Month: July 2017

Top Five Tips on Expenses

As you will be aware, the way that we process our Finance and Procurement is changing.  Part of this change will involve submitting claims for expenses, which will be done online.  Here are some of the questions that we are frequently asked at drop-in sessions on the new solution, OneUniversity.

Q: How do we deal with the expenses of volunteers and others who are external to the University?

A: For go live these will continue to be processed in the same way as they are done at the moment, that is, you complete an external claim form which will be authorised and passed to Accounts Payable. We will continue to pay these as sundry payments.

Q: How will we deal with claims for expenses under £50?

A: This applies to staff-only claims and this amount is still to be confirmed.  These claims will automatically be processed for payment unless a restricted item has been purchased. The staff member will be required to confirm that they have read and understood the reimbursement policy. There will be regular checks as part of the audit process.

Q: What do I do with my receipts?

A: OneUniversity requires you to upload valid receipts which can easily be carried out using a scanned image or a photo capture by smartphone. You don’t need to retain the original paper copy but you may choose to in the event of a query.

Q: What is the policy on alcohol?

A: • When a claim is submitted, the staff member has to confirm they have read and understood the reimbursement policy. This includes a clear stance on alcohol. If you submit, process or approve expenses claims, you must ensure you are familiar with this.

Q: How will I claim mileage?

A: OneUniversity will have the mileage rate automatically applied. Staff will be required to confirm to and from locations (preferably confirming post codes). Any claims over £50 will be checked by the relevant approver, with under £50 handled through the pre-approved expenses process.

For further information please contact the team on business-transformation@dundee.ac.uk

Student Administration set to be Transformed

OneUniversity Solution

The University of Dundee is aiming to transform the way that it works. In order to provide efficient and effective student management processes, it has signed an agreement with TechnologyOne who will provide a cloud based business solution called OneUniversity.

This contemporary, Web enabled, Software as a Service (SaaS) solution embraces mobile technology and will be available anytime, anywhere and on any device.

It will bring our Finance, Purchase to Pay, HR, Payroll/Pensions, Research and Student lifecycle activities into a single, integrated administrative solution with embedded, real time, reporting and analytics capability.
The current student records system (SITS) is based primarily round registry and admission.  A great deal of student administration takes place outwith this system and this means that data may need to be input multiple times and information held in local databases and spreadsheets.

The benefits of the new solution

The new solution aims to bring the entire relationship that a student has with the University, from prospect enquiry to offer, matriculation to graduation and alumni, into one place. As this will be part of the OneUniversity integrated solution, the student and curriculum management information will be input once and accessed by those who need it.  This will enhance the effectiveness of our business processes and ways of working, improve the student and staff experience and achieve our aim of having a single source of accurate student information.

Academic Activities

The new Student Management solution will provide greater support for a range of academic activities including a programme and module catalogue, programme and module approval system, attendance and engagement monitoring facility, and support for student placements, assessment, results, progression, retention, grades and classification. Those members of staff who currently use SITS or one of the bespoke services will notice the increased functionality.

Dr Jim McGeorge is the Programme Sponsor for the University of Dundee.
“We are delighted to be moving ahead with an effective, integrated product that will enhance the experience for the staff and students whilst streamlining our administration processes.”

Our students will have access to information about their course and their academic progress be through their mobile phones, laptops or tablets, no matter where they are and what time of day or night.  This will enhance their engagement with the University and their studies and further contribute to our reputation for delivering an outstanding student experience.