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 .

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.

Key-user and end-user training

The Business Transformation training team has been supporting the Finance and Procurement workstream to deliver key-user and end-user training. We’ve been offering hands-on workshops and drop-in sessions underpinned by a suite of online training materials.

Who are key users?

Key users are subject matter experts working on the Programme at a workstream level, or those closely involved in the shaping and delivery of the OneUniversity solution.

How do we support the workstreams?

  • Identify staff who need training
  • Develop the end-user training programme
  • Develop training manuals and videos
  • Organise end-user training

We’re all end users

All University staff and students will use OneUniversity so we’re all end users. The Change and Communications team will deliver end-user training and any other activity associated with helping to prepare our people for the transformation OneUniversity will bring.

How we’re going to manage change arising from OneUniversity

Our objectives are to equip people with the knowledge, skills and abilities to do their jobs from day one and support them as they transition to using new, shared processes and databases.

Dedicated training team

We now have a dedicated training officer, Chris Reid, and administrator, Emma McDade, who you’ll meet when you attend a session. You can contact the training team on 388081.

Travel and Expenses competition hits the road

We’re rolling out our summer Travel and Expenses competition for another month and this time we’re bringing it straight to you!

We’ll be taking the Digital Dexterity competition on the road around Schools and Directorates so you and your colleagues can challenge each other to see who completes a Travel and Expenses claim on their mobile the fastest.

If this will be the first time you get your hands on the system you’re about to find out how easy and fast it is to use and the overall winner’s prize is a £30 Amazon voucher. Your change champion will be getting in touch with you soon and inviting us over to put you all to the test. So beat the clock and beat your colleagues.

Terms and conditions:

Competition open to UoD staff only.
Entries close at midnight on Thursday 30 August.
No alternative prize will be offered.
The winner will be announced on Friday 31 August.

Cyber security on your mobile

The OneUniversity solution can be used when you want, where you want and on any  connected device you choose. As well as providing a high level of flexibility, we have ensured that using the system is in full compliance with the recent government Cyber Essentials security scheme.

Here are some questions we have been asked about using OneUniversity securely on a private, personal or mobile device:

Q. Is my login to the OneUniversity portal secure?
A. Yes, the only way to access the system is to log in using your UoD credentials (authenticated single sign on). This is the same as the way you access the Office 365 portal and other University cloud-based solutions.

Q. Do I have to download an app to access OneUniversity on my mobile device?
A.No, OneUniversity is currently accessed through a browser with your secure sign on.

Q. Can I access OneUniversity outside the University network?
A. Yes, you can access OneUniversity securely outside of the University network as Multi-Factor Authentication (MFA) will be in place for any mobile device?

Q. How do I securely log out of OneUniversity on my mobile device?
A. To log out of OneUniversity on a mobile device simply close the window on your browser.

Q. Does my phone retain any data from OneUniversity after I have used it?
A. No, your phone will not download any data as all interactions in OneUniversity are cloud based. Please note that in the Travel and Expenses function of OneUniversity, while you can upload your receipt documents to the solution, you are not able to download data to your device.

Q. Can I safely access other University services using my mobile device?
A. Yes, using a browser you can access services such as webmail and the Virtual Learning Environment (VLE) which don’t download data.*

Q. Is security training compulsory before accessing OneUniversity on a mobile device?
A. Yes, Business Transformation is working with IT to ensure that all users who will access OneUniversity will have completed mandatory security training by 1 October 2018. You can find the module at My Dundee under My Organisation.

Q. Has Business Transformation been working with IT to ensure that each user is in compliance with the Cyber Essentials security scheme?
A. Yes, colleagues from BT and UoDIT have been working closely on security to ensure that we’re adhering to the required Scottish government policies.

* Current UoD policy demands that, in order to use your phone for work-related activity such as accessing emails that are stored on your device, you must download the InTune app that allows the University to secure the device: https://www.dundee.ac.uk/it/guide/details/secure-mobile-working.php?. This policy does not extend at the moment to the use of web-based connections to services (OneUniversity, webmail, VLE, OneUniversity) that do not download data but is in review as part of Cyber Essentials.

If you have further questions about using the solution securely please contact us at: business-transformation@dundee.ac.uk.

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

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 (Dalhousie 2G13) and Tuesday 24 July 14.00-15.00 (Dalhousie 2F11).  No need to book, just turn up.

Start: 19 Jul 10:00AM      End: 19 Jul 11:00PM

Start: 24 Jul 14:00AM      End: 24 Jul 15:00PM

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!