‘Early life support’ top queries

Two weeks since go live and more than 250 Help4u queries have been successfully resolved.

The ‘top ticket item’ was Procurement and Purchasing Management queries relating to requisitioning, punching out to PECOS gateway and purchase cards.

The second most popular query was Managing Payments which covers Accounts Payable queries and Travel & Expenses. There have also been a few queries regarding the process for Resolution Pools.

The third most popular was System Admin with queries relating to profiles, my tasks and changing approval pools.

Please be aware that no changes to approval pools will be processed until the start of September unless there is a problem which has genuine effects on business process.

Changes to user profiles and approval pools

Any changes to user profiles and approval pools have been suspended for a period of around one month. We will contact you again when this restriction has been lifted. This is to limit changes to the system to allow the Business Transformation team to deal with early life support enquiries from around the business.

Exception
There is an exception to this. If operations in your area could be adversely affected by the restriction, such as only having one or two people in your approval pool.

Process to make a change
If you do want to request a change to a user profile or approval pool, please do this through your School Manager, Dean, Director or Assistant Director. You can also speak to your School or Directorate accountant.

Launch of OneUniversity Finance

OneUniversity portal

The OneUniversity Finance system was successfully launched to the core Finance team on Thursday, 1 August, followed by requisitioners and approvers on Friday 2 August. Staff who carry out expense claims and funds checking were given access on Monday 2 August.

Accessing the system

Here’s where you can access the system:

Training environment and resources

  • If you have any queries regarding the system, please follow the ‘1, 2, 3 of support’.

Support

  • There are training resources in Box which you can refer to and training sessions are still available to book for subjects including approvals, expenses and requisitioning.
  • The Train environment will be left open so you can familiarise yourself with the system before using it in earnest. Please do not use the live system to practice.
  1. Visit the self-Service portal and search for your query in our Knowledge Base.
  2. Contact your local Transformation Advice and Support Team (TAST) member or Change Champion to receive assistance.
  3. Raise a ticket with help4U@dundee.ac.uk.

Dundee hosts tri-university workshop

BT programme manager Pat Furze

The Student team in Business Transformation is hosting a tri-university workshop from Tuesday to Thursday this week, and will welcome colleagues from the universities of Sussex and Lincoln.

Student programme manager Pat Furz is excited about the hook up. “It’s great that we’re working with other universities who are also going through a period of big change, especially around the implementation of the OneUniversity system.

“Collaboration is a great way of knowledge sharing and helping each other, and it will also give us great insight into the UK requirements for deploying the new release of the OneUniversity student system”.

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.

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.

 

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.

Enhancements to Interim Enquiry Management solution released

A number of enhancements to the Interim Enquiry Management solution have just been released.

The solution, used by the Enquiry team, captures enquiries from potential applicants and tracks correspondence between them and the University. Visit the Business Transformation website to read the full story.