OneUniversity go live and the financial year end

The August go live of OneUniversity Finance coincides with our financial year end and we’re aware that this is a busy period for all involved. All activity relating to the management of the year end process will be carried out in the existing finance systems.

Also, there are significant changes to some year-end deadlines this year due to the cutover to OneUniversity,  and additional processes in place to ensure all income and expenditure is correctly accounted for.  Further guidance is available on the Finance webpage.

When OneUniversity goes live on 1 August only a draft position will be available for 2018/19 as we will continue to work on the year-end in CODA.  Transactions posted after the CODA closedown on 26 July will be migrated to OneUniversity at a later date.  School Managers and Directors will be notified by Finance when this work is complete.

Six weeks to go – the countdown is on

With just six weeks until 1 August we are officially in our cutover period!

What is cutover?

This is the length of time we’ve estimated it will take to carry out all the activities needed to get the University up and running and ready for 1 August. We’ve created a day-by-day, detailed plan that covers all the technical and functional activities over the next six weeks, as well as all the communications, engagement and training that will take place.

During cutover we’ll share regular updates about the progress we’re making and outline key activities and dates people need to be aware of for things like the availability of some of our services, system closure dates and deadlines.

How will we share this information? 

Our website

Our website will be our key communications platform and will be updated regularly so check out our Finance pages for the latest news.

Our change champions

Our change champions are a local point of contact in the run up to go live. Each School and Directorate is covered and details of the champions in each area are available on Box. We’ll try not to overload people with too much information, so we’ll use our network of champions and our School and Directorate Managers to cascade information across the University, making sure it gets to the right people at the right time.

Our staff newsletter

We’ll publish a brief outline of key activity in each staff newsletter in the run up to 1 August.

For more information, email us at bt-finance@dundee.ac.uk.

Start your TRAIN-ing today

The newly refreshed training environment  now contains the latest configuration and data for users to practise with, making it as similar to the live system as possible. The business is using the TRAIN environment to carry out its end-to-end testing and you can use it too as we get ready for go live.  Find out what TRAIN is, what’s in it and how to use it in the TRAIN factsheet.

Johanna Smith – BT’s new Programme Manager  

Where were you before coming to Dundee?

I was the Project Manager for the University of Exeter’s Future Finance Transformation Project. We redeveloped the operating model for Finance and Research services implementing TechnologyOne products.

Previously, I was head of Business Information at Falmouth University for 10 years where I implemented a range of systems for finance, customer-relationship management, student timetabling, online payments and more. With an MBA and a long background in software and business implementation, I’ve also worked in support development and sales and have a lot of experience in higher education.

What brought you to UoD Business Transformation?

The successes of Exeter made me want to come here to work on the transformation programme. It’s ambitious in scope and has a team with great experience across the piece. I really believe the change we can achieve working with the teams across the University will get the best out of our processes and enable a step change in how the University uses its business systems. Having worked at Exeter with TechnologyOne, the vendor of the OneUniversity solution, I’ve also been able to bring my strong relationship with the company and its consultants forward into my new role.

I’m excited to have the chance to deliver support towards the strategic growth which drives Dundee’s objective of becoming Scotland’s best University.

Academic Workload Allocation Modelling System (WAMS) is now live

WAMS portal

The Workload Allocation Modelling System (WAMS), a project aimed at improving how the University tracks and plans academic workload, is now live with the Teaching and Scholarship area of the system. Education and Social work will be the first School to adopt the new solution with other Schools following on during April and May.

The off-the-shelf solution is supplied by Simitive, a Bristol-based company which specialises in tools to improve organisational performance.

The University is moving away from ‘silo’ working practices and the current spreadsheet-based model and there is a wealth of information that the University can’t currently access or use in an efficient manner.

The solution will integrate with other systems including Finance, HR and Payroll, Research Management and Student and Curriculum Management and will provide embedded reporting and data analytics capability. It will also provide greater transparency and greater ease of access for users.

Go live date announced for OneUniversity Finance

OneUniversity portal

An exciting milestone has been reached in the Business Transformation programme with the announcement of a go live date of 1st August for the OneUniversity Finance solution.

The new timeline was agreed after consultation with the BT Team and the Finance Directorate.

The focus now is on working with Schools and Directorates to help them prepare for August. This will include additional training, knowledge transfer and increased engagement activity.

Further information will be shared over the coming weeks. For any queries, contact business-transformation@dundee.ac.uk 

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.