Author: Michael McDonald

No PO No Pay

What’s changing?
With the launch of OneUniversity we’re implementing a ‘No PO No Pay’ policy. This means that all invoices from suppliers must quote a valid OneUniversity Purchase Order (PO) number.

 

Exceptions
There are some exceptions to this policy where a PO is not appropriate for the type of supplier or transaction.

There is a perception that it’s impossible to raise a purchase order for a requirement unless a final price is known and that the final price is only known when the invoice has been received.

This would make budget management in the University extremely difficult given that there will be no commitment on the finance system prior to the invoice being received.

Also, it doesn’t allow the University to establish the terms of the agreement with the supplier for scope of work, terms and conditions, etc.

There are varying solutions to this, however some of them such as retrospective POs (raised after the invoice is received) or
POs raised for £0.01 have similar issues. Therefore, the advice is to:

  • Raise the PO in advance and use it as a means to engage with the supplier (establish the scope of work and the terms of the agreement/purchase); and
  • Ensure the amount on the PO is based on a realistic estimate.

Benefits of No PO, No Pay
→ Ensures that purchases are authorised before goods, services and works are supplied.
→ Enables the University to process invoices efficiently, ensuring a positive payment profile with suppliers/contractors.
→ Enables accurate timely reporting, budgeting and forecasting across the University.
→ Reduces risk to the University by formally agreeing the terms, conditions and deliverables before the supplier/contractor begins any work.

How’s it going to work?
Invoices received with a valid OneUniversity PO number will be processed as normal by Accounts Payable. Invoices received without a valid OneUniversity PO number will be returned to the supplier until a valid PO number can be provided and the invoice is resubmitted.

Things to remember
→ Don’t commit University funds without raising a PO first.
→ Use a University approved supplier in compliance with the Procurement Policy.
→ When raising an appropriate requisition, obtain approval and communicate the OneUniversity PO number to the supplier/contractor.

FAQs
If you have any queries about the No PO No Pay policy, please email procurement@dundee.ac.uk. A suite of FAQs will form part of the guidance around the policy and is available in the Knowledge Base located
within the IT portal at help4u.dundee.ac.uk

Important information about delegation of expenses

The Programme has explored the possibility of using the delegations functionality within One University.

Due to the nature of an integrated system, the addition of modules such as Human Resources gives the potential for inappropriate access to sensitive information.

The Programme has therefore taken the decision not to use this functionality. If you have any queries, please contact business-transformation@dundee.ac.uk

Fancy putting your dexterity skills to the test?

We’re looking for fast fingers to help us trial the new mobile Travel and Expenses functionality in OneUniversity.

We’re giving away a £30 Amazon voucher in our latest competition. All you have to do is test your digital dexterity skills and complete an expenses claim form on your mobile, against the clock, using the new OneUniversity Finance solution.

We’ll send you a link to a video showing how to complete the expense claim. Contact business-transformation@dundee.ac.uk to receive your video link and arrange a time to visit the BT office at Heathfield to put your skills to the test!

Terms & Conditions:
Competition open to UoD staff only.
Entries close at midnight on Monday 30 July.
No alternative prize will be offered.
The winner will be announced on Tuesday 31 July.

Q & A with Student Services

The Student Services Change Champions and Ambassadors, from left, Tina Brander, Kirsty Stewart, Lesley Sinclair, Keith Mackle and Graham Nicholson.

We visited Student Services to find out more about their roles as Change Champions and Ambassadors for the BT Programme and what they’re looking forward to most about the new OneUniversity solution.

Who?
Student Services Change Champions Tina Brander – Student Records, Fees, and Module Assessment Officer and Kirsty Stewart – Immigration Compliance Manager. Student Services Change Ambassadors Keith Mackle, Assistant Director; Graham Nicholson, Director of Student Services and Lesley Sinclair, Director of Registry

How are you involved in the Programme?
As Change Champions for Student Services we take a very active role, attending all meetings and training sessions provided by the Business Transformation team.

We work closely with our Change Ambassadors, helping to identify key users and raise awareness of the change programme in our Student Services colleagues and communicate updates and act as a liaison between Student Services and the Programme team.

We try to ensure that key users are included in all relevant training sessions. We do our best to answer any queries they might have ourselves or let them have the relevant contact at BT.

We have introduced ourselves to all staff in Student Services, keeping in regular contact with them via email and gave a presentation at our last  Away Day. We took the opportunity to explain more about our role as Change Champions and provided an update on how the Finance and Procurement system would affect us all.

As Change Champions we have also arranged a series of informal briefing sessions with Student Services staff and Angela Hamilton from BT. This was very well attended and received very positive feedback.  These sessions let staff see how the system will look and provided an opportunity for them to ask Angela, the Ambassadors, Change Champions and Key Users any questions that they had.

What excites you about the new OneUniversity solution?
Having attended the early demonstration days  we were the first to have the opportunity to see what the system can do. It looks good, it’s very easy to navigate and we think it will improve our students’ experience as well as making things more accessible for staff.

What three actions will ensure a successful implementation?
Consultation, engagement and communication.

What three things do you want to tell people about the Programme?
That as an integrated system it is:
1. accessible anywhere,
2. easy to navigate,
3. user friendly and it will work for the better.
That’s four things so it’s probably just as well we don’t work in Finance!

What is the first thing you will do when you use the new Student solution?
Celebrate! Log in!

Important changes to cash processing

Deputy Director of Finance Kevin Mallett

Monday 12 February marks three weeks and counting to delivery of the Finance stream of the OneUniversity solution on Monday 5 March.

Deputy Director of Finance Kevin Mallett shares some important news on changes to the processing of cash.

Cash office
The University has made great progress over recent years in reducing its cash transactions, with volumes handled from students and staff down by around 40% in the last 12 months.

The introduction of the OneUniversity solution will enable the University to continue to modernise its cash handling policies and processes. Two important areas relating to cash handling with the introduction of OneUniversity are:

• Staff requesting expenses reimbursement at the cash office desk
From Wednesday 28 February there will be no further staff expense claims made through the Cash Office. All approved staff expense claims will be paid in Sterling directly in to employees’ bank accounts by BACS.

• Foreign currency requests from staff which are facilitated through the cash office
Provision of cash funds across the counter, whether in Sterling or foreign currency, from the Cash Office will end on Wednesday 28 February. All approved cash advances will be paid in Sterling directly in to employees’ bank accounts by BACS.

I’ll issue a further update before the go-live on 5 March. In the meantime, if you have any questions, please direct them to business-transformation@dundee.ac.uk

Kevin

Ready, steady …

Change is everywhere these days, whether at work or home, it’s all around us, especially advances in technology and communications – think Alexa, Amazon Prime and Netflix – which are constantly challenging the norm and changing our behaviours. 

How we deal with change and uncertainty is part of our genetic make-up. For some it’s a breath of fresh air, something to be welcomed and an opportunity to see, do, or be involved in something new; for others it’s something to fear and resist where possible.

Over the next five years, the transformation programme and OneUniversity solution will continue to bring about significant change at the University, not just in terms of the technologies we use and processes we implement, but also in the ways we work, our behaviours and perceptions.

Preparing for change
First, let’s acknowledge that it’s okay to feel apprehensive, scared, angry or even hurt by the changes taking place.  In some cases, the things you hold dear to you are being challenged. That process you’ve been responsible for is going to change and, we recognise that you may not like it initially.

So, what can you do about it?
In this, the first of our series of blogs on change, we’ve put together a few suggestions for helping you get ready for OneUniversity Finance.

Take control and get involved:
– It’s up to you! Take an interest in what’s happening and ask your manager how you can get involved. Speak to your colleagues about what this is likely to mean for your team and look at the things you can do together to help

– Your change champions and managers are a great source of information about the Programme and are available to support you.

Educate yourself:
– Learn about the Programme and why it’s happening.
– Think about what the risks are if things just stay the same. Can we sustain our current working practices?
– Find out what new skills and abilities you’ll need in the new world and speak to your manager or change champion about training you’ll need.

Stay positive:
– We’re talking about new ways of working so there are likely to be opportunities arising as a result of the changes, and a chance to learn new skills on new technology (think of what that will look like on your cv).

And finally, don’t just ignore it because it is happening.

Next time:  what can we expect to see as a result of the changes?

Key activity in Finance & Procurement

As we fast approach the go live date for Finance & Procurement, here’s an overview of some of the key activity taking place.

Training
An expanded training programme offering more sessions on more topics has been issued to School Managers and Directors who have been asked to nominate appropriate colleagues to take part. The focus for training is to make sure that those people who need to do certain activities as part of their job, can do them from day one.

This means that for some of us, training will continue to take place after go live. If you feel that you need specialist training please speak to your School Manager or Director who will contact the Programme if appropriate.

Data mapping and reconciliation
We’re working with colleagues in central Finance teams to make sure that the accounts data we migrate over is accurate.

Details about what information you can expect to see in OneUniversity – suppliers for example – will be shared soon.

Getting ready for go live
Our cutover activity is in the final stages of planning and will be communicated early February. This will include key dates such as when PECOS, CODA and Key Travel will be unavailable and, more importantly, the last day for getting your expenses in using paper!

Banner selfie competition

Business Transformation team member Mike McDonald with one of the green banners.

Our Business Transformation banners are going on a seven-week tour around University buildings from Monday 15 January and they could earn you a tasty prize if you spot one.

To be in with a chance of winning one of six prizes is take a selfie with the banner and answer the following question:

During the post-implementation phase of the programme, what will we be investing in? Here’s a little clue for you … you can find the answer on the banner.

Please email your photo and answer to business-transformation@dundee.ac.uk by Thursday 1 March 2018.

The six winners will be drawn from the proverbial hat and announced after we go live on 5 March.

The prizes up for grabs are:

  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.(Competition open to UoD staff and students only)

A word on training

Change and Communications manager Angela Hamilton hosting one of the training sessions.

Change and Communications manager Angela Hamilton explains why training is such an important feature of the Business Transformation programme …

You may not be aware of this, but training is a large part of what we do in the Change and Communications team.

An effective training programme will help us get ready for the changes to the way we work that will come as a result of OneUniversity.

One of the benefits of the revised date is that it allows us to train more people, making sure that when we do go live, University business won’t suffer and we’ll be able to get on with our jobs.

When we consider how an organisation changes its behaviours or its ways of working as a result of something as big as the Transformation Programme, we’re really looking to do this on two levels; individual and organisational.

Our approach to this involves identifying, amongst other things, the benefits of the change at an individual level; and working with Schools and Directorates to identify suitable and appropriate change, communications and training plans to help move teams through the process and out the other side as smoothly as possible.

Hands on training won’t be available to everyone so the focus at the moment is on making sure that there are a variety of training and educational tools and resources available for use before, during and after go live.

So, what about the training?

The majority of this will take place in the three weeks running up to go live, which ensures that the knowledge is fresh in people’s minds. A revised training plan has been agreed and this will be communicated to School Managers and Directors who will nominate appropriate staff to take part in the various sessions.

In addition to this, we’ll schedule a number of drop-in surgeries and demos on a variety of topics including expenses and requisitioning.

Further information on these sessions, including dates, will be published on this blog so keep checking back regularly.

Angela

Q&A with Student Programme Manager Pat Furze

Pat Furze has recently joined the Business Transformation team as Programme Manager on Phase 2 of the programme – student. Pat brings with him a wealth of experience in the student implementation lifecycle having worked for universities across the US including the University of California, Berkeley, as well as Glasgow University.

 

What’s your main role as programme manager in the Business Transformation team?
It’s a wide-ranging role overseeing a large team for the Phase 2 programme design, build and delivery.

What do you see as the key priorities?
The streamlining of our processes to effectively deliver a successful next phase of the Business Transformation programme which will bring positive change to the University.

What’s your career background?
I have 35 years’ experience in higher education, including 20 years delivering student systems in the US and UK. During that time I’ve delivered 12 full-cycle student implementations.

Where were you brought up?
I’m originally from Phoenix, Arizona but have spent the last five years in the bay area of Oakland, California.

Why leave the sunny climes of California for the chilliness of Scotland?
It’s a great opportunity to make a real, positive impact on the ambitions to transform and deliver such an important project for the University.

What do you do in your spare time?
I’m an avid reader, I love to travel, play golf and I also play the guitar. Well, I say play, I mess around with it and I like to strum out Neil Diamond or Bob Dylan songs.

I love American football and follow the Patriots, and also the Cardinals and Raiders, although the biggest challenge I see being in Scotland is managing to stream any of the games as they will be on at around 1.00am UK time!

What’s your favourite cheese?
Brie.