Author: Michael McDonald

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.

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.

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:

• Log on to https://oneuniversity.dundee.ac.uk – please bookmark this.
• Sign in through the Office 365 portal.
• Access via Apps Anywhere.

Training environment and resources

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

Support

• 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.

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”.

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.

An exciting milestone has been reached in the Business Transformation programme with the announcement of a go live date of 1^st 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 

 

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.

If you’d like to take part in this series of videos, please email business-transformation@dundee.ac.uk.

 

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.