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!

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!

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.

Change Champion Chats: Stewart Kerr

 

Our change champions are an integral part of our change programme. In this blog we speak to Stewart Kerr, Category Manager for Finance, about his role as a change champion.

Please tell us about your role.

I manage the process of procuring goods and services. This means I place contracts on behalf of the University and provide support and guidance to end users when they are sourcing the items and services they need.

I help people to make purchases that are appropriate and achieve value for money. My remit is also to minimise the exposure of University procurement to fraud and collusion by ensuring we act in a legally compliant manner with fair, transparent and open competition.

What made you want to be a change champion?     

I want to stay dynamic, proactive and be a part of the exciting changes ahead. As a contributing member of the change team I have the opportunity to anticipate challenges that the programme may present to myself and my work colleagues. Through looking ahead and understanding the challenges, I can directly motivate myself to respond and help my team to do the same. It’s great to be part of the positivity and drive of this particular journey.

What benefits do you see OneUniversity bringing?

There will be great opportunities for the University to work collectively in one process. The shared undertaking will reduce risk and increase efficiency. It’s something we can all be part of.

Fun fact about Stewart:

I have been on Blue Peter and am the proud owner of a badge.