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.
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.
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 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.
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.
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.
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.
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.
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.