there were too many systems. Now we’ll have up-to-date, readily available and centralised information. It will save so much time and that can only help people.

Fun fact about Dawn:

I love designing and creating edible works of art, and seeing the smiles on people’s faces when they see and taste them.